Manual For Shalarth 25384b
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Integrated Financial Management System, SHALARTH
Manual October 2012 Version 1.0
Notice © 2012 Tata Consultancy Services Limited This is a controlled document. Unauthorized access, copying, replication or Usage for a purpose other than for which it is intended, are prohibited. All trademarks that appear in the document have been used for identification Purposes only and belong to their respective companies.
Integrated Financial Management System, SHALARTH, Government ISU, 10th floor, Air India Building, Nariman Point, Mumbai-400 021
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Author
Mr. Sandip Anchgude Mr. Gurudatt Gurav 10 October 2012
Date of Creation Client Approval Stamp (Signature, Name & Designation) Client Approval Date
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Contents 1.
Introduction ........................................................................................................................................ 11 1.1
Features of Shalarth application ................................................................................................. 11
1.2
Environment................................................................................................................................ 11
2.
Getting Started.................................................................................................................................... 12 2.1
........................................................................................................................................... 12
2.2
Using the Interface...................................................................................................................... 15
2.3
Using Menus and Toolbars.......................................................................................................... 15
2.4
Log Out ........................................................................................................................................ 16
3.
Organization/Office Profile ................................................................................................................. 17 3.1
Organization/Office Information ................................................................................................ 17
3.2
Organization/Office..................................................................................................................... 18
3.3
Organization/Office Scheme ....................................................................................................... 19
3.4
Bill Group Maintenance .............................................................................................................. 20
3.6
Attach Employee to Bill Group .................................................................................................... 21
4.
Order Master ...................................................................................................................................... 23
5.
Entry of Post (Main Screen) ................................................................................................................ 25
6.
Add New Entry .................................................................................................................................... 26
7.
Renew Post Details ............................................................................................................................. 28
8.
Dep. Eligibility for Allowances and Deduction .................................................................................... 29
9.
Employee Configuration Form for Shalarth ........................................................................................ 30 New Employee Configuration Form for Shalarth .................................................................................... 30
10.
Employee Eligibility for Allowances & Deductions ......................................................................... 32
11.
Employee Information .................................................................................................................... 34
11.1
View Draft Salary......................................................................................................................... 34
11.2
Non Computational Dues/Deduction ......................................................................................... 36
11.3
Employee Loan Details ................................................................................................................ 37
11.3.1
Update/Edit Loan Details .................................................................................................... 37
11.3.2
Add New Loan ..................................................................................................................... 37
11.3.3
FA to group Employees ....................................................................................................... 39
11.4
Broken Period ............................................................................................................................. 40
Broken Period Pay ............................................................................................................................... 41
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11.5
Government Accommodation .................................................................................................... 42
11.6
Release of Annual Increment ...................................................................................................... 44
11.7
Non – Government Deductions .................................................................................................. 45
11.8
Employee Service End Date ........................................................................................................ 46
12.
DS Online Contribution ............................................................................................................... 48
12.1
DS Online Contribution ........................................................................................................... 48
12.2
View Rejected Contribution ........................................................................................................ 49
13.
ing/Relieving of Employee ........................................................................................................ 50
13.1
ing of Employee .................................................................................................................... 50
13.2
Relieving of Employee ................................................................................................................. 51
14.
Payroll Generation/View................................................................................................................. 52
14.1
Generate/Regenerate Pay Bill..................................................................................................... 52
14.2
View/Delete /Approve Bill .......................................................................................................... 53
15.
Changes ........................................................................................................................................... 54
15.1
Change GIS Details ...................................................................................................................... 54
15.2
Change Other Details .................................................................................................................. 55
15.3
Drafts of Changes ........................................................................................................................ 55
15.4
Change Pay/Office Details........................................................................................................... 56
16.
Reports ............................................................................................................................................ 58
16.1
All Reports ................................................................................................................................... 58
16.2
Page wise Abstract Report .......................................................................................................... 59
16.3
Pay bill ......................................................................................................................................... 59
16.4
Pay Slip ........................................................................................................................................ 60
16.5
Outer ........................................................................................................................................... 61
16.6
Loans and Advances .................................................................................................................... 61
16.6.1
Co – Op Hsg. Society ........................................................................................................... 61
16.6.2
Form B Consolidated ........................................................................................................... 62
16.6.3
GPF ...................................................................................................................................... 62
16.6.4
0049 Adv Interest ................................................................................................................ 63
16.6.5
7610 Advance Principle ....................................................................................................... 63
16.7
Others ......................................................................................................................................... 64
16.7.1
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Aquittance Roll .................................................................................................................... 64
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16.7.2
Bank Statement................................................................................................................... 64
16.7.3
Employee Details................................................................................................................. 65
16.7.4
Employee – Pay Item Mapping ........................................................................................... 65
16.7.5
Form XII ............................................................................................................................... 66
16.7.6
GIS ....................................................................................................................................... 67
16.7.7
GPF Abstract........................................................................................................................ 67
16.7.8
Group Wise Abstract ........................................................................................................... 68
16.7.9
HRR ...................................................................................................................................... 68
16.7.10
Income Tax ...................................................................................................................... 69
16.7.11
Profession Tax ................................................................................................................. 69
16.7.12
Change Statement........................................................................................................... 70
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Document Release Note Notice No. Customer: Government of Maharashtra Project: Integrated Financial Management System
Document Details Name Integrated Financial Management System – Shalarth
Version Number 1.0
Description This manual will help the to use the Shalarth application of the Integrated Financial Management System
Revision Details Action Taken (add/del/change)
Previous page number
New page number
Revision description
Change serial numbers covered: The documents or revised pages are subject to document control. Please keep them up-to-date using the release notices from the distributor of the document. These are confidential documents. Unauthorized access or copying is prohibited.
Approved by:
Authorized by:
Date:
Date:
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Document Revision List Customer: Government of Maharashtra Project: Integrated Financial Management System Document Name: Manual – Shalarth version 1.0 Release Notice Reference (For Release) Revision Number
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Revision Date
Revision Description
Page Number
Previous Page Number
8
Action Taken
Addenda/ New Page
Release Notice Reference
About This Document Purpose This manual has been written to help you understand and use the Shalarth application in the Integrated Financial Management System (IFMS). It presents the functional capabilities and operational details of Shalarth application, and contains the procedures that you should know for performing your business tasks using the Shalarth application of IFMS.
Intended Audience This manual is intended for the personnel in the Government of Maharashtra (GoM) and s of Shalarth.
Prerequisites To be able to use this document, you must have thorough knowledge of the requirements of the Shalarth application.
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List of Abbreviations Table 1: List of Abbreviations Abbreviations th
6 PC ATO Comp DAT DS HM FD GOM IFMS LoVs NAV NPS PFM PFRDA SHCIL SRKA TCS TO
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Expanded Forms th
6 Pay Commission Additional Treasury Officer Composite Fund Directorate of s and Treasuries Defined Contribution Pension Scheme Drawing and Disbursement Officer Finance Department Govt. of Maharashtra Integrated Financial Management System List Of Values Net Asset Value New Pension Scheme Pension Fund Manager Pension Fund Regulatory and Development Authority Stock Holding Corporation of India Limited State Record Keeping Agency Tata Consultancy Services Treasury Officer
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1. Introduction Shalarth is the application from which the salary for the Maharashtra Government employees will be processed. It integrates DS and it is proposed to integrate with Pension case preparation, GPF Class IV and Loans & Advances modules. This application will be used state wide by around 13000 s benefiting over 5 lack employees.
1.1 Features of Shalarth application The important features of the Shalarth application are as follows: 1) Flexibility of drawing salary of employees of an office covering various rules and regulations. 2) Single sign on using the employees id. 3) Strong policy. 4) Hierarchy based workflow built into the system. 5) Facility to include digital signatures in the application. 6) Would integrate with the other existing legacy systems of Government of Maharashtra (GOM). 7) Electronic payment of salary direct into the bank of an employee.
1.2 Environment This section describes the software environment required for Shalarth application:Table 2: Software environment required for Shalarth Operating System Database Server Software Other Software
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Linux RHEL 5.5 DB2 9.7.0 J Boss 6.1.0 SQL Developer 3.0
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2. Getting Started Access to the application is limited to authorized s. To use it, you must first log on to the IFMS application using your ID and . On logging in, the application allows you to start any of the application to which you have access rights.
2.1 To Log on to: In the dialog box, type your Name and , and click Submit.
NOTE: 1. The name for a particular HM will be the Shalarth ID/Employee code and default will be the employee Date of Birth (DOB) in DDMMYYYY format. In case the DOB is not found for that employee, then the default for that employee would be: 01019999. 2. Once logged in the system for the first time, the system will prompt the to change the . 3. Click Use Virtual Keyboard to enter your through the virtual keyboard as follows.
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4. Click ? if you and the following screen appears :
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Steps to change your :1. Enter you Name and the system will validate your name, if it is correct then it will auto populate the other fields as follows.
2. Enter the valid Date of Birth. 3. Enter the Secret Question and Secret Answer. 4. Click Reset to reset all the values entered. 5. Click Submit and the system will validate the values entered and on successful validation you will be reset to default .
NOTE: should meet the following criteria:1. Number of characters should be 8 to 16. 2. At least one special character is required. 3. At least one numeric character. 4. is required to be changed every 30 days. 5. While changing the please ensure that the new is not similar to the last three s.
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2.2 Using the Interface This section introduces you to the home screen of the application for all the s. Once the logs in, the home screen appears as follows:-
The home screen has a welcome note at the top left corner (that is. it has the Designation, Name and Treasury of the mentioned), the toolbar is at the top right corner, the IFMS logo in between, the last date and time in the right just below the logo and the menu bar in left.
2.3 Using Menus and Toolbars You can use menus and toolbars to access the pension payment functionalities The menu bar is placed just below the IFMS logo, to access the menu you just have to move your cursor with the help of the mouse for the following:Table 3: Menus and toolbars to access the pension payment Menu Name Work List Reports
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Allows you to… This menu will list all the task of the to perform This menu will list various daily/weekly/monthly reports which can be generated by the
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The following are the functions incorporated in the toolbar as follows:Table 4: Icons and description Icon
Icon Name Home
Description Takes you to the Home screen.
Help
You can search for topics in help section.
Setting
Various settings can be changed from here.
Change
can be changed from here.
Exits the application.
2.4 Log Out To log out from IFMS: On the home screen click to exit the application. Once you log out the IFMS application page appears.
