General Setting - IIS7hrms.webpayroll.in/Downloads/Materials/Orange_General...General Setting Awareness Basic policy of Organization regarding salary, leave and attendance need to

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Orange Technolab (P) Ltd. www.payrollsoftware.co.in ISO 9001:2008 certified company [email protected]

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INDEX CONTENTS General Setting Awareness-----------------------------------------------------------------------------------------2

General Setting Description----------------------------------------------------------------------------------------3

Option wise details setting-----------------------------------------------------------------------------------------4

Labor Welfare and Revenue Setting--------------------------------------------------------------------4

Late/ Early Mark------------------------------------------------------------------------------------------- 4

Over Time----------------------------------------------------------------------------------------------------7

Provided Fund (PF)----------------------------------------------------------------------------------------9

ESIC-----------------------------------------------------------------------------------------------------------9

Comp-off-----------------------------------------------------------------------------------------------------9

Customer Audit--------------------------------------------------------------------------------------------11

Other Setting

In out days--------------------------------------------------------------------------------------12 Bonus--------------------------------------------------------------------------------------------12 Probation---------------------------------------------------------------------------------------13 Training ----------------------------------------------------------------------------------------13 Salary Generation-----------------------------------------------------------------------------14 Leave Setting---------------------------------------------------------------------------------- 15

Leave Encashment Setting------------------------------------------------------------------15

Leave Carry forward-------------------------------------------------------------------------15

Gratuity--------------------------------------------------------------------------------------- 16 Exit /F & F-------------------------------------------------------------------------------------- 16

Half Day Exception-------------------------------------------------------------------------- 17 Holiday Present------------------------------------------------------------------------------ 18

Copy Setting--------------------------------------------------------------------------------------------- 18

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General Setting Awareness

Basic policy of Organization regarding salary, leave and attendance need to be set before implementing payroll. User can

implement curtain setting from this form. This setting basically implement branch wise where in user can define different

policy if applicable. Below policy can be covered. In addition, to implement same setting to all branches copy setting can be

used.

Week off and Holiday

Professional Tax

LWF

Late Mark and Early going

Over Time

Provided fund & ESIC

Comp-off

Attendance, Salary , Gratuity ,Probation and Separation

Select Branch and Effective Date to implement setting for that particular Branch. Tick Mark on required options whichever

need to applicable. User can copy same setting to other branches if required. Copy setting will explain in details at last.

Uses of each option are described as below:

Include week-off: This option to be checked when salary to be calculated including week off days. Example: If Check

True then for the month of august total days 31, Week off is 5 so working day 26 .Per day salary= Monthly salary/total

days. 3000/31= 96.77 per day. (When include week off).Per day salary= Monthly salary/working days. 3000/26= 115.

(When week off not included).

Cancel Week-off: This option to be checked when week off is considered as absent if employee is not present on that

day. If employee takes leave with period including week off then it will count as leave instead of week off i.e. If

company default week off is on SUNDAY and now if any employee apply leave for Saturday and Monday then Sunday

will be considered as leave instead of week off.

Inc.Holiday: This option to be checked when salary to be calculated including holidays. If Total present days = 26 and

Holiday = 2 for a month salary then, Salary is calculated for total days as 26+2 = 28 days.

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Cancel Holiday: This option to be checked when Holiday is considered as leave. Suppose if employee take leave with

period including Holiday then it will count leave instead of Holiday.i.e. If an employee leave is approved with leave

period having holiday then If it is checked then in consider holiday as leave.

Over time: This option to be checked when employee is getting Overtime work benefit. Details setting to be added in

Overtime Tab.

Profession Tax: This option to be checked when PT needs to be deducting for selected branch. User also needs to

two more setting for profession Tax. First user needs to map branch to respective state in Job master >> Branch

master and add profession tax slab in control panel >>Profession Tax setting. If any state is having gender wise PT

slab then option needs to select from State master before adding tax slab in PT setting.

PF: This Option to be checked when PF is applicable to selected Brach. Pre-Defined setting of PF calculation is

available however user can check PF setting in PF Tab.

LWF: This option to be checked when LWF is applicable in selected branch. Details setting to be added Later in LWF

Tab.

ESIC: This Option to be checked when ESIC is applicable to selected Brach. Pre-Defined setting of ESIC calculation is

available however user can check ESIC setting in ESIC Tab.

