Integrated Financial Management System, Sevaarth & DCPS

Integrated Financial Management System, Sevaarth & DCPS

User Manual,

September, 2017

Version 1.1

Tata Consultancy Services User Manual - Payroll & DCPS v1.1

TCS Confidential i

Notice

© 2017 Tata Consultancy Services Limited

This is a controlled document. Unauthorized access, copying, replication or

usage for a purpose other than for which it is intended, are prohibited. All

trademarks that appear in the document have been used for identification

purposes only and belong to their respective companies.

Integrated Financial Management System

Government ISU

11th Floor, Maker Tower,

Cuffe Parade, Mumbai-400005

Author: Pravesh Barot

Sameer Lonkar

Siddhartha Chakraborty

Ritesh Singh

Date of Updation:

21st September 2017


TCS Confidential ii

Client Approval Stamp:

(Signature, Name & Designation)

Client Approval Date:

Document Release Note

Notice No.:

Customer: Government of Maharashtra

Project: Integrated Financial Management System

Document Details


TCS Confidential iii

Name Version Number Description

Integrated Financial Management

System – Payroll & DCPS

1.0 This manual will help the user

to use the Payroll & DCPS

application of the Integrated

Financial Management System

Integrated Financial Management

System – Payroll & DCPS

1.1 Added new functionality which

were introduced in Payroll and

DCPS.

Revision Details

Action Taken

(add/del/change)

Previous page

number

New page number Revision description

Change Added GPF Arrear

Utility, Print Form 1

ack report,

Generation of Form

A,B,C,D for

Termination process

Change Register serial numbers covered:

The documents or revised pages are subject to document control.

Please keep them up-to-date using the release notices from the distributor of the

document.

These are confidential documents. Unauthorized access or copying is prohibited.

Approved by: Authorized by:

Date: Date:


TCS Confidential iv

Document Revision List

Customer: Government of Maharashtra

Project: Integrated Financial Management System

Document Name: User Manual – Payroll & DCPS v1.1

Release Notice Reference (for release)

Revision

Number

Revision

Date

Revision

Description

Page

Number

Previous Page

Number

Action

Taken

Addenda/

New Page

Release

Notice

Reference

User Manual - Payroll & DCPS v1.0

TCS Confidential v

Tata Consultancy Services

About this Document

Purpose

This manual has been written to help you understand and use the Payroll & DCPS application in the

Integrated Financial Management System (IFMS). It presents the functional capabilities and

operational details of Payroll & DCPS application, and contains the procedures that you should know

for performing your business tasks using the Payroll & DCPS application of IFMS.

Intended Audience

This manual is intended for the personnel in the Government of Maharashtra (GoM) and users of

Payroll & DCPS.

Prerequisites

To be able to use this document, you must have thorough knowledge of the requirements of the

Payroll & DCPS application.


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Contents

1. Introduction ...................................................................................................... 14

1.1. Features of Sevaarth & DCPS application........................................................................... 14

1.2. Environment..................................................................................................................... ...14

1.2.1. Software Environment.......................................................................................... …….14

2. Getting Started ..................................................................................................... 1

2.1. Logging In .................................................................................................................................... 1

2.2. Using the Interface ....................................................................................................................... 3

2.2.1. Using Menus and Toolbars .................................................................................................... 4

2.3. Switch Post .................................................................................................................................. 5

2.4. Logging Out ................................................................................................................................. 5

3. Map DDO Assistant .............................................................................................. 5

4. DDO Profile ........................................................................................................... 7

4.1. DDO Information ................................................................................................................. 7

4.2. DDO Office .......................................................................................................................... 8

4.3. DDO Scheme ............................................................................................ 9

5. Bill Group Maintenance ..................................................................................... 10

6. Supp. / Arrears/Susp./ Nill Bill Group Maintenance ........................................ 11

7. Entry of Post ....................................................................................................... 12

7.1. GR Master ......................................................................................................................... 12

7.2. Entry of Post (Main Screen) ....................................................................................................... 14

7.3. Add New Entry .................................................................................................................. 15

7.4. Renew Post Details ........................................................................................................... 18

8. Attach Employee to Bill Group ......................................................................... 19

9. Dep. Eligibility for Allowances and Deduction ................................................ 21

10. Employee Configuration Form ........................................................................ 22

11. Employee Eligibility for Allowances & Deductions ....................................... 23

12. Employee Information ..................................................................................... 26

12.1. GPF Arrear Utility .............................................................................................................. 26

12.2. Non Computational Dues/Deduction ................................................................................. 27

12.3. Employee Loan Details ..................................................................................................... 28

12.3.1. Update/Edit Loan Details .............................................................................................. 30

12.3.2. Add New Loan ............................................................................................................... 31

12.3.3. FA to group Employees ................................................................................................. 32

12.4. Broken Period................................................................................................ 33

12.5. Government Accommodation .................................................................................................. 36

12.6. Release of Annual Increment .................................................................................................. 38

12.7. Non – Government Deductions ............................................................................................... 41


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12.8. Employee Service End ............................................................................................................. 43

13. DCPS Contribution ........................................................................................... 45

13.1. DCPS Delayed / DA Arrears / Pay Arrears .............................................................................. 45

13.2. Arrears ..................................................................................................................................... 46

13.2.1 6th Pay Commission Arrears Deposition to DCPS ............................................................. 46

13.2.1.1 DCPS Contribution Entry ................................................................................................. 46

13.2.1.2 DCPS Contribution Checklist ........................................................................................... 47

13.2.2. Yearly Process of 6th PC Instalment Amount Deposition to DCPS .................................. 48

13.2.2.1. DCPS Verification ........................................................................................................... 48

13.2.2.2. DCPS Verification ........................................................................................................... 49

14. Joining/Relieving of Employee ....................................................................... 53

14.1. Joining of Employee ................................................................................................................. 53

14.2. Relieving of Employee ............................................................................................................. 54

15. Payroll Generation/View .................................................................................. 55

15.1. Generate/Regenerate Pay Bill ................................................................................................. 55

15.2. Delete /Approve Bill ................................................................................................................. 57

16. Changes ............................................................................................................ 58

15.1. Change GIS Details ................................................................................................................. 58

15.2. Change Other Details .............................................................................................................. 59

15.3. Drafts of Changes .................................................................................................................... 60

15.4. Change Pay / Post Details ....................................................................................................... 61

15.5. Change DCPS Account Maintain By For Deputation Emp. ....................... 63

15.6 Employee Office Mapping ............................................................................. 64

15.7 Update UID-EID Details .................................................................................. 65

16. All Reports ........................................................................................................ 66

17. Reports ............................................................................................................. 66

17.1. Page wise Abstract Report ...................................................................................................... 66

17.2. Pay bill Report .......................................................................................................................... 68

17.3. Pay Slip .................................................................................................................................... 69

17.4. Outer ........................................................................................................................................ 70

17.5. Loans and Advances ............................................................................................................... 71

17.5.1. Co – Op Hsg. Society .................................................................................................... 71

17.5.2. Form B Consolidated .................................................................................................... 72

17.5.3. GPF ............................................................................................................................... 73

17.5.4. 0049 Adv. Interest ......................................................................................................... 74

17.5.5. 7610 Advance Principle ................................................................................................ 75

17.6. Others ....................................................................................................................................... 76

