SRS - Procedural Manual

SALARIES REPORTING SYSTEM (SRS) -

PROCEDURAL MANUAL

Salaries Reporting System – Procedural Manual Version 1.2

Dated 28th November 2018.

Directorate General Operations – Ministry for Gozo.

Office of the CIO – Ministry for Gozo.

SRS – PROCEDURAL MANUAL VERSION 1.1 1

Table of Contents A. General Usage Recommendations ................................................................................................ 5

B. User Support .................................................................................................................................. 7

1. Recruitment .................................................................................................................................... 8

1.1 New Employment.......................................................................................................................... 8

2. Termination of Employment .......................................................................................................... 9

2.1 Retiring / Resigning / Dismissed Employees (Leaving the Service) ............................................... 9

2.2 Employees Terminating from Contract (Reverting to Substantive Grade) ................................... 9

3. Working Schedule / Hours ........................................................................................................... 10

3.1 Changes in Working Schedule / Hours ........................................................................................ 10

3.2 Retention of the same Working Schedule / Hours ..................................................................... 10

4. Employee Details and Particulars ................................................................................................ 11

4.1 Changes in Employee ID .............................................................................................................. 11

4.2 Changes in Employee Contact Details (Address / Email Address) .............................................. 11

4.3 Changes in Employee Email Address .......................................................................................... 12

4.4 Changes in Employee Banking Details ........................................................................................ 12

4.5 Changes in Employee Marital Status .......................................................................................... 13

4.6 Changes in Employee Personal Details (Title, Name, Surname, Gender) ................................... 13

5. Taxation ........................................................................................................................................ 14

5.1 Changes in taxation status (Fixed category: Single, Married, Parental) ..................................... 14

5.2 Changes in taxation status (Fixed % deductions)........................................................................ 14

5.3 Tax Exemption (All gross emoluments) ...................................................................................... 15

5.4 Post-Tax / After Tax Deductions ................................................................................................. 15

5.5 Post-Tax / After Tax Payment ..................................................................................................... 16

5.6 FS3 (Revised Issue) up to 2010 ................................................................................................... 16

5.7 FS3 (Revised Issue) 2011- Present Day ....................................................................................... 17

6. National Insurance ....................................................................................................................... 18

6.1 National Insurance (Exemption) ................................................................................................. 18

7. Overtime ....................................................................................................................................... 19

7.1 Overtime Payment ...................................................................................................................... 19

7.2 Overtime Adjustment ................................................................................................................. 19

8. Sick Leave ...................................................................................................................................... 20

8.1 Half-Pay Sick Leave Deductions .................................................................................................. 20

8.2 No-Pay Sick Leave Deductions .................................................................................................... 21

8.3 Full-Pay Sick Leave (15 days +) .................................................................................................... 22


8.4 Unpaid Leave Deductions ........................................................................................................... 22

9. Special Leave ................................................................................................................................ 23

9.1 Pre-Retirement Leave ................................................................................................................. 23

9.2 Maternity Leave (14 weeks paid) ................................................................................................ 25

9.3 Maternity Leave (4 weeks unpaid).............................................................................................. 26

10. Alimony Payment ..................................................................................................................... 27

10.1 New Alimony Payment .............................................................................................................. 27

10.2 Stop Alimony Payment .............................................................................................................. 27

10.3 Recurring Alimony Payment ..................................................................................................... 28

10.4 Change Alimony Payment ......................................................................................................... 28

11. Interdiction ............................................................................................................................... 29

11.1 Enforce Interdiction .................................................................................................................. 29

11.2 Lift Interdiction ......................................................................................................................... 29

12. Garnishee .................................................................................................................................. 30

12.1 Enforce Garnishee ..................................................................................................................... 30

12.2 Lift Garnishee ............................................................................................................................ 30

13. Contracts & Performance Agreements .................................................................................... 31

13.1 New Contract (Existing Public Service Employees) ................................................................... 31

13.2 New Contract (New Public Service Employees) ........................................................................ 31

13.3 Extensions and Renewals of Contract ....................................................................................... 32

13.4 Change in Contract (Addenda) .................................................................................................. 32

13.5 Termination of Contract (Leaving the Service) ......................................................................... 33

13.6 Termination of Contract (Reverting to Substantive Grade) ...................................................... 33

14. Appointments ........................................................................................................................... 34

14.1 Appointment in the Normal Course .......................................................................................... 34

14.2 Appointment Not in the Normal Course ................................................................................... 36

14.3 Appointments (Contracts & Performance Agreements) .......................................................... 37

14.3 Confirmation of Appointments ................................................................................................. 38

14.4 Appointment NOT confirmed ................................................................................................... 38

15. Progressions ............................................................................................................................. 39

15.1 Progression to a Higher Salary Scale ......................................................................................... 39

16. Placement ................................................................................................................................. 40

16.1 Placement within a Higher Salary Scale .................................................................................... 40

17. Assimilations............................................................................................................................. 41

17.1 Assimilation to a Higher Salary Scale ........................................................................................ 41


17.2 Assimilation to the Same Salary Scale ...................................................................................... 42

18. Bridging ..................................................................................................................................... 43

18.1 Bridging to a Higher / Different Salary Scale / Step .................................................................. 43

19. Increments ................................................................................................................................ 44

19.1 Approval of Increment .............................................................................................................. 44

19.2 Withholding of Increment ......................................................................................................... 45

20. Shifts & Rosters ........................................................................................................................ 46

20.1 Shift Allowance Payments. ........................................................................................................ 46

20.2 Shift Allowance Deductions. ..................................................................................................... 46

20.3 Change in Shift .......................................................................................................................... 47

21. Allowances ................................................................................................................................ 48

21.1 New Allowance (Setting up) ...................................................................................................... 48

21.2 Allowance Deductions .............................................................................................................. 48

21.3 Stopping Allowances ................................................................................................................. 49

21.4 Acting Allowance ....................................................................................................................... 49

21.5 Deputising Allowance ............................................................................................................... 50

21.6 Sunday and Public Holiday Allowance ...................................................................................... 50

22. Transfers ................................................................................................................................... 51

22.1 Intra-Ministerial Transfers ........................................................................................................ 51

22.2 Inter-Ministerial Transfers (Incoming from another Ministry) ................................................. 51

22.3 Inter-Ministerial Transfers (Outgoing to another Ministry) ..................................................... 53

23. Payments to Ex-Employees (no longer working at Ministry) ................................................. 54

23.1 Salary Payments to an Ex-Employee ......................................................................................... 54

24. Supplementary Payments ........................................................................................................ 55

24.1 Issue Supplementary Payment ................................................................................................. 55

25. Refunds (Overpayments) ......................................................................................................... 56

25.1 Issue Refund / Overpayment of Salary ..................................................................................... 56

26. Stop Payments .......................................................................................................................... 57

26.1 Stopping Salary Payment Prior to Pay date (Post Final Pay list) ............................................... 57

27. Suspension of Pay / Resumption of Duty ................................................................................ 58

27.1 Suspension of Pay ..................................................................................................................... 58

27.2 Resumption of Duty .................................................................................................................. 59

28. Student Workers ...................................................................................................................... 60

28.1 Student Worker Payments ........................................................................................................ 60

28.2 Student Worker Deductions ..................................................................................................... 61


29. Donations ................................................................................................................................. 62

29.1 Employee Donation (Setup) ...................................................................................................... 62

29.2 Employee Donation (Ending) .................................................................................................... 62

29.3 One-Time Employee Donation .................................................................................................. 63

30. General Salary Adjustments .................................................................................................... 64

30.1 General Salary Adjustments ...................................................................................................... 64

30.2 One Time Payments- Employees on Suspended / Unpaid Status............................................. 65

31. Cash Payment Supplement ...................................................................................................... 66

31.1 General Cash Payment Supplements ........................................................................................ 66

32. Fringe Benefits .......................................................................................................................... 67

32.1 Processing Fringe Benefits ........................................................................................................ 67

33. Part-Timers ............................................................................................................................... 68

33.1 Processing Part-Timer Wage Returns ....................................................................................... 68

APPENDICES ............................................................................................................................................ 69

APPENDIX 1 (ROLES AND RESPONSIBILITIES OF THE 3 PRIMARY PAYROLL STAKEHOLDERS) ........................ 69

APPENDIX 2 (SUPPORTING DOCUMENTATION) ...................................................................................... 70

APPENDIX 3 (PROCESS WORK FLOWS ACROSS SECTIONS) ....................................................................... 71

APPENDIX 4 (SRS PROCESS MAPPING) ................................................................................................. 73

APPENDIX 5 (SRS PROCEDURAL MANUAL – VERSION CHANGES / ADDITIONS) ........................................ 81


A. General Usage Recommendations

I. Reverting to the SRS User Manual: It is highly recommended that all first time SRS users take

the time to review the SRS User Manual which is available for download from the main SRS

user interface. The manual, which is a technical and accompanying supplement to this

procedural manual, consists of many valuable instructions on the functionality of the SRS

interface and the subsequent reporting forms.

II. Timeliness: The timely reporting of salary related adjustments has always been a fundamental

requisite within the government payroll. One of the primary objectives of the SRS has always

been the need to register improvements in this critical area by providing payroll personnel the

opportunity to view the status of all job requests in real time. Additionally, the ability to

ascertain the current payroll stakeholder that is processing the request and audit all

movements between all such stakeholders, has given payroll personnel a formidable tool to

address timeliness issues at source. This notwithstanding, all SRS users are encouraged to

continue reporting all salary related adjustments at the earliest opportunity to allow for the

timely processing by all concerned stakeholders.

