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Web Pay

Web Payroll

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Page 1: Web Payroll

Web Pay

Page 2: Web Payroll

Key Areas

• Processing and verifying data before and after the process

• Generating outputs related to reconciliation, statutory, finance and electronic bank transfers

• All of the activities which should be carried out before processing a payroll

• This is where you do all of the initial and one time configurations

Initializing and

Configuring

Pre-Process Activities

Payroll ProcessPost-Process

Activities & Outputs

Page 3: Web Payroll

Pre – Process Activities

Initializing and

Configuring

Pre-Process Activities

Payroll Process

Post-Process

Activities & Outputs

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Loan Up-loader

Manage Process Period

Bank Diskette Details

GL Details

Salary Revision Process

Payroll Validations

Run Process

Salary Increment Details

Assign Pay Items

Add Employees to Payroll

Operational Activities

Page 5: Web Payroll

Add Employees to Payroll form allows you to enter Payroll related information for each employee in the company. This form is handled by the Payroll User.

Operational Activities

STEP 01: Add Employees to Payroll

Tool Tip

Tick the check box to select corresponding employee(s)

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• Click on Add New Record button to enter employee’s salary grade detailsBasic Salary

• Tick on the benefits applicable for the packageOther Benefits

• Select the bank name from the drop down list. Bank

• Pick any additional details from User Defined FieldsAdditional Fields

• Pick Relevant taxes • (PAYG) Withholding Tax, Payroll Tax etc...Tax

• All Earnings and deductions assigned to the employee can be viewedPay Items

• finally to Save the entered detailsPress SAVE

Adding employees to Payroll

Tool Tip Follow the above steps in the Screen “ADD EMPLOYEES TO PAYROLL”

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Add Employees

Add Employee Bulk Adjustment Add New Record

Select the relevant Pay ItemBased on the nature of selected pay item the Add Employees, Bulk Adjustments

and table columns would be adjusted and displayed.

Select the Pay Item Type

Earnings/Deductions/Basic Salary Liabilities/Exceptions/percentage based earnings and deductions

Assigning Employees to Pay Items

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The activity of assigning employees to pay items is done with the use of Assign Employees to Pay Items form.

Same page will be used to enter Pay items, contributions and Salary transfer details

Step 02: Assign Employees to Pay Items

Operational Activities

Tool Tip

Add Employees

Select the relevant Pay Item

Select the Pay Item Type

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Select the Employee

Assign Pay ItemAmount Based Unit Based Contribution Direct Transfer

Details

Pay Item SelectionFixed Variable View All

Select Employee

From the Employee Search option

Assigning Pay Items to Employees

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The activity of assigning pay items to employees is done with the use of Assign Employees to Pay Items form. This form allows you to assign both fixed and variable pay items (which are further categorized as Amount Based, Unit Based, Contribution and Direct Transfer) to a selected employee.

Step 02 (Alternative 1): Assigning Pay Items to Employees

Operational Activities

Tool Tip

Assign Pay Item

Pay Item Selection

Select Employee

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Select Pay Item Type

Select the Pay Item from the drop

down list.

Click on the button to generate the excel file

All valid records of the file will

be shown in the table

Click on the Read button

Specify the Location

Select the Currency

Tick on the records to be

uploaded

Invalid records can be viewed and fixed on original file

Click on SUBMIT to upload

selected records

Tick on the upload types to

be uploaded.

Specify the pay period.

SUBMIT Sent for Approval

Proceed to process

Upload Pay Items - Process

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Step 02 (Alternative 2): Upload Pay Items

Operational Activities

Proceed to process

Sent for Approval

11. SUBMIT

10. Specify the pay period.

9. Tick on the upload types to be uploaded.

8. Click on SUBMIT to upload selected records

7. Invalid records can be viewed and fixed on original file

6. Tick on the records to be uploaded

5. Click on the Read button

4. Specify the Location

3. Click on the button to generate the excel file

2. Select the Pay Item from the drop down list.

1. Select Pay Item Type

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Payroll Process

Initializing and

Configuring

Pre-Process Activities

Payroll Process

Post-Process

Activities & Outputs

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Salary Process

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You must make sure that the previous pay period is locked (finalised)

Select your tax year and pay period

Operational→ Manage Process Period

Step 01: Select your process period

Salary Process

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Checklist your pay headers that you need to feed data to or have to reconcile and mark them as complete once you are done for the Current Process period.

Dashboard → Activity Completed Status

Step 02: Clear the activity checklist

Salary Process

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The following on-screen verifications are possible: Pay Item Reconciliation Employees added or removed from the current

payroll Bank account changes

Apart from these we provide a host of pre-process verification reports

Transaction Report Before Process

Report Navigator→ My reports → Payroll

Operational→ Payroll Validations

Step 03: Verify data and reconciliations for the current Pay Period

Salary Process

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The salary process can be run for a single pay period in the following methods:

Select All or Individual Employees by ticking checkbox

Use the employee selection tool

Upload a list of employees in excel and process (useful for reprocessing error lists)

Operational→ Run Process → Salary

Step 04: Run the process in bulk or by batches

Salary Process

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Step 05: Verify your outputs

Warnings will be notified to you once the process is run. This will help you isolate and locate an input error very quickly.