Late Mark: This Option to be checked when Late Mark/Early going is applicable to selected Brach. Details setting to

be added later in Late /Early Mark Tab.

Comp-off: This Option to be checked when Comp-off is applicable to selected Brach. Details setting for

Weekday/Week off/Holiday to be added later in Comp-off Tab.

Paid Week Off On Daily Wages: This option only for those branches where daily wages are getting paid and Week

off is paid. User is required to be checked when Paid week off is applicable.

Customer Audit: This option only for audit purpose to set certain limit for over time on daily, weekly, Monthly and

Quarterly. Com

In out, Salary Date, Gratuity, Notice Period, Probation: This option for different setting which related to

attendance, Gratuity, salary related and etc. This option is required to be selected and its details setting to be added in relevant tab.

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Labor Welfare and Revenue Settings:

As per above setting during the month of June and December labor welfare cost will be deducted from salary. In

applicable month you must have to enter # between months at start and end of months as shown in fig. E.G #6#12#

Enter amount in Minimum and Maximum amount Field for Labor Welfare Deduction. Add amount in over amount

to consider labor welfare from that amount.

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Late/ Early Mark:

Hours Rate = Day Salary\hours. This option only to be used to calculate hour rate by specific working hour.

Late Mark

1. Day base deduction- Scenario -1

Late Coming Limit: Add time to come which allow for late.

Late Cal on WO and HO: Select it if you want to calculate late mark on week off and holiday as well.

Late in Adjust with Leave: As per calculation day for deduction to be adjusted again leave, Tick mark to require for this

option.

Deduction Type: Once select Day, User can add setting for Day wise calculation and related below options would be

enable.

Adjust Day and Deduction Days: Insert late mark count and deduction days which adjustment day against Late

coming.E.g: if Late Mark Adj.days = 3 than Deduction Day = 0.5 then each 3 count 0.5 would deduct or adjust with leave (IF

selected).

Late Count Reset On: Enter Month if any particular month late count needs to be reset. It’s recommended not to add any

value if not required.

Late Coming Max Limit: Add late coming time which can be consider max time for late coming. Example: if 10 min limit

however till 15 min allow for late mark calculation.

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Late Exemption Max Limit and Late Count Exemption: Add late coming time which can be recovered after shift time

and late would not consider. Example: If 10 min limit as per shift time however that 10 min cover after shift time then late

mark would not consider till count as mention in late count exemption.

2.1Day base deduction- Scenario -2

This option for late mark deduction where slab wise deduction to be done on hourly or day base. In above case if

employee late for 5 to 10 min for 5 times then 0.5 days would deduction and also its one time exemption. If employee

is exceeding by 10 min late till 20 min for 10 time then 1 day would deduction. This condition can be implemented

hours wise.

Late hours Adjust again OT hours: Tick mark to be done when Overtime hours can be adjusted late coming hours.

2.2 Hours base deduction

Deduction Type: Select Type for deduction (Hourly or Daily Basis).

Extra Late Deduction: Enter time if company want to deduct some extra amount after Deduction as per above

calculation.

Late Hour upper Rounding: This option is used when late hours to be counted as near count (0, 0.50 or 1). Example:

if consolidated late hours are 7.15 and upper rounding is selected 0.5 so late hours would be counted as 7.30 hrs.

Calculation Slab wise: This option is used when late hour’s deduction is base on Slab. Once Tick mark on this option,

need to add slab for late marking deduction. Refer below screen shot for the same.

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Early Mark

Note: Same Setting could be used for early going. If organization needs to applicable deduction against for early going before shift time. These above setting for Hourly Marking would be enabled in case of hourly deduction.

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Over Time

Extra Over time: Add hour which multiple of actual working hours of employee. E.g. if Set Extra Over Time = 1

then in case if employee did over time of 1 hour then that over time will be counted as 2 hours (1hr from

employee + 1 hr from employer).

Week Off work Transfer OT: If checked then all the work done on week off is considered as overtime and it will

be given accordingly in wages/salary. This setting also required for Comp-off setting .This option to be selected to

consider extra work for Week off while comp-off application.

OT limit (Min): Add minimum hour for over time is required from Employee. E. g. if Set OT Limit = 01:00 & Shift

end Hour 16.00 & employee do work till 16.25 so 25 min is not valid but if employee work till 17.15 then 1:15 min

is valid as OT.

