🔸smHRt Payroll

smHRt (Smart) Payroll Process Guide

Payroll process facility in Pocket HRMS enables seamless processing of smHRt Payroll for all employees, which can be done for a single employee, all employees, or selective employee in one go.

This document contains the following:

Prerequisites

• Payroll Checklist

• Working of smHRt Payroll

• Payroll workflow with manual Income tax

• Payroll workflow with updated Income tax declaration

Payroll Checklist

Below are the pointers that need to be checked before processing the payroll.

• Whether the active and inactive employees are updated correctly as of the date in the portal or not.

• Holiday applicability data are correctly updated.

• Monthly input that includes the variables (earning / deductions) & extra duty payment details are correctly updated.

• If we are processing the income tax manually, then the tax value needs to be updated through monthly input.

• All the attendance regularization, on-duty & leave request needs to be approved/reject accordingly.

• Increment details should be up to date in the portal.

• All reliever leave requests received through the helpdesk module should be actioned.

• Roster needs to be updated correctly for the particular month.

Working of smHRt Payroll

Step 1: In the Cloud portal select the ‘Payroll’ menu, then ‘Utilities’ tab and click on ‘SmHRt Payroll’ sub tab.

On the screen of ‘smHRt Payroll Process’ page you can see the payroll processing status of months in a year as described below.

• Yellow Strip - If payroll processing in ongoing

• Blue Strip - If payroll processing is completed

• Grey Strip - If payroll is yet to be processed

Step 2: Selecting employees for payroll processing:

1. Click on the ‘Employee Wise’ tab to enter employee code for a single employee or multiple employees.

1. Select the ‘Selective Employees’ tab to process payroll according to various employee categories.

1. Click on ‘All Employees” tab to process payroll for all the employees.

Step 3: Select the month and the year for which payroll has to be processed.

• Time consolidation is used to run monthly attendance with all the prior settings

and it runs according to settings for a particular month.

• Leave posting is used to process and post monthly leaves taken by employee for a particular month. It can be done with single employee as well as with a category of employees. After selecting this, the leave post will be reflected in the employee’s account.

• Payroll Posting is done after the payroll for posting salary slips to individual user’s account. You can view the salary slip by logging in to the ESS portal.

• Monthly input is used to give employee's salary details and any other deduction to be done for that particular month.

Step 4: Tick the ‘perform pre-process check’ (especially for doing the payroll for the first time) to identify any error in the following:

• Formula

• Configuration

• Data Audit

Note: You can click on the ‘Re-Process’ button to run payroll again with the same settings after making some minor changes in payroll-related data.

Step 5: On the right-hand side of the screen you should check whether all the parameters are checked for biometric attendance and then click on the ‘Run smHRt Payroll’ button.

Step 6: You can click on the ‘Save’ button once payroll process is completed.

Payroll workflow with manual Income tax

Prerequisites

Ensure that following tasks are done before proceeding to payroll processing.

• All the monthly input that includes the variables (Earning / deductions) & extra duty payment details are updated.

• Update the increment details for the particular month.

• Income tax values for the particular month are updated.

Step 1: Freeze the attendance, process the time consolidation for the specific month.

1. Click on the ‘Attendance’ menu and then on the ‘Transaction’ tab and then ‘Time consolidation all’.

1. Select the month and year for payroll process

Step 2: Download the generated attendance report to verify the frozen attendance.

Go to ‘Payroll’ then click on ‘Transaction’ and select ‘Time Consolidation All’ to Download the report.

Step 3: Process the payroll for the specific month.

1. Select the ‘Payroll’ then click on the ‘Utilities’ tab and then next on the ‘Payroll process’ subtab.

1. Select the month and year then select the categories and click on the ‘Process’ button.

Step 4: Download the salary register.

1. Click on ‘Analytics’ menu and then select the ‘Data-wizard’ sub-tab.

1. Click on the ‘Select Settings’ drop down menu then select the month & year and click on download button as shown below.

Step 5: Post the Pay slip to the ESS portal:

1. Select the ‘Payroll’ menu then on the ‘Utilities’ tab and the ‘Self-service Post’

1. Select the month & year and click on the ‘Post’ button.

Payroll workflow with updated Income tax declaration

Prerequisites

Ensure that following tasks are done before proceeding with payroll processing.

• All the monthly input that includes the variables (Earning / deductions) & extra duty payment details need to be updated in the system.

• Update the increment details for the particular month.

Step 1: Close the declaration window for employees:

Click on ‘ESS Settings’ go to ‘Declaration Activation’ menu and then un-select all the check boxes and then click on the ‘Save’ button.

Step 2: Import the tax declaration from the ESS portal through web post.

1. In Cloud portal click on the ’Income tax’ then on the ‘Utilities’ tab and the ‘Web post’ subtab. Select the second option for importing the declaration values. Then select the month & year and click on the ‘Post’ button.

1. You can also follow path in Cloud portal click on ’Income tax’ then on ‘Utilities’ tab and ‘Web post’ subtab. Select the third & fourth options for importing the proof values & document respectively then select the month & year and click on the ‘Post’ button.

Step 3: Freeze the attendance, process the time consolidation for the specific month.

Select the ‘Payroll’ and click on the ‘Transaction’ then the ‘Time consolidation all’ select the month & year.

Step 4: Download the generated attendance report to verify the freeze attendance.

Click on ‘Payroll’ select ‘Transaction’ menu and ‘Time consolidation all’ and download the report

Step 5: Process the payroll for the specific month

1. Select the ‘Payroll’ go to the ‘Utilities’ tab and select the ‘Payroll Process’ subtab.

1. Select the month & year and categories then click on the ‘Income tax’ checkbox and click on the ‘Process’

Step 6: Download the salary register

Click on ‘Analytics’ then select the ‘Data-wizard’, click on the ‘Select the settings’ then select the month & year next, click on the ‘Download’ button.

Step 7: Post the pay slip to the ESS portal.

A. Select the ‘Payroll’ then the ‘Utilities’ tab and then the ‘Self-service post’.

B. Select the month & year and click on the ‘Post’.

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