💶Payroll

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

1. How do open gratuity settings?

Step 1: Log in to the cloud portal and click on the ‘Setting’ menu.

Step 2: Click on the payroll tab from the top row.

Step 3: Select ‘Pay Setting’ from the right-hand side menu and click on ‘Gratuity’ from the submenu.

Step 4: Fill in the details in the fields and click on the ‘Save’ button.

If you are unable to make the necessary changes in settings, kindly contact us at [email protected]

2. Facing some trouble with employee’s PF deductions

Step 1: Log into the cloud portal and go to the ‘Settings’ menu. Under the ‘Payroll’ tab click on the ‘Salary Components’ subtab. Select the ‘Deductions’ option and then click on the ‘+’ icon.

Step 2: Enter the ‘Field Name’, as ‘PF Amount’ select ‘Behaviour’ as ‘Include Gross Deductions’ and click on the ‘Save’ Button.

Step 3: Again, in the ‘Settings’ menu, under the ‘Payroll’ tab, go to the ‘Salary Components’ subtab and click on the ‘Deduction Formula’ section.

Step 4: Scroll down to find the ‘PF Amount’ component, click on the 3 dots in front of it, select the ‘Edit’ option and a pop-up will open.

Step 5: From the ‘Direct or Percent’ drop-down select ‘Percent’.

Step 6: A few more fields will appear, fill in the values in the respective fields as given below.

• From the ‘Rounding’ drop-down select ‘1 Rupee’

• In the ‘Percent’ field enter the value as ‘12’

• In the ‘Maximum’ field enter the value as ‘12’

• From the ‘Earnings’ list select the ‘Earned Basic’

Click on the ‘Save’ Button.

Step 7: Next, go to the employee’s profile for whom you were facing issues with PF deductions. Click on the ‘Payroll’ tab and select ‘Monthly Input’ subtab. Select ‘Month’ and ‘Year’ then click on the ‘Save’ button.

Step 8: Now, go to the ‘Settings’ menu and under the ‘Payroll’ tab click on the ‘Payroll Process’ subtab. Select ‘Month’, and ‘Year’. Tick the necessary checkboxes and click on the ‘Process Payroll’ button and payroll will be processed with the PF Deduction.

Step 9: To check PF deductions, go to the employee’s profile again, under the ‘Salary’ tab, click on the ‘Salary Details’ subtab, and here you can check ‘PF Deductions’.

For example,

PF calculation if EB (Earned Basic) is more than 15000

As this calculation was based on the salary which is more than ₹15000 hence PF is calculated as 15000*12/100 = ₹1800.

PF calculation if the EB (Earned Basic) is less than 15000

For this, you need to follow all the steps mentioned above for the payroll process, but only the PF amount will change & it will be calculated on Earned Basic (EB) 11500.

EB 11500 * 12/100 = PF Amount 1416 ₹.

Step 10: If you want to view or make changes in the PF settings you should go to the ‘Settings’ menu, under the ‘Payroll’ tab, select ‘Pay Settings’ and then select the ‘PF Setting’ option. You can make the desired changes here and click on the ‘Save’ button.

For any queries, contact [email protected]

3. Why is an employee unable to download a payslip? or Why payslip is not sent to employee by email?

Preconditions

If an employee is unable to download their payslip check for the following factors

a. Payroll is processed for the month

b. Payslip is configured

c. Payslip web post is done

d. Correct ‘Category’ selected for payroll process & payslip web post.

e. Check if the employee mail id is added under the employee details

Process the payroll first, and if the payroll is processed you can proceed to check the payslip configuration.

b. Check Payslip Configurations

Step 1: To check Payroll configurations log in to the cloud portal and go to the ‘Settings’ menu. Under the ‘Payroll’ tab scroll down to the ‘Payslip’ subtab. Click on the ‘Edit’ radio button and in the ‘Configuration Number’ dropdown check if configuration is present.

Step 2: If there is no configuration for the payslip, you can click on the ‘Add’ radio button, enter the desired ‘Configuration Number’ and do the configurations according to requirements by using various tabs given below and click on the ‘Save’ button.

c. Check if the payslip web post is done

Step 3: Next, check if the payslip web post is done. For that go to the ‘Employee’ menu, under the ‘Utilities’ click on the ‘Self Service Post’ option.

Step 4: Select the ‘Category’, ‘Month’ and click on the ‘Post’ button. Then employee will be able to download their payslip.

For any queries, contact [email protected]

4. How to add or update employee payslip?

Step 1: Log into the cloud portal and go to the ‘Settings’ menu. Under the ‘Payroll’ tab click on the ‘Payslip’ subtab.

Step 2: If you want to make changes in the existing payslip configurations click on the ‘Edit’ radio button and select the ‘Configuration Number’ from the dropdown.

