Emp X Track Payroll Product Guide

Empxtrack Free Payroll
Product Guide
Table of Contents
Table of Contents 2
Introduction 3
Introductory notes 3
Setup Application 4
Upload Company Logo 4
Setup Basic Settings 5
Add Employees 6
Select More Products 9
View Payroll Setup Process 11
Pending Settings 12
Company Settings 12
Leave Configuration 13
Attendance Configuration 14
Process Payroll for an Employee 17
Filters 17
Run Payroll in 3 Easy Steps 18
Payroll Options 27
Employee Related Tasks 27
Setup Salaries for Employees 28
Input Employee 12B 30
Payments Outside the Payroll 30
Employee Payroll Preferences 30
Dashboards 30
Tax Related Tasks 31
Manage Declarations 31
Manage Other Income 31
Enter Challan Info 32
Reports 32
View Statutory Reports 33
Settings 33
Send Emails 34
Switch User (Masquerade) 34
HR Admin Homepage 35
Upgrade 36
Quick Access Icons 38
Request support 38
Product Configurations 39
Change HR Admin 41
Data Insights 42
Employee Homepage View 42
Frequently Asked Questions 44
Disclaimer 51
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Confidential, All rights reserved 2
Introduction
This guide will help you in setting up the Empxtrack Free Payroll application through
step-by-step instructions.
The product provides functionalities for both employee and HR Admin roles.
Login to Empxtrack with the application setup link and verification code shared on
your registered email id. Set your own password once you login, and remember it for
future reference.
Initial setup will take only a few minutes! Upload the company logo, setup basic
settings, add employees and select additional products of your choice to instantly
start using Empxtrack Free Payroll and HR software.
You can use the free product for up to 25 employees every month.
Introductory notes
Welcome to Empxtrack. This document attempts to explain the features, setup and
usage of the Empxtrack Free Payroll product.
1. The person who took the enrollment is called HR Admin in the application.
2. All pages have a help icon (?) at the top. You can click on this to know more
about the functionality for that specific page.
3. There are a number of different versions of Empxtrack. This document

describes the features available in the Free Payroll product.
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4. Comprehensive help is available on https://help.empxtrack.com that contains
details of all our products with detailed descriptions and help instructions.
5. As an HR Admin, you have multiple functionalities available to you (described

ahead)
a. Masquerade (Switch user): You can login as another employee.
b. Communicate: You can send emails to employees through the system.
c. Upgrade: You can upgrade or downgrade your product, change the count
of employee licenses and buy new products.
Note: Make sure that you accept the option of opening pop-up windows in your
browser. Otherwise you will not be able to view pop ups while performing a task.
Setup Application
Once you login to Empxtrack, fill in the information to complete the application setup.
❖ Upload Company Logo

❖ Setup Basic Settings
❖ Add Employees
❖ Select More Products
Upload Company Logo
Upload your company logo to personalize the application.
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Note: The default size supported for the logo is 125 x 60 pixels and gif, jpeg and png files formats
are supported. The maximum size allowed for the company logo is 1024 kb.
Setup Basic Settings
Set a new password and remember it for future reference. Input start date of your
financial period and pay period, and then specify dates when you want to start and
finalize payroll.
Note: The new password would be required when you login to the application next time.
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Add Employees
Employees can be added in 2 ways
● Add one employee at a time
● Upload employee data using a spreadsheet
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Watch a short video on how to add employees in Empxtrack
Let's explore both these methods of adding employee records
Add one employee at a time
Click on the Add an employee link
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Notes:
1. Add employee details in the specified format to avoid errors. For instance, date of birth, date of
joining, etc.
2. Click on Plus sign to add new Masters for fields such as Department, Designation, etc.
Upload Employees Using Spreadsheet
When you download the CSV file, make sure you do not change the first row of the
file as it is used for identifying the sequence of columns. Download and save the file
to your system.
Input details in the downloaded file without making any changes in the columns.
Enter employee details in the same format as specified in the row headers to avoid
errors. For example, input date of birth in the dd/mm/yyyy format only and Gender
as Male or Female or Others.
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Once details are entered and your file is ready, browse the file from your system by
clicking on Choose file and then click Upload. Your employee data will be successfully
uploaded.
Edit employee details
Once an employee is added to the system, HR can click on the Edit link under Actions
dropdown to modify employee details.
Notes:
● In the Free Payroll, you can add up to 25 employees.
● Post application setup:
To add an employee, click the Add, edit employee tab on the application Homepage. Fill in
employee’s personal, employment, salary details along with statutory data and leave credit
details.
To edit an employee, either type “Edit employee” in the search bar or click Add,
edit employee tab from the Homepage. Type in an employee name and once the
dropdown list of employees is displayed, select an employee and click on Select employee.
Select More Products

