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GHRMS – USER MANUAL

Table of Content

1. Introduction ................................................................................................... 7

1.1 Purpose................................................................................................... 7

2. Overall Description.......................................................................................... 7

2.1 Description of the project .......................................................................... 7

2.2 Application Structure................................................................................. 7

1 Home Page .................................................................................................... 8

1.1 My Tasks and Updates............................................................................... 8

1.1.1 My Tasks ......................................................................................... 8

1.1.2 My Updates...................................................................................... 8

1.1.3 My Greetings.................................................................................... 8

1.2 My Views ................................................................................................. 8

1.2.1 Birthdays ......................................................................................... 8

1.2.2 Service Anniversary .......................................................................... 9

1.2.3 Wedding Anniversary ........................................................................ 9

1.2.4 My Team ......................................................................................... 9

1.2.5 My Details........................................................................................ 9

1.3 My Organizers .......................................................................................... 9

1.3.1 Do you know? .................................................................................. 9

1.3.2 Reminders ......................................................................................10

2 Search..........................................................................................................10

2.1 My Team Search......................................................................................10

2.1.1 New Joinee Edit ...............................................................................11

2.2 People Search .........................................................................................11

2.3 Organization Chart Search ........................................................................12

2.4 Event Search ..........................................................................................12

2.5 My Transaction Search .............................................................................13

3 Organization Chart .........................................................................................13

3.1 Organization Chart...................................................................................13

3.1.1 My Tree ..........................................................................................13

4 System Controls ............................................................................................13

4.1 Grade Designation Role ............................................................................13

4.2 Employment terms ..................................................................................14

4.3 System...................................................................................................14

4.4 Personal .................................................................................................15

4.5 Geography..............................................................................................15

4.6 Bank and Payment...................................................................................16

4.7 Academics ..............................................................................................16

4.8 Organization Structure .............................................................................17

4.9 RMG module ...........................................................................................17

4.10 LAMS .................................................................................................17

5 Transactions..................................................................................................18 New

Joinee Registration.....................................................................................18

5.1.1 New Joinee .....................................................................................18

5.1.2 New Joinee Login .............................................................................19

5.2 Transfer .................................................................................................19

5.2.1 Appraiser Change ............................................................................19

5.2.2 Office Change..................................................................................20

5.2.3 All other transfer .............................................................................21

5.3 Initiate change in.....................................................................................22

5.3.1 Designation.....................................................................................22

5.3.2 Designation Compensation................................................................23

5.3.3 Grade Designation Compensation ......................................................24

5.3.4 Grade Compensation........................................................................25

5.3.5 Compensation .................................................................................25

5.3.6 Update Compensation ......................................................................27

5.3.7 Upload Compensation.......................................................................27

5.3.8 Group Termination...........................................................................28

5.3.9 Employee Dynamic Status ................................................................28

5.3.10 Bulk Client team Transfer .................................................................29

5.3.11 Group L1 L4 transfer ......................................................................30

6 Leave & Attendance .......................................................................................31

6.1 View Attendance......................................................................................31

6.2 My Team Attendance................................................................................32

6.3 Leave History ..........................................................................................32

6.4 View Leave balance..................................................................................33

6.5 Leave Cr/Dr History .................................................................................33

6.6 Apply for Leave .......................................................................................34

6.7 Adhoc Leave ...........................................................................................35

6.8 View Roster ............................................................................................36

6.9 Upload Roster .........................................................................................36

6.10 Modify Roster ......................................................................................37

6.11 View Holidays......................................................................................37

6.12 Modify Attendance ...............................................................................38

6.13 Upload Attendance...............................................................................39

6.14 Mark LOP/LOP Reversal ........................................................................39

6.15 Mark Compoff ....................................................................................40

6.16 Attendance Case Creation .....................................................................40

6.17 AB to LOP Conversion...........................................................................41

6.18 Upload LOP/LOP Reversal .....................................................................41

7 Payroll..........................................................................................................42

7.1 Uploads ..................................................................................................42

7.1.1 Upload Deductions ...........................................................................42

7.1.2 Upload Allowance.............................................................................43

7.1.3 Mark F & F ......................................................................................43

7.1.4 Internal Hold...................................................................................43

7.1.5 Release Internal Hold .......................................................................44

7.1.6 Restart Salary .................................................................................44

7.1.7 Normal Run/Rerun..........................................................................45

7.1.8 Supplementary Run .........................................................................46

7.1.9 Special Run.....................................................................................46

7.1.10 Upload IT........................................................................................46

7.1.11 Loan Entry ......................................................................................47

7.1.12 Loan View .......................................................................................47

7.1.13 Upload Perks ...................................................................................47

7.1.14 Upload Bank Account Number ...........................................................48

7.1.15 Upload ESI/PF/PAN ..........................................................................48

7.2 Process ..................................................................................................48

7.2.1 Medical bills approval .......................................................................48

7.2.2 Payroll Process ................................................................................48

7.2.3 Freeze ............................................................................................49

7.2.4 Miscellaneous Adjustments ...............................................................50

7.2.5 Rerun............................................................................................50

7.2.6 Tax Approval...................................................................................50

7.2.7 Lock Pay Period ...............................................................................51

7.2.8 Run Cancellation..............................................................................51

7.2.9 UnMark Hold ..................................................................................51

7.2.10 TD Before Remittance ......................................................................51

7.3 View ......................................................................................................52

7.3.1 Employee Info .................................................................................52

7.3.2 Medical Bill submission .....................................................................52

7.3.3 Tax Declaration ...............................................................................52

7.4 Adjustments ...........................................................................................53

7.4.1 PF Challan Details ............................................................................53

7.4.2 TDS Challan ....................................................................................53

8 Reports & Dashboards ....................................................................................54

8.1 My Reports & Dashboards .........................................................................54

8.1.1 My Reports .....................................................................................54

8.1.2 My Dashboards................................................................................54

8.2 Payroll Reports ........................................................................................54

9 Mgmt View....................................................................................................55

10 Quick LinksMy Other Transactions ............................................................55

10.1.1 Check In/Out ..................................................................................55

10.1.2 Payroll............................................................................................55

10.1.3 EResignation..................................................................................55

11 Quick LinksHelp......................................................................................55

11.1.1 Glossary .........................................................................................55

11.1.2 FAQ ...............................................................................................55

11.1.3 HR Helpdesk ...................................................................................55

12 EIB ........................................................................................................55

12.1.1 Employee Search .............................................................................55

12.1.2 Appraiser Change ............................................................................56

12.1.3 Request for Separation .....................................................................56

12.2 EIB Approval Process ...........................................................................57

12.2.1 Edit EIBPersonal Details. ................................................................57

12.2.2 Edit EIBContact Details...................................................................57

12.2.3 Edit EIBEducation Details................................................................57

12.2.4 Edit EIBFamily Details. ...................................................................57

12.2.5 Edit EIBPassport and Visa Details. ...................................................58

12.2.6 Edit EIBPrevious Employment. ........................................................58

12.2.7 Edit EIBDependent Nomination........................................................58

1. Introduction

1.1 Purpose

The purpose of this user manual is to make the user understand and use the functions of the GHRMS

application with ease.

