Payroll Training Module: - Learn To Serve and Make Better

Payroll Training Module
- Learn to serve and make better
Payroll Training Module - Aegis Human Capital I Ver01

Payroll Training
• Objective:
– To ensure that the respective Team Leaders / Specialist Operations are updated with
the existing Payroll system and deliver the same
– Ensure that the errors related to while sending the Payroll inputs are reduced to
minimal thus leading to reduction in Payroll querries
– Happy and satisfied employee 
• Duration: 1 Hour
• Content: All Payroll Inputs
• Outcome: Complete understanding on the Payroll System

Contents
• Short description of Salary structure

• Difference between payroll and attendance cycle.
• Know how to calculate leaves deduction
(Monthly leave calculation)
• Oopri Kamai – Other Earnings
• Naam Gum Na Jaaye – Process of Name Correction
• Hum Safar – Importance of SAP ID
• Know your salary - Pay slips
• Bandhan toot raha hai : Separation Process
• Fataafat - Quick answers FAQ`s

CONTENT


Salary Structure
• The table below makes it all clear
Head Remarks Payout type

Basic Same for all Earning
HRA Bands
Special Allowance
Medical
Employee Welfare Only Band 4 and Earning
LTA CTC above
15000
Employer PF All Bands Deduction
Employer ESI Gross Salary Deduction
less than 10000
Bonus Only Band 4 & Earning
Band 5
Payable Salary = Net salary / (No. of days in a month – LOP)
You can divide the Salary structure in parts:
Band 5 : This salary structure does not contain the Employee welfare & Food coupons but it
contains Statutory Bonus.
Band 4 : It contain Bonus, Employee welfare & Food coupons
Band 3 & Above : Excluding Bonus, It contains PLI as well rest is same as Band 4.
Band wise - Salary Structure Cont…
Finalized Bands & Designations

Band 5
Head
Basic
HRA
Special Allowance
Medical
Employer PF
Employer ESI
Bonus
Band 4 Band 3 & Above
Head Head
Basic Basic
HRA HRA
Special Allowance Special Allowance
Medical
Medical
Employee Welfare
Employee Welfare
LTA
LTA
Employer PF
Bonus Employer PF

CONTENT


Difference between payroll and attendance cycle
Cycle Period
st th
Attendance Cycle From 21 of last month to 20 of current month
st
Payroll Cycle From 1 of every month to last day of month
No of days salary No of days in a month – LOP(loss of pay)
Suppose we are processing the payroll for June 08 then our attendance cycle would be from 21st
May 08 to 20th June 08 and payroll cycle would be from 1st June 08 to 30th June 08.
The last date for attendance correction is before 20th of every month and the same is
communicated by Central MIS team on monthly basis.

CONTENT


Monthly Leave Calculation Cont…
Type of Leave :

Step 1 : HR Collects the monthly attendance from Central MIS team.

Step 2 : Division of leave into four category
EL = EL + HD
SL
CL
LOP = LP+UL+A+R+UR
Suppose if any employee has taken/availed more leave (authorized) against what he has
in his leave account, then it will be counted under TOTAL LOP
Note : Unauthorized leave count as LOP
For Example :
SAP ID Name Opening Availed Leave Type LOP
80001111 Deepak 5.5 10 EL 4.5
80001111 Deepak 2 3 CL 1
80001111 Deepak 2 1 SL 1
Earned Leave are credit to active employees account after completion of one month
payroll cycle.
For Example:
Ravi has joined the organization on 5th June 08 and at the time of payroll
processing his EL would be zero but after completion of payroll cycle or at the
end of each calendar month, EL will be credited in his account as per policy.

