EazePay Multi country Payroll - eazework.net Africa - Aug 2014.pdf · 12BA, Form 24, 27A PAYE IPRR PF, EPS, EDLI Monthly - 12A, Form 5, 10, Combined Challan Annual – 3A, 6A Employees

EazePay – Multi country Payroll

July 2014

Company Confidential © 2014 Mobius Solutions Pvt Ltd 2

Overview

EazePay is a part of EazeWork’s solution portfolio and is being used by companies in

BPO, KPO, Software

Manufacturing

Government

CA / Law firms

Customers are across Asia, Europe and Africa

Available on cloud or on premise models


Application Modules

Human Resource Information System

Calendar, Shift and Leave Management

Attendance Integration Attendance Integration

Payroll Processing Payroll Processing

Compliance Reporting Compliance Reporting

Employee Self Service

Dashboard, Alerts, Reports

24x7 access, Easy to use

Modules

The application can be deployed with different configuration – for example you can chose not to have the Leave Management module.


Collaboration Platform

Employee Self Service Leave application Expense claiming Declarations – Tax, House Rent, Family

Employee record maintenance Leave tracking, Loans and advances, Overtime Full and Final processing Salary revisions, Increment letters Salary slip / statutory documents

Integration with Accounting Systems eTDS RPU, PF challan, ESI challan Record keeping for all statutory payments Automatic bank transfer letter generation

Dashboard to view compliances Departmental performance reports on leave and attendance Variance / Exception reporting

EazePay

HR

Employees

Corporate

Finance & Accounts


Technical Features

Usability

Scalability

Performance

Security

Others

Database design – Multitenant design to ensure common database for multiple companies reducing

maintenance effort

Application design to consider time to load, request and job processing times

Benchmarking to be done on defined operating ranges for geographys, planners, sales reps, SKUs

Designed for both server and web based deployment

Operating flexibility – tool would have the feature to integrate data from various sources if needed

Process standardization – the process of data upload, maintenance, pre and post run validations will all be

designed

Cross browser compatibility – designed to work on IE, Firefox and Chrome

Platform independence –work on any OS / DB server combination

User Centric design – role based menu / access options

Three layered security –

1. Web – Secure SSL communication, User authentication, Session management

2. Database - through encryption of PII

3. Application – role based access


Process Controls / Security

Area of Concern Measure

Database Access

System backup and

Disaster recovery

All Personally Identifiable Information while stored in the database will be encrypted – it will

only be decrypted when presented on the page

Authentication and

Access Control

Web

Communications

Performance

Monitoring

8 hourly backup will be taken of the production environment , in case of hardware failure we

would be able to restore 8 hour old data in the worst case scenario

Password would be encrypted and stored – this would make it impossible to hack and steal the

password

Inactive sessions would be timed out

Users will be able to see only their own data – access to other’s data would be controlled

through setup

Communication between the user and the server would be secured through 256 bit encryption.

This is only applicable when the application is hosted on the web

Backup of production environment will be taken every 12 hours to ensure that in case of loss

of data at the data center data which is maximum 12 hour old can be restored

Proactive monitoring of CPU, RAM and Hard Disk utilization would be done through reports

and threshold based alerts to ensure that system is performing optimally. Application response

time can be reported if desired through automated reports

Perimeter security and uptime guarantee is backed by a SLA with the Datacenter provider


1. HRIS – Employee Database

Create your own department structure, designations and levels

Create and maintain employee records Address

Official Details

Personal Details

Education / Professional

Performance Records

Training Records

View information by division, department for company

Can model multiple companies

View the working calendar for the team

Access documents like Company Policies


2. Calendars, Shifts and Leaves

Create and manage calendars and shifts – separately for different offices and also for different employees

Manage shift plans – employee roster

Track late coming by checking against shift times

Leave Request

Manager Approval

Withdrawal Leave

Withdrawal

Leave approvals can be customized

Employees can view their leave balance and history

Custom leaves can be created

Leave Encashment controlled by HR Manager

Automatic integration with Payroll for Leave of Absence or Leave Encashment


3. Attendance Integration

Multiple modes of attendance recording Integrates with biometric or smart card

Software based attendance recoding option available

Can capture In-time, Out-time and also Breaks (lunch / tea)

Integrates with Leave and Managers or HR have the option to process missing attendance as per company policy


4. Payroll Features

Arrears Processing, Variable and

Arrears Processing, Variable and Expense (Flexi) Reimbursements

Expense Reimbursements

Employee Salary Structure and Details, Loans and Advances

Setup

Statutory Details – India /PTAfrica Pension and Hospital deductions, Children / Dependent

Statutory Details – India - PF/ESI/LWF/Bonus/LTA /PT Africa – PAYE, IRPP, CNSS, Pension and Hospital deductions, Children / Dependent

Monthly Process Quarter / Year End

Processes

Tax Calculation including Perquisite values

Leave and Statutory Deductions

Review and Finalize Output

Update Government payment details

Generate all statutory forms Generate all statutory forms required for filing with the

Government

Year end processing

Create Digitally signed forms Create Digitally signed forms where needed

Manage Employee Declarations – Tax (PAYE) / Other Income

HR / Accounts / Admin can collaborate to work on the same

system

Full and Final Settlement


5. Statutory Reports

There are more than 50 reports available which capture all statutory reporting requirements. We can also create new reports if needed