2. Overall Description

2.1 Description of the project

GHRMS is a CSS Global HR Management system which was developed internally by the

GHRMS team that caters to all the administrative aspects of the HR team. The GHRMS

application covers a very wide area of the HR functions which will be covered in this user

manual. To mention few salient features of this application, all users of CSS has to enter

their timein and timeout on all the working days and this time log is taken for salary

computation. Leave management is integrated into the system, hence leave, holidays, On

duty, Offs, Comp offs and all the features of a Leave management system are well covered

in the GHRMS application. The performance management system is also planned to be

integrated into the GHRMS which aids in monitoring the performance of the employees and

to award compensation based on the PMS. All HR activities from joining an employee to the

relieving of an employee upon resignation are taken care of by the GHRMS application.

Recruitment module is in the development stage.

2.2 Application Structure

The GHRMS application contains 7 sections to it. They are Home, Search, Organization chart,

Transactions, Leave & Attendance, Reports & Dashboards, Payroll. Apart from these

sections, the GHRMS application has quick links on the right pane of the application. They

are Payroll & eresignation.

1 Home Page

1.1 My Tasks and Updates

1.1.1 My Tasks This tab will provide list of transactions you need to act upon. The number

displayed next to “My Tasks” is number of transactions you need to act upon. Upon “click”

on the transaction number will take you to actions.

1.1.2 My Updates

Any transactions in GHRMS related to you or your subordinates will be kept informed

here. You need not necessarily act on this information, its an information sharing area.

1.1.3 My Greetings

Wishes or greetings posted to you can be viewed. “Reply to greetings” functionality is

planned as part of future releases of HRMS application.

1.2 My Views

1.2.1 Birthdays

This tab will provide birthday details of employees' until 3 levels below in your reporting

structure, all employees' above in your organization tree and the peers reporting to your

Appraiser.

1.2.2 Service Anniversary

This tab will provide service anniversary completion of employees' until 3 levels

below in your reporting structure , all employees' above in your organization tree and the

peers reporting to your Appraiser.

1.2.3 Wedding Anniversary This tab will provide wedding anniversary completion of

employees' until 3 levels below in your reporting structure, all employees' above in your

organization tree and the peers reporting to your Appraiser.

1.2.4 My Team

a) Team Organization Structure This link will take you to view your team structure until 3

levels below in your reporting structure and all members above your organization tree.

b) Team Details

This link will take you to My Team report. Access to this report is applicable only if you

are an Appraiser.

1.2.5 My Details

• My Details link will take you to view your profile.

1.3 My Organizers

1.3.1 Do you know?

This tab will help the employees to read general important notice(s) posted in the system.

Ex : Reply to Greeting feature in GHRMS

1.3.2 Reminders

This tab will help the employees to read general reminders posted in the system. Ex: Last

date for tax declaration is April 15th

.

2 Search

2.1 My Team Search

My Team search is a function to search for the employee. Any one or multiple fields can

be chosen and queried.

None of the fields in this search are Mandatory fields.

Based on the L1 selection, the attributes of L2 dynamically changes and based on the

L2 selection, the attributes of L3 dynamically changes.

For Example a user may search for all the TLs name for a support project called

Vonage. In that case, he will choose the field drop downs as in the above picture.

Depending on the search criteria, the user will be able to narrow down the search

result.

One can even get the list of all the active employees in the organization using the My

team search.

2.1.1 New Joinee Edit This feature is available only for those who have specific roles like EHRA/HRA/EOT.

The New joinee edit found in the ‘My Team search’ window is to add or edit employee

details like the personal details, contact details, Educational details as found in the ‘Edit

Module’ drop down.

2.2 People Search

People search is a simple search to find an employee in the organization.

By entering, the first name, the user will be able to choose the required name from the

dynamically generated list.

The search would bring the employee name and the employee id.

Upon selecting the name and then by clicking the Fetch button, the complete official

detail of the employee will be displayed.

Details which are not entered in the GHRMS database will not appear in the search

result.

2.3

Organization Chart Search

The organization chart search is done for any employee by entering the name of the employee.

Choosing the employee name from the dynamically generated names and click the Fetch button.

Upon clicking the Fetch button, the program will bring the Organization hierarchy of that

particular person. It displays the hierarchy above and hierarchy below of that person upto 3

levels.

2.4 Event Search

There are 3 types of events Viz Birthdays, Wedding anniversaries and Service

anniversaries.

The user can select one of the 3 events and search for employees celebrating events

within the date range given.

The user can also search by selecting ‘all’ and then search for employees celebrating

any of these 3 events within the specified date range.

The search result will bring the name of the employee, emp.id, Project/Client name,

Date of the event and the nature of the event.

2.5 My Transaction Search

This feature is available only for employees who have a set of employees reporting to them.

My transaction search will search for the transactions that the user had made within the

selected time period.

The user has two options to narrow down his search Viz. Search by attributes and

search by action. Search by attribute

3 Organization Chart

3.1 Organization Chart

3.1.1 My Tree

This link will take you to view your team structure until 3 levels below in your reporting

structure and all members above your organization tree.

4 System Controls

4.1 Grade Designation Role

Grade Designation Role is a master table to create Grades (For Ex. A1, B2, C3 etc), Designation

(For Ex. Program Manager, system admin, Assistant systems analyst etc) and Roles (within the

GHRMS application viz HRM, Entity HRA, Superuser etc).

Access to the systems control would be available only to the superuser.

The superuser would be able to add new grade, designation and role by clicking on the

add button on the top.

The superuser would be able to choose the status by double clicking on the status field.

The code is autogenerated upon saving the data.

After entering the relevant data, the superuser would save the entered data.

Grade/designation/role cannot be removed after saving the data.

In case, if the superuser wants to remove a saved data, he will have to only change the

status to inactive.

4.2 Employment terms

The ‘Employment terms’ master contain HR related tables like Employment type, Employment

Status, Joining Check list, Exit Reason, Exit Type, Agreement & Asset.

While creating a Master table, the user would enter the data, select the status from the

drop down.

The code for the entered data would be auto generated.

The user

would view the

next page data

by clicking on

the arrow

button.

4.3 System

The ‘system’

master

contain

super admin

related

masters like

Privilege,

Role based

module,

Employee

Role Link,

module,

Supporting L2, Supporting Grade, Control Parameter, L2L4 Mapping, Organizer Message.

Privilege is the privileges given to the different roles.

Add a Privilege name and a privilege description and then click ‘save’

The role based module is to give access to the different modules of the program and to

remove access.

Employee role link is to assign roles to an user.

Supporting L2 is to map users to the respective Entity & L2 only in which they would be

able to view and do transactions.

The Supporting grade is to choose a role and then associate the eligible grades to that

role.

