hrms - manual

Human Resource ManagementSystem fFrequently Asked

Questions)

i

Table of Contents

l. Service Register ...-.,..,.......... ..............51. How to search particular Employee details in Service Register?.... ...............s2. How to add New Employee in Service Register?...- ...................53. How to update KGID NO/METAL NUMBER?...,........ ................6

4. How to add a new Establishment Number?. ...........65. How to view SR reports fgr an Employee? ...,.....-. .....................6

6. How to add new Head of account?..... ....................6

7. Getting an error message "KGID already exists" while adding a new emp1oyee...........................6

8. ln case the employee has occupied Quarters and HRA amount of the employee should be pald torespective Quarters department, how can this be done?(Quarters which are not rent free)................... ........79. ln case the employee has occupied Quarters and HRA amount should not be shown inAllowances?(Quarters which are rent free)..... .........,........710. How to exit an employee in case of Reappointment? ................7

11. How to take in the details of an employee in case of Reappointment in the destination DDO?............812. How to select SFN (Small Family Norms) Checkbox present in Employee Basic Details?...................8

13. How to change the Employee Name in Basic Details? ................ .................8

14. How to Cancel Leave?....... .................9

15. How can an Employee's leave be cancelled partially?..... ..........8

16. How to update Date of Blrth or Date of Joining or Date of lncrement or Gender? ..,..........9

17. How do you exit an employee in case an employee who has been reappointed and under probation inthe new department comes back to the parent department? ................9

18. How to enter the details of an employee, in case of Reversion to Parent Department, in the

19.HowtoaddQualificationdetailsofanEmployee?....'......

20. Howto add Nominee details? ...........10

21. How to modifu the share of existing Nominees? .......,..............10

22. How to add Family and Dependent details? .........11

23. How to change HRA grade and City Grade? ........11

24. How to change some of details already entered in Employee Basic Details? ....................................11

25. How to enter leave details of any employee? .......12

26. How to enter leave encashment of any employee? .................12

27. How to add Bank Details?...... ...........12

28. What is Fixed & lnstallment amount? ...................13

29. How to add lnsurance details?.. ........13

30. How to modifo already added insurance details for an employee?........... ........_.............13

31. How to add Employee specific deduction? ...........13

32. How to modify already added Employee specific deduction details for an employee?.......................13

33. How to add Employee specific allowance?. ....,.....14

34. How to modify already added Employee specific allowance details for an employee? ......................14

35. How to add Recoveries?........... .-......14

36. How to modifiy already added Recovery record for an employee? ...,....... ......................14

Human Resource Management System {FAa) 2lPage

37. When should the Draft Pay bill Regenerate process used? ......... .-.............15

38. How to stop an Allowance & Deduction for an Employee?.......,,.. ...............15

39. How to give effect increment for an employee?........... ............15

40. How to make the Draft Pay Bill final or How to approve the draft pay bill? .....................15

41. How to stop Pay Bill or make Pay held over for a particular Employee?.. .......................16

42. How to view & update attendance for a particular employee?................. ....................,..16

43.HowtoStop/RevokethelncrementofanEmployee?..

44. How to add the record in Recoveries (lnstallment), lf the employee has already paid somelnstallments out of total installment? ............17

45. How to Give Stagnation ln'crement?.............. ..-....17

46. How to View ECS Report before Approval? ......-..17

47. How to View ECS Report After Approval ?.........,..... ...............:... ..............."17

48. How to generate FA (Festival Advance) for many Employees? ...................18

49. How to add FA (Festival Advance) for single Employees? .......18

50. How to Revert the lncrement for the Employee? .....................18

51. How to transfer out an employee to anolher DDO code?- ...--.-.18

52. How to transfer in an employee from another DDO Codeffransfer Destination lN?.......,..................19

53. ln case an employee is deputed to another department, How can the employee details be deputedout? 19

54. How the employee can be deputed in the destination DDO code- using the Deputation DestinationtN? 20

lV. PROMOTION: ............... ................... ...................20

55. How to give Promotion or time bound for an employee?........... ..................20

56. How to give Demotion for an employee?.. ............21

57. How to assign Officiating details for an employee?........... .......21

58. lf an employee has got Step up increment, how can this be added?.. .........21

59. How to step down an increment for an employee? ...............-..22

V. Suspension ...................22

60. How to give suspension for an employee or lnvoke Suspension? ....-..........22

61. How to extend the suspension for an employee / Extend Suspension? .......22

62. How to Revoke the suspension for an employee I Retroke Suspension? .................-....'23

63. What are the different arrears that couid be generated in HRMS?... ...........23

64. How to Generate Arrears?

65. How to vial any Arrears report before approving it? ............... ....-..-...........24

66. How to approve arrears bill? ............ ....................24

67. How to view any Arrears report after approving it?............... ...-..................24

68. HowtoGenerate Partial Pay?........... ...................25'

69. How to generate Allowance anears? ...................25

70. How to generate FA bill?....... .......,..-.27

71. How to generate Split Salary arrears?...... ............28

72. How to generate Suspension Arrears?..... ............28

73. How to generate lncrement arrears?...... ..............29

74. How to generate Promotion arrears?

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94.bills?

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How to generate DA arrears? ...........32

Howtogenerate EncashmentArrears?...... ........,.32

Howtogenerate DAencashmentAnears? ..........33

How to generate Reappointment Arrears .............33

How to generate Leave arrears?...... ....................34

How to Generate Stagnation Arrears?...... ............34

.Problem/RequesUQuery ...................36

How to register a complaint? ...........,.36

How to view the status of the complaint? ........... .....................36

How to update the Requedt which was sent for clarification?....... ...............37

How to give request to departmental nodalofficer for adding new employee? ..................................37

How to give request to departmental nodal officer to change Date of Birth?.......... .........37

How to give request to departmental nodal officer to change Date of Joining?...... .........38

How to give request to departmental nodal ofiicer to change Date of lncrement? ..-.......38

How to give request to departmental nodalofficerto change the wrong gender entry?....................39

How to give request to departmental nodal officer to revert pay bill?...... ........................39

How to give request to departmental nodal officer to revert any arrears bill?-....................................39

NPS (New Pension Scheme) ...........39

How to approve Schedule lV?.........,.... ....,...........39

How to Approve Schedule V?..........-... ................40

What is the use of Employee Contribution option? ..................40

How to approve one employee, if there are n numbers of employee present in Approve allArrears40

How to unapprove Schedule lV?.............. ............40

lf NPS is not deducting for the employee?............... ................40

How to edit the basic in NPS arrears? .......... ... ... " ..............40

How to edit the recovery month of NPS arrears?...... ...............4'l

What if NPS Arrears is not deducting for the employee? .............. ..............41

How to Change from Single lnstallmentto Multiple lnstallments?................. ,.............41

Annexure Reports....... ......................41

Why Annexure report will be blank after generating draft pay bill?............. ..................41

HRMS User Manua1.................. ........41

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I. Seryice neoister

1. How to search pa*icular Employee details in Serwice Register?

Ans: To search particular employees in Service Register follow the steps as mentioned below:

. If the KGID no of the employee number is known, enter KGID No of employee & click on

det button to fetch all the data of that pafticular employee

OR Otherwise. Select Office/Institution, the establishment the employee belongs to.

. Select the DEO & HOA in which the Employee belongs.

. Click on Search button a pop-up window will appear, enter at least three characters of

the name of the employee, to search a specific employee.

. Click on Get button, employee name will be displayed.

. Click on select button employee name & KGID no will be fetched

. Click on GET button to fetch all the data of that pafticular employee.

2. How to add New Employee in Service Register?

Ans: In order to add new employee, an online request has to be sent to the concerned

Departmental nodalofficer toenable the Save Button. This request can be sent as given below:

. In "Problem/Query/Request" menu click on "Enable Employee Adding".

. Enter the "Number of employees" and click on the uGet" Button

. Enter the reason for the new employee request.

. Click on "Request for regeneration".

. Upload the necessary scanned documents like the appointment order or duty joining

order.

Once the request is approved by the nodal officerfollow steps as below:

. Select the "Employee Basic Details" under "Service Register" menu.

. Select Office/Institution and choose the establishment for adding the employee

. Assign DEO & HOA for the Employee

. Enter the "KGID No", and click on the "Get" Button, a message is displayed saying "New

KGID", click ok.

. Enter all the details properly and then Click on "Save" button to save the Employee

details.

Note: This new request has to be given only in case of new appointment or when the employee.

details have never been entered in HRMS (employee previously working in Boards and

Corporations).


3. How to update KGID NO/METAL NUMBER?

Ans. To update the KGID number or metal number of a particular employee follows the Stepsas below:

. Select the "Update KGID" Menu, available in Service Register Module.

. Enter Kgid No of the employee and click on GET button to fetch the data.or else click on

Search button which opens a pop-up window. Enter minimum three characters to search

that specific employee and click on Get button. List of employees will be displayed. Click on

select button in the below table, employee name & KGID no will be fetched.. Now enter the new Kgid No or the Metal No for updating along with the reason for updating.. Click on Update button to save the details.

