DISTRICT-TREASURY- ARIYALUR

IFHRMS- PAYROLL MANUAL

IFHRMS Pay Bill Creation Manual

Abstract

1. Bill Group Creation - Finance

2. Adding Employees in a Pay Bill Group – Finance
3. Payroll Service (pay components) – Finance
4. Updating the Dearness Allowance
5. GTN Pay Service - Human Resource
6. Pay Statement Generation - Finance
7. Bill Generation – Finance
8. Approve and Forwarding a Bill to Treasury by DDO (Approver)

1. Bill Group Creation

 Initiator Log in

Step 1: Click Finance icon and click the DDO Master icon

Step 2: Click the Pay Bill Group, Click the Create button (it is at top of the left
side)

Step 3: Enter the Fields Bill Group Name, Post Type, and Account Code (DP
Code)

Step 4: Click the Review button and check the Approval Hierarchy and click the
Submit button

 Verifier Log in

Step 1: Click Finance icon and click the Notification link and check all the
updated details.

Step 2: Click the Verify button (the button is at top of the right side)

 Approver Log in
 Step 1: Click Finance icon and click the Notification link and check all the
updated details.

Step 2: Click the Approve button (the button is at top of the right side)

2. Adding Employees into a Pay Bill Group

Step 1: Click Finance icon and click Payroll icon

Step 2: Select the Period Name (for which the pay bill is to be prepared)*and click
Search button. The entire Employees of the office will be listed

Note* Please leave the Pay bill Group blank

Step 3: Select the employees (to be added in a particular group) and click
Add/Update Bill Group button

Step 4: Select the Bill Group Name in dropdown list and enter the Effective Start
Date field

(01-May-2018) and click the Submit button

Step 5: Click the OK button in Popup box.

Step 6: Click Monitor Request Status and ensure the status being Completed*.
(The process contains three levels – Pending, Running and Completed)

*Note: We have to refresh the process to get completed. Refresh button is at the
top of the table

Step 7: Click the View output link (to check the group with employees)

*Note: The above process will be repeated for creating another pay bill groups

3. Payroll Service (pay components) –Finance

Dues and Deductions (Element Entry) Process

Step 1: Click the Finance Payroll Service icon

Step 2: Click the Dues and Deduction and then click the Create batch button (batch
name is system generated)
Step 3: Enter the Effective date (the month for the pay bill is to be processed) then
select Create New entry in action if Entry Exists and Remove the tick mark in the
check box (reject if future changes exists)

Step 4: Click Next Button (right side top) and select Employee Name field (Use tab
button in keyboard) The Employee Number is automatically generated (vice versa)

Step 5: Select the Element Name and click Input Values (Values button in blue color)
and enter the amount.

Note :Input values may be Standard Value / Percentage / User Entered Amount /
Previous Value

Step 6: Click Next button and then click Submit and click Ok in the popup box

Note :IFHRMS Application have default dues (Duty Pay, Grade Pay, DA, HRA, CCA and
MA) Deduction (GPF Subscription, CPS Regular, FBF and all advances). Follow the
above said process to add the remaining dues and deduction to be added.

Verifier Log in

Step 1: Click the Finance Icon and click the notification link and check all the
updated details.

Step 2: Click the Verify Button (The button is at top of the Right side).

Approver Log in

Step 1: Click Finance icon and click the Notification link and check all the updated
details.

Step 2: Click the Approve button (The button is at top of the Right side)

GPF Subscription Update

Step 1: Click the Finance Pay Roll Service icon

Step 2: Click the GPF Subscription Update then click the employee id field and select
the starts with option, enter first 2 digits of the Employee Number and click ok
button. Click Action button (for the employee who’s GPF Subscription to be updated)

Step 3: Click Create button

Step 4: Enter the field Effective Date (date from which the change is to be) and enter
the revised subscription amount

Step 5: click the Review button and click Submit button.

Verifier Log in

Step 1: Click the Finance Icon -> click the notification link and check all the updated
details.