17.6.1. Aquittance Roll .............................................................................................................. 76

17.6.2. Bank Statement ............................................................................................................. 77

17.6.3. Employee Details .......................................................................................................... 78

17.6.4. Employee – Pay Item Mapping ..................................................................................... 79


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17.6.5. Form XII ......................................................................................................................... 80

17.6.6. GIS ................................................................................................................................ 81

17.6.7. GPF Abstract ................................................................................................................. 81

17.6.8. Group Wise Abstract ..................................................................................................... 82

17.6.9. HRR ............................................................................................................................... 83

17.6.10. Income Tax ............................................................................................................... 84

17.6.11. Profession Tax .......................................................................................................... 85

17.6.12. Change Statement .................................................................................................... 86

88

17.6.13 Print Form 1 and Form 1 Acknowledgement .................................................................... 88


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List of Figures

Figure 1: Login Page ................................................................................................1

Figure 2: Use Virtual Keyboard............................................................................... 1

Figure 3 : Forgot Password - Enter User Name .................................................... 2

Figure 4 : Forgot Password - Security Question .................................................. 2

Figure 5 : Home Screen ........................................................................................... 3

Figure 6 : Switch Post ............................................................................................. 5

Figure 7 : Map DDO Assistant ................................................................................ 6

Figure 8 : DDO Information ..................................................................................... 8

Figure 9 : DDO Office .............................................................................................. 9

Figure 10 : DDO Scheme ....................................................................................... 11

Figure 11 : Bill Group Maintenance ..................................................................... 12

Figure 12 : GR Master – Main Screen .................................................................. 14

Figure 13 : GR Master - Update GR....................................................................... 15

Figure 14 : GR Master - Add New Entry ............................................................... 16

Figure 15 : Entry of Post ....................................................................................... 17

Figure 16 : Add New Entry – General ................................................................... 18

Figure 17 : Add New Entry – Permanent Post ..................................................... 19

Figure 18 : Add New Entry - Temporary Post ..................................................... 20

Figure 19 : Entry of Post - Renew Post Details ................................................... 21

Figure 20 : Attach Employee to Bill Group – Attach Detach Post ..................... 22

Figure 21 : Attach Employee to Bill Group – Attach Detach Employee ........... 23

Figure 22 : Dept. Allowance for Allowance & Deduction ................................... 24

Figure 23 : Employee Configuration Form .......................................................... 26

Figure 24 : Employee Eligibility for Allowances & Deductions ......................... 28

Figure 25 : Employee Component Mapping ........................................................ 29

Figure 26: GPF Arrear Utility I .............................................................................. 30

Figure 27: GPF Arrear Utility II………………………………................................... 31

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v1.1

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Figure 28 : Update Loan ........................................................................................ 31

Figure 29 : Non Computational Dues/Deduction ................................................ 32

Figure 30 : Employee Loan Detail ........................................................................ 33

Figure 31 : Update/Edit Loan Details ................................................................... 34

Figure 32 : Add New Loan ..................................................................................... 35

Figure 33 : FA to group of Employees ................................................................. 37

Figure 34 : Broken Period ..................................................................................... 39

Figure 35 : Broken Period - Search Employee .................................................... 40

Figure 36 : Government Accommodation ........................................................... 42

Figure 37 : Quarter Details .................................................................................... 43

Figure 38 : Add New Entry - Government Accommodation .............................. 44

Figure 39 : Release of Annual Increment ............................................................ 46

Figure 40 : Pay Increment ..................................................................................... 47

Figure 41 : Non Government ................................................................................ 48

Figure 42 : Add Non - Government Deduction.................................................... 49

Figure 43 : Employee Service End ....................................................................... 50

Figure 44 : Employee End Date ............................................................................ 51

Figure 45 : DCPS Online Contribution ................................................................. 52

Figure 46 : View Rejected Contributions ............................................................. 54

Figure 47 : Joining of Employee .......................................................................... 55

Figure 48 : Relieving of Employee ....................................................................... 56

Figure 49 : Generate/Regenerate Pay Bill ........................................................... 57

Figure 50 : Delete Bill ............................................................................................ 59

Figure 51 : Change GIS Details ............................................................................ 60

Figure 52 : Changes – Search .............................................................................. 62

Figure 53 : Changes - Drafts ................................................................................. 63

Figure 54 : Changes – Change Office Details ..................................................... 64

Figure 55 : Changes - Search Employee ............................................................. 65

Figure 56 : Changes - Search Employee - Employee details ............................. 65

10


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Figure 57 : All Reports .......................................................................................... 66

Figure 58 : All Reports – Output .......................................................................... 66

Figure 59 : Page wise Abstract Report ................................................................ 67

Figure 60 : Pay Bill Report .................................................................................... 68

Figure 61 : Pay Slip ................................................................................................ 69

Figure 62 : Outer..................................................................................................... 70

Figure 63 : Co-op Hsg Society .............................................................................. 71

Figure 64 : Form B Consolidated ......................................................................... 72

Figure 65 : GPF ...................................................................................................... 73

Figure 66 : 0049 Adv Interest ................................................................................ 74

Figure 67 : 7610 Advance Principle ..................................................................... 75

Figure 68 : Aquittance Roll ................................................................................... 76

Figure 69 : Bank Statement .................................................................................. 77

Figure 70 : Employee Details ................................................................................ 78

Figure 71 : Employee – Pay Item Mapping .......................................................... 79

Figure 72 : Form XII ............................................................................................... 80

Figure 73 : GIS ....................................................................................................... 81

Figure 74 : GPF Abstract ....................................................................................... 82

Figure 75 : Group Wise Abstract........................................................................... 83

Figure 76 : HRR ...................................................................................................... 84

Figure 77 : Income Tax .......................................................................................... 85

Figure 78 : Profession Tax .................................................................................... 86

Figure 79 : Change Statement .............................................................................. 87

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Tata Consultancy Services User Manual - Payroll & DCPS

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List of Tables

Table 1: Organization of the Document................................................................. v

Table 2 : List of Abbreviations ............................................................................. Xiii

Table 3: Software Environment............................................................................. 14

Table 4 : Menu and Command ................................................................................ 4

Table 5: About the toolbar ....................................................................................... 4


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List of Abbreviations

Table 1 : List of Abbreviations

Abbreviation Expanded Form

6th P C 6th Pay Commission

ATO Additional Treasury Officer

Comp Composite Fund

DAT Directorate of Accounts and Treasuries

DCPS Defined Contribution Pension Scheme

DDO Drawing and Disbursement Officer

FD Finance Department

GOM Govt. of Maharashtra

IFMS Integrated Financial Management System

LoVs List of Values

NAV Net Asset Value

NPS New Pension Scheme

PFM Pension Fund Manager

PFRDA Pension Fund Regulatory and Development Authority

SHCIL Stock Holding Corporation of India Limited

SRKA State Record Keeping Agency

TCS Tata Consultancy Services

TO Treasury Officer

xiii


1. Introduction

Sevaarth is the application from which the salary for the Maharashtra Government employees will be

processed. It integrates DCPS and it is proposed to integrate with Pension case preparation, GPF Class

IV and Loans & Advances modules. This application will be used state wide by around 13000 users

benefiting over 5 lakhs employees.