A defined control Parameter name is given a respective control parameter value and a

control parameter description by the super user.

The L1L4 mapping is to map the L1L2 to the respective L3L4 and then assign a HR

owner to that mapped group.

Messages that are displayed in My Organizer and Reminders are categorized as

message types. Create a message, Assign a message type and set status.

4.4

Personal

The above displayed tables are created in the Personal Master. The created tables will have an

autogenerated code number and the status has to be set to ‘Active’.

4.5 Geography

The above displayed tables are created in the Geography Master.

In Country table, create code, Country & Nationality.

Add/create a state name to an already defined country and turn the status to ‘Active’.

Any saved record cannot be removed.

Add/Create a city and map a state and country from the drop down.

Add/Create an office by mapping Entity Branch Name and the respective City from the

drop downs.

Before creating an Entity, Create an Entity branch for that Entity. Create Entity name

by mapping the new entity to a country and add the address in the address column.

Add/ Create entity branch name by mapping the entity name, country, Time Zone &

Default in time and Default Out time from the drop downs.

Add/ Create Currency name, its symbol and the currency notation to click ‘Save’.

Add currency by choosing the country, the country’s currency and then add the

currency to the right.

Add/Create time zone by entering a time zone and a Time zone value.

4.6 Bank and Payment

Payroll related masters are created in the Bank and payment.

• As usual the items which are created are to be added/entered, the code autogenerated

and the status turned to ‘Active’.

4.7 Academics

Academics related tables of each employee would be created in the Academics Master.

• As usual the items which are created are to be added/entered, the code autogenerated

and the status turned to ‘Active’.

4.8

Organization Structure

The L1, L2,

L3 & L4 of

the

organization structure is created and defined in the Org. Structure Masters.

4.9 RMG

module

The RMG

module masters add or creates the different SBUs, and the sales regions the client and the

clientteam relationship and the billing type. The creation is no different from the other master

creation.

4.10 LAMS

Masters that are related to Leave & Attendance are created in the LAMS.

The ClientTeam AMS maps the AMS admin to a clientTeam for a particular period of

time.

A Holiday is created in LAMS by entering the name of the Holiday & the most likely

date.

Holiday entity attributes Holidays to the different Entity branches. For Ex. If it is a

holiday for Holi to only Bangalore office, then Holi will be mapped only to the Bangalore

entitybranch.

The different kinds of leave are created here. Each leave is mapped to a show data.

The different event of marking attendance to an employee is created here. The

different events are Holiday working, off & On duty.

Reports that are to be available to the different users are mapped here in the Report-

RoleLink

5 Transactions New Joinee Registration

5.1.1 New Joinee

As soon as the employee joins the organization, the EOT/HRA/EHRA would collect the details of

the employee and would enter these details in the New Joinee detail. This data will get reflected

in the My details of the employee in the GHRMS application. The red asterix indicate mandatory

fields. On Completion of all the details, employee number and temporary password would be

generated.

5.1.2 New Joinee Login

The employee number and password generated by the system is to access the GHRMS

application. This is used by the employee to complete the registration process. Once this is

done, the username would be firstname.lastname and the password is created by the LDAP

process using the name of the employee. The employee can change the password later. This

function would be accessible to HRA, EHRA & EOT.

5.2 Transfer

5.2.1 Appraiser Change

Appraiser change can be done by the EHRA/HRA/appraiser for all employees when there is an

appraiser change.

The details of the employee are fetched by choosing to select any of the following viz.

emp.id, emp. Name, appraiser name, appraiser id, L2 wise or by team/client wise.

The HRA/appraiser/EHRA will select the fetched employee by clicking the checkbox on

the left hand side of the employee name.

The HRA/appraiser/EHRA will checkmark the employee, enter the proposed appraiser

from the drop down, the effective date and remarks if any.

Clicking apply will autopopulate all the entered fields to the selected employee. Click

Save to record it to the EIB.

In the case of appraiser change for 2 or more employees, the HR will enter the

employee ids of the employees in the CSV search to fetch the details of the employees.

If the ‘Appraiser Change’ is going to be same for all the fetched employees, then all the

fetched employees can be checkmarked, specify appraiser, input effective date and

click apply, and then click Save to save it to the EIB.

Now click ‘Apply’ to autopopulate the changes to the selected users and then click Save

to save the changes to the EIB.

If the ‘Appraiser Change’ is going to be different for different employees, then each

employee should be checkmarked separately, enter the changes and then click ‘Apply’

individually for each employee before saving.

5.2.2 Office Change

Office Change for an employee is done by the EHRA/HRA/appraiser if the work place of the

employee is going to be changed. This will happen in the event of team change, infrastructure

change, Onsite, L2 change, transfers and the like.

The EHRA/HRA/appraiser will fetch the employee detail by choosing to select any of the

following viz. emp.id, emp. Name, L2 wise or by team/client wise.

The EHRA/HRA/appraiser will select the fetched employee by clicking the checkbox on

the left hand side of the employee name.

The EHRA/HRA/appraiser will checkmark the employee, enter the proposed office

country, the effective date and remarks if any.

The application will autopopulate the office locations as the case may be for the HR to

choose.

Clicking apply will autopopulate all the entered fields to the selected employee. Click

Save to record it to the EIB.

In the case of office change for 2 or more employees, the EHRA/HRA/appraiser will

enter the employee ids of the employees in the CSV search to fetch the details of the

employees. We can bulk office/appraiser change by choosing multiple employees,

client/team wise.

If the ‘Office Change’ is going to be same for all the fetched employees, then all the

fetched employees can be checkmarked, specify Office location, input effective date

and click apply, and then click Save to save it to the EIB.

Now click ‘Apply’ to autopopulate the changes to the selected users and then click Save


If the ‘Office Change’ is going to be different for different employees, then each



5.2.3 All other transfer

This function is accessible to HRA, EHRA, PM. ‘All other transfer’ is only for employees for

whom all or majority of all attributes are to be changed. There are 3 drop downs that could be

selected in ‘All other transfer’ viz. Release to RP, All other transfer and Inter entity transfer.

• Release to RP is releasing an employee from a project to the resource pool or bench.

• The employee to be released to the resource pool is chosen, with the release date.

• Click release to release the employee to the respective resource pool and to the

resource pool manager.

• The EHRA/HRA/appraiser would choose one of the attributes for transfer, choose an

employee, an effective date and then click ‘Fetch’.

• The screen dynamically changes based on the attributes chosen.

• For Interentity transfer, the HR had to select the employee, enter the effective date of

transfer and choose and proposed entity. Click ‘Initiate’ to initiate the transfer process.

• All other transfer would fetch all the employees in the select employee field.

• The HR/appraiser would choose the name of the person to be transferred.

• The HR/appraiser would choose the proposed recipient, the L1, Proposed appraiser if

any then initiate the transfer.

• In this function, the transferred employee name and the proposed recipient are

significant in carrying out this activity.

• The appraiser who is C3 & above only can do this transaction.

