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What is Payroll Cycle

This is the period against which employee is to be paid. Usually, calendar month is considered as payroll cycle. However, for convenience of collection of payroll inputs, computation, and payout, organizations sometimes define payroll cycle differently. 1 Jan 2013-31 Jan 2013, 26 Dec 2012- 25 Jan 2013, 15 Dec 2012-14 Jan 2013 are examples. In all these cycles, payroll processed is termed as Jan 2013 Payroll.

How to add salary for an employee?

To add or update salary of an employee, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Salary.
  3. Search for the employee.
  4. Click Add Salary. The Salary Revision page for the employee appears.

  5. In the Annual CTC text box, add the annual CTC for the employee. Based on the percentage allotted for the various components, the annual CTC is distributed across the components. 
  6. Choose the effective date and the payout month.
  7. Add a note in the Remarks text box.
  8. Click Save. The salary is updated for the employee.

How to update salary for an employee?

You can update the salary for an employee, by one of the following two ways:

  • Updating the annual CTC—once the annual CTC is updated, based on the percentage allotted for the various components, the annual CTC is distributed across the components. To update the annual CTC, perform the following steps:
    1. Log on to the greytHR Admin portal using your login credentials.
    2. Navigate to Payroll > Payroll Inputs > Salary.

    3. Search for the employee.

    4. Click Update Salary. The Salary Revision page for the employee appears.

    5. In the Annual CTC text box, modify the annual CTC or the percentage for the employee. Based on the percentage allotted for the various components, the annual CTC is distributed across the other components.

    6. Choose the effective date and the payout month.

    7. Add a note in the Remarks text box.

    8. Click Save. The salary is updated for the employee.

  • Updating a particular component of the salary—On the Salary Revision page, an edit icon appears adjacent to certain components based on configurations. You can click the Edit icon () to modify that particular component. The salary of the employee is updated based on the modifications you make.

How to reject the revised salary of an employee?

To reject the revised salary of an employee, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Salary Revisions.
  3. Using the Employee and Status drop downs, filter out the particular employee whose revised salary you want to reject.

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    You can only reject the revised salaries that have PENDING or APPROVED as the status.

  4. Select the check box present adjacent to the particular employee and then click REJECT.
  5. In the Remarks dialog box that appears, type an appropriate remark to support the rejection and then click Confirm. A message appears informing you that the particular revised salary is rejected.

How to release or lock the IT Declaration?

Perform the following steps to release or lock the IT Declaration for an employee:

Releasing IT Declaration

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Admin > Employee IT Declaration.
  3. Under the Release / Lock section, use the Status, Employee, Employee Filter, Declaration Status and Join Date drop downs to search for employee(s) in the displayed list.
  4. Filter the IT Declarations by selecting the LOCKED option from the Status drop down. The locked IT Declarations are displayed.
  5. You can either release the IT Declaration for an individual employee or in bulk by clicking Release Selected or Release All.

Locking IT Declaration

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Admin > Employee IT Declaration. The Employee IT Declaration page appears.
  3. Under the Release / Lock section, use the Status, Employee, Employee Filter, Declaration Status and Join Date drop downs to search for employee(s) in the displayed list.
  4. Filter the IT Declarations by selecting the RELEASED option from the Status drop down. The locked IT Declarations are displayed.
  5. You can either release the IT Declaration for an individual employee or in bulk by clicking Lock Selected or Lock All.

How to view the IT Declarations submitted by the employees?

To view the IT Declarations submitted by the employees, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Reports > Reports > Reports Gallery.
  3. Search for IT Savings Reports. The IT Savings Reports page appears.
  4. Choose the financial year.
  5. You can either choose all employees or a particular employee.
  6. Click Options.
  7. If you want the PF to be visible, select the Show PF check box.
  8. If you want the declared values to be visible, select the Show declared value check box.
  9. Choose the format in which you want to generate the report.
  10. Click Save.

How to update LOP?

To update LOP, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Employee LOP Days. The Employee LOP Days - <Payroll Month> page appears.
  3. Click Add LOP Days. The Update Employee LOP Days page appears.
  4. In the Employee field, either select a particular employee or filter employees using the options provided in the drop-down list.
  5. In the LOP Days text box, type the number of days.
  6. Add an appropriate note in the Remarks text box.
  7. Click Save. A message appears informing that the LOP days are updated. The LOP details of the employee then appears on the Employee LOP Days page.

How to execute the final settlement process?

