VERSION 3

1st May, 2017

HRMS USER MANUAL

TOPS HRMS – USER MANUAL

CONTENTS

User Login
How to view dashboard?
How to view profile
How to view Daily Attendance
How to apply different request?
 Leave request

 Shift change request

 Attendance request

1. In Punch missing
2. Out Punch Missing
3. IN/OUT punch Missing
4. Regularization Request
 Late/Early going request.

 Overtime Request

 How to Apply OT Request
How to view processed salary
How to download pay slip
How to validate your Punch
How to apply for Expense

1/5/2017 HRMS Manual 2

USER LOGIN

Enter Employee ID as username and password given by the HR department as shown

in below screen.

After successful logged in to employee account, employee dashboard will get displayed as
shown below

1/5/2017 HRMS Manual 3

HOW TO VIEW THE DASHBOARD

All your information will be available on your Dashboard:

Starting from left top is displayed:

· Your Monthly attendance/Calendar is displayed. (Holidays, Off days, Absent, Leave,

Punch Missing if any, will be reflected in your Calendar with different colors.)

· Adjacent to your Calendar is Punch History where your last five pu nches will
be displayed.

· Celebration (Birthdays, Anniversaries, etc ) for upcoming 7 days will be displayed.

· Your Leave Information – Total balance, pending request , available balance of

your PL/SL will be displayed here .
1/5/2017 HRMS Manual 4
 Starting from Top Right Side :

· Your Pending requests is displayed (Leave request, shift change request, attendance
request etc. If any).

· If you are a Team Leader you will be able to see, your team’s pending request, for
which you have 72hrs for approval any request entered by your team member.

HOW TO VIEW PROFILE?

To view your profile go on the icon, a drop down will be displayed as shown above. Where
you have tabs of My profile, Change password and Log out. Go to My Profile for viewing
more Information as shown in below picture.

1/5/2017 HRMS Manual 5

There are different tabs in your profile where you can see Info about Personal,
Contact, Company, Week off, Payment, Shift, Policy (where you fall in), Salary details
which are provided by you.

At left side you may see your Name designation, employee code, and your tenure spend
with TOPS.

1/5/2017 HRMS Manual 6

Please have a look at below picture with highlighted tabs.

1/5/2017 HRMS Manual 7

HOW TO VIEW DAILY ATTENDANCE?

Go to the tab Report, you will come across a drop down, where in hit Daily attendance, a
new window will be displayed where you need to select the month and hit Search, your
monthly attendance will be displayed showing different colors for different days or
notifications .

Here you have columns of Date, In/Out Time for Attendance and shift time, Hours, Work
type, Attendance, Late, Early, Actual Work, OT, OT Approved (New Column) and Remarks.

In Addition, you may find dates with different color indicating below mentioned options.

Kindly refer the picture given below for more clarity on above mentioned columns.

1/5/2017 HRMS Manual 8

1/5/2017 HRMS Manual 9
HOW TO APPLY DIFFERENT REQUEST?

Coming on tab of Request a drop down will be visible, where you see different request to
be applied.

● Leave Request
● Shift Change request
● Late Coming request
● Attendance request
● Overtime request

1/5/2017 HRMS Manual 10

HOW TO APPLY FOR LEAVE REQUEST?

You add this request when you want a leave half/full day. Hit Add New button to add leave
request, and you may enter a new window.

In given below picture, select the leave type, in below case LWP (select PL/SL incase present in
your account), then select the leave duration i.e. First half/ Second half/ Full day. Enter the
dates, the total days will be reflected, after entering reason, hit on SUBMIT to place your
request.

1/5/2017 HRMS Manual 11

HOW TO APPLY FOR SHIFT CHANGE REQUEST?

You can only change shifts for future dates only. It is not possible to change shift for
present or past dates. So Apply as per the images below :

1/5/2017 HRMS Manual 12

Select Shift as shown in below screen and the dates and reason for change and hit SUBMIT to
place the request.

Once you fill all the details, kindly hit the submit button as shown in above screen.

HOW TO APPLY FOR ATTENDANCE REQUEST?

You use attendance request when you miss out on your punch (IN punch/ OUT punch/
or both of them).

1/5/2017 HRMS Manual 13

By Hitting on ADD NEW you will enter the below window.

1/5/2017 HRMS Manual 14

FOR IN PUNCH MISSING REQUEST :-

If you forget punching In at your arrival at office, you have to apply for this request. Please
fill in the Date on which you forgot punching In and add your actual In time and reason
explaining what happened. And click Submit.

FOR OUT PUNCH MISSING REQUEST :-

If you forget punching out on while leaving office for the day, you have to apply for this
request. Please fill in the Date on which you forgot punching out and add your actual Out
time (Please make sure you add Out time in 24 hours format only, otherwise system will mark
it as Absent) and also add reason explaining what happened. And click Submit.

FOR IN-OUT PUNCH MISSING REQUEST :-

If your attendance is showing In and Out both punch missing, then in that case first ask your
teammates if they are having same issue or not, If everyone is missing In-Out Punch then

1/5/2017 HRMS Manual 15

please contact HR on immediate basis. But If you forgot punching IN-OUT on some day, then
you have to apply for this following request. Fill in the details like the date, your Actual IN
and Out time(Again please make sure you add Out time in 24 hours format only, otherwise
system will mark it as Absent). And reason explaining this missing of punch. And then click
Submit.