The updated details will be present in unapproved list.. Click on Approve Button to approve the details.

The updated details will then be reflected in Employee Basic Details.

4. How to add a new Establishment Number?

Ans: Request through letter has to be sent to concerned Departmental nodal officer for addition ofnew Establishment Number also stating the reason for adding a new establishment. The

establishment name to be given should also be specified. New establishment would then be added

by the nodal officer.

5, How to view SR reports for an Employee?

Ans: To view SR reports follow the steps as below:

. In Reports module click on SR Reports submenu.

. select the Establishment No & Report name from drop down menu.

. Click on View report to view the reports for all employees.

. To view the reports for only one employee enter KGID No & Report Name, butdeselect the Establishment number.

6. How to add new Head of account?

Ans: Request through letter has to be sent to concerned Departmental nodal officer for addition of ne

Head of Account.

7. Getting an error message *KGID already exists" while adding a new employee

Ans: If the above message is displayed then it shows the employee already exists in another'drawing code. In the message the DDO Code in which the details are present will also be

displayed. In such case the Employee Service Register details are atready available in HRMS and

have to be transferred from the DDO, instead of adding.

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8. In case the employee has occupied Qua*ers and HRA amount of the employeeshould be paid to respective Quarters department, how can this be done?(Quarters' which are not rent free)

Ans: Follow the steps as given below:

r In Service register menu click on Employee Qua*ers and City Grade

. Enter the Kgid number of the employee and click on the "Get" button

. 'Select Employee Quarters Status Button.

. Select from the Quarters Occupied dropdown list. This has different types of quarters like

PWD, Police, ZP, TP etc.

. Select suitable quarter's type and in next column set Rent Free to "N".

In such cases HRA would be shown in allowance and the corresponding quarter's

deduction would be shown in deductions of the employee.

9. In case the employee has occupied Quarters and HRA amount should not be shownin Allowances?(Quarters which are rent free)

Ans: r Follow the steps as given below:

r In Service register menu click on Employee Quarters and City Grade

o Enter the Kqid number of the employee and click on the "Get" button

o Select Employee Quarters Status Button.

. Select from the Quarters Occupied dropdown list. This has different types of quarters like

PWD, Police, ZP, TP etc.

o Select quarter's type and in next column set Rent Free to "Y".

In such cases HRA would not be shown in allowance and the quarter's deduction

would also not be shown in deductions of the employee.

1O. How to'exit an employee in case of Reappointment?

Ans: In case of reappointment, employee has to be exited as reappointment only. Transfer out

should not be done for reappointment. To exit an employee as reappointment follow step as

below:

o In Service Register menu click on Employee Exit details.r Type kgid number and click on get button.

o In Reason for Exit dropdown, select Reappointment.

r Enter the Date of leaving service, Address, upload the document and click on save

button,

o Record will be found in unapproved list.

r Click on approve to Approve the Records.

Note: Don't do transfer out in case of reappointment. Before exiting any salary pending

should be drawn in the source DDO.

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ll.Hdw to take in the details of an employee in case of Reappointment in thedestination DDO?

Ans: There is a separate screen for taking in the employees who have been exitedusing "Reappointment". Follow the steps as below:

. In Service register click on Re-Appointment Screen.

. Enter the KGID Number and click on GET. Employee details will be retrieved.

. Enter the required details which are displayed on the screen and click on SAVE button.

. Details will be present'in the Unapproved List.

' Click on approve button in the Unapproved list and the records will be approved.o The Employee basic details will be then retrieved in Basic Details.

12.How to select SFN (Small Family Norms) Checkbox present in Employee BasicDetails?

Ans: In Seruice Register click on Physically Challenged / SFN. Enter KGID Number and click onGet button. Click on Small Family Norms Check Box and click on Update Button. Same will bereflected in Employee Basic Details Screen.

13.How to change the Employee Name in Basic Details?

Ans: In Service Register click on Change Employee Name. Enter KGID Number and click onGet button. Enter the Employee Name to be updated in the'Employee Name'field. Click on theUpdate Button. Employee Name will be updated.

14. How to Cancel Leave?Ans: Follow the steps as below to cancelthe leave.

. 'In Service register click on Leave Cancellations Screen.

. Enter the KGID number and click on Get Leave Details Button. last entered leave wiil be

displayed in the below grid.

. Click on the cancel button, the corresponding details will be displayed below.

. Select Full leave or partial leave radio bufton.o Enter leave cancellation from date and to date and remarks and click on Cancel Leave

button.

. The submitted record will be displayed in the below grid and the user can edit/delete therecord until its get approved by DDO.

15. How can an Employee's leave be cancelled partially?

Ans: In Service Register click on Leave Cancellation Screen.. Enter the KGID number and click on Get Leave Details Button.. Last entered leave will be displayed below.

Human Resource Management System (FAa) SlPage

. On click on the Cancel button the corresponding leave details will be displayed and there

option is provided to cancel leave fully or partially.

16.How to update Date of Birth or Date of Joining or Date of Increment or Gender?

Ans: In order to change date of birth or date of joining or date of increment or gender, an

online request has to be sent to the concerned Departmental nodal officer. This request can be

sent as given below:

. In "Problem/Query/Request" menu click on "Request for change of DOB DOJ DOI

Gender".

o Enter the "KGID number" and click on the "Get" Button

r Details of the employee would be displayed.

. Click on any one necessary option to change DOB/DOJ/DOI or Gender

. The corresponding text box would be enabled.

. Enter the correct DOB/DOJ/DOI or Gender'

. Enter the reason for the change.

. Click on "Request for changing date".

. Upload the necessary scanned document using the button upload document.

. The change would be affected only when it is approved by the concerned depaftmental

nodal officer.

Note: Only once the request for an employee for the change of DOB/DOJ/DOI or Gender would

be entertained.

17.How do you exit an employee in case an employee who has been reappointed andunder probation in the new department comes back to the parent department?

Ans: In case an employee has gone to another department on the basis of reappointment, he or

she has an option to return back to the parent department before the declaration of his

probation in the new department (reversion to Parent department). In such case the following

steps have to be followed.

. In Service Register menu click on Employee Exit details.

. Enter the kgid number and click on get button.

. In Reason for Exit dropdown, select Reversion to Parent Department.

. Enter the Date of leaving service, Address, upload the document and click on save

button.

Record will be found in unapproved list.

. Click on approve to Approve the Records.

Note: Transfer out should not be done for reversion to parent depaftment. Before exiting any

salary pending should be drawn in the source DDO.


18.How to enter the details of an employee, in case of Reversion to parentDepartment, in the destination DDO?

Ans: In case an employee has. been exited as "Reversion of Reappointment", he could be takeninside the DDO login using the steps as below:

. In Service register click on Re-Appointment Screen.

. Enter the KGID Number and click on GET. Employee details will be retrieved.

. Enter the required details which are displayed on the screen and click on SAVE button.r Details will be present.in the Unapproved List.

. Click on approve button in the Unapproved list and the records will be approved.

. The Employee basic details will be then retrieved in Basic Details.

19.How to add Qualification details of an Emptoyee?

Ans: Follow the steps as below:

r In Service register click on Qualification Details Screen.r

. Enter the KGID Number and click on GET or else click on Search button. Employee

details will be retrieved.

. Enter the required details which are displayed on the screen and click on SAVE button.

. The corresponding documents could also be uploaded.

. After saving, details will be present in the Unapproved List,


. The approve Qualification Details could be viewed in "MIS Report" under "Empioyee SR

Reports".

2O.How to add Nominee details?


. In Service register click on Nominee Details Screen,o Enter the KGID Number and click on GET or else click on Search button.. Employee details will be retrieved.

r Select the policy under which nomination is to be added and click on GO button.. Enter the required details which are displayed on the screen and click on SAVE button.. After saving, details will be present in the Unapproved List.


21.How to modify the share of existing Nominees?


. In Service register click on Nominee Details Screen.o Enter the KGID Number and click on GET or else click on Search button. Employee

details will be retrieved.

. Select the policy under which nomination is to be added and click on GO button.

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. Now click on Modify Share button.

r . A pop-up window will be displayed which contains all the approved nominee details in

the table.

. Cti.t on Edit button to edit the share'

. On clicking update button the record will be saved as Approved'

22.Hoir to add Family and Dependent details?


o In Service Register click on Family and Dependent Details Screen.

o Enter the KGID Number and click on GET button or else click on Search button.

Employee details will be retrieved.

o Enter dependent details.

. There is also a facility to upload documents and photo.

. On clicking Save button, details would be saved and appear in Unapproved list. Click on

the Approve button to approve the same.

23,How to change HRA grade and City Grade?


r In Service register menu click on Employee Quarters and City Grade

. Enter the Kgid number of the employee and click on the "Get" button

. Select HRA CCA CitY Grade Button'

. Enter from Date and the select corred HRA and CCA city grade.

. Enter suitable remarks and click on update button.

Z4.How to change some of details already entered in Employee Basic Details?Ans: Some of the details of the employee entered in Employee basic details can be changed.

