Payroll

Completely customizable module using HRMates Payroll builder. Rule based payroll grouping for distributed managagement. Maintain Salary Masters, Tax Declarations, Advances. Module integration with Attendance, Performance and more. Integrate with accounting system, banks, statutary deduction portals. Approval process, variance, detail and summary reports.

SETUP

• Create Salary Master and Salary Components
• Apply country specific standard calculators
• Setup Salary Master Bifurcation rule
• Setup custom calculators like in Excel
• Setup On Demand Salary Components
• Setup Full and Final Rules
• Setup Employee to Salary Group mapping rule
• Repeat above if multiple Salary Structures Required
• Setup Salary Structure to Employee mapping rule
• Setup rule to setoff missing attendance against leave balances
• Setup Overtime calculators for various overtime types
• Setup Debit and Credit Account Codes used in accounting system
• Setup Salary Master Approval process
• Setup Prorate Policy
• Setup Daily Wage Policy

SALARY MASTER

• Create dated salary masters for employees
• Regular, Daily Wages, Consultants Types
• Multiple Salary Structures for employees to accomodate salary from different proft centers
• Add Effective Date for backdate change
• Rule based Employee Grouping for Distributed Management
• Approval Process

TAX DECLARATION

Depending on Country HRMates can allow Employees to provide  inputs to Payroll like tax deductibles expenses. Form is Auto Generated when Employee Crosses threshold Limit  during financial year, Approval Process, During Year Employee can  update the form, Second Level Compliance Process 2 months  before end of Financial Year

LOANS & ADVANCES

• Self Service Portal for Employees to Apply for Loan
• System Validation of Loan Eligibility
• Repayments based on policy, with interest calculations
• Loan Approval Process
• Bank Loan Payment  on behalf of Employee

SALARY GENERATION

• Reconcile Missing Attendance manually or automatically
• Auto calc paydays, overtime, advance repayments, Full and Final deductions
• Add days arrears for past months
• Generate Payroll
• Upload Manual Components
• Make changes to Advance repayments if allowed
• Part Salary, Split Salary, Hold, Full & Final
• Approval Workflow
• Salary Slips
• Download Bank Advises, Statutory reports

CONTRACT EMPLOYEE INVOICING

• Generate and Distribute Invoices to be submitted by Contract
• Employees. Invoice based on Salary Master and days worked

SALARY DOCUMENT DISTRIBUTION

• Distribute externally generated documents like Insurance cards, Annual Tax Submissions etc
• Upload is setup with Name, Upload frequency
• Admin is provided a secure FTP folder to upload docs

REPORTS

• Variance Reports
• Summary and Detailed Reports
• Employee Monthly Attendance Confirmation by signature Report
• Integration Reports for Banks, Accounting, and statutary deduction portals

Salary Administration

Loans & Advances

Payroll Component Setting

HR & Payroll Compliance

Integrated, Customizable and extendable to implement all compliance requirements across the organization.

Reference: HR-Compliance

TERMS and CONDITIONS

• Setup Terms of employment for employees to accept one time on first login.
• Terms can include simple check, force download with simple check, download sign and upload, answer short quiz.
• View acceptance time and archive of uploaded documents.

HEALTH SURVEYS

• Periodic auto surveys to record vaccination and other health checks.

GENDER RELATED

• Maintain helpdesks to address gender related issues via commitees and escalations.

SAFETY COMPLIANCE

• Define safety areas along with first level response and escalations in hours and days
• Record workplace safety observations
• Audit safety observations and actions

PAYROLL COMPLIANCES

• Registration of employees under local laws for statutary payroll deductions. e.g. Tax at source, Provident Funds, Medical.
• Payroll deductions calculations and reports for direct upload.
• Archive statutory documents.
• Reconcile vendor payments with system generated amounts.

Employee Letters

Comprehensive feature to generate, distribute, acknowledge and archive employee letters. Maintain letter templates with design, content and variables. Approval process as needed.

