excelity pay - implementation reference guide · 2 excelity payroll – implementation flow...

Excelity Pay - Implementation Reference Guide

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Team Excelity.

About Excelity Global

Excelity Global is a leading provider of a broad range of services in payroll administration, benefits

administration and human resources management.

With Excelity Global, you can put your payroll worries to rest. As a leader in professional payroll

services, we serve over 450 clients in 14 countries spread across ASEAN with various human resource

and payroll products and services.

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Tel: +6568727668

Table of Content

mailto:[email protected]


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1 Introduction – Excelity Payroll ............................................................................ 4

1.1 Features .............................................................................................................................. 4

2 Excelity Payroll – Implementation Flow ............................................................. 6

3 Company Suite ...................................................................................................... 8

4 Pay Suite .............................................................................................................. 17

5 Human Resource Suite ...................................................................................... 27

5.1 Maintain Employee .......................................................................................................... 28

5.2 Employee Addresses....................................................................................................... 31

5.3 Employee Dependents Details ....................................................................................... 32

5.4 Employee Transfer Screen ............................................................................................. 32

5.5 Employee Payment Criteria ............................................................................................ 33

5.6 Previous Employer Details ............................................................................................. 34

6 Formula Builder .................................................................................................. 36


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1 Introduction – Excelity Payroll

Excelity’s EPay is a user friendly payroll platform that helps you manage complexities of payroll & tax

across geographies and process payroll in a simplified manner. It is fine-tuned to seamlessly address

complexities present especially in a medium to large enterprise of 500 employees or more.

EPay connects different aspects of HR management and payroll, saving time and costs, and delivers

Payroll outputs such salary calculations, Payslips, Tax reports, etc. EPay abstracts Payroll complexities

from Admin and provides a simplified and intuitive payroll experience.

Easy-to-use - EPay’s secure online Platform-as-a-Service (PaaS) simplifies payroll processes, improve

operational inefficiencies and reduces manual effort, also conveniently supporting different user roles.

Comprehensive - An integrated payroll offering, EPay provides a variety of features that include payroll

processing, report generation, allowance calculations, wage codes, multi-currency conversion and

more relevantly Integrating easily with your Human Resource systems,

Compliant - Enjoy the benefits of getting statutory reports that comply with Payroll Regulations, across

multi-country, and as well as standard reports that include details about salary, variance, year-to-date,

payslip reports and more.

Accessible - E-Pay’s digital ecosystem allows you to upload and save your employee and payroll data

files from anywhere; and it can be made instantaneously available to you when you need access to it;

even thru a mobile device.

1.1 Features

By integrating EPay with your Human Resource Information Systems, align the requisite inputs to be

provided to Payroll engine in an automated manner and experience peace of mind.

• Web-based, E-Pay is a generic payroll processing application that meets payroll requirements

of all types of firms – MNCs, factory scenarios, domestic firms, Public sector and others.

• Comes with Input Data Upload options. Upload Interface files as Excel, Text, CSV, DAT files,

etc. User friendly screens allow for simple input data creation and modification

• Configurable input files in Excel format and works well with text files of fixed length and delimited

files such as SAP, Oracle, PeopleSoft and others.

• Configurable Output files in Excel format and text files such as Bank files, GL and others.

Web-based


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EPay is a generic payroll processing application that meets various clients’ payroll requirements –

MNCs, factory scenarios, domestic firms, Public sector and others.

User-friendly

Screens allow for simple input data creation and modification.

Input Data Upload / Updation options

Normal Upload will help support Excel files uploads as per the Upload Configured. Direct Upload will

support Excel files upload as per the Direct Upload Templates Configured. Inbound Upload supports

Interface files uploads for files with Excel, Text, CSV, Dat as per the Client specific interface

specifications.

Configurable Input & Output Files

Configurable input files in Excel format and works well with text files of fixed length and delimited files

such as SAP, Oracle, People Soft and others. Configurable Output files in Excel format and text files

such as Bank files, GL and others.


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2 Excelity Payroll – Implementation Flow

Here’s a flow chart depicting “New client implementation in Epay”.

This gives a step by step understanding on how to setup / implement a new client. Implementation

involves data addition in 3 stages – Company Suite, Pay suite and Human Resource suite.

Company Suite > Create legal Entity

Company Suite > Define Financial/ Statutory Year Definition

Company Suite> Pay group and Pay Period - Create Pay Group and Perform Mapping

Company Suite> Pay Group/ Legal Entity Mapping - Map Entity and Pay Groups

Enter Master details – Cost Centres, Job Titles, Grades, and Locations etc.

