Greetings of the day!

Wishing you, family and team a very happy and prosperous Diwali. Please find below mentioned Webpay Release Notes for Oct. 2011.

WEBPAY RELEASE NOTES OCT 2011

Miscellaneous Changes

OD & Tour Request\Approve OD & Tour Request (Empuser) : Online Od\Tour\mispunch process is now working according to Request level as defined in leave and template (same as online leave request).

OD\Tour\Mispunch Approve-Reject: Online OD\Tour\mispunch process is now working according to Request level as defined in leave and template (same as online leave request).

Employee Master: You can now assign same pf_no, Esi_no to employee when previous employee gets finalized.

Import monthly attendance:Import attendance now displays proper message for finalized, invalid and suspended. You can now import the exported sheet.

Import employee detailsàImport Employee qualification details(New form) : Import qualification form, new form to Import\export qualification.

Employee Master\ Import Employee Master : Option to assign Sanction Authority (Reporting Manager) is now available in Employee Master and Import Employee Master Forms.

Employee Master\ New employee master\Import employee master: Option to assign“Amount Paid In”. This refers to to the currency code in which salary is being paid to employee.

Sanctioned leaves with LWP & unauthorized leave details : In Leave Sanction Form, employee’s leave balances are shown.

New menu in ESS (Employee birthday and anniversary list): Now birthday and anniversary list can be generated month wise.

Upload Employee Document on ESS Portal

A new form has been created in Web Pay for upload document on ESS Portal. This enables you to upload a particular document for a particular employee.

You can find this new form in Web Pay -

Import-Export à Import Employee Details à Import Employee Document

Steps to upload documents:

Step-1: Create a new folder and write the folder name without any space.

Step-2: All documents should be collected in this folder and then compress the folder in zip format.

Step-3: Use option “Select Document File for Upload” to upload zipped file.

Step-4: Click on “Search” and generate the excel sheet. Specify From_Date, To_Date, File_ Name with extension, Folder_Name in which all documents have been collected employee wise.

Step-5: Use option “Select Excel File to Import”. After successfully importing excel file all the documents get published on ESS portal between as per the dates mentioned.

You also have the option to delete some or all documents.

Salary Slip& Register

FrmPaySlipConfigure:           A new field is added named Leave Encashment days on Payslipconfiguration form. If Checked then it shows Leave Encashment Days on Salary Slip With Leave Details

Change button Caption (Before Preview Report) (Now Go To Preview Report)

Reimbursement Slip: Previously on publishing reimbursement slip it was not checking the existence of PDF file in the company folder. Now it is solved

TDS Estimation Slip: Gender removed from the mail body that was used while sending TDS Estimation Slip in pdf format.

Give selection criteria for Salary Register Head Wise: (Configuration à Company Setup à Salary Slip & Register Configuration)

1. Columns in which zero amounts come should not be published.

2 Incentive Column
3. PF A/c No. Column
4. PF Admin Charges Column
5. EDLI Column
6. ESI Employer Column

Arrear Change: Manual arrear import error solve : If user adds an extra column in the excel file then system shows proper message.

Recruitment Module Changes: Import CV Form: User can select the excel file & zip file of CV’s to import. Earlier there was a major issue that you had to copy the CV’s (Doc, PDF files) on the server and then only import method used to work. Now there is no need to put these documents on server. All you have to do now is, to zip the folder in which all CV’s are stored. Import the zipped CV folder and also the excel sheet in which you have mentioned the parameters and the file path and name.

Global Settings: A new option has been added in global settings. Earlier, if the company was using Biometrics / Export House attendance then there was problem in calculation of audit values which are used in export house. Now this has been resolved by inserting a new option in global settings. With this option we are able to deduce if the attendance being used is biometric machine or not. Therefore Audit calculation does not get effected.

Please feel free to call me or email me with your queries.

Enjoy the festive season.

Regards

Vikas Sapra

BBSPL

To process reimbursement we have to unlock same month salary

To process reimbursement we have to unlock same month salary.

This is optional. If you are using Pay in Paycode option; then you should always process reimbursement before salary process.

Reason: You are inserting the claim amount in one of the paycode which is part of salary. Therefore the procedure should be to process reimbursement first and then salary.

Blog by BBSPL

Not able to process reimbursement as per empl present days of current month.

Not able to process reimbursement as per empl present days of current month.

You can process reimbursement as per the present days of current month. Let me explain the process:
Step 1: You create Medical Paycode and choose the property as Present Dependent.

Step 2: You mark attendance

Step 3: You enter claim and bills; choose pay in paycode option

Step 4: You process reimbursement

Step 5: You process salary and tax

Blog by BBSPL

How to process F&F of employee?

