Payroll Process Checklist in StaffingGo Application:

Pre-Checklist for Payroll Process

1. Employee Registration with Active Status

   • Action: Ensure that all employees are registered in the system with an active status.
   • Details: Verify that all employees who are part of the payroll cycle are marked as "Active." Inactive employees should not be included in the payroll processing.

2. Employees' CTC (Cost to Company) or Revision Updation

   • Action: Update or revise the Cost to Company (CTC) for employees.
   • Details: Any changes to employee compensation (salary revisions, bonuses, etc.) should be updated before payroll processing to ensure accurate calculations.

3. Billing Option Configuration / Time Sheet Cycle Updation

   • Action: Configure billing options and update the time sheet cycle.
   • Details: Ensure that the time sheet cycle reflects the correct period for payroll (e.g., weekly, bi-weekly, monthly). Billing options must align with company policies.
   • Ensure the configuration of Holidays, Week Off template, Calender for both payroll timesheet  & billing and Leave policy mapping.

4. Margin Configuration

   • Action: Set up and configure margin details for each employee.
   • Details: Ensure that any margin configurations (such as billing margins for contractors or employees) are correctly updated in the system.

5. Overtime (OT) Slab Configuration

   • Action: Update and configure the Overtime (OT) slabs interms of percentage or Rate per hours.
   • Details: Define the OT slabs and rates based on company policies and ensure the correct rate is applied for overtime hours worked.

6. Additional Day Configuration

   • Action: Set up configurations for additional workdays or off-days.
   • Details: If employees work beyond the standard schedule or have extra days worked, configure how these days should be processed in the payroll.

7. Exit Employees LWD (Last Working Day) Update

   • Action: Update the Last Working Day (LWD) for exiting employees.
   • Details: Ensure that the LWD is accurately updated for employees who are exiting the company to process their final payout.

8. Employee Time Sheet Update (Present & LOP Days)

   • Action: Ensure that the time sheet includes present days and Leave Without Pay (LOP) days.
   • Details: Update and verify employee time sheets to include attendance, leaves, and LOPs accurately.

9. Update OT Hours, Additional Days, Leave Encashments Parallel to Time Sheet Input

   • Action: Ensure that OT hours, additional days, and leave encashments are updated in parallel with the time sheet.
   • Details: Ensure that all adjustments for overtime, additional working days, and leave encashments are accurately reflected in the time sheet before payroll processing. based on the input auto computaion will happens as per the configuration.

10. One-Time Allowance (Earning or Deduction) under E&D Register

    • Action: Update one-time allowances or deductions in the Earnings & Deductions (E&D) register.
    • Details: If any one-time allowances (such as bonuses) or deductions (like loan repayments) are to be processed, ensure these are entered into the system before running payroll.

11.  Leave Balance Mapping

    • Action: Map leave balances for employees.
    • Details: Ensure that each employee has the correct balance for their leave types. This should be reflected in the system, taking into account the employee’s accruals and any leaves already taken.

12. Time Sheet Approval Status

    • Action: Ensure the time sheets are approved.
    • Details: Time sheets should be reviewed and approved before proceeding with payroll. Only approved time sheets should be used for calculations.

Payroll Process Steps

1. Payroll Process Initiation

   • Action: Initiate the payroll process within the application once time sheet has been approved.
   • Details: Ensure all data is in place and the system is ready to calculate payroll. This includes verifying employee hours, deductions, and other configurations.

2. Verify Payroll Summary in Lock Pending

   • Action: Review the payroll summary before finalizing.
   • Details: Look for discrepancies or errors in the payroll summary, especially in the following areas:
     • Employee Count in Headers: Ensure the correct number of employees is reflected in the payroll summary.
     • PT Statutory Location: Verify the Professional Tax location for each employee.
     • Free Header Applicability Check: Ensure applicable headers are correctly assigned.
     • PF, LWF, ESI, PT, TDS Changes: Verify any changes in Provident Fund (PF), Labor Welfare Fund (LWF), Employees' State Insurance (ESI), Professional Tax (PT), and Tax Deducted at Source (TDS) are updated.
     • PT Slab Summary: Check that the Professional Tax slabs are correctly applied.

3. Lock the Payroll Transaction

   • Action: Lock the payroll transactions for further invoicing & payout release.
   • Details: Once the payroll summary has been verified and corrected, lock the payroll transaction to prevent further changes.

4. Release Employee Payouts

   • Action: Release the payouts to employees.
   • Details: After locking the payroll, release the payout amounts. Ensure that all employees receive the correct payout amount based on their salary, allowances, and deductions.

5. Generate / Mail Payslips

   • Action: Generate and distribute payslips.
   • Details: Generate payslips for all employees and send them via email or other communication methods.

6. Generate Bank Statements

   • Action: Generate the bank statements.
   • Details: Prepare the bank statements or file required for direct deposit processing. Ensure the bank details for all employees are up to date.

7. Update Paid UTR (Unique Transaction Reference) w.r.t Employee

   • Action: Update the Paid UTR for each employee.
   • Details: If applicable, update the UTR for tax-related payments or reimbursements made to employees.