Final Settlement for an employee, involves a series of steps. This process starts with gathering leave details and proceeds till generating Payslip. The following steps helps you to execute the process:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Final Settlement. The Final Settlement page appears.
  3. Filter out the employees using the Filter and Employee drop downs.
  4. Click Settle Employee. The Settlement page appears.
  5. Click the Search Employee option button.
  6. In the Employee field, search for the particular employee and then click Next. The Resignation Details section appears.
  7. In the Resignation Submitted On and Leaving Date fields, choose the appropriate date from the calendar.

  8. In the Leaving Reason field, choose the appropriate reason from the drop-down list.

  9. In the Settlement Date field, choose the appropriate date.

  10. Click Next. The Notice Pay section appears.
  11. Select the Notice Required check box if you want the employees to provide a notice.
  12. In the Notice Period field, type the appropriate days. Based on the days appearing in the No of Days Served text box, the shortfall in the notice period appears in the Shortfall in Notice days.

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    You can further modify the shortfall days as required. Based on the shortfall days, a section appears displaying the details of the payroll month, shortfall in notice, and the prorated shortfall in the notice period.

  13. Click Next. The Work Days section appears.

  14. Based on the payroll month and working days, the number of days that the employee has worked appears under the Days Worked column. You can modify the days as required.

  15. Click Next. The Leave Encashment section appears.

  16. Based on the leave type and the available balance, type the number of days to be encashed.

  17. Click Next. The Remarks section appears.

  18. In the Remarks text box, type an appropriate note for the final settlement process.

  19. Click Finish. The Settlement page appears displaying a summary of the final settlement process. You can then generate a letter, view the salary information and view the settlement details from this page.

How to upload salary information of employees in bulk?

In order to be able to upload the salary information of employees in bulk, you must have an Excel file containing the following details in xls or xlsx format:

  • Employee Name
  • Employee Number
  • Joined On
  • Email
  • Date Of Birth
  • Blood Group
  • ESI Number
  • Father 's Name
  • Gender
  • Is ESI Eligible
  • Is PF Eligible
  • PF Number
  • PAN Number
  • Location
  • Designation
  • Department
  • Annual CTC
  • Basic
  • HRA
  • Conveyance
  • Medical Special Allowance

 To upload these information in bulk, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Employee > Admin > Excel Import.The Excel Import Log page appears.
  3. In the Importer Type field, choose the Bulk Salary Information of Employees option from the drop-down list.
  4. Click Import From Excel. The Excel Importer section appears. A section appears with a link to download a sample excel file.

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    Click the Download a sample file link to download a sample excel file. The file that you upload, must have data in the same format and order as mentioned in the sample file.

  5. Refer the downloaded sample file to create the excel file that you want to upload.
  6. Click on Upload File and select the appropriate excel file from your directory. The uploaded file appears in place of the Upload File button. Click The Recycle Bin icon appearing adjacent to the uploaded file if you want to cancel the selection and choose another file.
  7. Click Next. The Excel Importer Mapping section appears.

  8. For the fields appearing under the Fields From Excel column, select the corresponding field under the Mapped To column.
  9. Click Next. The Excel Importer Validate section appears displaying the message, No new master found. Please click next to see the import result.  This message implies that imported values map to system-defined values.

  10. Click Next. The Excel Importer page appears displaying a log of the actions performed. This page also displays the associated errors.
  11. Click OK. The salary information of employees are successfully imported.

How to override Income Tax in bulk?

To upload Income Tax for employees in bulk, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Employee > Admin > Excel Import.The Excel Import Log page appears.
  3. In the Importer Type field, choose the Income Tax Override option from the drop-down list.
  4. Click Import From Excel. The Excel Importer section appears. A section appears with a link to download a sample excel file.
  5. Perform the step 4 through step 10 as mentioned under How to upload salary information of employees in bulk?.

How to view the Salary Statement?

Perform the following steps to view the Salary Statement of your employees:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Verify > Quick Salary Statement. The Quick Salary Statement page appears.
  3. Filter the employee using the Category, Employment Status and Employee Filter drop downs. The salary details of the filtered employees are displayed.
  4. Click Export to Excel if you want to download the Salary Statement of employee in an excel file.

How to view Payslips?

To view the Payslips, you have to navigate to Payroll > Payout > Payslips. The Payslips are displayed under the Payslip tab. You can further filter out employees using the available options and drop downs. In addition to this, you can add remarks to the Payslip of an individual or all employees.

How to hold the salary payment for an employee?

