Dear follower,
You have desired to know about a good pay roll system. Without going into much details, my suggestion is :-
1. Ask your system department people to develop a program for payroll. I understand that you are having a unique code allotted to each and every employee irrespective of his category/grade. If you do not have a separate System Deptt., hire some professional for the task to develop a program. Later on, you men can easily make data entry and bring results. Whenever, change will be needed, your System people or hired agency will come to help you. Better you enter into an annual maintenance/service contract, if hiring outside agency.
Fields : Employee code, Name, Designation, Actual Attendance, Sunday Attendance, OT Hours, Leave, Total days to be billed, Basic pay, DA, perks, Leave encashment, LTC/LLTC etc.......(all payable), Gross,
Now deductions : PF, Pension fund, I.Tax, House Rent, other deductions which are applicable (one field for each), Total deductions.
Net payable.
Allot one code for each field. Keep provision for adding/including more fields as and when needed.
Make sure that each and every payment is paid through Pay Roll System only thereafter, which is taxable. Reimbursement of TA, Medical Bills etc. can be paid through cash or through direct transfer to Bank A/c, as preferred.
By this you can safely keep the records of payments made to each and every employee during the year by year.
Best wishes.
AK Jain
HR Personnel
NCL, CIL