KENYA FOREST SERVICE PAYROLL PAYROLL _IPPD...KENYA FOREST SERVICE DOCUMENT TITLE ... The purpose is...

KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL

REF NO: KFS-HRAD-004

ISSUE HISTORY

ISSUE NO: 1

PAGE: 1 of 12

ISSUE

1

DESCRIPTION OF CHANGE

None, no change has been done.

PROCESS PILOT

Human Resources Officer

EFFECTIVE DATE

14th June 2010

REFERENCED DOCUMENTS

REF TITLE

QPM Quality policy manual

COPY HOLDERS

1. Director

2. QMR

QPM – 6

PM

WI

Resources Management

Procedure Manual

Strategic Plan

Forest Act

Work Instructions

3. HRO

4.

PREPARED BY: DD – HR & ADMINISTRATION

APPROVED BY: DIRECTOR

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RECORDS / ANNEXES

REC NO

ISSUE NO: 1

REC TITLE

Authorized Data Sheet

Reinstated Data Sheet

Pay roll

Pay slips

PAGE: 2 of 12

ISSUE HISTORY .......................................................................................................................... 1



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ISSUE NO: 1

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REFERENCED DOCUMENTS .................................................................................................. 1

RECORDS / ANNEXES .............................................................................................................. 2

1.

2.

3.

4.

5.

6.

SCOPE................................................................................................................................ 3

PURPOSE .......................................................................................................................... 4

RESPONSIBILITY AND AUTHORITY ........................................................................... 4

OBJECTIVES ..................................................................................................................... 4

TERMS AND DEFINITIONS ........................................................................................... 4

DETAILS OF PROCEDURE............................................................................................ 5

6.1 Appointment of Staff To the payroll ................................................................................ 5

6.2 Reinstatement of staff on the Payroll ............................................................................. 5

6.3 Dispatching of Payslips .................................................................................................... 6

6.4 Dispatching Returned Payslips ....................................................................................... 6

6.5 Reinstatement of Permanently Detached Staff ............................................................ 6

6.6 Running of Payroll and Printing of Payslips .................................................................. 7

PROCESS FLOW CHART (Appointment of Staff To the payroll) ........................................ 8

PROCESS FLOW CHART (Reinstatement of staff on the Payroll) ..................................... 9

PROCESS FLOW CHART (Dispatching Returned Payslips) ............................................. 10

PROCESS FLOW CHART (Reinstatement of Permanently Detached Staff) .................. 11

PROCESS FLOW CHART (Running of Payroll and Printing of Payslips) ........................ 12

1. SCOPE

This procedure covers from appointment of staffs to the pay roll,



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ISSUE NO: 1

PAGE: 4 of 12

reinstatement of staffs to the pay roll, dispatch of pay slips,

dispatching of returned pay slips, reinstatement of permanently detached staffs, running of pay roll and printing of pay slips.

2. PURPOSE

The purpose is to ensure that IPPD activities within HRM are done

appropriately and in a timely manner.

3. RESPONSIBILITY AND AUTHORITY

3.1

3.2

3.3

3.4

3.5

3.6

Director

DD, HR and Administration

Human Resources manager

Human resources Officer

Human resources assistant

All Staffs

CSF

4. OBJECTIVES

NB: Refer to the performance contract.

KPI

5. TERMS AND DEFINITIONS

TARGET(S)

DUE

TERM

KFS

KPI

CSF

IPPD

MD

DEFINITION(S)

Kenya Forest Service

Key Performance Indicator

Critical Success Factor

Integrated Payroll & Personnel Database

Director



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TERM

DD

HRAD

ADS

HRM

ISSUE NO: 1

DEFINITION(S)

Deputy Director

Human Resources and Administration Division

Authorized Data Sheet

Human Resources Management

PAGE: 5 of 12

6. DETAILS OF PROCEDURE

6.1 Appointment of Staff To the payroll

Note 1: The process below also applies to Transfer of staffs, change of

staffs complement data records on the IPPD system i.e.

Promotion, Coding, removals and interdiction

6.1.1 The HRA prints and modifies Authorized Data Sheet to ensure accuracy.

6.1.2 The Authorized Data Sheet is forwarded to the authorizer for authorization. If not

authorized, it is returned to the clerk for correction.

6.1.3 Once authorized, the data on Authorized Data Sheet is captured to the IPPD

system by the HRO.

6.1.4 The HRO verifies the data captured on the system. If not correct it is returned to

the HOD for correction.

6.1.5 Once verified, the data is accepted and ready for use.

6.2 Reinstatement of staff on the Payroll

6.2.1 HR Manager receives and confirms authority to reinstate staff on the payroll. If

not confirmed the originating section is informed.

6.2.2 Once confirmed the HRA prints and modifies Authorized Data Sheet to reinstate

staff on payroll.



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PAGE: 6 of 12

6.2.3 The Authorized Data Sheet is forwarded to the authorizer for authorization. If not

authorized, it is returned to the HRA for correction.

6.2.4 The HRO captures the data on Authorized Data Sheet on the IPPD system.

6.2.5 The HR Manager verifies the data captured on the system. If not verified it is

returned to the HRO for correction.

6.2.6 Once verified, the data is accepted and ready for use.

6.3 Dispatching of Payslips

6.3.1 Receive pay slips from the pay slip printing section.

6.3.2 Pack and address pay slips to the respective pay stations.

6.3.3 Put them in already addressed envelopes.

6.3.4 Submit to mails office for dispatch.

6.3.5 IPPD/Supervisor ensures all pay slips are dispatched.

6.4 Dispatching Returned Payslips

6.4.1 Confirm authority from internal auditors to remove the returned pay slips from the

staff’s file.