1.1. Features of Sevaarth & DCPS application

The important features of the Sevaarth & DCPS application are as follows: -

1) Flexibility of drawing salary of employees of an office covering various rules and regulations

2) Single sign on using the employees login id

3) Strong password policy

4) Hierarchy based workflow built into the system

5) Facility to include digital signatures in the application

6) Would integrate with the other existing legacy systems of Government of Maharashtra (GoM).

7) Electronic payment of salary direct into the bank account of an employee.

1.2. Environment This section describes the software environment required to run Sevaarth & DCPS application

1.2.1. Software Environment Table 2: Software Environment

Operating System Linux RHEL 5.5

Database DB2 9.7.0

Server Software J Boss 6.1.0

Other Software SQL Developer 3.0

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2. Getting Started

Access to the application is limited to authorized users. To use it, you must first log on to the IFMS

application using your user ID and password. On logging in, the application allows you to start any of the

application to which you have access rights.

2.1. Logging In

To log on to:

In the Login dialog box, type your User Name and Password, and click Submit.

Figure 1: Login Page

Note:

1. The User name for a particular DDO will be the Sevaarth ID/Employee code and default Password

will be ifms123.

2. User will enter captcha in the field provided.

3. Once logged in the system for the first time, the system will prompt the user to change the password.

4. Click Forgot Password? If you forgot you password and the following screen appears:


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Figure 3: Forgot Password - Enter User Name

Steps to change your password:

1. Enter you User Name and the system will validate your username, if it is correct then it will

auto populate the other fields as follows :

Figure 4: Forgot Password - Security Question

2. Enter the valid Date of Birth

3. Enter the Secret Question and Secret Answer


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4. Click Reset to reset all the values entered.

5. Click Submit and the system will validate the values entered and on successful validation

you password will be reset to default password.

Note:

Password should meet the following criteria:

1. Number of characters should be 8 to 16

2. At least one special character is required

3. At least one numeric character

4. Password is required to be changed every 30 days

5. While changing the password please ensure that the new password is not similar to the last

three passwords

2.2. Using the Interface

This section introduces you to the home screen of the application for all the users. Once the user logs in,

the home screen appears as follows:

Figure 5: Home Screen

The home screen has a welcome note at the top left corner (that is. it has the Designation, Name and

Treasury of the user mentioned), the toolbar is at the top right corner, the IFMS logo in between, the last

login date and time in the right just below the logo and the menu bar in left.


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2.2.1. Using Menus and Toolbars

You can use menus and toolbars to access the pension payment functionalities.

The menu bar is placed just below the IFMS logo, to access the menu you just have to move your cursor

with the help of the mouse for the following:-

Table 3: Menu and Command

Menu Name Allows you to…

Work List This menu will list all the task of the user to perform

Reports This menu will list various daily/weekly/monthly reports which can

be generated by the user

The following are the functions incorporated in the toolbar as follows:-

Table 4: About the toolbar

Icon Icon Name Description

Home Takes you to the Home screen.

Help You can search for topics in help section.

Settings Various settings can be changed from here.

Change Password Password can be changed from here.

Logout Exits the application.


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2.3. Switch Post

An employee holding charge of two more posts in different offices or in the same office will have one

login from where he/she can switch posts and have access the worklist.

To switch post the user has to place the mouse cursor on Setting of the menu which is located on top

right as shown:

Figure 6 : Switch Post

When the cursor is placed on the Settings, the SWITCH POST drop down will appear. For example

in the Figure 6 above “Section Officer” in red shows the current post and on the left the Name of

Office of the user is displayed. When the post is switched from the current post, the Name of Office

will also be changed and displayed at the top left of the screen.

2.4. Logging Out

To log out from IFMS:

On the home screen click Logout to exit the application. Once you log out the IFMS application Login

page appears.

3. Map DDO Assistant

Once the DDO logs into the system, the DDO has to search the employee who is to be given task of

DDO Assistant for this module. The DDO Assistant can then log into the system with his/her User ID and

Password.

Navigation: Work list > Payroll > Map DDO Assistant


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Screen No: 101

Figure 7: Map DDO Assistant

Steps to Assign/De-Assign the DDO Assistant: - 1.

Enter the Sevaarth ID or the Employee Name.

2. Click Search and the list of employee will be displayed. Else click Display All and all the

employees will be displayed.

3. Whether an employee is already a DDO assistant or not it will be displayed as “Yes/No” in the

column “DDO Assistant?”

4. Select the employee and click Assign DDO Assistant to map that particular employee as a

DDO assistant.

5. If a particular employee is a DDO Assistant and you want to de-assign that employee as a DDO assistant, select the employee and click De- Assign.


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4. DDO Profile

4.1. DDO Information

This functionality is used to add DDO related information like Parent Department of DDO, Signing

Authority and Bank details of DDO.

Navigation: Work list > Payroll > DDO Profile > DDO Information

Screen No: 101

Figure 8: DDO Information

Steps for creating DDO information –


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1. Enter DDO Name

2. Select DDO Designation

3. Enter With Effect from Date

4. Enter Tan No. of DDO

5. Enter ITO/Ward/Circle details of DDO

6. Select Bank of DDO 7. Select Branch Name of DDO

8. Enter Bank Account No.

9. Enter Remarks, if any

10. Click Save to save DDO information

11. Click Back to go the previous page

4.2. DDO Office

This functionality is used to add DDO Office initially as well as other sub offices for which the salary is

drawn by DDO office

Navigation: Work list > Payroll > DDO Profile > DDO Office

Screen No: 102

Figure 9: DDO Office


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Already entered offices will be displayed in the table shown on the top of screen

Steps for creating DDO Office–

1. Enter Name of the Office

2. Select DDO Office Y/N. If it is a DDO office select Y else select N

3. Select State. System will auto populate value, default will be Maharashtra

4. Select District

5. Select Taluka

6. Enter Town

7. Enter Village

8. Enter Address

9. Enter Pin No.

10. Select Office City Class

11. Enter Tel No(1)

12. Enter Tel No(2) Mobile

13. Enter Fax No

14. Enter Email address

15. Select Tribal Area Y if office is located in Tribal area else select N

16. Select Hilly Area Y if office is located in Hilly area else select N

17. Select Naxalite Area Y if office is located in Naxalite area else select N

18. Click Save to save Office details


4.3. DDO Scheme

This functionality is used to add DDO Scheme(s) under which salary is drawn. If salary is drawn under

more than once scheme, add the same using following steps.

Navigation: Work list > Payroll > DDO Profile > DDO Scheme

Screen No: 103

Figure 10 : DDO Scheme


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Already entered scheme for the DDO will be displayed in the table

Steps: -

1. Enter Scheme Code (Enter first 4 digits of scheme code, all the schemes starting with those 4

digits will get displayed in drop down)

2. Select Scheme Name

3. Click Add Schemes Button to add the scheme to DDO


5. Bill Group Maintenance

This functionality is used to create/update/delete bill groups. Already created bill groups will be display in

the above grid. New bill group can be created by filling below form

Navigation: Work list > Payroll > DDO Profile > Bill Group Maintenance

Screen No: 104

Figure 11: Bill Group Maintenance


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Already generated bill groups for the DDO will be displayed in the table

Steps for creating/updating Bill Group –

1. Select Scheme Name and Code, Bill Group ID and Description will get auto populated

2. Select Type of Post for Bill Group

3. Select Group for Bill Group

4. Click Save to generate/update bill group

5. Click Delete to remove selected bill group


6. Supp. / Arrears/Susp./ Nill Bill Group Maintenance

This functionality is used to create/update/delete supplementary bill groups. Supplementary bills will be

display in the above grid. New supplementary bill group can be created by filling below form.

