Category Archives: Leave Management

Why is online attendance management system important?

By | Cloud Computing, Employee Attendance, Leave Management, Payroll | No Comments

Attendance management system holds great relevance when we talk of productivity at workplace and profitability of an organization. Tracking employee attendance can help a company grow and prosper in its respective business domain. It further ensures efficient and smooth operations.

online attendance management

Take the case of an employee working in the accounts department of an organization whose office timings are from 10 in the morning till 6 in the evening. If he reports late to office regularly but leaves on time, it is quite likely that he will not be able to complete his regular tasks on time and that too with perfection. This, in turn will hamper his performance as well as the company’s overall productivity.

In such instances, the online attendance management system will help the human resource department keep a tab on the chronic late-comers, talk to them and check the issue. Earlier, when the employee attendance was recorded either manually using pen and paper or in excel spreadsheets on the computer systems, it was not so easy to identify the late-coming employees. With delay in access to metrics on attendance in legacy, there was always a negative impact on productivity of the employee in question, the respective department and the organization as a whole.

Tracking Employee Performance

An efficient and effective online attendance system helps the human resource employees to learn which employees avail the maximum leave, leave without intimation or approval from their reporting managers or leave the workplace in the middle of the day.

Online attendance management system plays a key role in the accurate computation of salary. Several sectors such as media and Information Technology (IT) require their employees to work in shifts for meeting the work schedules and project timelines. The cloud-based attendance system will enable the respective employees of the human resource and finance division to do the calculations with precision, with almost negligible possibility of causing errors. As a consequence, it will not generate dissatisfaction among the workforce and they will be motivated to give their best to whatever task they undertake.

Simplified Process with Automated Calculations

Online attendance and payroll has simplified the lengthy and complex calculations involved in computing overtime and variable pay components which otherwise were very time-consuming and in most of the cases, the chances of discrepancy were high.

Enforcing Discipline

Another benefit of migrating to online attendance system is that it will help enforce a sense of discipline and punctuality among the workforce. Work ethics cover principles such as adherence to the company policies, mutual coordination and support, commitment towards organizational goals, and taking up the responsibility for one’s work. Attendance is also an indispensable part of the code of ethics at the workplace. If an employee in a specific department reports late to work, other employees in the department may also start following a similar trend of coming late to office. This disturbs the coordination and collaboration among the employees within the department, as a consequence of which, work is affected.

Doing Away with Paperwork and Filing

Previously, in the absence of online attendance management system, the organizations had to maintain multiple registers, which made it quite difficult for them to keep track of the employees’ daily in-time and out-time. Thus, it was very tedious and time-taking task to ensure punctuality in attendance.

Boost in Productivity

Being punctual and reporting on time enhances the productivity of a business enterprise. Reporting to work on time will ensure timely execution of the assigned tasks in a seamless manner, enabling the company to scale great heights in its respective industry of operation. The efficient attendance system brings commitment and professionalism to the workplace along with punctuality. It also generates goodwill among the employees.

Easy Remote Access

Moreover, a cloud-based attendance management system will make all the employee attendance details available at one place that can be accessed by the employees from anywhere. This will reduce their dependency on HR department employees for information and will lend more transparency to the entire system.

The evolution of online attendance management system has done away with the hassles and tediousness of the traditional modes of employee attendance records such as manual entries and record maintenance on excel spreadsheets. It has revolutionised the attendance system, thus improving the productivity of the organization without compromising on the employee motivation.

Online Leave software helps analyse employee’s leave trends

By | Employee Attendance, Leave Management, Payroll | No Comments

Employees are the productive assets of an organization. However, increased absenteeism adversely hits the profitability of an enterprise, irrespective of whether it is a small and medium enterprise (SME) or a big corporate house.

Take the case of an employee working on a highly critical project, wherein the project deliverables have to be delivered to the client on a weekly basis. All of a sudden, the respective employee goes on leave citing some personal reasons. Now, the company is faced with a catch-22 situation wherein it does not know how to meet the project deadline with no available resource as a backup. As a consequence, the project deliverables are either delayed or they are delivered on time albeit with compromises on quality. In turn, it is likely to impact the company’s name and reputation with the client. At times, the word might go across the specific market segment of company’s business line.