TEMPLATE

• Header, Body and Footer
• Rich text designer
• Design letter head
• Comprehensive set of variables to merge employee data to letter
• Manual variables for entry ini generation

GENERATION

• On demand generation with entry of manual variables
• Auto generation from modules like Performance Management, Hiring
• Approval process if setup in template

DISTRIBUTION & ACKNOWLEDGEMENT​

• By Email
• Print Sign and hand deliver
• via Employee Profile
• Notification on next login with requirement to print sign and upload

Travel & Expenses

Process based Employee Travel and Expense management. Includes travel plan approval, Advance request, ticketing and booking, expense submission and approval, final payments and carry forwards.

TRAVEL MANAGEMENT

• Local Outstation and International Travel
• Create Trip by Employee  or Admin
• Trip Approval Process
• Ticketing Process
• Advance  Payment Process
• Ticket Cancellation Process
• Trip Cancellation  Process
• Trip Expenses
• Trip Expense Approval Process
• Final Settlement
• Travel Expense Ledger
• Auto Off Duty leave application
• Travel  Policy Implementation (by City, Grade, Mode of Travel etc.)

EXPENSE MANAGEMENT

• For Employee Expenses
• Process same as  Travel Management

Employee Assets

ASSET GROUPS

• Create Asset Groups and Managers

ASSET TYPES

• Create Asset Types
• Add Custom fields

ASSET MANAGEMENT

• Add Assets
• Issue, Return, Retire
• Adjust Asset loss  from Employee Salary

Helpdesk

• Create Help Desks, Admins and Escalations
• Employees raise Requests
• Discussion Control for Employee and Admin to discuss about the  request
• Helpdesk Escalation
• Help Desk Admin Panel

Surveys & Social

SURVEY

• Create Survey with objective type and subjective questions
• Rule based Employee Participation
• Anonymous and Open Participation
• Auto-repeat Surveys
• Survey completion after login or via notification
• Survey Result as Reports and Graphs

GREETINGS

• Automated Personal Birthday & Anniversary Greetings
• Holiday Greetings
• Joining, Farewell Greetings
• One to one messaging 
• Email and Dashboard notification

FAMILY CONNECT

Connect Employees and Family Members working remotely with each other for social events.

LEAVE BANK

Employees donate leaves into Leave Bank.  Employees needing extra emergency leaves  can avail from bank after approval.

Budgeting

References: Guide to HR Budget

HEADCOUNT BUDGETING METHODS

• By Unit, Grade, Location, Designation
• Budget for seasonal workforce

Hiring

References: Talent Acquisition Recruiting Metrics

Build great workforce, with Job Descriptions, Vacancy management with position control. Applicant Tracking, Evaluation process with stages and ratings. Offer Letter process and onboarding workflow.

JOB DESCRIPTIONS

• Manage Job Descriptions
• Link to Vacancies and  Designations

VACANCIES MANAGEMENT

• Manpower requisition within or out of Budget with approval process
• Publish Vacancies to website, Employee Referral, Hiring consultants
• Create Candidate Evaluation  Process
• Customize Candidate Application Form
• Tag Vacancy with Recruiting Teams, Client.

TEST MANAGEMENT

• Maintain Subject wise Question Bank
• Create  Online Tests with number of questions and time  allowed
• Download Test Paper as PDF and enter  marks obtained manually

APPLICANT TRACKING

• Maintain Resume Database along with Candidate details like Id, Photo Certificates etc
• Identify Duplicate Resumes
• Create Recruiting Teams
• Upload Resumes
• Stage wise Resume Processing
• Candidate Document Submission
• Salary Fitment
• LOI, Offer Letter, Acceptance
• Joining, Local and International Onboarding Process

HIRING EVALUATION

• Maintain Interview Questionnaire
• Conduct Telephonic and Personal Interviews
• Online and Paper Test
• Ratings, Final Rating, Rating  Comparison