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3. Organization/Office Profile 3.1 Organization/Office Information This functionality is used by Head Master assistant to add Organization/Office related information like Parent Department of HM, g Authority and Bank details of HM.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Information
Steps for creating HM information:– 1. Enter HM Name. 2. Select HM Designation. 3. Enter With Effect from Date. 4. Enter Tan No. of HM. 5. Enter ITO/Ward/Circle details of HM. 6. Select Bank of HM. 7. Select Branch Name of HM. 8. Enter Bank No. 9. Enter Remarks, if any. 10. Click Save to save HM information. 11. Click Back to go the previous page.
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3.2 Organization/Office This functionality is used by Head Master assistant to add Organization/Office initially as well as other sub offices for which the salary is drawn by HM office.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office
Already entered offices will be displayed in the table shown on the top of screen. Steps for creating HM Office:– 1. Enter Name of the Office. 2. Select HM Office Y/N. If it is a HM office select Y else select N. 3. Select State. System will auto populate value, default will be Maharashtra. 4. Select District. 5. Select Taluka. 6. Enter Town. 7. Enter Village. 8. Enter Address. 9. Enter Pin No. 10. Select Office City Class. 11. Enter Tel No (1). 12. Enter Tel No (2) Mobile. 13. Enter Fax No. 14. Enter Email address. 15. Select Tribal Area Y if office is located in Tribal area else select N. 16. Select Hilly Area Y if office is located in Hilly area else select N. 17. Select Naxalite Area Y if office is located in Naxalite area else select N. 18. Click Save to save Office details. 19. Click Back to go the previous page.
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3.3 Organization/Office Scheme This functionality is used by Head master assistant (HM_AST) to add Organization/Office Scheme(s) under which salary is drawn. If salary is drawn under more than once scheme, add the same using following steps.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Scheme
Already entered scheme for the HM will be displayed in the table. Steps to add scheme: 1. Enter Scheme Code (Enter first 4 digits of scheme code, all the schemes starting with those 4 digits will get displayed in drop down). 2. Select Scheme Name. 3. Click Add Schemes Button to add the scheme to HM. 4. Click Back to go the previous page.
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3.4 Bill Group Maintenance This functionality is used by Head master assistant (HM_AST) to create/update/delete bill groups. Already created bill groups will be displayed in the above grid. New bill group can be created by filling below form.
Navigation: Work list > Payroll > Organization/Office Profile > Bill Group Maintenance
Already generated bill groups for the HM will be displayed in the table:Steps for creating/updating Bill Group:1. Select Scheme Name and Code, Bill Group ID and Description will get auto populated. 2. Select Type of Post for Bill Group. 3. Select Group for Bill Group. 4. Click Save to generate/update bill group. 5. Click Delete to remove selected bill group. 6. Click Back to go the previous page.
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3.6 Attach Employee to Bill Group This functionality is used by Head master assistant (HM_AST) to attach/detach employee and post to bill group. With this functionality can shuffle employee/post between bill groups.
Navigation: Work list > Payroll > Organization/Office Profile > Attach Employee to Bill Group
Steps for attaching/detaching post to Bill Group:– 1. Select Bill Group from drop down. 2. Select Type of Attach Detach as Attach Detach Post. 3. Click Go button display list of post attached/not attached in the selected Bill group. 4. Select a post from table to attach/detach to the bill group. 5. Click Attach to attach particular post to bill group. 6. Click Detach to detach particular post to bill group.
NOTE: The table at the left of the screen displays all the posts which are in the common pool and the table at the right hand side displays all the posts which are attached to the particular bill group selected.
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Steps to attach/detach employee to a Bill Group:1. Select Bill Group from drop down. 2. Select Type of Attach Detach as Attach Detach Employee. 3. Click Go button display list of employees attached/not attached in the selected Bill group. 4. Select an employee from the table to attach/detach to the bill group. 5. Click Attach to attach particular employee to bill group. 6. Click Detach to detach particular employee to bill group.
NOTE: The table at the left of the screen displays all the employees which are in the common pool and the table at the right hand side displays all the employees which are attached to the particular bill group selected.
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4. Order Master This functionality will facilitate the Head Master to add GR into the system.
Navigation: Work list > Payroll > Master Screens > Order Master
Click on the Sanction Order Number to update the Order and the following screen will open as follows:
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Steps to Update the Order are as follows:1. Department, Sanction Order Number and Order Date will be displayed by default. 2. Enter the Order End Date. 3. Click Save and the Order will be updated will the values entered above. Click Add New Entry from the main screen of Order Master to add a new order. The following screen will open as follows:-
Steps to Add New Entry are as follows:1. Department will be displayed by default. 2. Enter Sanction Order No and Order Date. 3. Enter the Order End Date. 4. Click Add Attachment to add any required file. 5. Click Add and the GR will be added and displayed below in the table with the above mentioned values entered. Click Save.
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5. Entry of Post (Main Screen) This functionality is used by level 2 DDO for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post
1. The above screen reflects new posts already created. 2. Select the Designation and the Bill Group to search for a particular post in the particular bill group. Hyperlinks are provided at the headings – Employee Name, Designation, Bill Group Name. Click on the hyperlink to sort the list according to the heading.
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6. Add New Entry Click on Add New Entry for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post The following screen appears if Temporary is selected:-
Steps for creating a Temporary Post:1. Select Designation. 2. Select (New Entry /Renewal). 3. Select Designation. 4. Select Order Name. Order Date will get displayed automatically. 5. Select Office. 6. Select Bill Group. 7. Select sanctioned from Date of post. 8. Select End Date of post. 9. Enter number of posts to be created. 10. Enter Remarks. 11. Click Save to create new posts. 12. Click Reset to clear the data entered.
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The following screen appears when Permanent is selected:-
Steps for creating a Permanent Post:1. Select Designation. 2. Select Order Name. Order Date will get displayed automatically. 3. Select Office. 4. Select Bill Group. 5. Select Start Date of post. 6. Enter number of posts to be created. 7. Enter Remarks. 8. Click Save to create new posts. 9. Click Reset to clear the data entered.
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7. Renew Post Details Navigation: Work list > Payroll >Master Screen > Entry of Post Click on Renew Post Details and the following screen opens:-
Steps for Renew Post details: 1. Select the GR No. to be renewed. On selecting the GR order from the drop down, the date auto populates. Click Go and all the post for the order number selected will be displayed. 2. Select the posts which need to be renewed and select the New GR No. The New GR date auto populates. 3. Enter the Renewal End Date. 4. Click Save and the selected post will get renewed with respect to the Renewal Start Date mentioned.
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8. Dep. Eligibility for Allowances and Deduction This functionality is used by Head Master to set parameters for the allowances, deductions, loans & advances to a particular office. Only selected Components will be mapped with that particular HM and only those components will get reflected in HM assistant . has to also update with effect from date after any updating in component mapping.
Navigation: Work list > Payroll > Dep. Eligibility for Allowance and Deduction
Steps to set department eligibility for allowances and deduction:1. Select with effecting from date. 2. The can select the Department eligibility mapping of Allowance and Deductions on department level as well as employee level. 3. If the will select on department level mapping, the components will be mapped to the particular departments. If it is mapped with employee level, the components will be mapped only to the employees of that department. 4. Click Save and the parameters checked will apply to the office selected from the date entered above.
NOTE: The has to compulsorily update the With Effect from Date whenever he changes components mapping.
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9. Employee Configuration Form for Shalarth New Employee Configuration Form for Shalarth This functionality is used by Head Master assistant for adding any new employee as well as for those employees who are not in Shalarth application. Employee basic details, office details, bank details, GIS details, nominee details, photo / signature details etc. are captured in this form.
Navigation: Work list > Payroll > Employee Configuration Form > New Employee Configuration Form
Steps to fill the form: 1. System will ask – Does employee has a 20 digit pension number (DS Number). 2. Click on Yes if employee already has DS / Shalarth ID. 3. Click on No if employee doesn’t already have DS / Shalarth ID. 4. After clicking No, a form will appear, in which mandatory fields are required to be filled in compulsorily.
NOTE: Some critical points which need to be taken care: 1. Enter UID number. 2. If employee has applied for UID number but has not received the same, then enter his EID number. 3. While entering employee name, please Note that space must be provided between two names (name, father’s name, husband’s name, surname etc). 4. A facility has been provided for entering date of birth by which you can directly enter date without typing slashes. System will automatically reproduce slashes. For example, if dates of birth is 1st January, 1980 – then enter 01011980, system will reproduce it as 01/01/1980 (Such facility is available for all date fields).
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5. Enter nominee details and fill in required percentage of share to be assigned to particular nominee. You may add more than 1 nominee, but total of all shares assigned must be 100%. 6. Attach photo/signature file by browsing it on your computer. 7. The form can be saved as draft if it is not complete. 8. Duly filled form must be forwarded to HM who will it.
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10.
Employee Eligibility for Allowances & Deductions
This screen is used by Head Master assistant to map dues/deductions to employee.
Navigation: Work list > Payroll > Employee Eligibility for Allowances & Deductions 1. HM can select/deselect the dues/deductions for a particular employee. 2. Only those dues/deductions will be reflected in employee’s pay slips which are selected in this screen. 3. Following screen will appear on clicking Employee Component Mapping.
Steps for selecting/deselecting dues/deductions:1. Click on employee name from list to see dues/deductions mapped. 2. If you want to search the employee, Shalarth ID/Name of employee and Click on Search. 3. Click on employee searched to see dues/deductions mapped. 4. Following screen will get appeared after clicking on employee name:
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5. Select/deselect the dues/deductions by clicking in check boxes. 6. Enter date from which the change should be effective (You can enter date as MMDDYYYY directly. System will automatically take it as MM/DD/YYYY). 7. Enter remarks, if any. 8. Click on Save to save the details. 9. Click on Reset to uncheck all dues/deductions.
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11.
Employee Information
11.1
View Draft Salary
This functionality is used to see dues / deductions for an employee for previous month and current month.
Navigation: Work list > Payroll > Employee Information > View Draft Salary
1. Above screen reflects list of employees under particular HM. Select employee from the work list to view Salary detail OR Search the employee by entering employee name. 2. After selecting employee following screen will get appeared.
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3. Click on Close to close the details.
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11.2
Non Computational Dues/Deduction
This functionality is used for giving Non-Computational Dues/Deductions to employee.