How to process F&F status of employee in future month i.e. an employee is not processed for 2 months & then inputs are received for processing including the months not processed?

If there is no input of the employee then you should process the employee with zero paid days; so that the values are stored in the database for the employee for each month. For eg. You do not get input for June and July, so you process with zero paid days for June and July; and hold the employee. This way the database would have the values for June and July. Now in Aug, you get to know that the FNF is to be done. You are informed that the DOL is 20th July so you have to pay the June and July salary; and also to deduct Notice Pay.

Steps: Now you process Arrear for June (Full month) and July (20 Days) payable in Aug. Go to FNF module choose 1st Aug as Settlement date, DOL being 20th July. Process Aug attendance and mark all days as LWP so that no amount is processed for Aug. Now you insert the notice period payment (remember the paycode of notice pay should be created and mapped with notice pay).

Blog by BBSPL

Import Salary Structure Invalid Formula

Import Salary Structure Invalid Formula

Reason: There must be a formula which is either wrong or the formula may contain a paycode which is not active.

The message you get on the screen at the time of importation of salary structure is "invalid formula". Thereafter you need to look for the formula which might be wrong or contains a wrong value or a reference of a paycode which is not active.

Blog by BBSPL

ESI Question and Answers in Webpay

ESI Question Description
1 What is ESI and Why it is necessary ?
Employment State Insurance is a social program that contributes to the insurance fund of all workers by providing assistance to workers and their family who need the medical assistance.

2 How ESI is assigned to the Employee ?
First of all we make the ESI option enable on company level.The ESI account and ESI max amount should be declared on the PF/ESI/PT configuration form.The paycode which is being assigned to the employee,should be part of esi gross and then ESI option should be enabled on Employee level

3 On which paycode , ESI is deducted ?
Deduction ESI on paycode,is company's perogative.Usually it is deducted on Basic,HRA,conveyance,spl allowance ,Food allowance,OT etc.

4 What are the necessary steps of checking if ESI is not being deducted in Webpay?
Check the ESI option at Company level, then move to ESI account percentage in configuration, then check if the employee's ESI option is enabled.

5 What are the max limits of ESI?
At present the ESI Limit is Rs.15000, this can be modified from configuration.

6 What are the accounts ESI viz. Employee part and Employer part?
In ESI fund, Employee deduction and Employer deduction are deposited.

7 What are the percentage of above accounts?
Employee account is 1.75% and employer account is 4.75% of ESI GROSS.

8 How ESI is calculated and distributed amoung Employee and Employer accounts?
If employee's ESI GROSS is less then or equal to 15000 then ESI would be calculated as follows. If ESI GROSS is Rs. 10000 and payable days is 30 and calendar month is 30 then Employee's part is (10000*30/30)*1.75/100 .Similarly Employer part would be (10000*30/30)*4.75/100.

9 What happens with ESI if employee is kept on HOLD for any month?
IF DEPOSIT ESI OF WITHHELD EMPLOYEE option is enabled then ESI would be deposited in payable month .If this option is not enabled then ESI of HOLD month would be deposited when the salary is released.

10 What is the ESI gross salary?
It is sum of the amount of the earnings of the paycodes which are part of ESI GROSS.

11 What happens when DEDUCT ESI ON ARREAR option is not checked on the PF/ESI/PT config form?
If it is not checked then, only salary ESI would be deducted from the salary. Arrear ESI would not be deducted.

12 What happens when round ESI amount separately on ESI gross option is enabled in configuration?
If is enabled then Arrear ESI and Salary ESI is separately rounded and stored; and then added to payable month. But when It is not enabled then Arrear ESI and salary ESI is added and then rounded.

13 What happens when ESI is negative?
It becomes zero.

14 What is ESI subscriber?
It is count of the employees whose ESI is deducted. Deduction may be zero amount as it depends on the salary earned.

15 What are the various ESI forms?
Forms are Monthly ESI statement, ESI Challan, Monthly ESI return, Form 5 and Form 6, ESI Declaration Form.

16 What is the ONLINE ESI CHALLAN ?
When Challan is created online then it is online ESI challan, In that case we have to upload the ESI Gross of each employees only.

17 What happens if the DEDUCT ESI on OT option is enabled in PF/ESI/PT config form?
In that case ESI would also be deducted on OT amount.

18 What happens when Do not deduct ESI on arrear alone, deduct ESI cumulatively in salary process option is enabled?
If this option is enabled then ESI is deducted on Arrear and salary amount cumulatively.