Navigation: Work list > Payroll > DDO Profile > Supp. / Arrears/Susp./ Nill Bill Group Maintenance

Figure 12: Supp. / Arrears/Susp./ Nill Bill Group Maintenance

Already generated bill groups for the DDO will be displayed in the table

Steps for creating/updating Supp. / Arrears/Susp./ Nill Bill Group –

7. Select Scheme Name and Code, Bill Group ID and Description will get auto populated

8. Select Type of Post for Bill Group

9. Select Group for Bill Group

10. Click Save to generate/update bill group

11. Click Delete to remove selected bill group



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7. Entry of Post

7.1. GR Master

This functionality will facilitate the DDO to add GR into the system.

Navigation: Worklist > Payroll > Master Screens > GR Master

Screen No: 503

Figure 12: GR Master – Main Screen

Click on the Sanction Order Number to update the GR and the following screen will open as follows:


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Figure 13: GR Master - Update GR

Steps to Update the GR are as follows:-

1. Department, Sanction Order Number and Order Date will be displayed by default.

2. Enter the Order End Date

3. Click Save and the GR will be updated will the values entered above.

Click Add New Entry from the main screen of GR Master to add a new GR. The following screen will

open as follows:


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Figure 14: GR Master - Add New Entry

Steps to Add New Entry are as follows: - 1.

Department will be displayed by default.

2. Enter Sanction Order No and Order Date

3. Enter the Order End Date

4. Click Add Attachment to add any required file.

5. Click Add and the GR will be added and displayed below in the table with the above mentioned

values entered.

6. Click Save

7.2. Entry of Post (Main Screen)

This functionality is used for creating new permanent or temporary post

Navigation: Work list > Payroll > DDO Profile > Entry of Post

Screen No: 530


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Figure 15: Entry of Post

1. The above screen reflects new posts already created.

2. Select the Designation and the Bill Group to search for a particular post in the particular bill

group.

3. Hyperlinks are provided at the headings – Employee Name, Designation, Bill Group Name. Click

on the hyperlink to sort the list according to the heading.

7.3. Add New Entry


Screen No: 530

Click on Add New Entry for creating new permanent or temporary post


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Figure 16: Add New Entry – General

The following screen appears when “Permanent” is selected:

Figure 17: Add New Entry – Permanent Post


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Steps for creating a Permanent Post:

1. Select Designation

2. Select Order Name. Order Date will get displayed automatically

3. Select Office

4. Select Bill Group

5. Select Start Date of post

6. Enter number of posts to be created

7. Enter Remarks

8. Click Save to create new posts

9. Click Reset to clear the data entered

The following screen appears if “Temporary” is selected:

Figure 18: Add New Entry - Temporary Post

Steps for creating a Temporary Post:


2. Select ( New Entry /Renewal)


4. Select Order Name. Order Date will get displayed automatically

5. Select Office


7. Select sanctioned from Date of post

8. Select End Date of post

9. Enter number of posts to be created

10. Enter Remarks

11. Click Save to create new posts



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7.4. Renew Post Details


Screen No: 530

Click on Renew Post Details and the following screen opens:

Figure 19: Entry of Post - Renew Post Details

Steps to Renew Post: -

1. Select the GR No. to be renewed. On selecting the GR order from the drop down, the date

auto populates. Click Go and all the post for the order number selected will be displayed.

2. Select the posts which need to be renewed and select the New GR No. The New GR date

auto populates.

3. Enter the Renewal End Date.

4. Click Save and the selected post will get renewed with respect to the Renewal Start Date

mentioned.


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8. Attach Employee to Bill Group

This functionality is used to attach/detach employee and post to bill group. With this functionality user

can shuffle employee / post between bill groups

Navigation: Work list > Payroll > DDO Profile > Attach Employee to Bill Group

Screen No: 105

Figure 20: Attach Employee to Bill Group – Attach Detach Post

Steps for attaching/detaching post to Bill Group –

1. Select Bill Group from drop down

2. Select Type of Attach Detach as “Attach Detach Post”

3. Click Go button display list of post attached/not attached in the selected Bill group

4. Select a post from table to attach/detach to the bill group

5. Click Attach to attach particular post to bill group

6. Click Detach to detach particular post to bill group

Note:

The table at the left of the screen displays all the posts which are in the common pool and the table

at the right hand side displays all the posts which are attached to the particular bill group selected.


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Figure 21: Attach Employee to Bill Group – Attach Detach Employee

Steps to attach/detach employee to a Bill Group:

1. Select Bill Group from drop down

2. Select Type of Attach Detach as “Attach Detach Employee”

3. Click Go button display list of employees attached/not attached in the selected Bill group

4. Select an employee from the table to attach/detach to the bill group

5. Click Attach to attach particular employee to bill group

6. Click Detach to detach particular employee to bill group

Note:

The table at the left of the screen displays all the employees which are in the common pool and the

table at the right hand side displays all the employees which are attached to the particular bill group

selected.


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9. Dep. Eligibility for Allowances and Deduction

This functionality is used to set parameters for the allowances, deductions, loans & advances to a

particular office. Only selected Components will be mapped with that particular DDO and only those

components will get reflected in DDO assistant login. User has to also update with effect from date after

any updation in component mapping.

Navigation: Work list > Payroll > Dep. Eligibility for Allowance and Deduction

Screen No: 509

Figure 22: Dept. Allowance for Allowance & Deduction


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1. Select the With effecting from date

2. The user can select the Department eligibility mapping of Allowance and Deductions on

department level as well as employee level.

3. If the user will select on department level mapping, the components will be mapped to the

particular departments. If it is mapped with employee level, the components will be mapped only

to the employees of that department.

4. Click Save and the parameters checked will apply to the office selected from the date entered

above.

Note:

The user has to compulsorily update the With Effect from Date whenever he changes components

mapping.

10. Employee Configuration Form

1. This functionality is used for adding any new employee as well as for those employees who are

not in Sevaarth application.

2. Employee basic details, office details, bank details, GIS details, nominee details, photo /

signature details etc. are captured in this form.

Navigation: Worklist > Payroll > Employee Configuration Form > New Employee Configuration Form

Screen No: 162

Figure 23: Employee Configuration Form


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Steps to fill the form: -

1. System will ask – Does employee has a 20 digit pension number (DCPS Number).

2. Click on Yes if employee already has DCPS / Sevaarth ID

3. Click on No if employee doesn’t already have DCPS / Sevaarth ID

4. After clicking No, a form will appear, in which mandatory fields are required to be filled in

compulsorily.

Note:

Some critical points which need to be taken care –

1) Enter either UID number

2) If employee has applied for UID number but has not received the same, then enter his EID number

3) While entering employee name, please note that space must be provided between two names

(name, father’s name, husbands name, surname etc.)