Step 3: Click on the various tabs such as, Category, Master, Earnings, Deductions, Match, Others, Footer Strings and F&F Logo/Dates to edit the respective values. Once you have done all the edits click on the ‘Save’ button and payslip configurations will be updated.

Step 4: To add new payslip configurations select the ‘Add’ radio button and enter the ‘Configuration Number’.

Step 5: Click on the various tabs such as, Category, Master, Earnings, Deductions, Match, Others, Footer Strings and F&F Logo/Dates to enter required values and click on the ‘Save’ button and payslip configurations will be saved.

Path: Cloud portal>Settings>Payroll>Payslip>ADD/Edit>select the required fields>Save.

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

5. How to set password for payslips?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button, select settings from the ‘Configuration Number’ dropdown and click on the ‘Others’ tab.

Step 3: Scroll down to the ‘Password Setting’ and select a combination option to set strong password. Select checkboxes for the sources from the ‘Password Applies On’ option.

Note: The password will be set on payslip if downloaded from the selected sources.

Step 4: After you selected the required settings scroll up and click on the ‘Save’ button. The password will be set for payslip accordingly.

Path: Cloud portal>Settings>Payroll>Payslip>edit>Configuration Number>Others>Password Settings>Password Applies On>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

6. How to add new field in salary component?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Salary Component’. To add a new component, click on the ‘+’ icon towards the upper right side of the screen.

Step 2: Enter the ‘Field Name’ and under the ‘Behavior’ select the checkboxes for the respective options as required and click on the ‘Save’ button.

Step 3: Now, under the ‘Payroll’ tab, click on the ‘Salary Components’ subtab. Select the category for which you want to add new component from the ‘Earning Formula’ or 'Deduction Formula' field as required.

Step 4: Find the component you just created in the list below. Click on the ‘3 Dots’ for the respective component and click on the ‘Edit’ option and a pop-up will open.

Step 5: Select the ‘Direct’ and ‘Rounding’ as ‘1 Rupee’ from the respective fields. Enter the ‘Order No’ as required and click on the ‘Save’ button and the component will be added.

Path: Cloud>Settings>Payroll>Salary Component>’+’ Icon> select required details>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=salarycomponent

Path: Cloud>Settings>Payroll>select Category>Find the created component-‘3 Dots’-Edit>select ‘Direct’, Rounding-1 Rupee

For any queries, contact [email protected]

7. How to add/remove a component/field from a payslip & FnF settlement for particular category or all employees?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button and select ‘Configuration Number’ from the drop down for which you want to make changes.

Step 3: Click on the ‘Earning’ tab and find the required components from the ‘Field’ column.

• In the ‘Earning Print Order’ column, enter the order number if you want to add similarly remove the order number if you want to remove the component from the payslip.

• In the ‘FnF Print Order’ column, enter the order number if you want to add similarly remove the order number if you want to remove the component from the FnF Settlement.

Step 4: Once you have made the required changes, click on the ‘Save’ button and the fields will reflect in the payslip and FnF settlement documents accordingly.

Path: Cloud Portal>Settings>Payroll>Payslip>Edit>Configuration Number>Category-select required category>Earnings>Ctrl+F(to search the required field)>add or remove order number to add or remove fields from ‘Earnings Print Order’ & ‘F & F Print Order’>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

8. Facing issue with TDS deduction in bonus for a particular category?

If TDS is not deducted properly, you need to check that the TDS formula for a concerned category is configured correctly.

9. How to check or change TDS deduction formula for a category?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Salary Structure’ subtab. From the ‘Deduction Formula’ field select the required Category.

Step 2: Find the Income Tax TDS component in the list, click on the ‘3 Dots’ and select the ‘Edit’ option.

Step 3: You can view Income Tax (TDS) formula for the category, make the required changes and click on the ‘Save’ button. The formula will be saved.

Note: Making changes in the formula can impact the salary structure and payroll calculation. We suggest you to connect to our agent.'

Path: Cloud>Settings>Payroll>Salary Structure>Deduction Fromula>select Category>find the required component-click ‘3 Dots’>view formula-make required changes>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=SalaryStructure#

For any queries, contact [email protected]

10. How to add loan component in the pay slip?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button and select ‘Configuration Number’ from the drop down for which you want to make changes.

Step 3: Click on the ‘Deduction’ tab and find the ‘Advance Loan’ components from the ‘Field’ column. Enter the order number in the ‘Earning Print Order’ column click on the ‘Save’ button and the loan fields will reflect in the payslip accordingly.

Path: Cloud Portal>Settings>Payroll>Payslip>Edit>Configuration Number> Deductions>Ctrl+F(to search the ‘loan’ field)>add order number -‘Earnings Print Order’>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

11. How to check or view ESI deduction settings?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Salary Structure’ subtab. From the ‘Deduction Formula’ field select the required Category.