OT Limit (Max): Add maximum hour for Overtime which employee can do as OT till defined limit .E.g. if Set OT

Limit (Max) = 06:00 hrs then if in case employee does OT for more than 6 hours then also it will be counted as 6

hours only.

OT Day Rate (Basic): Add hours to calculate hourly rate as per basic amount. This option is required only if day

would calculate by specific hours.

OT Hour Rate( Day Salary) :Add Hours to calculate Hourly Rate for Over Time

Auto OT Calculation: If checked then OT calculation and payment can be done in salary auto. No need to approve

OT.

Is Negative OT Allowed: If checked then an employee did not complete his working hrs last day but he does OT

for current day so that extra OT hrs will be adjusted against the previous day working hrs. It will not consider as

OT hrs.

OD transfer to OT: If checked then OD (Onsite Duty) work would consider as Overtime.

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Monthly Deficit Hours Adjust With OT Hours: If checked then Overtime hours would adjust against monthly

deficit working hours first.

OD Considered as Comp-off with Editable hours: If checked then Overtime hours would consider for Comp-off

which is editable mode for admin user.

OT Limit before Shift Time: If checked then Overtime will not calculate before shift timing of employees.

Select Round off OT hours as 0.5 or 1. And Round off on Upper or Lower or Nearest.

Weekday Overtime Rate: Add rate which multiple of actual working hours of employee. E.g. if Set = 1 then in

case if employee did over time of 1 hour then that over time will be counted as 1*1=1 hour.

Week off Overtime Rate: Add rate which multiple of actual working hours of employee. E.g. if Set = 2 then in

case if employee did over time of 1 hour then that over time will be counted as 2*1=2 hours.

Holiday Overtime Rate: Add rate which multiple of actual working hours of employee. E.g. if Set = 1.5 then in

case if employee did over time of 2 hour then that over time will be counted as 1.5 * 2= 3 hours .

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PF Limit

Provided fund setting is predefined mention once PF option select for particular Branch. In case of any changes, user

can manually as applicable.

Full PF and Company Full PF is option in this setting which can be select as applicable in company.

Above option of NCP Days (Prorata), if it is checked then PF calculation after removing absent days.

ESIC Limit

ESIC setting is predefined mention once ESIC option select for particular Branch.

Effect OT Amount: If OT amount is getting affected to ESIC calculation then this option is required to be selected.

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Comp-off

Once Comp-off selected for particular branch, User can implement setting for Week Off /Week Days / Holiday

differently.

Click on Tab of respective option for Comp-off setting on Holiday / Week off / Week Day.

Holiday Applicable within Days: Add no. of days in which employee can apply for comp off after respective holiday.

Example: As per above screenshot, employee had worked on 1st May-Holiday so he can apply to earn Comp-off next

365 days.

Min.Applicable Comp-off Hours: Add minimum hours to eligible for Comp Off. If employee is doing more than 1

hour, he would be eligible for comp-off according to mention slab for comp-off days.

Holiday Comp-Off Avail within Days: Add no. of days wherein once employee receive comp-off and can use as leave

till mentioned no. of days.

Comp-off hours Editable: Tick mark if hours can be editable while applying and approving.

Holiday Comp-off: Tick Mark to make active. If this option is not selected then any setting of holiday would not be

working.

Holiday OD: In case of Employee on OD on Holiday, then Employee can apply for Comp-off without In/out time.

Slab Details: Add slab of working hours to consider no. of days for Comp Off. Example: if employee is working

between 4 to 6 hours he would be eligible for 0.5 comp off. If Employee is working more than 6 hours then would be

eligible for 1 comp off.

Notes: Week off and Week Days setting need to be implementing same as mentioned below.

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COPH & COND Validation: COPH is setting for Week off and Holiday on same days and employee would be getting

comp-off balance for the same. COND is setting where employee do night halt while OD and employee would be

getting comp-off balance for the same. Below setting where no. of days need to mention to set limit for avail comp-off

balance as leave.

Above setting where 30 days mentioned to avail comp-off for COPH and COND.

Customer Audit

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This option is used when company get government approval for Extra over time for company.

User need to set company limit in Daily / Weekly / Monthly/ Quarterly Over time limit.

As per Government approval for extra over time needs to mention in Daily/Weekly/Monthly/Quarterly OT exempted

Limit.

User can over all Over time limit in Final limit which can be allowed for over time on

Daily/Weekly/Monthly/Quarterly.

