june 13 aims-payroll 2013 - indian railways€¦ · training manual version 1.1. cris aims-payroll...
Post on 22-Sep-2020
1 Views
Preview:
TRANSCRIPT
CRIS AIMS-PAYROLL 2013
AIMS-PAYROLL
June 13
2013 Objective of Payroll module is to maintain Employee Information (personal and job related), Change Data (allowances and recoveries), Leave, Career (Increments, Promotions, Transfer and Pay change), Process Salary and generate all the salary related reports.
Training Manual Version 1.1
CRIS AIMS-PAYROLL 2013
1
Features At A Glance
Employee Data
• Maintenance of Employee Master Data (Personal, Current job details, Appointment details and Pay related)
Change Data
• Maintenance of Allowances and Recoveries (Pay Rate related/ Rule based, Loans related, and other).
Salary Process
• Process of Salary.
• Generation of salary related reports
• Forward processed salary bills to Accounts for passing.
Leave
• Posting of Leaves/ absentee.
• Cancellation of leaves.
Career
• Reporting of Transfer, Promotion, Increment and Change of Pay
CRIS AIMS-PAYROLL 2013
2
Functionalities Covered
Employee Data
Employee Bio-data
Change Data Change Data Entry
Current Month (All Emp.)
BU Wise Running
BU Wise Multiple Allocation
OT Entry
Court Case
BU Wise FOT-NOT-HOUR Loss
Salary Process Salary Process
Salary Report
Leave Leave Posting
Leave Cancel
Career Transfer
Increment
Pay Change
Promotion
CRIS AIMS-PAYROLL 2013
3
Start
Employee Data Career
Change Data
Salary Process
Leave
Start
Stop
Enter Employee Information(Personal Info., Current Job Info, etc.)
Entry of Increments, Promotions, Change in Pay & Transfer Cases for Employees
Entry of Earning & Recovery of an Employee(Like Loan, Pay rate, etc.)
Entry of Leaves(Salary Effective Leaves, casual Leaves)
Leave Cancellation etc.
Salary Calculation Process
Salary Report
Forward to Accounts for Bill Passing
Generate Report
Forward to IC
Steps to Prepare Salary for an Employee
Master Salary Process
CRIS AIMS-PAYROLL 2013
4
Screen is provided to enter or modify all the Personal as well as job related information of the
employee. New employee can be entered in the system also details of existing employee can be
modified.
New Employee Entry :-
1. Select New Employee Option If Employee‘s Data To be entered for the first Time. A
small window will be appeared asking for NPS staff or Not. Select YES for NPS staff
else select NO. If YES is selected then another small window will be appeared asking if
16 digit PPAN (PERSONAL PENSION ACCOUNT NUMBER) number is available or
not. If available then select OK else select CANCEL.
2. If the Employee is not a NPS staff (appointment date is earliar to 01-jan-2004), then
Enter 8 Digit Employee No (Allotted PF no.). If employee is a NPS staff and having 16
digits PPAN no then enter that 16 digit Pension Acc No. If employee is a NPS staff and
not having 16 digits PPAN no then enter 8 digits temp Number provided by the admin.
3. Fill all the appointment related details and save.
Employee Data
CRIS AIMS-PAYROLL 2013
5
4. After saving appointment details rest other tabs Personal, Current Job and Pay related
tabs will display.
5. Fill personal information of the employee and click next button.
CRIS AIMS-PAYROLL 2013
6
6. Fill Employee’s current job related details e.g. designation, department, station, bill unit
etc.
Note:
HRA and TA is calculated on the basis of Current Posted Station.
There must be 17 years difference between Appointment Date & Date of Birth of an
Employee.
Retirement Date is calculated on the basis of entered Birth Date (Date of Birth
mentioned in Appointment Tab.
If Bill unit is in process state no changes can be made.
Salary will be calculated for the employees whose service status is “Serving (Sal)”.
The Following table gives a brief description of Current Job Page:
NB:* Mark indicates Compulsory field.