4) A facility has been provided for entering date of birth by which you can directly enter date without

typing slashes. System will automatically reproduce slashes. For example, if date of birth is 1st

January, 1980 – then enter 01011980, system will reproduce it as 01/01/1980 (Such facility is

available for all date fields)

5) Enter nominee details and fill in required percentage of share to be assigned to particular

nominee. You may add more than 1 nominee, but total of all shares assigned must be 100%

6) Attach photo / signature file by browsing it on your computer

7) The form can be saved as draft if it is not complete

8) Duly filled form must be forwarded to DDO who will verify it.

11. Employee Eligibility for Allowances & Deductions

This screen is used to map dues / deductions to employee

Navigation: Worklist > Payroll > Employee Eligibility for Allowances & Deductions

Screen No: 512


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1. DDO can select / deselect the dues / deductions for a particular employee

2. Only those dues / deductions will be reflected in employee’s pay slip which are selected in this

screen

3. Following screen will appear on clicking Employee Component Mapping –

Figure 24: Employee Eligibility for Allowances & Deductions

Steps for selecting / deselecting dues / deductions –

1. Click on employee name from list to see dues / deductions mapped

2. If you want to search the employee, Sevaarth ID / Name of employee and Click on „Search‟

3. Click on employee searched to see dues / deductions mapped

Following screen will get appeared after clicking on employee name –


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Figure 25: Employee Component Mapping

4. Select / Deselect the dues / deductions by clicking in check boxes

5. Enter date from which the change should be effective (You can enter date as MMDDYYYY

directly. System will automatically take it as MM/DD/YYYY)

6. Enter remarks, if any

7. Click on Save to save the details

8. Click on Reset to uncheck all dues / deductions


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12. Employee Information

12.1. GPF Arrear Utility

This functionality is used to deduct GPF arrears from employees.

Navigation: Work list > Payroll > Employee Information > GPF Arrear Utility

Screen No: 534

Figure 26: GPF Arrear Utility I

1. Select Type of Component as Deduction

2. Select Pay Item as GPF_ABC_Arrears or GPF_GRP_D Arrears.

3. Select Pay bill Month.

4. Search Employee by Entering Employee’s Name

After Entering Employee’s Name following screen will appear.


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Figure 27: GPF Arrear Utility II

5. Select Recovery Month.

6. Select Recovery Year.

7. Enter Amount.

8. Enter Remarks.

9. Click on ADD to add a new row for recovery.

10. Click on Delete to delete a recovery.

11. Click on Save to save the details.

12. Click on Close to close the details.

12.2. Non Computational Dues/Deduction

This functionality is used for giving Non-Computational Dues/Deductions to employee.

Navigation: Work list > Payroll > Employee Information > Non-Computational Dues/Deductions

Screen No: 529


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Figure 29: Non Computational Dues/Deduction

Steps: –

1. Select Type of component

2. Select Pay-item


4. Select Employee by Designation OR Select „All Designations‟

5. Enter Amount (in case applicable to many employees)

6. Select All option to select all employee

7. Click Save to save the details

8. Click Close to go to the main menu

12.3. Employee Loan Details

This functionality is used for giving loan to employee. Loan related details like loan name, loan date and

account number and so on will be captured

Navigation: Work list > Payroll > Employee Information > Employee Loan Details

Screen No: 515

1. Click on Employee Loan Details and the following screen appears


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Figure 30: Employee Loan Detail

2. The above screen reflects loan already given to employee

3. Select employee from the list to edit loan details OR search employee by entering his name

4. Click on Add New Entry for giving new loan to employee


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12.3.1. Update/Edit Loan Details

On selecting employee from the list, following screen will appear:

Figure 31: Update/Edit Loan Details

Steps: –

1. Click on Multiple Instalment Recovery if more than one instalment is to be recovered

2. To change the last recovered instalment enter the instalment number in the box

3. Select Pause if you want to pause the loan for some period

4. Select Active Status of Loan Yes if loan is to be made active again

5. Select Active Status of Loan No if you wish to delete the loan forever

6. Click Save to save the details

7. Click Close to go back

8. Click Reset to clear the details


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12.3.2. Add New Loan

1. Click Add New Entry and the following screen appears

Figure 32: Add New Loan

2. After searching particular employee, you can add loan details of employee like loan name, loan

date, account number, etc.

Steps: –

1. Select Name of Loan to be given to employee.

2. Select Loan Date

3. Enter Account Number 4. Enter Sanction Order No.

5. Select Sanction Order Date

6. Enter Principal Amount of the loan in INR.

7. . Enter Principal Instalment No.

8. Enter Principal EMI Amount in INR

9. Enter Principal Recovered Amount in INR

10. Enter Principal Recovered Instalments

11. Enter Interest Amount of the loan in INR

12. Enter Interest Instalment No.

13. Enter Interest EMI Amount in INR

14. Enter Interest Recovered Amount in INR

15. Enter Interest Recovered Instalments

16. Enter Odd Instalment No.

17. Enter Odd Instalment Amount

18. Enter Voucher No.

19. Select Voucher Date

20. Click Add to insert value in table

21. Select Delete to remove inserted record from table

22. Click Save to save the details entered

23. Click Close to go the main menu


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24. Click Reset to clear the data entered.

12.3.3. FA to group Employees

1. Click FA to group of employees and the following screen opens

Figure 33: FA to group of Employees

2. Select Bill No. and Loan Name for which the loan has been given to the employees.

3. Employees will be auto generated in the text box based on the Bill No. selected. The user can

select all the employees by clicking >> or > to select employees one by one. The selected

employees will appear in the box on the right hand side.

4. Enter the Loan Start Date

5. Enter Account No of the subscriber on which the loan amount has been credited.

6. Enter Principal Amount (Rs.)

7. Enter Principal Instalment No.


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8. Enter Principal EMI Amount (Rs.) 9. Enter Principal Recovered Amount (Rs.)

10. Enter Principal Recovered Instalments.

11. Enter Sanctioned Order Number.

12. Enter Sanctioned Order Date.

13. Enter Voucher Number.

14. Enter Voucher Date.

15. Enter Odd Instalment Number

16. Enter Odd Instalment Amount

17. Click Add and the list of employees selected above will be displayed below in the table.

18. Click Save

12.4. Broken Period

This functionality is used for entering salary details for employee who is absent from office for any

reason.

Navigation: Work list > Payroll > Employee Information > Broken Period

Screen No: 531


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Figure 34: Broken Period

1. Enter Employee Name in the search with name text box for which broken period details need to

be entered

2. Select Pay Year

3. Select Pay Month

4. Click Search Button

On click of search button following screen will be displayed

Figure 35: Broken Period - Search Employee

1. Employee Name will get displayed automatically

2. Employee ID will get displayed automatically

3. Employee Designation will get displayed automatically

4. Employee's office Name will get displayed automatically

5. G.P.F No / DCPS No will get displayed automatically


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Broken Period Pay

1. Select From Date

2. Select To Date

No. of Days will get displayed automatically.

3. Enter Basic Pay

4. Enter HRA

5. Enter DA

6. Enter TA

7. Enter CLA-5thPay

8. Enter PT

9. Enter GPF_GRP_ABC

10. Enter GIS

Net Pay will get displayed automatically

11. Enter Reason of Broken Period

12. Enter Remarks (if any)

13. Click Delete to delete Row

14. Click Add to add new row

15. Click save to save Broken Period Detail


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12.5. Government Accommodation

This functionality will be used for capturing Rent Details and Vacate Quarter Details of Government

Accommodation/Quarter

Navigation: Work list > Payroll > Employee Information > Government Accommodation

Screen No: 532

Figure 36: Government Accommodation

1. The above screen reflects list of employee who have already taken Government

Accommodation.