Other Setting

In out days

In out Days: Insert the number of days for which system restricts for all the ESS users other than ADMIN to apply

attendance regularization. If mentioned “10” then Employee can apply for last 10 days for attendance regularization.

Login In-Out: If ticked then employee can view in-out from employee self portal.

Prompt for In-out: If ticked then Employee would get alert while log-in in payroll.

Attendance Regularization Max Count: Mention no. of days which set limitation to apply for attendance

regularization. Example: if 20 then employee can raise a request for attendance regularization max by 20.

First In Last Out for Attendance Regularization: To consider first Log-in time and Last log-out time for Attendance

regularization.

First In Last Out for Input Calculation: To consider First In and Last out for IN/OUT calculation.

Bonus

This Bonus setting is only necessary if bonus is given yearly and bonus needs to be considered as EXGRETIA.

Last Bonus Date: It is required for calculating bonus for first time from the application, insert the last date when

bonus was paid.

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Bonus Percentage: It is the percentage of basic salary for bonus calculation then add %.

Bonus Min Limit: It is lower limit of bonus amount .If amount is getting calculate less than mention amount then

employee would get at least mentioned minimum amount.

Bonus Max Limit: It is maximum limit Basic Salary. If amount is getting calculate more than this will get whole bonus

will given as EX-GRATIA.

Max Bonus Salary amount: Add amount for maximum salary on which bonus to be given .Example: If mention

amount 7000, bonus to be paid on 7000 even if basic greater than 7000.

Bonus Entitle Limit: Add amount which can be eligible amount for bonus. Example: If mentioned amount 21000 so

bonus to be paid those employee's salary more than 21000.

Probation

Probation: Add no. of months which applicable to employee for probation period. Leave After month: It is the period in months within probation period after which employee in probation can avail

leave. Wages Amount: It is fix amount of Basic Salary assign to employee. Actual Gross: It is the maximum limit up to basic salary will be taken as then amount mention in wages amount, for

employee having Gross Salary above this limit their Basic Salary will be half of Gross Salary. Deputation Remainder Days: Mention no. of days wherein reminder is pop up before completion of deputation of

any employee. Contract Reminder Days: Mention no. of days wherein reminder is pop up before completion of contract of any

employee. Show All Probation Records: If ticked then user can view all employee those are on probation.

Training

Add no. of month which consider for Training period.

Mention no. of days wherein reminder is pop up before completion of deputation of any employee.

Salary Generation

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Salary Start Date: If salary generations date other than month start dates then insert salary generation day in 'Salary

Start Date'.

Month Days :If total month day count to keep fix as for all month salary generation then insert days in 'Month Days'.

Salary Cut off Date: If salary to be generated before month completion, then adds date where salary to be generated

and rest days of month will assume as present. This option only applicable for monthly salary process.

Is Zero Day Salary Enable: If ticked mark then salary can be process even if employee’s attendance is zero for

particular month.

Is Zero Basic Enable: If Ticked then Basic amount is zero can be consider for salary structure.

Allow Negative salary: If Ticked on Allow Negative Salary (Negative Amt. as Advance of Next Month) where in

employee negative salary would consider as salary paid in advance which can be recovered in next month.

Week off Rate (In Hours): Add hours to calculate week off rate. This option only to be used when week off rate is

different from Week Off.

Net Salary Round Off: Select from drop down list for Net Salary Round Off as applicable from 0 / 10 /100.

Tick Mark Salary rounding to effect.

Select Round type from list as upper or lower or nearest.

Security Deposit Deduct Days: Add no. of days which applicable for deduction on Security Deposit.

Day Rate change when Week off will cancel: If ticked then in case of week off cancelation Day rate calculation

would change.

Cancel Holiday When Week Off and Holiday on same day: If ticked then Week off would get cancel where in Week

off and Holiday on same day.

Include Full Week Off Mid Joining (For Salary Days) : If ticked then Include Full Week off Mid Joining (For Salary

Days) wherein employee join mid of month still all week off of particular month to be considered for his attendance.

Include Full Week Off Mid Joining (For Day Rate) : If ticked then Include Full Week off Mid Joining (For Day Rate)

wherein employee join mid of month still all week off of particular month to be considered for Day rate calculation.

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Include Full Week Off Mid Left (For Salary Days) : If ticked then Full week off would consider for the month in

case of mid month left of employee.

