Ticket System in Webpay

Ticket System in Webpay
Step 1 (Webpay Admin): Create Ticket Category
Step 2 (Webpay Admin): Create Query Category
Step 3 (Webpay Admin): Assign Ticket Solution Provider / Authority
Step 4 (ESS): Create New Ticket
Step 5 (ESS): Add comment to Ticket
Step 6 (ESS): Provide Solution to Ticket by Solution Provider / Authority

Blog by BBSPL
Webpay Copyright BBSPL

Import Reimbursement Claim and Bill Amount in Webpay Payroll Software

Import Reimbursement Claim Amount: This is used to maintain the claim and bill amount of reimbursement. The claim amount is not shown directly on the salary slip. This is because many companies do not pay the reimbursement claim amount along with the monthly salary.
Click here to view the video on how to import reimbursement claim and bill amount.

If you want to show the claim amount on salary slip then you can do so by importing the salary structure. Create a Reimbursement type, Variable and Used for Reimbursement Claim paycode and import the claim amount in this paycode.

Blog by BBSPL
Webpay Copyright BBSPL

User Group Creation, Assign Rights to User Group and Map Employees to User Group in Webpay Payroll Software

User Group Creation, Assign Rights to User Group and Map Employee to User Group

User Group Creation: Click here to view the video on how to create Employee User Group.

Assign Rights to User Group and Block/Unlock Functions: Click here to view the video on how to assign rights to user group and block/unlock functions.

Map Employee to User Group: Click here to view the video on how to map employee to user group.

Blog by BBSPL , Webpay Payroll Software
Webpay Copyright BBSPL

PF / Provident Fund

PF / Provident Fund

Please make sure that Webpay has been configured properly.

1. Check the PF Parameter Settings using the form "Update PF / ESI / PT Configuration"

Deduct VPF on actual Basic Wages:
If you select this option then VPF will be deducted on the Earned Basic else on the PF limit. e.g. if employee's Earned Basic Wage is 10,000 and PF Limit is Rs.6,500 and if you have selected this option then VPF will be deducted on 10,000 and not on 6,500.

Deduct Pension (A/c10) on Arrear:
New Joinees: Webpay will calculate A/c 10 (Pension) separately on the arrear amount for New Joinees. Therefore the total under A/c 10 might be greater than 541 for the salary pay month as the salary would include the arrear amount.
All: Webpay will calculate A/c 10 (Pension) on the arrear amount for all the employees. Therefore the total under A/c 10 might be greater than 541. If the amount in A/c 10 is already 541 for the month for which arrear is being paid then Webpay will calculate A/c 10 as 0. For eg. Arrear is being paid for April and the value in A/c 10 for April is 541, in this case A/c 10 will be calculated as 0.
No: Webpay will NOT calculate A/c 10 (Pension) on the arrear amount for all the employees. Therefore the total under A/c 10 will never be greater than 541.
Multiple Group:
If you deposit PF as per location / branch then select this option and then create the PF groups.
Deposit PF of employees whose salary is withheld:
If this option is selected then in PF Challan and other PF statements the PF of employees whose salary is withheld will also be published/shown.
Calculate PF Proportionately:
If the PF Limit is 6500 and the Paid Days of an employee are less than total days of month then the PF is calculated proportionately. For eg. Basic is 9000, Paid Days are 25, Earned Basic = 7500, PF would be 12% of (6500/30)*25 = 650. If this is NOT selected then PF would be 12% of 6500 as Earned Basic is greater than 6500.
Establishment:
If you select the Non-Exempted flag then amount of A/c 22 will be displayed as admin charges into PF challan else it will be displayed as inspection charges.

Display Employees whose PF is zero:
If this option is selected then all the employee whose pf > 0 are displayed on the PF monthly statement and Pf Challan and also counted in number of subscriber. If this flag is unchecked then those employee whose pf>0 are not displayed in the PF monthly statement and also not counted in number of subscribers
Display hold employees:
If this option is selected then hold employees will be counted in the number of subscriber and will be displayed in PF monthly statement and PF Challan. If this option is not selected then hold employees will not be displayed in PF monthly statement and PF Challan nor will they be counted in number of subscribers.
Recover PF with miscellaneous recovery on FNF when PF is negative:
If the Earned Basic of an employee is less than 0 i.e. negative then the PF would not come as negative in FNF sheet but this will come as recovery from employee. To make this work you need to create a deduction type paycode and map it with PFRecover. The negative amount will be stored in this paycode.