Pay Suite> Define Pay Elements

Pay Suite> Assign Pay Elements/ Attendance Type to Wage Codes –

Assign Pay Elements to Wage Codes and Define Attendance Type

Pay Suite> Define Attendance Types

Pay Suite> Assign LOP to Pay Element –

Add inputs as and when required/ if employee has not worked for a particular period

Pay Suite> Assign Arrears to Pay Element - Back Pay Component to be reviewed

Human Resource Suite > Maintain Employee> Employee Addresses> Employee Dependants

Details> Employee Transfer Screen> Employee Payment Criteria –

Add all employee master details in this section


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Let’s take a look at the steps involved in Implementation:

Step 1: Create Legal Entity

Step 2: Define Financial Year/ Statutory Year Definition

Step 3: Create Pay Group and perform respective mapping via “Pay Group & Period” option

Step 4: Perform Legal Entity Mapping along with the Pay Group via “Pay Group & Legal Entity Mapping”

option

Step 5: Enter Master details such as Cost Centre, Locations, and Grades if any

Step 6: Create or define Pay Components ( Pay Components are readily available in the system, user

must spool the Pay Element report and reconcile the Pay Elements, addition of new Pay Elements is

not possible from client end. The same must be done from the back end)

Step 7: Review Mapping of Pay Element with Wage Codes and define Attendance Type via “Assign

Pay Elements/ Attendance Type to Wage Code” option

Step 8: Define Attendance Types

Step 9: “Assign Loss of Pay to the Pay Element”, this involves providing inputs to the system as and

when employee has not worked for a particular period

Step 10: Review the Back Pay Components, if any via “Assign Arrears Pay Element”

Step 11: Update all Employee related details such as employee’s name, address, contact numbers,

gender, race, and nationality. The professional details include the name of company, designation, job

title, and office email etc via “Human Resource Suite” option

Step 12: Formula Builder

Note: In case of bulk data updation or for Master Code’s updation, use Direct Upload.


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3 Company Suite

The database in Epay is grouped into the different suites; Global, Country and Company Suite for easier

and efficient data management.

The ‘Company Suite’ mainly contains company-specific data that is essential during payroll processing,

such as the Company Name, Locations, Pay Periods, Pay Groups, Employee Classification, Job Titles,

Public Holidays, Weekly Offs, and Cost Centers to name a few.

The Operational Consultant enters this company-specific data into the ‘Master Setup’ of the ‘Company

Suite’. The company-specific information will be entered in the application during the initial set up

process, i.e. when Epay is being configured to process payroll for the company for the very first time.

Master Setup:

The process of setting up the company information requires the user to enter the mandatory details in the respective screens provided. Each sub module available in the below screen is explained in detail in the following section:

Company Suite >> Master Setup

Create Corporation:

The first step in the process of setting up a new company is entering information about the corporation in the ‘Company Suite’. The ‘Create Corporation’ screen is used to enter information about the new company, such as the company name, address, contact information, and other mandatory information required during payroll processing.


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To enter details about the company:

• Access the ‘Create Corporation’ screen. Company Suite >> Master Setup >> Corporation

• Enter the required information in the respective fields.

• Click ‘Submit’ to save the information.

Create Cost Centres:

A Cost Centre is a part of an organization or a company that adds to the cost of running a company. A few examples of Cost Centers are departments such as Customer Service, Research, and Marketing Department. A company can have any number of Cost Centres. These Cost Centers may be spread across the country or in different locations around the world.

The ‘Create Cost Centre’ screen enables the user to create and define a Cost Centres such as its name, description, and codes. This screen also maps a Cost Centre to the applicable Entity Codes and Pay Groups.

To create a Cost Centre:


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• Access the ‘Create Cost Centre’ screen: Company Suite >> Cost Centres



Create Organization Types:

A company can have one or more types of organizations, Division, Department, etc. The different types of organizations are defined in the ‘Create Organization Types’ screen. This screen enables the user to give a brief description of the type of organization along with the date from which the organization is considered to be inactive.

To create an organization type:

• Access the Create Organization Types screen: Company Suite >> Organization Types

• Enter the required information in the respective fields

• Click ‘Submit’ to save the information created

Create Organizations:

This screen enables the user to create and define the various Organizations in a Company.

It contains important information about the Organization such as the Type, Name and Code. This screen also enables the user to map the organizations created with the Entity Codes and Pay Groups.