Include Full Week off Mid Left (For Day Rate): If ticked then Include Full Week off (For Day Rate) wherein

employee left mid of month still all week off of particular month to be considered for Day rate calculation.

Restrict Present Days: If ticked then Present days cannot be more than working days of month.

Leave Setting

Validity Period Type: To consider Financial year or Calendar year for leave calculation.

Leave Encashment Setting

Calculation Days on: Add no. of days for day rate calculation for payment calculation of leave. System will consider

month days if days not mentioned here.

Leave Encash Not Effect on PT: If ticked then Amount of leave encashment would not effect to PT.

Leave Encash Cal On: Amount to be calculated on basic or gross for leave encash needs to be selected.

Leave Encash Calculate On Working Day: If ticked then amount would calculate on working day instead of month

days.

Leave Carry forward

If ticked then Leave carry forward days to be calculated as per salary days. If ticked then Leave encashment Days as Per Salary Cycle to be calculated.

Gratuity

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In case of Gratuity is applicable then this setting to be mentioned. According to gratuity calculation in company, user

needs to use below options.

Gratuity Year: Add no. of years which applicable to employee after completion.

Gratuity Month: In case of gratuity calculate on month then only add no. of month.

Gratuity cal: Add no. of days for gratuity calculation on yearly base.

Gratuity min Present: if Gratuity is getting paid on monthly then add no. of day which required being present to

eligible for gratuity.

Gratuity Absent: If gratuity is given monthly then insert maximum absent days allowed in 'Gratuity Absent' for gratuity to be applicable.

Gratuity Day: Insert total number of days to calculate day salary into 'Gratuity Cal'. By default the number of days is taken as 26 as per rule.

Gratuity Calculation: Gratuity year = 5 and gratuity days = 15. And day salary Calculation days = 26. Gratuity Calculated = ((Last Basic Salary) / 26) * (Gratuity Days) * (Gratuity year)

Exit /F & F

Notice Period Day: Add no. Of days for notice period days that an employee should be informed to company prior to

leave the company. If employee does not give prior notice than as per defined days rest days would consider as short

fall day which will deduct during Full and final settlement.

Notice Period Working days: Add no. Of days which required as working days out of notice period days. Example: -

Short Fall Days = 30, Short Fall W Days = 26. If an employee has Resigned on 26th Oct and left date is on 16th Nov,

Basic Salary = 10000 .So here employee left company before 9 (short Days) days as per notice period. So during final

n final settlement if 'short fall' is checked then, Short Fall deduction = (Last Basic / Short Fall W days) * short Days.

(10000 / 26) * 9 = 3462 Thus for our example Rs. 3462 will be deducted during Full n Final Settlement.

Is Notice Period Grade: Short fall days are different for grades then checked the check box. I.E. The value of for 'Short

Fall Days' and 'Short Fall Working Days' for that branch will need to insert in 'Grade Master'.

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Show Pre -Defined Questionnaire: Tick mark on this option, if Questions to be Pre-Defined on time of Exit Interview

Feedback. If you unchecked the option, every time need to add question of each Interview Scheduling for exit.

Fix Day (For Day Rate): Add no. of day if day rate should be calculated by specific days only. Example: If add 30 days

then employee’s salary would be calculate on 30 days for day salary.

Half Day Exception

Exception Count: Add no. days count which to be exempted and consider full day if attendance is half days as per

employee’s in-out. Example : If employee is having 3 days then 2 would be consider as full present for their 2 days.

Exception Max Count: Add no. of days for max limit which consider for half days exemption. Example: Above case 2

half days is allowed for full present however if employee can allow for 5 days half days in a month.

Holiday Present

Present on Holiday: If ticked then present on holiday is mandatory.

Rate of National Holiday: Add no. of for day rate to calculate holiday salary rate. Example: if rate is 2 then employee

day rate for holiday 2* day salary.

Note: All above setting need to add as applicable as per company policy, Setting can be vary for braches. In case of same

setting to other branches or specific branches, user can copy setting once setting done for one branch.

To copy setting,

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User need to map Branch with State from Branch Master as below before process Copy Setting:

Select the desire branches and update. Once setting implement successfully then received message as setting

updated in selected branch.

Documents

General Setting - IIS7hrms.webpayroll.in/Downloads/Materials/Orange_General...General Setting Awareness Basic policy of Organization regarding salary, leave and attendance need to