Navigation: Work list > Payroll > Employee Information > Non-Computational Dues/Deductions
Steps for giving Non-Computational Dues/Deductions:1. Select Type of component. 2. Select Pay-item. 3. Select Bill Group. 4. Select Employee by Designation OR Select All Designations. 5. Enter Amount (in case applicable to many employees). 6. Select all option to select all employees. 7. Click Save to save the details. 8. Click Close to go to the main menu.
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11.3
Employee Loan Details
This functionality is used for giving loan to employee. Loan related details like loan name, loan date, and number and so on will be captured.
Navigation: Work list > Payroll > Employee Information > Employee Loan Details 1. Click on Employee Loan Details and the following screen appears:
2. The above screen reflects loan already given to employee. 3. Select employee from the list to edit loan details OR search employee by entering his name. 4. Click on Add New Entry for giving new loan to employee. 11.3.1 Update/Edit Loan Details On selecting employee from the list, following screen will appear: Steps for updating loan details:1. Click on Multiple Installment Recovery if more than one installment is to be recovered. 2. To change the last recovered installment enters the installment number in the box. 3. Select Pause, if you want to pause the loan for some period. 4. Select Active Status of Loan Yes if loan is to be made active again. 5. Select Active Status of Loan No if you wish to delete the loan forever. 6. Click Save to save the details. 7. Click Close to go back. 8. Click Reset to clear the details. 11.3.2 Add New Loan 1. Click Add New Entry and the following screen appear.
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2. After searching particular employee, you can add loan details of employee like loan name, loan Date, number etc. Steps to add new loan:1. Select Name of Loan to be given to employee. 2. Select Loan Date. 3. Enter Number. 4. Enter Sanction Order No. 5. Select Sanction Order Date. 6. Enter Principal Amount of the loan in INR. 7. Enter Principal Installment No. 8. Enter Principal EMI Amount in INR. 9. Enter Principal Recovered Amount in INR. 10. Enter Principal Recovered Installments. 11. Enter Interest Amount of the loan in INR. 12. Enter Interest Installment No. 13. Enter Interest EMI Amount in INR. 14. Enter Interest Recovered Amount in INR. 15. Enter Interest Recovered Installments. 16. Enter Odd Installment No. 17. Enter Odd Installment Amount. 18. Enter Voucher No. 19. Select Voucher Date. 20. Click Add to insert value in table. 21. Select Delete to remove inserted record from table. 22. Click Save to save the details entered. 23. Click Close to go the main menu. 24. Click Reset to clear the data entered.
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11.3.3 FA to group Employees Steps to add FA to group of employees:1. Click FA to group of employees and the following screen opens.
2. Select Bill No. and Loan Name for which the loan has been given to the employees. 3. Employees will be auto generated in the text box based on the Bill No. selected. The can select all the employees by clicking >> or > to select employees one by one. The selected employees will appear in the box on the right hand side. 4. Enter the Loan Start Date. 5. Enter No of the subscriber on which the loan amount has been credited. 6. Enter Principal Amount (Rs.) 7. Enter Principal Installment No. 8. Enter Principal EMI Amount (Rs.) 9. Enter Principal Recovered Amount (Rs.) 10. Enter Principal Recovered Installments. 11. Enter Sanctioned Order Number. 12. Enter Sanctioned Order Date. 13. Enter Voucher Number. 14. Enter Voucher Date. 15. Enter Odd Installment Number. 16. Enter Odd Installment Amount. 17. Click Add and the list of employees selected above will be displayed below in the table. 18. Click Save.
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11.4
Broken Period
This functionality is used for entering salary details for employee who is absent from office for any reason.
Navigation: Work list > Payroll > Employee Information > Broken Period
1. Enter Employee Name in the search with name text box for which broken period details need to be entered. 2. Select Pay Year. 3. Select Pay Month. 4. Click Search Button. On click of search button following screen will be displayed.
1. 2. 3. 4. 5.
Employee Name will get displayed automatically. Employee ID will get displayed automatically. Employee Designation will get displayed automatically. Employee's office Name will get displayed automatically. G.P.F No / DS No will get displayed automatically.
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Broken Period Pay 1. Select From Date. 2. Select To Date. No. of Days will get displayed automatically. 3. Enter Basic Pay. 4. Enter HRA. 5. Enter DA. 6. Enter TA. 7. Enter CLA-5thPay. 8. Enter PT. 9. Enter GPF_GRP_ABC. 10. Enter GIS. Net Pay will get displayed automatically. 11. Enter Reason of Broken Period. 12. Enter Remarks (if any). 13. Click Delete to delete Row. 14. Click Add to add new row. 15. Click saves to save Broken Period Detail.
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11.5
Government Accommodation
This functionality will be used for capturing Rent Details and Vacate Quarter Details of Government Accommodation/Quarter.
Navigation: Work list > Payroll > Employee Information > Government Accommodation
1. The above screen reflects list of employee who have already taken Government Accommodation. 2. Select employee from the work list to edit quarter details OR search employee by entering name. 3. Following screen will get displayed if no quarter details are added for the selected employee. 4. Click on Add New Entry for entering quarter details of employee. 5. Following screen will get opened on selecting employee from the list.
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After searching particular employee, can add Government Accommodation for that particular employee. Steps for Adding/ Vacating a Quarter:1. Select Type of Government Accommodation (Rented / Rent Free). 2. Select Quarter Allotted to (Self / Spouse, Relative or Others). 3. Select Quarter Type. 4. Enter Rent in INR. 5. Enter Service Charges in INR. 6. Enter Garage/Other Charges in INR. 7. Select Check Box if Quarter is to be vacated. 8. Enter Vacating Letter Number. 9. Select Vacated Date. 10. Enter/Select Quarter Address. 11. Click Save to end service of selected employee. 12. Click Close to go to the main menu. 13. Click Reset to clear the data entered.
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11.6
Release of Annual Increment
Navigation: Work list > Payroll > Employee Information > Release of Annual Increment
Steps to Add Annual Increment:1. Click Add New Order button. 2. On click of the button two fields Increment Certificate Number and Order Date will be displayed. 3. Enter values for these two fields and Click go button. 4. List of Employees Due for increment will be displayed on left side of the list. 5. Select checkbox of the particular Employee and Click Add to list Button. 6. Details of that selected employee will be displayed in List of Employees Release for Increment list. In this list, basic salary will be salary after increment. 7. With Effective date would be by default 1 of July, which can be changed by entering remarks. 8. Enter Remarks. 9. Click on save button to save the record. 10. Details of that employee will be displayed in above list. 11. Click on Order button to Order and make the increment effective. 12. Click on Print Report to get the report of that employee.
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11.7
Non – Government Deductions
This functionality is used for entering Non Government Deductions for the employee.
Navigation: Work list > Payroll > Employee Information > Non Government 1. This screen reflects list of employees who have already taken Non-Government loans that is loans from institutions other than Government. 2. To view non govt. deductions for particular employee, enter the name of employee and Click on Search. 3. Click on View All to view all the non govt. deductions for all employees in the office. 4. To view non govt. deductions for a particular period, Select From and to date and Click on Search. 5. After searching particular employee, can add Non-Government details for that particular employee.
Steps for adding Non- Government Deductions: 1. Select Type of Non-Government Deduction. 2. Enter Amount to set the amount to be deducted from the A/C of the particular employee as a particular non-government deduction. 3. Select Start Date to set the starting date of the deduction. 4. Select End Date to set the ending date of the deduction. 5. Click Add to add the entered details into table. 6. Click Save to save the Non Govt. details entered. 7. Click Close to go to the previous page. 8. Click Reset to clear the data entered.
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11.8
Employee Service End Date
This functionality is used for ending employee Service in case of employee’s retirement, dismissals, voluntary retirement, resignation, death, etc.
Navigation: Work list > Payroll > Employee Information > Employee Service End Date
1. The above screen reflects list of employees under particular HM. 2. Select employee from the work list to enter End of Service details or Search employee by Name. 3. After selecting employee following screen will appear:-
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Steps for ending service of employee: 1. Select Date of End of Service. 2. Select Reason for End Service. 3. Select Eligible for Pension. 4. Select Eligible for Gratuity. 5. Enter Order/Ref. Letter No. 6. Select Date of Order/Ref. Letter No. Enter Remarks. 7. Click Save to end service of selected employee. 8. Click Close to go the main menu. 9. Click Reset to clear the data entered.
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12.
DS Online Contribution
12.1
DS Online Contribution
This functionality is used for capturing the DS contribution.
Navigation: Work list > DS > DS Contribution > Online Contribution Entry
Steps for online DS Contribution:1. Select Bill Group, Pay Month, Year. 2. The eligible DS employees in that bill group will automatically be displayed, with their current Basic, DA and regular monthly contribution. 3. From and to date can be changed in case the employee’s contribution does not have to be deducted for the complete month. For transfer or promotion cases, please enter the period as entered in broken period pay screen. 4. Also in case an Employee’s contribution is not to be paid for that month, that particular employee can be deleted. 5. For employees whose Delayed, DA and Pay Arrears contribution has to be deducted, the add button next for that employee has to be clicked, immediately a row will be added at the bottom of the list with delayed as the default payment type. In case of DA/PA, the payment type drop down has to be selected and changed as required. 6. For delayed, DA and PA, the basic, DA and contribution amounts would have to be explicitly entered. 7. On completing the process the contributions can be forwarded to the HM for approval. 8. The HM will then with his credentials and then Approve/Reject the contribution.
NOTE: Unless the contribution for a particular bill group is not approved by the HM, the payroll for that bill group cannot be generated.
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12.2
View Rejected Contribution
In case if any contributions are rejected by HM or Treasury, HM Assistant can check those rejected contributions from here.
Navigation: Work list > DS > DS Contribution > View Rejected Contributions
Steps to View Rejected Contribution: 1. By default the Treasury Name and HM Name will be auto generated and displayed. 2. Select the Bill Group for which the reject contributions need to be viewed. 3. By default the Scheme description will be auto generated and displayed. 4. Pay Month and Pay Year will be the current system date shown, select if it has to be viewed for other Month and Year. 5. Click on Go and the list of all the DS employees for the contributions rejected will be displayed below in the table. 6. Click forward to forward it to HM for verification.
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13.
ing/Relieving of Employee
This functionality is used by HM to transfer one HM to another.