• Client – team if not needed, then it can be closed by using the option ‘Close Client’.

5.3 Initiate change in

5.3.1 Designation

Designation change is done by the respective HR for all the employees.

• This feature is available to appraisers who are C3 and above. • The HR/appraiser searches for the employee either by emp name, emp id or by the respective L2. • After fetching the employee the HR checkmarks the employee and chooses the proposed designation from the field drop down and the effective date. • Upon clicking ‘Apply’ the proposed designation and date would be populated in the respective columns for the said employee. • In case of group designation change, the HR would enter the employee ids of all employees who are due for a designation change in the CSV search. Each employee id would be separated by a comma. • Checkmark an employee and select the proposed designation and date. Click Apply. • Uncheck this employee before working on the other employee. • In case of identical designation change and date for 2 or more employees, the HR can fetch the employees, checkmark all the employees and then select the proposed designation and date. Click ‘Apply’ to populate the designation and date for all the employees. • Now click ‘Initiate’ to save the changes to the EIB.

5.3.2 Designation Compensation

Designation Compensation is a function enabled only for the HR & PM to change employee

designation and compensation for an employee or a group of employees at one go.

• As usual, the HR/PM searches for the employee by employee name, id or by L2.

• After fetching the employee name, the HR/PM checkmarks the employee and selects

the proposed designation and the effective date.

• To change the salary, the HR/PM would enter the percentage of increase in the

‘INC%AMT’.

• The increase % would be equally distributed to the existing attributes of the gross

salary and the variable salary (if any) according to the existing ratio.

• In case if the HR/PM want to view the breakup in salary, then the HR would doubleclick

on the name of the employee to get a popup of the salary breakup.

• In the case of edit salary attributes the HR had to go to ‘Update compensation’ which is

a separate function by itself.

• The same applies to a group of employees, where the HR/PM would search them using

the CSV search, fetch the names, checkmark them individually to work on the designation

change and the compensation change before clicking ‘Apply’.

• On initiation by the EHRA/HRA/PM, it will send an actionable alert to the respective

HRMs for action. On approval, it would save the changes to the EIB.

• HRM can approve or reject the same.

5.3.3 Grade Designation Compensation

Grade Designation Compensation is a function enabled only for the HR & PM to change employee

grade, designation and compensation for an employee or a group of employees at one go.



the proposed grade, proposed designation and the effective date.

• To change the salary, the HR would enter the percentage of increase in the ‘INC%AMT’.

• The increase % would be equally distributed to the existing attributes of the gross

salary and the variable salary (if any) according to the existing ratio.



• In the case of edit salary attributes the HR/PM had to go to ‘Update compensation’

which is a separate function by itself.


the CSV search, fetch the names, checkmark them individually to work on the grade change,

designation change and the compensation change before clicking ‘Apply’.




5.3.4 Grade Compensation

Grade Compensation is a function enabled only for the HR & PM to change employee designation

and compensation for an employee or a group of employees at one go.



the proposed grade and the effective date.

• To change the salary, the HR/PM would enter the percentage of increase in the

‘INC%AMT’.

• The increase % would be equally distributed to the attributes of the gross salary and

the variable salary (if any) according to the existing ratio.




which is a separate function by itself.


the CSV search, fetch the names, checkmark them individually to work on the grade change

and the compensation change before clicking ‘Apply’.

• After working on all the employees, the HR would finally click ‘Initiate’ to save the

changes to the EIB.




5.3.5 Compensation

Compensation function is used by the HR or by the PM in case there is no grade change or

designation change but there a change in the compensation.



the effective date.

• For salary change, the HR/PM would enter the percentage of increase in the

‘INC%AMT’.

• The increase % would be equally distributed to the attributes of the gross salary and

the variable salary (if any) according to the existing ratio.

• In case if the HR/PM want to view the breakup in salary, then the HR/PM would double-

click on the name of the employee to get a popup of the salary breakup.


which is explained below.

• The same applies to a group of employees, where the HR would search them using the

CSV search, fetch the names, checkmark them individually to work on the compensation

change before clicking ‘Apply’.

• After working on all the employees, the HR/PM would finally click ‘Initiate’ to save the

changes to the EIB.




5.3.6 Update Compensation

Update compensation is a function to rectify wrongly entered employee’s compensation. This

function is available to the EHRA only.

• Fetch the employee by entering the employee id or the employee name.

• The current compensation of that employee would appear.

• The HR may edit any of the fields to calculate and bring out the compensation of a

particular employee.

• The mandatory fields that the HR had to enter are the TAGR+ VP and the effective

date.

5.3.7 Upload Compensation

This is a function available to the EHRA/HRA Payroll to upload the compensation of new joinee

or existing employee.

• The HR will choose the upload type before uploading the compensation

• The HR Payroll has a specific excel file in a specified format. Usually all fields will be

formatted to text.

• By uploading changes to an employee or a group of employee, the application will

accept the changes to the compensation of the employee(s) if the formatting is proper else will

throw an error.

• If the upload is successful, then the application will throw an alert that the upload is

successful else throw an error specifying the line numbers.

5.3.8 Group Termination

Termination function in the GHRMS is available to the HR to remove an employee from the roles

in the event of forced termination or in the event of employee resignation.

• The HR will fetch the employee detail by choosing to select any of the following viz.

emp.id, emp. Name, L2 wise.

• The HR will select the fetched employee by clicking the checkbox on the left hand side

of the employee name.

• The HR can checkmark the employee and enter the resignation/termination date and

the reason for resignation and then click ‘apply’ to autopopulate the entered date and reason

for resignation/termination.

• For bulk, termination, the HR would enter the employee ids of all the employees to be

termination in the CSV search separated by commas to fetch the list of names.

• Checkmark each name to enter the resignation date and reason. Click apply to auto-

populate the date and the reason. Uncheck the check mark before working on the other

employees in the list.

• Click Save to save termination to the EIB.

5.3.9 Employee Dynamic Status

The Employee Dynamic Status is available only to the HR to change the employee Dynamic

Status from ‘Long Leave’, ‘absent’ to ‘Active’ based on the status of the employee.


emp.id, emp. Name, L2 or client and teamwise.

• The HR will select the fetched employee by clicking the checkbox on the left hand side

of the employee name.

• After checkmarking the employee, the HR can change the ‘Dynamic Status of the

Employee’, the ‘Effective date’ and the ‘Billing type’ and the ‘Billing from’

• The HR will click ‘Apply’ to autopopulate the selected fields to the employee. Clicking

‘Save’ will save the changes to the EIB.

• In case of status change for 2 or more employees, the HR will enter the employee ids

of the employees in the CSV search to fetch the details of the employees.

• If the ‘Status Change’ is going to be same for all the fetched employees, then all the

fetched employees can be checkmarked, Status changed, input effective date, billing type and

billing from.