Step 2: Find the ESI component in the list, click on the ‘3 Dots’ and select the ‘Edit’ option.

Step 3: You can view ESI formula for the category.

Path: Cloud>Settings>Payroll>Salary Structure>Deduction Formula>select Category>find the required component-click ‘3 Dots’>view formula

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=SalaryStructure#

For any queries, contact [email protected]

12. 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 [email protected]

13. How to add UAN no. (UAN Number) in the payslip?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button and select ‘Configuration Number’ from the drop down for which you want to make changes.

Step 3: Click on the ‘Master’ tab and you can use Ctrl+F to find the ‘UAN NUMBER.’ components from the ‘Field’ column.

• In the ‘ Pay Slip Header Print’ column, enter the order number if you want to add it in the payslip header similarly remove the order number if you want to remove the component from the payslip header.

• In the ‘ F & F Header Print’ column, enter the order number if you want to add it or remove the order number if you want to remove the component from the FnF Settlement.

• In the ‘ Pay Slip Footer Print’ column, enter the order number if you want to add it in the payslip header similarly remove the order number if you want to remove the component from the payslip footer.

Step 4: Once you have made the required changes, click on the ‘Save’ button and the fields will reflect in the payslip and FnF settlement documents accordingly.

Note: Kindly search for UAN/PF/or any other component, details etc and give configuration number and save

Path: Cloud Portal>Settings>Payroll>Payslip>Edit>Configuration Number>Category-select required category>Master>Ctrl+F(to search the UAN Number field)>add or remove order number in the respective columns as required>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

14. How to add a new salary structure?

The salary structures are configured Category-wise and you can view the salary structure. If you want to make any changes in the existing salary structure or add a new salary structure, please contact our agent.

For any queries, contact [email protected]

15. How to view existing salary structure for various categories?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Salary Structure’ subtab.

Step 2: Select the required Category from the ‘Deduction Formula’ or ‘Earning Formula’ section to view the salary structure accordingly.

Step 2: You can scroll the list to view various components in the list, click on the ‘3 Dots’ and select the ‘Edit’ option to view the respective formula.

Path: Cloud Portal>Settings>Payroll>Salary structure>select Category

Note: To make any changes in the salary structure or to add a new salary structure contact our agent

For any queries, contact [email protected]

16. How to add/include LOP in the payslip?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button and select ‘Configuration Number’ from the drop down for which you want to make changes.

Step 3: Under the mapping tabs find the ‘LOP’ fields and add the order number for the required LOP field (LOP Day/LOP Encash/LOP Amount & more) and click on the ‘Save’ button. The LOP field will be added accordingly.

Path: Cloud Portal>Settings>Payroll>Payslip>Edit>Configuration Number>Mapping tabs>Ctrl+F(to search the LOP field)>add order number for the required LOP field>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

17. How to remove date from payslip?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Payslip’ subtab.

Step 2: Click on the ‘Edit’ radio button and select ‘Configuration Number’ from the drop down for which you want to make changes.

Step 3: Under the mapping find the Date field and remove the order number for it and click on the ‘Save’ button. The Date will be removed accordingly.

Path: Cloud Portal>Settings>Payroll>Payslip>Edit>Configuration Number>Mapping tabs>Ctrl+F(to search the Date field)>remove order>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

18. How to add/create/update an incentive component in the monthly input of payroll system/process?

Note: Before adding any salary component, it is essential to map it to the payroll categories, as it may impact salary calculations. Therefore, we recommend that you connect with our chat agents before making any changes to salary components or the salary structure.

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘Salary Component’. Click on the ‘+’ icon towards the upper right side of the screen.

Step 2: Enter the ‘Field Name’ (Incentive) and under the ‘Behaviour’ select the checkboxes for the respective options as required and click on the ‘Save’ button.

Path: Cloud>Settings>Payroll>Salary Component>’+’ Icon> enter required details>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=salarycomponent

For any queries, contact [email protected]

19. How to add new, create or update LWF location ( Labour Welfare Fund Location)?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab, click on the ‘LWF Locations’ subtab. Click on the ‘+’ Ion towards the upper right corner of the screen.

Step 2: Select the ‘Labour Welfare Fund Location’ from the dropdown. Fill in other details ‘Employee Contribution’, ‘Employer Contribution’, Month and other details from the respective fields and click on the ‘Save’ button. The LWF location will be added accordingly.

Path: Cloud>Settings> Payroll>LWF Deduction Settings>click on ‘+’ (plus Icon)>fill in details>Save

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=LWFDeductionSetting

For any queries, contact [email protected]

20. How to add or delete, a row or component from the payslip?

Step 1: Log into the cloud portal and go to the ‘Settings’ menu. Under the ‘Payroll’ tab click on the ‘Payslip’ subtab.