Those are listed as below

o Establishment number

o Add/edit PAN Number

. Identification Marks

. HeighVWeight

o Fathers Name

o Address

r Blood Group

r Basic Salary of Contract Employee

o Head ofAccount

o MaritalStatus

To update the above details follow steps as given below:

r In Service Register click on Update Employee Basic Details Screen.

o Enter the KGID number and Click on Get Button.

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. In the dropdown select the appropriate option

. The corresponding details will be displayed below.

. Enter the details and Click on Update button.

. The updated details willbe present in unapproved list.

. Click on Approve Button to approve the details.

' The updated details will then be reflected in Employee Basic Details.

25.How to enter leave details of any employee?

Ans: Steps to add the leave Oitaits for an Employee are mentioned below:

. In Service Register click on Leave Details Screen

. Enter the KGID number and Click on Get.Button.o In the dropdown select the appropriate type of Leave

o Enter the Details like, From and To Date of Leave, Sanction Number and others.. Click on SAVE Button.

. The Saved details will be present in unapproved list.


. The Leave details will be saved.

26,How to enter leave encashment of any employee?

Ans: Steps to add the Leave Encashment Details for an Employee are mentioned below:

. In Service Register click on Leave Encashment Screen

. Enter the KGID number and Click on Get Button.

r Enter the details like From and To Date, Surrender Date and Others.o Click on SAVE Button.

. The Saved details will be present in unapproved list.


. The Leave Encashment Details will be saved.

NOTE: Leave Balance has to be updated through the Screen "Update Leave Balance'screen inseruice Register screen before add the Leave Encashment Details.

H. Pav Roll

27.How to add Bank Details?

Ans : To add or modifo Bank detail follow the steps as below:. In Payroll->Bank Details .Click on Bank Details menu

. Enter KGID no and click on Get button. Employee name will get displayed.

. Select District name, MICR code, Bank Name (If Bank Name is not present send a

request to HRMS cell to add the bank Details), Branch name, Payment Mode and Account

Number from Dropdown List and Click on Add button.

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. "The record is saved successfully" message will be displayed after saving the record.

28.What is Fixed & Installment amount?

Ans: If the employee wants to the recovery or deduction amount to be deducted monthly,

then Instalment amount option has to be selected which is available in drop down menu. Or

else fixed amount option could be used.

29.How to add Insurance details?

Ans: To add Insurance Details, Follow the steps as detailed below:

. Type KGID No or click on search button to search the employee & click on GET button

to fetch the details of the employee.

r Click on "+" to add here User have to Select Insurance Type, Enter Policy alpha,

Policy Number, sum assured, premium amount, from date and to date.r Click on Save button to save the entered details.

. The added Record will be in unapproved list to make it approved click Accept allbutton.

3O.How to modify already added insurance details for an employee?


r Type KGID No or click on search button to search the employee & click on GET Button to

fetch the details of the employee.

. Click on Approved list menu & click on "+" button to view the approved record.

. At the end of the grid there is edit & delete button available

o Once the record is edited you have to click on Accept all button to approve the record.

. The record can also be deleted by using Delete Button.

31.How to add Employee specific deduction?




. Click on "+" to add new Deduction record for the employee.

. The added Record will be in unapproved list to make it approved click Accept all

button.

32.How to modify already added Employee specific deduction details for an employee?


r Type KGID No or click on search button to search the employee & click

on GET Button to fetch the details of the employee.

. Click on Approved list menu & click on "+" button to view the approved record.

. At the end of the grid there is edit & delete button available.

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. Once the record is edited you have to click on Accept all button to approve the

record.

. The record can also be deleted by using Delete Button.

33.How to add Employee specific allowance?



to fetch the details of.the employee.

r Click on "+" to add new Allowance record for the employee. The added Record will

be in unapproved list to make it approved click Accept all button.

34.How to modify already added Employee specific allowance details for an employee?




. 'Click on Approved list menu & click on "+" button to view the approved record.

. At the end of the grid there is edit & delete button available.

. Once the record is edited you have to click on Accept all button to approve the

record.. The record can also be deleted by using Delete Button.

35.How to add Recoveries?


Type KGID No or click on search button to search the employee & click on GET button


. Click on "+" to add new recovery record for the employee. The added Record will be in

unapproved list to make it approved click Accept all button.

36,How to modify already added Recovery record for an employee?




. Click on Approved list menu & click on "+" button to view the approved record.Click

on "+" to add new recovery record for the employee.

. The added Record will be in unapproved list to make it approved click Accept allbutton.

Human Resource Management System (FAA) 14lPage

37.When should the Draft Pay bill Regenerate process used?

-Ans: For any month before viewing the draft pay bill in view draft pay bill option, regenerate

draft pay bill option should be used. Also if any updation's are made for any employee, for the

changes to be affected draft pay bill regenerate draft pay bill option should be used.

38.Hovq to stop an Allowance & Deduction for an Employee?

Ans: If for any purpose if the allowance or deductions have to be stopped for an employee the

Stoppage of allowance and deduction option could be used as below:

. In Pay roll module Click on stoppage of allowance & deduction menu.

. Then search the Employee by KGID No or search button

. Select From date & To date to stop the allowance or deduction then click on Get

button.

. A screen will be opened where you can stop Allowances, Deductions, and

Insurances & Loan recoveries.. The User has to click on the check box & click Accept all button to stop allowances or

deduction.

39.How to give effect increment for an employee?

Ans: In a particular month, after 15th of that month by default Increment is added to all the

employees through HRMS for whom increment date falls on that month. In case increment is

stopped and increment has to effected manually it could be done in steps as below:

. Enter the Kgid Number of the employee and click on Get button.

. The records will be displayed in the grid below showing allthe details.

. Enter the Order Date till which the time Increment arrears has to be generated in case

the increment is sanctioned late.

. Add the details and click on Save All button.

. In case increment arrears has to be generated, give the order date properly.

. Click on Approve Increment Button to approve the records.

. Click on Accept All button. The increment will be affected.

4O.How to make the Draft Pay Bill final or How to approve the draft pay bill?

Ans: To approve the bill, follow the steps as given below:

. In pay roll module click on Approve Draft Pay Bill.

. Select Month, Year and HOA from drop down menu.

. Select from EST No to EST No from drop down menu.

r Then click on GET button where employee list will be displayed of that EST no.

. Enter Khajane Establishment Number & Token Number & click on accept allbuttorB to make the draft pay bill to final pay bill.

Note: Before approving the draft pay bill confirm all the details are proper.

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41.How to stop Pay Bill or make pay held over for a particular Employee?

Ans: Follow the steps as below to stop the pay bill.

. In the pay roll module select Approve draft pay bill.

. SeJect Month, Year from the drop down menu.

. Click on Stop Pay Bill check box.

. Select HOA from drop down menu.

' Then search the employee by search button or by KGID No click on GET button tofetch the details of the employee.

' Write the reason for making pay held over for that particular employee by using thefield Reason for stopping pay bill.

. Then click on stop pay bill button to make the emptoyee pay Held over.' In Pay Bill report all the salary details will appear as O & Pay Held Over message will

be displayed along with the reason.

42.How to view & update attendance for a particular employee?

Ans: Follow the steps as below

. In Payroll module click on Attendance Register.

. Select Month, Year, HOA, & EST No from the drop down menu.

. Click on GET button to view the Approved list of employees.

. Here employees No of working days & all other details will be displayed.

. click on update button to stop few days'salary for an employee.

' Search the employee by search button or by KGID No click on GET button to fetch thedetails of the employee.

. Here the No of Paid Days & No of UN paid days fields will be enabled.

. To deduct the salary of an employee for few days enter in uN paid days.

. Click on update button to save & approve the record.

Note: Don't change the details in number of paid days, it should atways be 0. In case some daysof salary has to be generated using pay bill menu say for 28 days, make paid days 0 andunpaid days as 2, no of working days will come automatically as 28. If partiat pay bill, salarysalary or leave arrears for 28 days has to be generated make paid days 0 and unpaid days as28.

43.How to Stop/Revoke the Increment of an Employee?

Ans: In Payroll -> Stop/Revert Increment. Select the appropriate option whether you want toStop or Revoke the Increment. Select Month, year from drop down list and type Kgid numberand click on Get button, it displays the Name Of Government Servant, Group, Current Status,


Current Basic, Pay scale Code Next increment date. Enter Remarks for stopping or Revoking thejncrement and click on Accept all button.

44.How to add the record in Recoveries (Installment), If the employee has alreadypaid some Installments out of total installment?


r In Payrotl -> Recoveries. Type Kgid no or click on search button to search the employee

& click on GET button to fetch the details of the employee.

. Click on "+" to add new recovery record for the employee.

. Select The Recovery Type and fill the details like policy number, sanction amount and all.

. In place of "Principal Paid Installment" add the number of installment that has been

already paid and accordingly enter the record in total number of principal monthly

installment.

. After filling all the details, Click on add button to save the recovery reccird and approve it.

45.How to Give Stagnation Increment?


. In Payroll click on Stagnation Increment.

. Before adding or giving Stagnation Increment just make sure that the "Current Basic

pay"of the employee has reached the maximum of its Pay scale and "next Increment

date" is correct in Employee Basic Details.