OnVacationPost

To minimise the instances of employee absenteeism leading to declined productivity and adverse hit on company’s image in its segment of operation, some concrete steps must be taken to ensure the availability of resources for critical deliveries. Keeping a record of employee’s leave trends could be a starting point to study the leave patterns before planning for back-up resources.

Analysis of the leave trends will help the enterprise to learn about the leave patterns of the respective employees. Studying the leave patterns of an employee over a period of time will give the company an insight into when the chances of that employee going on leave are the highest.

However, keeping track of leave trends of the employees on an excel spreadsheet through charts such as line charts and column charts, diagrams and tables is tedious, time-taking and more vulnerable to making mistakes.

To make optimal utilization of time, efforts and enhance productivity of the employees in the human resource department, the business houses are migrating to online leave management software.

Online leave software will free the enterprises of the hassles related with analysing the employee’s leave patterns manually or through excel spreadsheets. Such a software application will allow the human resource employees to know during which months, absenteeism rates are high and when attendance at the workplace is maximum. Generally, it is observed that most of the employees take leave during festivals and also when a working day falls between holidays so that they can plan a long vacation with their family and friends. In companies where the employee’s current leave balance lapses at the end of the calendar year or the financial year, the employees often go on leave around that time to exhaust their remaining leave balance.

A robust, cloud-based leave management software will let the employees generate reports and dashboards, which will shed light on the frequency of leave that each employee avails. It shows the days when absenteeism is high in almost all the verticals of the enterprise. For instance, Monday and Friday in a business operating five days a week, or Saturday in other cases, may record the maximum number of absentees with employees enjoying an extended weekend.

The leave software will allow the employees in the HR division to predict whether the respective employee generally goes on a one-day leave, three-four days leave or a period of leave stretching beyond one week.

With all the employee leave information (leave balance, frequency of taking leave, number of leave taken in that particular month) at one place, the human resource employees can come to know when two or more employees working in the same project are going on leave around the same time. In this case, they can talk to the employees in question and come up with a solution in the best interest of the employees, also falling in line with the organization’s objectives.

Using the leave management software, the HR employees can conduct a comparative analysis of the leave availed by the employees working in different departments at different times of the year.

Online leave software helps the employees in the HR department know the frequency of leave taken by employees sitting in other locations in the country, with the organization having their business operations spread across different zones.

The leave trend analysis is done with 100 percent precision and the chances of errors are negligible with a reliable payroll and leave management system.

Online leave software has made it simple and easy for the enterprises to monitor the leave trends of the employees, helping the enterprise meet its strategic objectives by leveraging on the available headcount information. As a result, the organization’s productivity, revenue accruing from sales and also customer service will improve considerably, helping to win the clients’ confidence unmistakably.

Is Time & Attendance delaying your Payroll?

By | Employee Attendance, Leave Management, Payroll | No Comments
Time-Money

Time & Attendance is key input for your Payroll. Human Resource and finance departments in any business organization spend ample time to collect Time & Attendance data and process payroll. Employees are the backbone of a business enterprise. Any irregularity in their salary or leave calculation is most definitely going to generate unrest and dissatisfaction among them and will eventually affect the functioning of the enterprise. Payroll system covers sensitive employee information with respect to their remuneration, timesheets, time & attendance and leave records, and also taxes and deductions, whenever applicable. Timesheets and maintenance of attendance records are central to payroll processing, so it must be calculated with 100 percent accuracy and precision.

Earlier, when the processes were not automated, the business firms had to keep a record of the employees’ confidential information manually. The employees’ in/out timings were recorded in physical documents that were used for salary processing at the end of payment cycle. In addition to the employees’ in and out timing, other time and attendance factors to be taken into account for payroll include shift differentials and overtime calculation. But, before this, the timesheets need to be approved by the reporting managers of the employees, which take up time as well as efforts of the respective department in charge of it. Now, another catch in this scenario is that the employee may be reporting to more than one manager simultaneously. This will make the entire process cumbersome.

The HR department employees are also charged with the responsibility of furnishing the approved timesheets and accurate time and attendance details to the finance department employees on time, thereby avoiding any delays in salary processing. A slightest error in its computation could have an impact on the employees’ compensation.

In the manual payroll processes, the employees in the HR department experienced problems in accurately tracking the start/end timings of the employees with respect to their specific tasks as well as a detailed breakdown of the tasks. Further, the timesheets hold due relevance in recording start/end timings related to the particular tasks and projects they are handling within a business enterprise.

