HR Team Prerequisites before running Monthly Payroll Batch Process

- Odoo

Before processing the Payroll for a month, HR Team need to follow certain checklist so that Payroll will be generated with exact data. It is very simple using Odoo and here are its guidelines

  1. Create Newly Joined Employees for the month which includes below major details
    1. Grade / Rank/ Category / Location
    2. Reporting Manager
    3. Department / Designation
    4. Employee Id
    5. Work Email
    6. Pan Number / Aadhar Number
    7. Related User
    8. Joining Date
    9. Confirmation Date – If available
    10. Check and select whether he/she is a Permanent or contract Employee
    11. Update salary structure if component changes apart from that default Grade structure
    12. Create contract – Edit start date and End date if needed since system by default will create start date from today date only
    13. Private Info – Private Address, Bank Account No
    14. Allocate Casual Leave / Sick Leave /Earned Leave as per their eligibility and approve it
  2. Leave Request
    1. Prepare Excel sheet as per the below Template
    2. Prepare sheets with leave types like
      1. Casual Leave
      2. Sick Leave
      3. Earned Leave
      4. Unpaid Leave
      5. Restricted Holiday
      6. Compensatory Holiday
    3. TenthPlanet have created a bulk leave import provision to load leave for the month within few minutes and get it approved automatically by our Payroll System.
  1. Loan and Salary Advance
    1. If an advance is recovered as a single installment then it come under Salary Advance
      1. Salary Advance
      2. Travel Advance
      3. Impress Advance
      4. Bonus Advance
      5. Settlement Advance
      6. Staff Advance
    2. If an advance is going to be recovered from employees as EMI, then it comes under Loan.
    3. System will automatically recover both Loan and Salary Advance from their monthly salary.
  1. Resignation
    1. New Resignation Request
      1. Resign Confirm Date, Expected Relieving Date and Company Approved Relieving date is needed  so that system will calculate payroll based on Employee Relieving date
  2. Tax Deduced at Source
    1. Enter TDS of employees in HR Management/Employee TDS Details with any date in a payroll month so that system will recover this from employee.
  3. Extra Refunds
    1. Enter Extra Refunds of employees in HR Management/Employee Extra Refund Details with any date in a payroll month so that system will recover this from employee.
  4. Confirmation
    1. If an employee is confirmed please update his/her confirmation date under HR settings
    2. Also update his/her salary structure accordingly
    3. Once salary structure updated, existing contract need to be moved to expired state
    4. New contract should start from 1st day of the Payroll Month
  5. Promotion
    1. If an employee is Promoted please update his/her grade/designation/department under work info
    2. Also update his/her salary structure accordingly
    3. Once salary structure updated, existing contract need to be moved to expired state
    4. New contract should start from 1st day of the Payroll Month
  6. Relieved
    1. If an employee has been relieved before running the payroll update his state as resigned at Resignation / Approved Resignation so that his name will not be included in payroll

Once all the above are done and verified, We can generate Payroll for all Employees very easily. This checklist will reduce redundant work after Payroll is processed.

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