Fields Description
Subst. Designation* Enter Subst. Designation
Officiating Desig. Enter Officiating Designation.
Working Desig. Enter Working Designation.
Trade Enter Posted Trade
CRIS AIMS-PAYROLL 2013
7
Parent Dept. Enter Department of Posting
Working Dept.* Enter Working Department
Parent AU Posted Accounting Unit
Working AU* Working Accounting Unit
Parent Office Posted Office
Working Office Working Office
Incentive Category Category of employees for the purpose of calculating incentive
amount.
Station* Posted Station
Bill Unit No.* Posted Bill Unit
Employee Status Employee Status Like Permanent ,Temporary etc.
Posting Status Posting status Like Regular, Add-hoc etc.
Service Status* Serving Status Like Serving sal, Transfer Out etc.( only in case of
serving (sal) and serving(stop sal) options ,salary will be calculated)
Service Status Date Effect Date for Service status
If Deputation Out,Where? If one Goes for deputation then Enter Place of Deputation
Tenure Post? Tick Mark in Tenure Post
Tenure Years Enter Tenure Years
8. Click Next Button to go to Pay Related Tab. And fill pay related details of the employee
Note:
1. Pay rate is basic pay. i.e. pay in pay band + grade pay of the employee.
2. In TA Combo box ,
First two option (office Tran – not Availing & office transport) both are for
officers who are entitled for the office transport.
CRIS AIMS-PAYROLL 2013
8
“Declaration from employee” option is selected then TA is given to the
employee as per the employee station and grade pay.
The Following table gives a brief description of Pay Related Page:
NB: * Mark indicates Compulsory field.
Fields Description
If MACP Tick mark if MACP
If Med Decategorised Tick mark if Med De-categorized
GradePay* Select Grade Pay
PayBand* Select Pay Band
PayRate (Rs.)* Enter Pay Rate (in Rupees)(Pay in Pay band + Grade pay)
Bank Code* Select Bank Code if self cheque then bank code is ‘000000000’
Account No.* Enter Account Number
Payment Mode * Select Payment Mode
CRIS AIMS-PAYROLL 2013
9
If Physically Handicapped? Tick Mark if Physically Handicapped (TA amount will be
double w.r.t. Normal employees)
Handicap Nature Select Handicap Nature
Handicap Percent Enter Handicap Percent
Transport Allowance* Select Transport mode
Accommodation* Select Accommodation mode
Date of Increment* Enter Date of Increment
9. Click Save Button.
This module is used to enter allowances and recoveries of the employee.
1. Click Add Button to Add more Rows.
2. Click Save Button to Save data.
3. No changes is allowed if the bill unit of the employee is in processed state.
Change Data
Steps for Change Data Entry:
Click on Change Data Entry Link in the Menu.
System displays the following screen.
Select Emp no. from Popup list.
System will Populate Emp Details and Displays on the page
Select EDCODE from Popup list in Tabs to Change Data.
CRIS AIMS-PAYROLL 2013
10
1. For Current Month Only
Screen to enter or modify Earnings and Deductions of the employee effective only for the
Current month. To delete click on Delete Check box. Click SAVE to save data.
2. For Continuous Months
Screen to enter or modify Earnings and Deductions of the employee effective for the certain
period. Entries can be deleted from the same tab only if entered in the current month, To close
the earnings and deduction entered earlier to current month, for an employee click Close Check
Box. If “To Date” Column has future date then that Earnings or Deductions will carry forward
to that date and then stops automatically. Reference number must be different to enter same
earning and deduction.
3. Rule based and Pay Rate Related
CRIS AIMS-PAYROLL 2013
11
Screen to enter or modify Pay Rate Related or Rule based Earnings and Deductions (Like Pay,
DA, HRA, PF, NPS, GIS, Magazine Allw etc.). If “To Date” Column has future date then that
earning or recovery will carry forward to that date and then stops automatically. System
automatically calculates amount at the time of salary process as per the rule for the earning and
deductions against the employee.
