Dear All, I have joined an life insurance company, could you please provide a flow chart regarding the payroll process. regards, Nitin Mittal
From India, New Delhi
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1From India, New Delhi
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SALARY PROCESS
Attendance:
1. Daily attendance should be maintained by the Admin officers of the concerned outlet. While the staff are signing the attendance, the Admin staff/Security staff must be present. The staff who are absent for more than two days should be intimated to the HOD/Admin/HR department for disciplinary action.
Ekkattuthangal & Ambattur: Attendance should be signed at the Security In gate. The grace period is fifteen minutes. By sharp 9.45 am, the attendance register will be taken inside and should be signed in front of the Admin Officer. The Admin officer is required to maintain the attendance on a daily basis for the ON-THE-JOB TRAINEES.
Ekkattuthangal: After the grace time is over, the attendance register will be at the Admin Dept - Ms. Anitha is responsible for this outlet.
Ambattur: After the grace time is over, the attendance register will be at the Admin Dept - Mr. Kalyanasundaram is responsible for this outlet.
Kilpauk Showroom: Since there is no security person to maintain the attendance, Mr. Rajendran - Admin officer should be present in the morning while staff sign the attendance sheet. After the grace time, the sheet will be taken inside to GM - Sales for his information.
The daily attendance sheet should be preserved and the same should be maintained in the prescribed form of the Attendance Register.
By the 25th of every month, the Admin Officer of all outlets should close the attendance and forward it to the Admin Manager for verification.
By the 26th, all attendance sheets duly signed by the Admin Manager and the concerned Unit head should be submitted to the HR department. The attendance sheets without the signature of the Unit head and the Admin manager will not be accepted.
Service - Ekkattuthangal & Ambattur - GM Service
Sales - Kilpauk Showroom - GM Sales
Finance & Accounts - Sr. Manager - Finance
Admin dept - Admin Manager
HR - HR Manager
Security & Housekeeping - Admin Manager
EDP - EDP Manager
Trainees & OJT's - GM Service
2. Staff who avail permission, are latecomers, or submit leave letters should have their records maintained in the Admin department. During the cross-checking, the statement should be available. Staff who do not produce leave letters will be considered absent, and the leave will not be adjusted, and the salary for those days will not be paid. Approved leave letters should be produced.
3. The Admin dept is required to close the attendance on the 25th of every month, and the attendance sheets' photocopy should be forwarded, duly signed by the Admin Manager and the Unit Head/Dept Head.
4. Attendance details of Ambattur (including OJTs), Kilpauk & Ekkattuthangal should reach the HR department on the 26th of every month without fail.
5. HR will cross-check the attendance.
Deductions:
The deductions list should be duly signed and forwarded to HR as per the details below:
HR to:
Deductions for Late coming, Absenteeism, Permission should be approved by the Head of the department.
Salary deductions for disciplinary actions, Hold salary list should be approved by HOD and should reach HR on or before the 26th of every month.
Accounts dept: Sr. Manager - Finance or Manager - Accounts should duly sign the list. The list should include the name of the staff, employee code number, location, and the amount to be deducted clearly.
1. Salary Advance list
2. Loan
3. TDS - Income tax purpose
4. Tour advance
5. Any other advance/Debits
Admin to:
Uniform deductions: The new joiners who are issued uniforms should have Rs 500/- deducted against uniform deposit. Those below the rank of Assistant Managers will have the uniform deposit deducted. The uniform issued list should be received from the Admin department, duly signed by the Admin Manager.
The deducted amount will be reimbursed after six months completion in the organization. No separate receipt will be issued for this deduction; it will reflect in the Payslips.
Additional Payments:
1. The Fixed conveyance list approved by MD (HR has a copy). No separate voucher for local conveyance will be encouraged. The purpose of this fixed conveyance is for those who travel on duty to visit our other outlets.
2. Incentives list approved by HODs - all types of incentives
Performance-based incentive:
- Referral Incentive (Executive cadre) - the staff who refer candidates for recruitment will be paid Rs 1000/- on completion of the first month by the new joiner. After completion of 90 days in the company rolls, the remaining balance of Rs 1000/- will be released.
