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Date of Release
Client
Project
Payroll Implementation
Author
Nitin Batta
Reviewer
Date:
Approved by
Date:
Control Assurance by
Date:
Payroll User Manual Document
Version no: 1.2
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REVISION HISTORY
Document Title: Payroll User Manual Document
Document No.:
IBM-ORA/ICAR/UM/PUR/001
Version No.
Issue Date
Change Details
Owner
1.0
No Previous Document
Nitin Batta
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Approved By
Remarks
10.0
25-Nov-2014
Guneet Bagga
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20.0
23rd May,2015
Guneet Bagga
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DISTRIBUTION
Copy No.
Name
Location
ICAR HQ
ICAR HQ
ICAR HQ
ICAR HQ
IASRI,New Delhi
IASRI,New Delhi
IASRI,New Delhi
IASRI,New Delhi
10
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Table of Contents
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Enter the Username and password as provided (individual user name/password to be used). Password need to be changed on
first time login.
On logging into the application, a new page consisting of the responsibilities assigned to the user and the active
notifications for the user will open up.
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2.
Navigation
Click here to
Enter/View Grade
Pay information.
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Navigation
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11. Entering Caretaking Allowance for Government Buildings (Process for Establishment)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Salary
Components.
Attach Caretaking
Allowance for
Government Buildings
Payroll element with
Employees
Assignment. Payment
Amount will be
automatically
calculated by the
Monthly Payroll Run.
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22. Journey Fare for Children studying at outstations (Process for Establishment)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Salary
Components.
Select the relevant
value for City of Hostel
& Amount Claimed
and the Payment
amount will be
automatically
calculated during the
monthly Payroll Run.
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23.
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Salary
Components.
Attach Non Practising
Allowance with
Employees
Assignment and the
Payment amount as
per the rules will be
automatically
calculated by the
monthly payroll run.
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25. Entering Special Compensatory Hill Area Allowance (Process for Establishment)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Salary
Components.
Select the mandatory
input value of
Allowance Type and
Enter Posting Location
for reporting purpose.
Payment Amount will
be automatically
calculated by the
monthly payroll run.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Salary
Components.
Attach Computer
Advance Information
with Employees
Assignment and enter
the Mandatory input
values. Payroll Run
will automatically
calculate Advance
Amount/Principle
Recovery-Interest
Recovery Amount
Whatsoever is
applicable.
We can use it for
recovering existing
loan and for new loan
as well
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39. QuickPay: Payroll Run for a Single Employee (Process for DDO & Team)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Payroll
Related Quickpay
After all the Payroll
Elements are attached
with Employees
Assignment, DDO can
run QuickPay for a
Single Employee.
QuickPay is a flexibility
provided of running a
Payroll for a Single
Employee.
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40. Quick Pay: Payroll Run for a Single Employee (Process for DDO & Team)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain
Employee Basic
Details Service
Details Payroll
Related Quickpay
Enter Date Paid &
Date Earned as Period
in which an Employee
is Paid and Period in
which Employee
Earned respectively.
Click on Start Run
Button. Status Bar will
show the Status as
Complete if no errors
encountered.
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43. Payroll Run with Assignment Set (Process for DDO & Team)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
New Window will open
and Give Payroll Run
in Name.
Parameters window
will open.
Enter Applicable
Payroll Name, Pay
Period & Assignment
Set. Consolidation Set
will come
automatically.
Click Ok and Then
Submit.
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46. Pre-Payments (Process for Finance Dealing Person in Audit & Accounts Section)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
New Window will open
and Give
PrePayments in
Name.
Parameters window
will open.
Enter Applicable
Payroll Name, Start
Date & End Date of
the Process.
Consolidation Set will
come automatically.
Click Ok and Then
Submit.
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47. Pre-Payments (Process for Finance Dealing Person in Audit & Accounts Section)
Navigation:
Applicable HRMS
Responsibility
View Payroll
Process Results.
Status of all Payroll
Processes can be
tracked using this
form.
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48. Archival (Process for Finance Dealing Person in Audit & Accounts Section)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the Process as
shown in the Picture
after the successful
completion of
PrePayments
Process. This Process
Archives the data
processed in Payroll
Run.
Payslip of individual
employees can be
generated after the
execution of this
Process.