. If details are correct, Select proper month and year from drop down list. Enter Kgid no

and click on Get button, the employee name displays.

. Click on "Get Unapproved Details" button to fetch the stagnation record. The stagnation

increment record will be displayed in the grid with details like employee name, current

basic, Stagnation Amount etc.

. Click on "Accept All" button to give the stagnation increment.

46,How to View ECS Repoft before Approval?

Ans: Follow the steps as given given below:

r In Payroll module click on ECS before Approval.

. Select appropriate month, Year, Head of Account and Establishment no For which ESC

need to be generated.

. Click on "Generate ECS "button to generate it then Click on "View Repott" to view the

ECS repoft.

47.How to View ECS Report after Approval?

Ans: In Payroll click on ECS after Approval. Before generating ECS after Approval make sure Pay

bill is already generated. Select appropriate month, Year, Head Of Account, Establishment no

Human Resource Management System (FAO) 17 | P a g e

and Pay bill no For which ESC need to be generated. Click on "Generate ECS "button to generate

it then Click on "View Report'f to view the approved ECS report.

48,How to generate FA (Festival Advance) for many Employees?

Ans: For adding FA for all employees in a particular establishment follow the steps as below:

r In Pay Roll module click on Multiple Festival Advance.

o Enter Sanction Date, Sanction No and amount and other details click on save button tosave the details and approve the records.

49.How to add FA (Festival Advance) for single Employees?

Ans: For adding FA for less number of employees follow the steps as below

. In Pay Roll module click on Recoveries

o Select'recovery type' as Instalment and Enter KGID No or click on search button tosearch the employee & click on GET button to fetch the details of the employee.

. Click on "+" to add new recovery record for the employee. Select the recovery as-Festival advance' from the list of recoveries present in dropdown.

r The added Record will be in unapproved list. Click on Accept all button to Approve the

records.

SO.How to Revert the Increment for the Employee?

Ans: To reveft the increment of an employee, follow the below steps:

. In Payroll module click on Increment details.

. Select Month, year from drop down list and type Kgid number and click on Get button

. It displays the Current Basic and Previous Basic, Enter the effective increment date and

click on Reveft Increment Button.

r And you can check the Completed Increment and Pending Increment Employee - List in

this Screen.

IIf. Transfers

51.How to transfer out an employee to another DDO code?

Ans: If an employee has been transferred, the transfer out option could be used to transfer the

employee to another DDO code or in other words the user can initiate transfer for an employee -

using the screen transfer-sounce (OUT). The following steps could be used

. In Transfer select Transfer-Source(OUT)

o Select the employee by KGID no or search button & click on Get button to fetch the

details of the employee.

. Then Relieving date, Office order no and Office order Date need to be entered.

Human Resource Management System (FAO) lSlPage

. Verifu whether all the details entered are proper and then Click on the Approve check

box button and click on save/approve button. Till the Approve check box button is

clicked and the records are saved, the user has the option to modify the details.

. Once the Approve check box is clicked and the details Jru upproued, users cannot

modify the details.

r At the DDO level, two of lists of employees transferred out could be seen.

o Employees transferred from source but not approved at destination.

o Approved records at destination

Note: Before transferring out an employee any pending salary should be done and then only

transferred out.

52.How to transfer in an employee from another DDO Code/Transfer Destination IN?

Ans: If an employee has been transferred out in source DDO, the details of the employee could

be transferred in using transfer-destination (IN) or the User can receive the data of an

employee using the screen transfer-detination (IN),. Select the employee by KGID no or search button & click on get button

o The details of the employee who has been transferred out would then be displayed.

. The no of day's salary drawn from source will automatically display.

. The user needs to enter Reporting date, Head of account, Est number, HRA City

Grade, CCA City Grade, Assign to DEO .

. Employee joining time will be automatically displayed & click on save/approvebutton, to take in the details of the employee transferred from source to destination.

. At the DDO level, two of lists of employees transferred in could be seen.

o Employee transferred from source but not approved in destination.

o Approved records at destination.

Note: While transferring in an employee enter all the details properly. In arrears Partial pay can

be used to draw the partial salary. In case of wrong entries, don't enter more records for

transfer out.

53.In case an employee is deputed to another department, How can the employeedetails be deputed out?

Ans: If an employee is posted in other than his/her parent department it is termed as

Deputation.

Deputation: Each department has a quota of posts to be filled in the Departments Local

bodies; such vacant posts are filled only through deputation. The following steps could be used

r In TransferselectTransfer-Deputation(OUT)

r Select the employee by KGID no or search button & click on Get button to fetch the


r Then Relieving date, Office order no and Office order Date need to be entered.


. Verify whether all the details entered are proper and then Click on the Approve checkbox button and click on save/approve button. Till the Approve check box button is

clicked and the records are saved, the user has the option to modifl7 the details.. Once the Approve check box is clicked and the details are approved, users cannot

modify the details.

o At the DDO level, two of lists of employees deputed out could be seen.

o Employees transferred from source but not approved at destination.o Approved records at destination

Note: Before deputing out dn employee any pending salary should be done and then onlydeputed out.

54.How the employee can be deputed in the destination DDO code- using theDeputation Destination IN?

Ans: If an employee has been deputed out in source DDO, the details of the employee could be

transferred in using deputed-destination (rN) or the User can receive the data of anemployee using the screen deputed-destination (IN).

o Select the employee by KGID no or search button & click on get buttono The details of the employee who has been deputed out would then be displayed.o The no of day's salary drawn from source will automatically display.r The user needs to enter Reporting date, Head of account, Est number, HRA City

Grade, CCA City Grade, Assign to DEO

. Employee joining time will be automatically displayed & click on save/approvebutton, to take in the details of the employee deputed from source to destination.

. At the DDO levet, two of lists of employees deputed in could be seen.

o Employee transferred from source but not approved in destination.

o Approved records at destination,

Note: While deputing in an employee enter all the details properly. In arrears Partial pay can be

used to draw the partial salary. In case of wrong entries, don't enter more records.

IV.PROMOTION:

55.How to give Promotion or time bound for an employee?

Ans: In case an employee has got promotion, the following steps could be used.. In Promotion menu click on Promotions.

. Select the employee by KGID no or search button

. Click on get button to fetch the details of the employee.

. Select the correct promotion Type

. Then enter the fields New Cadre, Scale Category, New group, New Pay Scale, newbasic, Effective date, GO No, GO Date, Remarks( when the promotion type is Pay

Fixation/Step up increment)


. Upload necessary documents.

. Click on save button.

. The promotion records would be in unapproved list.

. The user can edit /deletd the submitted record until its get approved by DDO

Note: Don't enter more than one record in case of promotion. You can enter more than one

record only in case of pay fixation. In case of pay fixation enter records as many records as and

when the basic changes.

56.How to give Demotion for an employee?

Ans: In Promotion menu the User can use demotion screen for an employee to demote to

lower cadre.e Select the employee by KGID no or search button & click on get button to fetch the


. Then enter the fields New Cadre, Scale Category, New PayScale, New group, Next

Increment date, new basic, Effective date, GO No, GO Date

. Upload document & click on save buftono The demotion records will be in unapproved list.

. The user can edit/delete the submitted record until its get approved by DDO.

57.How to assign Officiating details for an employee?

Ans: If an employee has taken charge under Rule 31 or Rule 68, then the above screen could

be used forentering officiating details and hence giving the charge allowance forthe employee.

. Select the employee by KGID no or search button & click on get button to fetch the


. The allowance amount that is 5olo of the minimum pay scale woutd be displayed

automatically.

. Then in Officiating Details the user has to enter From date, To date, Cadre, Scate

category of the employee, Pay scale, Remarks click on save button to officiate the

details for a particular employee.

. Click on the save button

. The details will be in unapproved list.

. The user can edit/delete the submitted record until its get approved by DDO.

. Click on the Accept button to approve one record or multiple records at one time.

58.tf an employee has got Step up increment, how can this be added?

Ans: In Promotion menu, select Promotion Type as Step Up increment and approve the

promotion details.

Human Resource Management System (FAO) 21lP age

59,How to step down an increment for an employee?

Ans: Follow the step as below to step down an increment.

. In Promotion ctick on Step Down rncrement Screen to give step down increment for an

employee.

o Enter the KGID Number and Click on Get Button.

r -Existing details will be displayed.

r Enter the required details like, Basic Pay, effective date, Order date and order number,upload document if required.

. Click of the Save Button, the entered records will be saved in unapproved list.

. Click on Approve button to approve the submitted records

V. Susoension

6o.How to give suspension for an employee or rnvoke suspension?

Ansl There are 3 screens available for Suspension in the Suspension Module. In order to add

records for Suspension, Suspension Invoke Screen is used.

. In Suspension menu click on Invoke suspension: The User can use this screen toinitiate or invoke suspension for an employee.

. Select the employee by KGID no or search button & click on get button to fetch thedetails of the employee.

. Then enter From Date, Order Date & remarks.

. Subsistence allowance percentage will be displayed automatically.

. Cllick on save button.

. The details will be in unapproved list, if the details are correct approve the records.