Note:
For the recovery of NPS employee appointment date should be later to 1 Jan 2004 &
valid employee pension account no. must be filled in Employee Bio-data.
PF recovery automatically stops for all the employee whose Retirement date is within
next 3 months.
4. Loan
Screen to enter or modify Loan Related earnings and deductions. If any entry is filled by mistake
then that entry can be deleted from the same tab by clicking on Delete Check box in a current
month only, to close the previous Loan two other pages are provided (Stop Society Loan & Stop
Other Loan).
CRIS AIMS-PAYROLL 2013
12
Click SAVE button to save all the entered data.
Following are two Screens which are used to Stop running Loans for the employee.
Stop Society Bank Loan
This Screen only shows the Society related Loans for the employee. To stop the Loan Click
on Stop Checkbox to Stop Loan.
Stop Other Than Society Loan
Screen shows all the loans other than society related for the Employee (Like Advance PF,
Advance against Festival etc.). Click on Stop Checkbox and SAVE to Stop Loan.
CRIS AIMS-PAYROLL 2013
13
Posting Of Earning and Deduction for All Employees
Screen to enter earning and deduction for a number of employees of a bill unit. This entry will be
effective only for the current month.
Select Bill Unit and Earning Code. Employee Details will be displayed. User has to Enter
Amount Field and Reference No if any.
NDA, NHA and Earning Deduction For Running Employees
Screen to enter earning and deduction which are specific for running employees of a bill
unit. Night duty allowance and national holiday allowance also can be entered for running as
well as non-running employees. This entry will be effective only for the current month.
Select Bill Unit, Employee Details will be displayed. User has to Enter UNITS.
CRIS AIMS-PAYROLL 2013
14
Allocation Entry
Screen to enter default allocation of the bill unit and allocation for the employee. User has to
Select Bill Unit, Employee Details of the bill unit will be displayed.Sum of all allocated
Percentage must be 100. Default allocation of the bill unit will be applicable for all the
employees whose allocation is not specified
In New Entry Details section Click on Button (Enter Estimation and Allocation) for a particular
employee a new page will appear for allocation purpose according to Percentage.
CRIS AIMS-PAYROLL 2013
15
Court Case
If Any Employee is involved in Court Case and if Court Orders to deduct fixed amount from
Employee Salary to Credit the Opposite Party Account then this Screen is used. Code of this
type of Recovery is RJ (Recovery Against Judiciary) which to be enter first in Change Data
Tabs accordingly and the open the link of “Court Case” in “Misc Prog” From Menu to enter
the Party Name & his Payment Details (From Which Name Cheque will Print).
Following Screen Shows Entry of Recovery:
Now, Following Screen shows Entry of Party Name.
CRIS AIMS-PAYROLL 2013
16
In Above Screen, Delete Button is used to Delete Party Name only or Edit Party Name, deletion
from this screen will not stop the recovery to stop recovery Close it from Change Data from
only.
This Module is used for Bill Unit wise salary Process.
Salary Process
Steps for Salary Process:
Click to Salary Process Link in menu.
Select Bill Unit from List.
Initially Bill Status is INITIALISED,After Clicking Process,Bill Status will be changed to PROCESSED.
Click Reset for Resetting the Bill Status from PROCESSED state to INITIALISED state.
Click Forward_to_IC for forwarding the bill to IC
CRIS AIMS-PAYROLL 2013
17
For selected Billunit, Process Error & Biodata Entry Error can also be checked or analyze.
REPORT
Select Bill Unit and respective report, the press Generate button to generate the respective
report(s).
Leave Posting
Select Employee no. from popup and System will display the Details of employee.
For filling details of an employee regarding leave can be filled in following steps:
Leave
CRIS AIMS-PAYROLL 2013
18
SCREEN shows above procedure for doing entry of an Employee:-
NOTE: -
This Screen shows that after selecting L.H.A.P, then Select the Commute FLAG value i.e. YES
(Double of the leave will be deleted) or NO (Leave amount will be deducted from Salary ).
Steps for Leave Posting :
First SELECT the leave type from the list .