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49. ICAR Payroll Employee Payment Mode Report (Report for Finance Dealing Person in Audit & Accounts
Section)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the report as
shown in the Picture
after the successful
completion of Archival
Process. This report
will display the
information of
Employees, Bank
Details, and Net Pay.
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50. ICAR HR Pay Slip Report (Report for Finance Dealing Person in Audit & Accounts Section & DDO)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the report as
shown in the Picture
after the successful
completion of Archival
Process. This report
will display the
information of
Employees Earnings,
Deductions & Net Pay
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51. Costing (Process for Finance Dealing Person in Audit & Accounts Section)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the attached
process in the picture
after the successful
execution of Archival
Process. Costing
Process Costs the
information of Payroll
Components for all the
Employees.
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52. Transfer to Ledger (Process for Finance Dealing Person in Audit & Accounts Section)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the attached
process in the picture
after the successful
execution of Costing
Process. Transfer to
GL Process sends the
information of Payroll
to GL for Accounting.
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55. ICAR Due and Drawn Statement (Report for DDO & Team)
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run the attached
report after the
successful execution
of Retropay
(Enhanced) Process.
This process will list all
the Employees for
whom Arrear Amount
is Due to be Paid
against the Drawn
Amount.
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56. Rollback
Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Run Rollback Process
to remove any Payroll
process incase if
theres a need to
make the necessary
changes in Payroll and
re-run the same.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
Report shown in the
picture will be used to
create Supplement
Bills based on a
Particular Institute &
Arrear Period.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
This report can be
extracted to find the
Eligibility of a
Particular Employee
for GPF Advance or
GPF Withdrawal.
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Navigation:
Applicable
Employee Self
Service
Responsibility
Annual Tax
Declaration
Investment
Declaration has to be
done by each and
every employee at the
Start of the Financial
Year for accurate
computation of Income
Tax.
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Navigation:
Applicable
Employee Self
Service
Responsibility
Annual Tax
Declaration
Clicking on Annual
Tax Declaration will
open the Page as
shown in the Picture.
Investment
Declaration can be
made in the respective
Heads.
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Navigation:
Applicable
Employee Self
Service
Responsibility
Annual Tax
Declaration View
Current Declaration
Employees can also
view the Investments
already declared
during the Financial
Year by Clicking on
View Current
Declaration Button.
Page as shown in the
Picture will display
already declared
Investment
Declaration.
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Navigation:
Applicable
Employee Self
Service
Responsibility
Annual Tax
Declaration
Action
Employees will also
have Flexibility to
Modify the
Declarations already
made. They must
perform this action
before the Cutoff date
of Payroll Period.
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Navigation:
India Professional
User Self Service
Search tax
Declarations
DDO will have access
to Approve/Reject the
Investment
Declarations made by
Employees.
Employees will be
submitting the Hard
Copies of Investment
Declarations and basis
on that, DDO will
perform this activity.
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Navigation:
India Professional
User Self Service
Search tax
Declarations
On Clicking Search
Tax Declarations
Button, Page as
shown will be opened
and the same will be
used to
Approve/Reject the
Investment
Declarations.
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Navigation:
India Professional
User Self Service
Search tax
Declarations
Quarterly & Annual
TDS Challan mapping
will be done by DDO
for reporting purpose.
The same will be used
in Form24 & Form16.
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Navigation:
India Professional
User Self Service
Search tax
Declarations
Clicking on TDS
Challan Mapping
Button will open the
Page as shown in the
Screen-shot. This
page will be used to
map Challan
information.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
After entering TDS
Challan Mapping
information, Run the
process as shown in
the Picture
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
After the successful
execution of Quarterly
Archival, Report as
shown in the picture
can be extracted for
the relevant Quarter.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
After doing TDS
Challan Mapping,
Please execute the
Process as shown in
the Picture.
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
After the Successful
execution of Annual
Archival, Please
execute the report as
shown in the Picture to
generate Form16 for
all the employees.
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Miscellaneous Recovery
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Electricity Charges
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Water charges
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Navigation:
Applicable HRMS
Responsibility
People Enter &
Maintain View
Requests Submit
a New Request
After the successful
execution of ICAR
Form 24, Report as
shown in the picture
can be extracted for
the relevant Quarter.
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