Also use Reporting Tools verify that your summary totals and detailed totals match.

Operational→ Run Process → Salary

Report Navigator→ My reports → Payroll

Salary Process

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Step 06: Oops!! Found any errors? Reprocess, Rollback or Reset Units

Reprocess Process your payroll multiple times until you are sure it

is perfect. They payroll system will always use the most current

inputs for running a process. Isolate specific employees or groups of employees and

reprocess them only to reduce your processing load / time.

Operational→ Run Process → Salary

Rollback Rollback employees who were not supposed to

processed at all

Reset Units Employees who are paid on an hourly base or on the

basis of units can be reset

Salary Process

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Step 07: Finalise your payroll

Lock your pay period once you are certain that salaries are processed properly.

When generating outputs for electronic transfers the system will require you to make this confirmation.

Operational→ Manage Process Period

Salary Process

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Post-Processes and Outputs

Initializing and

Configuring

Pre-Process Activities

Payroll Process

Post-Process

Activities & Outputs

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Payroll Outputs

The payroll system has the ability to generate several types of outputs for various purposes. The following areas of the system will allow to do so

General Ledger (GL) Navigator•Provides outputs for ledger requirements and financial analysis

Bank Diskette Navigator

•Provides output files for bank transactions

Report Navigator

•Hosted as a separate module, will provide all other statutory and analysis reports

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GL Navigator

The purpose of the GL Navigator is to help organisations ...

Generate GL Reports required for financial analysis

Cost Centre wise, Pay Item wise and several other break downs of company costs with respect to payroll

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GL Navigator

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GL Navigator

Configure GL

Select GL to Generate

Specify Process Period

Validate & Generate GL

Text File

If any errors Rollback GL

Process

Finalise GL

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Bank Diskette Navigator

File outputs required for electronic transfers in text or other compatible formats can be generated.

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Bank Diskette

Configure Diskette Format

Select Diskette to Generate

Specify Process Period

Validate & Generate

Diskette Text File

If any errors Rollback

Diskette Process

Finalise

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Report Navigator

The Report Navigator is hosted as a separate module from payroll, but will give you access to all of your reporting requirements. The features in relation to payroll are:

Statutory Reports

Other financial analysis reports

Integration Reports which can be exported to excel

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Statutory Reports

Report Description

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Other Reports

Report Description

Basic Reconciliation To display the monthly total reconciliation details of Basic Salary.

Coin Summary Report To display the coin summary details of employees’ salaries for a selected pay frequency, year.

Grand Summary Base Currency To display the grand summary totals of employees’ salaries and transactions.

Grand Summary Currency Wise To display the grand summary totals of employees’ salaries and transactions grouped by currency types.

Pay Slip

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Payments Outside Salary

The payments made to employees in addition to the salary such as Bonus, OT, Commission needs to be processed.

They are recognized as Processes within the Payroll System, but outside of Salary.

A separate pay slip maybe generated

Reports specific to this process can be retrieved

Taxation for these payments can be configured and will be automated for consolidation of annual reports

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Payments Outside Salary

Select your process period

Run the process in bulk or by

batches

Verify your outputs

Error Correction & Reprocess

Finalize Payment

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* Tick on the Use Custom Increment Logic check box if a logic

written dynamically should be used as the increment logic

Select the employee group eligible for the

salary increment

Point or range salary Increments based on salary

grade

Tick on the Use Custom Increment

Logic check box

Specify the Salary Increment Effective Date using the date

picker

Select the Currency in which the increments

are given using the drop down list.

Select the Rounding method applicable

for the salary increment

Enter any necessary

Comments.

Click on the “APPLY ALL” button to process the data

entered.

Select the employees for the increment

The Increment Process

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2

3

4 5

6

7

8

9

Salary Increment

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Initializing & Configuring

Initializing and

ConfiguringPre-Process Activities

Payroll Process

Post-Process

Activities &

Outputs

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Add Pay Group

Process Details•Define Pay Processes•Assign Payroll Actions to Processes

Company & Bank Details

Payroll Configurations

Pay Item Details

Salary Grade Details

Configuration Process

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Name of thePay Group to Be created

Created Using Advanced Security Pay Frequency

• Weekly• Monthly• Annually

Save the configurations

Detailed View:-Further configurationsCan be done

Each Pay group is a payroll

Is the first activity that should be performed prior to using the payroll system

Pay Group Configuration

1 2 3 45

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Eligible Employee Groups

Tick which other sub db groups are eligible to access the payroll.

Tax

Tax information related to payrollcan be specified.