13.1
ing of Employee
Navigation: Work list > Payroll > ing/Relieving of Employee > Selection of Employee
Steps for ing of Employee: 1. Enter the Shalarth ID or Employee Name. 2. Click Search and the list of employee will be shown in the table below. 3. Enter the Date of ing. 4. Select the Office and Post, the Bill Group and GR. Order will be auto generated. 5. Click Select Employee and the employee selected will be transferred to the selected post and office from the Date of Selection. 6. LPC report will be generated at this level.
NOTE: The employee will be selected from the common pool; the has to search the employee either by entering the Shalarth ID or Employee name.
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13.2
Relieving of Employee
Navigation: Work list > Payroll > ing/Relieving of Employee > Relieving of Employee
Steps for relieving of Employee: 1. Enter the Shalarth ID or Employee Name. 2. Click on Search or else click Display All and the list of employee will be displayed. 3. Select the employee which needs to be deselected and enter the Date of Deselect ion. 4. Select the Reason for Deselect ion and enter the Remarks/Deputation Location. 5. Click Deselect Employee and the employee will be deselected from the attached post under HM and will appear in the common pool. 6. LPC report will have to be attached by the .
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14.
Payroll Generation/View
14.1
Generate/Regenerate Pay Bill
This functionality is used to generate/regenerate pay bill. Pay bill can be generated bill group wise.
Navigation: Work list > Payroll > Payroll Generation/View > Generate/Regenerate Pay Bill
Steps for generating Pay bill:1. Select Year of pay. 2. Select Month of pay. 3. Select Bill No/ Bill Group name. 4. Select Bill Type. On selecting Bill No, respective Scheme Name and Codes will get auto populated. 5. Click Generate to generate the draft pay bill. 6. Click Close to go the previous page. 7. Click Reset to clear the data entered.
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14.2
View/Delete /Approve Bill
This functionality is used to delete/approve the generated Bill.
Navigation: Work list > Payroll > Payroll Generation/View > Delete Bill
Steps for delete bill:1. Select Month and Year to view the list of Pay Bills generated in the selected year. 2. Bill id, Bill Description, Scheme Code, Scheme Name, Bill Gross Amount, Net Amount and Status will get displayed in the list. 3. To delete the bill for particular month/year. First select particular month/year and then select check box and Click Discard. 4. To lock the bill select the bill and click on Approve. Then enter voucher number and date got from Treasury (Please do this carefully as once bill is approved, it can’t be deleted and cannot be edited).
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15.
Changes
15.1
Change GIS Details
This functionality will be used to change GIS of particular employee.
Navigation: Work list > Payroll > Changes > Change GIS Details
1. Enter name of the employee in Search Employee for whom GIS needs to be changed. 2. Current GIS details of selected employee will be displayed in read-only mode. 3. Enter Revised GIS details along with ing Order/Ref. Letter Details and Remarks and Click the save button. Steps for Changing GIS details:1. Select Revised GIS Applicable. 2. Select Revised GIS Group. 3. Select hip Date in Revised Group. 4. Select Order/Ref. Letter No. 5. Enter Remarks. 6. Click Save to change the GIS details as entered. 7. Click Close to go the main menu. 8. Click Reset to clear the data entered.
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15.2
Change Other Details
This functionality is used to change details such as Personal details, other details, Nominee details, Photo and Signature details etc.
Navigation: Work list > Payroll > Changes > Change other Details
1. Select Changes. 2. Select Designation. 3. Click Go and the list of employees will be shown, click on the hyperlink of the Name of the employees whose details needs to be changed.
15.3
Drafts of Changes
This functionality will help to view drafts.
Navigation: Work list > Payroll > Changes > Drafts of Changes
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1. Select the Designation and click GO. The list of employees will be shown in the table below. 2. Click on the name of the employee and the form opens.
15.4
Change Pay/Office Details
This functionality will facilitate to change office details of an employee.
Navigation: Work list > Payroll > Changes > Change Pay/Office Details
1. Enter Shalarth ID or the Employee Name. 2. Click Search and the employee details will be shown in the window as follows in a new window:
3. Click on the employee name hyperlink and the required changes can be made. 4. The can change the office details of the employee only when parent field department would be changed by the System .
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5. To change Pay related details of the employee such as Pay in pay band, grade pay, basic pay, designation, post of the employee, can change the details as required.
NOTE: The Authority Letter No. and date are mandatory for any change. Once changed, the HM has to approve the same.
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16.
Reports
16.1
All Reports
This functionality is given to HM Assistant to print all kind of reports.
Navigation: Reports > Payroll > All Reports
1. By default the Month and Year will be the current month and year. 2. Select the bill group from the Bill Description and click Show Reports. Following screen will appear as follows:
3. Select the Report hyperlink and the report will open in a new window.
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16.2
Page wise Abstract Report
This functionality is used to generate page wise abstract report. This report will give a bifurcation of the Inner pay bill and will give the summation of the total emolument and recoveries component on page wise basis.
Navigation: Reports > Payroll > Page wise Abstract Report Following screen will get open on clicking Page wise Abstract Report:-
Steps to view Page wise Abstract Report:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered.
16.3
Pay bill
This functionality is used to generate Inner of the monthly pay bill.
Navigation: Reports > Payroll > Pay bill Following screen will get open on clicking Pay bill Report:-
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Steps to view pay bill:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered.
16.4
Pay Slip
This functionality is used to generate Pay slip.
Navigation: Reports > Payroll > Report > Page wise Abstract Report
Steps to view pay slip:1. Select Month for which pay slip to be generated. 2. Select Year for which pay slip to be generated. 3. Select Bill No. (Name of the Bill group for which pay slip to be generated). 4. Click Generate Report button to generate the report.
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16.5
Outer
This functionality is used to generate Outer report of the pay bill.
Navigation: Reports > Payroll > Outer
Steps to view outer report:1. Select Bill No. (Name of the Bill group for which Outer to be generated). 2. Select Month for which Outer to be generated. 3. Select Year for which Outer to be generated. 4. Click View button to generate the report. 5. Click Back to go to main menu.
16.6
Loans and Advances
Use this option to generate schedules relating to Loans and Advances like – Co – Op Hsg. Society, Form B Consolidated etc. 16.6.1 Co – Op Hsg. Society Following screen will get appeared after clicking Co – Op Hsg. Society.
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Steps to view loan for Co-Op Hsg. Society:1. Select Month. 2. Select Year. 3. Select Bill Number. 4. Select type of pay bill. 5. Click on Generate Report. 6. Click on Reset to clear the data entered. 16.6.2 Form B Consolidated
Following screen will get appeared after clicking Form B Consolidated.
Steps to view Form B Consolidated:1. Select Month and Year. 2. Select Bill Number. 3. Select type of form – FA/TA/PA. 4. Click on Generate Report. 5. Click on Reset to clear the data entered. 16.6.3 GPF Following screen will get appeared after clicking GPF.
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Steps to view GPF: 1. Select Month and Year. 2. Select Class Type – Class IV or Other than Class IV. 3. Select Bill Number. 4. Select GPF Series. 5. Click on Generate Report. 6. Click on Reset to clear the data entered. 16.6.4 0049 Adv Interest Following screen will get appeared after clicking 0049 Adv Interest & MTR.
Steps to view 0049 Advance Interest & MTR:1. Select Month and Year. 2. Select Bill Number. 3. Select Type of Loan – HBA / MCA / FA etc. as the case may be. 4. Click on Generate Report. 5. Click on Reset to clear the data entered. 16.6.5 7610 Advance Principle Following screen will get appeared after clicking 7610 Advance Principal.
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Steps to view 7610 Advance Principal:1. Select Month and year. 2. Select Bill Number. 3. Select Type of Loan – Computer Advance / HBA Land etc. as the case may be. 4. Click on Generate Report. 5. Click on Reset to clear the data entered.
16.7
Others
16.7.1 Aquittance Roll Following screen will get appeared after clicking Aquittance Roll.
Steps to view aquittance roll:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered. 16.7.2 Bank Statement Following screen will get appeared after clicking Bank Statement.
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Steps to view bank statement:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Group (For Example – A, B, BnGz etc.). 6. Select Designation. 7. Click Generate Report button to generate the report. 8. Click Reset to clear the data entered. 16.7.3 Employee Details Following screen will get appeared after clicking Employee Details.
Steps to view employee details:1. Select Department (By default system will display HM Department). 2. Select Employee Name. 3. Select Month. 4. Select Year (By default system will display current year). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.4 Employee – Pay Item Mapping Following screen will get appeared after clicking Employee – Pay Item Mapping.
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Steps to view Employee- Pay Item Mapping:1. Select Department (By default system will display HM Department. 2. Select Employee Name. 3. Select Month. 4. Select Year (By default system will display current year). 5. Select Bill No. (Name of the Bill group for which report to be generated). 6. Select columns to be displayed in the report. 7. Click Select All if all columns need to be selected. 8. Click Clear All to clear the selection made. 9. Click Generate Report button to generate the report. 10. Click Reset to clear the data entered. 16.7.5 Form XII Following screen will get appeared after clicking Form XII.
Steps to view form XII:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.6 GIS Following screen will get appeared after clicking GIS.
Steps to view GIS report:1. Select Bill Number (By default system will display HM Department). 2. Select Month. 3. Select Year. 4. Select GIS Type. 5. Click on View to view report. 6. Click on Back to go to back screen. 16.7.7 GPF Abstract Following screen will get appeared after clicking GPF Abstract.
Steps to view GPF abstract:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.8 Group Wise Abstract Following screen will get appeared after clicking Group Wise Abstract.
Steps to view group wise abstract:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.9 HRR Following screen will get appeared after clicking HRR.
Steps to view HRR:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.10 Income Tax Following screen will get appeared after clicking Income Tax.
Steps to view income tax:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.11 Profession Tax Following screen will get appeared after clicking Profession Tax.
Steps to view profession tax:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.12 Change Statement Following screen will get appeared after clicking Change Statement.
Steps:1. 2. 3. 4. 5. 6.
Select Department (By default system will display HM Department). Select Month (By default system will display current month). Select Year (By default system will display current year). Select Bill No. (Name of the Bill group for which report to be generated). Click Generate Report button to generate the report. Click Reset to clear the data entered.
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Manual October 2012 Version 1.0
Notice © 2012 Tata Consultancy Services Limited This is a controlled document. Unauthorized access, copying, replication or Usage for a purpose other than for which it is intended, are prohibited. All trademarks that appear in the document have been used for identification Purposes only and belong to their respective companies.