III. Registering all salary adjustments in the applicable pay period: All salary adjustments being

registered thru’ SRS should be reported for the applicable pay period they are originally

intended for. (E.g. If an employee is scheduled to retire in pay 13 of 2018 while being reported

in advance during pay 10 of 2018, the SRS form should be registered for pay 13 of 2018 and

not for pay 10.) This can be easily done by changing the applicable period from the pay period

dropdown as shown below. Such future date reporting is currently catered for on SRS up to

the final pay of 2019. Keeping in line with these instructions will prevent any pending salary

adjustments requests lingering in pay periods they don’t pertain to. Additionally, any

statistical data and work load reports will produce superior, more accurate results.

IV. Choosing the appropriate SRS reporting form: All salary adjustments are to be reported on

the appropriate and dedicated forms. (e.g. A contract extension should not be reported as a

new contract or appointment). The primary aim of this procedural manual is to guide users to

the correct form and subsequent reporting parameters. In the event that an HR / Payroll office

/ Central Salaries identifies the need to introduce a new process coverage, they are to proceed

to contact the relevant personnel & sections identified within Section B of this procedural

manual.


V. Searching for SRS process forms: The current version of SRS consists of 70 process forms

subdivided within 13 main categories. Users can navigate directly to any of the current forms

by utilising the search bar found on the SRS interface.

VI. Submitting forms with all the necessary documentation: Salary adjustment requests should

be accompanied with all the pertinent and duly signed documentation, if applicable. In this

regard, it is suggested that all the necessary documentation intended to be attached within

the SRS form, is at hand in its complete form prior to communicating the salary adjustment

via SRS. If such instances are not always permittable, the user should commence the form,

attach whichever documents are available at the time and save as a draft with the intention

to concluding at a later stage or alternatively, it being concluded by another officer/section

which might be in possession of the required pending information or documentation.

VII. Drafting and saving incomplete SRS salary adjustment forms: SRS allows frontend users to

create salary adjustment forms to be later saved as drafts. This will facilitate and allow

personnel to gather the additional documentation or information prior to submitting to the

subsequent office /section. Alternatively, drafts can be accessed by other personnel whom

have access to the applicable pay points to be finalised and submitted from their end. It is not

recommended to keep salary adjustment requests in a draft status for a prolonged period.

Such periods are indicated and denotated within any corresponding audit trail.

VIII. Using descriptive comments: While all SRS forms are indicative of the salary adjustment being

requested, the use of concise descriptive comments within the provided comment box can be

of invaluable complimentary assistance.

IX. Summarise SRS form status: All frontend users are encouraged to summarise their current

SRS salary adjustment requests on a daily basis to keep track of any pending workload.

Summarising related SRS forms pending at other sections / units within the corresponding

workflow allows the possibility to follow up, liaison and to remedy potential disruptive

backlogs.

X. Save on printing / Environmental responsibility: All SRS forms & relevant documentation is

kept within a secure data repository with future date accessibility. Hence, the SRS end user is

called on to his/ her environmental obligation and refrain from any unnecessary printing of

forms and documents.


B. User Support

User Support - Contact Information

SRS Technical Issues

Ms. Doreen Galea (ICT Officer)

Office of the CIO,

Ministry for Gozo. Tel: 22100144

[email protected]

SRS Procedural Manual

Mr. Philip Sammut (Senior Principal Officer)

Directorate General Operations,

Ministry for Gozo. Tel: 22156477

[email protected]

mailto:[email protected]

mailto:[email protected]


1. Recruitment

1.1 New Employment

Description: To report new Public Service employees / inductees ONLY. Existing

public service employees’, incoming from other Ministries, are to be reported via the

incoming inter-ministry SRS form.

PROCEDURE:

STEP 1 – Prepare the necessary documentation to be attached in the SRS form

- most notably the corresponding letter of appointment, Personal Record

Sheet (PRS), FS4 and corresponding banking details.

STEP 2 – Report new employment via SRS as follows

RECRUITMENT > NEW EMPLOYMENT

N.B – The SRS system will retrieve all available employee details from the government

CDB database upon insertion of ID number.


2. Termination of Employment

2.1 Retiring / Resigning / Dismissed Employees (Leaving the Service)

Description: To report retiring, superannuated, resigning and dismissed employees.

PROCEDURE:


- most notably any official resignation letter / disciplinary documentation

and/or official HR documentation.

STEP 2 – Report termination of employment via SRS as follows

EMPLOYMENT TERMINATION > TERMINATION

2.2 Employees Terminating from Contract (Reverting to Substantive

Grade)

Description: To report employees whom have terminated from contract and are

reverting to their substantive grade.

PROCEDURE:




STEP 2 – If applicable stop any contract related allowances via SRS as follows

EMPLOYEE ALLOWANCES > STOP ALLOWANCE

STEP 3– Report termination of employment via SRS as follows


- Include reason for termination.

- Set reversion to substantive grade to YES

- Include short descriptive comment in comments box

STEP 4 – If applicable report any change of pay point via SRS as follows;

EMPLOYEE TRANSFERS > INTRA-MINESTERIAL EMPLOYEE TRANSFER


3. Working Schedule / Hours

3.1 Changes in Working Schedule / Hours

Description: To report any changes to an employee’s working schedule / number of

hours worked per week.

PROCEDURE:


- most notably the corresponding authorised flexitime agreement as per

PSMC provisions.

STEP 2 – Report new employee working schedule / hours together with the

applicable effective date via SRS as follows

CHANGE IN WORKING HOURS > CHANGE IN WORKING HOURS

3.2 Retention of the same Working Schedule / Hours

Description: To report the approval of the same working hours / schedule.

PROCEDURE:


- most notably the corresponding authorised family friendly / flexitime

agreement as per PSMC provisions.

STEP 2 – Report the retention of the same working hours schedule via SRS as

follows;

CHANGE IN WORKING HOURS > RETENTION OF SAME AMOUNT OF

WORKING HOURS.


4. Employee Details and Particulars

4.1 Changes in Employee ID

Description: To report an erroneously created ID on DAKAR. To report a new ID

number for those employees whom initially had their passport number as their primary

identifier.

N.B – due to the utilisation of the CDB -API, newly created employees with erroneous

ID numbers should no longer be possible.

PROCEDURE:


- most notably the updated Personal Record Sheet (PRS).

STEP 2 – Report new employee ID change via SRS as follows;

UPDATE PERSONAL DETAILS > CHANGE IN ID CARD NO / PASSPORT NO

STEP 3 – Refrain from sending / processing any new salary adjustments

related to the ID number in question until P&SD Research and Personnel

Systems have created the new record with the correct ID on the DAKAR

payroll software. All such requests to P&SD to alter ID numbers on DAKAR

are to be forwarded by the Central Salaries Section.

4.2 Changes in Employee Contact Details (Address / Email Address)

Description: To report any applicable changes to an employee’s postal address or

email address.

PROCEDURE:


- most notably the employee’s official request to change contact details.

STEP 2 – Report new contact details via SRS as follows;

UPDATE PERSONAL DETAILS > CHANGE IN CONTACT DETAILS


4.3 Changes in Employee Email Address

Description: To report an employee’s new email address.

PROCEDURE:


- most notably the employee’s official request to insert the new email

address.

STEP 2 – Report the new email address via SRS as follows;

UPDATE PERSONAL DETAILS > NEW EMAIL ADDRESS

4.4 Changes in Employee Banking Details

Description: To report any applicable changes to an employee’s banking details /

IBAN.

PROCEDURE:


- most notably the employee’s official request to change banking details and

a printed IBAN number, preferably from his / her bank. (handwritten IBAN

numbers should not be accepted or reported via SRS scan attachments.)

STEP 2 – Report new IBAN number via SRS as follows;

UPDATE PERSONAL DETAILS > CHANGE IN BANKING DETAILS

N.B. The absence of an IBAN number on the payroll software will result in an

automatic cheque payment. This omission is to be avoided whenever

possible.


4.5 Changes in Employee Marital Status

Description: To report any applicable changes to an employee’s marital status.

PROCEDURE:

STEP 1 – Prepare the necessary information to be included within the SRS

form - most notably the employee’s date of marriage, spouse ID and surname

STEP 2 – Report new marital status via SRS as follows;

UPDATE PERSONAL DETAILS > MARRIAGE AND SPOUSE DETAILS.

STEP 3 – If applicable, report any changes to an employee’s personal details

(e.g. address) resultant from marriage via SRS together with the relevant

documentation as follows;

UPDATE PERSONAL DETAILS > CHANGE IN CONTACT DETAILS

N.B. Reporting changes in marital status during the current year is necessary

for FS3 and taxation purposes.

The same procedure described in section 4.5 above is also applicable to

employee separation / divorce cases.

4.6 Changes in Employee Personal Details (Title, Name, Surname, Gender)

Description: To report any applicable changes to an employee’s title, name, surname

or gender.

PROCEDURE:


STEP 2 – Report any changes to employees’ personal details in SRS as follows;

UPDATE PERSONAL DETAILS > CHANGE IN PERSONAL DETAILS


5. Taxation

5.1 Changes in taxation status (Fixed category: Single, Married, Parental)

Description: To report changes to an employees’ taxation status.

N.B – An employee can either change his taxation to a predetermined category (e.g.

Married, Parental or Single status) or to a fixed % of gross emoluments received. While

category changes will be affected by the Ministries’ payroll / back office, fixed % tax

deductions changes are implemented by the Central Salaries section.

PROCEDURE:

STEP 1 – Prepare the duly signed FS4 to be attached in the SRS form

STEP 2 – Report new employee taxation status via SRS as follows;

TAX STATUS – FS3 – NI > CHANGE IN TAXATION STATUS (NOT %)

5.2 Changes in taxation status (Fixed % deductions)

Description: To report changes to an employees’ taxation status.

N.B – An employee can either change his taxation to a predetermined category (e.g.

Married, Parental or Single status) or to a fixed % of gross emoluments received. While

category changes will be affected by the Ministries’ payroll / back office, fixed % tax

deductions changes are implemented by the Central Salaries section.

