💰Payroll

This page provides a step by step guide for FAQs related to 'Payroll' menu in the Cloud portal

• Import

• Transactions

• Utilities

1. How to run or generate a Full and Final settlement?

You can generate a Full and Final settlement for the employee after entering their separation details in the system.

Step 1: Log into the cloud portal and select the 'Payroll' menu.

Step 2: Open the 'Utilities' tab and select the 'Full and Final Settlement' sub-tab.

Step 3: Select ‘Category’ as shown below.

Step 4: Next, choose ‘Employee Code’, only separated employees will be shown here.

Step 5: Now enter the following details for a selected employee.

Step 6: You can click on the ‘Monthly Input’ button next.

Step 7: Enter the required details and then click on the ‘Process F&F’ button.

Step 8: Click 'Preview' to view the F&F Statement.

Step 9: The system will calculate the F&F and show you the details.

Note: .

a. The full and Final (FnF) can can not be run for employees in bulk or multiple employees. The FnF process has to be done for an individual employee.

b. You can generate the month-wise Final Settlement Register through a path, Analytics >Reports > Financial > Final Settlement Register.

c. Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

For any queries, contact [e-mail]

2. How to post salary data in Employee Self-Service Portal ?

Step 1: Log into the cloud portal and click on the 'Payroll’ menu.

Step 2: Select the ‘Utilities’ and the ‘Self Service Post’ subtab.

Step 3: Select the required categories, and click on the ‘Post’ button.

Step 4: Now, employees can view and download their Pay Slip from Employee Self-Service Portal.

Note: Repeat the above steps every salary cycle.

Path: Cloud portal>Payroll>Utilities>Self Service Post> select details>Post

Link: https://cloud.pockethrms.com/payroll/transaction/webpost

For any queries, contact [e-mail]

3. How to Publish/Post the Pay slip or how to release payslip for employees?

Step 1: Log into the Cloud portal and click on the 'Payroll' menu, and then select the ' Utilities' subtab.

Step 2: Now click on 'Self Service Post' as shown below.

Step 3: Select the necessary 'Category' from the options.

Step 4: Select the 'Month' and click on the 'Post' button. The payslip for the respective month will be available for download to employee in their ESS.

Path: Cloud portal>Payroll>Utilities>Self Service Post> select details>Post

Link: https://cloud.pockethrms.com/payroll/transaction/webpost

For any queries, contact [e-mail]

4. How to Separate Multiple Employees?

Step 1: Log in to the cloud portal and select the ‘Payroll’ menu.

Step 2: Click on the ‘Import’ tab and select ‘Employee Separation’ from the subtabs.

Step 3: Select the setting from the drop-down. You can click on the ‘Add New’ button to create a new setting and click on the ‘Save Setting’ button.

Step 4: Fill in the required fields and upload the file for import.

Note: You can download ‘Sample Employee Separation Import’ from the upper right-hand corner.

Step 5: Map the employee information according to the file and click on the ‘Upload File’ button.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

5. How to unlock the payroll?

How to unlock or release payroll for a particular month and category?

Step 1: Log into the cloud portal, go to the ‘Payroll’, under the ‘Utilities’ submenu click on the ‘Paysheet Lock’ option.

Step 2: Select the ‘Month’, ‘Year’ and click on the ‘Next’ button.

Step 3: ‘Enter Administrative Password’ in the respective field, click on the ‘Release’ button and the payroll will be unlocked.

To unlock/release the payroll, you have two options: releasing all categories or specific ones.

• To release payroll for all categories, choose the 'All Categories' option, enter the admin password, and click ‘Release’ button. This unlocks payroll for all categories at once.

• To unlock payroll for specific categories, first select 'Particular Category'. Then, tick the boxes next to the categories you want to release. Enter the admin password and you click the ‘Release’ button next to each category individually to unlock the payroll.

• Alternatively, you can use the ‘Release’ button under the password field to unlock payroll for all selected categories at once.