In the above image you will find some values, these values can be set by you.
Calculate Pension Proportionately:
If the Pension Limit is 6500 and the Paid Days of an employee are less than total days of month then the Pension (A/c10) is calculated proportionately. For eg. Basic is 9000, Paid Days are 25, Earned Basic = 7500, Pension (A/c10) would be 8.33% of (6500/30)*25 = 650. If this is NOT selected then Pension would be 8.33% of 6500 as Earned Basic is greater than 6500.
Admin Charges (Account 21):
If you select Basic Wages then the admin charge under Account 21 will be calculated on the Earned Basic Wages, else you can select Pension Wages.
Admin Charges (Account 22):
If you select Basic Wages then the admin charge under Account 22 will be calculated on the Earned Basic Wages, else you can select Pension Wages.

Check the Employee Master Form

PF Limit:
If there is no PF limit then insert the PF limit as 99999999999.
VPF Deducted:
If the VPF option is unselected then VPF will not be deducted.

How to handle reimbursements in Webpay Payroll Software?

How to handle reimbursements in Webpay?

You will find the explanation with Medical Reimbursement example.

In most companies medical reimbursements is given as an option to the employee.
Option A: The employee wants Medical Reimbursement as taxable pay component then it is to be treated as any addition (earning) type paycode. See the properties of the paycode that you should select.

Option B: The employee asks its employer to accumulate the amount and whenever she/he submits the bills, the claim should be given. If by the end of financial year the employee fails to submit the complete bills then the remaining amount should be given to the employee as taxable. To accomplish this in Webpay we create a Paycode with following properties.

In Option B Webpay will accumulate the amount and when ever you wish to give the claim you can do so. You have three options to manage reimbursement claims.

1. Reimbursement Claim Form

2. Import Reimbursement

3. Employee requests reimbursement from ESS

Let me explain Option 1 i.e. Reimbursement Claim Form: With this process you can enter the bill amount and claim amount. Webpay will automatically calculate the claim amount based on the bills submitted. Therefore you only need to enter the bills. You can also use a process available in this form i.e. "Pay in Paycode". "Pay in Paycode" allows you to insert the claim amount in another paycode which is "Variable Type", "Used for Reimbursement Claim" and "art of Gross". This is used when you want to give Reimbursement Claims along with Salary. If you do not give reimbursement claims with salary then you do not need to use this option and you also need to create the third paycode i.e. Medical Claim. Check the snapshot below for the properties of Medical Claim.

Click here to view the video on how the reimbursement bill can be entered and how to use Pay in Paycode function.

Below is the snapshot of the Pay Slip where you will find the Medical Claim Amount. However this is optional. If you do not give reimbursement claims in salary then you do not need the third paycode i.e. Medical Claim.

Import Reimbursement: Using this method you can import the claim and bill amount of the Medical Reimbursement from Import Reimbursement Claim and Bill. Secondly, if you want to pay the claim amount in salary then you need to assign the claim amount in Medical Claim paycode (the thrid paycode i.e. "Variable" and "Used for Reimbursement Claim"). You can assign the paycode using Import Salary Structure. Therefore you need to use two import methods here.

Employee requests reimbursement from ESS: Using this method the employee would send reimbursement request when she/he logs into ESS. A request will then be approved by the admin using the same form as in Point 1. The process thereafter is similar to Point 1.

Blog by BBSPL , Webpay Payroll Software
Webpay Copyright BBSPL

Income Tax / TDS is not deducted

Income Tax / TDS is not deducted

Reason:

1. Check the Income Tax Slabs for all categories viz.. Male, Female, Senior Citizen for the current F.Y.

2. Check the Paycode Property Template. The paycodes on which tax is to be deducted should be either Partial Taxable or Fully Taxable.

3. From Tax settings check what is the senior citizen age, it should not be 0.

Blog by BBSPL

Webpay Copyright BBSPL

ESI not deducted in Webpay

ESI Deduction in Webpay

Make sure that the following are correctly selected and/or inserted:

1. ESI on the Company PF/ESI Parameter Settings form is Enabled. Also make sure that all the values are selected properly.

2. Employee ESI option is enabled and ESI number is also stored for employee.

3. Check the Paycodes from Paycode Master form and Paycode Template Property Form: Make sure that "Part of ESI Gross" and "Part of ESI Rate Gross" are checked. ESI Limit is checked by adding the amount of all the paycodes / pay components which are flagged as "Part of ESI Rate Gross" and ESI amount is deducted on the amount which is calculated by adding all the paycodes which are flagged as "Part of ESI Gross".

Blog by BBSPL