PROCEDURE:


STEP 2 – Report new employee taxation percentage (%) rate via SRS as

follows;

TAX STATUS – FS3 – NI > CHANGE IN TAXATION STATUS %


5.3 Tax Exemption (All gross emoluments)

Description: To report exemption from taxation

N.B – Instances of tax exemption from all gross emoluments is only applicable in

exceptional circumstances. No such exemptions are to be reported unless all the

necessary authorisations are in place. This process is not to be used to deduct post tax

amounts related to disciplinary action or issue due post tax allowance amounts.

PROCEDURE:


STEP 2 – Report employee taxation exemption via SRS as follows;

TAX STATUS – FS3 – NI > SUSPENSION OF TAX

5.4 Post-Tax / After Tax Deductions

Description: To report post tax deductions

N.B – This process is likely to be used to either deduct any disciplinary action fines or

adjust any previous and erroneous post tax emoluments.

• Available for bulk personnel processing

PROCEDURE:

STEP 1 – Prepare any relevant documentation / approvals to be attached

STEP 2 – Report employee post tax deductions via SRS as follows;

TAX STATUS – FS3 – NI > DEDUCTION / ADDITION AFTER TAX

Or (for bulk processing)

TAX STATUS – FS3 – NI > DEDUCTION / ADDITION AFTER TAX (BULK)


5.5 Post-Tax / After Tax Payment

Description: To report due post tax emoluments

N.B – This process is likely to be used to;

- Issue any entitlement to post tax allowances (e.g. fuel allowance)

- Issue due tax-exempt amounts related to Grievances Unit decisions.

- Issue any previous erroneous and underpaid post tax amounts


PROCEDURE:

STEP 1 – Prepare any relevant documentation / approvals to be attached

STEP 2 – Report employee post tax entitlements via SRS as follows;

TAX STATUS – FS3 – NI > DEDUCTION / ADDITION AFTER TAX


TAX STATUS – FS3 – NI > DEDUCTION / ADDITION AFTER TAX (BULK)

5.6 FS3 (Revised Issue) up to 2010

Description: To request a new revised FS3 for years up to and including 2010. All such

requests are processed by the respective payroll offices.


- Issue new revised FS3s in conjunction with Grievances Unit case

decisions.

- Issue new revised FS3s to reflect a correct National Insurance

contribution maintenance schedule.


PROCEDURE:

STEP 1 – Prepare the necessary documentation / requests

STEP 2 – Report employee requests for revised FS3 via SRS as follows;

TAX STATUS – FS3 – NI > ISSUE REVISED FS3 UP TO 2010


5.7 FS3 (Revised Issue) 2011- Present Day

Description: To request a new revised FS3 for years 2011 – present day. All such

requests are processed by the Central Salaries Section.


- Issue new revised FS3s in conjunction with Grievances Unit case

decisions.

- Issue new revised FS3s when having failed to report changes in marital

status in the previous year.

- Issue new revised FS3s to reflect a correct National Insurance

contribution maintenance schedule.


PROCEDURE:

STEP 1 – Prepare the necessary documentation / requests

STEP 2 – Report employee requests for revised FS3 via SRS as follows;

TAX STATUS – FS3 – NI > ISSUE REVISED FS3: 2011 – PRESENT DAY


6. National Insurance

6.1 National Insurance (Exemption)

Description: To report instances where an employee is not due to pay N.I.

N.B – All employees over the age of 65 are no longer entitled to pay National

Insurance.

Any employee whom might be paying National Insurance in another full-time

employment / self-employment can opt not to pay his contribution maintenance from

his public service employment.

Part-time employment under 30 hours per week is N.I optional.

PROCEDURE:

STEP 1 – Report National Insurance exemption via SRS as follows;

TAX STATUS – FS3 – NI > SUSPENSION OF NI


7. Overtime

7.1 Overtime Payment

Description: To report due overtime amounts.


N.B

- The maximum overtime rate payable is pegged to the maximum of scale 10.

- Employees in scale 6 and above are not entitled to overtime payments.

- Employees working on a reduced hour schedule are not entitled to a 1 : 1.5 overtime

payment ratio until they have exceed a 40 hour working week.

- All hours of work falling on Sundays are paid double, irrespective of the working hour

schedule.

PROCEDURE:

STEP 1 – Prepare all necessary documentation to be attached in the SRS form,

most notably overtime approvals, returns and any letter minutes.

STEP 2 – Report employee overtime via SRS as follows;

OVERTIME>OVERTIME


OVERTIME>OVERTIME (BULK)

7.2 Overtime Adjustment

Description: To report previously overpaid /underpaid overtime amounts.


PROCEDURE:

STEP 1 – Prepare all necessary documentation to be attached in SRS form,

most notably overtime approvals, returns and any letter minutes.

STEP 2 – Report employee overtime via SRS as follows;

OVERTIME>OVERTIME ADJUSTMENT

For multiple personnel entries activate bulk processing within form.


8. Sick Leave

8.1 Half-Pay Sick Leave Deductions

Description: To report sick leave on half pay deductions


N.B

- Daily deduction rates for pay sick leave half pay are calculated as follows;

(Annual Salary / 365 or 366 in leap years) x 0.5

- Employees whom have ended their corresponding working week on sick leave half

pay and continued to be so at the start of the following week are to have weekend

days included for deduction purposes. Their respective HR entitlement to sick leave is

not to be deducted the aforementioned weekend days. All public holidays are paid out

in full during periods of half-pay sick leave.

-Employees whom have been on a half pay sick basis for the entire working week are

still due to pay the full National Insurance rate for that week.

-Employees on sick leave half pay are entitled to the full statutory bonuses rate.

-Employees on sick leave half pay are to incur pro-rata deductions on any allowances

payable.

PROCEDURE:

STEP 1 – Prepare all necessary documentation to be attached in SRS form.

STEP 2 – Report employee half pay sick leave deductions via SRS as follows;

ABSENCE FROM WORK>HALF PAY SICK LEAVE DEDUCTIONS

(Sick leave half pay date ranges should be included within comments box in

a descriptive manner)


For multiple personnel entries activate bulk input within form.

STEP 3 – Report any applicable allowance deductions via SRS as follows;

EMPLOYEE ALLOWANCES>ALLOWANCE DEDUCTIONS


8.2 No-Pay Sick Leave Deductions

Description: To report sick leave on no pay deductions


N.B

- Daily deduction rates for pay sick leave no pay are calculated as follows;

(Annual Salary / 365 or 366 in leap years) x

- Employees whom have ended their corresponding working week on sick leave no pay

and continued to be so at the start of the following week are to have weekend days

included for deduction purposes. All public holidays are not paid during no pay sick

leave.

-Employees whom have been on a no pay sick basis for the entire working week are

not due to pay any National Insurance for that particular week.

-Employees on sick leave no pay are not entitled to statutory bonuses on such days.

-Employees on sick leave no pay are to incur pro-rata deductions on any allowances

payable.

PROCEDURE:

STEP 1 – Prepare all necessary documentation to be attached in SRS form.

STEP 2 – Report employee no pay sick leave deductions via SRS as follows;

ABSENCE FROM WORK>UNPAID LEAVE DEDUCTIONS

(Sick leave no pay date ranges should be included within the comments box

in a descriptive manner)


For multiple personnel entries activate bulk input within form.

STEP 3 – Report any applicable allowance deductions via SRS as follows;

EMPLOYEE ALLOWANCES>ALLOWANCE DEDUCTIONS

STEP 4 – If the employee has no scheduled return to work due to serious

illness proceed to suspend pay facility until further notice thru’ SRS as follows;

SUSPENSION OF PAY>PAY WITHHOLDING AND SUSPENSION


8.3 Full-Pay Sick Leave (15 days +)

Description: To report instances where an employee has exceeded the 15 days of full

pay sick leave and as a result is due to incur pro-rata deductions of any allowances

being paid.


PROCEDURE:

STEP 1 – Prepare any applicable authorisations / attendance documentation

to be attached within SRS form.

STEP 2 – Report any allowance deductions via SRS as follows;

EMPLOYEE ALLOWANCES > ALLOWANCE DEDUCTIONS

8.4 Unpaid Leave Deductions

Description: To report unpaid leave deductions.

PROCEDURE:

REFER TO SRS 8.2 (NO-PAY SICK LEAVE DEDUCTIONS) AND SUBSTITUTE FOR UNPAID LEAVE.


9. Special Leave

9.1 Pre-Retirement Leave

Description: Reporting employees whom will be availing of either a maximum of 3

months paid vacation leave (Entitlement to Basic Salary only) or alternatively

employees availing of a maximum of 6 months at full basic pay while working on a

reduced 50% working schedule. (entitled to 50% of allowances if applicable + Full Basic

Salary)

PROCEDURE: (MAXIMUM OF 3 MONTHS PAID LEAVE WITH NO ALLOWANCE ENTITLEMENT)

STEP 1 - Ascertain if employee is in receipt of allowances or not;

STEP 2A - If the employee is not in receipt of any allowances;

a) Report forthcoming retirement via SRS as follows;


STEP 2B - If the employee is in receipt of allowances;

a) Report Stop allowance/s effective commencement of pre-

retirement leave as follows;


B) Report forthcoming retirement via SRS as follows;



PROCEDURE: (MAXIMUM OF 6 MONTHS PAID WHILE WORKING AT 50% OF STANDARD

HOURS)

STEP 1 - Ascertain if employee is in receipt of allowances or not;

STEP 2A - If the employee is not in receipt of any allowances;

a) Report forthcoming retirement via SRS as follows;


STEP 2B - If the employee is in receipt of allowances;

a) Report new allowance rate (50% of full amount)

EMPLOYEE ALLOWANCES > ALLOWANCE

* ensure comments section is indicative of 50% entitlement that will replace previous full rate due

to pre-retirement leave.

