Payroll Overview ***************** #. :ref:`payroll_management` #. :ref:`payroll_claims` #. :ref:`payroll_medical_claims` #. :ref:`payroll_loans` #. :ref:`payroll_standing_orders` #. :ref:`payroll_overtime` #. :ref:`payroll_401k_plans` #. :ref:`payroll_wage_garnishment` #. :ref:`payroll_spot_bonus` #. :ref:`payroll_spot_deduction` #. :ref:`payroll_salary_advance` Payroll is extensive and the payroll module of the application covers the following sub-modules: .. image:: ../_static/images/payroll/top-menu.png .. _payroll_management: Payroll Management ================== Management of company payroll involves a number of entities that ought to be in place for accurate processing of employees' pay. Required entities for payroll management are explained in this section. .. _payroll_batches: Payroll Batches ---------------- Payroll batches sit at the heart of payroll processing in an organization. .. _payroll_process_batches: Processing Batches ++++++++++++++++++ To process payroll batches, you must be a member of the Payroll Admin or have equivalent permission. .. _payroll_pay_types: Payroll Pay Types ----------------- Pay Types are entities that designate the type of pay to be processed for employees during payroll processing. They could be Quarterly upfront, Monthly salary or 13 Month salary or as determined according to organization policy. Pay Types can be found in the left Menu of the Payroll module under the "Payroll" item. .. image:: ../_static/images/payroll/pay-type.png Manage Pay Types ++++++++++++++++ .. image:: ../_static/images/payroll/manage-pay-type.png Add Pay Type ~~~~~~~~~~~~ To create a new Pay Type, use the "Add New Pay Type" button and fill out the form with the required details. .. image:: ../_static/images/payroll/add-pay-type.png Edit Pay Type ~~~~~~~~~~~~~ To edit Pay Type entry, click on the pen icon and make desired change on the fields you wish to edit in the presented form. .. image:: ../_static/images/payroll/edit-pay-type.png Delete Pay Type ~~~~~~~~~~~~~~~ To delete an entry of Pay Type, click the close icon on that particular entry row. .. _payroll_pay_items: Payroll Pay Items ----------------- Pay Items are entities which are considered as entitlement or deduction liable to an employee pay. These entities make up an employee pay slip. Pay Items include Basic pay, Housing, Transportation etc or as desired by organization policy. Pay Items can be found in the left Menu of the Payroll module under the "Payroll" item. .. image:: ../_static/images/payroll/pay-item.png Manage Pay Items ++++++++++++++++ .. image:: ../_static/images/payroll/manage-pay-item.png Add Pay Item ~~~~~~~~~~~~ To create a new Pay Item, use the "Create A Pay Item" button and fill out the form with the required details. .. image:: ../_static/images/payroll/add-pay-item.png Edit Pay Item ~~~~~~~~~~~~~ To edit Pay Type entry, click on the pen icon and make desired change on the fields you wish to edit in the presented form. .. image:: ../_static/images/payroll/edit-pay-item.png Delete Pay Item ~~~~~~~~~~~~~~~ To delete an entry of Pay Item, click the close icon on that particular entry row. .. _payroll_templates: Payroll Templates ----------------- Pay Template are entities that serve as template for the content of an employee pay slip. A pay template contains a number of :ref:`payroll_pay_items`. .. image:: ../_static/images/payroll/pay-template.png Manage Pay Templates ++++++++++++++++++++ .. image:: ../_static/images/payroll/manage-pay-template.png Add Pay Templates ~~~~~~~~~~~~~~~~~ To create a new Pay Templates, use the "Create A Pay Template" button and fill out the form with the required details. .. image:: ../_static/images/payroll/add-pay-template.png Edit Pay Templates ~~~~~~~~~~~~~~~~~~ To edit Pay Template entry, click on the pen icon and make desired change on the fields you wish to edit in the presented form. .. image:: ../_static/images/payroll/edit-pay-template.png Delete Pay Templates ~~~~~~~~~~~~~~~~~~~~ To delete an entry of Pay Templates, click the close icon on that particular entry row. Assign Pay Template to Employees ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To assign pay templates to a group of employees, use the "Assign Pay Template to Employees" button and select the desired choices from the presented form. .. image:: ../_static/images/payroll/assign-pt-tg.png .. _payroll_payment_options: Payment Options --------------- Payment Options are choices of payment transaction channels an organization wishes to implement for generation of payment schedule which banks would use for disbursement of salaries. Manage Payment Options ++++++++++++++++++++++ .. image:: ../_static/images/payroll/manage-pay-option.png Add Payment Option ~~~~~~~~~~~~~~~~~~ To create a new Payment Option, use the "Add Payment Option" button and fill out the form with the required details. .. note:: When creating a Payment option, ensure that the selected schedule template uses the selected source account. Selected banks indicate that only employees using such banks would be receiving payment with this payment option. Unselected banks would be ignored and as such employees using those banks would not be paid. To select specific banks, press down Ctrl key (Command key for Mac System) and click on banks of choice. To select ALL banks, press down