• Now click ‘Apply’ to autopopulate the changes to the selected users and then click Save


• If the ‘Status Change’ is going to be different for different employees, then each



• It is not possible for the HR to change the dynamic status from ‘Active’ to ‘long leave,

‘notice period’, ‘maternity leave’, as it is linked to attendance & eresignation.

5.3.10 Bulk Client team Transfer

In case of team transfers within the L2s, the HR will use this function to transfer an individual

or a group of employees from one team to another. This function falls within the transaction tab

and this tab would be available only for the HR logins.


emp.id, emp. Name, L2 or client and teamwise.

• The HR will select the employee by clicking the checkbox on the left hand side of the

employee name.

• After checkmarking the employee, the HR will choose the proposed Client, team &

Billing type to which the employee is to be transferred. The date of transfer is also taken into

account.

• The HR will click ‘Apply’ to autopopulate the selected client and billing type. Clicking

‘Save’ will save the changes to the EIB.

• In case of 2 or more employee transfers, the HR will enter the employee ids of the

employees in the CSV search to fetch the details of the employees.

• If the fetched employees are to be transferred to the same project or client then, the

HR will select all the employees by clicking the checkboxes and then choose the proposed

Client, Team, Billing type & date.

• Clicking ‘Apply’ will bring the selected client, team, billing type and date in the

appropriate columns besides the selected employee names. Clicking Save, will save the

changes in the EIB.

• In case, the fetched employees are to be transferred to different teams or clients, then

each employee should be check marked separately, assign Teams, Clients, Billing type

separately, then click ‘Apply’ and remove the check mark before working on the next

employee.

• The Clients, Teams & Billing Type will be applied to all the checkmarked employees

upon clicking ‘Apply’.

• After working on all the employees, the HR will finally click ‘Save’ to record the

transfers in the EIB.

• Client – team if not needed, then it can be closed by using the option “close client”.

5.3.11 Group L1 L4 transfer

The group transfer is a function to facilitate HR to initiate transfer of an employee or a group of

employee within the organization. This function falls within the transaction tab and this tab would

be available only for the HR logins.

• The HR will fetch the employee detail by choosing to select any of the following viz. emp.id,

emp. Name, L2 or client and teamwise.

• After fetching the employee, the HR will choose the proposed L1, L2, L3 & L4 to which the

employee is to be transferred.

• The HR will select the employee by clicking the checkbox on the left hand side of the

employee name and them would click apply.

• The HR will click save to save the transfer initiated.

• In case of 2 or more employee transfers, the HR will enter the employee ids of the

employees in the CSV search to fetch the details of the employees.

• If the fetched employees are to be transferred to the same L3 and L4 then, the HR will

select all the employees by clicking the checkboxes and then choose the proposed L1, L2,

L3 & L4 and then click ‘Apply’ and then click ‘Save’.

• In case, the fetched employees are to be transferred to different projects, then each

employee should be check marked separately, assign L1, L2, L3 & L4, then click ‘Apply’ and

remove the check mark before working on the next employee.

• The L1, L2, L3 & L4 will be applied to all the checkmarked employees upon clicking ‘Apply’.

• After working on all the employees, the HR will finally click ‘Save’ to record the transfers in

the EIB.

• Client – team if not needed, then it can be closed by using the option “close client”.

6 Leave & Attendance

6.1 View Attendance

The view attendance function would be available for all users. Any user can view his own

attendance details.

• The default attendance view would be for the current month’s view.

• In the utilization section, the user would view his Actual Duration against the Roster

duration and the percentage of actual duration.

• This calculation is available inclusive of Leave and exclusive of leave.

• In the View Attendance section, the user will have a readonly view of the actual Check-

in, Checkout time against Roster time.

• The user can view both utilization and the Attendance view for any previous months by

selecting the month from the drop down provided above.

6.2 My Team Attendance

My Team Attendance function would be available only for roles who have employees reporting

directly to them. This function would be available for the AMS admin and the AMS central admin.

• The user can choose to view his team attendance by selecting his team from the client

and team wise option and then his team.

• The user can also opt to choose to view the attendance of an individual in his team by

selecting the employee either by emp.id or emp.name.

• The user can also choose to view a group of employees in his team by entering the

employee ids of the group separated by commas in the CSV search.

• After fetching the name(s) of the employee or a group of employees, the user can right

click on the employee name to view the actions that are available for the user to

perform for that employee.

• The actions that could be performed by the user are View attendance, View Roster,

View Leave balance, View Leave history, Apply Leave for employee and Leave

Credit/debit history.

• The user will be able to view only one action per employee at any point of time.

6.3 Leave History

Leave history function will be available for all the employees to view their past leave transactions

yearwise.

• The default history view would be for the current year.

• The user can view their past leave history by choosing the year that they wish to view.

• The screen will automatically refresh to bring a readonly view of the leave transactions

upon choosing the year.

6.4 View Leave balance

Leave Balance function is available to all the employees to view their leave balance.

• The system will show the leave balance as on the current date.

• Leave will be split into General leave and Hospitalization leave and the balance shown

respectively.

• The leave displayed is always for the current year.

• Compoff details are shown as a separate section. If there is a compoff Balance, the

compoff expiry date would also be mentioned.

• The compoff would go waste if it is not availed within the expiry date.

• Instead of availing the compoff, the user can also opt for a sixth day pay with the

approval of the reporting authority.

6.5 Leave Cr/Dr History

The Leave Cr/Dr History function is available to all the employees to view their leave credits and

debits for a particular month of the year.

• The default display would be for the current year and the current month of the General

leave type.

• The user can select the leave type and the year to view the calendar of availed leave

and leave credits.

• The user can further expand the month tree to view the credits and debits daywise.

6.6 Apply for Leave

Apply for leave will be available for all users in CSS to apply for leave and compoffs.

• The dashboard in the ‘Apply for leave’ would display General leave and Hospitalization

leave respectively.

• The dashboard would display the number of leave at the opening of the year,

Entitlement, availed and Leave balance.

• General leave would be credited twice a month.

• The compoff details would also be displayed in the dashboard.

• The user can apply for leave by selecting the ‘Leave type’, the ‘from date’ and the ‘to

date’ which are mandatory fields.

• If it is a halfaday leave then the user would specify it by checkmarking in ‘Half Day?’

• Upon checkmarking the halfday, there will be another checkbox appearing named

‘from’.

• The user would choose whether he is applying leave for first session or second session.

• The user can enter the reason for leave and then click ‘Initiate’.

• The initiated request goes for approval to the reporting authority. The reporting

authority can either approve or reject based on work situations.

• Usually, rejected requests will carry a reason for reject in the remarks column which

will be available for the user to view.

• If the user don’t have any leave and if he applies for a leave, that will be counted as an

LOP. Yet, the approving authority has the right to approve against future credit.

Maximum of 6 days can be approved against future credit.

• An employee can also apply for leave by clicking the AB alert as found in the dashboard

after taking an unplanned leave.

• The employee would have to rightclick on the absent detail to apply for the unplanned

leave.