6.4.2 Remove the returned pay slip from the file and replaces the payslip’s folio with a

prepared form that contains details of the payslip and the address used to

dispatch it.

6.4.3 HRM prepares a forwarding letter to correctly dispatch the pay slip to the staff.

6.4.4 Supervisor verifies both the payslip and forwarding letter. If not verified it is

returned for correction.

6.4.5 The returned pay slip is taken for mailing to the staff’s current station.

Note 1: If the payslips are returned due to wrong coding, the HRO (IPPD)

clerk amends the staff’s pay station code.

6.5 Reinstatement of Permanently Detached Staff



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ISSUE NO: 1

PAGE: 7 of 12

6.5.1 Reinstatement file is received from Human resource with the necessary

documents filed i.e. Reinstatement Authorized Data Sheet, payroll & the

Authorized Data Sheet that was used to remove the staff on payroll.

6.5.2 The Authorized Data Sheet is printed, modified and the staff is deleted

completely from the complement.

6.5.3 Staff’s record is restored from Personal Numbers.

6.5.4 An Authorized Data Sheet is printed and authorized to allow the staffs’ record to

be transferred to the complement.

6.5.5 The Authorized Data Sheet is modified and keyed in. This transfers the staff’s

record to the complement.

6.5.6 The HRO verifies the entries and amends sensitive details which include:-

Names,

Personal number,

ID Number,

Date of birth and

First appointment date.

6.5.7 A reinstatement folio from IPPD is filed indicating the month the staff was put on

payroll and the file is controlled and released to CAO for payment of arrears if

any.

6.6 Running of Payroll and Printing of Payslips

6.6.1 A thorough payroll audit is carried out before the payrolls are processed.

6.6.2 Amendments are printed and forwarded to salaries for correction.

6.6.3 Once all amendments are made, the system is protected to avoid any more

entries from being captured into the system. A final payroll audit is carried out.

6.6.4 A backup of the payroll is done before processing, the payroll is then generated

and another backup done after the payroll is processed.

6.6.5 Printing of reports used in the preparation of the miscellaneous voucher and

printing of pay slips and related documents (control sheets, stations lists) is done.



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ISSUE NO: 1

PAGE: 8 of 12

PROCESS FLOW CHART (Appointment of Staff To the payroll)

ACTIVITY

START

RESPONSIBILITY

Prints and modifies ADS to

ensure accuracy.

ADS is forwarded to the authorizer for authorization

HRA

YES

Authorized?

NO

Returned for

correction

Authorizer

The data on ADS is captured to

the IPPD system

Verifies the data captured on the

system

NO Verified?

YES

The data is accepted and ready for

use.

END

Returned for

correction

HRO

HR Manager



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ISSUE NO: 1

PAGE: 9 of 12

PROCESS FLOW CHART (Reinstatement of staff on the Payroll)

ACTIVITY

START

RESPONSIBILITY

Receives and confirms authority to reinstate staff on the payroll

NO Confirmed?

YES

Prints and modifies Authorized Data

Sheet to reinstate staff on payroll

Returned to originating section.

HR Manager

HRA

Authorized Data Sheet is forwarded to

the authorizer for authorization

NO

Returned for

Authorizer Authorized?

YES

Captures the data on IPPD system

Verifies the data captured

correction

HRO

Verified?

YES

NO

Returned for

correction

Supervisor

Data is accepted and ready for use.


END


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ISSUE NO: 1

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PROCESS FLOW CHART (Dispatching Returned Payslips)

ACTIVITY

START

RESPONSIBILITY

Confirms authority to remove returned

payslips from the staff’s file

Confirmed?

YES

NO

Returned to originating section.

HRA

Removes the returned payslip from

the file and replaces the payslip’s folio

with a prepared form

Prepare a forwarding letter to correctly dispatch the payslip to the staff.

Verify both the payslip and forwarding letter.

NO

Returned for

HRO

Supervisor

Verified?

YES

Returned payslip is taken for

mailing to the staff’s current station

correction

END

HRO/IPPD



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ISSUE NO: 1

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PROCESS FLOW CHART (Reinstatement of Permanently Detached Staff)

ACTIVITY

START

RESPONSIBILITY

Reinstatement file is received with the necessary documents filed

Authorized Data Sheet is printed, modified and staff deleted completely from complement.

Staff’s record is restored from Personal Numbers

Authorized Data Sheet is printed and authorized to

allow the staff’s record to be transferred to the

complement.

The Authorized Data Sheet is modified and keyed in.

Verifies the entries and amends sensitive details

Reinstatement folio from IPPD is filed and released

for payment

END

Supervisor

HR Manager

Supervisor

Modifier/Supervisor

HR Manager

HRO/Supervisor



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PROCESS FLOW CHART (Running of Payroll and Printing of Payslips)

ACTIVITY

START

RESPONSIBILITY

Payroll audit is carried out before the payrolls are processed.

Amendments are printed and

forwarded to salaries for correction.

System is protected to avoid any more

entries from being captured and final

payroll audit done

Backups are done accordingly and

payroll generated

Printing is done

END


Manager/Supervisors

Manager/HRO


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KENYA FOREST SERVICE PAYROLL PAYROLL _IPPD...KENYA FOREST SERVICE DOCUMENT TITLE ... The purpose is...

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