Policy Description:
During the calendar year a total of 18 days of Earned Leave will be earned. 1.5 leaves will
accrue after completion of each month’s service. If the employee joins before the 10th of the
month 1.5 leaves will be credited, if the employee joins after or on 10th and before 20th then 1
leave will be credited and if the employee joins after or on 20th and before 30th then a half day
leave will be credited for the month.
Period(From – To) Leave Credit

1–9 1.5
10 – 19 1.0
20 – 29 0.5
The attendance correction for current attendance cycle should reach to Central MIS team
before 20th of every month. It is also very important to verify the attendance on daily basis.

CONTENT


Oopri Kamai – Other Earning
On monthly basis HR receive the other earnings input and the last date of sending same is 14th
of every month.
Type and format of Other Earning:
1. Approved Incentive Mail with SAP ID.
SAP ID Name Amount Type of payment Period Status

Ex: Incentive/Production Incentive Ex: Apr08 Ex:Active/Resigned
2. Approved Odd shift Allowance with SAP/IH ID.

Ex: Odd Shift Ex: Apr08 Ex:Active/Resigned
3. E-mail IDs with SAP/IH ID(For payslip).
SAP ID Name E-Mail ID Month

Apr08+May08

Oopri Kamai – Other Earning Cont…
4. Approved Other Input (Specify payment details) with SAP/IH ID.

Ex: Incentive/Production Incentive Ex: Apr08 Ex:Active/Resigned
5. Part-timer to be paid as FT during Training (Approved):
SAP ID Name Process No of days to be paid as Training Start End Date Trainer Name
FT Date
Ensure that all eligible are covered with correct SAP ID and avoid duplicity of data.

CONTENT


Naam Gom Na Jaaye – Process of Name Correction
All employees have to ensure that they provide the correct name as per their 10th pass certificate
and mention the same information in your Bank A/c and in HR records.
Process of DD cancellation due incorrect name:

1.Original DD with rejection slip, received from Bank.
2.10th Pass Certificate.
3.Application for name correction(Mention SAP ID).
4.Photo ID Proof(As per requirement)
Name Correction process in HR records:

1.10th Pass Certificate.
2.Application for name correction.
3.Photo ID Proof(As per requirement.
4.Correct Information in below mentioned format
SAP ID / Temp ID Incorrect Name Correct Name
Submit the above mentioned documents to your ER SPOC.

CONTENT

• Hum Safar – Your SAP ID

Hum Safar – Importance of SAP ID
It is very important that SO / TL provide the correct SAP ID to employee’s, if they

don’t have the same then they can collect the same from their ER SPOC in below
mentioned format :
SAP ID (required) Temp ID Name Father`s Name DOB

XXXXXX XXXXX XXXXXX DD/MMM/YYYY
Verify the SAP ID in the attendance inputs forwarded by you to the Process MIS as well as
to the Central MIS Team..

CONTENT


Know your salary - Pay slips
Currently you can request for your pay slip in two cycles as per below mentioned timelines:
Cycle Request on Sent on Remarks
1st Cycle 10th of every On and before 15th of

month same month
Plz mark all request to your ER
SPOC in the below mentioned
format
2nd Cycle 20th of every Between 3rd to 6th of
every month
Pay slip request format:
SAP ID Name E-Mail ID Month

Apr08+May08
Provide the correct and unique E-mail ID.

CONTENT


Bandhan toot raha hai : Separation Process
Separation Types :
1. Resignation
2. Abandonment
3. Termination
4. Retirement

Resignation: Guidelines
• Resignation should be submitted to the supervisor in writing.

• Date of Submission of Resignation becomes the effective date of resignation for Notice
period calculation.
• Any employee’s resignation should reach HR within 24 hours of the resignation being
submitted.
Resignation (Voluntary / Involuntary)
Handover to the Supervisor
Letter + Full and Final Form + Exit Interview Form
Handover to HR SPOC
HR SPOC : Records Updation

Resignation: Guidelines Cont…
• The notice period for employees stands as under :

• For Executives / Sr. Executives - Operations
– 1st Two Months in the Company – No Notice Period
– 3rd to 6th Month in the Company - 7 days
– After Confirmation i.e. 6th Month onwards – 30 days
• All other employees - One Month

