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Correct payroll procedure
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CORRECT PAYROLL PROCEDURE By: Ghulam Abbas ([email protected]) Dr. Noor Mohammed Khan General Hospital Multi-Users Payroll System
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Presentation have been developed according to organizational's structure not default for every business. U may have to develop as per policy and procedure defined by the state or company. Thanks,
Transcript of Correct payroll procedure
CORRECT PAYROLL PROCEDURE
By: Ghulam Abbas ([email protected])
Dr. Noor Mohammed Khan General Hospital
Multi-Users Payroll System
CORRECT PAYROLL PROCEDURE
Payroll Officer
Attendance Cards
Information
Process
HR Officer
Contract
Leaves
Deductions
New Employees, Contract Renewal, Leaves,
Approved Leaves, Rejoined,
Contractual Deductions, Legal Fee etc
Count all Cards, Restrict to access additional Cards,
Segregation of Responsibilities
No information missed or twice, Accuracy, Payment Stop for levers
Calculation correct, absent and attendance recorded, Printout and
reconcile
Basic Inputs
Processor-No access to change basic Info
CORRECT PAYROLL PROCEDURE
IT Manager
Authorization
New Reports
Confidential
Manager / Auditor
Reconciliation
Bank Pay
Cash Pay
Variance current & last months, Advances paid, new & renewal contract review,
Balance available, Bank Payment, Employee Bank Account checking,
Cash payment checking, Review and reconcile with software
User name and password only authorized official according to their duties
Developing new reports as required by management, strong checklist system,
alerts etc
Users Information must be kept secured
Segregation of Responsibilities
Review & Alerts
Security
CORRECT PAYROLL PROCEDURE
Payroll CycleAttendance Cards Submitted
Objectives •All cards received•All cards valid Procedures•Count all employees cards•Restrict to access additional cards•All cards authorized by GM
Information RecordedObjectives
•No information missed•Accuracy•No information twice•No Bogus employee/cards•Payment Stop for leavers Procedures•Total Checked•Signed cards when input•Reconcile (Software & Physical available)•Prompt info on leavers & joiners•Accuracy•Manager review
Breakdown
CORRECT PAYROLL PROCEDURE
Payroll Processed Objectives•Calculations are correct•All attendance & absent recorded•All deductions recorded•Submitted contract copy for New joiners Procedures•Printout Report & Check•Reconcile Total # of employees along with leavers & joiners •System exceptional reports•Manager review
Payment Made Objective•All staff Paid•Correct Amount paid•No Bogus a/c or employees Procedures to do this include:•Cash payment employee•Bank Payment Employee•Review & Reconcile
Breakdown
CORRECT PAYROLL PROCEDUREMONTHLY ESSENTIAL R E P O R T S
Last Month Total Employees
Total # of Employees New Joiners Left Employee Closing Statement
203 15 -12 206
This Month
Monthly Staff Summary (To be prepared by HR Office)
Emp Code Employee's Name Position Description Amount
Dr-000 XYZ Doctor Payment made by accounts department for renewal of license
1,500.00
Monthly Staff Deduction List (To be prepared by HR Officer)
A Separate statement would be issued by HR section for Monthly New joiners & Left Employees
Sample Reports
Payroll Statement, Salary Slips etc. (To be prepared by Payroll Section)
CORRECT PAYROLL PROCEDUREMONTHLY ESSENTIAL R E P O R T S
Monthly Contract Renewed Summary (To be prepared by HR Office)
Renewal of Contract
Emp Code Employee's Name Position Before Now Effective date
DR-000 ABCD Doctor 15000 17000 15-05-2013
Reconciliation of Reports (To be Prepared by Payroll Processing Section)
Description Basic Salary Allowance Overtime
Remarks
EmpID Name Department Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance
allowance
Sample Reports
CORRECT PAYROLL PROCEDUREMONTHLY ESSENTIAL R E P O R T S
Summary Statement
Payroll for the month of December - 2012Covering Sheet As on 31-12-2012
# of Employees Total Amount
Total # of Employees for the Month
Total # of Employees to be paid in cash
Total # of Employees to be paid through bank account
Total # of Employees received salary in advance
Total # of Employee to be paid cash due to Iqama not renewed
TOTAL STAFF SALARY TO BE PAID - -
- -
Sample Reports
CORRECT PAYROLL PROCEDURE
Who can drive and meet deadlines
Education: Bachelor Degree HolderAge: Between 20-28 yrsSkills: Advance Knowledge in MS Office, ERP
ScheduleDates 26 & 27: Attendance Entry into Software
Dates 28: Checking,
Dates 29: Final review by Auditor
Date 30: To be dispatched to Riyad Bank