2. Select employee from the worklist to edit quarter details OR search employee by entering name.

3. Following screen will get displayed if no quarter details are added for the selected employee


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Figure 37 : Quarter Details

4. Click on Add New Entry for entering quarter details of employee

5. Following screen will get opened on selecting employee from the list

Figure 38: Add New Entry - Government Accommodation

6. After searching particular employee, user can add Government Accommodation for that

particular employee


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Steps for Adding / Vacating a Quarter –

1. Select Type of Government Accommodation (Rented / Rent Free)

2. Select Quarter Allotted to (Self / Spouse, Relative or Others)

3. Select Quarter Type

4. Enter Rent in INR

5. Enter Service Charges in INR

6. Enter Garage/Other Charges in INR

7. Select Check Box if Quarter is to be vacated

8. Enter Vacating Letter Number.

9. Select Vacated Date

10. Enter/Select Quarter Address

11. Click Save to end service of selected employee

12. Click Close to go to the main menu


12.6. Release of Annual Increment

Navigation: Work list > Payroll > Employee Information > Release of Annual Increment

Screen No: 518


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Figure 39: Release of Annual Increment

Steps to Add Annual Increment–

1. Click Add New Order button.

2. On click of the button two fields “Increment Certificate Number” and “Order Date” will be

displayed.

3. Enter values for these two fields and Click go button.


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Figure 40: Pay Increment

4. List of Employees Due for increment will be displayed on left side of the list.

5. Select checkbox of the particular Employee and Click Add to list Button.

6. Details of that selected employee will be displayed in “List of Employees Release for

Increment” list. In this list, basic salary will be salary after increment.

7. With Effective date would be by default 1st of July, which can be changed by entering

remarks.

8. Enter Remarks.

9. Click on save button to save the record.

10. Details of that employee will be displayed in above list.

11. Click on Verify Order button to verify Order and make the increment effective

12. Click on Print Report to get the report of that employee.


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12.7. Non – Government Deductions

This functionality is used for entering Non-Government Deductions for the employee

Navigation: Work list > Payroll > Employee Information > Non-Government

Screen No: 521

Figure 41: Non-Government

1. This screen reflects list of employees who have already taken Non-Government loans that is

loans from institutions other than Government.

2. To view non govt. deductions for particular employee, enter the name of employee and Click on

Search

3. Click on View All to view all the non govt. deductions for all employees in the office

4. To view non govt. deductions for a particular period, Select „From‟ and „To‟ date and Click on

Search

Following screen will appear on clicking Add New Entry link


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Figure 42: Add Non - Government Deduction

After searching particular employee, user can add Non-Government details for that particular employee

Steps for adding Non- Government Deductions: –

1. Select Type of Non-Government Deduction

2. Enter Amount to set the amount to be deducted from the A/C of the particular employee as a

particular non-government deduction

3. Select Start Date to set the starting date of the deduction

4. Select End Date to set the ending date of the deduction

5. Click Add to add the entered details into table

6. Click Save to save the Non Govt. details entered

7. Click Close to go to the previous page



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12.8. Employee Service End

This functionality is used for ending employee Service in case of employee’s retirement, dismissals,

voluntary retirement, resignation, death, etc.

Navigation: Work list > Payroll > Employee Information > Employee Service End Date

Screen No: 513

Figure 43 : Employee Service End

1. The above screen reflects list of employees under particular DDO

2. Select employee from the worklist to enter End of Service details OR Search employee by Name


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After selecting employee following screen will appear:

Figure 44: Employee End Date

Steps for ending service of employee –

1. Select Date of End of Service

2. Select Reason for End Service

3. Select Eligible for Pension

4. Select Eligible for Gratuity

5. Enter Order/Ref. Letter No.

6. Select Date of Order/Ref. Letter No.

7. Enter Remarks

8. Click Save to end service of selected employee




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13. DCPS Contribution

13.1. DCPS Delayed / DA Arrears / Pay Arrears

This functionality is used for capturing the DCPS contribution

Navigation: Worklist > DCPS > DCPS Contribution > DCPS Delayed/ DA Arrears/ Pay

Arrears

Screen No: 113


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Figure 45: DCPS Delayed/ DA Arrears/ Pay Arrears

Steps for online DCPS Contribution -

1. Select Bill Group, Pay Month, Year

2. The eligible DCPS employees in that bill group will automatically be displayed, with their

current Basic, DA and regular monthly contribution.

3. The “from” and “to” date can be changed in case the employee’s contribution does not have to

be deducted for the complete month. For transfer or promotion cases, please enter the period

as entered in broken period pay screen.

4. Also in case an Employee’s contribution is not to be paid for that month, that particular

employee can be deleted.

5. For employees whose Delayed, DA and Pay Arrears contribution has to be deducted, the add

button next for that employee has to be clicked, immediately a row will be added at the bottom

of the list with “delayed” as the default payment type. In case of DA/PA, the payment type drop

down has to be selected and changed as required.

6. For delayed, DA and PA, the basic, DA and contribution amounts would have to be explicitly

entered.

7. On completing the process the contributions can be forwarded to the DDO for approval.

8. The DDO will then login with his credentials and then Approve/Reject the contribution.

13.2. Arrears

13.2.1 6th Pay Commission Arrears Deposition to DCPS

13.2.1.1 DCPS Contribution Entry

DCPS contributions for 6th PC Arrears are given from below path.

Navigation: Worklist > DCPS > Arrears > 6th Pay Commission Arrears Deposition to

DCPS > DCPS Contribution Entry.


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Screen No: 109

Figure 46: 6th Pay Commission Arrears Deposition

Steps: -

1. Select Designation.

2. Click on Search button.

All employee whose designation matches with selected designation will appear.

3. Enter total consolidated six pc amount.

4. Enter Remarks.

5. Click on save button to save this details.

6. Click on Forward to forward this to DDO.

7. Click on Back to go to previous screen.

13.2.1.2 DCPS Contribution Checklist

This report gives an abstract view of 6th PC Arrears Amount deposition.

Navigation: Worklist > DCPS > Arrears > 6th Pay Commission Arrears Deposition to DCPS

>DCPS Contribution Checklist


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Screen:

Click on Print to print the report.

13.2.2. Yearly Process of 6th PC Instalment Amount Deposition to DCPS

13.2.2.1. DCPS Verification

Navigation: Worklist > DCPS > Arrears > Yearly Process of 6th PC Instalment Amount Deposition to

DCPS > DCPS Verification

Screen:


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Steps:

1. Select Financial Year from dropdown.

2. Click on GO.

3. Click on back to get back to previous screen.

4. Enter Voucher no and click on set to set voucher no for all listed employees.

5. Enter Voucher date and click on set to set voucher date for all listed employee.

6. Select treasury name.

7. Click on forward button to forward request to DDO.

Note: Use set option to set Voucher no and date same for all listed employee, If there is a case where

different voucher no and date are present , DDO asst. can provide in text field present corresponding to

employee row.