FOR REGULARIZATION REQUEST :-

If you have to work on client side, or if you are out of office due to company’s work (where
you don’t report office for full day)then you have to apply for this request. Select the
category as per your work out of office; Select the date or dates for which you will be out of
office due to company’s work. And then click Submit.

HOW TO APPLY LATE COMING AND EARLY GOING REQUEST :-

1/5/2017 HRMS Manual 16

For this request you can only apply for present date or future dates only. You can select
whether you are coming late or going early. And then enter your time for either going late or
whether going early. Enter the reason for either of it . And click Submit.

Important Note :- You have an advantage of using quarter PL(0.25) for late/Early going
request, provided you have PL in your main Balance. for e.g. your shift is 8:30 hours, 0.25 PL
will construct 2:07 hrs of working. So you can use your quarter PL to stay off the deductions.
But if you exceed the quarter PL time, you will have the left deductions in salary.

1/5/2017 HRMS Manual 17

HOW TO CHECK OVERTIME STATUS? :-

Important Note: - OT will be reflected on window if you have done overtime with the consent
of your reporting manager, which your reporting will approve, and you will be in state of
using the approved OT .
According to the policies of the Vertical you belong to, you can get approved OT paid
or compensate the hours of OT, according to policy of vertical you belong to.

1/5/2017 HRMS Manual 18

How to Apply OT Request

If you have done OT for any day, and you have to compensate it, this is how you put a request of OT,
if any, for approvals from your respective managers, in order to Comp off the OT. The same applies
for Paid OT too. The process of applying request has to be similar in both cases.

Following are the steps for applying OT Request:

As mentioned in below picture, click on Add Request, to add OT Request.

1/5/2017 HRMS Manual 19

As shown in above picture, select the date on which OT was done, from the calendar.
The overtime done on selected date will be displayed as shown below.

Add the relevant reason for which you have done overtime, and then submit.
This is how the request gets listed. The applied request will be displayed in Pending status, as shown
below. You may see, the applied OT, then it has to be approved by your respective manager.

1/5/2017 HRMS Manual 20

After the approval from your manager, you may see the details of approved/rejected OT.
Make sure you select the status and the dates and click search. The approved/rejected OT will be
displayed.
You may see a red cross, , which reflects the rejected OT. the green sign, denoted the
approved OT.
In the same row of the approved OT, you can see the Manage OT
button. By clicking on Manage OT, you may see the below picture.

1/5/2017 HRMS Manual 21

Choose the date for which you wish to comp off the Approved OT, and submit the request.

Important Note: If there is any OT done (with Approval of TL) then compensatory off will be
adjusted within 20 days of grace period and same should be applied in HRMS immediate next
day the OT is done. Any remaining OT not adjusted as comp off in 20 days of grace period will
automatically lapse.
This change will be effective from 1st August, 2016.

1/5/2017 HRMS Manual 22

HOW TO CHECK PROCESSED SALARY AND DOWNLOAD PAY SLIP.

For viewing the processed salary, go to Report, from the drop down, you can hit
Processed Salary, following window will open up.
Over here, select the month, year, and click on Search for viewing the salary of current and
previous months.

Your processed salary will show the components of Salary elements (Basic & PT), days of
month, your attendance in same month. The additions & deductions and Net salary will
be reflected.

1/5/2017 HRMS Manual 23

For the soft copy of your pay slip, hit Download Payslip, and you can save the pay slip in
PDF format..

VALIDATE IN - OUT PUNCH :-

PUNCH IN/PUNCH OUT :-

After successful Punch In/Punch out, please press Ok as shown in this image. And after
pressing Ok this message will be displayed on the screen.

1/5/2017 HRMS Manual 24

When this message appears on the screen please Punch again, so that it can verify the user.

1/5/2017 HRMS Manual 25

After the user is verified, this screen will appear as shown in the image. In this screen you can
select the date for which you want to check your In Punch / Out Punch .

1/5/2017 HRMS Manual 26

After selecting the date Press Ok again as shown in the image.

1/5/2017 HRMS Manual 27

After pressing Ok, this screen will appear where you will be able to see your punch history for
that particular date. Please make sure you make a habit of validating your punch, so that you
do not miss any punch even by mistake.

1/5/2017 HRMS Manual 28

 HOW TO APPLY FOR EXPENSE
You add this request for the reimbursement of expense incurred. Coming on tab of Request
a drop down will be visible, where you see Expense Request to be applied.

Hit Add New button to add Expense Details, and you may enter a new window.

1/5/2017 HRMS Manual 29

In given below picture, select the Date of the expense incurred, category ( purpose of the
travelling) , type (details about mode of travelling , accommodation, Food) , Location (select
the location that you have visited), Enter remarks if any, Select browse button and attach
tickets, bills or vouchers, then hit on SUBMIT to place your request. Your expense will be
released based on the expense Cycle, after validation from Dept Head , HR and Accounts.

1/5/2017 HRMS Manual 30