For staff category - Rs 500 + 500 in two installments
For technician category - Rs 750 + 750
3. Increment letter/approval from the Director/MD
HR department:
Salary is processed in a Payroll software that was recently installed.
1. The master copy of the salary sheet should be duly approved by the Director.
2. Every month, new joiners and employees who have left should be updated before starting the payroll for the current month.
Details will be checked by:
1. Department attendance summary by HOD
2. All Branch attendance by Admin Manager
3. Cross-check the salary statement by HR dept with the previous month's statement.
4. Submission of the salary statement to Accounts dept for checking.
5. Finally, after checked by the Accounts dept., it should be submitted to the Director.
6. The final report will be signed off by the Director.
STEPS IN CALCULATING SALARY:
Leave Record: Leave balance should be updated.
Leave balance as on 31.5.09 (Showroom)
S.NO
CODE NAME DESIGNATION GROSS SALARY BL COM OFF BL. CL COM OFF CL TOT BAL LEAVE LOP WORKED DAYS
Eligibility:
Casual leave - 7 days per year
Sick leave - 5 days per year
A total of 12 days eligible - one day per month
Privilege/Earned Leave: The staff who completes one year will become eligible for this. Each 20 days of completion, one EL is eligible (while calculating the number of Holidays of the previous year, Sundays, Absent days should be kept in mind).
Opening balance of the previous month
Eligibility of leave
The total number of days leave availed in the current month
LOSS of pay for the current month
Provide the LOP details to HODs and get that approved.
Calculate salary based on available LOP details given by HODs.
Add the conveyance amount in the Bank statement, which will be given to the Accounts department.
Prepare Pay Slip in duplicate copies and get that signed from individual employees.
Payment:
The salary statement should be bifurcated into the following:
1. Credit in the staff's bank account
2. Cheque will be prepared in the name of the staff whose salary is above Rs 5000/-
3. Staff salary below a sum of Rs 5000/- will be paid by cash.
Cash disbursement:
1. Salary disbursement: Ambattur - Mr. Mohan - Manager (Accounts)
Kilpauk - Mr. S. Sukumar (Accounts)
Ekkattuthangal - Mr. R. Venkatesan (Accounts)
2. Documents required for various branches: Salary statement, salary slip
3. HR to monitor on a daily basis, the total number of unpaid salary covers, amount, name of the staff, etc.
4. The balance of unpaid salary covers, amount disbursed should be recorded.
Check List:
1. Attendance sheets - All outlets
2. Approved list of Employee master - Print out
3. Supporting documents of Increments
4. Deductions list - Loan, salary advance, TDS, phone, any other deductions
5. Attendance summary - approved list (Duly signed by Admin & HOD)
6. Approved Hold list from all departments
7. Any other specific approval
8. Printout of the Leave register
9. Fixed conveyance approved list
10. Incentives - approved list.
From India, Madras
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Attendance:
1. Daily attendance should be maintained by the Admin officers of the concerned outlet. While the staff are signing the attendance, the Admin staff/Security staff must be present. The staff who are absent for more than two days should be intimated to the HOD/Admin/HR department for disciplinary action.
Ekkattuthangal & Ambattur: Attendance should be signed at the Security In gate. The grace period is fifteen minutes. By sharp 9.45 am, the attendance register will be taken inside and should be signed in front of the Admin Officer. The Admin officer is required to maintain the attendance on a daily basis for the ON-THE-JOB TRAINEES.
Ekkattuthangal: After the grace time is over, the attendance register will be at the Admin Dept - Ms. Anitha is responsible for this outlet.
Ambattur: After the grace time is over, the attendance register will be at the Admin Dept - Mr. Kalyanasundaram is responsible for this outlet.
Kilpauk Showroom: Since there is no security person to maintain the attendance, Mr. Rajendran - Admin officer should be present in the morning while staff sign the attendance sheet. After the grace time, the sheet will be taken inside to GM - Sales for his information.
The daily attendance sheet should be preserved and the same should be maintained in the prescribed form of the Attendance Register.
By the 25th of every month, the Admin Officer of all outlets should close the attendance and forward it to the Admin Manager for verification.
By the 26th, all attendance sheets duly signed by the Admin Manager and the concerned Unit head should be submitted to the HR department. The attendance sheets without the signature of the Unit head and the Admin manager will not be accepted.