If the company has defined its Organization Type as Departments, then the different ‘Organizations’ in the company could be termed, ‘Finance Department’, ‘HR Department’ etc.

To create organizations:


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• Access the ‘Create Organizations’ screen: Company Suite >> Organizations



Create Job Titles:

Employees are assigned job titles based on their role in the company, such as Receptionist, Telephone Operator, Consultant, and Test Engineer to name a few.

The ‘Create Job Title’ screen enables the user to create and define job titles in a company, by entering information such as the job code, job name and description of the Job Title. This screen also maps the titles to the applicable Entity Codes and Pay Groups.

To create a Job Title:

• Access the ‘Create Job Title’ screen: Company Suite >> Job Title




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Create Job Grade

Based on their job titles employees in a company are assigned different grades, such as the grades for a ‘Software Engineer’ would be Software Engineer – Grade 1, Software Engineer – Grade 2, etc.

The screen ‘Create Job Grades’ enables the user to create and define a Job Grade and also map the ‘Job Grades’ to the corresponding ‘Entity Codes’ and ‘Pay Groups’.

To create a Job Grades:

• Access the ‘Create Job Grades’ screen: Company Suite >> Job Grades



Authorized Signatory Details

Officer or representative vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer for Tax purposes.

• Go to Company Suite > Master Setup >Authorized Signatory - Tax

• Fill in the required details and submit.


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Step by Step process to set up a new Client

Step 1: Create Legal Entity

A “Legal Entity” is an individual or an organization that can enter into any legal contracts or agreements.

Based on the different businesses a company ventures into, it is segregated into different ‘Legal

Entities’. The ‘Legal Entities’ in a company will be treated as individual businesses and will be registered

under different ‘Registration Numbers’.

For example, if company ‘ABC’ ventures into two separate businesses namely, Outsourcing and

Consulting, these two businesses will be considered as two ‘Legal Entities’ for the company ‘ABC’

This screen enables the user to enter the mandatory information related to the Legal Entities within the

company, such as its name and location.

• Access the Create Legal Entity screen - Company Suite >> Legal Entity

• Select the ‘Entity Code’ to be created. The drop-down list in the ‘Entity Code’ field appears in a

sequence, i.e. if the first Entity is being created then the number ‘1’ should be selected from the

list. When second Entity is being created, the number ‘1’ will not be shown again in the drop-

down list, but the drop-down will begin with ‘2’. After the second Entity is created, the drop-

down list will begin with ‘3’ and so forth.

• Enter/Select information in all the mandatory fields.

• Click ‘Submit’ to save all the information entered.


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Step 2: Create Financial / Statutory Year Definition

A ‘Financial Year’ is a period of 12 months for which the annual financial statements of an organization

is calculated. A ‘Statutory Year’ is the period during which the statutory laws of a country are

implemented.

Salaries paid to the employees in a company can be calculated based on the ‘Financial Year’ or the

‘Statutory Year’. The ‘Create Year Definition’ screen enables the user to define the type of year that is

to be used for calculations during payroll processing, i.e. Statutory Year or Financial Year.

This screen also enables the user to state the start and end date of the year defined along with its active

status

To create a Financial or Statutory Year definition:

• Access the ‘Create Financial/Statutory Year Definition’ screen.

Company Suite >> Financial/ Statutory Year Definition


• Click ‘Submit’ to save the information on the screen

Step 3: Create Pay Group and Pay Period

A ‘Pay Group’ is a group of employees logically put together based on their payroll cycle and their pay

structure. This kind of grouping is done to facilitate easy payroll processing.

Example: A company might have the salary payment date for its general staff on the 30th day of every

month and the salary payment date for the management staff on the 5th day of the following month.

The employees are then segregated into two pay groups depending on their payroll cycle.

Pay period refers to the period during which the salary for the Pay Group is processed.

This screen enables the user to create and define:

• A Pay Group - by giving the Pay Group an unique code called ‘Pay Group Code’

• Define the Pay Period – define the duration for which the payroll for the Pay Group should be

processed, i.e. 6 months, one year, two years etc.


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To create Pay Groups and Pay Periods:

• Access the ‘Create Pay Groups and Pay Periods’ screen:

Company Suite >> Pay Groups and Periods


• Click Generate to generate Pay groups and Pay Periods for the selected period

Note: The corresponding financial year must be created before the Pay Periods for the year can be

generated. The financial year can be created in the ‘Create Financial/Statutory Year Definition’ screen.