6.7 Adhoc Leave

The Adhoc leave function would be available only for the AMS central admin and the super admin

to debit or credit leave for an employee or a group of employees on an adhoc basis. This would

usually be done with the approval of the employee’s reporting authority.

• The admin would fetch the employee details either through the selection drop down or

through the CSV search.

• After fetching the employee, the admin will checkmark the employee before working on

the leave credits or debits.

• The admin will select the leave type from the dropdown, the number of days to be

credited or debited, Type of action and the effective date.

• After choosing all the fields the admin will click apply to populate all the details to the

employee selected.

• The admin can checkmark all employee at one go if the leave credit or debit detail is

same for all the selected employees.

• Finally, the admin clicks ‘Save’ to leave changes.

6.8

View

Roster

The view roster function is available to all the users. The user will be able to view the roster time

as set by his reporting authority.

• The default view would be the current month’s roster.

• The user can view the previous roster’s of the year, the current month and the next

month if the roster is defined. The roster can be view by selecting the month from the

dropdown.

6.9 Upload Roster

Upload roster function is available to users who have employees reporting to them, super user,

AMS central admin and AMS admin.

• Users who upload roster for their employees are for their team would have to get the

upload excel template by clicking the link ‘Prescribed File Format’

• The template could be got from the AMS team.

• The application only identifies and employee by the employee id.

• All the cells in the template would be in text format.

• The user who uploads the roster should be well versed with abbreviations like ‘O’ for

off, ‘H’ for Holiday, ‘OD’ for on duty, ‘W’ for working. These abbreviations could be got

from the AMS team.

• A sample template is pasted above for reference.

6.10 Modify Roster

The modify roster function would be available to user who have employees reporting to them,

super user, AMS central admin and AMS admin. The user can modify the roster for an employee

reporting to them or to even the whole team.

• The admin would fetch the employee roster either through the selection drop down or

through the CSV search.

• The user has to mention the dates for which the roster had to be modified before

fetching the employee’s original roster.

• After fetching the employee, the admin will checkmark the employee before working on

the modify roster.

• The user will select the event, whether Working, Holiday, OFF or OD for the employee

to whom the roster is being modified.

• The user will choose the shift duration of the employee which would usually be 9 hrs.

• The New roster in time is selected from the drop down and then clicks ‘Apply’.

• After working on all the employees, the user would click save, to modify the roster.

• Roster modification should happen within 3 days from the date to be modified.

6.11 View Holidays

View holidays function is available to all the users of CSS to view the holidays of their respective

regions.

• The user has to select the entity, whether CSS Corp or CSS US, or CSS Europe.

• The user upon choosing the entity, the branch would dynamically populate.

• The user would choose the year for which he wishes to view the holidays.

• Holidays of the current year is displayed as default.

• Usually, the user would be able to view the previous year’s holidays and the next year’s

holidays could be viewed.

6.12 Modify Attendance

The modify attendance function would be available to appraisers, AMS admin and the AMS

central admin to ratify attendance based on requests. Self ratification of attendance is available

to all grades except E grade. These attendance defaulters will not get the modify attendance

link in their left panel instead the application will warrant their action in ‘My tasks and actions’

in the dashboard as attendance deviation. For ‘E’ grades, it is available till 10th

of next month and

the appraisers have time till 20th

of the next month to ratify & approve the previous month’s

attendance. For the rest of the grades, self ratification time is available till 20th

of the next month.

Attendance for A & B grades is not mandatory.

• Users other than AMS admin and AMS central admin would be able to modify only their

attendance only if there is a deviation.

• These users will click on the attendance deviation link, checkmark the row; enter the

checkout date, checkout time and the Day’s work.

• Repeat the same for other rows if any and then finally click save.

• The AMS admin and AMS central admin would fetch the names either by selection or by

CSV search.

• After fetching the employee detail, admin would checkmark each employee and enter

the details at the bottom of the screen and click ‘apply’ to update.

• In the same way, the admin would enter the details for all the fetched employees and

finally saved the entered data.

6.13 Upload Attendance

The upload attendance function is available only to the AMS admin and the AMS central admin

to upload attendance of the employee who had not marked their attendance for various reasons.

• The admin can download the prescribed file format in which they have to upload by

clicking the format link.

• The format would be in text format.

• The admin would enter the employee id name and other details of the attendance like

date, checkin time, checkout time, checkout date, working hours and then would

upload the file.

• If the upload is successful, then ‘successful file upload’ would appear.

• If there are errors in the file, then the application will throw alerts on the errors by

highlighting the line items so that the admin could work on the specific line items and

then reupload.

• AMS admin associated with the client – team can modify the roster for those teams.

• If client team is not associated with any particular AMS admin, the appraisers can

upload the roster.

6.14 Mark LOP/LOP Reversal

The function is to mark LOP/LOP reversal which has happened in the payroll. This function is

available only to AMS central admin.

6.15 Mark Compoff

The function is available only with AMS central admin. This is to mark all the expired comp offs

which are paid in the payroll.

6.16 Attendance Case Creation

The attendance case creation function is available to all employees of CSS to raise attendance

related cases to their respective appraisers to approve.

• In case, if there is a ratification to be made in any one of the event listed in the picture,

then the employee can raise the attendance case creation for that particular day.

• The employee had to checkmark on the date, select the event for which ratification has

to be made, enter the ratified date to the respective field and then click save.

• The change as made by the employee to the above event would go for approval to the

respective appraise.

• Upon approval from the appraised, the change as made by the employee would be

ratified.

6.17 AB to LOP Conversion

The AB to LOP conversion is a bookmark or a status mark made against the employee in the

GHRMS application for employees who are marked absent within the selected time period that

their status as AB had been changed to LOP. This usually happens to employees who have not

ratified their attendance or applied leave as the case may be.

• This status change is made by the AMS central admin.

• The status change is done with a remark/reason for marking the AB to LOP.

• This LOP details are taken for payroll.

6.18 Upload LOP/LOP Reversal

The Upload LOP/LOP reversal is a function available only for the AMS central admin. This function

will have a direct impact on the payroll transactions.

• The prescribed format to upload could be downloaded from the blue link found near the

submit button.

7 Payroll

Payroll is an exclusive section for which access is given only to the Payroll team. Access to these

functions is restricted even to the super users. The Payroll has 4 sections to it viz., Uploads,

Process, payroll and statutory reports.

7.1 Uploads

All inputs to be given to the system to run the payroll process are uploaded in the upload section.

7.1.1 Upload Deductions

Deductions for the employees which are unknown to the application are uploaded with this

option.

• The above deductions can be deducted from the salary upon request from HR or admin.

• The HRPayroll would upload the emp. Id and the amount to be deducted against the

respective deductions.

• The system will then deduct the amount from the salary for the specified month.

7.1.2 Upload

Allowance

Allowances will be credited to the employee upon uploading here in the upload allowance based

on the eligibility. System validates the data against the compensation for the entitlement.

• The HR Payroll will enter the employee id and the amount to be credited against the

respective allowance.

