District Treasury, Vellore. Manual for PAYROLL 8.1 1
District Treasury, Vellore.
Instruction Manual for preparing Salary Bill and ECS for Salary & Non- Salary Bill using Payroll 8.1 Version
To Install the payroll software, follow the steps below:-
Step 1: Open the CD
Step 2: Open the Folder “Payroll 8.1”
Step 3: Double click “setup.exe”
District Treasury, Vellore. Manual for PAYROLL 8.1 2
Step 4: Click “Continue” button.
Step 5: Enter the DDO (eg. Headmaster, BDO, CEO, DEO), Office and press “OK”
Step 6: Press “OK”
Step 7:
The Payroll 8.1 software will be installed in C:\PAY8.1
If you want to change the path, press the Change folder button (i.e. as shown in the above picture.)
Step 8: Press “Continue” and wait until it will show the message“State Govt. Payroll software setup was completed successfully”, and press “OK”
Step 9: Open the “Update” folder in the CD.(see Step 2 picture)
Step 10: Select all file and copy it. Goto the location as you installed the payroll software (i.e. See Step 7 Picture, in this example “C:\PAY8.1” ) and paste the files
Now the Software is ready to USE.
District Treasury, Vellore. Manual for PAYROLL 8.1 3
Step 1 : Double click the tnspay81.exe
Step 2 : Enter the password “nic”
Step 3 : To update the System settings ->
1) Goto -> System -> Settings -> Salary Settings 1) Enter the paymonth & Year
17) DTA/PAO Code -> 23A 17)DTO/PAO -> District Treasury, Vellore 18) ECS -> NSD & Salary
2) Non-Salary settings ->
1. D.O.Code -> Drawing Officer Code
2. D.O. -> Designation of Drawing Officer
Step 4 : To update Master Entries -> Goto Master -> 1) Designation -> Code -> Enter the Serial No.;
Designation -> Enter the Designation name from Head of office to „D‟ grade employees;
Click Save & Revert and after enter all the designation click Close.
2) Seal -> Scode -> 001 Details-> Designation with address DOCode -> Drawing Officer Code; Click Save & Close.
3) Bill Code -> Serial No.; Description -> Permanent or Temporary; Seal : Select the Seal for the Bill; Bill Type -> as the case may be; ECS Bill -> select „YES‟; Click Save & Close.
District Treasury, Vellore. Manual for PAYROLL 8.1 4
4) Government Order -> G.O.No.Code -> Serial No.; Govt.Order No.-> Enter the G.O.No. Click Save & Close.
5) Enfacement -> D.P.Code -> Enter D.P.Code and Major Head for the Bill Save and Close.;
Dues D.P.Code -> Enter Dues code for the Bill as per the Enfacement Slip. Click Save and Close.
(If the head differs for the each and every bill Select the bill and do the above process for all the Bills.)
6) NSD Details -> Non-Statutory Deducation Name shall be changed as per our requirements. Click Save & Close.
7) NSD Code -> NSD Code -> Sl.No.; Name, Bankcode & Account No. -> Name of the Account to which the NSD
Amount should be credited; Credit Type -> Group. Click save and close. (If NSD Amount credit to more
than one account we can add more NSD Code in this option by the same process.)
8) D.P.Code -> Select the Bill Type -> enter the corresponding D.P.Code. Click Save & Close.
9) Section, Post in the Master Menu need not be updated. For , Bank & Branch Copy Bank.dbf & Branch.dbf
from SALNSAL->Master folder and paste it in Payroll8.0->Data folder.
Step 5 : Go to Entry Screen ->
1) Detailed -> 1) Emp.Code (Enter S.No. for employee) 2) Designation ->select the related desig 3)Bill -> select the related bill of employee 4) Order -> enter the no for printing
purpsose designation wise (Eg. 001,002) 5) Select New or Old pay 6) Name 7) Scale 8) Enter the increment month (Eg. 01,04,07,10) 9) Sex 10) P.tax ->No 11) G.O.-> select the related G.O 12) Quarters -> select the Quarters Type (or) not in quarters if not available 13) Tick the rent % if quarters selected 14) PF type -> GPF or CPF or TPF 15) PF no of the employee 16) Suffix 17) Basic Pay (if Newpay selected enter the Pay after deducting the Grade Pay) 18) Enter P.P. and S.P. if any 19) DOB,DOJ,DoJ in Pre.Post 20) Enter HBA,MCA,PAN,HDFC no if any 21) Bank Code ,Account Number (if bank code and Account Number not entered while adding use Entry->ECS entry option) Click Save & Revert.
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2) Dues, Deduction and Remarks Entry -> Enter the employee code -> Press TAB till the Name column -> and then Click the „DUES‟ -> Enter the MA and Spl.Pay and Other Allowances,FTA if any and then click „Close‟ -> and then click Deductions -> Enter the relevant deductions and in the Long Term advances column - > enter the recovery amount and enter the Instalment number in the next box . For HBA,MCA,MA ( the first column should be entered as „P‟ for Principal and „I‟ for Interest) for MCA „Vehicle Type‟ should be selected -> Click Close and then click the Remarks -> Enter the remarks if any which will be
District Treasury, Vellore. Manual for PAYROLL 8.1 5
printed in the Pay statement -> for PLI Entry separate entry should be made in Entry -> PLI Entry -> Employee Code -> PLI no and Amount -> Save and Close.
