Introduction/Purpose:

Adhoc earnings and deductions serve the purpose of accommodating temporary or one-time adjustments to an employee’s regular earnings or deductions. These adjustments are typically not part of the standard payroll structure and are added on an as-needed basis.

Dependency to record Adhoc Earning/Deduction:

The following are the dependencies to record Adhoc Earning/Deduction:

• Employee *: This field refers to the specific employee for whom the ad hoc earning or deduction is being processed. It identifies the individual to whom the adjustment will be applied.

• Adhoc Type *: Adhoc Type categorizes the nature of the earning or deduction. It could include options such as bonuses, Overtime, Reimbursement, fines, Loan Repayment, or any other specific type applicable to the organization’s needs.

• Voucher Date *: Voucher Date refers to the date on which the ad hoc earning or deduction is recorded or entered into the system. It signifies the date of the transaction for accounting and reporting purposes.

• Requested Amount *: The Requested Amount field represents the specific amount or value associated with the ad hoc earning or deduction. It indicates the requested or approved monetary value of the adjustment.

• Payment Mode *: Payment Mode indicates the preferred method or mode of payment for the ad-hoc earning or deduction. It could include options such as bank transfer, cash, check, or any other payment method available within the organization’s payroll system.

• Pay Date *: Pay Date represents the scheduled date on which the payment for the ad hoc earning or deduction is to be made to the employee.

• Reference Number *: The Reference Number field allows for the inclusion of a unique identifier or reference associated with the payment transaction. It aids in tracking and reconciling the payment.

How To Navigate:

The navigation to record an Employee Adhoc Earning/Deduction 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 Adhoc Earning/Deduction section which is located in the Transactions under Payroll. After clicking on this link you can navigate Adhoc Earning/Deduction record Listing.

Listing:

The Adhoc Earning/Deduction listing allows the user to view the all pending and approved Adhoc earnings and deductions.  The key features of Adhoc Earning and Deduction is: 

• Time Filter: This option allows users to filter the ad-hoc earning/deduction record based on the time  such as
  • yesterday 
  • last 7 days 
  • Next 7 days  
  • Last 30 days  
  • Next 30 days  
  • This Month  
  • Last Month

• Record Filter: This option allows the user to filter the ad-hoc earning/deduction record based on the drop-down menu. Drop down menu contains
  • Voucher Number 
  • Type
  • Voucher Date
  • Pay Cycle
  • Employee 
  • Component
  • Request Amount
  • Payment Mode
  • Payment Status
  • Added Date 
  • Approval Status

• Import Data: On clicking import data user will redirected to import all king of Vouchers page:
  • Upload Sheet: The user must upload a file in.csv or Excel format in this field. If the user uploads another formatted file, then the system gives an error saying “The file is not acceptable.”
  • Date Format: The user has to select the date format from the drop-down menu such as
    • Y-m-d
    • d-m-Y
    • m/d/Y
    • Y/m/d
    • d.m.Y
  • Date Time Format: The user has to select the date time format from the drop-down menu such as:
    • Y-m-d H:i
    • Y-m-d H:i:s
    • d-m-Y H:i
    • d-m-Y H:i:s
    • m/d/Y H:i
    • m/d/Y H:i:s
    • Y/m/d H:i
    • Y/m/d H:i:s
    • d.m.Y H:i
    • d.m.Y H:i:s
      
  • The user can perform the following operation in this section:
    • Next: This option allows the user to preview the sheet. On the Preview  Sheet page, the user can perform the following action:
      • Preview: On clicking this option, the user will be redirected to the sheet page. Here, the user can perform the following options:
        • Import: In this option, the user can import the leave sheet that the user added in the previous steps.
      • Back: This option allows the user to move back to the previous page.
    • Discard: This option allows the user to discard the importing of the vouchers and back to the ad hoc earning/deduction page.
      

• Export: 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.