Integrated Financial Management System, SHALARTH, Government ISU, 10th floor, Air India Building, Nariman Point, Mumbai-400 021
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Author
Mr. Sandip Anchgude Mr. Gurudatt Gurav 10 October 2012
Date of Creation Client Approval Stamp (Signature, Name & Designation) Client Approval Date
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Contents 1.
Introduction ........................................................................................................................................ 11 1.1
Features of Shalarth application ................................................................................................. 11
1.2
Environment................................................................................................................................ 11
2.
Getting Started.................................................................................................................................... 12 2.1
........................................................................................................................................... 12
2.2
Using the Interface...................................................................................................................... 15
2.3
Using Menus and Toolbars.......................................................................................................... 15
2.4
Log Out ........................................................................................................................................ 16
3.
Organization/Office Profile ................................................................................................................. 17 3.1
Organization/Office Information ................................................................................................ 17
3.2
Organization/Office..................................................................................................................... 18
3.3
Organization/Office Scheme ....................................................................................................... 19
3.4
Bill Group Maintenance .............................................................................................................. 20
3.6
Attach Employee to Bill Group .................................................................................................... 21
4.
Order Master ...................................................................................................................................... 23
5.
Entry of Post (Main Screen) ................................................................................................................ 25
6.
Add New Entry .................................................................................................................................... 26
7.
Renew Post Details ............................................................................................................................. 28
8.
Dep. Eligibility for Allowances and Deduction .................................................................................... 29
9.
Employee Configuration Form for Shalarth ........................................................................................ 30 New Employee Configuration Form for Shalarth .................................................................................... 30
10.
Employee Eligibility for Allowances & Deductions ......................................................................... 32
11.
Employee Information .................................................................................................................... 34
11.1
View Draft Salary......................................................................................................................... 34
11.2
Non Computational Dues/Deduction ......................................................................................... 36
11.3
Employee Loan Details ................................................................................................................ 37
11.3.1
Update/Edit Loan Details .................................................................................................... 37
11.3.2
Add New Loan ..................................................................................................................... 37
11.3.3
FA to group Employees ....................................................................................................... 39
11.4
Broken Period ............................................................................................................................. 40
Broken Period Pay ............................................................................................................................... 41
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11.5
Government Accommodation .................................................................................................... 42
11.6
Release of Annual Increment ...................................................................................................... 44
11.7
Non – Government Deductions .................................................................................................. 45
11.8
Employee Service End Date ........................................................................................................ 46
12.
DS Online Contribution ............................................................................................................... 48
12.1
DS Online Contribution ........................................................................................................... 48
12.2
View Rejected Contribution ........................................................................................................ 49
13.
ing/Relieving of Employee ........................................................................................................ 50
13.1
ing of Employee .................................................................................................................... 50
13.2
Relieving of Employee ................................................................................................................. 51
14.
Payroll Generation/View................................................................................................................. 52
14.1
Generate/Regenerate Pay Bill..................................................................................................... 52
14.2
View/Delete /Approve Bill .......................................................................................................... 53
15.
Changes ........................................................................................................................................... 54
15.1
Change GIS Details ...................................................................................................................... 54
15.2
Change Other Details .................................................................................................................. 55
15.3
Drafts of Changes ........................................................................................................................ 55
15.4
Change Pay/Office Details........................................................................................................... 56
16.
Reports ............................................................................................................................................ 58
16.1
All Reports ................................................................................................................................... 58
16.2
Page wise Abstract Report .......................................................................................................... 59
16.3
Pay bill ......................................................................................................................................... 59
16.4
Pay Slip ........................................................................................................................................ 60
16.5
Outer ........................................................................................................................................... 61
16.6
Loans and Advances .................................................................................................................... 61
16.6.1
Co – Op Hsg. Society ........................................................................................................... 61
16.6.2
Form B Consolidated ........................................................................................................... 62
16.6.3
GPF ...................................................................................................................................... 62
16.6.4
0049 Adv Interest ................................................................................................................ 63
16.6.5
7610 Advance Principle ....................................................................................................... 63
16.7
Others ......................................................................................................................................... 64
16.7.1
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5
16.7.2
Bank Statement................................................................................................................... 64
16.7.3
Employee Details................................................................................................................. 65
16.7.4
Employee – Pay Item Mapping ........................................................................................... 65
16.7.5
Form XII ............................................................................................................................... 66
16.7.6
GIS ....................................................................................................................................... 67
16.7.7
GPF Abstract........................................................................................................................ 67
16.7.8
Group Wise Abstract ........................................................................................................... 68
16.7.9
HRR ...................................................................................................................................... 68
16.7.10
Income Tax ...................................................................................................................... 69
16.7.11
Profession Tax ................................................................................................................. 69
16.7.12
Change Statement........................................................................................................... 70
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Document Release Note Notice No. Customer: Government of Maharashtra Project: Integrated Financial Management System
Document Details Name Integrated Financial Management System – Shalarth
Version Number 1.0
Description This manual will help the to use the Shalarth application of the Integrated Financial Management System
Revision Details Action Taken (add/del/change)
Previous page number
New page number
Revision description
Change serial numbers covered: The documents or revised pages are subject to document control. Please keep them up-to-date using the release notices from the distributor of the document. These are confidential documents. Unauthorized access or copying is prohibited.
Approved by:
Authorized by:
Date:
Date:
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Document Revision List Customer: Government of Maharashtra Project: Integrated Financial Management System Document Name: Manual – Shalarth version 1.0 Release Notice Reference (For Release) Revision Number
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Revision Date
Revision Description
Page Number
Previous Page Number
8
Action Taken
Addenda/ New Page
Release Notice Reference
About This Document Purpose This manual has been written to help you understand and use the Shalarth application in the Integrated Financial Management System (IFMS). It presents the functional capabilities and operational details of Shalarth application, and contains the procedures that you should know for performing your business tasks using the Shalarth application of IFMS.
Intended Audience This manual is intended for the personnel in the Government of Maharashtra (GoM) and s of Shalarth.
Prerequisites To be able to use this document, you must have thorough knowledge of the requirements of the Shalarth application.
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List of Abbreviations Table 1: List of Abbreviations Abbreviations th
6 PC ATO Comp DAT DS HM FD GOM IFMS LoVs NAV NPS PFM PFRDA SHCIL SRKA TCS TO
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Expanded Forms th
6 Pay Commission Additional Treasury Officer Composite Fund Directorate of s and Treasuries Defined Contribution Pension Scheme Drawing and Disbursement Officer Finance Department Govt. of Maharashtra Integrated Financial Management System List Of Values Net Asset Value New Pension Scheme Pension Fund Manager Pension Fund Regulatory and Development Authority Stock Holding Corporation of India Limited State Record Keeping Agency Tata Consultancy Services Treasury Officer
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1. Introduction Shalarth is the application from which the salary for the Maharashtra Government employees will be processed. It integrates DS and it is proposed to integrate with Pension case preparation, GPF Class IV and Loans & Advances modules. This application will be used state wide by around 13000 s benefiting over 5 lack employees.
1.1 Features of Shalarth application The important features of the Shalarth application are as follows: 1) Flexibility of drawing salary of employees of an office covering various rules and regulations. 2) Single sign on using the employees id. 3) Strong policy. 4) Hierarchy based workflow built into the system. 5) Facility to include digital signatures in the application. 6) Would integrate with the other existing legacy systems of Government of Maharashtra (GOM). 7) Electronic payment of salary direct into the bank of an employee.
1.2 Environment This section describes the software environment required for Shalarth application:Table 2: Software environment required for Shalarth Operating System Database Server Software Other Software
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2. Getting Started Access to the application is limited to authorized s. To use it, you must first log on to the IFMS application using your ID and . On logging in, the application allows you to start any of the application to which you have access rights.
2.1 To Log on to: In the dialog box, type your Name and , and click Submit.
NOTE: 1. The name for a particular HM will be the Shalarth ID/Employee code and default will be the employee Date of Birth (DOB) in DDMMYYYY format. In case the DOB is not found for that employee, then the default for that employee would be: 01019999. 2. Once logged in the system for the first time, the system will prompt the to change the . 3. Click Use Virtual Keyboard to enter your through the virtual keyboard as follows.
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4. Click ? if you and the following screen appears :
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Steps to change your :1. Enter you Name and the system will validate your name, if it is correct then it will auto populate the other fields as follows.
2. Enter the valid Date of Birth. 3. Enter the Secret Question and Secret Answer. 4. Click Reset to reset all the values entered. 5. Click Submit and the system will validate the values entered and on successful validation you will be reset to default .
NOTE: should meet the following criteria:1. Number of characters should be 8 to 16. 2. At least one special character is required. 3. At least one numeric character. 4. is required to be changed every 30 days. 5. While changing the please ensure that the new is not similar to the last three s.
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2.2 Using the Interface This section introduces you to the home screen of the application for all the s. Once the logs in, the home screen appears as follows:-
The home screen has a welcome note at the top left corner (that is. it has the Designation, Name and Treasury of the mentioned), the toolbar is at the top right corner, the IFMS logo in between, the last date and time in the right just below the logo and the menu bar in left.
2.3 Using Menus and Toolbars You can use menus and toolbars to access the pension payment functionalities The menu bar is placed just below the IFMS logo, to access the menu you just have to move your cursor with the help of the mouse for the following:Table 3: Menus and toolbars to access the pension payment Menu Name Work List Reports
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Allows you to… This menu will list all the task of the to perform This menu will list various daily/weekly/monthly reports which can be generated by the
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The following are the functions incorporated in the toolbar as follows:Table 4: Icons and description Icon
Icon Name Home
Description Takes you to the Home screen.
Help
You can search for topics in help section.
Setting
Various settings can be changed from here.
Change
can be changed from here.
Exits the application.
2.4 Log Out To log out from IFMS: On the home screen click to exit the application. Once you log out the IFMS application page appears.
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3. Organization/Office Profile 3.1 Organization/Office Information This functionality is used by Head Master assistant to add Organization/Office related information like Parent Department of HM, g Authority and Bank details of HM.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Information
Steps for creating HM information:– 1. Enter HM Name. 2. Select HM Designation. 3. Enter With Effect from Date. 4. Enter Tan No. of HM. 5. Enter ITO/Ward/Circle details of HM. 6. Select Bank of HM. 7. Select Branch Name of HM. 8. Enter Bank No. 9. Enter Remarks, if any. 10. Click Save to save HM information. 11. Click Back to go the previous page.