Likewise, the employees’ time and attendance records were also maintained manually, raising the chances of committing errors a little further again. Let’s consider a scenario here. If some of the employees forget to sign in the attendance register or get the flexibility of working from home, there could be a possibility that the corresponding entry wouldn’t have been made in the register, it is assumed that the employees was on leave on that particular date. This might result in leave or salary deduction for the employee and lead to employee dissatisfaction towards the payroll management department. In either case, it is a lose-lose situation for the employee as well as the employer.

Migrating from manual processes of recording time & attendance to maintaining details on electronic spreadsheets also did not solve the problems of the employees working in the human resource department. Though, it offered them some relief as all the calculations could be done in the spreadsheet using formulas and all the information was available at the click of a mouse.

With so much competition in every sphere of business, the enterprises resorted to cloud computing, the emerging trend in Information Technology (IT) to automate the time and attendance tracking of their employees. Cloud-based software offers the firms ample benefits that bring a significant impact on their business such as a reduction in their operational cost and effective time utilization, thereby improving productivity.

Migrating to cloud-based software applications significantly brings down the enterprise’s expenses incurred on IT, which includes installation, configuration and maintenance costs.

Working on cloud applications saves the time and efforts of the HR department employees, who can devote that time to other more important and productive tasks, based on priority.

Cloud lends the HR department employees the flexibility to approve timesheets from any remote computing device with internet access. The Finance department employees can also export data for salary processing to the payroll system from any place they can access internet.

Moreover, Cloud-based time & attendance software gets upgraded automatically without any effort on the part of the subscribing enterprises. These system upgrades come without incurring any additional cost, over and above the subscription fees.

Switching to cloud computing enables the business enterprises to carry out the payroll processing smoothly and efficiently. It ensures calculation of timesheets and attendance with accuracy and precision, making the cumbersome processes simpler. With the manifold benefits of cloud-based time and attendance software discussed above, your business ventures can boost their operational efficiency by a substantial decrease in cost and optimum utilization of time.

Employees Attendance System, its role & importance

By | Employee Attendance, ESI, Leave Management, Payroll | No Comments
Employee Attendance System

In any business organizations, tracking of employee time and attendance is one of the most critical factors that affect the overall profitability of the business operations as also the prospects for future growth. It becomes cumbersome for businesses to manually track when individual employees enter and leave office, when are they taking vacation or sick days, and which organizational projects they’re spending their time on.

Under such circumstances, time attendance software can not only record the employee logging time on a daily basis but also add an extra layer of security, accountability and efficiency. A time and attendance system software allows for more efficient payroll and attendance processing. This is a major factor influencing organizations to opt for attendance systems to handle these tasks automatically.

As the name suggests, time attendance software can accurately track hours logged and paid time off. This means that the company can easily put a check on time theft committed by unscrupulous and opportunistic employees in the long run. In addition, it can also make sure certain mandatory conditions or rules are being met.

Some businesses may argue that attendance management software requires costly investment that makes these systems seem out of budget. But with the advancement in the field of information technology, the cost of time attendance systems has become affordable even for the smallest businesses. The installation and deployment of such systems has become simpler as well as the savings in money and time are tremendous.

According to the American Payroll Association (APA), companies that lack automated timekeeping end up having an eight percent error rate on their payroll. The research further points out that an average of 4 hours and 5 minutes are wasted per employee per pay period taking long lunches, being tardy and leaving early.

In the light of these statistics, let us have a look at the advantages of using time attendance software:

Accuracy and reliability:

Employee time and attendance tracking systems are accurate, reliable and provide a great deal of accountability. While the possibility of time theft becomes absolutely zero, this makes the job of payroll processing easier for business accountants and the human resources personnel. The quick and accurate time and attendance records translate to significant savings in the long run and ultimately a healthier profit margin.

Competitive business edge:

With the use of attendance software systems, businesses can gain a clear competitive advantage over their counterparts. In this fast age of information technology, no businesses should leave any stone unturned to be able to leverage every available opportunity to cut overhead costs.

Accessibility and employee satisfaction:

Having the attendance system easily accessible by the employees is very helpful for them to view and submit time-off requests, eliminating questions about how much time employees have accrued, and when they may have taken time off. When the employees can track and enter their work time in a transparent way, it affects their satisfaction level to a significant extent.

