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How to add/revise salary for an employee?

To add or update salary of an employee, perform the following steps:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Salary.
  3. Search for the desired employee.
  4. Click Add Salary for New Joinee and Update Salary for Existing Employees. The Salary Revision page for the employee appears.
  5. In the Annual CTC text box, add the annual CTC for the New Joinee or click Add New Revision for an existing employee. Based on the percentage allotted for the various components, the annual CTC is distributed across the components.
  6. Choose the effective date and the payout month.
  7. Add a note in the Remarks text box.
  8. Click Save. The salary is updated for the selected employee.

How to upload salary information of employees in bulk?

To be able to upload the salary information of employees in bulk, you must have an Excel file containing the following details in .xls or .xlsx format:

  • Employee Name
  • Employee Number
  • Joined On
  • Email
  • Date Of Birth
  • Blood Grou
  • ESI Number
  • Father's Name
  • Gender
  • Is ESI Eligible
  • Is PF Eligible
  • PF Number
  • PAN Number
  • Location
  • Designation
  • Department
  • Annual CTC
  • Basic
  • HRA
  • Conveyance
  • Medical Special Allowance

To upload these information in bulk, perform the following steps:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Employee > Admin > Excel Import.The Excel Import Log page appears.
  3. In the Importer Type field, choose the Bulk Salary Information of Employees option from the drop-down list.
  4. Click Import From Excel. The Excel Importer section appears. A section appears with a link to download a sample excel file.
  5. Note: Click the Download a sample file link to download a sample excel file. The file that you upload, must have data in the same format and order as mentioned in the sample file.
  6. Refer the downloaded sample file to create the Excel file that you want to upload.
  7. Click on Upload File and select the appropriate Excel file from your directory. The uploaded file appears in place of the Upload File button. Click appearing adjacent to the uploaded file, if you want to cancel the selection and choose another file.
  8. Click Next. The Excel Importer Mapping section appears.
  9. For the fields appearing under the Fields From Excel column, select the corresponding field under the Mapped To column.
  10. Click Next. The Excel Importer Validate section appears displaying the message, No new master found. Please click next to see the import result. This message implies that imported values map to system-defined values.
  11. Click Next. The Excel Importer page appears displaying a log of the actions performed. This page also displays the associated errors.
  12. Click OK. The salary information of employees are successfully imported.

How to execute the final settlement process?

Final settlement for an employee involves a series of steps. This process starts with gathering leave details and proceeds till generating payslip. The following steps help you to execute the process:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Final Settlement. The Final Settlement page appears.
  3. Click Settle Employee. The Settlement page appears.
  4. Click the Search Employee option button or select from employee drop down if HR has done the seperation process previously.
  5. In the Employee field, search for the particular employee and then click Next. The Resignation Details section appears.
  6. In the Resignation Submitted On and Leaving Date fields, choose the appropriate date from the calendar.
  7. In the Leaving Reason field, choose the appropriate reason from the drop-down list.
  8. In the Settlement Date field, choose the appropriate date.
  9. Click Next. The Notice Pay section appears.
  10. Select the Notice Required check box, if you want the employees to provide a notice.
  11. In the Notice Period field, type the appropriate days. Based on the days appearing in the No of Days Served text box, the shortfall in the notice period appears in the Shortfall in Notice days.
  12. Enter the number of Work Days for an employee (from the last payroll process month)
  13. In the Leave Encashment screen, you can enter the leave encashment days to be done for an employee from the available leave balance.
  14. Click Finish to complete the process.

Note: Final settlement payslip verification can also be done on the same page.

How to override Income Tax in bulk?

To upload Income Tax for employees in bulk, perform the following steps:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Employee > Admin > Excel Import. The Excel Import Log page appears.
  3. In the Importer Type field, choose the Income Tax Override option from the drop-down list.
  4. Click Import From Excel. The Excel Importer section appears. A section appears with a link to download a sample excel file.
  5. Perform steps 4 through 10 as mentioned under How to upload salary information of employees in bulk?.

How to process arrears?

Sometimes, salary revisions are done retrospectively from many months before. Hence, arrears (difference in salary) for all those months must be paid. The arrears calculator determines the difference between the revised pay and actual pay for the arrears period, and then updates the arrears components. Various concerns, such as taxation and statutory deductions, are automatically handled.