B) Report forthcoming retirement via SRS as follows;



9.2 Maternity Leave (14 weeks paid)

Description: Reporting employees whom will be availing of 14 weeks full pay

maternity leave.

N.B All employees availing of the 14 weeks maternity leave period are entitled to full

basic pay and any other allowances that are not based on productivity.

Any subsequent 4-week unpaid maternity or career breaks can also be communicated

simultaneously thru’ this same process. Entitlement to allowances in such additional

periods is to be taken into consideration.


PROCEDURE:

STEP 1 – Prepare the requisite approval documentation to be attached to the

SRS form.

STEP 2 – Report employee’s 14 weeks paid maternity leave via SRS as

follows;

ABSENCE FROM WORK > MATERNITY LEAVE

STEP 3 – Stop any allowances not applicable to the 14 weeks paid maternity

leave via SRS as follows;



9.3 Maternity Leave (4 weeks unpaid)

Description: Reporting employees whom will be availing of the optional 4 weeks

unpaid maternity leave.

N.B- This special period of unpaid leave can also be reported simultaneously with the

14 weeks paid maternity form if applicable.


PROCEDURE:

STEP 1 – Prepare the requisite approval documentation to be attached to the

SRS form.

STEP 2 – Report employee 4 weeks unpaid maternity leave via SRS as

follows;

ABSENCE FROM WORK > MATERNITY LEAVE

STEP 3 – Stop any allowances not applicable to the 4 weeks unpaid

maternity via SRS as follows;


If the employee is scheduled to remain on a no pay basis for the foreseeable

future / next pays / current year, ensure any due emoluments are

communicated via SRS and proceed to step 4

STEP 4 (OPTIONAL AND IF APPLICABLE) - Report pay suspension via SRS

together with the applicable documentation as follows;



10. Alimony Payment

10.1 New Alimony Payment

Description: Setting up a new alimony payment facility for the 1st time.

N.B- If the spouse of the employee paying the alimony is not a public service employee

found on DAKAR, a new record inclusive of the requisite details is to be created on

DAKAR to facilitate alimony payment. These details will be gathered during the

processing of the new alimony form.


PROCEDURE:

STEP 1 – Prepare the requisite court documentation together with proof of

child age to be attached to the SRS form.

STEP 2 – Report first time alimony setup together with due amounts payable

via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY > NEW ALIMONY PAYMENT

10.2 Stop Alimony Payment

Description: Stopping an alimony payment facility.


PROCEDURE:



STEP 2 – Report termination of alimony setup together with the effective

date via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY > STOP ALIMONY PAYMENT


10.3 Recurring Alimony Payment

Description: Reporting an unchanged and valid alimony payment for the forthcoming

payroll run.

N.B- Alimony payments together with the corresponding amounts and taxation basis

(Post / Pre-Tax) are to be reported for each payroll run unless stated otherwise.


PROCEDURE:

STEP 1 – Ensure court orders related to alimony are still applicable.

STEP 2 – Report recurring alimony together with due amounts payable and

taxation applicable via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY >RECURRING ALIMONY PAYMENT

10.4 Change Alimony Payment

Description: Reporting any changes to a valid and on-going alimony payment.


PROCEDURE:



STEP 2 – Report changes in alimony together with new due amounts payable

+ taxation applicable via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY > CHANGE ALIMONY PAYMENT


11. Interdiction

11.1 Enforce Interdiction

Description: Reporting an interdicted employee.

N.B- An interdicted employee is entitled to 50% of his basic salary. No allowances or

statutory bonuses are payable during an interdiction period.

PROCEDURE:

STEP 1 – Prepare the official PSC letter concerning the interdiction together

with letter of advocate if cheque payment is required.

STEP 2 (Optional) – Report change in banking details to remove IBAN if

cheque payment is required.

STEP 3 – Report stop allowances via SRS if interdicted employee is in receipt

of allowances as follows;

EMPLOYEE ALLOWANCES > STOP ALLOWANCES.

STEP 4 – Report interdiction proper via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY>ENFORCE INTERDICTION

11.2 Lift Interdiction

Description: Reporting the lifting of an employees’ interdiction.

N.B- An employee might be entitled to receive back pay / arrears of due emoluments

after an interdiction has been lifted. Hence, any such entitlements and the necessary

documentation are to be communicated via SRS during the lift interdiction process.

PROCEDURE:

STEP 1 – Prepare the necessary documentation or any official final decision

STEP 2 – Report the interdiction lift via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY>LIFT INTERDICTION

STEP 3– Restore any due allowances via SRS if applicable.


12. Garnishee

12.1 Enforce Garnishee

Description: Setting up a new garnishee order.

N.B- A garnisheed employee is still entitled to a minimum basic salary amount as

stipulated by law. Personnel responsible for processing the garnishee are to ascertain

whether the applicable government payment facility /entities are included within the

garnishee order and whether cheque payment is now applicable.

PROCEDURE:

STEP 1 – Prepare any applicable court decree, garnishee order and advocate

letters needed to be sent via SRS.

STEP 2 (Optional) – Report changes in banking details to remove IBAN if

cheque payment is required.

UPDATE PERSONAL DETAILS > CHANGE IN BANKING DETAILS

STEP 3 – Report employee garnishee via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY>ENFORCE GARNISHEE

12.2 Lift Garnishee

Description: Reporting the end of an employees’ garnishee order.

PROCEDURE:

STEP 1 – Prepare the necessary documentation or any official final decision

STEP 2 – Report the garnishee lift via SRS as follows;

GARNISHEE – INTERDICTION – ALIMONY>LIFT GARNISHEE


13. Contracts & Performance Agreements

13.1 New Contract (Existing Public Service Employees)

Description: Setting up a new employment contract for existing Public Service

employees.


N.B- The following procedure is applicable to general contracts, secretariat contracts,

person of trust contracts, performance agreements and objective reason contracts.

SRS will forward all new contracts to the respective back office for any allowance

insertion and in turn be redirected to Central Salaries for all other applicable changes

to basic salary, National Insurance and data notation on payroll software

All objective reason contracts should be indicated within SRS form comment box.

PROCEDURE:

STEP 1 – Prepare signed contract and Personal Record Sheet (PRS) needed to

be sent via SRS.

STEP 2 – Report new contract of employment via SRS as follows

RECRUITMENT >APPOINTMENT

13.2 New Contract (New Public Service Employees)

Description: Setting up a new employment contract for new Public Service employees.


PROCEDURE:


- most notably the corresponding duly signed contract, Personal Record Sheet

(PRS), FS4 and corresponding banking details.

STEP 2 – Report new employment via SRS as follows

RECRUITMENT > NEW EMPLOYMENT


13.3 Extensions and Renewals of Contract

Description: To report any extensions or renewals of contracts with unchanged terms & conditions.

* Available for bulk personnel processing

N.B- Contract renewals with changed terms & conditions are to be reported with the new contract

form via SRS.

PROCEDURE:

STEP 1 – Prepare signed, renewed contract or duly signed extension letter as applicable to be

sent via SRS.

STEP 2 – Report contract renewal or contract extension via SRS as follows

RECRUITMENT >CONTRACT RENEWAL/EXTENSION

Applicable contract date ranges should also be included within SRS form for ease of

reference.

13.4 Change in Contract (Addenda)

Description: To report any changes to existing contracts / contract addenda.


N.B- This process should only be used for changes to existing contracts which are still within the valid

date ranges. Replacement contracts are to be reported with the new contract form described in section

13.1

PROCEDURE:

STEP 1 – Prepare the necessary duly signed contract addendum to be attached in the SRS

form.

STEP 2 – Report contract addendum via SRS as follows

RECRUITMENT > CHANGE IN CONTRACT/ADDENDA


13.5 Termination of Contract (Leaving the Service)

Description: To report both termination of contract and expired contracts not being

renewed.

PROCEDURE:




STEP 2 – Report Terminating employment via SRS as follows


13.6 Termination of Contract (Reverting to Substantive Grade)

Description: To report employees who have terminated from contract and are

reverting to their substantive grade.

PROCEDURE:




STEP 2 – If applicable stop any contract related allowances via SRS as follows


STEP 3– Report Terminating employment via SRS as follows


- Include reason for termination.

- Set reversion to substantive grade to YES

- Include short descriptive comment in comments box

STEP 4 – If applicable report any change of pay point via SRS as follows;

EMPLOYEE TRANSFERS > INTRA-MINESTERIAL EMPLOYEE TRANSFER


14. Appointments

14.1 Appointment in the Normal Course

Description: To report an employees’ appointment in the normal course.


N.B – Employees in the normal course are entitled to be placed in not less than the 3rd

step of their new scale.

Final new scale step placing is derived after adding 1 increment of the new scale to

their present salary.

It is recommended that for salary arrears calculation purposes, Ministry HR sections

give notification of any no pay / half pay basis the employee has availed of during the

period between new appointment and current pay.

During the appointment process all due consideration is to be given towards the

continued applicability of current allowances, qualification allowances, overtime and

cash payment supplements.

PROCEDURE:


- most notably the duly signed appointment letter, GP47, PRS / disciplinary

documentation and/or official HR documentation.

- Denote if appointment is in the normal course / not in the normal.

- Indicate whether any qualification allowance is still applicable.

- Confirm current allowance/s or otherwise.

-

STEP 2 – Report employee appointment via SRS as follows

RECRUITMENT > APPOINTMENT

STEP 3 - (IF APPLICABLE) – Report any allowances to be stopped / removed

as the result of the appointment to a higher scale as follows;

EMPLOYEE ALLOWANCES> STOP ALLOWANCE


STEP 4 – (IF APPLICABLE) – Report any overpaid amounts paid for the

previous allowance entitlement/s.