Step 2: Click the Verify Button (The button is at top of the Right side).

Approver Log in

Step 1: in Finance icon click Notification link and check all the updated details.

Step 2: Click the Approve button (The button is at top of the Right side)

House Rent allowance ( City Grade Change Procedure)

Initiator Log in

Step 1: FINANCE-> Payroll Service -> Element Entry

Step 2: Dues Deductions ->Create batch->Effective Date (which month want to

change Ex: 01-June-2019) Then choose “Change existing entry” in batch
preferences (And uncheck reject if future changes exist)

Step 3: Click Next button.

Step 4: Add Row -> search Employee name or Employee Number

 Then Search House Rent Allowance in dues/deduction column
 Then click value button
 Choose city grade in City grade for Rented and validate and save

Step 5: Then click next button and Submit Button

Then Verify and approve the Batch

 Verifier Log in

Click Human Resource icon and click the Notification link and check all
the updated details.

Click the Verify button (the button is at top of the right side)

 Approver Log in
 Click Human Resource icon and click the Notification link and check all the
updated details.

Click the Approve button (the button is at top of the right side)

Element Entry Delete

(If want to delete any pay component)

Step 1: Click the Finance Pay Roll Service icon

Step 2: Enter Employee ID and click Go Button. Employee details shown and click
Action button

Step 3: Select entry with search option which element to delete

Step 4: Select DELETION TYPE with search option

 End Date
 Purge ( permanent Delete)

Step 4: Enter “Reason in Remarks”

Step 5: click the Review button and click Submit button.

Verifier Log in

Step 1: Click the Finance notification link and check all the updated
details.

Step 2: Click the Verify Button (The button is at top of the Right side).

Approver Log in

Step 1: Click Finance icon and click the Notification link and check all the updated
details.

Step 2: Click the Approve button (The button is at top of the Right side)
4. D.A. Updating

Finance - > Payroll_-> Bulk Process - > DA Percentage Update Office Wise - > Action - >

Office Name

* Pay Commission

* Percentage Value

* Category

* Effective Date

Continue - > Submit _-> Monitor Request Status after status completed – view output

5. GTN PAY Service

House Rent Allowance ( Residence Type Updation procedure)

 Initiator Log in

Step 1: Click the Human Resource -> click the GTNPayService icon

Step 2: Click Rent Recovery Details and then click the employee id field and select
the starts with option, enter first 2 digits of the Employee Number and click ok
button. Click Action button (for the employee who’s HRA / Rent Recovery Detail to
be updated)

Step 3: Click Create button and

Step 4: Change Effective date (which month want to change Ex: 01-Mar-2019 )

Step 5: Search Residence Type and choose

 HRA in lieu of Rent Free Quarters
 Occupying Own or Private Rented House
 Occupying Rent Free Govt Quarters
 Occupying Rented GOVT Quarters
  Then type Residence Address
 Then choose Quarters Name with search option
 Then choose City Grade with search option
(City Grade and Quarters Name option will not enable for HRA in lieu of Rent
Free Quarters and Occupying Own or Private Rented House)
 If employee staying higher grade quarters, then enter increased amount in
Quart Charge for Higher Grade
Step 6: Then click Review and Submit

Then Verify and approve

 Verifier Log in

Click Human Resource icon and click the Notification link and check all
the updated details.

Click the Verify button (the button is at top of the right side)

 Approver Log in

Click Human Resource icon and click the Notification link and check all the
updated details.

Click the Approve button (the button is at top of the right side)

Mark For Recalculation

Step 1: Click the Finance icon and click the Payroll icon.

Step 2: Click the Result (at top of the Left side) and Select the Fields, Period Name
(ex: June 2019),

Bill type: Regular salary & Pay Bill Group name in dropdown list

Step 3: Select the Employees and Click Mark For Recalculation and Click Ok Button.

