Payroll

Complete record of employee's' compensation, incentives & benefits.

Created unlimited Reward/Wage Types
Assign Pay Grades as well as non-Pay Grade based Reward to employee's.
Set payment frequency, payment mode, calculation basis formulae as per Client’s compensation Policies.
Fetch data from external system

Service Catalogue

Particulars

Service Name

Employees Information Management

Service Definition

chevron_right Deploy, Configure & Manage Online System

Perform agreed activities including internal & external coordination to maintain employee's data

Delivery Channel

Prosys Employees Information Module

Responsibility Matrix

Transition

Task

Activity

Status

Knowledge

Provide policy, procedure, process documents around expense claim process
Document complete process as well as prepare help files for client users

Deployment

Configure expense claim policies in system
Customization of expense claim form to cater user specific requirements.
Customization of Datasets to display user specific information.
Configure workflows to support expense claim type specific approval process
Configure required alerts & notifications
Publish existing and customize reports where requested

Testing

Create scenarios for User Acceptance Testing (UAT)
Run tests to ensure system is running as expected
Approve UAT

Users & Groups

Create types of admin & self-service user groups
Create users and assign groups
Send management communication to users
Provide access of training material to users
Respond employee's queries raised after training
Provide access credentials to admin & self-service users

System Management

Task

Activity

Status

Support

Operate help desk for employee's queries.
Consult with HR team for exceptional query
Respond to employee's queries as per agreed SLAs

Configuration updates

Provide new or changes in expense claim types policies
Create or update policies in respective expense claim types
Configure workflows as per Policy

Customization

Customization of expense claim form to cater user specific requirements.
Customization of Datasets to display user specific information.
Write & publish custom / client specific reports
Custom Datasets/visualisations on dashboard
Code logic in the system to deal with exceptional scenarios or client specific requirements.
Prepare and share with client user guidance material related to new features.
Provide orientation & training of new feature to client, if required

Users Management

Manage creation and termination of user accounts upon joining and leaving respectively.
Manage system access as per changes in role and responsibility

Data Security

Security management
Regular backups
System logs reviews

Process Management

Task

Activity

Status

Claims

Review & approve expense claims as per HR Policy
Exceptions handling & reporting of wrong claims

Advances

Review & approve request for advances as per HR Policy
Review & approve adjustment claims made by employee's to settle advances
Knock-off expense claims with amount taken in advance
Track recovery of outstanding amount
Adjust outstanding advances with payroll not adjusted within due time.

Petty Cash

Review & approve Petty-cash float request as per HR Policy
Review & approve Petty cash expense claims made by employee's out of cash float
Knock-off expenses made against petty-cash float and maintain reconciliation in running-balance format

Credit Card

Publish Credit Card Statement online for employee's to view and mark Personal and Business Expenses.
Mark Personal and Business expenses
Review & approve business related expense claims made by employee's out of credit card
Send details of personal expenses to payroll team to deduct from payroll

Record Management

Annex expense receipts with system printed expense summary and send for Archiving
Barcode status update
Hardcopies Archiving & despatch

Payments

On each cut-off date process claims made during the period for payment.
Claims configured to be paid with payroll are shared with payroll team to process as part of payroll.
Generate & validate bank payment file for claims configured to be paid outside Payroll
Upload into banking system for payments
Update status of payments in system after confirmation from Bank/Banking system
Trigger alerts of Claims to employee's upon payment

Journals

Generate, perform calculations, analyse and send reports as requested by client.
Calculate Accruals & Provision amount
Prepare financial Journals

Performance

Schedule regular Performance meeting with client.
Obtain feedback as well as track & update regarding follow-up items
Embed enhancement & improvements in the process

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