13.2.2.2. DCPS Checklist


DCPS > DCPS Checklist

Screen:


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Steps:

1. Select Financial Year

2. Click on generate report to view report

3. Click on Reset to reset all field.

On clicking on generate report, yearly process of 6th pay arrear for all employee in current DDO

along with status will be displayed.

13.2.2.3. DCPS Print Schedule


DCPS > DCPS Print Schedule

Screen:

Steps:

1. Select Financial Year

2. Click on Go.

On clicking Go button employees name with yearly amount to be deposited will be displayed


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4. Click on print to print DCPS schedule for that employee.

13.3 Termination

13.3.1 Generate Form A and B

Navigation: Worklist > DCPS > Print Form A and B

Screen:

Steps for DDO to generate form A and B:

1. Enter Sevaarth ID of terminated employee.

2. Click on Search.

3. After clicking on search , employee details will appear if everything seems correct then form A

can be generated else

4. Select “No” if details are incorrect and provide correct details.


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5. Click on generate Form A to generate form A. After generating form A, button to generate form B will be

visible.

6. Click on generate Form B to generate Form B.

Note: DDO will ensure that all employees’ data shown during generation of form A and B is correct and updated.

There is no missing credit pending for employee and there is no TIER II amount present in TIER I.

13.3.2 Generation of Form D

Treasury will generate form C.

Navigation: Worklist> DCPS> Final Withdrawal Cases > Generation of Form D

Screen:


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Steps for generation of Form D by TO:

Request from DDO will automatically appear in Treasury worklist.

1. Tick “Physical Forms Received” if all form and requires certificate are received.

2. Click on proceed for termination if all requirements are matched and correct.

3. Click on reject button in case treasury wish to reject a request (if any details is incorrect).

4. Enter Remarks for rejection in case of rejection.

On clicking “Proceed for Termination” a separate window will open containing two button as Generate form D and

Back.

5. Click on generate form D to generate form D.

13.3.2 Generation of Form C

DDO will generate for C and submit to SRKA OFFICE.

14. Joining/Relieving of Employee

This functionality is used by DDO to transfer one DDO to another.

14.1. Joining of Employee

Navigation: Work list > Payroll > Joining/Relieving of Employee > Selection of Employee

Screen No: 126


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Figure 47 : Joining of Employee

Steps for Joining of Employee: -

1. Enter the Sevaarth ID or Employee Name.

2. Click Search and the list of employee will be shown in the table below.

3. Enter the Date of Joining

4. Select the Office and Post, the Bill Group and GR. Order will be auto generated.

5. Click Select Employee and the employee selected will be transferred to the selected post and

office from the Date of Selection.

6. LPC report will be generated at this level.

Note:

The employee will be selected from the common pool; the user has to search the employee either by

entering the Sevaarth ID or Employee name.

14.2. Relieving of Employee

Navigation: Work list > Payroll > Joining/Relieving of Employee > Relieving of Employee

Screen No: 127

Figure 48 : Relieving of Employee

Steps for relieved of Employee: -

1. Enter the Sevaarth ID or Employee Name.


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2. Click on Search or else click Display All and the list of employee will be displayed.

3. Select the employee which needs to be deselected and enter the Date of Deselection.

4. Select the Reason for Deselection and enter the Remarks/Deputation Location.

5. Click Deselect Employee and the employee will be deselected from the attached post under

DDO and will appear in the common pool.

6. LPC report will have to be attached by the user.

15. Payroll Generation/View

15.1. Generate/Regenerate Pay Bill

This functionality is used to generate/regenerate pay bill. Pay bill can be generated bill group wise.

Navigation: Work list > Payroll > Payroll Generation/View > Generate/Regenerate Pay Bill

Screen No: 522


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Figure 49 : Generate/Regenerate Pay Bill

Steps for generating Pay bill: -

1. Select Year of pay

2. Select Month of pay

3. Select Bill No/ Bill Group name

4. Select Bill Type


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On selecting Bill No., respective Scheme Name and Codes will get auto populated

5. Click Generate to generate the draft pay bill

6. Click Close to go the previous page


15.2. Delete /Approve Bill

This functionality is used to delete/approve the generated Bill.

Navigation: Work list > Payroll > Payroll Generation/View > Delete Bill

Figure 50 : Delete Bill

Steps –

1. Select Month and Year to view the list of Pay Bills generated in the selected year


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2. Bill id, Bill Description, Scheme Code, Scheme Name, Bill Gross Amount, Net Amount and

Status will get displayed in the list

3. To delete the bill for particular month / year. First select particular month/year and then select

check box and Click Discard

4. To lock the bill select the bill and click on Approve. Then enter voucher number and date

got from Treasury (Please do this carefully as once bill is approved, it cant be deleted and

cannot be edited)

16. Changes

15.1. Change GIS Details

This functionality will be used to change GIS of particular employee

Navigation: Work list > Payroll > Changes > Change GIS Details

Screen No: 519

Figure 51 : Change GIS Details

1. Enter name of the employee in Search Employee for whom GIS needs to be changed.


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2. Current GIS details of selected employee will be displayed in read-only mode.

3. Enter Revised GIS details along with supporting Order/Ref. Letter Details and Remarks and

Click the save button

Steps for Changing GIS details –

1. Select Revised GIS Applicable

2. Select Revised GIS Group

3. Select Membership Date in Revised Group

4. Select Order/Ref. Letter No.

5. Enter Remarks

6. Click Save to change the GIS details as entered



15.2. Change Other Details

This functionality is used to change details such as Personal details, Other details , Nominee details,

Photo and Signature details etc.

Navigation: Worklist > Payroll > Changes > Change other Details

Screen No: 111


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Figure 52: Changes – Search

1. Select Changes


3. Click Go and the list of employees will be shown, click on the hyperlink of the Name of the

employees whose details needs to be changed.

15.3. Drafts of Changes

This functionality will help to view drafts.

Navigation: Worklist > Payroll > Changes > Drafts of Changes

Screen No: 112

Figure 53: Changes - Drafts

1. Select the Designation and click GO. The list of employees will be shown in the table below.

2. Click on the name of the employee and the form opens.


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15.4. Change Pay / Post Details

This functionality will facilitate to change office details of an employee.

Navigation: Worklist > Payroll > Changes > Change Pay/Post Details

Screen No: 107

1. Enter Sevaarth ID or the Employee Name

2. Click Search and the employee details will be shown in the window as follows in a new window :

Figure 54: Changes – Change/Post Details

3. Select the check box against the employee whose changes has to be made and click Change

Pay Details as required.


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4. To change Pay related details of the employee such as Pay in pay band, grade pay, basic pay,

designation, post of the employee, user can change the details.

5. Enter with effect from date, Authority Letter No and Letter Date.

6. Click on save to save all details.

Note:

The Authority Letter No. and date are mandatory for any change. Once changed, the DDO has to

approve the same.


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15.5. Change DCPS Account Maintain By For Deputation Emp.

This utility will facilitate to change DCPS Account Maintain By option for Deputation Employee.

Navigation: Worklist> Payroll > Changes > Change DCPS Account Maintain By For Deputation Emp.

Steps:

1. Enter Sevaarth ID

2. Click on Search

After Clicking on Search Button, below screen will appear

3. Select New DCPS Account Maintain By.

4. Click on Update to Update DCPS Account Maintain By.


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15.6 Employee Office Mapping

This functionality will facilitate change Office of an Employee.

