The Objective of This Procedure Is to Describe All the Activities Associated in Processing

Employee Payroll
Ver : 1.0 / AT/F/PR 02 / Date : 06/06

1.Objective

The objective of this procedure is to describe all the activities associated in processing the Employee Payrolls.

2.Scope

The procedure covers the activities carried in the regions where Finance carries out its activities

3.Inputs

Attendance send by Administration Coordinator in staff leave Register
Leave application copy
Termination / resignation letter

Hard copy of this document is uncontrolledPage 1 of 7

Employee Payroll
Ver : 1.0 / AT/F/PR 02 / Date : 06/06

4.Activities

/ FINANCE MANUAL Employee Payroll / Document No:AT/F/SOP-2A
Issue No :01
Revision No :00
Date :
Activity: Employee payroll accounts salary, settlements, Vocation, Staff welfares / KPI: / Submit Documents for salary by 25th of every month
Input / Reference / Process Sequence / Process Step / Responsibility / Record Generated
Attendance send by Administration Coordinator in staff leave Register / Obtain all leave details and attendance including any planned holidays within 20th -22nd of every month / / Administration Coordinator / Staff leave register including location also for all staffs
Incase of any emergency it will be adjusted in next month / / Administration Coordinator / Request letter
Employeelist also maintained / Employee payroll details along with salary structure / pay slip, salary / commission, OT, allowance, deductions all given etc / / Payroll Accountant / Payroll Details
Verify the staff account for any traffic fines and other aspects as on date for salary deduction prior to Payroll preparation / Based on this Employee payroll is prepared / / Payroll Accountant / Payroll
Different bank controls the salary transfer / Also linked to bank transfer/ cash salary based on employee request / / Payroll Accountant / New Staff Request
HR COORDINATOR send the transportation allowances / Also Retail wise salary prepared and overallbank wise Transfers also controlled / / Payroll Accountant
Commission from Retail Supervisors for retailers / OT from HR COORDINATOR / Cash Advances from Finance / This will also act as verification by controlling the same in salary (bank wise)/employee wise /
/ Payroll Accountant
Take printout of all salary details and summary to Finance Manager-LG /

/ Finance Manager-LG / Salary Details
Randomly verified by Finance Manager-LG & his Team and does the approval of the same and then forward it to C.E.O for approval /
/ C.E.O
Also location wise expenses details are prepared and forwarded to FM & CEO / / Finance Manager-LG / CEO / Expenses Details
For LULU / Salary transfer through& LULU and Accounts Deducted in Payments from LULU / / Payroll Accountant
Salary slips on monthly basis can be given to employee for verification - Recommendations

Activity Decision Review & Approval
/ FINANCE MANUAL Employee Payroll / Document No:AT/F/SOP-2B
Issue No :01
Revision No :00
Date :
Activity: Employee payroll vacation / KPI: / To submit thedues prior to 7 days of vacation
Input / Reference / Process Sequence / Process Step / Responsibility / Record Generated
HR Coordinator sends the leave application copy / Based on receipt along with details for settlement / / HR Coordinator / Leave Application
Prepare vacation settlement based on the HR COORDINATOR inputs ( for leave, ticket) / / Payroll Accountant / Leave Application / Ticket
Also verify the Master sheet for each employeeprior to prepare the vacation details / / Payroll Accountant / Master Sheet
Also verify the air ticket fare and then attach the same with vacation settlement / Vacation settlement / / Payroll Accountant / Vacation Settlement
Make transfer ( before 7 days) and then send to GFC for approval / / Payroll Accountant
Finance Manager approves and then from CEO for payments transfer / / Finance Manager
Update the system upon the vacation make provision for the same to control /

Activity Decision Review & Approval
/ FINANCE MANUAL Employee Payroll / Document No:AT/F/SOP-2C
Issue No :01
Revision No :00
Date :
Activity:Employee payroll termination/Resignation final settlement / KPI: / Verification of dues from all concerned prior to final settlement
Input / Reference / Process Sequence / Process Step / Responsibility / Record Generated
Mentioned in attendance Register /HR Coordinator also informs through mail regarding Termination / Resignation / Termination letter/ Resignation letter copy send /
/ HR Manager / Termination / resignation letter
Final checklist will be prepared and then give it to the concern superiors / / HR -Manager / Final Checklist
Supervisor / regional IT Dept, HR Dept, Finance Dept, PRO / Sends mail communication from concerned Supervisor / / HR -Manager / E-mail
Check account details from the system for any outstanding dues / / Accountant
Prepare the pay slip indicating the termination / resignation details / / Payroll Accountant / Pay slip
Prepare the final settlement upon final checklist approval / / Payroll Accountant / Checklist
Verify the system status and identify the dues / / HR -Manager
Signed by the concern and also HR Manager approval in the same / / HR -Manager
As per local requirements / Wait till visa cancellation then release the payment either cash / bank transfer / / Payroll Accountant
Fill all details fromtermination / Resignation Letters for final settlements / / Termination / resignation letter
Copy forwarded to PRO / Finance and a copy maintained with payroll accountant / / Payroll Accountant

Activity Decision Review & Approval

5.Outputs

Salary Details
Vacation Settlement
Final Checklist
Pay Slip

6.Monitoring and Measurement

Refer to Process Control Sheet

7.Forms and Records

Name

Reference

Staff leave register
Request letter
Payroll Details
New Staff Request
Leave Application
Leave Application / Ticket
Master Sheet
Vacation Settlement
Termination / resignation letter
Final Checklist
Pay slip