Ctrl key (Command key for Mac System) then press 'A' key. .. image:: ../_static/images/payroll/add-pay-option.png Edit Payment Option ~~~~~~~~~~~~~~~~~~~ To edit Payment Option entry, click on the pen icon and make desired change on the fields you wish to edit in the presented form. .. image:: ../_static/images/payroll/edit-pay-option.png Delete Payment Option ~~~~~~~~~~~~~~~~~~~~~ To delete an entry of Payment Option, click the close icon on that particular entry row. .. _payroll_claims: Generic Claims ============== Claims are submitted through self-service options and are often tied to tasks carried out on client sites. There may be fixed rates per hour for claims or pre-configured rates. Generic Claim Howto ------------------- Employees may submit claims for approvals through the self-service options and a Payroll Admin can view and report on the claims from the Payroll Module. .. _payroll_medical_claims: Medical Claims ============== Medical claims are a specialized form of claims related to medical incidences. Medical Claims Howto -------------------- Medical claims are submitted through self-service options and a Payroll Administrator can view and report on these from the Payroll Module. .. _payroll_loans: Loans ===== Oxus HRIS provides for loan applications that can have the following characteristics: * Loans without interests * Loans with simple interests * Loans with reducing balances Working with Loans ------------------ Loans are setup by a Payroll Admin or an employee with equivalent permission and employees apply for such loans through self-service options. .. _payroll_standing_orders: Standing Orders =============== Standing orders are debit instructions attached to payroll. It can be used for Union Dues, Cooperative Society contributions and similar applications. Employees or groups of employees are then subscribed to such standing orders. Defining Standing Orders ------------------------ Standing order involves a category setup and a subscription. .. _payroll_overtime: Overtime ======== Over are claims in hours submitted by employees. If claims are configured in payroll templates, employees will automatically be paid the approved overtime through regular payroll. Working with Overtime --------------------- Overtime are submitted as a part of the self-service options and approved. A Payroll Admin can view submitted overtime as follows: * Ensure you are in the Payroll Module by selecting Payroll from the top Modules Menu. * Select Overtime from the left menu to work with submitted Overtime. .. _payroll_401k_plans: 401(k) Plans ============ 401(k) plans are the golden cuffs of organizations who are smart enough to utilize this features. 401(k) Plan Howto ----------------- 401(k) plans are a part of the payroll module and must be added by a Payroll Admin or someone with equivalent permission: After adding the plans, employees can subscribe to it. To add a 401(k) plan, take the following steps: * Ensure you are in the Payroll Module by selecting Payroll from the top Modules Menu. * Select 401(k) plans from the menu on the left. * Define a new 401(k) plan for employees to subscribe. The 401(k) plan is now available via self-service options. .. _payroll_wage_garnishment: Wage Garnishment ================ Sometimes a court of law may order an employee to make certain payments for a period of time. Garnishing Wages ---------------- Wage garnishment are a part of the payroll module and must be added by a Payroll Admin or someone with equivalent permission: To add a garnishment, take the following steps: * Ensure you are in the Payroll Module by selecting Payroll from the top Modules Menu. * Select Wage Garnishment from the menu on the left. * Define a new garnishment for the employee involved. .. _payroll_spot_bonus: Spot Bonus ========== Spot bonuses are arbitrary additions to an employee payroll and is usually linked with a complement. Defining Spot Bonuses --------------------- Spot bonuses are defined by a Payroll Admin or a user with equivalent permission. Follow these steps to add a deduction: * Ensure you are in the Payroll Module by selecting Payroll from the top Modules Menu. * Select Spot Bonus from the menu on the left. * Add a new bonus and select the employee it applies to. .. _payroll_spot_deduction: Spot Deductions =============== Spot deductions are arbitrary deductions from an employees payroll and is usually linked to a reprimand. Defining Spot Deductions ------------------------ Spot deductions are defined by a Payroll Admin or a user with equivalent permission. Follow these steps to add a deduction: * Ensure you are in the Payroll Module by selecting Payroll from the top Modules Menu. * Select Spot Deductions from the menu on the left. * Add a new deduction and select the employee it applies to. .. _payroll_salary_advance: Salary Advance ============== Salary advances are amounts paid to an employee from his periodical wages as identified by the Pay Type during the setup of the salary advance The salary advance may have a moratorium or paid back from the next salary processed. Salary Advance Howto -------------------- Salary advances are added from the Payroll Module. The following steps are required for a salary advance to be recorded. .. note:: A salary advance note indicates an employee has been paid the said sum.