EMPLOYEE ALLOWANCES> ALLOWANCE DEDUCTIONS

STEP 5 – (IF APPLICABLE) – Report any new allowance/s entitlement.

EMPLOYEE ALLOWANCES> ALLOWANCE

STEP 6 – (IF APPLICABLE) – If the employee has been appointed to salary scale

6 or higher, ascertain whether any overtime has been availed of between the

date of appointment and the current date. If applicable report overtime

deductions as follows;


STEP 7 – (IF APPLICABLE) – If the employee has been appointed to salary

scales 1 - 4 or 17 – 20, ascertain whether a new entitlement to a cash payment

is applicable or alternatively if the cash payment entitlement is no longer

applicable. Cash payment rate changes are also to be taken into

consideration. All such changes should be reported via SRS as follows;

EMPLOYEE ALLOWANCES > CASH PAYMENT


14.2 Appointment Not in the Normal Course

Description: To report an employees’ appointment not in the normal course.


N.B – Employees appointed as per not in the normal course can be placed in the 1st

step of their new scale in as long that this is higher than their current basic salary.

It is recommended that for salary arrears calculation purposes, Ministry HR sections

give notification of any no pay / half pay basis the employee has availed of during the

period between new appointment and current date.

During the appointment process all due consideration is to be given towards the

continued applicability of current allowances, qualification allowances, overtime and

cash payment supplements.

PROCEDURE:


- most notably the duly signed appointment letter, GP47, PRS / disciplinary

documentation and/or official HR documentation.

- Denote the appointment as not in the normal course.

- Indicate whether any qualification allowance is still applicable.

- Confirm current allowance or otherwise.

-

STEP 2 – Report employee appointment via SRS as follows

RECRUITMENT > APPOINTMENT

STEP 3 - (IF APPLICABLE) – Report any allowance/s to be stopped / removed

as the result of the appointment to a higher scale as follows;

EMPLOYEE ALLOWANCES> STOP ALLOWANCE

STEP 4 – (IF APPLICABLE) – Report any overpaid amounts paid for the

previous allowance entitlement/s.

EMPLOYEE ALLOWANCES> ALLOWANCE DEDUCTIONS

(continues)


STEP 5 – (IF APPLICABLE) – Report any new allowance/s entitlement.

EMPLOYEE ALLOWANCES> ALLOWANCE

STEP 6 – (IF APPLICABLE) – If the employee has been appointed to salary scale


date of appointment and the current date. If applicable, report overtime



STEP 7 – (IF APPLICABLE) – If the employee has been appointed to salary

scales 1 - 4 or 17 – 20, ascertain whether a new entitlement to a cash payment

is applicable or alternatively if the cash payment entitlement is no longer

applicable. Cash payment rate changes are also to be taken into

consideration. All such changes should be report via SRS as follows;


14.3 Appointments (Contracts & Performance Agreements)

Description: To report an employees’ appointment on a fixed term contract.

Refer to SRS procedure 13.1 for contract appointments (Employees in the Service)

Refer to SRS procedure 13.2 for contract appointments (New Employees)


14.3 Confirmation of Appointments

Description: To report an employees’ confirmation of appointment.


N.B Employee appointments are due to be confirmed upon successful conclusion of the

applicable probationary period and IPS induction courses.

The general probationary period is 6 months for all appointments below scale 10 and

1 year for all appointments at and above scale 10.

HR sections are obliged to forward the necessary confirmation of appointment

documentation to the relevant payroll section and Central Salaries.

PROCEDURE:

STEP 1 – Prepare the duly signed confirmation of appointment letter.

STEP 2 – Report employee confirmation of appointment via SRS as follows

RECRUITMENT > CONFIRMATION OF APPOINTMENT

14.4 Appointment NOT confirmed

Description: To report an appointment that has been withheld.

STEP 1 – Prepare the official documentation related to appointment

withholding.

STEP 2 – Report withholding of appointment via SRS as follows

RECRUITMENT > APPOINTMENT NOT CONFIRMED


15. Progressions

15.1 Progression to a Higher Salary Scale

Description: To report an employees’ progression to a higher salary scale.


N.B – HR sections are to assure that all progression letters are duly signed and issued

on the official progression letter templates.

All progressions to a higher scale entitle the employee to be placed in not less than

the 3rd step of the new higher scale.

PROCEDURE:

STEP 1 – Prepare the duly signed progression letter, PRS and GP47.

STEP 2 – Report employee progression via SRS as follows

RECRUITMENT >PROGRESSION, PLACEMENT, ASSIMILATION, PROMOTION.

STEP 3 - (IF APPLICABLE) – Report any changes in allowance rates that might

be related to the progression to a higher scale as follows;

ALLOWANCES>ALLOWANCE

STEP 4 – (IF APPLICABLE) – If the employee has progressed to salary scale 6

or higher, ascertain whether any overtime has been availed of between the

date of progression and current date. If applicable report overtime




16. Placement

16.1 Placement within a Higher Salary Scale

Description: To report an employees’ placement within a higher salary scale.


N.B – HR sections are to assure that all placement letters are duly signed and issued

on the official placement letter templates. Progression letter templates should not be

used for placements.

Employees availing of placement can be placed at the lowest point of the new higher

scale in as long that this does not entitle them to a lesser basic salary or is not

stipulated otherwise within the placement letter.

PROCEDURE:

STEP 1 – Prepare the duly signed placement letter, PRS and GP47.

STEP 2 – Report employee placement via SRS as follows



be related to the placement within a higher scale as follows;

(e.g. Placement in a higher scale due to a qualification obtained removes the

entitlement for that qualifications’ allowance)


STEP 4 – (IF APPLICABLE) – If the employee has been placed within salary scale


date of placement and the current date. If applicable report overtime




17. Assimilations

17.1 Assimilation to a Higher Salary Scale

Description: To report an employees’ assimilation within a higher salary scale.


N.B – HR sections are to assure that all assimilation letters are duly signed and issued

on the official assimilation letter templates.

Assimilated employees are entitled to be placed on not less than the 3rd step of the

new higher scale unless they have been assimilated to the same salary scale in as

which no scale movement is applicable.

Some assimilation procedures entail change in employee nomenclatures. All new

nomenclatures are to be indicated and communicated appropriately.

PROCEDURE:

STEP 1 – Prepare the duly signed assimilation letter, PRS and GP47.

STEP 2 – Report employee assimilation via SRS as follows



be related to the assimilation to a higher scale as follows;


STEP 4 – (IF APPLICABLE) – If the employee has been assimilated within salary

scale 6 or higher, ascertain whether any overtime has been availed of

between the date of assimilation and current date. If applicable report

overtime deductions as follows;



17.2 Assimilation to the Same Salary Scale

Description: To report an employees’ assimilation within the same salary scale.


N.B – HR sections are to assure that all assimilation letters are duly signed and issued

on the official assimilation letter templates.

Employees being assimilated within the same salary scale are not entitled to any salary

scale movements.

Some assimilation procedures entail change in employee nomenclatures. All new

nomenclatures are to be indicated and communicated appropriately.

PROCEDURE:

STEP 1 – Prepare the duly signed assimilation letter and PRS.

STEP 2 – Report employee assimilation via SRS as follows


All changes related to any new nomenclatures are to be included within the

SRS form comment box apart from its reference within the applicable

assimilation letter.


18. Bridging

18.1 Bridging to a Higher / Different Salary Scale / Step

Description: To report employee bridging to different salary scale / step.


N.B – HR sections are to assure that all bridging letters are duly signed and issued on

the official letter templates.

It is of utmost importance that the exact details of salary scale bridging are provided

within the official letters especially in cases where point to point salary scale & step

bridging is involved.

PROCEDURE:

STEP 1 – Prepare the duly signed bridging letter, GP47 and PRS to attach

within SRS bridging reporting form.

STEP 2 – Report employee bridging via SRS as follows

RECRUITMENT >BRIDGING (POINT TO POINT)


19. Increments

19.1 Approval of Increment

Description: To report an employees’ increment approval.


N.B – Increments are not awarded during an employees’ probationary period. Pro-rata

basic salary arrears are issued once this probationary period has expired successfully.

Increments undergo a retardation period for unpaid absences exceeding 91 days.

All increment warrant sheets are to be duly signed by the respective head of

department and forwarded in accordance to the stipulated time frames in order to

allow for timely processing.

Employees whom have not been granted approval for their next increment should be

clearly indicated / crossed out of the increment warrant sheet and in turn reported via

SRS for increment withholding.

PROCEDURE:

STEP 1 – Prepare the duly signed increment warrant sheet to attach within

SRS increment approval form.

STEP 2 – Report increment approval via SRS as follows;

RECRUITMENT >INCREMENT APPROVAL / WITHHOLDING

All bulk processing of increments is to be done via SRS as follows;

RECRUITMENT >INCREMENT APPROVAL / WITHHOLDING (BULK)

• Scanned PDF increment warrant attachments will not allow SRS to create

individual SRS requests. This will only be achieved by using the SRS bulk grid

input.


19.2 Withholding of Increment

Description: To report the withholding of an employees’ increment


N.B - Employees whom have not been granted approval for their next increment

should be clearly indicated and crossed out of the increment warrant sheet list.

Increment withholding is to be done in strict conformity with the stipulated PSMC

provisions.

PROCEDURE:

STEP 1 – Prepare the duly signed increment warrant sheet to attach within

SRS increment withholding form.

STEP 2 – Report increment withholding via SRS as follows;

RECRUITMENT >INCREMENT APPROVAL / WITHHOLDING

All bulk processing of increments is to be done via SRS as follows;

RECRUITMENT >INCREMENT APPROVAL / WITHHOLDING (BULK)

• Scanned PDF increment warrant attachments will not allow SRS to create

individual SRS requests. This will only be achieved by using the SRS bulk grid

input.


20. Shifts & Rosters

20.1 Shift Allowance Payments.

Description: To report shift related allowances due.