3) Entry -> NSD Entry -> Enter the Emp.Code -> Enter the NSD amount to be recovered from the employee in the relevent recovery column; Inst. & Number -> enter instalment & Number for the recovery if any; L.Code -> NSD Code No. (entered in the Master -> NSD Code Option) to Account in which the NSD Amount should be credited. (when the L.Code Entered the NSD Details, Account No. will be displayed in the Column mentioned below.) click Save & Revert. After entering for all the employee click „Close‟.
The details of the all the staff may be entry by the same process. After completion of all the staff details do the following process for reporting & printing.
Step 6 : Go to Administration -> 1) Indexing, 2) Calculation -> Pay. Step 7 : Report ->
1) Pay Statement -> Select the Bill and Click View to View Pay Statement; Print-> Print the Pay Statement.
2) Schedule > Pay Bill > Select the Bill and Click View > View Pay Bill Schedule; Print -> Print the Pay Bill Schedules.
3) Pay Bill Outer -> Select the Bill and Click View -> View Pay Bill Outer; Print -> Print the Pay Bill Outer. (In same occation the amount may not display or the amount will be doubled on that occation exit the program and re-enter the program go to Administration -> just click reset outer and than run the Pay Statement and Pay Bill Outer in the Report Menu.)
4) ECS Report -> Pay Bills -> Select the Bill and Click View -> View ECS Report for Pay Bill; Print -> Print the ECS Report for Pay Bill.
5) Pay Slip -> Four Type Option have been given click the Option -> View -> View Pay Slip; Print -> Pay Slip. (Before reporting the Pay Slip Enter the Token No. & Date of Encashment in the Entry Screen -> Token Number option.)
Step 8 : Go to System ->
1) Copy ECS Data -> Copy Salary -> Select the Bill and Click Copy after inserting the Floppy into the Drive.
The Above Entries should be made only first time for the Institutions.
For updating to the subsequent month the following steps should be followed: Step 1 : Administration -> Indexing
Step 2 : Administration -> Edit Instalments (Year and Month should be entered in format. Eg : 200908 uptating for August-2009 Month)
Step 3 : Modification of Pay & recoveries of the employees should be made using Entry -> Detailed option. (Follow the steps: 5 -> 1, 2 & 3)
After Modification the Step 6, Step 7 & Step 8 should be followed for generate the report & print pay statement, pay bill schedules, pay bill outer, ECS Report & Copy ECS Data.
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Note: In Addition to the Pay Bill, we can also prepare the Surrender Leave Salary Bill including ECS Report for SLS in this program.
ECS for Non-Salary included in this Program, this can be done by regular process in the Entry -> Non-Salary Bill Option.
Important Note :-
If you have any doubt when using this software please clarify with your Sub-Treasury.
GUIDE LINES FOR PREPARING EMPLOYEE DATA FOR 13TH FINANCE COMMISSION 1. TAKE BACKUP OF EXISTING PAYROLL 8.2 FOLDER IN CDs
IN THIS VERSION PROVSION GIVEN FOR PREAPRING SALARY GRANT BILLS WITH BREAKUPS AND PENSION
BILLS .
16. Consolidated :
17. Temporary :
18. Postal Address :
DDO Signature and Seal
UPDATION OF PAY 8.2.1 TO TNSPAY9 VERSION:
The updation of payroll version from 8.2.1 to tnspay9 is to existing designation to Designation
Mapping. It has to be ascertained that existing payroll 8.2.1 version master data entry, each and
Every employee should have G.O.No. for all. Now in version tnspay9, the mapping of designation
has to be made. Further for RECS the Bank and Branch files are provided as per RBI instructions.
1. Open the UPPAY9 folder and copy the files (DATA ,gonew.dbf,tnspay9.exe) in the folder and
Paste the same in the existing pay 8.2.1 folder.
2.
Now click yes to all to update.
3. Now execute the tnspay9.exe and run the pay roll and verify the reports.
4. Go to the Master and click the Designation Mapping menu.
5. Fill the Designation Mapping menu:
First Govt Order to be selectaed.
Then existing Designation to be selected.
Nest the scale code with Grade Pay to be selected for the existing designation.
Now select the Designation in the Consolidated Designation which may be
Same found in the existing designation or any designation from the consolidated
Designation available (which are having same Grade Pay and Scale code).
Then fill the Post sanctioned, filled and vacant in the column and Save.
For each and every category of designation should be mapped and which should
also be tallied with figure furnished in the salary settings menu (i.e.Post sanctioned,
filled and vacant)
Now run the ‘G.O. report-treasury ‘in the report menu. If the mapping is done with error,
It will shows error message. Then it has to be rectified.