Step 4: Create Pay Group & Legal Entity Mapping

Mapping is done to connect data with one another. This kind of mapping is useful because it helps the

system to pick up the data that are connected to each other during a process or a procedure. For

example, when a Pay Group PG1 is mapped with a Legal Entity LE1, it helps the system identify that

when payroll is being processed for PG1, the employees in the Pay Group PG1 belong to the Legal

Entity LE1.

The Pay Group / Legal Entity Mapping screen enables the user to make a mapping between the Pay

Groups to Legal Entities, i.e. connect the Pay Groups with the Legal Entities.

Pay Group can be mapped with only one Legal Entity, but a Legal Entity can have many Pay Groups

mapped to it.

To map Pay Group to a Legal Entity:

• Access the Pay Group/Legal Entity Mapping screen:

Company Suite >> Pay Group/Legal Entity Mapping


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• Select the Pay Group.

• Select the Entity Code to which the Pay Group is to be mapped.

If the mapping is already present in the database, the ‘Change Mapping’ button is enabled.

Note: If the mapping is new, the ‘New Mapping’ button is enabled. Click the ‘New Mapping’ button to

save the mapping done.

Step 5: Enter Master details such as Cost Centre, Locations, and Grades if any


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4 Pay Suite

The ‘Pay Suite’ is a section in EPay, which enables the user to define and map the different ‘Pay

Elements’ used during the various stages of payroll processing.

The salary of an employee can be broken down into different pay components, such as Basic Salary,

Arrears, Overtime, and Income Tax etc. These pay components collectively constitute the Salary of an

employee and are termed as ‘Pay Elements’ in the EPay terminology. The value of these ‘Pay

Elements’ is sometimes calculated based on various formulas defined.

A ‘Pay Element’ can be an earning or a deduction made to the salary of an employee.

For example, the Income Tax is a deduction from an employee’s salary and arrears is an addition, as

the arrear amount is added to the salary. Every ‘Pay Element’ is either an earning or a deduction.

‘Pay Elements’ that receive a common treatment are grouped together to form ‘Pay Heads’. For

example, all the ‘Pay Elements’ that need to be ‘added’ to a salary are grouped together as ‘Earnings’

and all ‘Pay Elements’ that are deducted from a salary are grouped together as ‘Deductions’. Therefore

basically there are two ‘Pay Heads’, one is ‘Earnings’ and the other is ‘Deductions’.

All Pay Elements defined at the Global and Country level are applicable at the Company level, however,

if new a Pay Element is company-specific, this Pay Element can be defined using the ‘Define Pay

Elements’ screen.

Step 6: Create or Define Pay Elements

In ‘EPay’ the pay components of an employee’s salary are termed as ‘Pay Elements’. ‘Pay Elements’

are created in the “Create Pay Elements” screen in the Country Setup.

In the ‘Define Pay Elements’ screen the functionality of the ‘Pay Elements’ are defined, such as the

effective dates of the ‘Pay Element’, the different processes the ‘Pay Element’ will be involved in, the

different salary reports the ‘Pay Element’ needs to be included in and whether the ‘Pay Element’ is

connected to a Statutory Element.

Note: Pay Components are readily available in the system, user must spool the Pay Element report and

reconcile the Pay Elements, and addition of new Pay Elements is not possible from client end. The

same must be done from the back end.

By default all ‘Pay Elements’ are mapped at the company level.

The ‘Assign Pay Elements’ screen enables the user to map Pay Elements to Employee Groups and to

individual employees. In the modify screen for the ‘Define Pay Elements’ module enables the user to

modify the Pay Element parameters for a group level and employee level.

‘The Define Pay Elements’ screen has four tabs in which the required information needs to be entered.

The four tabs are:

• General Tab

• Process Tab

• Reports Tab

• Global Tab

To define Pay Elements:


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• Access the ‘Define Pay Elements’ screen.

Pay Suite >> Define Pay Elements

• Select the applicable ‘Pay Head Code’, based on the ‘Pay Head Code’ selected:

- The ‘Pay Head Description’ field is auto populated.

- The ‘Pay Elements Codes’ grouped under the selected ‘Pay Head Code’ is listed.

• Enter the mandatory information in all the four tabs; General Tab, Process Tab, Reports Tab,

and Global Tab. The ‘General’ tab enables the user to define the ‘Effective from Date’ and

‘Effective To’ date of a ‘Pay Element’. The ‘General’ tab is displayed as default when the

‘Define Pay Elements’ screen is accessed.