19 What is difference between Part of ESI Rate Gross enabled paycode and Part of ESI Gross enabled paycodes?
Part of ESI Rate Gross enabled paycodes represent the salary which is used to compare the total value of these paycodes to the ESI limit (15000, at present) and Part of ESI gross paycodes represent the salary on which ESI contribution is calculated.

In case you feel there is any information which is misrepresented or wrongly mentioned, plese email us at info@bbspl.com.

Blog by BBSPL

PF Related questions and answers Webpay

1. What is the PF and why it is necessary?
Povident Fund (PF) is a benefit for the employees. Employee contributes 12% of his monthly basic earned salary to the PF account (A/c 1). The employer contributes 3.67% to the same account (A/c1) and 8.33% to A/c 10. It is a type of saving to the employee. The employee can avail loan from the PF account also. At the end the employee can close the PF account and withdraw the amount along with interest.

2. How PF is assigned to the Employee in Webpay?
Assigning PF in Webpay includes few steps. First of all we enable PF for the whole company, assign PF Limits and declare store PF accounts percentage in PF/ESI/PF configuration form at a company level. After this we enable the PF and Pension deduction in Employee master on Employee level. After this we have to make the paycode(Basic) as a part of PF Gross on which PF has to be deducted and then we assign the Basic paycode to the employee.

3. On which paycode PF is deducted?
On Basic and DA, PF is deducted

4. What are the necessary steps of checking if PF is not being deducted in Webpay?
If PF is not deducted of any employee then first of all we have to check the company level PF settings like PF enabled or not, PF Limit and PF accounts, after checking these, we will move to employee level setting like PF enabled or not, similarly PF limits and then we will check the paycode, which is part of PF gross; and whether that paycode is assigned to the employee or not.

5. What are the limits of PF?
At present there are two kinds of PF limits. One is 6500 which is statutory limit and other is Basic which is 999999999 (Max).

6. What are the accounts PF viz.,AC1, AC10 , AC2 ,AC21 , AC22? What are the percentages of these accounts?
AC1: 12% of earned basic wage of employee, 3.67% of Employer contribution are deposited and amount greater than pension limit of Rs.541 (over and above after calculating at 8.33%). AC10: 8.33% of earned basic wage or max 541 are deposited. AC2 (Admin Charge): 1.1 % of basic wage of employee. AC21 (Admin Charge): 0.5% of either Basic wage or Pension wage or EDLI wage. AC22 (Admin Charge): .01 % of either earned basic wage or pension wage or EDLI wage. Whether the admin charge (AC21 and AC22) would be deducted on basic or pension wage is opted from PF/ESI/PT configuration form. AC1 is EPF account, AC10 is Pension account and AC2 ,AC21 and AC22 are the admin accounts.

7. How PF is calculated and distributed among different accounts?
If employee's Basic is 20,000, employee's limit is 999999999 (Max) and payable days for the month of april is 15 days then payable Basic would be 20,000/30*15 that is 10,000. Since PF is deducted on earned wages, therefore, PF would be 10,000*12% that is 1200. Now AC10 is 8.33% of 10000 (Basic) that is 833. Since in AC10 we can not deposit more than 541 ,hence the remaining amount (833-541) that is 292 would be deposited to account AC1 along with Employees 12 % of Basic. This means in AC1 there would employer 3.67% and employees 12% of PF are deposited that is 1492 (292+1200) and in AC10 there would be 541 deposited. AC2 would be 1.1 % * 10,000 that is 110. AC21 and AC22 wages selected on BASIC and PENSION wages respectively in config form, then AC21 would be 10,000* .5/100 that is 50 and AC22 would be 6500*.01% that is .65 Rs (65 paise).

8. What is the Employee PF and Employer PF?
Employee contributes 12% of his monthly earned basic salary to the PF account and the employer also contribute 12% to the same account. Employee's PF is totally deposited to AC1(EPF) account and employeer PF is divided into two account viz. AC1 and AC10. Employer is also to bear the admin charges vi.z AC2, AC21, AC22.

9. What is the concept of CTC?
CTC means Cost To the Company, therefore employer's contribution is part of CTC. Employer's contribution is 12% and 1.61% toward admin charges.

10. Why is 13.61% (employer PF share) deducted from CTC to calculate supplementary allowance?
In CTC salary structure, employer PF contribution is part of CTC. Total contribution includes 12% of PF, 1.1 % of AC2 , 0.5% of AC21 and 0.01% of AC22. It becomes 13.61% in total.
Important Note: Earlier when the CTC concept was not prevalent, the limit was 6500 and employer PF contribution was not part of CTC.