Service - Ekkattuthangal & Ambattur - GM Service
Sales - Kilpauk Showroom - GM Sales
Finance & Accounts - Sr. Manager - Finance
Admin dept - Admin Manager
HR - HR Manager
Security & Housekeeping - Admin Manager
EDP - EDP Manager
Trainees & OJT's - GM Service
2. Staff who avail permission, are latecomers, or submit leave letters should have their records maintained in the Admin department. During the cross-checking, the statement should be available. Staff who do not produce leave letters will be considered absent, and the leave will not be adjusted, and the salary for those days will not be paid. Approved leave letters should be produced.
3. The Admin dept is required to close the attendance on the 25th of every month, and the attendance sheets' photocopy should be forwarded, duly signed by the Admin Manager and the Unit Head/Dept Head.
4. Attendance details of Ambattur (including OJTs), Kilpauk & Ekkattuthangal should reach the HR department on the 26th of every month without fail.
5. HR will cross-check the attendance.
Deductions:
The deductions list should be duly signed and forwarded to HR as per the details below:
HR to:
Deductions for Late coming, Absenteeism, Permission should be approved by the Head of the department.
Salary deductions for disciplinary actions, Hold salary list should be approved by HOD and should reach HR on or before the 26th of every month.
Accounts dept: Sr. Manager - Finance or Manager - Accounts should duly sign the list. The list should include the name of the staff, employee code number, location, and the amount to be deducted clearly.
1. Salary Advance list
2. Loan
3. TDS - Income tax purpose
4. Tour advance
5. Any other advance/Debits
Admin to:
Uniform deductions: The new joiners who are issued uniforms should have Rs 500/- deducted against uniform deposit. Those below the rank of Assistant Managers will have the uniform deposit deducted. The uniform issued list should be received from the Admin department, duly signed by the Admin Manager.
The deducted amount will be reimbursed after six months completion in the organization. No separate receipt will be issued for this deduction; it will reflect in the Payslips.
Additional Payments:
1. The Fixed conveyance list approved by MD (HR has a copy). No separate voucher for local conveyance will be encouraged. The purpose of this fixed conveyance is for those who travel on duty to visit our other outlets.
2. Incentives list approved by HODs - all types of incentives
Performance-based incentive:
- Referral Incentive (Executive cadre) - the staff who refer candidates for recruitment will be paid Rs 1000/- on completion of the first month by the new joiner. After completion of 90 days in the company rolls, the remaining balance of Rs 1000/- will be released.
For staff category - Rs 500 + 500 in two installments
For technician category - Rs 750 + 750
3. Increment letter/approval from the Director/MD
HR department:
Salary is processed in a Payroll software that was recently installed.
1. The master copy of the salary sheet should be duly approved by the Director.
2. Every month, new joiners and employees who have left should be updated before starting the payroll for the current month.
Details will be checked by:
1. Department attendance summary by HOD
2. All Branch attendance by Admin Manager
3. Cross-check the salary statement by HR dept with the previous month's statement.
4. Submission of the salary statement to Accounts dept for checking.
5. Finally, after checked by the Accounts dept., it should be submitted to the Director.
6. The final report will be signed off by the Director.
STEPS IN CALCULATING SALARY:
Leave Record: Leave balance should be updated.
Leave balance as on 31.5.09 (Showroom)
S.NO
CODE NAME DESIGNATION GROSS SALARY BL COM OFF BL. CL COM OFF CL TOT BAL LEAVE LOP WORKED DAYS
Eligibility:
Casual leave - 7 days per year
Sick leave - 5 days per year
A total of 12 days eligible - one day per month
Privilege/Earned Leave: The staff who completes one year will become eligible for this. Each 20 days of completion, one EL is eligible (while calculating the number of Holidays of the previous year, Sundays, Absent days should be kept in mind).
Opening balance of the previous month
Eligibility of leave
The total number of days leave availed in the current month
LOSS of pay for the current month
Provide the LOP details to HODs and get that approved.
Calculate salary based on available LOP details given by HODs.
Add the conveyance amount in the Bank statement, which will be given to the Accounts department.
Prepare Pay Slip in duplicate copies and get that signed from individual employees.