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3.2 Organization/Office This functionality is used by Head Master assistant to add Organization/Office initially as well as other sub offices for which the salary is drawn by HM office.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office
Already entered offices will be displayed in the table shown on the top of screen. Steps for creating HM Office:– 1. Enter Name of the Office. 2. Select HM Office Y/N. If it is a HM office select Y else select N. 3. Select State. System will auto populate value, default will be Maharashtra. 4. Select District. 5. Select Taluka. 6. Enter Town. 7. Enter Village. 8. Enter Address. 9. Enter Pin No. 10. Select Office City Class. 11. Enter Tel No (1). 12. Enter Tel No (2) Mobile. 13. Enter Fax No. 14. Enter Email address. 15. Select Tribal Area Y if office is located in Tribal area else select N. 16. Select Hilly Area Y if office is located in Hilly area else select N. 17. Select Naxalite Area Y if office is located in Naxalite area else select N. 18. Click Save to save Office details. 19. Click Back to go the previous page.
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3.3 Organization/Office Scheme This functionality is used by Head master assistant (HM_AST) to add Organization/Office Scheme(s) under which salary is drawn. If salary is drawn under more than once scheme, add the same using following steps.
Navigation: Work list > Payroll > Organization/Office Profile > Organization/Office Scheme
Already entered scheme for the HM will be displayed in the table. Steps to add scheme: 1. Enter Scheme Code (Enter first 4 digits of scheme code, all the schemes starting with those 4 digits will get displayed in drop down). 2. Select Scheme Name. 3. Click Add Schemes Button to add the scheme to HM. 4. Click Back to go the previous page.
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3.4 Bill Group Maintenance This functionality is used by Head master assistant (HM_AST) to create/update/delete bill groups. Already created bill groups will be displayed in the above grid. New bill group can be created by filling below form.
Navigation: Work list > Payroll > Organization/Office Profile > Bill Group Maintenance
Already generated bill groups for the HM will be displayed in the table:Steps for creating/updating Bill Group:1. Select Scheme Name and Code, Bill Group ID and Description will get auto populated. 2. Select Type of Post for Bill Group. 3. Select Group for Bill Group. 4. Click Save to generate/update bill group. 5. Click Delete to remove selected bill group. 6. Click Back to go the previous page.
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3.6 Attach Employee to Bill Group This functionality is used by Head master assistant (HM_AST) to attach/detach employee and post to bill group. With this functionality can shuffle employee/post between bill groups.
Navigation: Work list > Payroll > Organization/Office Profile > Attach Employee to Bill Group
Steps for attaching/detaching post to Bill Group:– 1. Select Bill Group from drop down. 2. Select Type of Attach Detach as Attach Detach Post. 3. Click Go button display list of post attached/not attached in the selected Bill group. 4. Select a post from table to attach/detach to the bill group. 5. Click Attach to attach particular post to bill group. 6. Click Detach to detach particular post to bill group.
NOTE: The table at the left of the screen displays all the posts which are in the common pool and the table at the right hand side displays all the posts which are attached to the particular bill group selected.
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Steps to attach/detach employee to a Bill Group:1. Select Bill Group from drop down. 2. Select Type of Attach Detach as Attach Detach Employee. 3. Click Go button display list of employees attached/not attached in the selected Bill group. 4. Select an employee from the table to attach/detach to the bill group. 5. Click Attach to attach particular employee to bill group. 6. Click Detach to detach particular employee to bill group.
NOTE: The table at the left of the screen displays all the employees which are in the common pool and the table at the right hand side displays all the employees which are attached to the particular bill group selected.
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4. Order Master This functionality will facilitate the Head Master to add GR into the system.
Navigation: Work list > Payroll > Master Screens > Order Master
Click on the Sanction Order Number to update the Order and the following screen will open as follows:
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Steps to Update the Order are as follows:1. Department, Sanction Order Number and Order Date will be displayed by default. 2. Enter the Order End Date. 3. Click Save and the Order will be updated will the values entered above. Click Add New Entry from the main screen of Order Master to add a new order. The following screen will open as follows:-
Steps to Add New Entry are as follows:1. Department will be displayed by default. 2. Enter Sanction Order No and Order Date. 3. Enter the Order End Date. 4. Click Add Attachment to add any required file. 5. Click Add and the GR will be added and displayed below in the table with the above mentioned values entered. Click Save.
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5. Entry of Post (Main Screen) This functionality is used by level 2 DDO for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post
1. The above screen reflects new posts already created. 2. Select the Designation and the Bill Group to search for a particular post in the particular bill group. Hyperlinks are provided at the headings – Employee Name, Designation, Bill Group Name. Click on the hyperlink to sort the list according to the heading.
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6. Add New Entry Click on Add New Entry for creating new permanent or temporary post.
Navigation: Work list > Payroll > Master Screen > Entry of Post The following screen appears if Temporary is selected:-
Steps for creating a Temporary Post:1. Select Designation. 2. Select (New Entry /Renewal). 3. Select Designation. 4. Select Order Name. Order Date will get displayed automatically. 5. Select Office. 6. Select Bill Group. 7. Select sanctioned from Date of post. 8. Select End Date of post. 9. Enter number of posts to be created. 10. Enter Remarks. 11. Click Save to create new posts. 12. Click Reset to clear the data entered.
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The following screen appears when Permanent is selected:-
Steps for creating a Permanent Post:1. Select Designation. 2. Select Order Name. Order Date will get displayed automatically. 3. Select Office. 4. Select Bill Group. 5. Select Start Date of post. 6. Enter number of posts to be created. 7. Enter Remarks. 8. Click Save to create new posts. 9. Click Reset to clear the data entered.
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7. Renew Post Details Navigation: Work list > Payroll >Master Screen > Entry of Post Click on Renew Post Details and the following screen opens:-
Steps for Renew Post details: 1. Select the GR No. to be renewed. On selecting the GR order from the drop down, the date auto populates. Click Go and all the post for the order number selected will be displayed. 2. Select the posts which need to be renewed and select the New GR No. The New GR date auto populates. 3. Enter the Renewal End Date. 4. Click Save and the selected post will get renewed with respect to the Renewal Start Date mentioned.
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8. Dep. Eligibility for Allowances and Deduction This functionality is used by Head Master to set parameters for the allowances, deductions, loans & advances to a particular office. Only selected Components will be mapped with that particular HM and only those components will get reflected in HM assistant . has to also update with effect from date after any updating in component mapping.
Navigation: Work list > Payroll > Dep. Eligibility for Allowance and Deduction
Steps to set department eligibility for allowances and deduction:1. Select with effecting from date. 2. The can select the Department eligibility mapping of Allowance and Deductions on department level as well as employee level. 3. If the will select on department level mapping, the components will be mapped to the particular departments. If it is mapped with employee level, the components will be mapped only to the employees of that department. 4. Click Save and the parameters checked will apply to the office selected from the date entered above.
NOTE: The has to compulsorily update the With Effect from Date whenever he changes components mapping.
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9. Employee Configuration Form for Shalarth New Employee Configuration Form for Shalarth This functionality is used by Head Master assistant for adding any new employee as well as for those employees who are not in Shalarth application. Employee basic details, office details, bank details, GIS details, nominee details, photo / signature details etc. are captured in this form.
Navigation: Work list > Payroll > Employee Configuration Form > New Employee Configuration Form
Steps to fill the form: 1. System will ask – Does employee has a 20 digit pension number (DS Number). 2. Click on Yes if employee already has DS / Shalarth ID. 3. Click on No if employee doesn’t already have DS / Shalarth ID. 4. After clicking No, a form will appear, in which mandatory fields are required to be filled in compulsorily.
NOTE: Some critical points which need to be taken care: 1. Enter UID number. 2. If employee has applied for UID number but has not received the same, then enter his EID number. 3. While entering employee name, please Note that space must be provided between two names (name, father’s name, husband’s name, surname etc). 4. A facility has been provided for entering date of birth by which you can directly enter date without typing slashes. System will automatically reproduce slashes. For example, if dates of birth is 1st January, 1980 – then enter 01011980, system will reproduce it as 01/01/1980 (Such facility is available for all date fields).
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5. Enter nominee details and fill in required percentage of share to be assigned to particular nominee. You may add more than 1 nominee, but total of all shares assigned must be 100%. 6. Attach photo/signature file by browsing it on your computer. 7. The form can be saved as draft if it is not complete. 8. Duly filled form must be forwarded to HM who will it.
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10.
Employee Eligibility for Allowances & Deductions
This screen is used by Head Master assistant to map dues/deductions to employee.
Navigation: Work list > Payroll > Employee Eligibility for Allowances & Deductions 1. HM can select/deselect the dues/deductions for a particular employee. 2. Only those dues/deductions will be reflected in employee’s pay slips which are selected in this screen. 3. Following screen will appear on clicking Employee Component Mapping.
Steps for selecting/deselecting dues/deductions:1. Click on employee name from list to see dues/deductions mapped. 2. If you want to search the employee, Shalarth ID/Name of employee and Click on Search. 3. Click on employee searched to see dues/deductions mapped. 4. Following screen will get appeared after clicking on employee name:
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5. Select/deselect the dues/deductions by clicking in check boxes. 6. Enter date from which the change should be effective (You can enter date as MMDDYYYY directly. System will automatically take it as MM/DD/YYYY). 7. Enter remarks, if any. 8. Click on Save to save the details. 9. Click on Reset to uncheck all dues/deductions.
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11.
Employee Information
11.1
View Draft Salary
This functionality is used to see dues / deductions for an employee for previous month and current month.
Navigation: Work list > Payroll > Employee Information > View Draft Salary
1. Above screen reflects list of employees under particular HM. Select employee from the work list to view Salary detail OR Search the employee by entering employee name. 2. After selecting employee following screen will get appeared.
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3. Click on Close to close the details.
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11.2
Non Computational Dues/Deduction
This functionality is used for giving Non-Computational Dues/Deductions to employee.
Navigation: Work list > Payroll > Employee Information > Non-Computational Dues/Deductions
Steps for giving Non-Computational Dues/Deductions:1. Select Type of component. 2. Select Pay-item. 3. Select Bill Group. 4. Select Employee by Designation OR Select All Designations. 5. Enter Amount (in case applicable to many employees). 6. Select all option to select all employees. 7. Click Save to save the details. 8. Click Close to go to the main menu.