Eliminates errors and saves time:

Manual record keeping of employee attendance and time is not just time consuming but also prone to the possibility of errors. Moreover, according to popular perception, manual records can easily be manipulated. An automated attendance system, therefore, can be an effective and reliable solution for almost all sizes and types of companies.

Conclusion:

The employment of time attendance software in an organization can add value by helping businesses spot potential problems ahead of time. Using attendance software not only informs the employees in writing about what is expected, but also helps them self-evaluate their commitment to the organization. The cost of investment in the attendance systems is recovered In the long run and businesses eventually end up saving on time, money and efforts.

What is CTC? What is Take home Salary?

By | Employee Attendance, Leave Management, Payroll, Provident Fund | No Comments
What-is-CTC

Business organizations are bound by an obligation to pay their employees a particular sum of money in return for employees’ services to the company. For the employers, this sum of money, called salary, can be described as the cost of acquiring and retaining human resources for running business operations. From the point of view of the employees, salary can be viewed as the money and/or benefits earned under the employer-employee relationship to meet their personal expenses.

Usually, the salary for all employees performing similar work in similar industries in the same region is in a particular range. They are governed by the market pay rates and the minimum permissible wages according to the laws and regulations governing the area of operations. But, it should be understood that specific skills, competency and certifications are factors that may result in difference in salary structures.

It is common knowledge that salary consists of basic pay, housing allowance, dearness allowances, and others. While some allowances are taxable, others are either fully or partially exempt. New entrants of the corporate world may be fascinated at first by the astronomical salaries that they are hired at. But they are often disappointed when their first salaries turn out to be lower than their expected calculations.

So, what makes up for this difference? It is necessary to understand that the take home salary is not what is mentioned on your appointment letters. Let us discuss some aspects of the break-up of your salary structures to be able to make out the difference between similar sounding technical terms related to salary.

What is CTC?

Cost to Company (CTC) is in fact the salary package that is offered to an employee. What most employees do not understand in their first jobs is the fact that the CTC is an indicator of the total amount of expense that an organization is incurring for an employee in a year, including all the facilities an employee is getting during the service period.

This means that the CTC is not the actual salary of an employee, but a sum total of all the costs associated with an employment contract. It signifies the cost that a company would incur on you as an employee. Quite surprisingly, a major part of CTC comprises of compulsory deductibles, including those for provident fund, medical insurance etc.
It is to be noted that the salary and other perquisites that your company pays you, actually translate to some cost for them and hence the term. So, they form a part of your compensation structure but you do not get them as a part of in-hand salary. In other words, benefits increase your CTC, but they do not increment your net salary.

What constitutes your CTC?

Your basic salary, Dearness Allowance (DA), HRA, Medical Allowance, Conveyance Allowance, Medical Allowance, Incentives and bonus all come under the direct benefits that you get from your employer. These direct benefits coupled with indirect benefits such as Interest free loans, Food Coupons, Medical and Life Insurance premiums paid by company, Income tax savings, and Company Leased Accommodation and saving contributions such as Superannuation benefits, Employer Provident fund Contribution, and gratuity form your total CTC.

As a rule of thumb, CTC = Direct benefits + Indirect benefits + Saving Contributions

What is Take Home Salary?

Take home salary is the amount of money that an individual actually receives after the employment taxes and the cost of benefits and retirement contributions are deducted. While your gross salary is the CTC minus other benefits, your net salary can be calculated by making deductions such as income tax, Social Security and Medicare taxes, contribution to provident fund and so on from your gross salary.

Your take home salary is usually the net salary unless there are some personal deductions like loan or bond repayments, in which case, it becomes even lesser than your net salary.

Take Home pay = Direct Benefits – Income tax – Employee PF – Other deductions, if any

Why is there a difference in CTC and take home salary?

A common reason for difference in the CTC and take home salary is that some portions of your CTC, such as Gratuity, Employer provident fund and Superannuation benefits are added to your long term savings account but do not add up to your monthly take home pay. The other reason of reduced take-home salary is that the income tax is deducted at source by your employer, generally referred to as Tax Deduction at Source (TDS).

So, before being taken away by some seemingly lucrative new job offer, or when considering a salary appraisal or promotion raise, employees should look at what their take home salary will be and not their plump CTCs. Employees should also ensure that they have calculated their tax liabilities with the new income in accordance with the tax policies to figure out the amount they will receive in their paychecks.