Payment:
The salary statement should be bifurcated into the following:
1. Credit in the staff's bank account
2. Cheque will be prepared in the name of the staff whose salary is above Rs 5000/-
3. Staff salary below a sum of Rs 5000/- will be paid by cash.
Cash disbursement:
1. Salary disbursement: Ambattur - Mr. Mohan - Manager (Accounts)
Kilpauk - Mr. S. Sukumar (Accounts)
Ekkattuthangal - Mr. R. Venkatesan (Accounts)
2. Documents required for various branches: Salary statement, salary slip
3. HR to monitor on a daily basis, the total number of unpaid salary covers, amount, name of the staff, etc.
4. The balance of unpaid salary covers, amount disbursed should be recorded.
Check List:
1. Attendance sheets - All outlets
2. Approved list of Employee master - Print out
3. Supporting documents of Increments
4. Deductions list - Loan, salary advance, TDS, phone, any other deductions
5. Attendance summary - approved list (Duly signed by Admin & HOD)
6. Approved Hold list from all departments
7. Any other specific approval
8. Printout of the Leave register
9. Fixed conveyance approved list
10. Incentives - approved list.
From India, Madras
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Hi,
We are a leading Payroll Software Firm dealing in payroll accounting, ERP, ETDS software.
"To evolve as a world-class software service company and pursue promising emerging technologies to roll out solutions successfully based on cutting-edge technologies."
We have developed a wide range of customized products:
- Payroll Management System
- Income Tax Software
- Income Tax E-filing software
- Mini ERP Software
- Accounting software
- Inventory Software
- Production Planning Software
- Billing Software's
- Website Design and Maintenance
- Other Customized Products
We transform the business capabilities of our clients by combining proven expertise in technology and skills in harnessing the knowledge of selected industries and business processes. We provide state-of-the-art technology solutions ranging from enterprise solutions to Internet applications. Some of our clients include Cultural Ministry, Electrolux Kelvinator Ltd., Hotel Le Meridien, EPC Global, Studds, Bhayana Builders, Far Horizon, Lanco Infratech, Sahara Global, and many more.
We can capture your requirements and customizations. Please write to us at:
Narender Malik
09810782850
Address: F - 1898, 1st Floor, South Extension Part - I,
New Delhi - 110049
Phone: 011 - 46026970, 46026971
E-mail: info@inextgen.in
Website: [iNextGen IT Solutions Pvt. Ltd. - Payroll software Delhi, Payroll Software in Delhi, Payroll Software Delhi, Payroll Software New Delhi, Payroll Software Delhi, Payroll Software in Delhi, Delhi Payroll Software, payrollsoftwaredelhi, payroll software delh](http://www.inextgen.in)
From India, Delhi
Acknowledge(0)Amend(0)
We are a leading Payroll Software Firm dealing in payroll accounting, ERP, ETDS software.
"To evolve as a world-class software service company and pursue promising emerging technologies to roll out solutions successfully based on cutting-edge technologies."
We have developed a wide range of customized products:
- Payroll Management System
- Income Tax Software
- Income Tax E-filing software
- Mini ERP Software
- Accounting software
- Inventory Software
- Production Planning Software
- Billing Software's
- Website Design and Maintenance
- Other Customized Products
We transform the business capabilities of our clients by combining proven expertise in technology and skills in harnessing the knowledge of selected industries and business processes. We provide state-of-the-art technology solutions ranging from enterprise solutions to Internet applications. Some of our clients include Cultural Ministry, Electrolux Kelvinator Ltd., Hotel Le Meridien, EPC Global, Studds, Bhayana Builders, Far Horizon, Lanco Infratech, Sahara Global, and many more.
We can capture your requirements and customizations. Please write to us at:
Narender Malik
09810782850
Address: F - 1898, 1st Floor, South Extension Part - I,
New Delhi - 110049
Phone: 011 - 46026970, 46026971
E-mail: info@inextgen.in
Website: [iNextGen IT Solutions Pvt. Ltd. - Payroll software Delhi, Payroll Software in Delhi, Payroll Software Delhi, Payroll Software New Delhi, Payroll Software Delhi, Payroll Software in Delhi, Delhi Payroll Software, payrollsoftwaredelhi, payroll software delh](http://www.inextgen.in)
From India, Delhi
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