PROCEDURE:

STEP 1 – Prepare all the signed approval documentation to attach within SRS

allowance form.

STEP 2 – Report all due shift allowances via SRS as follows;

EMPLOYEE ALLOWANCES > ALLOWANCE (BULK)

20.2 Shift Allowance Deductions.

Description: To report shift allowances deductions.


PROCEDURE:

STEP 1 – Prepare all the relevant documentation to attach within SRS

allowance form.

STEP 2 – Report all due shift allowances deductions via SRS as follows;

EMPLOYEE ALLOWANCES > ALLOWANCE DEDUCTIONS (BULK)


20.3 Change in Shift

Description: To report a shift with the same working hours

PROCEDURE:

STEP 1 – Prepare all the relevant shift documentation to attach within the SRS

change in shift form.

STEP 2 – Report the change in shift via SRS as follows;

CHANGE IN WORKING HOURS > CHANGE IN SHIFT


21. Allowances

N.B. Allowances payment within the public service is governed by the provisions of the PSMC

Manual of Allowances.

All allowances are to be terminated during pre-retirement leave.

All allowances are to be deducted pro-rata as from the 16th day of full pay sick leave. (Refer: SRS 8)

New allowances are not to be setup on payroll without the necessary P&SD/ PSW /DPM /DCS

approvals.

21.1 New Allowance (Setting up)

Description: To report a new allowance entitlement.


PROCEDURE:

STEP 1 – Prepare the official P&SD / DPM allowance approval documentation.

STEP 2 – Report new allowance entitlement together with effective date via

SRS as follows;

EMPLOYEE ALLOWANCES > ALLOWANCE or ALLOWANCE (BULK)

21.2 Allowance Deductions

Description: To report any applicable allowance deductions.

PROCEDURE:

STEP 1 – Prepare any official documentation to attach to SRS form.

STEP 2 – Report any applicable allowance deductions together with number

of days or date ranges via SRS as follows;

EMPLOYEE ALLOWANCES > ALLOWANCE DEDUCTIONS or (BULK)


21.3 Stopping Allowances

Description: To report a stop allowance / non-entitlement.


N.B – Allowances might need to be stopped or replaced under the following

circumstances;

- Appointments or new contracts.

- Transfers out of the current Ministry to another Ministry or entity.

- Periods of unpaid leave, sick leave and pre-retirement leave.

-Interdiction.

PROCEDURE:

STEP 1 – Prepare any official documentation to attach to SRS stop allowance

form.

STEP 2 – Report any applicable stopping of allowance/s together with

effective date via SRS as follows;


* Bulk processing is available by activating bulk input switch at the top of the

Stop Allowance form.

21.4 Acting Allowance

Description: To report an acting allowance entitlement.

N.B The acting allowance is an entitlement to those members of senior management

whom are performing acting substitution duties to Heads of Department listed in

Schedule 2 of the Public Administration Act.

PROCEDURE:

STEP 1 – Prepare the applicable Government Gazette extract together with

the official acting letter to attach to the SRS acting allowance form.

STEP 2 – Report the applicable period of acting allowance to the Central

Salaries Section via SRS as follows;

EMPLOYEE ALLOWANCES > ACTING ALLOWANCE


21.5 Deputising Allowance

Description: Reporting an employees’ entitlement to a deputising allowance.

N.B The deputising allowance is an entitlement to those employees whom are

deputising in higher grades / scales.

The position for which the allowance is to be paid is to be considered as a key and

vacant position within the Directorate.

The officer must be formally assigned in writing by the respective Head of Department

to deputise in a senior position.

The deputising period must exceed one (1) month; (the payment of the allowance will

start after the first month of deputising but will cover the whole period of deputising).

PROCEDURE:

STEP 1 – Prepare the applicable P&SD approval to attach to the SRS deputising

allowance form.

STEP 2 – Report the applicable deputising allowance together with the

effective date to the Central Salaries Section via SRS as follows;

EMPLOYEE ALLOWANCES > DEPUTISING ALLOWANCE

21.6 Sunday and Public Holiday Allowance

Description: Reporting an employees’ entitlement to Sunday & Public holiday

allowance.

PROCEDURE:

STEP 1 – Prepare the applicable documentation to attach to the SRS form

STEP 2 – Report the due Sunday & Public holiday allowance together with the

necessary documentation via SRS as follows;

EMPLOYEE ALLOWANCES > SUNDAY AND PUBLIC HOLIDAY ALLOWANCE


22. Transfers

N.B. Transfers within the public service are governed by the provisions of the PSMC Manual on

Resourcing Policies & Procedures - Clauses 1.2, 1.2.1 & 1.2.2

22.1 Intra-Ministerial Transfers

Description: To report an internal Ministry transfer.

PROCEDURE:

STEP 1 – Prepare the DCS / DPM transfer letter and new pay point to be

included within the SRS form together with any documentation related to any

continuation of shift / allowance entitlement if applicable.

STEP 2 – Report intra -Ministerial transfer via SRS as follows;

EMPLOYEE TRANSFERS > INTRA MINISTERIAL EMPLOYEE TRANSFER

22.2 Inter-Ministerial Transfers (Incoming from another Ministry)

Description: To report an incoming Inter-Ministerial transfer.

PROCEDURE:

STEP 1 – Prepare the respective Permanent Secretary/s transfer letter and

new pay point to be included within the SRS form together with any

documentation related to any continuation of shift / allowance entitlement if

applicable.

STEP 2 – Report inter -Ministerial transfer via SRS as follows;

EMPLOYEE TRANSFERS > INCOMING INTER MINISTERIAL EMPLOYEE

TRANSFER


(CONTINUED)

STEP 3 (If applicable) – Report any new employee allowances via SRS as

follows;

EMPLOYEE ALLOWANCES > ALLOWANCE

STEP 3B (If applicable) – STOP any employee allowances no longer entitled

via SRS as follows;


STEP 4 (if applicable) – Report any other general salary adjustments

applicable with the necessary descriptive comments via SRS as follows;

PAYMENT ADJUSTMENTS > GENERAL SALARY ADJUSTMENTS

STEP 5 (If applicable) – Prepare the necessary schedule of payment to recoup

the pro-rata salary which is liable to be paid by the previous Ministry.

• If the incoming employee is a first time DAKAR payroll entry or has no

record on DAKAR, report via SRS as follows;

RECRUITMENT>NEW EMPLOYMENT

Go thru’ steps 3 – 5 as applicable.


22.3 Inter-Ministerial Transfers (Outgoing to another Ministry)

Description: To report an outgoing Inter-Ministerial transfer.

N.B – It is of utmost importance to ascertain whether the outgoing employee will be

transferred to another Ministry being serviced by the primary public service DAKAR

payroll setup or alternatively to another public sector / government entity on a

separate distinct payroll.

PROCEDURE:

STEP 1 – Prepare the respective Permanent Secretary transfer / detailing /

secondment letter to be attached within SRS form.

STEP 2 – Report outgoing inter -Ministerial transfer via SRS as follows;

EMPLOYEE TRANSFERS > OUTGOING INTER MINISTERIAL EMPLOYEE

TRANSFER

STEP 3 (IF Applicable) – Stop any further allowance payments via SRS as

follows;

EMPLOYEE ALLOWANCES > STOP ALLOWANCES

STEP 4 (IF Applicable) - If the employee is transferring out of the remit of the

public service main DAKAR payroll, report suspension of pay facility in SRS as

follows;

SUSPENSION OF PAY > PAY WITHHOLDING AND SUSPENSION

Considering that the employee will no longer be visible on SRS, any pending

emoluments due to the employee after transfer can be settled via SRS as follows;

Back Office originating request to Central Salaries – refer to SRS process 23.1

Ministry originating request to back office – refer to SRS process 30.1


23. Payments to Ex-Employees (no longer working at Ministry)

23.1 Salary Payments to an Ex-Employee

Description: To report salary emoluments due to ex-employees.

N.B – This form can only be initiated from the respective salary back offices and is to

be utilised to process any salary adjustments falling under the remit of the Central

Salaries Section (refer to Annex 1). All such employees’ and their corresponding record

details must still be present on DAKAR payroll.

Payments to ex-Employee whom no longer have a corresponding DAKAR payroll entry

must be processed and indicated as such on the SRS Supplementary Payment form.

All requests originating from the respective Ministry / HR section are to be reported

via SRS General Salary Adjustments herein referred to in section 30.1. This process (SRS

30.1) can be used to report salary adjustments pertaining to both the back office and

Central Salaries Section.

PROCEDURE:

STEP 1 – Prepare the pertinent documentation to be attached within SRS

form.

STEP 2 – Report ex-employee payment due via SRS as follows;

EMPLOYMENT TERMINATION > PAYMENTS TO AN EX-EMPLOYEE


24. Supplementary Payments

24.1 Issue Supplementary Payment

Description: To report a supplementary payment issue.


N.B – In accordance with Directive 8.1 an employee is entitled to receive his first salary

by not later than the second payroll run from his 1st date of appointment.

Supplementary payments aim to address omissions of basic salary. Omissions of

allowances or any other emoluments should not be addressed with a supplementary

payment issue unless exceptional circumstances dictate otherwise

Supplementary payments are to be communicated at the earliest opportunity in order

to be processed as close to pay date as possible.

PROCEDURE:

All the necessary documentation related to new employment is to be forwarded

within the SRS supplementary form if such a supplementary is addressing a first-

time employee salary payment.

STEP 1 – Prepare all the necessary documentation to attach within the SRS

supplementary form.

STEP 2 – Report supplementary payment via SRS as follows;

PAYMENT ADJUSTMENTS > SUPPLEMENTARY PAYMENT

Supplementary payment cheque is not to be issued prior to the successful

vetting and notification by P&SD (Research and Personnel Systems)


25. Refunds (Overpayments)

25.1 Issue Refund / Overpayment of Salary

Description: Reporting an overpayment of salary.