We hope this post clears the doubts around understanding the salary break-ups and jargons. All the best for exciting new job offers and pay raises!

Payroll System in India

By | Employee Attendance, Leave Management, Payroll | One Comment
Simplify Payroll

Payroll System is one of the core functions of a business enterprise. It entails working out all the details pertaining to the compensation of the employees which include attendance management, leave management, advances, taxable deductions, and statutory compliance in accordance with the company policies. Payroll System in India could become complex due to many laws enforced on organizations.

Payroll is a crucial human resource function as a slight discrepancy in salary processing might generate dissatisfaction among the employees, resulting in decreased productivity, efficiency, and also high turnover rate.

Earlier, payroll management in India, was done involving a lot of paperwork which was a cumbersome procedure to follow for the employees of the human resource and finance department. Apart from documenting and managing files, the chances of committing errors were high. This procedure was time-consuming and impacted the overall productivity of the company.

Apart from disseminating paychecks to the employees, a lot of time went into other areas of payroll management such as calculating tax deductions, statutory compliances, and working out employee benefits.

This system of payroll management was also not very convenient from the employees’ perspective. Since this system did not lend much transparency to the employees with respect to their attendance and leave details, deductions from the salary by way of taxes and absenteeism, they had to depend on the HR and finance department employees for information. Flipping through numerous files to respond to the employee queries was again a time-taking task.

With the advent of information technology, the companies in their endeavour to make the payroll less tedious and to avoid paperwork, switched to spreadsheet applications such as Microsoft Excel. The employees of the concerned department were able to process payroll in a better way and it consumed less of their time. The spreadsheet made calculations simpler and quicker for the employees as it features formulas and other essential tools such as VLOOKUP and pivot tables for managing large amounts of data.  It also brought down the chances of making mistakes to some extent.

Payroll management on an Excel spreadsheet allowed the employees to get all the information they want with regard to their salary processing, deductions, attendance and leave management faster and with more accuracy. Though, payroll management done on an excel spreadsheet somewhat simplified the procedure, it still remained a time-taking and slow process.

This was the time when the companies felt the need to automate their payroll system in an attempt to resolve the day-to-day issues faced by the employees as well as the business enterprise.

The advancement in the sphere of information technology led to the development of online payroll software which helped the companies streamline their payroll management. The payroll software made computation of salary and recording other financial details very easy for the employees in the human resource and finance departments.

A payroll software helps the employees in the HR department to process salaries of the employees faster as compared to the earlier traditional methods deployed for payroll management. This system is more reliable and consistent with 100 percent accuracy. Hence, the chances of committing errors are negligible.

An online payroll software imparts more clarity in salary processing as it classifies salary under different heads such as deductions and gross earnings and leaves no scope for any sort of confusion. It does not require the employees to enter the ad-hoc earnings manually every month as the payroll software considers the same, prior to salary computation. It also efficiently calculates all the deductions pertaining to statutory compliances such as Provident Fund, ESI, and Professional Tax as well as TDS. The data from an Excel spreadsheet can also be imported directly into the payroll software.

With payroll software, it is easier to lend transparency to the employees with respect to their salary computation. The automated payroll management helps them to track their compensation details in terms of deductions that have been made or the ad-hoc earnings that have been added. It also gives the employees the flexibility to view their salary slips online and also take a print of it, if they so desire.

Upgrading to payroll software offers ample benefits to the company not just in terms of saving time, energy and finances, but also in computing deductions, loans, and advances apart from leave and attendance management.

Leave Management Software can make your life easy

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Management

Leave management is one of the integral human resource functions of a company, be it large business houses or small and medium enterprises (SMEs).

Leave management helps the HR department of a company to keep track of the employees’ leave of absence, which holds due importance from various perspectives. To start with, an employee’s reporting manager can assign work responsibilities to other employees for the leave duration so that the business operations run smoothly. This also leads to developing healthy cordial employer-employee relationships due to adequate handling of employee absenteeism.

Leave management also plays a significant role in payroll with the finance department tracking the current leave balance of employees with respect to the leave taken in a particular month for accurate dissemination of salary.

The traditional leave management process followed by organizations is tedious and time-consuming wherein the employees apply for leave either through a written leave application or an email sent to their reporting manager. The reporting manager faces problems in approving the leave in the absence of other essential details such as the number of leave taken by the particular employee in the past and how many of his team members will be on leave in the given duration.