• Show all listing records: This option allows the user to 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, etc.

• Delete selected row: 
  • 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 ad hoc earning/deduction listing.

Recording & Update:

• Employee *: This field refers to the specific employee for whom the ad hoc earning or deduction is being processed. It identifies the individual to whom the adjustment will be applied.

• Adhoc Type *: Adhoc Type categorizes the nature of the earning or deduction. It could include options such as Bonus, Overtime, Reimbursement, Fine, Loan Repayment, or any other specific type applicable to the organization’s needs.

• Component: The Component field specifies the particular payroll component associated with the ad hoc earning or deduction. Examples include Basic Salary, Allowances, Deductions, or any other custom components defined in the payroll system.

• Voucher Date *: Voucher Date refers to the date on which the ad hoc earning or deduction is recorded or entered into the system. It signifies the date of the transaction for accounting and reporting purposes.

Voucher Transaction

• Description Category: Description Category categorizes the ad-hoc earning or deduction based on a predefined classification. It provides additional information about the purpose or category of the adjustment, such as Bonus, Allowance, Penalty, etc.

• Description: The Description field allows for a brief explanation or description of the ad-hoc earning or deduction. It provides further clarity on the purpose or reason behind the adjustment.

• Requested Amount*: The Requested Amount field represents the specific amount or value associated with the ad hoc earning or deduction. It indicates the requested or approved monetary value of the adjustment.

Payment configuration

• Transaction Currency: This field specifies the currency in which the ad hoc earning or deduction amount is denominated.

• Payment Mode *: Payment Mode indicates the preferred method or mode of payment for the ad-hoc earning or deduction. It could include options such as bank transfer, cash, check, or any other payment method available within the organization’s payroll system.

• Pay Date *:  Pay Date represents the scheduled date on which the payment for the ad-hoc earning or deduction is to be made to the employee.

• Reference Number *: The Reference Number field allows for the inclusion of a unique identifier or reference associated with the payment transaction. It aids in tracking and reconciling the payment.

Component Configuration

• Part of CTC: Part of CTC indicates whether the ad hoc earning or deduction should be considered as part of the employee’s overall compensation package.

• Show in Salary Slip: This field determines whether the ad-hoc earning or deduction should be displayed in the employee’s salary slip or payroll statement. Users have to choose one option “yes” or “No”

• Tax Relief Type: Tax Relief Type specifies the category or type of tax relief applicable to the ad-hoc earning or deduction, such as Fixed, Percentage or formula-based.

• Tax Relief: Tax Relief indicates the specific tax relief amount associated with the ad hoc earning or deduction, if applicable.

Remark

• Approval Remark: Approval Remark provides a space for the approver to add comments or notes during the approval process of the ad hoc earning or deduction request.

• Requester Remark: Requester Remark allows the requester or initiator of the ad hoc earning or deduction to provide any relevant comments or explanations regarding the request

The user can perform the following actions in this section :

• Submit: This option allows the user to Submit the Adhoc Earning/Deduction record. If the system has an approval flow, HR will submit the information, and it will be sent to the respective approval authority for approval.

• Discard: This option allows the user to discard the transaction which will remove all changes done (if any)  in the module.

• 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 of that transaction.

• Edit: On clicking the edit option user will able to edit the Adhoc earning/deduction record

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

• Approve: This option allows the user to approve the ad-hoc earning/deduction record of individual employees.

• Decline: This option allows the user to decline the ad-hoc earning/deduction record of an individual employee.

• Update: If the ad-hoc earning/deduction record is approved by the user then this option allows the user to update the ad-hoc earning/deduction record.

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

• Activity Log: In the Activity Log option, the user can view the transaction history of ad-hoc earnings/deductions, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time

Keynote for the Adhoc earning/deduction:

• When the user edits the Adhoc earning/deduction the user will be able to see the checkbox of add in opening balance which allows the user to add the leave balance in the opening balance.