In a scenario when you want to go ahead and process the salary for an employee, but hold the salary payout, the Hold Salary Payout feature comes handy. In such situations, the salary for the chosen employee is processed but the payment is held and details of the employee does not appear on the bank transfer statement involving the salary payment. However statutory deductions such as PF and PT, remain unaffected.

Holding the salary payment for an employee, comes as an advance option. You need to perform the following steps, to hold the salary payment for an employee:

  1. Go to the Payroll tab and then click the Advance link appearing at the bottom of the left menu.
  2. Navigate to Payout > Hold Salary Payout. The Hold Salary Payout - <Payroll month> page appears.

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    An icon appears adjacent to the Hold Salary Payout tab in the left menu. This indicates that Hold Salary Payout is an advance option.

  3. Click the Hold Salary Payout button appearing to the right side of the page. The Hold Salary Payout – <Payroll month> page appears with options to select an employee and continue with the process of holding the salary payment.
  4. Search for the employee in the Employee field.
  5. In the Hold Reason field, choose the appropriate reason from the drop-down menu.
  6. In the Remarks text box, type an appropriate note for holding the salary payment.
  7. Click Hold. The Hold Status dialog box appears asking you to confirm the process.
  8. Click Confirm. A message appears informing you that the salary payment for that employee is on hold. This employee then appears on the Hold Salary Payout - <Payroll month> page with details about the held salary payment.

How to release the already held salary of an employee?

Just like holding the salary for an employee, releasing the already held salary of an employee, also comes as an advance option. Employees whose salary is held up, appears on the Hold Salary Payout –  <Payroll month> page. To release the already held up salary of an employee, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payout > Hold Salary Payout. The Hold Salary Payout - <Payroll month> page appears.
  3. Click the Delete Employee icon () appearing adjacent to the employee, for whom you want to remove the held salary pay out. The Delete dialog box appears, asking you to confirm the process.
  4. Click Confirm. The employee's name does not appear on the Hold Salary Payout –  <Payroll month> page and the salary payment is no longer held up.

How to release or lock the Payroll for employees?

You can process the payroll for the employees only when you release the Payroll for the month. Similarly, you also have to lock the Payroll in order to stop processing the payroll. The following steps guide you to lock the Payroll for the employees:

  1. Log on to the greytHR Admin portal using your login credentials.

  2. Navigate to Payroll > Main > Overview. The Overview page appears.

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    To directly go to this page, go to Payroll > Actions > Lock Payroll.

  3. Select the appropriate tab for the payroll month. A section appears displaying details of the payroll month, net payout amount and the various components of the net payout amount, total number of employees, details of added, separated, excluded, settled employees, and various options to process the payroll.
  4. Click appearing to the right side of the Payroll: option. A dialog box appears informing you about the list of activities that cannot be performed once you confirm the process.
  5. Click Confirm. A success message appears prompting you that the payroll for the chosen month is locked.
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Note that the The Unlock icon. icon to the left of the latest payroll month created changes to The Lock icon. and the Process Payroll button is now disabled. Click The Payroll Unlock button. to unlock the Payroll.

How to process arrears?

To process arrears for your employees, refer to Perform the following steps to process arrears for the employees under Arrears.

How to stop the salary from being processed? Or is there any way to exclude an employee from the Payroll?

There can be situations when the employer wants to stop processing the salary for an employee. This can include a situation where an employee is absconding from the organization. Even during the process of final settlement for an employee, certain employers may want to stop the salary for that employee from being processed.

Note that, you can stop the salary processing for one employee at a time. Perform the following steps to stop salary processing of an employee:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Stop Salary Processing. The Stop Salary Processing - <Payroll month> page appears
  3. Click Add Stop Salary Processing. The Stop Salary Processing page appears.
  4. Search the employee for whom you want to stop the salary processing. The details of the employee appears.
  5. Type a reason for stopping the salary process.
  6. Click Save. A message appears prompting salary process of the chosen employee is stopped. The details of the employee then appears on the Stop Salary Processing page.

How to clean-up payroll data?

Cleaning-up payroll data is an action that is not generally advised to be performed. However, on scenarios when a huge portion of the salary has been processed incorrectly, the payroll data can be cleaned up.