Note: Changes will be shown in next three hours. Please do the Mark for Recalculation only
after all the changes are made.
6. Pay Statement Generation

Step 1: Click the Finance icon and click the Payroll icon and click the Reports option.

Step 2: Find the Pay statements, click the Action Button

Step 3: Enter the fields “Period Name (May 2018). Bill Type (Regular Salary) &Bill
group name

Step 4: Click the Continue button then click the Submit button and click ok button
in popup box.

Step 5: Click the Monitor Request Status for the completion of the status to be
completed. Click the View output link.

Non-statutory Deductions generation

Step 1: Click the Finance icon and click the Payroll icon and click the Reports option.

Step 2: Find the Non-staturtory Deductions, click the Action Button

Step 3: Enter the fields “Period Name (May 2018). BillType (Regular Salary) &Bill
group name

Step 4: Click the Continue button then click the Submit button and click ok button in
popup box.

Step 5: Click the Monitor Request Status for the completion of the status to be
completed. Click the View output link.

7. Bill Generation Process.

Step 1: Click the Finance and click the Payroll icon and click the Generate Bill option
(3rd Option). (Regular Salary in Default)

Step 2: Select the Fields “Pay roll Period (May 2018), Bill type (Regular salary) and
Bill Group Name.

Step 3: Click the Bill Generate button and click the Ok button in Popup box
Step 4: Click the Monitor Request Status for the completion of the status to be
completed. Click the view output link. The bill number will be generated.

8._Forward the Bill for Approval

Step 1: Click the Finance icon and click the Bills icon and click the Go button in bill
search field. (The generated bill – draft)

Step 2: The bill particulars are being viewed and click the details icon (blue color box -
right side)

Step 3: The bill page will be opened. Click the Forward button (right side top third one)

Verifier Login

Step 1: Click the Finance icon click the Bill Notification link – click the continue
action link (text in Blue color) and check all the details (Attachments, Enfacement slip,
Bill lines & Beneficiary)

Step 2: Finally click the Verify button (The button is at top of the Right side)

Approver Login

Step 1: Click the Finance icon, click the Bill Notification link – click the continue
action link (text in Blue color) and check all the details (Attachments, Enfacement slip,
Bill lines & Beneficiary)

Step 2: Finally click the Approve button (The button is at top of the Right side)

Note : All attachments will be attached automatically in IFHRMS Application.

Forwarding the Bill to Treasury by DDO (Approver)

Step 1: Click the Finance icon and click the Bills icon and click the Go button in Bill
search page

Step 2: The bill particulars are being viewed and click the Details Icon (blue color box -
right side)

Step 3: The bill page will be opened. Click the Forward Treasury button (right side top)
Step 4: The Token Number (Treasury Ref. No.) is generated automatically. Click the
Ok button.

IFHRMS - VARIOUS BILL TYPES

BILL_TYPE DESCRIPTION
Adjustment (Temporary Advance) Adjustment (Temporary Advance)

Contingencies (Misc Claims) Feeding Charges

” Recoupement of PA
” Wages

Contingencies (Motor Vechicle) Fuel Advance

” Fuel Bills
” Motor Vechicle Hire charges
” Motor Vechicle Maintenance
” Motor Vechicle Purchase

Contingencies (Office Expenses) Electricity Charges

” Other Contingencies
” Property tax
” Rent
” Service & Postal Charges
” Telephone Charges
” Water Charges

Contingencies (Stores and

Equipment)) Clothing Tentage and Stores
” Computer Accessories
” Machinery and Equipment - Maintenance
” Medicine
” Purchase of Machinery and Equipment
” Purchase of Material and Supplies
” Stores and Equipments

Contingencies
(Workdone/Services) Advertisement Charges
” Printing Charges
” Publications
” Stiching Charges
” Transport Charges
” Works - Major
” Works - Minor
Deposits - Payment Advice
(Treasury) Interest to Local Bodies
” Payment Advice - (Treasury)

Deposits - Payments Advice

(Finance) Payment Advice (Finance)

