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Web PayTRAX Payroll Checklist

Please find below the checklist to be followed every month for processing Payroll.

Please find below the checklist to be followed every month for processing Payroll.   

 

PERSONNEL MODULE CHECKLIST

 

  1. All the new employees are created in the system

 

  1. Any Salary changes, department transfer, promotions are updated for all employees are done and verified 

 

  1. All the leaves such as Annual leave, Sick leave, Compensatory days (Public holiday or Off days worked) for the month are created and are approved.

 

  1. Vacation settlement for any employees with advance salary are processed and verified.
    • Personnel à Annual Leave application à Select employee à Select the leave document à Click on Settlement summary and click Save.
    • Any adjustments for the vacation settlement like earnings or deductions can be done by opening Allowance/Deductions link and resave settlement summary.
    • Click print on Settlement Summary or Settlement details for Vacation pay slip.
    • https://youtu.be/ExdEPg1Zxz4?feature=shared

 

  1. Rejoining Process for the employee who are back from vacation are done and activated.
    • Personnel à Rejoining Process -> Select the employee à Select the rejoin document and make status as Active and Save.
    • If late joined, the enter the status date as the date of join from vacation and click on save to approved the extra days taken.
    • If joined early, enter the status date as earlier joined date and click on save to do the necessary action for the days joined early. Either give back as leave balance or pay as salary.

 

  1. Final settlement for the resigned/terminated staff are created and settlement is processed
    • Personnel à Final Settlement screen
    • To create a Final settlement (Resignation/Termination/left/end of contract), select the employee and click End of contract. Fill the settlement date, last working date and Action taken, reason (optional) and the save.
    • Once the final settlement is approved, the employee will be deactivated and removed from payroll.
    • Any adjustments for the final settlement like earnings or deductions can be done by opening Allowance/Deductions link and resave settlement summary.
    • Click print on Settlement Summary or Settlement details for final settlement pay slip.
    • https://youtu.be/nnB6q2zfQMY?feature=shared

 

ATTENDANCE MODULE CHECKLIST (IF USED)

 

  1. Confirm that Public Holidays for the month are added by HR from Attendance à Public Holiday screen.

 

  1. Confirm that Department heads has updated roster for all employees

 

  1. Verify the working hours for all employees and overtime and extra hours are approved
  • Attendance à Verify working hours screen
  • Any changes with related to employee IN/OUT, overtime and extra hours can be done from this screen (based on access)

 

  1. Attendance is process is are verified for all employees
  • Attendance à Monthly attendance Processing

 

  1. Posting the attendance like Day off worked, PH worked, Overtime and absent days to Payroll 
  • Attendance à Post to Payroll screen
  • From this screen, all the Day off worked, PH worked, Overtime and absent days for the attendance period can be posted to Payroll.
    • Absent days should be posted to deduct salary based on the absent days
    • Day off compensatory days need to be posted to payroll by selecting the employees to accrue the Off days worked.
    • PH compensatory days need to be posted to payroll by selecting the employees to accrue the PH days worked.
    • The approved Overtime/extra hours need to be posted to payroll by selecting the employees to pay the overtime based on the rate selected or to accrue extra hours. (If applicable)
  • https://youtu.be/xvZMI0Qkjo0?feature=shared

 

PAYROLL MODULE CHECK LIST

 

  1. Ensure all pending documents like annual leave, other leave, final settlements, service change, etc. are approved. You can check from Payroll à Monthly attendance processing screen à Print non approved documents.

 

  1. Ensure all the employees who are on leave in the current month are rejoined back.

You can check from Payroll  Monthly attendance processing screen  Print Inactive employees.

 

  1. Close the Personnel and department module for the month to ensure no inputs from these modules affects payroll finalization.
  • Month end closing can be done from Payroll à Month End closing à Select Close for department/Personnel/Payroll processing and by ticking the check boxes for the month and clicking save.
  • https://www.youtube.com/watch?v=uUF6Y9roaK4

 

  1. Attendance Adjustments entries or Upload - Payroll -> Attendance Log entry screen.
  • All the adjustments or entries like Absent entries, Overtime, joined after salary generated, Salary on hold, etc. can be added per employee or by bulk by downloading the template after select the respective attendance type from this screen and click search.
  • https://www.youtube.com/watch?v=UJEGOiFoP3E

 

  1. Variable Earnings and Deductions posting or Upload - Payroll -> Allowances/Deductions Log Entry à Employee Wise

All the variable earnings /deductions like Service Charge, City ledger, Fines, Bonus, Advances, etc. are uploaded or added to employees.

  • To add or upload earning and deductions for a month, select the month and year -> Select the payment type -> Select the payment code -> Click search.
  • To add to an employee, select the employee from the table below and enter amount and narration and click save.
  • To upload in bulk, download the excel template, fill the template and click upload and save.
  • https://youtu.be/O--cOIPTbOM?feature=shared

 

  1. Loan or advances, if any are created with installment details from Payroll à Advances/Loan screen

 

  1. PAYROLL PROCESS: Process the 3 Monthly salary processing steps to process payroll for the month
  2. Monthly Attendance Processing:
  3. Monthly Allowance/Deduction
  4. Monthly Salary sheet Generation.

 

  1. Generate Salary sheet reports, Bank statements, Payslips, Payroll Management report, etc. and verify the salaries processed for all employees from Payroll à Reports menu.
    • Employee Pay slip: Payroll -> Reports -> Employee Payslip
    • Salary Sheet (PDF): Payroll -> Reports -> Salary Sheet details (or) Salary Sheet Details – UD
    • Salary Sheet (Excel/CSV): Payroll -> Reports -> Salary Sheet Detailed Component Report
    • Bank Report: Payroll -> Reports -> Bank Statement
    • Bank Files: Payroll -> Reports -> Bank Statement --. Select WPS file type – Click generate and click download.
    • Payroll Management report: Payroll -> Reports -> Payroll Management Report

 

  1. Provision reports are generated and verified – Annual leave Ticket, Gratuity/Indemnity, PH/WO balances, etc. from Payroll – Provisions menu. This is required to show leave balances in employee Payslip.
  2. Transfer the salary to employee bank by generating bank statement or WPS file.
  1. Send email pay slips to Employee from Payroll -> Pay slip Email to Employees screen.

 

Posting Payroll transactions to Back Office

 

  • Update the GL accounts codes and salary payable codes from Setup -> GL Codes screen and Setup - GL discrepancy Codes screen.
  • For generating Salary JV
    • Process the salary from Payroll module -> Monthly Processing
    • Generate the Salary JV report from Payroll -> JV report -> Salary JV.
  • For generating Provision and reversal JV’s
    • Generate the provision report from Payroll - Provisions
    • Generate the Provision JV report from Payroll - JV report screen.
  • For generating Back Office Interface file
    • Close the payroll month from Payroll -> Month end closing screen -> Closing for: Department/Personnel/Salary sheet processing option and close all options for the month/year
    • Go to Payroll ->Interface to back office to generate the JV files (for cloud) or post interface to back office (for on premise)