To view the existing record of arrears processed, navigate to Payroll > Payroll Inputs > Arrears.

For further details, visit: http://docs.greytip.in/display/GOIN/Arrears

How to release or lock the IT Declaration?

Perform the following steps to release or lock the IT Declaration for an employee:

Releasing IT Declaration

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Admin > Employee IT Declaration.
  3. Under the Release / Lock section, use the Status, Employee, Employee Filter, Declaration Status and Join Date drop downs to search for employee(s) in the displayed list.
  4. Filter the IT Declarations by selecting the LOCKED option from the Status drop down. The locked IT Declarations are displayed.
  5. You can either release the IT Declaration for an individual employee or in bulk by clicking Release Selected or Release All.

Locking IT Declaration

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Admin > Employee IT Declaration. The Employee IT Declaration page appears.
  3. Under the Release / Lock section, use the Status, Employee, Employee Filter, Declaration Status and Join Date drop downs to search for employee(s) in the displayed list.
  4. Filter the IT Declarations by selecting the RELEASED option from the Status drop down. The locked IT Declarations are displayed.
  5. You can either release the IT Declaration for an individual employee or in bulk by clicking Lock Selected or Lock All.

How to view Payslips?

To view the Payslips, you have to navigate to Payroll > Admin > Payslips > Select an employee > View. The Payslips are displayed under the Payslip tab. You can further filter employees using the available options and drop downs. In addition to this, you can add remarks to the Payslip of an individual or all employees.

How to hold the salary payment for an employee?

In a scenario when you want to go ahead and process the salary for an employee, but hold the salary payout, the Hold Salary Payout feature comes handy. In such situations, the salary for the chosen employee is processed but the payment is held and details of the employee does not appear on the bank transfer statement involving the salary payment. However, statutory deductions, such as PF and PT remain unaffected. 

Salary Holding can be done during a notice period of an employee or for an employee who does not have bank account details.

Holding the salary payment for an employee, comes as an advance option. You need to perform the following steps, to hold the salary payment for an employee:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Click the Advance link appearing at the bottom of the left menu.
  3. Navigate to Payroll > Payout > Hold Salary Payout. The Hold Salary Payout - <Payroll month> page appears. Note: An icon appears adjacent to the Hold Salary Payout tab in the left menu. This indicates that Hold Salary Payout is an advance option.
  4. Click the Hold Salary Payout button appearing to the right side of the page. The Hold Salary Payout – <Payroll month> page appears with options to select an employee and continue with the process of holding the salary payment.
  5. Search for the employee in the Employee field.
  6. In the Hold Reason field, choose the appropriate reason from the drop-down menu.
  7. In the Remarks text box, type an appropriate note for holding the salary payment.
  8. Click Hold. The Hold Status dialog box appears asking you to confirm the process.
  9. Click Confirm. A message appears informing you that the salary payment for that employee is on hold. This employee then appears on the Hold Salary Payout - <Payroll month> page with details about the held salary payment.

How to update LOP?

To update LOP, perform the following steps:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Employee LOP Days. The Employee LOP Days - <Payroll Month page> appears.
  3. Click Add LOP Days. The Update Employee LOP Days page appears.
  4. In the Employee field, select a particular employee from the drop-down list.
  5. In the LOP Days text box, type the number of days.
  6. Add an appropriate note in the Remarks text box.
  7. Click Save. A message appears informing that the LOP days are updated. The LOP details of the employee then appears on the Employee LOP Days page.

How to create a new Payroll month?

To update LOP, perform the following steps:

  1. Log on to the greytHR Admin portal by using your login credentials.
  2. Navigate to Payroll > Payroll Inputs > Employee LOP Days. The Employee LOP Days - <Payroll Month page> appears.
  3. Click Add LOP Days. The Update Employee LOP Days page appears.
  4. In the Employee field, select a particular employee from the drop-down list.
  5. In the LOP Days text box, type the number of days.
  6. Add an appropriate note in the Remarks text box.
  7. Click Save. A message appears informing that the LOP days are updated. The LOP details of the employee then appears on the Employee LOP Days page.

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