• If an employee wishes to resign, giving less than the notice period, the employee
must pay the company an amount equal to his gross salary pertaining to the
notice period, on pro-rate basis. However, the Management reserves the right to
accept or reject such requests to adjust salary against notice period.
Management may require the separating employee to actually work during the
notice period.
• The company reserves the right to relieve an employee with immediate effect on
resignation from services

Resignation : Full and Final Settlement
Entitlements :
3. Encashment of EL`s
4. Unclaimed Medical entitlements
5. Unclaimed benefits of the Company
6. Gratuity as per Gratuity Entitlement
7. Proceeds to Employees PF Contribution
Dues :
Separating employee shall handover following to the company:

4. Returnable company asset
5. ID Card
6. Company Documents
7. Policy Manuals

Resignation : Relieving Process
•Employee will have to get Full and final settlement Form cleared from respective functions
(Process Owner/ Functional Head, Administration, IT) and submit it to HR
•HR to conduct Exit Interview with departing employee
•Subject to positive clearance of all dues to the Organization – HR will handover the relieving
letter after 50 Days
•Full and Final DD’s / Cheque are released upon producing the F & F receipt to HR along
with a photo identity proof only.
• Full and Final Form is available with all the process Owners Full and Final
ettlement Form
• Exit Interview Form Exit Interview Form
• Full and Final receipt Format

Full and Final
Receipt

Abandonment of Services
Unauthorized Absence = Loss of Pay
3rd UA = Show cause Notice
7th UA = Termination Letter
Abandonment = No Salary Payout

Termination

Full and Final Processing : Guidelines

CONTENT


Fatafat - Quick Answers
Payroll Inputs mail is forwarded every month with timelines

All employees leave balance details are shared with you on first week or 5th of
every month. You can collect your details from your ER SPOC.
Only TL & above are eligible to collect salary DD’s.
Payroll Help desk in conducted every month to assist the employees
understand their salary issues
Employees who are serving the Notice Period – salary will go on hold for the
first month and released along with next month's salary..

Thank You

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Payroll Training Module

- Learn to serve and make better

Payroll Training Module - Aegis Human Capital I Ver01

– Happy and satisfied employee 

• Content: All Payroll Inputs

• Outcome: Complete understanding on the Payroll System

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

• The table below makes it all clear

Head Remarks Payout type

Payable Salary = Net salary / (No. of days in a month – LOP)

You can divide the Salary structure in parts:

Finalized Bands & Designations

Band 4 Band 3 & Above

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

Payroll Training Module - Aegis Human Capital I Ver01

Step 1 : HR Collects the monthly attendance from Central MIS team.

Payroll Training Module - Aegis Human Capital I Ver01

Period(From – To) Leave Credit

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

Type and format of Other Earning:

1. Approved Incentive Mail with SAP ID.

SAP ID Name Amount Type of payment Period Status

2. Approved Odd shift Allowance with SAP/IH ID.

SAP ID Name Amount Type of payment Period Status

3. E-mail IDs with SAP/IH ID(For payslip).

SAP ID Name E-Mail ID Month

Payroll Training Module - Aegis Human Capital I Ver01

4. Approved Other Input (Specify payment details) with SAP/IH ID.

SAP ID Name Amount Type of payment Period Status

5. Part-timer to be paid as FT during Training (Approved):

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

Process of DD cancellation due incorrect name:

Name Correction process in HR records:

SAP ID / Temp ID Incorrect Name Correct Name

Submit the above mentioned documents to your ER SPOC.

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

It is very important that SO / TL provide the correct SAP ID to employee’s, if they

SAP ID (required) Temp ID Name Father`s Name DOB

Payroll Training Module - Aegis Human Capital I Ver01

• Short description of Salary structure

Payroll Training Module - Aegis Human Capital I Ver01

Cycle Request on Sent on Remarks

1st Cycle 10th of every On and before 15th of

Pay slip request format: