PAYROLL
Every organization pays remuneration to its employees
in the form of salary in lieu of services rendered by them. Each employee
working in any organization is being paid according to the status as well
nature of job performed by him. For this purpose a basic pay table is
established by the Government to define the basic pay and annual increment
allowed in each pay scale. The salary of each employee is the sum of basic pay
and other allowances such as job allowance, shift allowance, medical allowance,
conveyance allowance and house rent allowance etc.
In order to have a complete record of pay and
allowances paid to each employee and to award salary to the employees of a
department, pay bills are prepared on monthly basis.
WAPDA Computer
Centres have introduced a computerized payroll procedure. In this procedure
payroll data of all the employees working in various organizations of WAPDA is
computerized at Circle Level. Payroll for officers and staff is prepared
separate. For this purpose two separate Master Files are prepared. First is for
officers and second is for staff. These Master Files are used to process the
payroll of each organization on monthly basis. A department table, consisting
of name of each department and three digits department code allotted by the
Circle Computer Centre to each department, is prepared and used parallel in
processing of payroll. Normally even codes are allotted to officers and odd codes
are allotted to staff of each department. For preparation of Master File,
payroll data is received and processed through following three input forms.
CARD TYPE-I:-
Card Type-I is used to record the information relating
to the employees. Four digits serial number is allotted to each employee by the
account section of the concerned department. Name, designation, basic pay
scale, allowance code, pay account head, fund code, EPF number and religious
codes are entered against respective serial number of each employee.
CARD TYPE-II:-
Card Type-II reflects the information regarding the
salary such as basic pay, special pay, job allowance, shift allowance, house
rent allowance, medical allowance, conveyance allowance miscellaneous
allowance, miscellaneous recovery and other allowances and deductions (i.e.
union fund, income tax, and water charges etc).
CARD TYPE-III:-
Card Type –III is used to record the information
regarding advances such as EPF advance, house building advance, cycle advance,
motorcycle advance, car advance and other advances. Bank account information is
also recorded through this input form.
In order
to control the payroll data, Changes/ Up-dations are received and processed
through these input forms on monthly basis. The detailed information regarding
the filling up of these input forms is described as under.
RECORD TYPE 1
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
1. DEPARTMENT CODE 3 2 - 4 Fill in code allotted by wcc.
2. EMPLOYEE NO. 4 5 - 8 Numeric with left zeros.
3. PROCESSING CODE 1 9 0
- For releasing pay.
1
- For holding pay.
2
- For deletion of record.
3
- For change in record. 4 -
For addition of a New
Record.
4. EMPLOYEE
TYPE 1 10 Enter
employee type as
“P”
for Permanent employees.
“C”
for Contracted employees.
5. NAME OF EMPLOYEE 25 11
- 35 The name of the employee is
entered from column 11 to 35.
6. DESIGNATION 15 36
- 50 The designation of the
employee
is entered from
column
36 to 50.
7. POST SCALE 2 51
- 52 BSP (For move over cases)
Fill
in previous scale i.e. for
move
over from BPS-19 to
BPS-20, fill 19 in this
column.
Zero
for no move over.
8. BSP 2 53
- 54 Numeric from 01 to 21.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
9. STATION CODE 1 55 1
- 45%.
(for house rent allow.) 2 - 35%.
3
- 30%.
10. PAY ACCOUNT HEAD 3 56
-58 Three digits pay account head
according
to new Account-
Head
manual.
11. FUND CODE
1 59 0
- For no contribution.
1-
For pension optee who contribute to GPF.
2-
For GPF optee who contribute to GPF.
3-
For pension optee who does not contribute to GPF.
4-
For deputationist who contribute to GPF.
5-
For deputationist who does not contribute to GPF.
6-
For deputationist who declared as WAPDA employee but
still contribute to GPF.
7-
For deputationist (police
employees) who contribute to GPF.
8-
For deputationist (police employees) who does not
contribute GPF.
12. GPF NUMBER
7 60 - 66 Numeric with left zeros
otherwise
blank.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
13. RELIGION CODE
1 67
1- For Muslims.
2-
For Christians.
3-
For Others.
14. PUNJAB POLICE 1 68 1- For Rs. 05/-
For Police
WELFARE
FUND CODE only.
2- For Rs. 10/- For Police
only.
3- For Rs.15/- For Police
only.
4-
For Rs.20/- For Police only.
5-
For Rs.25/- For Police only.
6-
For Rs.30/- For Police only.
7-
To Release WWF Deduction.
9-
To stop WAPDA welfare fund deduction.
15. DEARNESS
CODE 1 69 0- To release Rs. 200/-
1- Special Pay for
PA/PS/Stenographer.
2-
Special/Qualification Pay
to
Accountants.
3-
Staff College/NDC/NIPA
Special
Pay.
5-
For no special pay.
6-
Rs.200/- for special pay
(Qualification / other
allowance).
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
7-
20% of Basic pay
(deputation
allowance).
8-
For khateeb allowance (20% of pay).
16. WAPDA-ALLOWANCE 5 70 - 73 Numeric with left zeros. Fill
Zeros to Delete Wapda
Allowance.
17. SP-A-ALLOWANCE 4 74 - 77 25 % of basic pay, frozen at
the level drawn as on
01-12-2001.
18. SPECIAL RELIEF 4 78 - 81 15 % Special Relief Allowance
ALLOWANCE as
freezed on 30-06-2005. Fill
Zeros
for No Allowance.
19. ADHOC RELIEF 4 82
- 85 15 % Adhoc Relief Allowance
ALLOWANCE as
freezed on 30-06-2005. Fill
Zeros
for No Allowance.
20. DEARNESS 4 86
- 89 15 % Dearness Allowance as
ALLOWANCE
Freezed on 30-06-2007. Fill
Zeros
for No Allowance.
21. HARDSHIP 4 90
- 94 For QUESCO only.
ALLOWANCE
22. OLD BPS 2 95
- 96 Fill in previous Basic Pay
Scale
of Contract Employees,
if they have Lien with the
Previous
permanent
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
appointment
with Fund Code
as “1” if they want to
contribute to GPF.
RECORD TYPE 2
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
1. DEPARTMENT CODE 3 2 - 4 Fill in code allotted by WCC.
2. EMPLOYEE NO. 4 5 - 8 Numeric with left zeros.
3. PROCESSING CODE 1 9 0
- For releasing pay.
1
- For holding pay.
2
- For Deletion of a record.
3
- For change in record and
release
pay.
4
- For addition of a new
record.
4. PAYMENT DAYS
i) Full pay 2 10
- 11 Blank for normal payment. Fill
in
number of days for which
average pay is to be paid.
Column
(iii) must also be
filled.
ii)
Half Pay 2 12
- 13 Fill in number of days for which
average
half pay is to be paid.
iii) HOUSE RENT 2 14
- 15 Fill in number of days for which
house
rent is to be paid.
5. EARNED
LEAVE DAYS 2 16
- 17 Fill in actual number of earned
leave
days availed during
current
month.
6. PAY
(Rate of Pay) 5 18
- 22 Numeric in Rs. with left zeros.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
7. PERSONAL
PAY 5 23
- 27 Numeric in Rs. with left zeros.
To
stop fill zeros.
8. SPEC
IAL PAY 5 28
- 32 Numeric in Rs. with left zeros.
To
stop fill zeros.
9. QUALIFICATION
PAY 5 33
- 37 Numeric in Rs. with left zeros.
To
stop fill zeros.
10. JOB
ALLOWANCE 5 38
- 42 Numeric in Rs. with left zeros.
To
stop fill zeros.
11. JOB
ALLOWANCE CODE 1 43 0- For No Job Allowance.
1- For Planning/ Design/
Generation/
Computer.
2-
For staff allowance to ALM/LM-I/LM-II/Meter
Reader/Construction Staff etc.
5-
For Central Contract Cell Allowance. (20%).
6-
For Instructional Allowance (20%.) Upto Maximum of Rs.
3000/-.
7-
For Instructional Allowance (20%.) Upto Maximum of Rs.
5000/-.
8- For 10,000 as GM
Allowance.
12. SHIFT
ALLOWANCE 3 44
– 46 Numeric in Rs. with left zeros.
To
stop fill zeros.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
13. SHIFT ALLOWANCE CODE 1 47 1 - For Holding shift allowance
for
current month only.
14. HOUSE RENT CODE 1 48 1
– For No Payment and No
Deduction.
2
- For 5 % Deduction.
3
- For Payment.
15. CONVEYANCE
CODE 1 49 0
- For no payment.
1
- For Pay Scale 01 to 04,
Rs.
680/-.
2
- For Pay Scale 05 to 10,
Rs.
920/-.
3
- For Pay Scale 11 to 15,
Rs.
1360/-.
4
- For Pay Scale 16 to 20,
Rs.
2480/-.
5
- For Pay Scale 21,
Rs.
2480/-, IF No Official
Vehicle
is Provided .
16. MEDICAL
ALLOWANCE 1 50 0
- For no payment.
CODE 1
- For payment.
17. INTEGRATED
ALLOWANCE
1 51 0
- For No Allowance.
CODE 1
- For Rs. 150/- Per Month in
Replacement
of Washing
& Dusting allowance.
2
- For Rs. 60/-.
18. LIVERY
CODE 1 52 0
– For No Allowance.
1
- For Rs. 100/-.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
2
– For Rs. 80/- (for hill)
19. ELECTRICITY 4 53
- 56 Free Electricity for contracted
ALLOWANCE officers.