Navigation: Worklist> Payroll > Changes > Employee Office Mapping

Steps:

1. Select Current Office of Employee.

2. Select new Office which has to be assign to the Employee.

3. Click on Go

After Clicking on Go, below screen will appear


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4. Select the employee whose office needs to be changed by ticking the corresponding

checkbox of the employee.

5. Click on save button to save the details.

15.7 Update UID-EID Details

This utility will enable DDO Assistant to update UID or EID details of an employee.

Navigation: Worklist > Payroll > Changes > Update UID-EID Details

By Default, A screen containing Employee Name, Sevaarth ID, UID and EID will be displayed.

Steps:

1. Select Designation from dropdown box

2. Click on Search

On clicking Search, All employee having selected designation will appear.

3. Select employee whose UID or EID has to be changed.

4. Enter UID

5. Enter EID

6. Click on Save to save all details.


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16. Reports

16.1. All Reports

This functionality is given to DDO Assistant to print all kind of reports.

Navigation: Worklist > Payroll > All Reports

Screen No: 536

Figure 57: All Reports

1. By default the Month and Year will be the current month and year.

2. Select the bill group from the Bill Description and click Show Reports. Following screen will

appear as follows:


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Figure 58: All Reports – Output

3. Select the Report hyperlink and the report will open in a new window.

16.2. Page wise Abstract Report

This functionality is used to generate page wise abstract report. This report will give a bifurcation of the

Inner paybill and will give the summation of the total emolument and recoveries component on page

wise basis.

Navigation: Work list > Payroll > Report > Page wise Abstract Report

Following screen will get open on clicking Page wise Abstract Repot


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Figure 59: Page wise Abstract Report

Steps –

1. Select Department (By default system will display DDO Department)

2. Select Month (By default system will display current month)

3. Select Year (By default system will display current year)

4. Select Bill No. (Name of the Bill group for which report to be generated)

5. Select Bill Type

6. Click Generate Report button to generate the report


16.3. Pay bill Report

This functionality is used to generate Inner of the monthly pay bill

Navigation: Work list > Payroll > Report > Pay bill Report

Following screen will get open on clicking Pay bill Report


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Figure 60 : Pay Bill Report

Steps –





5. Select Bill Type



16.4. Pay Slip

This functionality is used to generate Pay slip

Navigation: Work list > Payroll > Report > Page wise Abstract Report


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Figure 61 : Pay Slip

Steps –

1. Select Month for which pay slip to be generated

2. Select Year for which pay slip to be generated

3. Select Bill No. (Name of the Bill group for which pay slip to be generated)


16.4. Outer

This functionality is used to generate Outer report of the pay bill.

Navigation: Work list > Payroll > Report > Outer


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Figure 62 : Outer

Steps –

1. Select Bill No. (Name of the Bill group for which Outer to be generated)

2. Select Month for which Outer to be generated

3. Select Year for which Outer to be generated

4. Click View button to generate the report

5. Click Back to go to main menu

16.5. Loans and Advances

Use this option to generate schedules relating to Loans and Advances like – Co – Op Hsg.

Society, Form B Consolidated etc.

16.5.1. Co – Op Hsg. Society

Following screen will get appeared after clicking Co – Op Hsg. Society


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Figure 63 : Co-op Hsg Society

Steps –

1. Select Month

2. Select Year

3. Select Bill Number

4. Select type of pay bill

5. Click on „Generate Report‟

6. Click on „Reset‟ to clear the data entered

16.5.2. Form B Consolidated

Following screen will get appeared after clicking Form B Consolidated


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Figure 64: Form B Consolidated

Steps –

1. Select Month

2. Select Year


4. Select type of form – FA/TA/PA



16.5.3. GPF

Following screen will get appeared after clicking GPF


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Figure 65 : GPF

Steps: -

1. Select Month

2. Select Year

3. Select Class Type – Class IV or Other than Class IV


5. Select GPF Series



16.5.4. 0049 Adv. Interest

Following screen will get appeared after clicking 0049 Adv. Interest & MTR


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Figure 66 : 0049 Adv Interest

Steps –

1. Select Month

2. Select Year


4. Select Type of Loan – HBA / MCA / FA etc. as the case may be



16.5.5. 7610 Advance Principle

Following screen will get appeared after clicking 7610 Advance Principal


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Figure 67 : 7610 Advance Principle

Steps –

1. Select Month

2. Select Year


4. Select Type of Loan – Computer Advance / HBA Land etc. as the case may be



16.6. Others

16.6.1. Aquittance Roll

Following screen will get appeared after clicking Aquittance Roll

Figure 68: Aquittance Roll


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Steps –





5. Select Bill Type



16.6.2. Bank Statement

Following screen will get appeared after clicking Bank Statement

Figure 69: Bank Statement

Steps –



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5. Select Group (For Example – A, B, BnGz etc.)




16.6.3. Employee Details

Following screen will get appeared after clicking Employee Details

Figure 70 : Employee Details

Steps –


2. Select Employee Name


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3. Select Month




16.6.4. Employee – Pay Item Mapping

Following screen will get appeared after clicking Employee – Pay Item Mapping

Figure 71 : Employee – Pay Item Mapping

Steps –

1. Select Department (By default system will display DDO Department

2. Select Employee Name

3. Select Month



6. Select columns to be displayed in the report

7. Click Select All if all columns need to be selected

8. Click Clear All to clear the selection made


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16.6.5. Form XII

Following screen will get appeared after clicking Form XII

Figure 72 : Form XII

Steps –







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16.6.6. GIS

Following screen will get appeared after clicking GIS

Figure 73: GIS

Steps –

1. Select Bill Number (By default system will display DDO Department)

2. Select Month

3. Select Year

4. Select GIS Type

5. Click on „View‟ to view report

6. Click on „Back‟ to go to back screen

16.6.7. GPF Abstract

Following screen will get appeared after clicking GPF Abstract


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Figure 74: GPF Abstract

Steps –







16.6.8. Group Wise Abstract

Following screen will get appeared after clicking Group Wise Abstract


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Figure 75 : Group Wise Abstract

Steps –







16.6.9. HRR

Following screen will get appeared after clicking HRR


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Figure 76: HRR

Steps –







16.6.10. Income Tax

Following screen will get appeared after clicking Income Tax


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Figure 77: Income Tax

Steps –







16.6.11. Profession Tax

Following screen will get appeared after clicking Profession Tax


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Figure 78 : Profession Tax

Steps –







16.6.12. Change Statement

Following screen will get appeared after clicking Change Statement


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Figure 79: Change Statement

Steps –







16.6.13 Print Form 1 and Form 1 Acknowledgement

This report will facilitate user to print form 1 and form 1 acknowledgement.

Navigation: Reports > DCPS > Print Form 1 and Form 1 acknowledgement

Steps:

1. Enter Sevaarth ID or Employee Name

2. Click on Search to Search the entered Employee.

3. Click on clear to reset all field.

4. Click on back to go to previous screen.

On clicking on Search button, below screen will open

5. Click on Print Form 1 to print employee’s form 1.

6. Click on Print Form 1 Acknowledgement to print its acknowledgement report.

Integrated Financial Management System, Sevaarth & DCPS

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Transcript of Integrated Financial Management System, Sevaarth & DCPS