For any queries, contact [e-mail]

6. How to lock payroll? or How to lock Salary? or How to set Paysheet Lock?

Step 1: Log into the cloud portal, go to the ‘Payroll’, under the ‘Utilities’ submenu click on the ‘Paysheet Lock’ option.

Step 2: Select the ‘Month’, ‘Year’ and click on the ‘Next’ button.

Step 3: To lock the payroll, you have two options: locking all categories or specific ones.

1. For locking all categories, choose the 'All Categories' option, enter the admin password, and click 'Lock'. This locks payroll for all categories at once.

1. To lock specific categories, first select 'Particular Category' radio button. Then, tick the boxes next to the categories you want to lock. Enter the admin password and you click the 'Lock' button next to each category individually to lock the payroll for respective category.

Alternatively, you can use the 'Lock' button under the password field to lock all selected categories at once.

Path: Cloud Portal>Leave>Utilities>Paysheet Lock>select Month & Year>Next>'Particular Category/'All Categories>select categories>Enter Administrative Password>Lock

Link: https://cloud.pockethrms.com/payroll/transaction/PaysheetLock

For any queries, contact [e-mail]

7. Can I process payroll in mobile app?

Pocket HRMS currently does not offer payroll in the mobile app and payroll can only be processed through the cloud portal. While our mobile app provides a complete self-service package, the complexity and security requirements of payroll make it better suited for desktop-based platforms. Payroll involves intricate calculations, tax compliance, and integration with accounting systems which can be challenging on mobile interfaces due to screen limitations.

As we prioritize accuracy, efficiency, and security our desktop platform or cloud portal provides the precision and reliability needed for payroll operations. With our commitment to providing the highest convenience and efficiency, we can confidently say that we will be the first to introduce a secure and seamless payroll on the mobile platform in the near future.

For any queries, contact [e-mail]

8. How to Set Employee Release Date?

Step 1: Log into the cloud portal and select the 'Payroll' menu.

Step 2: Click on the ‘Transaction' tab and select ‘Release Employee’ under it.

Step 3: Enter the Employee code or name and select the employee from the drop-down menu.

Step 4: Select the ‘Release date’ and click on the 'Release' button.

For any queries, contact [e-mail]

9. How to process salary for a separated employee/former employee or left employee? or process employee salary for the past month or the previous month?

To process salary for separated employee you need to follow 3 steps

A. Release the Employee

B. Process Salary for Employee

C. Separate Employee Again

Path:

A. Release the Employee

Path: Cloud Portal>Payroll>Transaction>Release Employee>enter details>Release

Link: https://cloud.pockethrms.com/Payroll/Transaction/separationRelease

B. Process Salary for Employee

Path: Cloud portal>Employee>Employee List>select employee>Payroll>Payroll Process>select required details>Process Payroll

C. Separate Employee Again

Path: Cloud Portal>Payroll>Transaction>Separation>enter required details>Save

Link: https://cloud.pockethrms.com/Payroll/Transaction/separation

For any queries, contact [e-mail]

10. Why am I getting error ‘Future Date not Allowed’ for the effective increment date?

When you enter the effective increment date or apply date, ensure that the payroll for the last month has been processed. If the payroll for the previous is not done the system will detect increment dates as a future date.

For example:

If the payroll for the ‘July’ is not yet processed and you enter effective increment date for ‘August’ and apply on date of ‘September’, the system will show you the future date error.

For any queries, contact [e-mail]

11. How to make changes in the processed salary/payroll of an employee?

If you have already processed salary you need to follow the steps below.

1. Delete the payroll for an individual employee
2. Make the changes in the Monthly Inputs (Leave, LOP, Paid Days, Deduction) as required
3. Process the payroll for the employee again.

For any queries, contact [e-mail]

12. Do we need to enter LOP or other monthly inputs for while processing payroll for separated employee?

You can not process the payroll process for the separated employees. Whereas you can process full and Final settlement (FnF) and enter the required valued for the monthly input.

According to attendance details you can check LOP days and if required can make required changes accordingly.