The process becomes all the more tedious in cases, when the leave application has to be approved by more than one reporting manager. The leave details are often stored in an excel spreadsheet on the computer system where the chances of duplication and resulting errors are high.

With the advancement in the sphere of software technology, the traditional procedure of leave management has given way to the use of leave application software. It is an easy tool for leave management for both, the employees as well as their reporting managers. Leave management software results in saving efforts as well as time, leading to higher productivity and efficiency of the employees.

The leave application software offers ample benefits to the human resource and finance departments of a company as well as the employees in effectively managing their leave records. The software provides the HR department with accurate leave details of the employees, which cover their current leave balance with respect to the different types of leave such as sick leave, casual leave, maternity leave and earned leave, the number of leave they have availed in a particular month, as well as the approval or rejection status of the leave applied for. The software furnishes the leave details of the particular employee availing leave to the reporting manager, which helps him in approving or rejecting the leave in question.

The leave application software allows tracking of the employees’ leave history, which reveals the frequency at which the particular employee avails leave. It results in saving the time of the human resource employees as all the leave information will be visible to the employees and the HR department is not required to respond to their leave queries.

The leave management software also allows the leave data stored in excel spreadsheets on a computer to be imported and integrated with the primary data.

It is required that leave management data is synchronized and integrated with attendance management data. Hence, the finance department is able to process salaries accurately by having access to the complete employee leave information with regard to the leave taken by the employee and his available leave balance, resulting in deductions.

The leave management software only accepts those leave requests that are in accordance with the leave policy specified by the company, thus ensuring 100 percent compliance to the leave policy. With all the employee leave details stored in the software, the chances of making mistakes are minimized.

The leave software also offers multiple benefits to the employees. It gives the employees the flexibility to apply for leave at any time of the day within the confines of their homes. The software lends transparency to the whole system of leave management, which can be accessed by the employees any time they want to and know their leave details.

The leave software also notifies the employees about the status of their leave applications, accumulated leave balance, and leave approvals through email notifications.

Upgrading to automated, cloud-based leave application software makes it simpler to implement your leave policies as well as manage employee leave database online.

Understanding the payroll jargon

By | Human Resource, Leave Management, Payroll | No Comments

It is not necessary that employed people understand the complicated and confusing financial terminology related to their salaries. While salary is a form of periodic payment from an employer to an employee, net salary, gross salary and cost to company (CTC) are various payroll jargon that must be understood clearly. Let us try to understand these payroll terms in a simpler way.

Salary

Before we get to the technical aspects of the salary, let us understand the conditions under which a person is eligible for a salary from his employer. An individual who works part-time or full-time for a company or an individual under a contract of employment, whether oral or written, express or implied, is referred to as an employee.

The person or the company, an individual works for is called employer and the money that he gets from the employer is known as Salary, Income or Wage. An employee’s salary may be specified in an employment contract, whether written or oral, and paid on a defined, regular period basis. On the other hand, piece wages, are paid on the basis of each job, hour or some other unit and are paid separately, rather than on a periodic basis.

However, in case a person has been hired by an organization on contract basis or works as a freelancer in some company, he cannot be said to earn a salary from his job. In this case, his income is classified as “income from business and profession”.

We shall explain various terms related to a salary so that the employees are able to figure out their in-hand salary and not be let down on their CTC/year expectations. Let us first understand the different types of salary:

Cost to company

What is CTC or Cost to Company?: The term should never be confused with the total in-hand annual salary of an employee. CTC or Cost to Company is a term that companies use to calculate the total cost to employ a person. It includes all the costs associated with an employment contract and comprises of all compulsory deductibles including deductions for provident fund, medical insurance etc.

It should be clearly understood that while these deductibles form a part of your compensation structure, you do not get them as a part of in-hand salary. In other words, deductibles increase your CTC but do not contribute to your net salary.

  • What is Gross Salary: This is the amount of salary accrued after adding all benefits and allowances and before making deductions for tax.
  • What is Net Salary: Net salary is gross salary minus the deductions for tax. Or in other words, it is what is left of your salary after deductions have been made.
  • What is Take Home Salary: Also called the in-hand salary, this is usually equal to the Net Salary except for those cases where an employee has some personal deductions like loan or bond re-payments.