Pay Group Configuration Detailed View

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Once this option is ticked the user is refrained from entering data to the system as soon as the given cut off date passes.

Salary

This allows the user to specify a rounding method for Net Salary and following methods are availableNo roundingRound upRound down

Pay Group Configuration Detailed View

1

2

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Define Pay Processes

Pay Processes represent payment types that should be made to the employees .

E.g.AllowancesBonusCommissions

defining and configuring pay process consists of the following steps

Process Details

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Add New Record Select a Process group from the drop down

Enter Process Code Process Name

Select the Type• Earning• Deduction• Liabilities• Exemptions

Select the Period• Fixed• Variable

Select Payment Type• Unit• Salary

Add Amount To• Add to Net• Add to Gross

Tick the options as required• Allow for Inactive

Employees• Enable Read Only

Save the Record

Configuring the Pay Process

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If pay process group is not available then define a new process group using button

1. Restrict editing details of the pay process being defined

2. Enable the pay item being defined

3. Allow assigning the pay process to payroll inactive employees

Define Pay Processes

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With the following interface the display name, priority order of the pay process on the pay slip can be configured and further it facilitates entering the basic General Ledger details GL Code Control Account Details

More Details

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Entitlement Details

Under Entitlement Details, it allows the user to use workflow level approvals and to use custom entitlement groups for pay processes

Advanced Settings

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Under the Contribution section specify which contribution types should be enabled for the pay process specified.

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In order to create the custom formula pay items can be passed as parameters

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Once ticked pay process amount will be recorded in the company base currency type

If a dynamic script is to be used to do the calculation involved in the pay item it can be specified using this option

In situations where an amount from employee salary is deducted and transferred to a third party it is facilitated through direct transfer types

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This form allows the user to specify which actions can be carried out by pay roll users for a specific Pay Process

Select the Pay Process

Tick the Actions as required

Assign Payroll Actions to Processes

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Company & Bank Details

Select Group

Select Hierarchy

Enter Code

Enter Company Name

Save

This form allows to define Company and payroll specific other details

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System Parameters

System parameters allow you to define parameters unique to your company. configuration parameters (define parameters to be used by the system) user parameters (parameters defined related to a pay item can be defined as user

parameters.)

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Pay Item Details

Define Pay Items

This section allows the user to define pay item details in the system. The pay item details defined in the system is used by the payroll process for the calculation

Enter

Code

Enter Name

Select Type

Select Period

Select

Paymen

t Type and Add Amount to

Tick the

options

Save

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Custom Name on the Pay Slip

Priority Order of the pay item on the Pay Slip

pay item groups allow users to categorize pay items as groups to be used for reports.

More Details

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Advanced Settings

Entitlement Details

Tick this option, If the pay item should be assigned to employees by default

If the pay item involves a workflow level approval, it can be Configured here

Pay items can be entitled to predefined categories (e.g. Salary Grade) using entitlement groups. It allows Default, Max amount and the validity period for the Pay item to be configured as well.

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Custom Entitlement Group

•Custom Entitlement Group button will be enabled.

tick Select Entitlement Group

•separate screen will be displayed allowing you to tick on the values of that category

Click the Parameter

•Custom Groups will be created and the result will be displayed in the Group Description table

Tick the values appropriately And Click Create Group

•Unwanted columns will be hidden

Set the columns to be displayed properlyAnd Click View table

•The Record will be savedProvide the details and Click Save

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Basically two instances are considered.1. Selecting the pay item type as “Contribution” when defining a contribution.2. Selecting a pay item type which will be included in to the contribution base.

Contribution

Scenario 1• Tick the Fix Amount check box

if a fixed amount is deducted as contribution.

• Enter employee amount and the employer amount in each currency

Scenario2Tick the relevant Pay Items Under Pay Item Base

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Custom formula can be built for the pay item

Build Formula

To be ticked if the value of the previous period should be considered

Tick, if the processed prorated salary should be considered

If the formula should be built related to the current pay item tick on the “Build formula related to the current pay item” check box

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This form allows to configure pay item details that are to be used at the processing time

Process Configuration

•if the variance of a certain month’s pay item exceeds the threshold after the pay process, then there may be a probable malfunction to consider.

Enter the threshold limit

•Proration has two options•Pay Group Proration•Custom Proration Base

Tick the Use Native Currency/Enable

Proration/Schedule appropriately

•if a dynamic script is to be used to do the calculation involved in the pay item being defined

Tick Define Custom Formula and select

a Script

•Enter the Direct Transfer DetailsTick Direct Transfer Pay Item

•The Record will be savedClick Save

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The payroll system facilitates uploading of data from other data sources for its operations. The configurations part of pay items uploading is performed with the use of this form.

Pay Item Upload Configuration

Enter the Upload Type

Select the Data Source

Select the Pay Item

Tick on the Upload Automatically

Select the relevant fields in the data source

Save

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