Income Tax

Monthly - ITNS 281 Quarterly – eTDS, 24Q, 27A Annual – Form 16, 12BA, Form 24, 27A PAYE IPRR

PF, EPS, EDLI

Monthly - 12A, Form 5, 10, Combined Challan Annual – 3A, 6A Employees – Form 2

ESIC

Employees - Form 1, Form 3 Six Monthly – Form5, Form 6 ESIC Statement and Challan

Others

Labor Welfare Fund – Challan, Contribution Report Bonus Act – Bonus Statement, Payment Report Gratuity Statement

Besides the statutory reports employee salary slips, tax calculations, increment letters, form 16, full and final, expense voucher reports are also available

Reports can be downloaded in pdf or excel formats


6. Other Reports – Variance Reports

Level 1

Aggregate view of all employees Change Resignations Joining No change

Level 2

Compare total amount paid across two months

Level 3

Provides data at individual employee level. Known cases can be checked off and other cases can be checked

Level 4

Provides data at head level allowing the reviewer to view the reason for change

In all the variance reports only the fixed heads are compared and variable or one time payment heads are not considered

These reports are designed for reviewing large volume payroll processing and quickly narrow down to any changes across two months


Payroll Processing

Employee Data Updation

Resignations and Full and Final Joining Salary increments Leave Without Pay / Reversals Loan deductions

First Level output

Salary Registers Variance Reports

Final Input

Incremental data of employees Feedback on Registers SLAs

100% checking of all cases with variation 2 working days

Final Ouput

Salary Registers Variance Reports

Sign Off by Client Payroll

Confirmation

Payslips Bank Advices Statutory Reports

Provision to approve payroll in system through a unique login


Application Implementation Options

There are two ways of implementing EazePay

Option 1 - Single user type – only Payroll managers use the system, update the leave, attendance records, employee declarations and process payroll. Salary slips, Form 16 are distributed through email or as hard copies

Option 2 - Multiple users – employees can directly access their account, download salary slips, request for leaves, update tax and other declarations. Payroll managers process payroll.

Option 1 can be implemented either on a web/intranet or standalone mode

Option 2 can be implemented only on a web/intranet mode


EazeWork Model

Subscription

Services Support

- Subscribe for only the number of actual

users and add as you grow

- Pay for only the modules / features you

use

- Free upgrades and enhancements

- Configuration of your processes and

migration of data

- Training of your employees

- Providing you with Archival / Backup as

per your request

- Running the payroll as a service

- Intensive support during initial

period

- Chat, email and phone support

- Remote support through desktop

sharing tools


Implementation and Support

These timelines and activities are indicative and need to be aligned with each company’s requirement

Timeline

Training Data Migration

We will collect the

data in excel format

and validate / clean

it before uploading

it

Intensive Support Ongoing Support

Payroll managers

and End Users

would be taken

through a

structured training

Processing of

month end payroll

and other

supporting

activities would be

managed under

EazeWork

supervision for a

period of 2 months

Remote support

through a

Customer Manager

10 am to 7 pm on

business days

Phone, email and

chat support

Tickets resolved

within 24 hours

1 week 1 week 2 months


Functionality Details

Gross Salary or Cost to Company view – decide if you want to design the structure using CTC components or only gross salary

Flexible salary structure – any salary structure can be mapped and templates help in standardizing structures across levels

One click increment processing – smart design of salary structure allows increments including arrears to be processed with minimal effort

Employees can make their own declarations as per the timeline decided by the HR / Payroll team or the HR / Payroll team can do a bulk update of declarations through excel


Functionality Details (continued)

Multiple companies can be modeled in one setup allowing a centralized payroll and leave processing for employees of on group

Employee Full and Final processing is done through the application. It handles

Loans

Leave encashment

Notice period recovery

Gratuity

Asset or any other recovery

Partial salary processing

Provisional Form 16

Generation of Full and Final letter

Expense reimbursements can be processed with monthly, quarterly, six monthly or annual frequency where unclaimed amount can be paid to the employee after deducting tax.


Why do business want SaaS

SaaS is easier, less risky and ultimately more cost effective to implement and run

Can pay as they use

Can try and then buy

There are no IT barriers – don’t have to think of servers, infrastructure, IT engineers

Employees can log on from anywhere, all people work on same software version

Many businesses now trust the fact that SaaS products are in fact safer overall and they perform better and are less problematic


Software as a Service

Software “configured” as per your requirements delivered to you through the internet.

Common infrastructure provided for by the service provider. Pay as you use through a subscription model.

Has seen huge growth globally – 45% per annum over last 3 years while traditional software industry is growing at less than 8%.

It is not a one size fit all approach

Removes your capital expenditure and reduces operating costs

An eco-system of Cloud Computing, ISPs and Software vendors is evolving


SaaS Value Proposition

• Subscriptions based • No capital expenditure and no additional cost for

support Affordability

• Can scale up as business grows • Add more modules as requirements change • Contract can be cancelled any time

Flexibility

• Application is maintained by EazeWork • No additional cost of AMC, application feature

enhancements included in subscription cost

Application Features

• You don’t have to maintain any IT infra except internet connectivity.

• EazeWork guarantees 99.9% uptime for their applications

Reliability

Documents

EazePay Multi country Payroll - eazework.net Africa - Aug 2014.pdf · 12BA, Form 24, 27A PAYE IPRR PF, EPS, EDLI Monthly - 12A, Form 5, 10, Combined Challan Annual – 3A, 6A Employees