Deposits - Refund Deposit Refund

” Refund of Lapsed Deposit

EAP Expenses Work - Major (EAP)

” Work - Minor (EAP)

Grants Grants for Creation of Capital Assets

” Grants for Current Expenditure
” Grants for Debt Servicing
” Grants for Specific Schemes

Loans and Advances (Employee) Advance for Govt. Press Employees Exam fees
” Advance for Jr. IAS / IPS
” Calculator Advance
” Computer Advance
” Education Advance
” Festival Advance
” Festival Advance-Credit
” Festival Advance-Debit
” Handloom Advance
” HBA write-off in death cases
” Hearing Aid Advance
” House Building Advance
” Khadi Advance
” Kumbakonam Metal Advance
” Leprosy Advance
” Marriage Advance
” Motor Conveyances (Two wheelers)
” Other Conveyances(Cycle)
” Pay Advance
” Solar Cooker Advance
” Spectacles Advance
” Tansi Advance
” Warm Cloth Advance

Miscellaneous Arrears
” Banana
” Banking Cash Transaction Tax
 ” Claims under no fault liability - principal charges
” Commission paid to SHCIL
” Commutation Arrears
” Contract Payment
” Contribution to Specific Fund
” Curry Leaf Powder
” Demonstration
” Dhall
” Discounts paid to Stamp Vendors
” Eggs
” Equipments
” Exhibition
” Furniture
” General Subsidy
” Hire Charges
” Individual Based Subsidy
” Insurance Premium
” Investigation Charges
” Lease for Land
” Lease Rent
” Maintenance
” Maintenance of Functional Vehicles
” Misc. P.W. Advances-Credit
” Misc. P.W. Advances-Debit
” Oil
” Other Compensations
” Other Items
” Other Payments
” Other Recoveries
” Others
” Periodical Maintenance
” Petrol
” Pleaders Fees
Miscellaneous Post-Matric
” Potato
” Pre-Matric
” Prizes & Award
” Purchase
” Purchase of Books & Periodicals to Libraries etc.,
” Purchase- Debit
” Purchase-Credit
Recoveries of Overpayments / Remittance of excess
” drawals
” Remuneration
 ” Renewal and replacement
” Rice
” Secret Service
” Special Maintenance
” Special Service
” Stationery
” Stock - Credit
” Stock - Debit
” Stores
” Vegetables, Condiments
” Wages
” Work Charge Establishment
” Workshop Suspense - Debit
” Workshop Suspense-Credit

NABARD Expenses Work - Major (NABARD)

” Work - Minor (NABARD)

Non Salary (Employee - Manual) Fee/Honorarium

” LTC
” LTC Advance
” Medical Reimbursement
” Tour Advance
” Tour TA
” Transfer TA
” TTA Advance
” TTA to home town on retirement

Non Salary (Employee) Bonus / Special Adhoc Bonus

” Cost of Uniform & shoes
” CPS Final Payment
” Family Benefit Fund
” GPF
” Health and Welfare
” Out of Pocket Expenses
” Prizes & Awards
” Rewards
” TPF

Part II - Contingent Fund Contingency Fund

Retirement Benefits Commutation

” DCRG
” DCRG - Difference (due to DA Increase)
 ” DCRG - Interest on belated payment
” DCRG - Provisional
” Encashment of Earned Leave
” Encashment of UEL on PA
” Festival Advance Pensioners
Retirement Benefits Interest on belated payment of Retirement Benefits
” Pension
” Pension - Arrears
” Pension - Family
” Pension - First
” Pension - Provisional
” Pension - Provisional Family
” Pension - Social Security
” Pongal Gift
” SPF1984 Settlement
” SPF2000 Settlement

Salary (Employee) Additional Charge Allowance

” DA Arrear
” Professional Service
” Salary
” Salary (Grants)
” Salary Arrears
” Subsistance Allowance
” Surrender Leave Salary

Temporary Advance Temporary Advance