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11.3
Employee Loan Details
This functionality is used for giving loan to employee. Loan related details like loan name, loan date, and number and so on will be captured.
Navigation: Work list > Payroll > Employee Information > Employee Loan Details 1. Click on Employee Loan Details and the following screen appears:
2. The above screen reflects loan already given to employee. 3. Select employee from the list to edit loan details OR search employee by entering his name. 4. Click on Add New Entry for giving new loan to employee. 11.3.1 Update/Edit Loan Details On selecting employee from the list, following screen will appear: Steps for updating loan details:1. Click on Multiple Installment Recovery if more than one installment is to be recovered. 2. To change the last recovered installment enters the installment number in the box. 3. Select Pause, if you want to pause the loan for some period. 4. Select Active Status of Loan Yes if loan is to be made active again. 5. Select Active Status of Loan No if you wish to delete the loan forever. 6. Click Save to save the details. 7. Click Close to go back. 8. Click Reset to clear the details. 11.3.2 Add New Loan 1. Click Add New Entry and the following screen appear.
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2. After searching particular employee, you can add loan details of employee like loan name, loan Date, number etc. Steps to add new loan:1. Select Name of Loan to be given to employee. 2. Select Loan Date. 3. Enter Number. 4. Enter Sanction Order No. 5. Select Sanction Order Date. 6. Enter Principal Amount of the loan in INR. 7. Enter Principal Installment No. 8. Enter Principal EMI Amount in INR. 9. Enter Principal Recovered Amount in INR. 10. Enter Principal Recovered Installments. 11. Enter Interest Amount of the loan in INR. 12. Enter Interest Installment No. 13. Enter Interest EMI Amount in INR. 14. Enter Interest Recovered Amount in INR. 15. Enter Interest Recovered Installments. 16. Enter Odd Installment No. 17. Enter Odd Installment Amount. 18. Enter Voucher No. 19. Select Voucher Date. 20. Click Add to insert value in table. 21. Select Delete to remove inserted record from table. 22. Click Save to save the details entered. 23. Click Close to go the main menu. 24. Click Reset to clear the data entered.
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11.3.3 FA to group Employees Steps to add FA to group of employees:1. Click FA to group of employees and the following screen opens.
2. Select Bill No. and Loan Name for which the loan has been given to the employees. 3. Employees will be auto generated in the text box based on the Bill No. selected. The can select all the employees by clicking >> or > to select employees one by one. The selected employees will appear in the box on the right hand side. 4. Enter the Loan Start Date. 5. Enter No of the subscriber on which the loan amount has been credited. 6. Enter Principal Amount (Rs.) 7. Enter Principal Installment No. 8. Enter Principal EMI Amount (Rs.) 9. Enter Principal Recovered Amount (Rs.) 10. Enter Principal Recovered Installments. 11. Enter Sanctioned Order Number. 12. Enter Sanctioned Order Date. 13. Enter Voucher Number. 14. Enter Voucher Date. 15. Enter Odd Installment Number. 16. Enter Odd Installment Amount. 17. Click Add and the list of employees selected above will be displayed below in the table. 18. Click Save.
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11.4
Broken Period
This functionality is used for entering salary details for employee who is absent from office for any reason.
Navigation: Work list > Payroll > Employee Information > Broken Period
1. Enter Employee Name in the search with name text box for which broken period details need to be entered. 2. Select Pay Year. 3. Select Pay Month. 4. Click Search Button. On click of search button following screen will be displayed.
1. 2. 3. 4. 5.
Employee Name will get displayed automatically. Employee ID will get displayed automatically. Employee Designation will get displayed automatically. Employee's office Name will get displayed automatically. G.P.F No / DS No will get displayed automatically.
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Broken Period Pay 1. Select From Date. 2. Select To Date. No. of Days will get displayed automatically. 3. Enter Basic Pay. 4. Enter HRA. 5. Enter DA. 6. Enter TA. 7. Enter CLA-5thPay. 8. Enter PT. 9. Enter GPF_GRP_ABC. 10. Enter GIS. Net Pay will get displayed automatically. 11. Enter Reason of Broken Period. 12. Enter Remarks (if any). 13. Click Delete to delete Row. 14. Click Add to add new row. 15. Click saves to save Broken Period Detail.
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11.5
Government Accommodation
This functionality will be used for capturing Rent Details and Vacate Quarter Details of Government Accommodation/Quarter.
Navigation: Work list > Payroll > Employee Information > Government Accommodation
1. The above screen reflects list of employee who have already taken Government Accommodation. 2. Select employee from the work list to edit quarter details OR search employee by entering name. 3. Following screen will get displayed if no quarter details are added for the selected employee. 4. Click on Add New Entry for entering quarter details of employee. 5. Following screen will get opened on selecting employee from the list.
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After searching particular employee, can add Government Accommodation for that particular employee. Steps for Adding/ Vacating a Quarter:1. Select Type of Government Accommodation (Rented / Rent Free). 2. Select Quarter Allotted to (Self / Spouse, Relative or Others). 3. Select Quarter Type. 4. Enter Rent in INR. 5. Enter Service Charges in INR. 6. Enter Garage/Other Charges in INR. 7. Select Check Box if Quarter is to be vacated. 8. Enter Vacating Letter Number. 9. Select Vacated Date. 10. Enter/Select Quarter Address. 11. Click Save to end service of selected employee. 12. Click Close to go to the main menu. 13. Click Reset to clear the data entered.
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11.6
Release of Annual Increment
Navigation: Work list > Payroll > Employee Information > Release of Annual Increment
Steps to Add Annual Increment:1. Click Add New Order button. 2. On click of the button two fields Increment Certificate Number and Order Date will be displayed. 3. Enter values for these two fields and Click go button. 4. List of Employees Due for increment will be displayed on left side of the list. 5. Select checkbox of the particular Employee and Click Add to list Button. 6. Details of that selected employee will be displayed in List of Employees Release for Increment list. In this list, basic salary will be salary after increment. 7. With Effective date would be by default 1 of July, which can be changed by entering remarks. 8. Enter Remarks. 9. Click on save button to save the record. 10. Details of that employee will be displayed in above list. 11. Click on Order button to Order and make the increment effective. 12. Click on Print Report to get the report of that employee.
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11.7
Non – Government Deductions
This functionality is used for entering Non Government Deductions for the employee.
Navigation: Work list > Payroll > Employee Information > Non Government 1. This screen reflects list of employees who have already taken Non-Government loans that is loans from institutions other than Government. 2. To view non govt. deductions for particular employee, enter the name of employee and Click on Search. 3. Click on View All to view all the non govt. deductions for all employees in the office. 4. To view non govt. deductions for a particular period, Select From and to date and Click on Search. 5. After searching particular employee, can add Non-Government details for that particular employee.
Steps for adding Non- Government Deductions: 1. Select Type of Non-Government Deduction. 2. Enter Amount to set the amount to be deducted from the A/C of the particular employee as a particular non-government deduction. 3. Select Start Date to set the starting date of the deduction. 4. Select End Date to set the ending date of the deduction. 5. Click Add to add the entered details into table. 6. Click Save to save the Non Govt. details entered. 7. Click Close to go to the previous page. 8. Click Reset to clear the data entered.
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11.8
Employee Service End Date
This functionality is used for ending employee Service in case of employee’s retirement, dismissals, voluntary retirement, resignation, death, etc.
Navigation: Work list > Payroll > Employee Information > Employee Service End Date
1. The above screen reflects list of employees under particular HM. 2. Select employee from the work list to enter End of Service details or Search employee by Name. 3. After selecting employee following screen will appear:-
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Steps for ending service of employee: 1. Select Date of End of Service. 2. Select Reason for End Service. 3. Select Eligible for Pension. 4. Select Eligible for Gratuity. 5. Enter Order/Ref. Letter No. 6. Select Date of Order/Ref. Letter No. Enter Remarks. 7. Click Save to end service of selected employee. 8. Click Close to go the main menu. 9. Click Reset to clear the data entered.
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12.
DS Online Contribution
12.1
DS Online Contribution
This functionality is used for capturing the DS contribution.
Navigation: Work list > DS > DS Contribution > Online Contribution Entry
Steps for online DS Contribution:1. Select Bill Group, Pay Month, Year. 2. The eligible DS employees in that bill group will automatically be displayed, with their current Basic, DA and regular monthly contribution. 3. From and to date can be changed in case the employee’s contribution does not have to be deducted for the complete month. For transfer or promotion cases, please enter the period as entered in broken period pay screen. 4. Also in case an Employee’s contribution is not to be paid for that month, that particular employee can be deleted. 5. For employees whose Delayed, DA and Pay Arrears contribution has to be deducted, the add button next for that employee has to be clicked, immediately a row will be added at the bottom of the list with delayed as the default payment type. In case of DA/PA, the payment type drop down has to be selected and changed as required. 6. For delayed, DA and PA, the basic, DA and contribution amounts would have to be explicitly entered. 7. On completing the process the contributions can be forwarded to the HM for approval. 8. The HM will then with his credentials and then Approve/Reject the contribution.
NOTE: Unless the contribution for a particular bill group is not approved by the HM, the payroll for that bill group cannot be generated.
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12.2
View Rejected Contribution
In case if any contributions are rejected by HM or Treasury, HM Assistant can check those rejected contributions from here.
Navigation: Work list > DS > DS Contribution > View Rejected Contributions
Steps to View Rejected Contribution: 1. By default the Treasury Name and HM Name will be auto generated and displayed. 2. Select the Bill Group for which the reject contributions need to be viewed. 3. By default the Scheme description will be auto generated and displayed. 4. Pay Month and Pay Year will be the current system date shown, select if it has to be viewed for other Month and Year. 5. Click on Go and the list of all the DS employees for the contributions rejected will be displayed below in the table. 6. Click forward to forward it to HM for verification.
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13.
ing/Relieving of Employee
This functionality is used by HM to transfer one HM to another.
13.1
ing of Employee
Navigation: Work list > Payroll > ing/Relieving of Employee > Selection of Employee
Steps for ing of Employee: 1. Enter the Shalarth ID or Employee Name. 2. Click Search and the list of employee will be shown in the table below. 3. Enter the Date of ing. 4. Select the Office and Post, the Bill Group and GR. Order will be auto generated. 5. Click Select Employee and the employee selected will be transferred to the selected post and office from the Date of Selection. 6. LPC report will be generated at this level.