Let us now understand different components of a salary in detail. The “salary” must ideally consist of the following parts:

  • What is Basic Salary: It forms the fixed part of an employee’s compensation structure and is the main portion of his salary. As the name suggests, this forms the very basis of a salary, based upon which, many components of a salary will be calculated. A high basis salary usually implies that the employee occupies a high grade in the organization that he is working for, be it a private or a government organization.
  • What are Allowance: This is the amount received over and above the basis salary in the form of allowances such as Dearness Allowance (DA), House Rent Allowance (HRA), Leave Travel Assistance (LTA) , Lunch Allowance, Conveyance Allowance , Children’s Education Allowance, and City compensatory Allowance. These allowances are usually a fixed percentage of the basic salary and can be fully taxable, taxable in parts, or totally exempt from taxes. This amount is received by an individual in addition to salary to meet some service requirements.
  • What are Perquisite: These form a part of the benefits or amenities granted by an employer to his employee. For example: Rent free unfurnished house, Rent free furnished house, Motor car facility, Reimbursement of Gas, Electricity & Water, Club facility, Domestic Servant Facility, Interest Subsidy on Loan, Reimbursement of medical bills, Reimbursement of telephone bills, Benefits derived by employee stock options, and so on. These benefits may be restricted to a limit, which is defined on the basis of employee’s rank or basic salary.

It is interesting to note that perquisites cannot be taxed directly because these are non-cash components. According to the income tax laws, a certain value is assigned to each of these components so that a tax can be imposed on them. As a thumb rule, only those benefits that you use for personal purpose are considered as perquisites.

  • What are Deductions: In contrast to the allowances, deductions are subtracted from the salary of the employees. These can be of two types:
  1. What are Compulsory deductions: Deductions for Provident Fund, Income tax, Professional Tax (where applicable) can be clubbed under this category.
  2. What are Optional deductions: These include recovery for advance or loan if applicable, and voluntary contribution to Provident Fund etc.

It should be noted that there are two aspects of Provident Fund Contribution. Apart from the employee’s contribution, an employer also contributes to his provident fund. This is usually 12 percent of the basic salary and is directly deposited in an employee’s Provident Fund (PF) account. This contribution is only paid out to an employee when he retires or resigns. However, the employee’s contribution to PF is deducted from his monthly salary and deposited in his PF account. This amount can also be reimbursed in cases of need.

So we see that the Cost to the company is the sum of Gross salary and the Benefits that an employee receives from the employer in the form of medical insurance, provident fund, laptop and so on. However, the net salary is only calculated after deductions for taxes and recovery for loans have been made.

The applicable taxes are calculated depending upon the taxation policies of the government and some policies that may differ for each organization.

  • What is Pay Slip: This is a formal document of how much money an employee has earned and how much tax or insurance has been deducted. It comprises of a detail the gross income and all taxes and any other deductions such as retirement plan or pension contributions, insurances, garnishments, or charitable contributions taken out of the gross amount to arrive at the final net amount of the pay or the in-hand pay.
  • What Form 16: There is a provision of Tax Deduction at Source (TDS) wherein an employer deducts taxes for all salaried employees of the organization at source. In such cases, the company must issue a Form 16 issued under section 203 of Income Tax Act (India) for Tax, which contains the details about the salary earned by that employee and how much tax is deducted. This tax is paid to government of India directly by the company and Form 16 is the proof of employee’s income and tax paid to the government.

This article to explain the terminology of payroll is a part of Brio’s endeavor to create awareness and dispel ambiguity among the working professionals regarding their understanding of salary and the different components of the salary slip.

Online Payroll vs Desktop Payroll vs Microsoft Excel Payroll / spreadsheet payroll

By | Business, Employee Attendance, Human Resource, Leave Management, Payroll | No Comments

Online Payroll vs Desktop Payroll vs Microsoft Excel Payroll / spreadsheet payroll

Payroll Comparision
Today businesses are in dilemma over the tool they should be using for their payroll. Its Online Payroll Vs Desktop payroll Vs Microsoft Excel Payroll / Spreadsheet Payroll. Traditional methods of maintaining payroll, attendance and employee information are tiring, time taking and confusing. Small and medium businesses often go for Microsoft Excel-based payroll or spreadsheet payroll, while those who are looking for more advanced solutions prefer desktop payroll software. However, both these options come with a number of limitations and may not offer you all that you are looking for. Online payroll software is the most efficient way to take care of all your payroll needs.