For verification of Branch code and name in RECS, a report of Bank verification is available in the
Report menu.
Bank Verification Report for R.E.C.S Page No. : 1
Certified that the above details are verified and found correct.
TREASURY OFFICER,
DISTRICT TREASURY,
ARIYALUR.
HOW TO UPDATE AND GENERATED G.O.TEXT FILES.
ANNEXURE I
In PAYROLL 9.0 Software
Copy and paste the update files given by the Sub Treasury.
Go to Master Government Order.
Update the all Government Order and select the Permanent / Temporary.
Go to Master Designation Mapping.
Select the G.O. Concerned and select the Current Designation, Scale, Centralised Desigantion and enter the Post Sanctioned, Filled and vacant accurately.
Only After completing the above process the GO Report file created. Otherwise “POST NOT TALLIED WITH CONTROL SETTINGS “ ERROR Message is Generated.
Go to and Click on Report Menu GO Report Treasury
A file is created go<DOCODE>.txt (example. goTG301.txt) in PAYROLL 9 Folder. Copy this file in a CD and submit in District Treasury, Vellore.
Before that ensure all Entries are completed i.e No. of Post Sanctioned, No. of Post Filled and vacant.
The above is created only if the No. of post Sanctioned, filled and vacant are tallied.
i.e. (System – Salary Setting – No. of post Sanctioned, filled and vacant. Is compared with Designation mapping.)
Update the above files in your payroll folder i.e.the GO TEXT files
should copy in CD and submitted to this Office on or before presenting
the PayBill.
STEPS TO BE FOLLOWED FOR MIGRATION OF DATA FROM 9.0 VERSION TO e-PAYROLL
1. Do the following things in the master entry screen.
a. Employee Name and Initial should be separately entered in the columns provided for it. b. Increment month should not be blank.
c. Calculation type should not be manual (Change it as Full Pay) d.PF type should be CPS for employees joined duty after 1.4.2003.
If CPS No. is not allotted give the number in the following e-Payroll format: Example: ‘TG2010601001’
First Five digits should be the DDOCODE ex-TG201
Next Four Digit is for TOCODE ex-0601
Next three digits is the unique Sl. No. for each employee. Suffix should be NEW for these categories.
e. DOB, DJP, DOR, DOJ, POST joined, Spouse Name should not be blank.
2. Fill the Principle & Interest (P/I) in the long term deductions fields like HBA /MCA/PCA etc., and correct Vehicle type for MCA/TWA.
3. Payroll Settings:
a. Select the appropriate Secretariat Department. b. Select the appropriate HOD.
c. Enter the correct PAO/DTO/STO (Ex. 44A).
d. Office Code should not be blank. (Office code is given while the Govt. Of TN collected the TAN No. Details available in karuvoolam website.)
4.Non Salary Settings:
a.The Docode,Financial Year and month should be updated.
5.After the above corrections, do the following Steps:
1. Take a backup of the old payroll folder and keep it safe. 2. Open the folder ‘Pay 9.1’ and Copy all the files in the folder
including data folder and copy it in to the Payroll 9.0 folder. Execute ‘tnspay 91.exe’ .
3. Do the Designation mapping correctly. 4. Do the Dues mapping
All the Dues will be mapped automatically. Select the view option in the dues mapping form. If any Dues available for any employee is missing, do
mapping for that particular dues only by skipping all other dues. 5. Like the same way do the deduction mapping.
6. For NSD mapping each NSD Deduction should be mapped.
7. Select administration option menu, and then select ‘export to ePay’ 8. if any error is to be rectified , it will be displayed and stored in epayval.txt.
Correct all the errors then it will ask ePayroll user creation details. Then 15 text files will be generated. Zip it and sent it through mail to
[email protected]. Name the Zip file as e-Pay followed by T.O Code
(Example : epay4401.zip)
WEB
PAYROLL
Objective
Personnel details with the minimum parameters recommended by the 13
thFinance Commission to be captured
Normal pay calculation to be done by the system
Generate the necessary schedules and Reports
Data feeding, processing and generating reports at DDO level
Web Payroll System
W
EB
P
AY
R
OLL
S
YSTEM
Transactions
The following transactions are available in the web based Payroll System:
Joining of an Employee (New Appointment)
Allotting GPF No. to new Employee
Modifying Dues or Deductions for an Employee
Transfer of an Employee
Promotion of an Employee in same office / with transfer
Deputation of an Employee
Punishment of an Employee
–
Suspension
Revocation of Suspension of an Employee
Web Pay Roll System
Transactions Contd.
VRS / Termination of an Employee
Joining of an Employee due to transfer
Death while in service
Joining After Deputation
Pay Bill Processing
DDO Approval Process
Web Pay Roll System
Reports
The following reports are available in the web based payroll System:
Web Pay Roll System
Security Features
Pay Bills will be created by Accountant and they have to be verified and
approved by DDO.
Password is encrypted.
Audit trail will be maintained for Login to the system and for all the
operations.
It is proposed to integrate Digital Signature.
It is suggested to provide access to the proposed system through
TNSWAN network only.