NOTE: The employee will be selected from the common pool; the has to search the employee either by entering the Shalarth ID or Employee name.
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13.2
Relieving of Employee
Navigation: Work list > Payroll > ing/Relieving of Employee > Relieving of Employee
Steps for relieving of Employee: 1. Enter the Shalarth ID or Employee Name. 2. Click on Search or else click Display All and the list of employee will be displayed. 3. Select the employee which needs to be deselected and enter the Date of Deselect ion. 4. Select the Reason for Deselect ion and enter the Remarks/Deputation Location. 5. Click Deselect Employee and the employee will be deselected from the attached post under HM and will appear in the common pool. 6. LPC report will have to be attached by the .
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14.
Payroll Generation/View
14.1
Generate/Regenerate Pay Bill
This functionality is used to generate/regenerate pay bill. Pay bill can be generated bill group wise.
Navigation: Work list > Payroll > Payroll Generation/View > Generate/Regenerate Pay Bill
Steps for generating Pay bill:1. Select Year of pay. 2. Select Month of pay. 3. Select Bill No/ Bill Group name. 4. Select Bill Type. On selecting Bill No, respective Scheme Name and Codes will get auto populated. 5. Click Generate to generate the draft pay bill. 6. Click Close to go the previous page. 7. Click Reset to clear the data entered.
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14.2
View/Delete /Approve Bill
This functionality is used to delete/approve the generated Bill.
Navigation: Work list > Payroll > Payroll Generation/View > Delete Bill
Steps for delete bill:1. Select Month and Year to view the list of Pay Bills generated in the selected year. 2. Bill id, Bill Description, Scheme Code, Scheme Name, Bill Gross Amount, Net Amount and Status will get displayed in the list. 3. To delete the bill for particular month/year. First select particular month/year and then select check box and Click Discard. 4. To lock the bill select the bill and click on Approve. Then enter voucher number and date got from Treasury (Please do this carefully as once bill is approved, it can’t be deleted and cannot be edited).
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15.
Changes
15.1
Change GIS Details
This functionality will be used to change GIS of particular employee.
Navigation: Work list > Payroll > Changes > Change GIS Details
1. Enter name of the employee in Search Employee for whom GIS needs to be changed. 2. Current GIS details of selected employee will be displayed in read-only mode. 3. Enter Revised GIS details along with ing Order/Ref. Letter Details and Remarks and Click the save button. Steps for Changing GIS details:1. Select Revised GIS Applicable. 2. Select Revised GIS Group. 3. Select hip Date in Revised Group. 4. Select Order/Ref. Letter No. 5. Enter Remarks. 6. Click Save to change the GIS details as entered. 7. Click Close to go the main menu. 8. Click Reset to clear the data entered.
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15.2
Change Other Details
This functionality is used to change details such as Personal details, other details, Nominee details, Photo and Signature details etc.
Navigation: Work list > Payroll > Changes > Change other Details
1. Select Changes. 2. Select Designation. 3. Click Go and the list of employees will be shown, click on the hyperlink of the Name of the employees whose details needs to be changed.
15.3
Drafts of Changes
This functionality will help to view drafts.
Navigation: Work list > Payroll > Changes > Drafts of Changes
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1. Select the Designation and click GO. The list of employees will be shown in the table below. 2. Click on the name of the employee and the form opens.
15.4
Change Pay/Office Details
This functionality will facilitate to change office details of an employee.
Navigation: Work list > Payroll > Changes > Change Pay/Office Details
1. Enter Shalarth ID or the Employee Name. 2. Click Search and the employee details will be shown in the window as follows in a new window:
3. Click on the employee name hyperlink and the required changes can be made. 4. The can change the office details of the employee only when parent field department would be changed by the System .
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5. To change Pay related details of the employee such as Pay in pay band, grade pay, basic pay, designation, post of the employee, can change the details as required.
NOTE: The Authority Letter No. and date are mandatory for any change. Once changed, the HM has to approve the same.
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16.
Reports
16.1
All Reports
This functionality is given to HM Assistant to print all kind of reports.
Navigation: Reports > Payroll > All Reports
1. By default the Month and Year will be the current month and year. 2. Select the bill group from the Bill Description and click Show Reports. Following screen will appear as follows:
3. Select the Report hyperlink and the report will open in a new window.
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16.2
Page wise Abstract Report
This functionality is used to generate page wise abstract report. This report will give a bifurcation of the Inner pay bill and will give the summation of the total emolument and recoveries component on page wise basis.
Navigation: Reports > Payroll > Page wise Abstract Report Following screen will get open on clicking Page wise Abstract Report:-
Steps to view Page wise Abstract Report:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered.
16.3
Pay bill
This functionality is used to generate Inner of the monthly pay bill.
Navigation: Reports > Payroll > Pay bill Following screen will get open on clicking Pay bill Report:-
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Steps to view pay bill:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered.
16.4
Pay Slip
This functionality is used to generate Pay slip.
Navigation: Reports > Payroll > Report > Page wise Abstract Report
Steps to view pay slip:1. Select Month for which pay slip to be generated. 2. Select Year for which pay slip to be generated. 3. Select Bill No. (Name of the Bill group for which pay slip to be generated). 4. Click Generate Report button to generate the report.
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16.5
Outer
This functionality is used to generate Outer report of the pay bill.
Navigation: Reports > Payroll > Outer
Steps to view outer report:1. Select Bill No. (Name of the Bill group for which Outer to be generated). 2. Select Month for which Outer to be generated. 3. Select Year for which Outer to be generated. 4. Click View button to generate the report. 5. Click Back to go to main menu.
16.6
Loans and Advances
Use this option to generate schedules relating to Loans and Advances like – Co – Op Hsg. Society, Form B Consolidated etc. 16.6.1 Co – Op Hsg. Society Following screen will get appeared after clicking Co – Op Hsg. Society.
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Steps to view loan for Co-Op Hsg. Society:1. Select Month. 2. Select Year. 3. Select Bill Number. 4. Select type of pay bill. 5. Click on Generate Report. 6. Click on Reset to clear the data entered. 16.6.2 Form B Consolidated
Following screen will get appeared after clicking Form B Consolidated.
Steps to view Form B Consolidated:1. Select Month and Year. 2. Select Bill Number. 3. Select type of form – FA/TA/PA. 4. Click on Generate Report. 5. Click on Reset to clear the data entered. 16.6.3 GPF Following screen will get appeared after clicking GPF.
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Steps to view GPF: 1. Select Month and Year. 2. Select Class Type – Class IV or Other than Class IV. 3. Select Bill Number. 4. Select GPF Series. 5. Click on Generate Report. 6. Click on Reset to clear the data entered. 16.6.4 0049 Adv Interest Following screen will get appeared after clicking 0049 Adv Interest & MTR.
Steps to view 0049 Advance Interest & MTR:1. Select Month and Year. 2. Select Bill Number. 3. Select Type of Loan – HBA / MCA / FA etc. as the case may be. 4. Click on Generate Report. 5. Click on Reset to clear the data entered. 16.6.5 7610 Advance Principle Following screen will get appeared after clicking 7610 Advance Principal.
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Steps to view 7610 Advance Principal:1. Select Month and year. 2. Select Bill Number. 3. Select Type of Loan – Computer Advance / HBA Land etc. as the case may be. 4. Click on Generate Report. 5. Click on Reset to clear the data entered.
16.7
Others
16.7.1 Aquittance Roll Following screen will get appeared after clicking Aquittance Roll.
Steps to view aquittance roll:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Bill Type. 6. Click Generate Report button to generate the report. 7. Click Reset to clear the data entered. 16.7.2 Bank Statement Following screen will get appeared after clicking Bank Statement.
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Steps to view bank statement:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Select Group (For Example – A, B, BnGz etc.). 6. Select Designation. 7. Click Generate Report button to generate the report. 8. Click Reset to clear the data entered. 16.7.3 Employee Details Following screen will get appeared after clicking Employee Details.
Steps to view employee details:1. Select Department (By default system will display HM Department). 2. Select Employee Name. 3. Select Month. 4. Select Year (By default system will display current year). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.4 Employee – Pay Item Mapping Following screen will get appeared after clicking Employee – Pay Item Mapping.
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Steps to view Employee- Pay Item Mapping:1. Select Department (By default system will display HM Department. 2. Select Employee Name. 3. Select Month. 4. Select Year (By default system will display current year). 5. Select Bill No. (Name of the Bill group for which report to be generated). 6. Select columns to be displayed in the report. 7. Click Select All if all columns need to be selected. 8. Click Clear All to clear the selection made. 9. Click Generate Report button to generate the report. 10. Click Reset to clear the data entered. 16.7.5 Form XII Following screen will get appeared after clicking Form XII.
Steps to view form XII:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.6 GIS Following screen will get appeared after clicking GIS.
Steps to view GIS report:1. Select Bill Number (By default system will display HM Department). 2. Select Month. 3. Select Year. 4. Select GIS Type. 5. Click on View to view report. 6. Click on Back to go to back screen. 16.7.7 GPF Abstract Following screen will get appeared after clicking GPF Abstract.
Steps to view GPF abstract:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.8 Group Wise Abstract Following screen will get appeared after clicking Group Wise Abstract.
Steps to view group wise abstract:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.9 HRR Following screen will get appeared after clicking HRR.
Steps to view HRR:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.10 Income Tax Following screen will get appeared after clicking Income Tax.
Steps to view income tax:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered. 16.7.11 Profession Tax Following screen will get appeared after clicking Profession Tax.
Steps to view profession tax:1. Select Department (By default system will display HM Department). 2. Select Month (By default system will display current month). 3. Select Year (By default system will display current year). 4. Select Bill No. (Name of the Bill group for which report to be generated). 5. Click Generate Report button to generate the report. 6. Click Reset to clear the data entered.
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16.7.12 Change Statement Following screen will get appeared after clicking Change Statement.
Steps:1. 2. 3. 4. 5. 6.
Select Department (By default system will display HM Department). Select Month (By default system will display current month). Select Year (By default system will display current year). Select Bill No. (Name of the Bill group for which report to be generated). Click Generate Report button to generate the report. Click Reset to clear the data entered.
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