Introduction/Purpose:

The purpose of a pay period is to define the start date and end date based on which salary is calculated for considering present days. The pay period can be different from the pay cycle. E.g if the monthly pay cycle is from 1st June to 30th June and the company is paying before the pay cycle ends then the pay period can be from 26th May to 25th June.

How To Navigate:

The navigation to record a Pay Period in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Payroll section which is located on the left side menus on the screen.

• Click on the Pay Period section which is located in the masters under Payroll. After clicking on this link you can navigate to Pay Period Listing.

Listing:

The Pay Period listing allows users to view all Pay Period records. The key features of the Pay Period listing are included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as
  • Name 
  • Pay Cycle  
  • Code 
  • From Date 
  • To Date 
  • Payout Date  
  • Pay Cycle starts  
  • Pay Cycle End  
  • Period Status 
  • Added By 
  • Added Date 

• Show All Listing Columns: This option lets the user clear all Filters and display all records on the Listing page.

• Advance Search
  This option allows users to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins, 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains
  • Does Not Contain 

• Export Data: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Hide/Show Column:
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”
  • The user can view the following action in this section
    • Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.
    • Cancel: On clicking this button the user can cancel the check column

• Delete:
  • The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Pay Period listing.
      

Recording & Update:

Users can add new Pay Period records by clicking the “Add New” Button and fill the required fields

• Name: The Name field refers to the unique identifier or label assigned to a specific pay period. It serves as a way to differentiate between different pay periods within the HRMS. The pay Period name is auto-generated by the system.

• Pay Cycle*: Pay cycle refers to the pattern or frequency at which pay periods occur. It defines the length of time between consecutive pay periods. The pay cycle determines how often employees are paid and the duration over which their work hours are recorded for salary calculation. Pay Cycle can be 
  • Monthly.

• Pay Period Start Date*: The Pay Period Start Date field defines the Start date of the pay period.

• Pay Cycle Start: The “Pay Cycle Start” field in the pay period refers to the specific date or day on which a new pay cycle begins. It marks the starting point for a new pay period. For example, if the pay cycle is weekly and the pay cycle starts on Monday, each new pay period will begin on a Monday.

• Pay Period Cycle Limit: The “Pay Period Cycle Limit” field in the pay period refers to the end date or day that marks the completion of the pay period. It sets the deadline for recording employee work hours and other relevant data for that specific pay period.

• Payout on After ____ Days from Last Date of Period: “Payout on After ___ Days from Last Date of Period” specifies the number of days after the end of the pay period when the payout or salary is disbursed to the employee’s account.

The user can perform the following action in this section:

• Submit: This option allows the user to submit the Pay Period record in the database.

These Pay Period records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority.

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log for that transaction.

• Edit: On clicking the edit option, the user will be able to edit the Pay Period record.

The user will be able to perform the following actions in this section: 

• Update: This option allows the user to Update the Pay Period record.

• Discard: This option allows the user to discard the Pay Period record and does not change the selected record.

• Activity Log: In the Activity Log option, the user can view the transaction history of the Pay Period, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time