Run Payroll

Overview : Run Payroll

In the Zimyo Payroll system, the admin can execute payroll through these five sequential steps:

  • Manage leave and attendance
  • Process arrears
  • Review and run payroll
  • Initiate payouts
  • Publish pay slips

Leave and Attendance

Running payroll necessitates the prior configuration of leave and attendance by the admin.

To begin, log in to your Zimyo account and navigate to the payroll section from the All Apps screen.

Payroll Screen

Selecting the payroll option, the admin will be redirected to the payroll home screen.
Clicking “Run Payroll” on the left side of the column navigates the admin to the leave and attendance screen.

Leave and Attendance

Upon reaching the screen, the admin must choose essential fields to proceed with the payroll process, including entity, month-year, status, and employee group status. Additional dropdown options enable the admin to apply more specific filters like department, designation, employee zone, location, grade, and employee code for a refined selection.

After selecting all the fields, the admin needs to click the “Search” button to access the employee list for the chosen entities and proceed with running the payroll.

Selecting the Success tab allows the admin to view employees whose payroll needs processing, and who do not require any additional details to be filled.

The Error tab displays a list of employees whose payroll cannot be processed due to errors, such as missing information like date of birth, date of joining, designation, department, location, gender and CTC. As shown below on the screen.

Error tab

When the admin clicks on the action button located on the right side of the screen, an option to map CTC becomes visible.

Opting for this choice allows the admin to adjust the salary by completing all the mandatory fields, performing the computation, and finally, clicking the save button. As shown below on the given screen.

Under the Success employee list, clicking the Action button on the right side of the screen provides the admin with two options: 

  • Edit
  • Recompute

Edit

Opting for the Edit option opens an additional screen for the admin, facilitating changes in LOP days, overtime, and extra overtime. Changes to overtime and extra overtime are possible only if they are mapped with the employee. Additionally, the admin can manually manage to leave encashment from the same screen.

Edit button on payroll

Recompute

If an admin makes alterations such as a bulk upload or edits to attendance, the “Recompute” option enables the admin to retrieve and apply these changes on the board. If there are modifications made to the payroll status, and changes have been implemented, the employee will be in a pending status.

NOTE: Once you edit the LOP count. HRMS attendance will be discarded.

 

Back to Menu Button

Clicking the “Back to menu” button enables the admin to add additional fields to the Employee list based on the organization’s needs. This menu encompasses various fields, including departments, lop days, employee names, codes, and more.

Indicates Attendance Modification

The red-coloured checkbox serves as an indicator of the employee’s status, signifying its role in modifying the employee’s attendance.
In the event that payroll has been processed for any employee and subsequent modifications are made to their attendance records, an indication of these modifications will be provided. The admin can then initiate a recomputation of the attendance data to fetch the most updated information.

Note: By selecting multiple employees from the list, you can activate the bulk attendance recompute status.

 

Bulk Upload

Clicking on the bulk upload feature enables the admin to upload information regarding loss of paydays, overtime, and leave encashments. Choosing any of these options allows the admin to download a predefined template, fill in the necessary details, and then upload the completed template.

 

Bulk upload

Lock Attendance and proceed

By clicking on “Lock attendance and proceed” the admin moves to the next step in running the payroll.

Process Arrear

When the admin selects the employee list and clicks on the “Lock Attendance and Proceed” button, it permits them to advance to the Arrear Processing stage. This section displays the list of employees who are pending for arrear processing.

Process Arrear

Clicking on the checkbox and selecting employees empowers the admin to activate the “Next” button. Clicking the next button grants the admin the ability to process the arrear, or they can exercise the authority to skip the entire process if they are not willing to pay the arrear.

Upload Arrear

By clicking on “Upload Arrear” an admin can efficiently upload arrears in bulk. The admin can download the predefined template, fill in the required details, and import the data seamlessly.

Bulk upload arrear

Clicking on the arrear month provides a monthly view of the arrear breakdown for each employee during the months. Selecting the view option further reveals the detailed arrear breakdown for that particular month.

Arrear Month

Review & Run Payroll

In the payroll processing sequence, “Review and Run Payroll” stands as the third crucial step. During this phase, administrators can recalculate payroll, implement modifications, and scrutinize the detailed breakdown of salaries.

Action Button

Upon clicking the “Action” button, the administrator is presented with four options. These options empower the admin to undertake various actions, including viewing detailed salary information, editing deductions, revising salaries, and recomputing them as needed.

The success tab determines the Employee list who are successfully reached at the third step and qualified for the payroll processing. Here the admin can take a few more actions.

 

Payroll Approvals

Approvals pending on me

The card showcases the count of pending approvals for payroll processing assigned to the admin. Clicking on the card directs the admin to a detailed requests list, enabling them to approve or reject requests and facilitating monthly filtering for more efficient management.

Payroll pending for approval

The “Payroll Pending for Approval” card showcases the count of pending payroll disbursements awaiting approval from the admin.

Approval received and rejected

The card shows the count of approvals received and rejected for payroll processing by configured approvers.

Benefits and Taxations

Investment Declarations

This card showcases the count of employees who have submitted their tax declarations through the ESS portal and are pending approval. By clicking on the card, the admin will be directed to the taxation section under the benefit and tax declaration tab where they can approve, reject and re-consider the raised tax declaration request.

Reimbursement

The reimbursement card displays the number of requests raised by employees to get taxation exemption for those reimbursement heads which are part of their CTC. If an Employee claims their amount and submits the proof against a defined earning head, it will not be considered in their taxable income.

Loans and Advances

The “Loans and Advances” card presents the tally of requests raised by employees who have availed themselves of loans or advances within the organization. Clicking on the card will seamlessly guide administrators to the dedicated loan page within the Benefits and Taxation section.

Budget Forecast

Within the payroll dashboard, the Budget Forecasting section exhibits the monthly financial plan of the organization, providing a predictive overview of expenses encompassing both fixed and variable costs. Administrators also have the flexibility to apply filters based on entities, departments, and locations for a more refined analysis

Cost to Company Analysis

The Cost-to-Company (CTC) analysis presents a trend chart depicting the variables of cost and months. By applying filters such as three months, six months, or a year, administrators can conduct a comprehensive CTC analysis, gaining insights into the evolving trends over specific timeframes.

Loans

The loan section reveals key metrics, including the total active loans to date, the overall outstanding amount, the count of new loans in the current month, and pending EMIs for that period. Admins can refine the view using filters based on entity, location, and department for a more targeted analysis.

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