General Tab - To enter data in the ‘General’ tab:

• Access the General tab of the “Define Pay Elements” screen:

Pay Suite >> Define Pay Elements >> General tab



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• Click ‘Save’ to save the information

Process Tab - The ‘Process’ tab enables the user to define the different processes in which the Pay

Element will be involved in during the payroll process, such as whether the ‘Pay Element’ will be

included in payroll, whether it will be considered for unpaid leave, whether it is eligible for arrears, etc.

To enter data in the ‘Process tab’:

• Select the applicable ‘Pay Head Code’ and ‘Pay Element Code’.

• Click ‘Process’ to access the information in the ‘Process’ tab.

• Enter the required information.

• Click ‘Save’ to save the information entered.

• Upon clicking “Save” button the information entered on the ‘Process’ tab is saved. The User is

redirected to the “Reports” tab in which required details need to be entered.

Note: Pay Components are readily available in the system, user must spool the Pay Element report

and reconcile the Pay Elements, and addition of new Pay Elements is not possible from client end.

The same must be done from the back end.

Calculation Sequence: Defines the sequence in which the Pay Element will be calculated.

This is an important attribute when you have dependent pay elements (like in formulas and arrear pay

elements) The calculation sequence of dependent pay elements should be lesser than the depending

pay elements.

Include in Payroll: Defines if the ‘Pay Element’ should be included during payroll processing

By default, all ‘Pay Elements’ are included in the Payroll processing.


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Processing Type: Specifies if the Pay Element processing will be ‘Recurring’ or ‘Non-Recurring’ in nature.

If a Pay Element is ‘Recurring’, it will be processed in every Pay Cycle.

‘Non-recurring’ Pay Elements will not be processed every month, but only during specific pay cycles.

Prorate: Specifies if the Pay Element value is prorated.

Proration is calculated on the Date of Joining (DOJ) or Date of Leaving (DOL) of an employee.

For a recurring Pay Element, prorate is ‘Yes’ by default.

Example: If the basic salary for a particular employee is SGD 1000 per month, and the employee

joins the company on 15th June. Then in the month of June, the employee will not be paid for the first

14 days. The basic salary value for 14 days becomes the prorated amount.

Considered for Unpaid Leave: Specifies if the Pay Element is to be included in the deductions for Loss of Pay.

The value in this field is ‘Yes’ by default, for all recurring Pay Elements.

Type of Proration: Specifies whether the Proration is based on Calendar days, Fixed days or Variable days.

Working days = Calendar days – Weekly off

Number of Working Days: If Type of Proration = ‘F-Fixed Days’ or ‘V-Working Day’ this field is enabled.

If Type of Proration = ‘V-Working Day’, this field has a drop-down list and user can select an option.

If Type of Proration = ‘F-Fixed Days’, the user can enter a number in this field.

Rounding Type: Specifies if rounding should be applied to the Pay Element value.

There are four options available:

RND – Nearest rounding. The decimal is rounded to the nearest value. (5.4 = 5 and 5.6 = 6)

PRV – Round Up. The decimal is rounded to the previous integer (5.6 = 5)

NXT – Round Down. The decimal is rounded to the next integer. (5.6 = 6. 5.4 = 5)

NA – The decimal is kept as it is and no rounding is done

Rounding Value: Number to which the Pay Element should be rounded to

If the ‘Rounding Type’ is ‘NA-No Rounding’, this field is disabled. For ‘Rounding Type’ RND, PRV,

NXT, this field is enabled and a value can be selected from the drop-down list.

Category: Defines the category of the Pay Element.

Arrears Eligible: Specifies if retro calculations are applicable for the Pay Element.

If the value of this field is ‘Yes’, the retro calculates are applicable if information is available.

Value Type: Defines the value of the Pay Element. Fixed = Value provided as an input by the client.

Formula = Value obtained after calculations using formulas.

Formula Code: This field enables the user to select a formula used to calculate the Pay Element.

The drop-down list contains predefined formula codes built using the Formula Builder

Formula Pay Element Value: This field determines if the value of the Pay Element, used in formulas during calculations, considers the actual value of the Pay Element or the paid value of the Pay Element.

Input Currency: Specifies default input currency for the Pay Element.

Example: For Singapore, the default Input currency is SGD


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Payment: Specifies if the Pay Element should be paid to the employee or not, if the Pay Element is to

be paid to the employee select Yes, if not select No. Select Adjustment if the Pay Element is given as

an adjustment.