• The system will input all the entered allowance against the employee id and would

process it in the first run where the employee comes for that pay period.

7.1.3 Mark F & F

Employees who are to be included for the full and final settlement are marked here.

• The system will process the full and final settlement for those employees who are marked

F&F. This can be done in normal run or in F&F run.

7.1.4 Internal Hold

Internal hold given to a particular employee id will hold the salary of that employee.

• Internal hold option is given to hold the salary processed from the month specified till

change in the status quo.

• In the internal hold if the date is given for an employee, then the processing of salary

for that month would be stopped. This is called as stop process. When salary process is

stopped, it would default go for internal hold.

• The salary for subsequent months would be stopped until restart salary is given.

7.1.5 Release Internal Hold

Internal hold can be released only for a month fully, not partially. It can be released from the

beginning of the hold.

• For Ex. If salary is held for January, February, March then February alone cannot be

released.

• Release should be from January, it alone can be released or in combination with

February and March.

7.1.6 Restart Salary

Restart salary would enable the HR Payroll to start processing the salary for the specified

employees who are uploaded in the list. Salary process will start from the date that is mentioned

in the upload list.

• If the date is not mentioned then it will restart the salary from the date it is stopped.

• If the date is mentioned, it will go check for flags and then restart the salary.

7.1.7 Normal Run/Rerun The system will process payroll for all employees in the

selected entity except: (a) who

joined and exited within 3 days for the pay period. (b) Who exited prior to the pay period (C)

who joined after the cutoff date.

• This will consider all the active / inactive employees in the system minus any new

joiners for whom the HRA / EHRA / Payroll dissuade the pay process.

• For a year, month, Normal Run can be executed only once. If the user tries to execute

more than once, system will throw an error message.

• If the previous pay period is not locked then, while processing for the current pay

period, system will throw error message.

• ReRun Whenever the user feels that there is a change in any component / any arrears

which needs to be effected in the current month salary, the user chooses to rerun the

payroll for set of employees.

• To process a rerun for an employee / set of employees, the employee should be already

in a run.

• The user will choose entity and CSV / upload to rerun the process.

• If the CSV / upload has both valid and invalid employee numbers, then, the system will

popup an error message whether to proceed with the valid employee numbers.

• Whenever the user gives the employee number in CSV / upload, these employees are

considered for “Compensation Arrears”.

• If the user presses “Yes”, then the system will rerun the valid employee(s).

• If the user presses “No”, the system will not process further.

• Rerun will run the compensation change of the employee(s) number given in the CSV /

upload

• Auto Sense: Any changes identified by the system after the draft run.

• If the user presses the process button in the rerun screen without giving employee

number in CSV / upload, the system will rerun for those employee(s) who has been

identified using Auto Sense for LWD, PAN change, Upload deduction, Upload Allowance,

Hold employee, Stop salary process.

• If no employees are identified in the auto sense, the system will popup saying,” There

are no employees to process”.

• If there is any other change like office change / LOP / LOP reversal – system should not

consider those changes for the rerun / Auto Sense.

7.1.8 Supplementary Run Supplementary run is a provision requested by the HR

Payroll to run new joinee salary and it is an exceptional pay run for employees who has an LOP

or compensation revision

or for people who has an IT declaration to do at the last minute, people who want to enter

their PAN details.

• The supplementary run would be activated as an excel upload or as a CSV.

• In Excel upload, if Consider compensation is Yes, the system will consider all pay and

deduction and the compensation as well.

• If the run is through CSV, then system will not consider compensation.

• For any supplementary run, the normal run should have to be over and freezed for that

pay period.

• The supplementary run will deduct PF, ESI, PTAX, IT, LWF and company deductions if

any.

• In case of no earnings in the supplementary pay, then it will deduct only IT and that

too only if there is a difference between that run and the previous normal run and it will

not deduct PF, ESI, PTAX, LWF & Company Deductions.

• For F & F employees, the system will not run supplementary run.

7.1.9 Special Run

Special run is done for those employees who need to be given variable pay separately. Fixed

components cannot be processed in this run.

• Payroll would upload the list of employee ids that are to be given a special run.

• For a special run to happen, the previous month’s run should be closed and freezed.

• Special run can be used only before normal run.

7.1.10Upload IT

Upload IT is the IT declaration or submission made on behalf of the employee by the HR Payroll.

This

would usually happen to onsite employees or employees who work at a client place where they

would not have access to our GHRMS application or to the internet.

• The HR Payroll would select the Declaration if it is for the employee declaration and

would choose approval, if it for submission of proofs.

• Declaration or approval beyond the last date for declaration and submission, the

system will not allow the user to submit the claims.

7.1.11Loan Entry

The Loan Entry is to enter the loan details who have availed loan from CSS Corp.

• All the particulars are entered by the HR Payroll for the employee who had availed loan.

• The particular EMI would be deducted from the employee’s salary each month till the

principal is paid back to the company.

•

7.1.12 Loan View

The HR Payroll will be able to view the loan details of any employee who had availed loan from

the company.

• An employee can request the HR Payroll to defer a month’s EMI.

• The HR Payroll upon right click would bring the Loan entry window where they will be

able to defer the loan date or do any other edits.

7.1.13Upload Perks

Perks like accommodation perks, furniture perks and other perks can be credited to an

employee’s account on need based scenarios.

• The HR payroll would enter the emp id and the amount entered against the respective

perk and uploaded.

7.1.14Upload Bank Account Number

New joinees Bank account number, Bank Name and branch would be uploaded once in the

system for the system to process and credit salary to the uploaded Bank account.

7.1.15Upload ESI/PF/PAN

ESI number/PF number/PAN numbers of the employee are uploaded here into the system. This

number would reflect in various parts of the program under the

7.2

Process

7.2.1

Medical bills

approval

Medical bills submitted online by the employee will come here for approval The HR payroll will

check employeewise and approve the pending list. The approved amount will be credited in the

next pay run.

7.2.2 Payroll Process

There are 4 types of run in the payroll process. They

are Normal run, special run, supplementary run and

full and final settlement run. To process a run, the

previous month’s runs should be locked. After locking

the previous month’s run, the HR Payroll can run one

normal run for an employee and any number of special

runs and only 1 supplementary run. FFS run will

happen to employees who are marked FFS.

• Normal run is processed for the regular salary.

• Special runs are processed for incentives, perks and other special income which are

credited separately not along with the salary.

• Supplementary run can happen for those who are missed out in the normal run or for

those whose salary needs to be reworked.

• FFS is processed exclusively for FFS marked employees.

7.2.3 Freeze

All previous month’s runs of employees should be freezed and locked to facilitate process of

current month’s runs. The

runs will be processed in

this section.

• The freeze selection would contain the year, month, number of runs and Type of run.

• There could be only one Normal run, any number of special runs and few FFS.

• Supplementary run can happen after freezing but before locking the previous month’s

run.

• Upon choosing a run, the HR payroll will click freeze to freeze the previous runs.