OFFER LETTER & ONBOARDING

• Depending on Country HRMates can allow Employees to provide  inputs to Payroll like tax deductibles expenses.
• Request for documents like past salary slip
• Generate and get Offer  Letters Approved
• Send Offer Letter to Candidate for Acceptance
• Revise Offer Letter on Rejection
• Onboarding Process

REPORTS

• Open Vacancies Report
• Budget Report
• Candidate Report
• Hiring Metrics

METRICS

• Primary: Vacancy, Recruiter, Hiring Source
• Secondary: Candidate Days, Requestor Days, Candidate Evaluation Rating, First Appraisal after joining Rating

Performance Management

Continuous evaluation across employee life cycle. Probation, Trainee, Permanent, PIP and Exit. Customizable to capture exact goals, reviews and ratings from all stake holders. With post evaluation processing Talent Review, Bell Curve, 9 Box, Radar chart, Reports.

Reference

• Template based Setup allowing Multiple PMS Workflows
• Goals and Cascading Goals
• Review Cycles and final Appraisal
• Areas, KRAs, KPIs, Achievements, Strengths,  Areas of Improvement, Major Contributions
• Capture Training Requirements, Succession Planning, Career Development
• Custom Columns
• Calculators
• Get Data from Attendance, Employee Profile etc.
• Guidelines
• Create  Performance Improvement Plan for non-performers
• Create Performance Potential Matrix  and  Talent Review Form
• Easy Monitoring

Learning & Growth

Conduct training and learning activities to help employees to acquire and apply the knowledge, skills, abilities, and attitudes needed by a particular job and organization.

Reference 

E-LIBRARY

• Content with pre and post test submission and  approval
• Employees can browse content
• E-Library assignment with repetition by managers with pre and post test
• Learning lndex

CLASS TRAINING

• Training Need Identification from Survey
• Performance Evaluation
• Safety and maintenance incidences
• Manager and Employee requests
• Scheduling
• Pre-Post Test, Feedback
• Learning Index, Effectiveness Index

Projects & Timesheets

PROJECT DETAILS

• Name
• Milestones
• Project Manager
• Client Project, Internal project
• Project Budgeted, Allocated, Utilized Hours from Milestones

MILESTONES

• Name
• Extra Budget Hours
• Tasks
• Hours by Category
• Milestone Allocated hours from tasks
• Approval Process

TASKS

• Name
• Type
• Category
• Sub Tasks
• Allocated Hours
• Utilized hours from timesheets
• Assigned Employees

TIME SHEETS

• Tasks consolidated into timesheets
• Weekly or monthly
• Employees Log Actual Hours
• Close Tasks and Projects
• Reconciliation with Attendance Time

REPORTS

• Task Rating report
• Client billing reports
• Utilization Reports
• Project Progress Report
• Project Profitability Report

TASK PLANNER

• Plan Tasks based on KPI
• Get Tasks Approved
• Close Tasks with  Completed
• Carry Forward
• Cannot be completed status

CLIENT MANAGEMENT

• Manage client details
• Manage client logins and permissions
• Manage client legal documents, proposals, workorders and invoices
• Monitor work order expiry
• Generate Client Time sheet reports

Project Management

Project Details

Project Task

Timesheet

Client Management

Live Demo

Approval Process

Process template, Initiation, execution and notification

Templates

• Create Templates with Form Designer and Process Designer
• Setup Initiators, Approvers, Notifiers and Escalations
• Setup Email Content, CC and delivery schedule

Initiation

• Initiator kicks off approval process
• Monitor process approval

Execution

• Approvers can approve, revert or reject
• Escalation to next level if no action taken
• Conditional process flow based on form numbers

Purchase Process Template

Purchase Process Template[/caption]

Knowledge Management

Centralized repository to organize, store, share and rate organizational knowledge with employees and stakeholders.