1. Installation, upgrades and maintenance
Desktop payroll software as well as Microsoft Excel payroll needs to be installed. Unfortunately, the trouble does not end there. Both of these payroll solutions require manual upgrades and need regular maintenance. On the other hand you do not have to waste your time on installation in case of Perk Online Payroll Software. You will not have to worry about upgrading as Perk Payroll Online software doesn’t need to be upgraded manually. This efficient payroll solution does not require regular maintenance.

2. Security and data backup
One of the main concerns raised by every user is regarding the safety of the data. Microsoft Excel payroll has the lowest security level whereas the security level of desktop payroll software is average. Online payroll software offers high security level to make sure your valuable data is secured.

In case of Perk Online Payroll Software, Brio, the payroll application vendor is responsible for data backups. This advantage is not available in the other two payroll options where the user is responsible for data backups.

3. Accessibility
Online payroll software can be accessed from anywhere and at any time. In case you want to access desktop payroll software or Microsoft Excel payroll on web, you will have to take the help of a virtualized software.

Perk payroll online software offers you Employee Self-Service (ESS) through which your employees may access the data whenever they want. ESS may help improve collaboration in the organization. Employee Self-service feature is restricted in Desktop based payroll. In case of Microsoft Excel payroll, this feature is not possible.

Multi user feature is available in online payroll software whereas it is restricted in Microsoft Excel payroll as well as desktop payroll software.

4. Price
Online payroll software comes for a reasonable price. Unlike desktop payroll software where you need to pay upfront, Perk Online Payroll Software offers you the option to pay as you use.

Online payroll software has an upper hand over the other two payroll options almost in every category. Unlike Microsoft Excel payroll, there is hardly any room for copy paste errors and clerical errors in case of online payroll software as well as desktop payroll software. Online payroll software is simple, easy to use, extremely efficient, and worth every penny you spend on it. It is an advance solution which overcomes all the limitations of Desktop Payroll software as well as Microsoft Excel Payroll.

Time and attendance software or Online attendance software

By | Employee Attendance, Leave Management, Payroll | No Comments

Can a Time and Attendance Software or Online Attendance Software help companies grow?

Online Attendance Software

It is a well-known fact that if employers get to focus on their core businesses, it can translate to a huge profits for their company. This is probably the reason why many companies employ effective and efficient means for time and attendance management. A mature time and attendance software or online attendance software enables efficient processing and enhanced focus on their core competencies.

Payroll processing can get complex and complicated at times, especially for companies with a large employee base and many employment modes such as part-time, hourly-paid basis, contractual or temporary employment, work-from-home mode, and the regular full-time employment.

In such a scenario, online attendance software can mean reduced financial and administrative costs and in turn, increased productivity. All the features of the Perk payroll for online time and attendance management can take care of all the needs of time keeping and attendance management of the diverse workforce.

Companies using online time and attendance software such as Perk Payroll can easily avoid the delays and errors in consolidation of payroll data of employees working from multiple locations. With employee leaves having been integrated with their time cards, the last minute rush to compile the data needed to generate payroll can be said to be a thing of the past. So, errors in payroll can be eliminated as an added benefit of time and attendance software.

With different organizations using different tools to record the attendance of their employees, capturing the attendance accurately can be a major problem for employers. Using Perk’s  online attendance software can make it easy to import attendance records from the various possible options such as attendance registers, biometric or RFID time recorders and door access control or software.

With Perk online payroll, you can enjoy the benefit of multiple ways to capture the attendance of your employees because it enables you to:

  • Import attendance from Microsoft Excel

  • Get your time recorders and door access controls integrated

  • Update the attendance data easily using bulk attendance updating tools

  • Use online forms to capture check in and check out of your employees

Perk payroll also empowers you to use any of the various alternatives of recording attendance according to the varying functions of different job roles. While it may be necessary to record the Daily Check In / Check out Timings for administration personnel, employees of the marketing department can only be marked with present or absent. The monthly attendance like number of days present, absent, holidays, and leaves of all the employees at all the geographical locations can be calculated easily using the online attendance software.

Moreover, recording the early, late, short hours, and overtime of the employees becomes important for their suitable compensation, motivation, and employee self-assessment, especially at the time of performance appraisal.

So it is no secret that a company can save a lot of money, time, effort, and can make the management of employee leave all the more easier, simply by switching over to an efficient and effective online time and attendance software.