11. What happens with PF if employee is kept on HOLD for any month?
There is an option in the PF/ESI/PT configuration form i.e. whether PF of employee whose salary is being withheld needs to be deposited or not. If the option is checked then PF would be deposited when the salary is withheld else it would be deposited in the month salary is released.

12. What are Basic Wages, Pension Wages and EDLI wages?
If the Limit is maximum (Actual earning) (999999999): In this case earned basic is Basic wage. If the Limit is 6500 and if basic is greater than 6500 then 6500 else Basic would be the Basic wage. Pension Wage: if Basic is greater than 6500 then 6500 else Basic would be pension wage but pension wage should be enabled. EDLI Wage: If Basic is greater than 6500 then 6500 else Basic would be EDLI wage.

13. What is prorate PF contribution (Calculate PF Proportionately)?
If Calculate PF Proportionately is enabled in PF/ESI/PT config form then PF would be deposited proportionately. Example if Basic is 10000, Limit is 6500 and payable days is 25 days and calender days of the month is 30 then PF would be = 6500*25/30=5417, Similary if flag is not checked then PF would be 6500 because earned basic(10000*25/30) is greater than 6500.

14. What is prorate Pension contribution?
If deduct pension wage prorate option is enabled in PF/ESI/PF config form then in AC10, pension would be deposited on the basis of payable days, remaining amount would be deposited in AC1.

15. What are Exempted and Non Exempted establishments?
If company is Non-Exempted then AC21 amount is deposited in Admin account and if company is Exempted then AC21 amount is deposited in Inspection account which is shown on PF challan form.

16. What happens when DEDUCT AC10 ON ARREAR on following case in Webpay?
a). ALL b). None c). New joinees
AC10 is Pension account. "All" here denotes that for all the employees the appropriate contribution would be deposited under AC10. "None" here denotes that for no employee contribution would be deposited under AC10. "New Joinees" denotes only for new joiners.

17. What is voluntary PF and under which account it is deposited?
If Employee wishes to contributes extra towards their PF fund then the amount contributed over and above PF contribution is known as Voluntary PF. It is deposited in AC1 of Employee EPF fund.

18. What happens when PF is negative?
If PF comes out to be negative then PF becomes zero,

19. How PF is deducted on arrear and is deposited with subsequent account to payable month?
For Example:- If Arrear PF is 240. In which AC1 is 73 and AC10 is 167 and payable month PF is 780 then AC1 would be (239+73) and AC10 would be (541+167) to the payable month PF accounts.

20. What happens with If Round PF Amount separately on Arrear PF Gross ?
If Round Arrear PF amount separately opton is enabled then arrear PF account and payable month PF account is rounded and stored in database and then added but if it is not enabled then Arrear PF is added to the Payable month PF amount and then rounded off. With this in some of the cases there might be a difference of One Rupee.

21. Why PF is deducted on Leave Encashment? (Now it is NOT, earlier it was)
Since Leave encashment is calculated on Basic, hence, PF was deducted on Leave encashment but now it is not deducted.

22. Whar do you mean by EPF subscriber, EPS subscriber and EDLI subscriber?
EPF subscriber: It is the count of employee's whose PF is payable in the given month. Payable amount might be zero. EPS subscriber: It is the count of employee's whose pension is calculated. ELDI Wages: It is same as EPF subscriber.

23. What are the Statutory forms of PF?
Statutory Forms of PF in Webpay are: PF form 5: New joinees details. Form 10: Left employee details. PF challan: PF challan deposited monthly. PF form 9: First time Establishment details. PF Eligibility Report: To count the month wise subscriber. PF 12 A: It is PF return. PF 3A: Whole year PF details. Form 6A: Yearly PF return, deposited at the end of March. DBF: It is deposited along with FORM 6A. PF FORM 2: EPF and EPS nominees details.

24. How subscriber is calculated on PF FORM 12A?
On PF 12 A total subscriber is not calculated as no. of count of given month. It is calculated as previous month total subscriber adds with given month new joiners and substracts with previous month left employee. For Example: If I have to calculate the May month subscriber than i will have to take April month total subscriber and it would be added with May month joiners and substract with April month left employee.

25. How can you check PF challan amount and subscriber if client raises a question on it?
Total Subscriber can be checked from Monthly PF statement details. Basic wage is the total basic amount of the subscriber. This amount should be equal to column 6 of the Monthly PF Statement. Employer share of contribution is the AC1 of the employer share. It should be equal to column 9 of Monthly PF Statement. Employee share of contribution is the total PF of the employee. It should be equal to column 7 of the Monthly PF Statement.