Reports Tab:

The ‘Reports’ tab enables the user to enter ‘Pay Element’ information related to reports, such as

whether the ‘Pay Element’ created will be displayed in the Pay slip, the Pay slip print description, etc.

In the ‘Reports’ tab of the Define Pay Elements screen:


• Click ‘Save’ to save the information.

• Upon clicking “Save” button the information entered on the ‘Reports’ tab is saved. The User is

redirected to the “Global” tab in which required details need to be entered.

Pay slip Status: Indicates if the Pay Element is displayed on the Pay slip.

Pay slip Print Description: Brief description of the Pay Element displayed on the Pay slip

Global Tab - This screen enables the user to define the Pay Element’s connection to a Statutory

Element, if any, such as:

• is the Pay Element connected to a Statutory Element

• is the Pay Element connect to an any Statutory Element Output

• is the Pay Element included in any computation and re-computation of the Statutory Element


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For example, Pay Elements like CPFER (Employer’s CPF contribution) and CPFEE (Employee’s CPF

contribution) are required to calculate the Statutory Element CPF. Therefore, in this screen the user

can connect these Pay Elements with the Statutory Element CPF.

Note: The global tab changes are done by the Operations team. These are mainly related to statutory

details and are available only for creation. Details once entered cannot be modified using the screen.

To add information in the ‘Global’ tab:


• Click ‘Save’ to save the information.

Step 7: Assign Pay Elements/ Attendance Type to Wage Code

Review Mapping of Pay Element with Wage Codes and define Attendance Type to Wage Code.

Various Pay Elements and Attendance Types are involved in calculating the value of a Statutory

Element.

For example, while calculating the Statutory Element, many Pay Elements and Attendance Types

like the basic salary, bonus, leave encashment, incentives, OT (Over Time), etc. will be required to

arrive at the final value of the amount.

To make the process of calculating the values of certain Statutory Elements much easier, the Pay

Elements and Attendance Types required during such calculations are mapped together to from a

‘Wage Code’. This mapping helps the system identify the Pay Elements and Attendance Types that

are required and are picked up during calculating the values of the Statutory Element.

The ‘Assign Pay Elements/Attendance Types to Wage Code’ screen enables the user to map the

different Pay Elements and Attendance Types to a Wage Code.

This screen is also used to define if the Pay Element and Attendance Type amount should be added

or deducted during such calculations and if the amount to be considered (for addition and deduction)

is a paid amount, arrear amount, or the actual amount.

To map the Pay Element and Attendance Types to Wage Code:


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Access the ‘Assign Pay Elements to Wage Code’ screen.

Pay Suite >> Assign Pay Element/Attendance Types to Wage Code.

• Select the applicable ‘Statutory Element Code’ from the drop-down list.

• Based on the ‘Statutory Element Code’ selected the applicable ‘Wage Codes’ are listed in the

‘Wage Code field’.

• Select the ‘Wage Code’ that needs to be mapped to the Pay Elements.

• All the Pay Elements and Attendance Types are displayed.

• Select the Pay Elements that need to be mapped to the Wage Code.

• Click ‘Add Row’ if a new ‘Pay Element’ or Attendance Type needs to be mapped to the Wage

Code.


Step 8: Define Attendance Types

The ‘Define Attendance Type’ screen enables the user to create and define different types of

attendance in an organization, such as OT (Over Time), LOP (Loss of Pay), Leave, etc.

To create an attendance type:

• Access the ‘Define Attendance Types’ screen.


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Pay Suite>> Define Attendance Types

• Select ‘New’ as the ‘Attendance Type’ from the drop-down list.

• Select the ‘Attendance Category’ or define a new one in the text box.

• Enter a brief description of the new Attendance Type in the ‘Description’ field.

• Select the vital information applicable to the new Attendance Type.

• Click ‘Submit’ to save the data.

Step 9: Assign Loss of Pay to the Pay Element

This screen enables user to provide inputs to the system as and when employee has not worked for a

particular period

To Access the ‘Assign Loss of Pay to the Pay Element Screen:

Pay Suite>> Assign LOP to the Pay Element

• Select the applicable ‘Pay Group’

• Select ‘Effective Period’

• Enable ‘Apply Mapping to all Pay Groups’, if needed

• Select ‘Copy from Pay Group’


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Step 10: Assign Arrear Pay Element

Review the Back Pay Components.

The arrear amount paid to an employee during a particular pay period is not shown as a separate entry

in the payslip, but clubbed with a Pay Element. If the arrear amount is to be reflected separately, then

it has to be mapped to an appropriate Pay Element.