N.B – Prior to processing any refund / overpayment it is to be ascertained that the

circumstances that led to the initial overpayment have been rectified.

For employees no longer in the service – Overpaid amounts are not to be recouped

prior to the successful conclusion of the applicable vetting process undertaken by

P&SD Research & Personnel Systems.

Employees currently in the service – All overpaid amounts are to be recouped in strict

conformity with the applicable refund policy.

PROCEDURE:

STEP 1 – Prepare all the necessary documentation to attach within SRS refund

/ overpayment form.

STEP 2 – Report overpayment via SRS as follows;

PAYMENT ADJUSTMENTS > REFUND / OVERPAYMENT

WHEN OVERPAYMENT HAS BEEN SETTLED

STEP 3 (IF APPLICABLE) – Request a revised FS3 via SRS together with DAS /

CFMS receipts of payment as follows;

TAX STATUS – FS3 – NI > ISSUE REVISED FS3


26. Stop Payments

26.1 Stopping Salary Payment Prior to Pay date (Post Final Pay list)

Description: To stop an employees’ salary being issued between the issue of the final

pay list and the payroll closing date.

N.B - All stop payment requests are to be reported within SRS by not later than 24

hours prior to payroll modification closing date.

All final stop payment requests are processed by P&SD Research and Personnel

Systems. It is of utmost importance that all stop payment requests are forwarded

within the stipulated timeframes due to other high importance payroll procedures this

office is conducting during this stage of the payroll run.

A stop payment entails the complete withholding of an employees’ salary inclusive of

all other emoluments accompanying basic salary.

This form / process is not to be used to report medium to long term suspensions of an

employees’ payment facility. All such cases are to be reported as per 27.1 of this

procedural manual.

PROCEDURE:

STEP 1 – Prepare any necessary documentation to attach within SRS stop

payment form.

STEP 2 – Report stop payment via SRS as follows;

PAYMENT ADJUSTMENTS > STOP PAYMENT


27. Suspension of Pay / Resumption of Duty

27.1 Suspension of Pay

Description: To suspend an employees’ payroll payment facility.

N.B - This process is to be used to suspend the payroll accounts of employees whom

have been detailed or seconded to another government entity.

This process is to be used to suspend the payroll accounts of employees who are

scheduled for medium to long term unpaid absence.

PROCEDURE:

STEP 1 – Prepare the necessary documentation to attach within the SRS

suspension of pay form.

STEP 2 – Report suspension of pay together with the effective date via SRS as

follows;

SUSPENSION OF PAY > PAY WITHHOLDING AND SUSPENSION

STEP 3 (IF APPLICABLE) – In the event that any overpaid salary emoluments

have been issued due to late notification to suspend pay;

Report an overpayment via SRS as follows;

PAYMENT ADJUSTMENTS > REFUND / OVERPAYMENT


27.2 Resumption of Duty

Description: To report an employee who has returned to duty after a long period of

absence.

N.B Employees resuming duties are to undergo the increment retardation process if

their unpaid absence has exceeded 91 days. Any changes in their incremental date are

to be duly communicated via SRS form.

Any entitlement to allowances or cash payment supplement is to be considered upon

reactivating the employees’ payroll account.

PROCEDURE:


resumption of duty form. Most notably, the Personal Record Sheet, HR

documentation and any confirmation of allowances.

STEP 2 – Report resumption of duty together with the effective date via SRS

as follows;

RECRUITMENT > RESUME DUTY


28. Student Workers

28.1 Student Worker Payments

Description: To report student workers due payment.


N.B – This procedure is only to be followed when processing due student payments for

those already on record. New students, whom have not yet been inserted on the

payroll software are to be reported via the SRS new employment form as per regular

employees.

Student workers are to be terminated via SRS at the end of their assignment and when

all due emoluments have been paid.

PROCEDURE:


temporary employment / one-time payment form. Most notably, approvals

and attendance-based documentation which clearly indicate number of hours

& days worked.

STEP 2 – Report the applicable student payment via SRS as follows;

RECRUITMENT > TEMPORARY EMPLOYMENT / ONE TIME PAYMENT(BULK)

• Any due statutory bonuses amounts are to be included within the form’s

comments box.


28.2 Student Worker Deductions

Description: To report deductions related to student workers.

N.B – Student worker deductions of salary are to be processed as per regular full-time

employees.

PROCEDURE:

STEP 1 – Prepare the necessary documentation to attach within the SRS form.

Most notably, any attendance-based documentation which clearly indicates

deductions to be made.

STEP 2 – Report the applicable student worker deduction via SRS as follows;

ABSENCE FROM WORK > UNPAID LEAVE DEDUCTIONS


29. Donations

29.1 Employee Donation (Setup)

Description: To report an employees’ wish to make a per pay donation to an

institution of his / her choice.

PROCEDURE:

STEP 1 – Prepare the necessary employee donation consent to attach within

the SRS donation form.

STEP 2 – Report the applicable employee donation via SRS as follows;

DONATIONS > EMPLOYEE DONATION PER PAY

29.2 Employee Donation (Ending)

Description: To report the end of an employee’s donation per pay.

PROCEDURE:

STEP 1 – Prepare the necessary employee donation end request to attach

within the SRS donation form.

STEP 2 – Report the donation termination via SRS as follows;

(Clearly indicate as an end of donation request in form’s comment box)

DONATIONS > EMPLOYEE DONATION PER PAY


29.3 One-Time Employee Donation

Description: To report an employees’ wish to make a one-time donation to an

institution of his / her choice.

E.g. L-Istrina donation

PROCEDURE:

STEP 1 – Prepare the necessary employee donation consent to attach within

the SRS donation form.

STEP 2 – Report the applicable employee donation via SRS as follows;

DONATIONS > ONE-TIME EMPLOYEE DONATION


30. General Salary Adjustments

30.1 General Salary Adjustments

Description: To report salary adjustments to be processed by the Central Salaries

Section.

N.B – This form can be initiated from both the respective Ministry HR or the payroll

back office and is to be utilised to process any salary adjustments falling either under

the remit of their respective payroll back office or alternatively the Central Salaries

Section (refer to Annex 1 for stakeholder roles & responsibilities.

Employees whom no longer have a corresponding DAKAR record and are still due

salary related emoluments are to be processed via SRS Supplementary process herein

referred to in section 24.1 of this manual.

This process / form is to be used only as a last resort or alternatively to correct a

previous SRS request that can no longer be reopened or forwarded anew. In all such

cases it is imperative to quote the original SRS reference number which needs

corrections or adjustments.

PROCEDURE:

STEP 1 – Prepare all the necessary and pertinent documentation to attach


STEP 2 (If Applicable) – Insert the original SRS reference number that this

process is intended to rectify.

STEP 3 – Report the applicable general salary adjustment via SRS as follows;

PAYMENT ADJUSTMENTS > GENERAL SALARY ADJUSTMENTS

If the general salary adjustment is originating from the Ministry HR, the

respective back office is to ascertain any adjustments pertaining to their

remit are successfully concluded prior to forwarding to Central Salaries.


30.2 One Time Payments- Employees on Suspended / Unpaid Status

Description: To report salary emoluments / one-time payments due to employees

whom are currently on a suspended or unpaid status.

This process is intended to report any salary emoluments that need to be paid out to

an employee whom is still scheduled to remain on an unpaid / suspended status post

payment. (E.g. Paying out the previous years’ performance bonus to a Director whom

is currently on a not paid status due to his current deployment with another

government entity which is not found on the main DAKAR payroll.)

PROCEDURE:


within the applicable SRS form/s.

STEP 2 – Report temporary resumption of duty via SRS as follows;

RECRUITMENT>RESUME DUTY

(This is necessary to allow the Central Salaries Section to temporarily open the

salary payment facility).

N.B It is imperative to advise within the forms’ comment box that the

resumption of duty is solely to process a time payment and is to be closed

once this has been duly settled. All other unrelated salary variables such as

basic pay, NI, etc (if applicable) are to be indicated as non-payable and

suspended.

STEP 3A (Ministry HR originating request) – Report the required salary

adjustment to the respective payroll office on the applicable SRS form

together with all pertinent documentation. (E.g. Overtime or Allowances)

STEP 3B (Payroll originating request) – Report the required salary adjustment

to Central Salaries on the applicable SRS form together with all pertinent

documentation. (Refer to Annex 1 for salary adjustments related to Central

Salaries)

STEP 4 – Once the required adjustment has been finalised, report the re-

suspension of the salary payment facility via SRS as follows;


N.B – Omitting suspension of pay might result in overpaid salaries.


31. Cash Payment Supplement

31.1 General Cash Payment Supplements

Description: To report salary adjustments related to the cash payment supplement.

N.B - Cash payments are awarded annually to Public Officers in Salary Scales 1 to 4

and 17 to 20, as shown at ‘Appendix A’ of the collective agreement for employees in

the Public Service - 1st January 2017 - 31st December 2024.

Cash payments are paid in two 50% instalments - one in January and one in June of

every year. Persons whose salary scale is pegged to a percentage (e.g. 50% of Scale 1)

or are on reduced hours, should have their cash payment apportioned accordingly.

This process should be used for all adjustments related to the cash payment

supplement.

PROCEDURE:



STEP 2 – Report the necessary adjustment/s related to the employee’s cash

payment supplement together with concise descriptive comments relating to

the cash payment supplement via SRS as follows;



32. Fringe Benefits

32.1 Processing Fringe Benefits

N.B – Due to the different taxation parameters applicable to fringe benefits, such benefits are to be

clearly denoted and reported as such.

The SRS user is to report all related fringe benefits requests thru’ the applicable SRS forms found in

the EMPLOYEE ALLOWANCES category.

