HR payroll - please provide a flow chart - CiteHR
Narender Malik
Software Provider
Kmani1129@gmail.com
Software Developer

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Dear All, I have joined an life insurance comapny, could you please provide a flow chart regarding the payroll process. my id is mittal.nitin@indiatimes.com regards, Nitin Mittal
SALARY PROCESS

Attendance :

1. Daily attendance should be maintained by the Admin officers of the concerned outlet. While the staff signing the attendance the Admin staff / Security staff must be present. The staff those who absents more than two days to be intimated to the HOD/Admin/HR department for disciplinary action.

Ekkattuthangal & Ambattur : Attendance should be signed at the Security In gate. The grace time is fifteen minutes, By sharp 9.45am the attendance register will be taken inside and to be signed infront of the Admin Officer. Admin officer is required to maintain the attendance on daily basis for the ON THE JOB TRAINEES.

Ekkattuthangal : After the grace time is over the attendance register will be at Admin Dept – Ms Anitha is responsible for this outlet.

Ambattur : After the grace time is over the attendance register will be at Admin Dept – Mr Kalyanasundaram is responsible for this outlet.

Kilpauk Show room : Since there is no security person to maintain the attendance, Mr Rajendran – Admin officer should be present in the morning while staff signs the attendance sheet, after the grace time, the sheet will be taken inside to GM – Sales for his information.

Daily attendance sheet should be preserved and the same is to be maintained in the prescribed form of Attendance Register.

By 25th of every month Admin Officer of all outlets should close the attendance forward to the Admin Manager for verification.

By 26th all attendance sheets duly signed by the Admin Manager and the concerned Unit head – to submit to the HR department.

The attendance sheets without the signature of the Unit head and the Admin manager will not be accepted.

Service – Ekkattuthangal & Ambattur – GM Service

Sales - Kilpauk Showroom - GM Sales

Finance & Accounts - Sr. Manager – Finance

Admin dept - Admin Manager

HR - HR Manager

Security & Housekeeping - Admin Manager

EDP - EDP Manager

Trainees & OJT’s - GM Service



2. Staff who avail permission, later comers, leave letters of all staff should be maintained in Admin department. During the crosschecking, the statement should be available. The staff who do not produce leave letters will be considered as absent and the leave will not be adjusted and the salary for these days will not be paid. Approved leave letters should be produced.

3. Admin dept is required to close the attendance on 25th of every month and the attendance sheets photo copy should be forwarded duly signed by the Admin Manager and the Unit Head / Dept Head.

4. Attendance details of Ambattur (including OJTs ), Kilpauk & Ekkattuthangal – should reach HR department on 26th of every month without fail.

5. HR will cross check the attendance.

Deductions :

The deductions list should be duly signed and be forwarded to HR as per the details below :

HR’ to

1. Deductions for Late coming, Absenteeism, Permission – Should be approved by the Head of the department

2. Salary deductions for disciplinary actions, Hold salary list should be approved by HOD, should reach HR on or before 26th of every month.

Accounts dept : Sr. Manager Finance or Manager Accounts – duly signed

The list with the name of the staff, employee code number, location, amount to be deducted should be clear

1. Salary Advance list

2. Loan

3. TDS – Income tax purpose

4. Tour advance

5. Any other advance / Debits

Admin to :

Uniform deductions : The New joinees – those who are all issued uniform should be deducted Rs 500/- against uniform deposit. Those below the rank of Assistant Managers will be deducted uniform deposit. Uniform issued list to be received from the Admin department duly signed by the Admin Manager.

The deducted amount will be reimbursed after six months completion in the organisation, no separate receipt will be issued for this deduction, it will reflect in the Payslips.

Additional Payments :

1. The Fixed conveyance list approved by MD ( HR has a copy) No separate voucher for the local conveyance will be encouraged, the purpose of this fixed conveyance is those who travel on duty to visit our other outlets on duty.

2. Incentives list approved by HODs’ – all types of incentives

Performance based incentive -

Referral Incentive ( Executive cadre) - the staff who refer the candidates for recruitment, the referrer will be paid a sum of Rs 1000/ on completion of first month by the new joinee, after completion of 90 days in company rolls will be released the remaining balance of Rs 1000/-

For staff catergory – Rs 500 + 500 in two instalments

For technician category Rs 750 + 750

3. Increment letter / approval from the Director / MD

HR department :

Salary is processed in a Payroll software which is recently installed.

1. Master copy of the salary sheet, should be duly approved by the Director

2. Every month New joinees & Left employees to be updated before starting the payroll for the current month.

Details will be checked by

1. Department attendance summary by HOD

2. All Branch attendance by Admin Manager

3. Cross check the salary statement by HR dept with previous month’s statement.

4. Submission of the salary statement to Accounts dept for checking.

5. Finally, after checked by the Accounts dept. to be submitted to Director.

6. Final report will be signed off by the Director

STEPS IN CALCULATING SALARY:

Leave Record : Leave balance should be updated,

LEAVE BALANCE AS ON 31.5.09 (SHOW ROOM)

S.NO

CODE NAME DESIGNATION GROSS

SALARY BL COM

OFF BL.

CL COM

OFF

CL TOT

BAL LEAVE LOP WORKED DAYS

Eligiblitoy :

Casual leave - 7 days per year

Sick leave - 5 days per year

Totally 12 days eligible – one day per month

Privilege / Earned Leave : The staff who completes one year will become eligible for this – Each 20 days of completion – one EL is eligible ( while calculation number of Holidays of previous year, Sundays, Absent days to be kept in mind)

Opening balance of previous month

Eligibility of leave

Total number of days leave availed current month

LOSS of pay for current month

Provide the LOP details to HODs and get that approved

Calculate salary based on available LOP details given by HODs

Add conveyance amount in Bank statement which will be given to Accounts department

Prepare Pay Slip in duplicate copies and get that signed from individual employees.

Payment :

The salary statement should be bifurcated into the following :

1. Credit in the staff’s bank account

2. Cheque will be prepared in the name of the staff whose salary is above Rs 5000/-

3. Staff salary Below a sum of Rs 5000/- will be paid by cash.

……3

Cash disbursement :

1. Salary disbursement : Ambattur – Mr Mohan – Manager (Accounts)

Kilpauk _ Mr S. Sukumar ( Accounts)

Ekkattuthangal – Mr R. Venkatesan ( Accounts)

2. Documents required for various branches. Salary statement, salary slip

3. HR to monitor on daily basis, the total number of unpaid salary covers, amount, name of the staff etc.,

4. The balance unpaid salary covers, amount disbursed should be recorded.



Check List :

1. Attendance sheets – All outlets

2. Approved list of Employee master – Print out

3. Supporting documents of Increments

4. Deductions list - Loan, salary advance, TDS, phone, any other deductions

5. Attendance summary – approved list ( Duly signed by Admin & HOD)

6. Approved Hold list from all departments

7. Any other specific approval

8. Print our of Leave register.

9. Fixed conveyance approved list

10. Incentives – approved list.

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Dear sir , I am woring in IT filed, now i am having 4 yr Experience... how many salary getting for 4 yr experience person , pls give me full details thanks in advance anand
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