The ‘Assign Arrear Pay Element’ screen enables the user to map the arrear amount to an appropriate

Pay Element.

The Pay Elements which can get arrears are termed as ‘Arrear Eligible Pay Elements’. ‘Arrear Value

Pay Elements’ are the Pay Elements which reflect the value of the arrear amount are a separate entry

in the payslip.

Example: If an employee has a $100 increase in his basic salary. This will be considered as arrears

and calculated during the payroll process. The $100 increase in his salary will not be reflected

separately in the payslip, but will be added on to the basic salary.

If ‘E001- Basic Salary’ is the ‘Arrear Eligible Pay Element’, using this screen this Pay Element can be

mapped to a ‘Arrear Value Pay Element’- E076-Special Allowance’, so in the employee’s payslip the

arrears in the basic salary will be shown as a separate Pay Element entry named ‘E076- Special

Allowance’ and the value will be shown as $ 100.

To map arrears to the Pay Element:

• Access the ‘Assign Arrear Pay Element’ screen. Pay Suite >> Assign Arrear Pay Element


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• Select the appropriate ‘Pay Group’ from the drop-down list.

The ‘Effective Period’ field is auto-populated with the appropriate effective period.

• Select the applicable ‘Arrear Value Pay Element’ for the ‘Arrear Eligible Pay Element’ from the

drop-down list.

• Click ‘Submit’, the ‘Arrear Value Pay Element’ is successfully mapped to the ‘Arrear Eligible

Pay Element’.


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5 Human Resource Suite

The Human Resource (HR) Suite in Epay stores the employee’s personal and professional details. The

personal details stored in the HR Suite include the employee’s name, address, contact numbers,

gender, race, and nationality. The professional details include the name of company, designation, job

title, and office Email Id to name a few.

The major components of the HR transactions are Creating Employee Master, modifying/updating the

information related to employee for the new employee.

The Human Resource Suite is defined at the global level and replicated to the country level and

company level.

The employee details are entered in the HR Suite when:

• A new employee joins the company.

• Information of an existing employee needs to be modified.

The Human Resource Suite has different screens in which the user maintains all the personal and professional details of an employee. The different screens are:

• Maintain Employee

• Employee Addresses

• Employee Dependent Details

• Employee Transfer Screen

• Employee Payment Criteria

• Previous Employer Details

Step 11: Human Resource Suite Updation Update all Employee related details such as employee’s name, address, contact numbers, gender, race, and nationality. The professional details include the name of company, designation, job title, and office email etc.


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5.1 Maintain Employee

Human Resource Suite >> Maintain Employee

This screen enables the user to set up the details of a new employee or modify the details of an existing

employee. The steps involved are:

• Entering Personal information

• Entering Job Status information

• Entering Dates information

• Entering Bank Details

• Entering Country Specific details

• Entering Client Specific details

• Entering Other Documents information

Country Specific Tab


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• Personal Tab: This screen captures employee basic details such as name, marital status,

gender, nationality and residential status.

• Job Status: This screen enables the user to enter details pertaining to employee’s Job

Status.

Type of Proration: Specifies the type of proration to be considered for the employee. The proration type determines the total number of working days in a particular month. This would be used as the denominator factor in the proration calculation.

Calendar Days – The total number of working days is the total number of days in the particular month.


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Fixed Days – The total number of working days in a month is a fixed value. This can differ from client to client.

Working Days – The number of working days in a week is specified here. During proration the system will arrive at the total number of days in the month after considering the value in the field ‘No. Of Working Days’.

• Dates: The ‘Dates’ tab enables the user to maintain the important dates pertaining to an

employee, such as Date of Joining, Date of Birth, and Resignation Date to name a few.

• Country Specific: This screen captures respective country specific information

• Bank Details: This screen enables the user to maintain the Bank details related to the

employee.


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• Client Specific: This screen contains client specific info

• Other Documents: This tab enables the client specific details to be maintained for the

employee. This tab has data of purely informational value and does not have any impact on

payroll.

5.2 Employee Addresses

‘Employee Addresses’ screen enables the user to enter the employee’s address and contact

information.

Human Resource Suite > Employee Addresses


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5.3 Employee Dependents Details

The ‘Create Employee Dependent’s Details’ screen enables the user to enter the details of the

employee’s dependents.

Note: A dependent is the member of the family who is dependent on the employee for financial support.