New Fringe Benefit (Setting up): Proceed to SRS 21.1 for the applicable procedure.

Fringe Benefit deductions: Proceed to SRS 21.2 for the applicable procedure.

Stopping a Fringe Benefit: Proceed to SRS 21.3 for the applicable procedure.

In all the above procedures the user is to substitute allowance/s with the applicable fringe benefit/s.

It is of utmost importance to indicate/ denote the reporting of fringe benefits within all the applicable

form comment boxes.


33. Part-Timers

33.1 Processing Part-Timer Wage Returns

Description: To report due part-timer emoluments


N.B – This form is to be utilised to report due emoluments for part-time employees

that do not work in accordance to a regular working schedule.

Any part time employee due to pay National Insurance is to be duly indicated.

Part time employees who are also employed on a full-time basis are taxed at 15% of

all part time gross emoluments up to the first €10,000 and at 25% thereafter.

PROCEDURE:


within the SRS donation form. Most notably the signed and certified part-

timer wage return sheet.

STEP 2 – Report the part-timer wage return / due emoluments together with

any related National Insurance & taxation instructions if applicable via SRS as

follows;

RECRUITMENT > PART-TIME WAGE RETURNS

OR

RECRUITMENT > PART-TIME WAGE RETURNS (BULK)

FOR MULTIPLE PERSONNEL BATCH PROCESSING


APPENDICES

APPENDIX 1 (ROLES AND RESPONSIBILITIES OF THE 3 PRIMARY PAYROLL STAKEHOLDERS)

Cen

tral

Sal

arie

s

•Recruitment

•Terminations

•Promotions

•Progressions

•Assimilations

•Placements

•Changes in work Schedule

•Interdiction

•National Insurance

•Refund calculations

•Salary / allowance Arrears

•Alimony Payments

•Supplementary payments

•External paypoint Transfers

•Pay deductions due NI adjustment

•Unpaid /Sick No pay deductions.

•FS7 Reconcilliation

•Cheque Printing

•Printed Payslips Routine

P&

SDR

PS

•Full data backup

•Increment rollover

•EPS Variables update

•Payroll calculation

•Creation direct bank

•Bank reconcilliation statement

•Electronic Payslips

•Report Generating

•Refund vetting

•Supplementary vetting

Lin

e D

epar

tmen

ts

•Creation of permanet allowance

•Overtime

•Changes in Bank Accounts

•Internal transfers

•Pro-rata statutory bonuses entries

•Allowances and pay deductions not affecting NI

•Sick Leave 1/2 Pay deductions.

•Cash Payments (Scales 1-4, & 17-20)


APPENDIX 2 (SUPPORTING DOCUMENTATION)

Documentation Description

Manual of Procedures – Government Payroll System

(Research & Personnel Systems Directorate, P&SD.

Version 1.4 October 2016.)

Defines the duties and responsibilities of the

principal Stakeholders involved in the computation

and payment of employees, students and apprentices

paid through the Dakar Payroll System.

Public Administration Act (Cap 497) Sets the general framework for Salary

Directive 4.1 - Standards for Service of Excellence

Offered by the Public Administration to the Public

and to Public Employees.

Determines time frame for communication between

both parties

Directive 8.1 - Decision-Making Standards Related

to HR Entitlements and Services offered by the

Public Service to its Employees

Stipulates timeframes related to employee

information requests.

Manual on the Procedure and Computation of

Salaries (Research & Personnel Systems Directorate,

P&SD.)

Stipulates procedure for the payment of salaries,

computation of payments and categories of pay.

Manual of Allowances (Research & Personnel

Systems Directorate, P&SD.)

Stipulates procedures related to allowance payments

and standard allowances paid across all Ministries.

P&SD Circulars Any circulars related to the Public Service payroll

function issued by the People and Standards Division

– OPM.

P&SD Research & Personnel Directorate -Salary

adjustment form submission and payroll closing

dates schedule.

The annual schedule issued by P&SD – RPS which

includes salary reporting, adjustments and payroll

closing dates.

Manual of Resourcing Policies and Procedures

(PSMC)

Stipulates procedures related to resourcing and

deployment of employees.

Manual of Special Leaves (PSMC) Stipulates procedures related to leave administration.

Manual on Work-Life Balance Measures (PSMC) Stipulates procedures related to special work

arrangements applicable to employees.


APPENDIX 3 (PROCESS WORK FLOWS ACROSS SECTIONS)

Work Flow

SRS Process Ministry HR Back Office / Payroll Central Salaries

Acting Allowance

Allowance

Allowance (Bulk)

Allowance Deductions

Allowance Deductions (Bulk)

Appointment

Appointment not confirmed

Bridging (Point to Point)

Cash Payment

Change Alimony Payment

Change in Banking details

Change in Contact Details

Change in Contract/addendums

Change in ID Card No/Passport No

Change in Personal Details

Change in Shift

Change in Taxation Status (%)

Change in Taxation Status (not %)

Change in Working Hours

Confirmation of Appointment

Contract Renewal/Extension

Deduction after Tax/Addition after Tax

Deduction after Tax/Addition after Tax (Bulk)

Deputising Allowance

Employee donation per pay

Enforce Garnishee

Enforce Interdiction

General Salary Adjustments

Half Pay Sick Leave Deductions

Incoming Inter Ministerial Employee Transfer

Increment Approval/Withholding (Bulk)

Increment Approval/ Withholding

Intra Ministerial Employee Transfer

Issue Revised FS3 up to 2010

Issue Revised FS3 Post 2011

Lift Garnishee

Lift Interdiction

Marriage and Spouse Details

Maternity Leave

New Alimony Payment


SRS Process Ministry HR Back Office / Payroll Central Salaries New Email Address New Employment

New Employment (Bulk)

One-time employee donation

Outgoing Inter Ministerial Employee Transfer

Overtime

Overtime (Bulk)

Overtime Adjustment

Part-Timer Wage Returns

Part-Timer Wage Returns (Bulk)

Pay withholding and suspension

Payments to an ex-Employee

Progression, Placement, Assimilation, Promotion `

Recurring Alimony Payment

Recurring Alimony Payment (Bulk)

Recurring Garnishee

Refund / Overpayment

Resume Duty

Retention of Same number of Working Hours

Stop Alimony Payment

Stop Allowance

Stop Payment

Sunday and Public Holiday Allowance

Supplementary Payment `

Suspension of NI `

Suspension of Tax `

Temporary Employment/One Time Payment `

Temporary Employment/One Time Payment (Bulk) `

Termination `

Unpaid Leave Deductions `

• CONTINUOUS GREEN FLOW INDICATES A PROCESS FLOW ACROSS ALL SECTIONS.

• RED CROSS OUT INDICATES THAT PROCESS FLOW WILL NOT PASS THROUGH THE SECTION.


APPENDIX 4 (SRS PROCESS MAPPING)

Absence From Work

Maternity Leave

Half Pay Sick

Deductions

Unpaid Leave

Deductions

Employee Allowances

Allowance


Acting Allowance

Deputising Allowance

Allowance(Bulk)


(Bulk)

Stop Allowance

Cash Payment

Sunday & Public

Holiday Allowance


Employee Transfers

Intra Ministerial

Transfer

Incoming Inter-

Ministerial Transfer

Outgoing Inter-

Ministerial Transfer

Employment Termination

Termination

Payments to an Ex-

Employee


Garnishee-Interdiction - Alimony

Lift Garnishee

Enforce Interdiction

Lift Interdiction

New Alimony Payment

Change Alimony Payment

Stop Alimony Payment


Recurring Garnishee


(Bulk)

Enforce Garnishee


Donations

Employee Donations

Per Pay

One-Time Donation

Update Personal Details

Change in Contact Details

Change in ID Card no. / Passport

no.

New Email Address

Change in Banking Details

Marriage and

Spouse Details

Change in Personal Details


Overtime

Overtime

Overtime (Bulk)

Overtime Adjustment


Recruitment

New Employment

Contract Renewal

/Extension

Change in Contracts / Addenda

Confirmation of

Appointment

Appointment not

Confirmed

Increment Approval /

Withholding

Progression / Placement /

Assimilation / Promotion

BridgingAppointment

Resume Duty

New Employment

(Bulk)

Increment Approval /

withholding (Bulk)

Temporary Employment / One-Time

Payment

Temporary Employment / One-Time

Payment (Bulk)

Part-Timer Wage

Returns + BULK


Change in Working

Hours

Retention of Same

Amount of Working

Hours

Change in Working

Hours

Change in Shift

Payment Adjustments

General Salary Adjustments

Stop Payment

Supplementary Payment

Refund / Overpayment


Suspension of Pay

Pay withholding

& Suspension

Tax Status -FS3 - N.I

Change in Taxation

Status (%)

Change in Taxation

Status NOT (%)

Suspension of Tax

Suspension of NI

Issue Revised FS3 up to

2010

Issue Revised FS3 - 2011 to Present Day

Deduction after Tax / Addition after Tax

Deduction after Tax / Addition

after Tax(Bulk)


APPENDIX 5 (SRS PROCEDURAL MANUAL – VERSION CHANGES / ADDITIONS)

VERSION RELEASE DATE CHANGES / ADDITIONS

1.11 29TH OCTOBER 2018 NIL – INITIAL MANUAL PUBLISHED

1.2 28TH NOVEMBER 2018 NEW ONE TIME DONATION

PROCESS. NEW REVISED FS3 UP TO 2010

PROCESS. NEW REVISED FS3 2011 – PRESENT

DAY PROCESS. NEW SUNDAY & PUBLIC HOLIDAYS

PROCESS. NEW PART-TIMER WAGE RETURNS

PROCESS. NEW APPENDIX 5- TRACK MANUAL

CHANGES UPDATED PROCESS MAPPING

SRS - Procedural Manual

Documents

Transcript of SRS - Procedural Manual