Perform the following steps to clean-up the payroll data:

  1. Log on to the greytHR Admin portal using your login credentials.
  2. Click appearing adjacent to the payroll month drop down and then click Sys Admin Backroom from the menu that appears.
  3. Navigate to Payroll Tools > Payroll Inputs Cleanup. The Payroll Inputs Cleanup page appears displaying the list of employees for whom the salary is already processed.
  4. Under the Override, Income Tax Override, and Salary Inputs tabs, select the employees, choose the Pay Items (if applicable), and then proceed to delete the payroll data. You can either delete the payroll data for the selected employees or in bulk by clicking on Delete Selected or Delete All. The payroll data of the chosen employees is deleted.

How to map the PT state for the newly updated locations in the system?

To map the PT slabs for the newly updated locations in the system, perform the following steps:

  1. Go to System Settings and then click the Advance link appearing at the bottom of the left menu.

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    An icon appears adjacent to the Professional Tax Location tab in the left menu. This indicates that Professional Tax Location is an advance option.

  2. Navigate to Payroll > Professional Tax Location. The Profession Tax Location page appears displaying a list of locations already updated in the system and the respective Profession Tax state.
  3. Under the Location column, click the newly added location for which you want to map the PT state.
  4. Under the Profession Tax State column, map the appropriate location for state for the newly updated location. To map the location, double-click the particular field and then choose the appropriate location from the drop-down list.
  5. Click Save. The PT state for the newly updated location is updated.

How to create a new Payroll month?

You can create payroll for the present or future months only. To create a new payroll month, perform the following steps:

  1. Log on to the greytHR Admin portal using your login credentials.

  2. Navigate to Payroll > Main > Overview. The Overview page appears.

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    To directly go to this page, go to Payroll > Actions > Update Payroll Data.

  3. Click the tab of the month for which you want to create the Payroll. A section appears displaying the Create Payroll button.
  4. Click Create Payroll. A dialog box appears prompting you that on creating the payroll for the month, IT Declaration for the employees are released.
  5. Click Confirm to continue with the process. A message appears prompting that the new payroll month is created. Various interactive and non-interactive tabs appears on the payroll month with options to process the payroll.

 

How to create customized Payroll Reports?

You can create customized Payroll Reports by the following two ways:

  • Through Payroll Statement—Using this option you can create a customize Payroll Report as per your need. The following section, gives a detailed explanation of the steps involved:
    1. Log on to the greytHR Admin portal using your login credentials.
    2. Navigate to Payroll > Verify > Payroll Statement. The Payroll Statement page appears.
    3. Click Add Statement. A wizard appears with instructions to help you create a customized Payroll Statement.
    4. In the GENERAL section, type the name, report title, and description for the Payroll Statement.
    5. Click Next. The COLUMNS section appears.
    6. In the COLUMNS section, choose the various columns that you want to include in the Payroll Statement.
    7. Click Next. The ORDER section appears
    8. In the ORDER section, you can arrange the selected elements in the manner as you want them to appear on the Payroll Statement. Drag an element and drop it to a position as per your choice.
    9. Click Next. The OPTIONS section appears.
    10. In the OPTIONS section, using the available drop downs, choose the appropriate options based on which you want to generate the Payroll Statement. You can also select the check boxes present to the right side to further customize the Payroll Statement.
    11. Click Finish. The Payroll Statement is created and appears on the Payroll Statement page. You can further edit or delete the statement as per your requirement.

  • Through Query Builder—This option allows you to create a Payroll Report but using only those options that are pre-defined. The following section, gives a detailed explanation of the steps involved:
    1. Log on to the greytHR Admin portal using your login credentials.
    2. Navigate to Reports > Query Builder. The Query Builder page appears.
    3. Click Create Report. The Create Custom Report page appears.
    4. In the Available Fields section, search one of the following options from the drop-down list:
       
      • Bank/Payment Details
      • Payroll-Wise Employment Details
      • Selected Payroll

        The CHOOSE FIELDS section appears. Based on the options that you choose from the drop-down list, a list of related fields appear in the Available Fields section.
    5. Using the arrows, choose the appropriate fields for the output. The chosen fields then appear under the Output Fields section.
    6. Click Next. The SORT ORDER section appears.
    7.  Using the arrows choose the fields from the Output Fields section to the Sorting Order section. You can further arrange the order of these fields as per your choice.
    8. Click Next. The FILTER CRITERIA section appears.
    9. In the FILTER CRITERIA section, you can either choose from the available categories or create a custom criteria.
    10. Click Next. The RESULTS section appears.
    11. In the RESULTS section, type a title and description for your report, choose an option to filter the employees, and then click Export to download the report in excel file format. If you click Save, the Report is saved and appears in the Query Builder page. You can regenerate this report anytime again.

 

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