Human Resource Suite >> Employee Dependent’s Details

5.4 Employee Transfer Screen

To enter information in the Transfer Employee screen:


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Human Resource Suite >> Employee Transfer Screen

5.5 Employee Payment Criteria

This screen enables the user to set up the payment criteria for an employee, i.e. defines how an

employee is to be paid i.e. on a monthly basis, hourly basis or on a daily basis.


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To create or modify the employee’s payment criteria:

Human Resource Suite >> Employee Payment Criteria

5.6 Previous Employer Details

This screen captures employees previous work details.

Human Resource Suite> Previous Employer Details


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6 Formula Builder

Step 12: Create or customize formulae

Formula builder is a unique utility present in Epay, which is designed to create formulas needed for various calculations done in the application.

The process of creating formulas using the Formula Builder involves the following steps:

• Accessing the Formula Builder

• Creating a Variable

• Creating a Formula

Access the Formula Builder screen:

• Navigate to Pay Suite >> Formula Builder

Creating Variable:

Variables are components of a formula, eg. X=A+B. Here X, A, and B are called variables.

The user can create formulas, which are used in calculations during payroll processing. Before defining a formula the user has to create variables.


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To create a variable:

• Click ‘Variable’. The Variable Declaration screen is displayed.


• Click ‘Create Variable’

Note: All the variables created using this screen will be listed in the Variable drop down box on the Formula Builder screen. For a particular formula multiple Local variables can be used, but the Output variable, can be used only once.

• After creating a variable, close the ‘Variable Declaration’ window to access the ‘Formula Builder’ screen to create formulae

Creating a Formula:

After creating the required variables the user can proceed to create formulas as required. A formula can be built using Pay Elements, variables, functions, relational operators, logical operators, arithmetic operators and constructs from the drop-down list.

To create a formula:

• Build a formula using any of the Pay Elements, variables, functions, relational operators, logical operators, arithmetic operators and constructs that are provided in the drop-down list.

• Click ‘Verify’ to check if the formula is correct.

• Click ‘Name’ to specify a name to the formula.

• Click ‘Generate’ to complete the formula creation.


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Sample field values for the Real-case scenario:

To define the formula: OTamt = OBS/ 167.36 *OThours*150%, follow the steps shown below:

• Access the Formula Builder screen

• Click ‘Variable’. The ‘Variable Declaration’ screen is displayed.

• Enter Variable Type as “Output”, Data Type = “Numeric” and enter “otamt” in the Name field.

• Click ‘Create Variable’

• Close the ‘Variable Declaration’ window.

• Select ‘o_otamt’ from the Variables list

• ‘o_otamt’ is displayed in the ‘Formula Writing’ section

• Type the ‘=’ sign

• Type ‘/167.36 *’ in the ‘Formula Writing’ section

• Select ‘OThours’ from the ‘Elements’ list.

• Type ‘*150/100’ in the ‘Formula Writing’ section

• Add a semicolon ‘;’ at the end of the formula to show end of the line

• Click the ‘Verify’ button to validate if the formula is correct

• If the message displayed is “Your formula is correct”, proceed to saving the formula or correct the error that shows up on this screen

• Click Name and enter ‘OTamt’ in the ‘Formula Name’ field

• Click ‘Generate’ to save the formula

The required Formula is created and saved.


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Modify a Formula:

To modify a formula:

Click ‘Modify’ in the Formula Builder. The ‘Formula Name’ window is displayed.

• Select company for which the formula needs to be modified. o If the ‘Current Company’ radio button is selected, the field ‘Company Name’ will be

disabled. o If the ‘Other Company’ radio button is selected, the required company name can be

selected from the list provided in the ‘Company Name’ field.

• Select the formula that needs to be modified from the drop-down list in the ‘Formula Name’ field.

• Click ‘OK’

• The selected formula is displayed in the ‘Formula Writing Section’ in the Formula Builder.

• Click ‘Verify’ to check if the formula is correct.

• Click ‘Generate’ to complete the formula modification.

Note: Every line of formula written in the ‘Formula Writing Section’ ends with a semicolon ‘;’.

The ‘Generate’ button when clicked after building a formula triggers the following two activities:

• The new formula is inserted in the UTTB_FOR_DEFN table

• A new procedure is created using the name of the newly created formula. This procedure is visible in the Procedures list in the Client Database browser (also called as the Schema browser).

Example: If a new formula called TEST_DOC is created, the procedure created for this formula is named as FB_TEST_DOC.

Note: The name of the formula should be unique and should not match any existing formula