Fill the date in FROM DATE column on which the leave will start and fill the date in TO DATE column on which the leave will stop.
System will automatically Display the number of DAYS of leave.
SELECT the reason for which the leave is being taken in REASON column.
Fill the date on which the application is given by an employee in APP DATE column.
For more enteries, click upon ADD MORE ROWS button,otherwise SAVE the entry. Current entry can be deleted by clicking upon DEL checkbox.
CRIS AIMS-PAYROLL 2013
19
SUSPENSION: - For those days on which an Employee is Suspended his/her Salary is
calculated as per the suspension percentage. Below Screen shows the Suspension leave
according to percentage.
Cancellation Of Leave
This Screen is provided to Cancel any Leave already Entered.
Enter the Employee No. and System will display the details of an Employee and the previous
leaves taken by an Employee. Details of previous Leaves shows the Type of Leave, the Date
on which Leave is taken in which Half and the Reason of Leave. Screen shows the previous
Leaves of an employee and to Cancel the entry click upon the SELECT .A new Screen will
come.
CRIS AIMS-PAYROLL 2013
20
Now by clicking on Del, Leave Entry can be Deleted and confirm the deletion by clicking on
Confirm.
There are various activities covered in this module
Transfer (Transfer In, Transfer Out).
Increment (Basic Pay Increment, Effective date of Increment)
Pay Change
Promotion
Career
CRIS AIMS-PAYROLL 2013
21
Transfer
Transfer screen is for transferring the employees. Following are two types of transfer pages:
Transfer In
Following screen shows the names of Transferred employees from some other division of same
railway.
To enter the transferred employees new details click on Entry Button (shown in above screen).
Already filled details of transferred employee are from his/her previous unit or division. Click
Save to save data.
Steps for Career Maintainence:
Click to Career Link in menu
Click on the Link among the menu of left side of the screen
Select Transfer Link for any transfer case of an employee
Select Increment Link for giving Increments to employees
Select Pay Change Link to Change the Basic pay for an Employee
Select Promotion Link to promote the Employee
CRIS AIMS-PAYROLL 2013
22
Note:
To Confirm the Saved Data Click on the Confirm Button (shown in first screen). Same
Screen will open with all filled values, click Save to confirm the Employees Details.
In case of, Other Railway Transfer Out no Employee Name is shown in Transfer In list.
Transfer Out
Following screen shows the transferring the employee from one unit to other unit. Pink
columns are already filled details of employee and white columns are for “where to transfer”
details. Click Save to Transfer out the employee.
Note:
To Confirm the Saved Data Click on the Confirm link from left side menu. Same Screen
will open with all filled values, click Save to confirm the Employees Details for
transferring.
CRIS AIMS-PAYROLL 2013
23
In case of, Deputation Transfer Type in “Transfer To” column there is no combo box,
user have to enter the value in this column.
Increment
Increment for all the employees are applicable only in the month of july. So according to
salary paid in the month of June system calculates increment and displayes in the screen.
User may postpone the increment or change the increment amount in the month of july.
There are two buttons provided for respective purpose.
Change of Increment Amount :
In following screen, all information are displayed of an employee. Now, to apply increment
through Pay replace only “New Basic” column with new amount & click Save to reflect the
changes.
Postpone Increment:
In following screen, all information are displayed of an employee. Now, to differ increment date
“Postponed Date” column with that date from which increment should be given to employee &
click Save to reflect the changes.
CRIS AIMS-PAYROLL 2013
24
Change of Pay
To change the basic pay of an employee following screens are used. Click Change Pay button
to change basic pay.
In this screen, Change are made. Enter “New Basic” field & “Effective Date” column on
basis of these two information a particular employee’s pay will change.
CRIS AIMS-PAYROLL 2013
25
Promotion
This screen is for promotion purpose. Current details of employee are displayed, user have to
enter “New Designation” & “New Grade Pay” to set New Pay Rate Automatically of
Promoted Employee.
CRIS AIMS-PAYROLL 2013
26
top related