Step 2: If you want to make changes in the existing payslip configurations click on the ‘Edit’ radio button and select the ‘Configuration Number’ from the dropdown.

Step 3: Click on the various tabs such as, Category, Master, Earnings, Deductions, Match, Others, Footer Strings and F&F Logo/Dates to edit the respective values.

Step 4: Add the order number for the component to be added to the payslip and remove order number for the component to be removed from the respective fields and click on the ‘Save’ button.

The payslip will be updated accordingly.

Path: Cloud portal>Settings>Payroll>Payslip>select Configuration Number Edit>go to Master/Earning/Other etc.>find the required fields>add or remove order number>Save.

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=Payslip

For any queries, contact [email protected]

21. How to upload, enter final calculated net salary month wise?

You can consider following options.

• If you want to upload full salary with net payment calculation, you can do it from the past data import

• You can also import paid days, LOP days or other additional component values and process the payroll from system.

• You can also easily upload salary data or earning data in bulk if required.

For any queries, contact [email protected]

22. Why is basic salary component field not visible for employee?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Payroll’ tab click on the ‘Salary Component’ subtab.

Step 2: Find the required components of the basic salary. Click on the respective ‘3 Dots’ and select the ‘Edit’ option.

Step 3: Under the ‘Behavior’ make sure that the checkbox for the ‘Include Total (Y/N)’ option is ticked and click on the ‘Update’ button.

Step 4: Then again in the ‘Settings’ menu and under the ‘Payroll’ tab click on the ‘Salary Structure’ subtab. Then select the Category from the ‘Earning Formula’ circle.

Step 5: Find the required basic component in the list and click on the respective ‘3 dots’ and then select ‘Edit’ option.

Step 6: Check the formula in the pop-up. If they are any changes required please contact our support person as making changes here may impact the payroll process.

Note: If you are importing earning details from the employee import, ensure that you added the required basic salary components from the ‘Earning Details’ folder and mapped those correctly according to the Excel Sheet.

Path: Cloud Portal > Settings > Payroll > Salary Component >find required component of basic salary > click ‘3 dots’ > Edit > Behavior- Include Total (Y/N) > Update

>> Settings > Payroll > Salary Structure > select category > find required component of basic salary > click ‘3 dots’ > Edit > check the formula > Contact our support person if any changes are required

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=SalaryStructure#

For any queries, contact [email protected]

23. What does net payable days means?

Net Payable Days in Pocket HRMS refers to the actual number of days an employee is eligible for salary after deducting unpaid leaves, absences, or prorated joining/exit days.

For any queries, contact [email protected]

24. What to do if Salary Component is not Showing in the Salary Slip?

If any salary component is not available in payslip, please check the payslip configuration process by clicking on the link below:

Payroll | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

25. How to calculate PF on arrear salary?

To calculate arrear EPF in salary you need to create EPF arrear component that you can do by referring below link: https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll/salary-component#id-4.-how-to-add-epf-or-arrear-epf-salary-component To define EPF calculation formula, please refer to below link: https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll/salary-component#id-4.1-process-to-define-epf-formula

For any queries, contact [email protected]

26. How to take Petrol Allowance?

To create new field in creating a field in salary component as petrol allowance, please refer the link below:

https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll#id-6.-how-to-add-new-field-in-salary-component

Note- After adding the field as petrol allowance in salary component, it will be visible to you and you can make appropriate changes in it.

For any queries, contact [email protected]

27. How to add reimbursement payment in payroll?

To add reimbursement payment in payroll, the reimbursement component needs to be created first for that please refer the link below:

https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll#id-6.-how-to-add-new-field-in-salary-component To make the component visible in monthly input please refer link below:

Salary Structure | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

28. How to configure OT?

To configure Over Time(OT),

1.Need to add the OT component first https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll#id-6.-how-to-add-new-field-in-salary-component

2. Set the OT formula in Salary Structure, to view or edit the formula please refer to the link https://docs.pockethrms.com/faqs/cloud-portal/settings/payroll#id-15.-how-to-view-existing-salary-structure-for-various-categories

3. To configure the OT conditional you can set the conditional formula as per category of the employee by following the path below:

Path: Cloud login > Settings > Payroll > Conditional Earnings > Select the category > Select the earnings as OT Conditional (Create the Earning component without selection any behaviour) > Write the OT condition formula > Save

Step 1: Login to cloud portal, go to ‘Settings’ menu and select ‘payroll’ tab.

Step 2: Select ‘Conditional Earnings’ section, then select ‘Category’ as per your requirement, and select ‘Earnings’.

Step 3: Write the ‘OT condition’ formula and select ‘Save’.

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=conditionalearning