. The records for suspension will be saved and hence the suspension will be initiated forthe employee.

. When the paybill is generated, salary will be generated based on subsistence allowancetill the suspension is either extended or revoked.

Note: Don't enter more than one record in case of invoke suspension for the same period. In amonth if Suspension is invoked for an employee, salary amount would be catculated accordingly.

61.How to extend the suspension for an employee I Extend suspension?

Ans: To extend suspension for employee use the steps as below:. In suspension menu click on Extend suspension: The User can use this screen to extend

suspension for an employee.

. Select the employee by KGID no or search button & click on get button to fetch thedetails of the employee.

. Then enter Extension from date, Order No.o Select the subsistence allowance from drop down menu.


. Click on save button to extend the suspension for an employee

Note: Don't enter more than one record in case of extend suspension for the same period. In amonth if Suspension is extended for an employee, salary amount would be calculated

accordingly

62.How to Revoke the suspension for an employee / Revoke Suspension?

Ans: The user can use this screen to revoke the suspension for an employee so that l}Oo/o

basic will be generated in the.paybill.

. In suspension menu select revoke suspension.

. Select the employee by KGID no or search button & click on get button to fetch the


. Then enter End date, Order No.

. Select from the list for Treat Suspension Period as which is available in drop down

menu

Click on save button in order to revoke the suspension for the employee.

Note: Don't enter more than one record in case of revoke suspension for the same period.

In a month if Suspension is revoked for an employee, salary amount would be calculated

accordingly. If the option of treat suspension period is selected as Duty or as Leave, arrears

could be generated.

VL Arrears

63,What are the different arrears that could be generated in HRMS?

Ans: The following type of arrears could be generated through HRMS.

. Promotion arrears

o Increment arrears

. DA arrears

o Encashment Arrears

. DA Encashment

. Partial Pay Arrears

r Leave Arrears

o ReappointmentArrears

. Allowance Arrears

. FA bill

. Split Salary

r Suspension Arrears


64.How to Generate Arrearc?

Ans: For generating an type of arrears, follow the steps as below:o In Arrears Menu click on Generate Arrears.

. Type Kgid and click on get button.o Select Arrears type and click on get details

. Select the correct record displayed below and click on generate arrears.

' Generate Arrears Successfully Message will display.

. Here Promotion, rncrement, DA, Encashment, paftial pav, Leave, DA,Encashment, Reappointment, Allowance, FA ,Split Salary and suspensionarrears can be generated.

65.How to view any Arrears report before approving it?

Ans: After Generating Arrears, arrears report before approval could be checked as below:o. For arrears report before approval other than DA

o In Arrears menu click on arrears report before approval (other than DA). For DA arrears report before approval

o In Arrears menu click on DA ARREARS BEFORE APPROVALo For Paftial Pay bill report before approval

o In Arrears menu click on Partial Pay bill report before approval. For Leave encashment report before approval

o In Arrears menu click on Leave encashment report before approval

66.How to approve arrears bill?

Ansl After checking the arrears report before Approval, if found correct it could be approved as

below:

. In arears menu click on Approve all arrears billr Select from month, from year and to month and to year.. select head of account, from establishment and to establishment.o Enter khajane establishment number and token number,. Select the correct Arrear type in the drop down provided

. Click on get Button.

. The records will be displayed.

. Click on the approve button.

67,How to view any Arrears repoft after approving it?

Ans: After approving Arrears report, affears report after approval could be checked as below:. For arrears report after approval other than DA

tluman iesource Management System (FAO) 24lp a g e

o In Arrears menu click on arrears report after approval (other than DA)

. For DA arrears report after approval

o In Arrears menu click on DA ARREARS AFTER APPROVAL

. For Partial Pay bill report after approval

o In Arrears menu click on Partial Pay bill report after approval

. For Leave encashment report after approval

o In Arrears menu click on Leave encashment report aflter approval

68.How to Generate Partial PaY?

Ans: In case an employee has been transferred from one DDO code to another and some

number of days of salary is already drawn in source DDO, then salary for remaining days could

be drawn in destination DDO using partial pay option as given below:

. In Arrears Menu click on Generate Arrears.

. Type Kgid no or search the Kgid no by entering first three character of Employee name

in search window.

. Click on get button select Arrears type as "Pattial Pay".

. In attendance register make paid days as O and unpaid days as number of days for

which partial pay has to be generated.

. In the List below transfer records will be displayed.

. Select the appropriate one and do click on "Generate Arrear"'

. The arrear is successfully generated message will be displayed.

. After generating Partial pav, go to Arrears Menu click on Pa*ial Pay Bill Repoft

Before Approval. Select Month, Year, HOA, and Establishment No and Click On View Button to View The

Repoft.

. Once all the Details are correct in the report, Go to Arrears click on Approve All Arrears

Bill Screen and Approve the Partial Pay.

. After Approving, Go to "Arrears )Partial Pay Bill after Approval" screen and View the

approved record.

69.How to generate Allowance arrears?

Ans: To generate Allowance arrears follow the steps as below'

r Increment arrearc after HRMS implementation (after Feb 2OO8), can be generated as-

below.

' rn

'' i*I:;#:1:TtrJIJ:T;#,.i*ff:;,.- Da,e, r. Da,e and

Click on Add button.


' The details will be in unapproved list, Click On Accept All to approve the

records.

o In Arrears menu go to Generate Arrears.

' Enter Kgid num-ber Click GET button.

' Select Arrear Type as ALLOWANCE, select the allowance name and click

on Get Details.

r Click Generate Arrear Button.

o In Arrears go to Arrears Report Before Approval (other than DA). Enter frbm Date, To Date, From Year, To Year, Hoa, pay bill No, from

Establishment No, To Establishment, Arrear For.

. Click View Report. Check whether the report displayed is correct.

o In Arrears click on Approve All Arrears bill.. Enter From Date, To Date, From Year, To Year, Hoa, pay bill No,

Establishment No

' Put Token number and Click Get button.

o In Arrears click on Arrears Report after Approval (other than DA).. Enter Kgid number and Click GET button.

' Enter from Date, To Date, From Year, To year, Hoa, pay bill No,


. Click View Report.

. Allowance arrears before HRMS implementation (before Feb 2OO8), can be generated

as below.

o The old salary drawn details has to be entered

' Select "Old Salary Drawn Details Entry (Till February 2OO8)".

' Enter Kgid No of the employee, click on Get Button.. Select Arrear type and click on Get Details Button.. Select the single record for which arrears has to be generated from the

arrear details and click on Generate Arrears Button.. Details of the Salary drawn will be displayed below.. Click on the Edit Button to edit drawn details for the particular month and

year.

. Fill the details correctly and click on Update Drawn Details Button.

' "Copy previous month" button could be used to copy the already entered

data.

o After verifying all the details Click on "Arrear Bill Generation Entry (TillFebruary 2OOg)" from the Arrears Menu. Here only the difference amountthat needs to be drawn now has to be entered. In case of allowance arrears only

the allowance difference amount could be entered.. Enter Kgid No of the employee, click on Get Button


: ::::l il:lJ,:"::il;::H::::::":fi::10 u" eenera,ed fr.m ,he

arrear details and click on Generate Arrears Button.

. Details of the Salary To Be Drawn will be displayed below.

. Enter the Month and Year for which Arrear Details to be Drawn need to be

edited and Click on Get Details Button.

: :[i i: lT:];};11]''l: ilini,::'+il i:. :".ance has

to be added, click on Add Other Allowance link, select the Arrear type,

enter the amount to be drawn click on Update To be Drawn Details.

"Copy previous month" button could be used to copy the already entered

data.

o In Arrears menu go to Generate Arrears.. Enter Kgid number Click GET button.

Select Arrear Type as ALLOWANCE, select the allowance name and click

on Get Details.

. Click Generate Arrear Button.

o In Arrears go to Arrearc Report Before Approval (other than DA)

Enter from Date, To Date, From Year, To Year, Hoa, Pay bill No, from


' rn i"i:irH T#*J'"';:,'il ;':"",- :, b N.,

Establishment No and correct Arrear type.

r Put Token number and Click Get button.

o In Arrears click on Arrears Report after Approval (other than DA).

: :::::i::Tr?::T:'":::?*'T"r, r. Year, H.a, Pay bi,, N.,


Click View Report.

7O.How to generate FA bill?

Ans: First Festival Advance Recoveries has to be added. This can be done in either individually or

in bulk, this can be done as below:

. Fgr adding FA for less number of Employee

o Go to Pay Roll click on Recoveries.

o Enter Sanction Date, Sanction No and amount and other details

o Save and approve the records.

. For adding FA for all employees in a particular establishment.

Human Resource Management System (FAA) 2TlPage

o Go to Pay Roll click on Multiple FestivalAdvance.

o Enter Sanction Date, Sanction No and amount and other details.

o Save and approve the records.

o In Arrears Menu go to option *FA Bill Generation". Select "From" and "To" month and

year as the sanctioned month and year.

o System will display the set of employees for whom FA has been added for the above

month.

. Click on Save Button.

. Approve the FA bill by giving a valid Token Number through "Approve Arrearc Bill"Option under "Arrears" Menu. Approve FA Bill only when the details displayed are

corect.. Generate the Final FA bill through *FA Bill after Approval" Under "Arrears Menu" by

selecting nFrom" and oTo" month and year as the sanctioned month and year

71.How to generate Split Salary arreans?

Ans: In case joining time or waiting period salary for some fraction number of days has to be

generated then Split salary option could be used as follows:

. In attendance register make paid days as 0 and unpaid days as number of days for

which split salary has to be generated.

o In Arrears Menu select Split Salary.

o Type Kgid no or search the Kgid no by entering first three character of Employee name

in Search Window. Click on Get button.

o Date of Joining is displayed.

o Select the Split Salary Type, Month, Year, From Date, End Date.

r Enter the reason for generation of split salary.

. Click on save button and Approve the Entered Records.

. Go to Arrears and Generate Arrears of split salary by selecting arear type as "Split

Salary'.

r View the split salary before approval using Arrears report before approval (other

than DA) in the arrears menu.

. If found correct approve the split arrears using Approve all arrears bill in the arrears

menu

. The approved bill can be found in Arrears report after approval (other than DA) in

the arrears menu

72.How to generate Suspension Arears?

Ans: In case an employee was under suspension and suspension is revoked considering the

suspension period as Duty or as leave then suspension arrears could be generated as below:

. Go to Arrears and Generate Arrears by selecting arrear type as "Suspension".

Human Resoulce Management System (FAa) 2SlPage

. View the suspension arrears generated using Arrears report before approval (other


. If found correct approve the suspension arrears using Approve all arrears bill in the

arrears menu

. The approved bill can be found in Arrears repoft after approval (other than DA) in

the arrears menu

73.How to generate Increment arrears?

Ans: Increment arrears can be generated by following the steps as below.

e Increment arrears before HRMS implementation (before Feb 2OO8), can be generated

as below.

o Enter all the records of increment prior to implementation of HRMS under History

menu in increment history.


: il:::;,: ;: TI^::Til"T:i"":::i::'1,',,"i":"" ," 2008 ) "

' Select Arrear type and click on Get Details Button.

. Select the single record for which arrears has to be generated from the

arrear d€tails and click on Generate Arrears Button.

: :ffi :Jil::::lTi::T:::,?ff:'1lii,,l ill;he pa* cu ar m.n,h and

year.

' Fillthe details correctly and click on Update Drawn Details Button.

' "CoFy previous month" button could be used to copy the already entered

data.

o After verifoing all the details Click on "Arrear Bill Generation Entry (Till

February 2OO8)" from the Arrears Menu. Here only the difference amount

*": "":::":,:;iT:::il HJ;;:::;,T:. o.. Bu,,.n, Select Arrear type and click on Get Details Button.

' Select the single record for which arrears has to be generated from the


: il:::J il:.:lTJ;i: :'.ffil,:::'il.1:'.:"J::,"wn need,. be


' :i:i ::'"t'.T: :Ti:#'#:1ffi":]:; ":, "I.*un." nu,

to be added, click on Add Other Allowance link, select the Arrear type,

enter the amount to be drawn click on Update To be Drawn Details.

Human Resource Management System (FAA) 29 | P a g e

"copy previous month" button could be used to copy the already entereddata.

o Go to Arrears and Generate Arrears by selecting arrear type as "Increment,,.o View the increment arrears generated using Arrears report before approval

(other than DA) in the arrears menu.

o If found correct approve the increment arrears using Approve all arreans bill inthe arrears menu

o The approved bill can be found in Arrears report after approval (other thanDA) in the arrdars menu

r Increment arrears after HRMS implementation (after Feb 2OO8), can be generated asbelow.

o In a particular month, after 15th of that month by default Increment is added toall the employees through HRMS for whom increment date falls on that month.

o In case increment is stopped and increment is affected manually in payroll->. Effect increment screen, increment arrears could be generated.

o Depending on the "order date" given in Effect increment scneen, incrementarears could be generated.

o Go to Arrears and Generate Arrears by selecting arrear type as "Increment,,.o View the increment arrears generated using Arrears report before approvat


o If found correct approve the increment arrears using Approve all arrears bill inthe arrears menu

o The approved bill can be found in Arrears report after approval (other thanDA) in the arrears menu.

74,How to generate Promotion arrears?

Ans: Promotion arrears can be generated by following the steps as below.

' Promotion arrears before HRMS implementation (before Feb 2OO8) can be generated asbelow.

o Enter all the records of Promotion or pay fixation prior to implementation of HRMS

under History menu in promotion history.o The old salary drawn details has to be entered

' Select "old salary Drawn Details Entry (Till February 2oog)".. Enter Kgid No of the employee, click on Get Button.. Select Arrear type and click on Get Details Button.

' Select the single record for which arrears has to be generated from thearrear details and click on Generate Arrears Button.

. Details of the Salary drawn will be displayed below.


. Click on the Edit Button to edit drawn details for the particular month and

year.


. "Copy previous month" button could be used to copy the already entered

data.

o After verifying all the details Click on "Arrear Bill Generation Entry (Till- February 2008)" from the Arrears Menu. Here only the difference amount

that needs to be drawn now has to be entered.

' Enter Kgid No of the employee, click on Get Button


. Select the single record for which arrears. has to be generated from the

arrear details and click on Generate Arrears Button.. ' Details of the Salary To Be Drawn will be displayed below.

' Enter the Month and Year for which Arrear Details to be Drawn need to be


: Details for that month will be displayed separately below to edit.

' Click on Edit Button to edit the amount to be drawn.

, Click on Update to be Drawn Details Button, if any other allowance has to

be added, click on Add Other Allowance link, select the Arrear type, enter

the amount to be drawn click on Update To be Drawn Details.

' "Copy previous month" button could be used to copy the already entered

data.

o Go to Arrears and Generate Arrears by selecting arrear type as "Promotion".o View the Promotion arrears generated using Arrears report before approval


o If found correct approve the Promotion arrears using Approve all arrears bill

in the arrears menu

o The approved bill can be found in Arrears report after approval (other thanDA) in the arrears menu

. For promotion arrears after HRMS implementation (after Feb 2OO8), can be generated

as below.

o In Promotion menu click on Promotions,

o Select the employee by KGID no or search button

o Click on get button to fetch the details of the employee.

o Select the correct Promotion Type

o Then enter the fields New Cadre, Scale Category, New group, New Pay Scale

,new basic, Effective date, GO No, GO Date, Remarks( when thepromotion type is Pay Fixation/Step up increment)

o Upload necessary documents.

o Click on save button.

Human Resource Management System (FAO) 31 lPage

o The promotion records would be in unapproved list.

o The user can edit ldelete the submitted record until its get approved by DDO

o Go to Arrears and Generate Arrears by selecting arrear type as "Promotion".

o View the Promotion arrears generated using Arrears report before approval(other than DA) in the arrears menu.

o If found correct approve the Promotion arrears using Approve all arrears bill inthe affears menu

o The approved bill can be found in Arrears report after approval (other than DA) in

the arrears menu

75.How to generate DA arrears?

Ans: DA arrears can be generated by following the steps as below.

. Go to Arrears and Generate Arrears by selecting arrear type as "DA arreans". By

default whenever DA is announced, DA arrears is generated for all the employees.

. The DA arrears before approval could be seen in Arrears under DA ARREARS AFTER

APPROVAL

o Select Head of Account, Establishment From, to Establishment and from the

list of Arrears for, select the correct DA arrears.

o Click on View report.. If found correct approve the DA arrears using Approve all arrears bill in the arrears

menu.

. The approved bill can be found in Arrears DA ARREARS AFTER APPROVAL in the

arrears menu.

76.How to generate Encashment Arrears?

Ans: To generate encashment arrears follow steps as below:

. Ensure that Leave Balance is updated for the employee. If Leave Balance is not entered

in Service Register go to option 'Update Leave Balance" and enter as on date Leave

Balance and "Save". Once Leave Balance is updated go to "Leave Encashment" option in Service Register.

o Enter Kgid No or employee name for whom leave encashment details need to be

entered.

o Click on "Get" Button System will automatically display Block Period and balance

Leave Details.

o Enter Sanction Number, Sanction date, Surrender Date, Number of days &

Remarks (If any) and click on "Save" Button.,

o Click on "Unapprove List" List and click on "Approve" Button Encashment details

will be approved in the system.


Note: If the surrender date is given as "1", previous month salary would come as

encashment. If surrender date is given as "2", the current month salary would come in

encashment.

. To Generate Encashment Bills follow steps as below:

, o Surrender Month salary bill should be generated and approved in the system.

o Once the Encashment details have been approved and surrender month is salary

is generated thfough the system.

o Go to "Generate Arrears" option available in Arrears Menu.

Enter Kgid No or employee name and click on 'Get" Button, Employee

details will be displayed in the system.

From the type of arears dropdown select "Encashment" and press on "Get"

Button.

Leave Encashment records will be displayed in the table.

o Click on "Generate Arrears" button. System will process the Encashment Bill.

o Select the Option "Arrears Bill before Approval" and Select HOA, Month, Year,

Establishment No and click on.View Report Draft Encashment Bill will be displayed.

o After Verifying draft Encashment Bill Go to option "Approve All Arrears Bills" and

select HOA, Month, Year and click on "Get" Button. Encashment Details will be

displayed in the Grid. Enter the Token No and click on "Approve" Button.

o In Case of any Changes for Regeneration of "Encashment Bill" follow from steps

from step "a".

o Select the Option "Arrears Bill after Approval" and Select HOA, Month, Year,

Establishment No and click on View Report Final Encashment Bill will be displayed

with Token No.

77.How to generate DA encashment Arrears?

Ans: If any encashment is already approved and DA applicable to encashment has to be

generated than follow the steps as below:

. Go to Arrears and Generate Arrears by selecting arrear type as "Encashment DA".

. View the Encashment DA arears generated using Arrears report before approvat(other than DA) in the arrears menu.

. If found correct approve the Encashment DA arrears using Approve all arrears bill in

the arrears menu

. The approved bill can be found in Arrears report after approval (other than DA) in the

arreans menu

78.How to generate Reappointment Arrears

Human Resource Management System (FAA) 33JPage

Ans: In case an employee is reappointed and partial salary is already drawn at source andremaining salary has to be drawn at destination, reappointment arrears could be used togenerated remaining salary as below:

. Go to Arrears and Generate Arrears by selecting arrear type as "Reappointment,,.o View the Reappointment arrears generated using Arrears report before approval


. If found correct approve the Reappointment arrears using Approve all arrears bill inthe arrears menu

. The approved bill can be found in Arrears report after approval (other than DA) inthe arrears menu

79.How to generate Leave arrearc?

Ans: To generate leave arrears for any employee the following are the prerequisite.

o . Fitst enough leave balance should be there for the employee. If not in Service Register

update the leave balance.

. The pay bill should be approved for the employee for the remaining days other than theleave taken days.

' . In the attendance register make paid days 0 and unpaid days as number of days you

want to take leave arrears.

. In Leave details enter the records of leave and approve the records.o Go to Arrears and Generate Arrears by selecting arrear type as "Leave,,.o View the Leave arears generated using Arrears report before approval (other than

DA) in the arrears menu.

. If found correct approve the Leave arrears using Approve all arrears bill in the arrears

menu

. The approved bill can be found in Arrears report after approval (other than DA) inthe arrears menu

Notel If leave arrears pertains to full month, then same can be generated in using pay bill

8O,How to Generate Stagnation Arrears?

Ans: stagnation arrears can be generated by following the steps as below.

. Stagnation arrears before HRMS implementation (before Feb 2008), can be generated as

below.

o Enter all the records of Stagnation prior to implementation of HRMS under Historymenu in increment history.



. Select "Old Salary Drawn Details Entry (Till February 2008)".

. Enter Kgid No of the employee, click on Get Button.


' Select the single record for which arrears has to be generated from the

arrear details and click on Generate Arrears Button.. Details of the Salary drawn will be displayed below.

r Click on the Edit Button to edit drawn details for the particular month and

year.


. "CoFy previous month" button could be used to copy the already entered

data.

o After verifying all the details Click on "Arrear Bill Generation Entry (Till

February 2O0B)" from the Arrears Menu. Here only the difference amount

that needs to be drawn now has to be entered.. r Enter Kgid No of the employee, click on Get Button

. Select Arrear type and click on Get Details Button.

. Select the single record for which arrears has to be generated from the


- r Details of the Salary To Be Drawn will be displayed below.

. Enter the Month and Year for which Arrear Details to be Drawn need to be


' Details for that month will be displayed separately below to edit.

. Click on Edit Button to edit the amount to be drawn.

Click on Update to be Drawn Details Button, if any other allowance has to

be added, click on Add Other Allowance link, select the Arrear type, enter

the amount to be drawn click on Update To be Drawn Details.

. "CoFy previous month" button could be used to copy the already entered

data.

o Go to Arrears and Generate Arrears by selecting arrear type as "Stagnation".

o View the Stagnation arrears generated using Arrears report before approval


o If found correct approve the Stagnation arrears using Approve all arrears bill

in the arrears menu

o The approved bill can be found in Arrears report after approval (other than'

DA) in the arrears menu

. Stagnation arrears after HRMS implementation (after Feb 2OO8), can be

generated as below.

o In Payroll click on Stagnation Increment.


o Before adding or giving Stagnation Increment just make sure that the ..Current

Basic pay' of the employee has reached the maximum of its pay scale and ..next :

Increment date" is correct in Employee Basic Details.

o If details are correct, Select proper month and year from drop down list. EnterKgid no and crick on Get button, the employee name disprays.

o Click on "Get Unapproved Details" button to fetch the stagnation record. Thestagnation increment record will be displayed in the grid with details like employeename, current basic, Stagnation Amount etc.

o Click on "Accept All" button to give the stagnation increment.

o Go to Arrears and Generate Arrears by selecting arrear type as "Stagnation,,.o View the Stagnation arrears generated using Arrears report before approval (other


o If found correct approve the Stagnation arrears using Approve all arrears bill inthe arrears menu

o The approved bill can be found in Arrears report after approval (other than DA) inthe arrears menu

VIr. Probtem ^aouest'Ouerv

81.How to register a complaint?

Ans: To register the complaint follow the steps as below:r In Problem/Query/Request -> Problem/Query/Request Tracker Screen.r Select New Complaint radio button.o Enter the details contact Name, Mobile Number and Email-Id.r Select the Module Name and the Screen Name for which complaint is being raised.r Select the Availability Type based on whether its a new requirement or an already

existing one.

' Click on Upload Document link button to upload relevant documents.. Elaborate the Problem Description and click on Save.o on saving the request will be passed to the HelpDesk or in future to the nodal officer. If

no document is uploaded the request will not be processed.

82.How to view the status of the complaint?

Ans: To view the status of the complaint follow the steps as below:

' In Problem/Query/Request -) Problem/Query/Request Tracker Screen.o Select Search By Complaint Id radio button.. Enter the Complaint Id and click on Get button.r Details of this complaint Id will be displayed in the grid below.. Or else select the status, the date it was logged in and click on View Records.

Human Resourre Management System FAa) 36lPage

. The reguests under the chosen status for the selected date will be displayed in the Grid

below.

83.How to update the Requ€st which was sent for clarification?

Ans: To update the request which was sent for clarification follow the steps as below:

r In Problem/Query/Request -> Problem/Query/Reguest Tracker Screen.

. Select the status as Send for Clarification, enter the logged in date (if known) and click

on View Records,

o The requests under the chosen status for the selected date will be displayed in the Grid

below.

. Click on the particular complaint in the grid below for editing.

. Enter the Clarification Remarks and upload the documents if any asked for. Click on

Save button and the request will be sent to HelpDesk.

84,How to give request to departmental nodal officer for adding new employee?

Ans: In "Problem/Query/Request" menu click on "Enable Employee Adding".

o Enter the "Number of employees" and click on the "Get" Button

. Enter the reason for the new employee request.

o Click on "Request for regeneration".

r Upload the necessary scanned documents like the appointment order or duty joining

order.

Note: This new request has to be given only in case of new appointment or when the

employee details have never been entered in HRMS (employee previously working in Boards

and Corporations).

85.How to give request to departmental nodal officer to change Date of Birth?

Ans: In "Problem/Query/Request" menu click on "Request for change of DOB/DOJ/DOJ/Gender".

r Enter the KGID no and click on Get Button.

o All the details of the employee will be displayed.

o Select the radio button "Date of Birth" to send the request to change date of birth.

. The text box next Date of birth will be enabled to edit.

. Enter the correct Date of Birth and the Reason for change.

. Click on Request for changing Date button. . The entered details will be displayed below.

. Upload the necessary documents.

. The request will be sent to the corresponding nodal officer.

Note: Only one request for change will be entertained.

numan neiource Management System (FAA) 3TlPage

86.How to give request to departmental nodal officer to change Date of loining?

Ans: In "Problem/Query/Request" menu click on "Request for change of DOB/DOJ/DO/Gender".

. Enter the KGID no and click on Get Button.

. All the details of the employee will be displayed.

. Select the radio button "Date of foining" to send the reguest to change date of birth.

. The text box next Date of Soining will be enabled to edit.

. Enter the correct Date of joining and the Reason for change.

. Click on Request for changing Date button

. The entered details will be displayed below.



Note: Only one reguest for change will be entertained,

87.How to give request to departmental nodal officer to change Date of fncrement?

Ans: In "Problem/Query/Request" menu click on 'Request for change of DOB/DOJ/DOJ/Gender".

. Enter the KGID no and click on Get Button.

. All the details of the employee will be displayed.

. Select the radio button "Date of fncrement" to send the request to change date ofbirth.

. The text box next Date of Increment will be enabled to edit.

. Enter the correct Date of increment and the Reason for change.

. Click on Request for changing Date button




Note: Only one reguest for change will be entertained.

88.How to give request to departmental nodal officer to change the wrong genderentry?

Ans: In "Problem/Query/Request" menu click on "Request for change of DOB/DOJ/DOlGender,'.. Enter the KGID no and click on Get Button.. All the details of the employee will be displayed.. Select the radio button "Gender" to send the request to change date of birth.. The text box next Gender will be enabled to edit.. Select the correct gender and the Reason for change.. Click on Request for changing Date button. The entered details will be displayed below.


Human Resource Management System (FAO) 3g I p a g e

. The request will be sent to the correspondlng nodal officer.

89.How to give request to departmental nodal officer to revert pay bill?

Ans: In "Problem/Query/Request" menu click on "Pay bill reveft request".

. Select the correct month, year and click on Get button.

. Select the head of account, establishment no and pay bill number.

. Enter the reason for the request.

. Click on "Request for Regeneration"




9O.How to give request to departmental nodal officer to revert any arrears bill?

Ans: In "Problem/Query/Request" menu click on "Arrear bill reversion request".

. Select the Get details button.

. Select the head of account and the Arrear type.

. Select the pay bill no,

. Enter the reason for the request arrear pay bill reversion.

. Click on "Request for Regeneration"




VIil. NPS (New Pension Scheme)

91,How to approve Schedule IV?

Ans: To approve Schedule IV follow the steps below:

. In NPS click on Employee New Pension Scheme Arrears

. TYPe Kgid and click on get button.

r In schedule IV we can generate NPS arrears for single Employee.

. According to the Date of joining NPS arrears will be deducted and they can change the

basic if necessary and do click on update button.

. Click on finalize NPS Backlog Arrears to approve the record.

. Once finalized it will be present in Schedule IV (Backlog Contribution by Government).


92,How to Approve Schedule V?

Ans: In NPS click on Schedule V Approval - DDO wise Consolidation (BacklogContribution by Government). Here consolidated employee records can be seen, select theemployee and click on approve button. Once approved it will be present in Schedule V - DDO

Wise Consolidation (Backlog Contribution by Government). NPS unique ID will be generated.

93.What is the use of Employee C;ontribution option?

Ans: IN NPS -> Employee Contribution Option, Type Kgid number and click on get button,here we can Select Lumpsum outside Salary, Single.Instalments and Multiple Instalments. oncethe Arrears Recovery is selected, and then click on Update Employee Recovery option. So thatrecovery will deduct according to the instalments as per the Arrear Recovery, and Recoverymonth and year can be changed if necessary.

94,How to approve one employee, if there are n numbers of employee present inApprove all Arrears bills?

Ans: In Arrears -> Approve all Arrears bills select only one record which has to be approve,and uncheck remaining all records and click on approve button.

95.How to unapprove Schedule IV?

Ans: In NPS -> Arrear Regeneration type Kgid number, click on get button Employee nameand Designation will be displayed and click on Generate button. Schedule IV will be unapproved.

96.If NPS is not deducting for the employee?

Ans: Check for Pran number & NPS Registration number, if not found then contact NpS Cell.

Also check in Stoppage of Allowances and Deductions whether NPS is stopped. In Case itsStopped, Delete the Record.

Also check for the Date of Joining. Only whose Date Of Joining is On or After 1st April 2006 forState.

97.How to edit the basic in NPS arrears?

Ans: In NPS -> Employee New Pension Scheme Arrears, Enter the KGID Number and Click onGET. Employee Details will be displayed. In the Gird Below, the Details of pending NpS amountfrom the Date of Joining till the month till when the NPS amount in paybill was deducted will be

displayed. In that Grid in the Column'Basic' there is provision to edit the basic for a particularmonth, To Edit the Basic, click on the edit button present at the left end of that row. On Click ofEdit Button, the same row is retrieved at the top. Edit the basic there and click on UpdateButton. Once the Basic is edited for all the Rows, Click on finalize NPS Backlog Arrearc.

Depending on the Basic and the month/year, the NPS amount will get generated automatically.

Hurnan Resoulre Management System (FAO) 40lPage

98.How to edit the recovery month of NPS arrears?

Ans: In NPS -> Employee Contribution Option, Enter the KGID Number and Click on GET.

Employee Details will be displayed in the grid in case the Schedule IV and V are approved. Iri the

Gird Below, the details of NPS arrears will be displayed. The Recovery Month can be edited in

the REVC_MONTH column. To Edit this, click on the edit button present at the left end of thatrow. On Click of Edit Button, the same row is retrieved at the top. Edit the recovery month there

and click on Update Button.

If the First Row Recovery month is edited, then the recovery months will automatically change

for the rest of the rows.

99.What if NPS Arrears is not deducting for the employee?

Ans: The following procedure has to be followed:

Schedule IV and V Repofts have to be generated.

Once these repofts are generated, select Single or Multiple Instalment as per employee's choice

in Employee Contribution Option.

The recovery month can to be edited if required and then 'Update Employee Recovery Option'

has to be clicked.

Then regenerate the Paybill for that month.

In case Lumpsum is selected in Employee Contribution Option then DD Details have to be

entered. In this case NPS arrears wlll not reflect in the Paybill,

1OO. How to Change from Single Installment to Multiple Installments?

Ans: IN NPS -> Employee Contribution Option, Type Kgid number and click on get button,

here we can change from Single Instalments to Multiple Instalments or from Multiple

Instalments to Single Instalments. And then edit the Recovery month if needed and Finalise.

In Case, Lumpsum outside salary is already selected, it cannot be changed.

IX. Annexure Repolts

1O1. Why Annexure report wilt be blank after generating draft pay bill?

Ans: The annexure report will be blank when the pay bill will be in draft stage. The User has

to approve the draft pay bill to view the annexure repofts. Only consolidated pay billbefore approval & Pay slip reports can be viewed before approvat of draft pay bill.

X, HRMS User Manual.

Human Resource Management System (FAa) 41 lPage

1O2, How to use HRMS software?

Ans: The user has to select Help menu and download the HRMS Manual to get the completeguidance how to use the HRMS software.

GENERAL RULES

1O3, MandatoryAllowances

Mandatory allowance need not be added it wilt be calculated automatically, dependingon the following

. Allowance is percentage of basico Allowance depends upon the number of working days. Allowance depends upon the range of basic. Allowance depends upon the Group(ArBrCrD). Allowance depends upon Pay Scale E.g.: fAS Scales, State Scales, UGC Scates,AICTE Scales, Judicial Scales

lO4. HRA Rates APPLICABLE

CITY GMDE PERCENTAGE OF BASIC

A 2Solo

B1 160lo

82 l60/o

c lAolo

D 7o/o

E 6a/o

x 3Oo/o

Y 2Oolo

z tOolo

For civil selwice scales HRA will be calculated upon (basicpay+ dearness pay)

1O5. CCA Rates

CITY GMDE BASIC MNGE CCA AMOUNT

x 4800-99999 300A 2500-2550 60

A 2651-4249 90

A 4250-5450 150

A >5451 30('B1 2500-2650 50

Human Resource Management System (FAO) 42lP age

B1 2651-4249 70

B1 4250-545(} 10{}

BI >545(} 150

B2 25('0-99999 40

SCALE TYPE PERCENTAGE

STATE SCALE 69.5a/o OF BASIC PAY

CENTRAL SCALE 58o/o OF (BASIC PAY+GR.ADE PAY)

UGC SCALE SloloOF (BASIC PAY+GRADE PAY)

ATCTE SCALE 165o/oOF (BASIC PAY)

JUDICIAL SCALE 51o/o OF (BASIC PAY+GRADE PAY)

106. DA Rates

LA7. RURAL ALLOWANCE

CITY GRADE AMOUNT

E tool-

1O8. MEDICAL ALLOWANCE

GROUP AMOUNT

A o

B o

c sol-D so/-

. IOO/- MEDICAL ALLOWANCE FOR THE EMPLOYEES BELONGING TO TUDICIAL

SCALES

1O9. Mandatorydeductions

Mandatory deduction need not be added it will be deducted automatically, depending

on the following

r Deduction depends upon basic pay or gnoss salary

o Deduction depends upon the number of working days

o Deduction depends upon the range of basic

o Deduction depends upon the Group(ArBrCrD)

Human Resource Management System (FAO) 43JPage

EMPLOYEE JOINING YEAR GROUP AMOUNT

CURRENT YEAR(EXCLUDING

DECEMBER)

A r44

CURRENT YEAR(EXCTUDING

DECEMBER)

B 72


DECEMBER)

c 38


DECEMBER)

D 19

PREVIOUS YEAR A 24A

PREVIOUS YEAR B 180

PREVIOUS YEAR c t2aPREVIOUS YEAR D 60

' Deduction depends upon Pay Scale Eg: IAS Scales, State Scales,UGC Scales,AICTE Scales, Judicial Scales

110. GIS RULES

*For Civil Service Scales 12Ol- will be deducted

111. PT

MINIvIUM

BASIC

MAXIMUM

BASIC

AMOUNT

3000 4999 30

5000 7999 60

8000 9999 100

10000 14999 150

>15000 200

*PT WILL BE EXEMPTED IN CASE IF EMPLOYEE IS PHYSICALLY HANDICAPPED, BLIND, OR HAS ASINGLE CHILD


hrms - manual

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