7.2.4 Miscellaneous Adjustments

Miscellaneous Allowance or deductions are adjusted for an employee in case of adjustments later

after the pay run.

• The HR Payroll will fetch the employee and the respective run for which the adjustment

has to be made.

• HR could add an adjustment by specifying the name of the adjustment and the amount

to be adjusted.

• The HR can specify any number of adjustments or remove any added adjustments.

7.2.5 Rerun

Rerun is to redo the run again in case if the HR payroll had to add or remove something to the

salary of a particular person or a group of people. The rerun will be done for specific employees

for which the run had to be carried out by

choosing the entity to which the employee

or employees belong to.

7.2.6 Tax Approval

The tax as submitted by the employee would be fetched by the HR Payroll. The submitted tax

form would be checked by the HR and would be approved. In case of discrepancies the HR

payroll would contact the employee offline.

7.2.7 Lock Pay Period

The previous pay period has to be locked to facilitate

new runs for the next pay period. The locking of the

previous pay is done here.

7.2.8 Run Cancellation

This section cancels the run that is in

progress.

7.2.9 UnMark Hold

UnMark hold will release the hold made earlier and salary would be process for the employee

for whom the

hold was

made. Salary

would be

processed for

the employee

from the date

when the Un-

mark hold is activiated.

7.2.10TD Before Remittance

The TDS remittance is exclusive for the HR Payroll as this sheet that is uploaded would have the

tax details of all the employees for a particular month. The total tax amount of all the employees

would be sent to the IT department as a single cheque.

7.3 View

7.3.1

Employee Info

HR payroll would be able to view the employee info or the employee salary structure with the

CTC.

• The HR payroll would select the emp. Name or the emp.id, then choose the name and

emp.id from the

drop down and then

choose to view

either the emp info

or the CTC.

7.3.2 Medical Bill submission

The HR payroll will

be able to view the pending medical bill, approve pending bills and print pending list.

7.3.3 Tax Declaration

The HR Payroll will be able to view his tax declaration form in this section. He will be able to

view and edit his tax declaration. The edit buttons will be available only during the declaration

and submission period.

7.4 Adjustments

7.4.1 PF Challan Details

The section saves the PF Challan details that was paid to the PF department into the system.

• Upon clicking add, a window will popup asking the details of the cheque, the bank,

Remittance details and Damage and accumulation details.

• Upon entering the details, the HR Payroll will save the details month on month in to the

system.

7.4.2 TDS Challan

The HR Payroll stores the TDS challan details in this section. Tax for the quarter, cheque details

and the tax amount are stored in the system.

8 Reports & Dashboards

8.1 My Reports & Dashboards

8.1.1 My Reports

8.1.2 My Dashboards

8.2 Payroll Reports

The Payroll department generates several payroll related reports for processing payroll and

analysis. They can generate the reports by querying the predefined queries in the

Report name drop down. After selecting a Report name, the user can choose the filters for

month, year, Run Number, Entity & branch to generate their required report.

Upon clicking the BIRT, the report will be generated in the BIRT format.

9 Mgmt View

10 Quick LinksMy Other Transactions

10.1.1 Check In/Out All users of CSS Mark their attendance here. The system will

capture the current time yet the users have option to change the time to an expired time. The

users will not be able to change to a future time.

10.1.2 Payroll

Your payroll information can accessed here. Employee can submit their IT Declaration, PAN

and Reimbursement claims. Also pay slip, Form 16, and Form 12 BA can be viewed.

10.1.3 EResignation You can use EResignation if you have decided to resign your job.

11 Quick LinksHelp

11.1.1 Glossary

Glossary provides brief description of Acronyms , Abbreviations, and popular nouns used in

the application.

11.1.2 FAQ

Answers to frequently asked questions are packaged in the document for easy application

navigations.

11.1.3 HR Helpdesk The link takes you to HR Helpdesk application.

12 EIB

12.1.1 Employee Search Fine Grain Access Control allows an employee to search the

members details within his /her reporting structure. L2 is dependent on L1, L3 is

dependent on L2 and L4 is dependent on L3. Employee can click Reset to reenter required

conditions for search.

12.1.2 Appraiser Change Fine Grain Access Control allows an employee to search and

align their reporting structure within his /her reporting structure. Step 1:

• Select criteria for employee search either by ID, Name etc.

• Provide corresponding details in second tab.

• Click Fetch to get desired results. Step 2:

• select the Employee.

Step 3:

• User can either enter Proposed Appraiser , Effective From adjacent to Employee details or

enter the same at bottom of the frame.

Step 4:

• User need to click Apply before Saving changes.

12.1.3 Request for Separation Step 1: Fields marked as “*” are mandatory and need

to be filled by user.

Step 2: Click Add Record to add additional rows. Step 3: By clicking “Proceed” changes

are recorded in the system.

Once you have submitted the request for separation your Appraiser will be intimated for

either Approving or Rejecting request.

12.2 EIB Approval Process

Any changes to following details in EDIT EIB by you will be intimated to HR for approval.

Only changes Approved by HR will be reflected in HRMS.

• Contact details

• Qualifications

• Certification

• Passport

• Visa

• Membership

• Previous Employment

• Dependent Nomination

12.2.1 Edit EIBPersonal Details.

Step 1: Fields marked as “*” are mandatory and need to be filled by user. Step 2: Click

Save to save the changes.

12.2.2 Edit EIBContact Details.

Step 1: Fields marked as “*” are mandatory and need to be filled by user.

Step 2: Check “Check if Present Address is same as Permanent Address” if Present

Address is same as Permanent Address.

Step 3: Click Save to save the changes.

12.2.3 Edit EIBEducation Details.


Save to save the changes.

12.2.4 Edit EIBFamily Details.

Step 1: Fields marked as “*” are mandatory and need to be filled by user.


12.2.5 Edit EIBPassport and Visa Details.

1. Steps to Edit EIBPassport and Visa Details.

Step 1: Fields marked as “*” are mandatory

and need to be filled by user.

Step 2: Click Add Record to add additional rows.


2. Sections in Edit EIBPassport and Visa Details. Passport and Visa Details also has

following sections within them,

• Medical Information

• Passport Information

• Visa Information

• Achievements

• Extra Curricular Activity

• Membership details.

12.2.6 Edit EIBPrevious Employment.


Add More to add additional rows.

Step 3: By clicking “Save” changes are recorded in the system.

12.2.7 Edit EIBDependent Nomination

Step 1: Fields marked as “*” are mandatory and need to be filled by user. Step 2: Click Add

More to add additional rows.

Step 3: By clicking “Save,” changes are recorded in the system. Step 4: User can either

delete individual records or delete list of records entered by clicking “Delete.”

Documents

GHRMS USER MANUAL - CSS Corpghrms.csscorp.com/GHRMS_UserManual.pdf · GHRMS – USER MANUAL . ... 12 EIB ... Grade Designation Role is a master table to create Grades (For Ex. A1,