Numeric in Rupees
with
left zeros.
20. PENSION
RELIEF 4 57
- 60 Pension Relief for contracted
officers.
Numeric in Rupees
with
left zeros.
21. MISCELLALEOUS 5 61
- 65 Numeric in Rupees with left
ALLOWANCE
zeros.
To stop fill zeros.
22. MISCELLANEOUS 1
66 1
- For permanent.
ALLOWANCE CODE 2 - For current month only.
23. INCOME
TAX DEDUCTION 5 67
- 71 Numeric in Rupees with left
zeros.
To stop fill zeros.
24. UNION
FUND 2 72
- 73 Numeric in Rupees with left
zeros.
To stop fill zeros.
25. MISCELLANEOUS 5 74
- 78 Numeric in Rupees with left
RECOVRIES zeros.
To stop fill zeros.
26. MISCELLANEOUS 1 79 0
- For no recovery.
RECOVERY CODE 1 - For permanent.
2
- For current month only.
27. PROFESSIONAL
TAX CODE
1 80 1
- For deduction.
2
- For no deduction.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
28. GPF
DEDUCTION 3 81
- 83 Numeric in Rupees with left
(For deputationists) zeros.
Fill zeros to stop
deduction.
29. WAPDA
COLONY 1 84 0
- For no deduction.
ACCOMODATION 1
- For Rs. 25/-
WATER
CHARGES 2
- For Rs. 20/-
3
- For Rs. 15/-
4
- For Rs. 10/-
5
- For Rs.
5/-
A
- For Rs.
415/-
B
- For Rs. 311/-
C
- For Rs.
271/-
D
- For Rs.
215/-
E
- For Rs. 170/-
F
- For Rs.
118/-
G
- For Rs.
106.25
H
- For Rs. 103/-
I
- For Rs. 91.25
RECORD TYPE 3
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
1. DEPARTMENT CODE 3 2 - 4 Fill in code allotted by WCC.
2. EMPLOYEE NO. 4 5 - 8 Numeric with left zeros.
3. PROCESSING CODE 1 9 0
- For releasing pay.
1
- For holding pay.
2
- For Deletion of a record.
3
- For change in record and
release
pay.
4
- For addition of a new
record.
4. TYPE
OF ADVANCE 1 10 1
- For 1st GPF advance.
2
– For 2nd GPF advance.
3
– For House advance.
4
– For Car advance.
5
– For Scooter advance.
6
– For Cycle advance.
7
– For Other advance.
8
– For 2nd Other advance.
5. AMOUNT OF ADVANCE 6 11
- 16 Total amount of advance with
left
zeros. Fill zeros to stop.
1
6. NO.OF
INSTALMENTS 3 17 - 19 Number of installments with
left
zeros, in which amount of advance is to be deducted. Fill zeros to stop.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
7. AMOUNT DEDUCTED 5 20
– 24 Total amount deducted with
2
left
zeros. To stop fill zeros.
3
8. FOR
SECOND ADVANCE 15 25 – 39 For second advance filling
instructions are same as
serial
number 4,5,6 and 7.
9. GROSS
SALARY 7 40
- 46 Numeric in Rupees and paisas
(Year to date) with
left zeros.
10. GPF
DEDUCTION 5 47
- 51 Numeric in Rupees with left
(year to date) zeros.
11. INCOME
TAX DEDUCTION 5 52
- 56 Numeric in Rupees with left
4
(year to date) zeros.
5
6
12. BANK
CODE 3 57
- 59 Fill Bank Code as allotted by WAPDA Computer Centre.
The
first digit of bank code defines the bank type as per following schedule:
1: NBP
2: HBL
3: MCB
4: UBL
6: N.D.F.C
7: ABL
The
remaining two digits are optional and reserved for branch code. These digits
must be 01 to 99.
SR.# DESCRIPTION LENGTH COLUMNS CODING INSTRUCTIONS
7
13. BANK
ACCOUNT NO. 10 60 - 69 Fill Bank Account Number.
8
Note:- More than one bank
code may be processed
in each Department
Code.
14. ACCOUNT TYPE
1 70 1- For PLS.
2- For Savings.
3-
For Current.
15. NATIONAL TAX NO. 11 71
- 81 Fill in National Tax number
allotted
by Income Tax
Department.
IMPORTANT NOTE:-
1
For Accounts type 3, fill bank account no. in column 60
– 67 and leave 68 – 69 as blank.
2
Please ensure that input forms are properly/correctly
filled in according to the data
coding instructions provided by
WAPAD Computer Centre (H.Q).
