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  • Payroll Processing Procedure

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    Venkatesan Ethiraj
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    The document discusses the MIS team's payroll processing procedures which includes: - Preparing weekly incentive reports by collecting various work-related data from other teams - Processing overtime (OT) by collecting login/logout details and preparing requisition forms for manager approval - Processing shift allowance by collecting daily login details and preparing weekly reports for verification - Consolidating incentive, OT, and shift allowance reports for manager approval before sending to HR for payroll processing It also includes checklists for payroll cut-off dates and collecting necessary employee and work data from other teams for payroll.

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    The document discusses the MIS team's payroll processing procedures which includes: - Preparing weekly incentive reports by collecting various work-related data from other teams - Processing overtime (OT) by collecting login/logout details and preparing requisition forms for manager approval - Processing shift allowance by collecting daily login details and preparing weekly reports for verification - Consolidating incentive, OT, and shift allowance reports for manager approval before sending to HR for payroll processing It also includes checklists for payroll cut-off dates and collecting necessary employee and work data from other teams for payroll.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as docx, pdf, or txt
    70 views5 pages

    Payroll Processing Procedure

    Uploaded by

    Venkatesan Ethiraj
    The document discusses the MIS team's payroll processing procedures which includes: - Preparing weekly incentive reports by collecting various work-related data from other teams - Processing overtime (OT) by collecting login/logout details and preparing requisition forms for manager approval - Processing shift allowance by collecting daily login details and preparing weekly reports for verification - Consolidating incentive, OT, and shift allowance reports for manager approval before sending to HR for payroll processing It also includes checklists for payroll cut-off dates and collecting necessary employee and work data from other teams for payroll.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as docx, pdf, or txt
    of 5

    MIS Team Planning to do Incentive report for all the process.

    Payroll Processing Procedure Payroll Cutoff date for Ops - 16th of every month

    Preparing incentive Weekly Basis Monday: we collect the Leave details from HR punching details Tuesday: we collect the Sampling, Customer Claims, Reader FWR, Disputed FWR details from BDS o Wednesday: MIS Team runs the report from SM / Cognos o Thursday & Friday: TLs Cross Verify the data with SM /Cognos & Send the confirmation mail to MIS team o Post correction we send the final incentive report to all the TLs. (Monday) Payout in the next month payroll. o o

    Processing OT Dates considered 1st week every month to 1st week of next month If processes are working OTs on Saturdays, Monday: well collect the Login/Logout details from HR Tuesday: Prepare OT Sheet & Send to HR to verify the login/logout details Thursday: Post verification well have the hard copy signed by all the associates Friday: Manager approves requisition and same is processed in the payroll Based on Login details, the OT/COMP OFF requisition form is prepared This requisition form is signed by managers and handed over to HR on a weekly basis.

    Processing Shift Allowance Every day we collect login details from HR. Based on login details we prepare the shift allowance from 21st to 20th of every month on a weekly basis Leaves will be considered from 6th to 6th of every month Any pending leaves will be deducted in the next month payroll Send the mail to all the TLs for verification Post verification the same is advised for payout

    Consolidation process All the above mentioned (incentive, OT/COMP OFF & Shift Allowance) are consolidated by the MIS team sent for approval to the Managers. Once approved by the managers these are sent to HR for Payroll processing on 16th of every month.

    Checklist Sl. No Particulars Payroll Cut off mail sent to all PLs Cut off date for receiving Inputs For MIS Exited employees incentive, Shift Allowance & OT details send to HR TMI Associates Shift details send to HR TMI Associates OT details send to HR Final Consolidated Sheet send to HR for Payroll processing Cost center details update by MIS Team & Send to HR 1 Inputs received from HR Collect Maternity Details from HR Leave details From HR 2 Inputs received from Process Lead Mag: Shift Change details received from PLs & TLs HYD: Shift Allowance details from PLs (Excluding Leave details) HYD: Incentive details from PLs (Excluding Leave details) HYD: OT details from PLs 3 Incentive preparation: US Process Incentive prepared by MIS team. (Based on HR Leave details) UK Process Flat incentive Calculated by MIS Team. (Based on HR Leave details) Check customer claims with BDS for deduction. Check Flat incentive for TLs & IJP TLs with Managers Recheck/validate leave/maternity leave details with details sent by HR 4 OT preparation: Mag: Prepare OT Sheet, Crosscheck with HR & Finally Consolidate it HYD: Prepare OT Sheet, Crosscheck with HR & Finally Consolidate it Recheck/validate leave/maternity leave details with details sent by HR Staff

    Shift Allowance Consolidate all the Second shift details (with Remarks) Map the leave details from HR

    To Validate: Add Arrears /Delete arrears already paid (Remarks) Employee resigned list Duplication of Employee names/ID's No. of Shift days/ Shift Effective date Designations / Any redesignations/ Promotions etc. Employee ID Versus Name Highlight any Cost Center changes/movements Total headcount NOTE: Refer last months checklist for any inputs/remarks. (Would be good if month on month this check list is printed and relevant notes/ remarks are made). These checklists may be filed as well.

    Analysis on Unscheduled Leave 1st Jan to till 23rd Jan12


    Summary
    Below observation is based on the 14 days data. On average 38 Employees are taking Unscheduled leave on daily basis On average 6 associates are taking Unscheduled leave for more than 6 days leave on daily basis, 308 Man hours lost. On average 3 associates are taking Unscheduled leave for more than 3-5 days leave on daily basis, 1164 Man hours lost. On average 5 associates are taking Unscheduled leave for 2 days leave on daily basis, 1190 Man hours lost. On average 16 associates were taking unscheduled leave on a daily basis 1861 hrs Man lost. On average 48 associates are taking Unscheduled leave on Monday

    Impact
    Totally 4624 Man-Hours lost in the month of 1st Jan to 23rd Jan 2012.

    On average 330 Man-Hours lost per day On average 38 Man days lost per day 330 Man-Hours is equivalent to 1320 print adverts per day. 4624 Man-Hours (38 Man days) is equivalent to 18480 adverts.

    Conclusion
    Daily basis 1320 print adverts could have been built if unscheduled leave is avoided.

    Below is the Process Lead wise details UNSCHEDULED LEAVES PROCESS LEAD WISE No call / No Process Lead Show Unscheduled Chandrasekaran P 18 76 Rajesh Babu 7 53 Satish KM 58 Rajeev Venugopal 7 49 Kiran Rajan 4 44 Sujatha S 1 45 Giri Babu Kasoju 2 40 Shashikiran Nadig 1 39 Sreedhar Choudary Buddu 5 35 Anbu Prakash 3 30 Rajshekar DV 32 Prathibha Kumari 1 27 Shilpa S 16 High Error Contributors: Below is the analysis done on Artist FWR trend for the month of Dec 11 & Jan 12. The focus is to bring down artist error rate from 8% to 6% On the first phase we have identified high error contributors in YB print process across india. This data will be shared with the Ops team to bring down the errors of High contributors. Month Dec Jan 0% - 4% 23 49 4% - 8% 107 115 >8% 148 110

    Grand Total 94 60 58 56 48 46 42 40 40 33 32 28 16

    Action Plan: On a daily basis MIS team sharing the FWR report to the Ops team. This helps Ops team to track the performance of each individual on a daily basis. It will help to focus on error trend & reduce the FWR rate of the individuals. This process has been implemented in YB Print process. Same thing will be shared for other process.

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