Reference

• Preparation of Knowledge Piece by employee to committee, with keywords, documents, videos, images
• Submission of Knowledge Piece with KM Score Calculator
• Committee based approval process for acceptance or rejection of knowledge piece
• Employee and Stakeholders search and browse knowledge pieces
• Viewers rate the knowledge piece by Like, Will Use, Rating and Comments
• Use of submission and ratings in Reward & Recognition program

Idea / Suggestion Management

Provide structured process of generating, capturing, organizing and evaluating ideas for valuable insight leading to excellence in business.

• Idea submission to Review committee of concerned department by one or Suggestors consisting of employees or vendors
• Decision by Review commitee
  • Forward to Helpdesk as its a grievance
  • Nice idea but not implementable
  • Reject
  • Revert to Suggestors for clarification
  • Nor Sure, forward to Apex committee
  • Approve for Implementation and send to Implementation head
• Apex committee
  • Forward to Helpdesk as its a grievance
  • Nice idea but not implementable
  • Reject
  • Revert to Review Commitee for clarification
  • Approve for Implementation and send to Implementation head
• Implementation head
  • Create Implementaton Team
  • Add other Implementation heads if need resources from another department
• Implementation Team gets notification when all Implementation Heads have completed team formation. Implementation team can send to Not Implementable or proceed with Implementation by opening a Kaizen Sheet
• Rewards points can be awarded at any stage as per policy

Continous Improvement / Kaizen

Provide method for identifying opportunities for streamlining work and reducing waste. We provide a complete end to end system to automate the complete Kaizen life cycle.

Reference

Kaizen

• Create Kaizen Sheets linked to Suggestion, MP sheet, CAPA or standalone
• Record Implementation activity
• Setup Audit team
• Conduct audit process
• Determine Tangible and Intangible benefits
• As Kaizen process can be running in multi year cycle, changes in Organization structure, Reporting hirerarchies, Employee Exits and joining are synchronized with kaizen process
• Distribute rewards as per policy

Kaizen Sheet

Workspace Collaboration

Workflow driven processes to discover, inform and manage issues related to factory floors, Reducing downtime and preventing maintainence.

MP Sheets

• Capture Maintainence Prevention ideas from workforce
• Approval Process
• Generate Kaizen Sheets for implementation
• Linked to R&R Module
• Monitoring, Reports and Analytics

CAPA

• Corrective and Preventive actions
• Approval Process
• Generate Kaizen Sheets for implementation
• Linked to R&R Module
• Monitoring, Reports and Analytics

Safety

Workflow process to observe, identify, categorize, inform and escalate safety related issues in organization.

• Setup Safety Areas, Managers and Escalations
• Capture detailed Safety Observations, Incidents in structured manner
• Notification to Safety area managers
• Monitoring, Reports and Analytics

Safety Observation

Rewards and Recognition

Workflow driven system to nudge, recognize and reward employees for program participations and recognizing achievements.

Reference

REWARDS & RECOGNITION

Module and Manual, Points and Value based  Reward Programs, Auto Calculation from other  modules like Business Excellence, Recognition,  Social etc.

Recognition

Star Officer, Well Done, Applause, Peer to Peer

Tiering & Leaderboard

Top 10 charts

Redemption

Using internal options, Payouts and External  Coupons.

Calculation Calculators using LogicBox

Analytics

• Full Coverage for all functionality
• Filters for dates, units, categories, locations etc
• Printable

Charts

• Organization Structure Chart
• Location Chart
• Grade Chart
• Designation Chart
• Covers Positions, Vacancies, Applications, Hires, Current and Separating
• Printable

Security & Audit

Login

• Single Signon with Google Workspaces, Office 365 and Active Directory
• Inbuilt login with strong password, forgot password
• Captcha enabled

Permissions

• Complete and fine-grained Access control via Permissions
• Automated permissions via Logic Builder

Security Audits

• Period audit and compliance by third party

Hosting

• On Secure AWS Linux servers
• AWS Managed file storage

Audit

• Audit trail for all transactions
• User friendly audit view

Self Service

• A;l functionality enabled for self service
• Dashboard Notifications
• Email Reminders
• Escalations

Reports

• Full Coverage for all functionality
• Extensive filters
• Excel and HTML format