3 Cutting overwriting will not be accepted.
PREPARATION
OF PAYROLL MASTER FILE:-
The payroll data of employees in
respect of all the departments/ organizations of a circle is received separate
for officers and staff on input forms (i-e CARD TYPE-I, CARD TYPE-II & CARD
TYPE-III) mentioned above. After checking of payroll data as per procedure
discussed above, it is submitted for entry. After completion of entry, unsorted
proof/ edit list is requested in the machine room. This proof list is got
edited/ checked 100 % from the source data. Errors/ corrections are marked in
red ink. All the missing records are entered and duplicate records are marked
for deletion in the proof list. After marking all the errors, proof list is
sent to data entry section for correction purposes. When all the corrections/
additions/ deletions are entered, unsorted proof list is again requested. This
practice is repeated again and again up to 100 % correctness.
When it is ensured that entered data
is 100 % error free, a dummy payroll Master Files of previous month, labeled as
PAY-O-DM01-MMCCYY for officers and PAY-S-DM01-MMCCYY for staff are created
through program and up-dating step is executed/ run on these dummy Master
Files. In this step a Master File called as PAY-O-DM00-MMCCYY is created for
officers and PAY-S-DM00-MMCCYY for staff. These files are used for processing
of payroll.
PROCESSING OF MONTHLY PAYROLL:-
Monthly changes/up-dations regarding
the addition of new employees, deletion of existing employees and other changes
required in the status of payroll, are received on input forms (i-e CARD
TYPE-I, CARD TYPE-II & CARD TYPE-III) as per procedure discussed above.
These changes are required to be filled for officers and staff on separate
forms. After receiving the payroll data regarding the changes/ up-dation in
respect of all the departments, the data is sent to data entry section for
entry purposes. After completion of entry, unsorted proof list is requested in
the machine room. This proof list is required to be checked 100 % from the
source data. All the errors/ omissions are marked in red ink. All the missing
records are entered and duplicate records are marked for deletion in the proof
list. After marking all the errors, proof list is sent to data entry section
for correction purposes. When all the corrections/ additions/ deletions are
entered, unsorted proof list is again requested. This practice is repeated
again and again up to 100 % correctness.
When it is ensured that entered data
is 100 % error free, up-dating step is executed. In this step entry files
(PAY-O-DU00-MMCCYY and PAY-S-DU00-MMCCYY) and Master Files of previous month
(PAY-O-DM01-MMCCYY and PAY-S-DM01-MMCCYY) are used as input files with the
creation of new output Master Files named as PAY-O-DM00-MMCCYY and
PAY-S-DM00-MMCCYY of current month along with lists of updated records named as
PAY-O-PU00.DAT and PAY-S-PU00.DAT. Now the payroll of officers and staff is
processed from these out file. In the processing of payroll following output
files are created:-
- PAY-O-DM01-MMCCYY and
PAY-S-DM01-MMCCYY
- PAY-O-DS00-MMCCYY and
PAY-S-DS00-MMCCYY
PAY-O-DM01-MMCCYY
and PAY-S-DM01-MMCCYY are used as input files for the processing of payroll in
the next month. PAY-O-DS00-MMCCYY and PAY-S-DS00-MMCCYY are used for processing
of pay slips. Following lists are generated in the processing of payroll.
OUTPUT
REPORTS:-
- Department
wise payroll listing
- Schedule of:-
Group life Insurance
Union Fund Contribution
Income tax Contribution
WAPDA welfare Fund
EPF pension Opted
Advanced Deduction (EPF)
Advanced Deduction
(House)
Advanced Deduction (conveyance)
- Pay Slip for each employee
- Account
Head wise Summary
- Bank Summary
- Summary of Payroll
- Annual Increment Listing
- Professional Tax Listing
(Twice a year in Apr, Nov)
PROCESSIG
OF PAYROLL ON RELIGIOUS OCCASIONS:-
Sometimes Payroll is required to be prepared out of
schedule (i-e for Muslims on the occasion of Eid and for Christians on the
occasion of Easter or Christmas).
The Payroll for Christian employees is prepared before
20th December of every year on the occasion of Christmas. The payroll for
Christian on the occasion of Easter is prepared only if it is falling after
15th December of the month. The Payroll on the occasion Eids is prepared only
if they are falling after 20th of the month.
For the purpose of Payroll processing on the
above-mentioned occasions a separate Payroll Master File has to be created. For
example if Payroll for Christian employees is to be processed then the data of
Christian employees on the current month Master File (Officers/Staff) is
retrieved in a special directory and these master files are used for onward
processing by changing the path in payroll programs. The remaining steps for
preparing the Payroll are same which are used for regular Payroll processing.
Once the selective Payroll processing is completed the sorted output Master
Files have to be merged to create a combined Master File. This Master File is
used in the regular processing of Payroll in the next month.
ANNUAL
INCREMENT:-
In the first week of December when payroll processing
for the month of November has been completed, the annual increments are
assigned to the pay of each employee in accordance with their respective scale
pay.
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