For any queries, contact [e-mail]

13. Need a demo or a step by step guide/instruction for Payroll process?

If you need a complete guide for payroll process, you can visit https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/payroll/payroll-guide/payroll-with-attendance

For any queries, contact [e-mail]

14. I am trying to separate an employee but it shows error that payroll for the month is already done or processed.

You can not enter the separation date from the month in which

• Payroll of the employee for that month is processed/run/done

• Monthly inputs are saved

The separation date for the employee should be prior to saving monthly input or running the payroll for a month.

For any queries, contact [e-mail]

15. How to make changes if the time process or time consolidation is already done for the date?

If you want to make changes for a date after doing the time process or time consolidation for the month you need to

· Delete the payroll

· Delete Time Consolidation

· Modify in out details as required.

For any queries, contact [e-mail]

16. How to download payroll attendance details report?

You can get attendance payroll data as,

• Monthly attendance details
• Payroll details/Salary Details

For any queries, contact [e-mail]

17. How to create a new earning, deduction salary components or add change formula, How to reverse the salary of employee.

To creating any earning or deduction salary component, reversing past salaries, or adding a new formula, please contact our support agent.

For any queries, contact [e-mail]

18. A salary component/field/option is added in the salary structure/payslip but not visible in the payslip or FnF.

If a newly added component is not getting calculated correctly in payroll or full and final settlement process please contact our support agent through chat.

For any queries, contact [e-mail]

19. Why am I unable to release salary slip?

If you are unable to release salary slip, please check the following factors.

• Ensure that payroll for the respective month is processed correctly

• Payslip is configured correctly
• Make sure that the correct ‘Category’ is selected for the payroll process and payslip web post

If all the above points checked and you are still unable to release salary slip, we suggest you to connect to our agent.

For any queries, contact [e-mail]

20. How to add appraisal amount or increment amount?

You can add increment for a single employee as well as for multiple employees in bulk.

• Add increment amount or appraisal amount for a single employee
• Add increment amount or appraisal amount for bulk employees

For any queries, contact [e-mail]

21. How to process salary process with attendance or how to process payroll with attendance?

To process salary or payroll with attendance, please with the link for detailed guide.

For any queries, contact [e-mail]

22. What is supplementary days?

Supplementary Days, refer to the salary for the days an employee worked in the previous month but was not paid because they joined mid-month. For example, if an employee joins on the 15th of a month, their salary for the remaining days of that month will be paid in the next month as Supplementary Days. This ensures that the employee receives payment for all the days worked in previous month

For any queries, contact [e-mail]

23. How to post salary slip or payslip for a single employee?

The salary slip post can be done category wise and not for single employee.

The payslip or salary slip can be download or sent by mail for a single employee or particular one employee.

For any queries, contact [e-mail]

24. How to delete or reject the payroll that is already done for employees

You can delete or reject the processed payroll

1) For single employee

2) For All Employee or Employee Category For any queries, contact [e-mail]

25. How to add revised salary details (increased or decreased) effective from particular date for an employee?

• You can change the salary for the employee from the employee earning details
• Then you can also add increment or revise the salary (increased or decreased) for the employee.

For any queries, contact [e-mail]

26. to make changes in the Leave, LOP, Paid Days, Deduction, when payroll or salary is already processed?

If you have already processed salary you need to follow the steps below.

• Delete the payroll for an individual employee
• Make the changes in the Monthly Inputs (Leave, LOP, Paid Days, Deduction) as required
• Process the payroll for the employee again.

For any queries, contact [e-mail]

27. How to Deselect PF amount while processing Salary?

Please note that it is not possible to exclude or deselect the PF amount while processing salaries, as the earnings, deductions, and salary configurations are set category-wise based on each client’s specific salary calculation requirements, which may vary.

To review the earnings and deduction settings by category, you can refer to the following link:

Payroll | Pocket HRMS

For any changes to salary components, please connect with our support team via chat.

For any queries, contact [e-mail]