Along with Payroll, you also get Employee Portal, Leave and Attendance.
Additionally, you get an option to select more products of your choice for free and
build your own HR software. The free products will keep getting updated over time.
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Application setup is now complete.
Click Login to the Portal. HR Admin Homepage appears on the screen. The
person who has taken the enrollment is called the HR Admin in Empxtrack
application.
Click the Payroll tab on the Homepage to access the Payroll dashboard page
and start processing payroll for an employee.
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Note: You can later check out the multiple functionalities that can be accessed from the
Homepage, by clicking on HR Admin Homepage.
IMPORTANT: Help instructions are provided on all pages throughout the application.
Click on the Help icon (?) at the top of each page to know more about the
functionality.
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View Payroll Setup Process
Pending Settings
Complete Pending Settings before running payroll for the first time to avoid errors in
payroll. Click on the Company details, Leave and Attendance links. If they are
incomplete, the system will prompt you later. Each of the pending settings is explained
below.
As you complete each of these settings as mentioned below, click on the Refresh
icon to view the updated page.
Company Settings
Setup your company’s details that are required to generate various statutory forms.
Empxtrack is committed to protecting the complete privacy and security of your
employee data.
Notes:
● Click on the Help icon (?) at the top of each page to know more about the functionality.
● Company details added by you will apply to the Default company. Company name and
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basic details can be changed by following the path: Go to Home page >> Product
configurations tab >> Setup Masters >> Location related masters.
● Empxtrack supports both old and new tax regimes.
Once your company settings are complete, you need to update the pending 2 settings
of Leave and Attendance to process the payroll accurately.
Leave Configuration
Select the leave types applicable to your organization and set up rules for each leave
type. Employees can apply for leave from the portal and these will come to HR admin
for approval.
Click on Advanced configurations link to add additional types of leave in Empxtrack.

Each leave type can have variations in applicability, leave count, validation rules,
approval workflow, credit, lapse and debit rules, reliever details and other
configurations.
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Attendance Configuration
Create Attendance rules to capture employee attendance and calculate their regular
work hours, overtime and under-time.
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Note: Click on Advanced configurations link to select the attendance capture mode,
set the manual settings, file upload settings, attendance regularization settings and
to specify the attendance calculation rule.
When employees mark daily attendance on the Empxtrack portal, their total work
hours are automatically calculated based on the attendance rules. This allows accurate
calculations of days worked for payroll processing.
Weekends Import Rule

Define weekends in this section.
IMPORTANT: The functionality to set up varying weekends is available in advanced versions of

Empxtrack. Get information on how you can Upgrade your Free Payroll product.
Setup Shift Timing

Setup default shift timing to calculate work hours, overtime and undertime for
employees.
Holiday Import Rule

This allows you to automatically create a holiday calendar for a financial year and the
employee attendance register is automatically populated with holidays.
IMPORTANT: In case your country is not available in Use holiday from dropdown, you can select
any of the suggested list and later configure the list of holidays as per your needs. You are allowed
to Add holidays, weekends and Import your holiday list in the system.
Tips:
● Employees cannot mark attendance on a non-working day (defined as a holiday or
weekend).
● If a holiday list does not show for a year, the system can automatically import the holidays
for the selected geography for the given year. You can always edit holidays, post their
import or even manually import these.
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Percentage Worked Calculation and Attendance Status
Empxtrack automatically calculates the percentage of day worked based on in-and-out

time. This allows accurate calculation of wages in the payroll.
IMPORTANT: There are 4 attendance statuses defined in the system: Missing (MIS), Half day (HD),
Present (P) and Overtime (OT). All the fields have editable text boxes to modify the number of
hours and configure status names as per company needs.
For a shift of 8 hours, calculate work hours and identify attendance status:
If an employee works from 4 to 7 hours, Attendance status is considered as Half day and
Percentage of day worked is 50%. This would mean a half-day payment for the employee. And so
on.
By default, the values for From, To, Percentage of day worked and Status fields are
filled. Modify these values depending upon your company’s shift hours.
Refresh the page once you are done with all settings.
All your pending settings are complete. Great!
IMPORTANT: How to allow your employees to login and access Empxtrack?

1. If employees are not added in Empxtrack
● First you need to add employees by going to the HR admin Homepage and clicking
Add, edit employee tab.
● Click Add an employee and specify personal details of the employee.
● Select the checkbox labeled as Send a welcome email to employee once the record
is added such that they can update the rest of their information.
A notification will be received by the employee with login credentials.
2. If employees are already added in Empxtrack

● Go to the HR admin Homepage and click View employees tab.
● Under Portal Options, click Send emails on the left side.
● Select Welcome email from the Select template dropdown. Email will be sent to the
employee with login credentials to access Empxtrack.
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Process Payroll for an Employee
Let us show you how to process payroll for an employee. Follow the stepwise
instructions.
Watch the video on how to process payroll for an employee
Filters
Click on the icon to change the financial year, groups and employees.
Notes:
● Free Payroll offers monthly pay frequency. Avail multiple pay period types in paid versions
of Empxtrack.
● Filter once set remains the same till it is reset or changed.
Click on Start Payroll or click on a specific month to process payroll for that
pay period.
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Note: In Free Payroll, by default the payment frequency is monthly. Upgrade to advanced versions
of Empxtrack to run payroll for different types of pay periods, like weekly, bi-weekly etc.
Run Payroll in 3 Easy Steps

The pay period April 2021 has been selected for processing payroll.
Step 1: Not Started Tab - Complete the missing information needed to run payroll.
Keep refreshing the page by clicking the Refresh link to view updated payroll data.
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IMPORTANT
Red cross: Data is not available, but it is mandatory for payroll processing. Click on the
cross to input the missing information
Yellow question mark: Data is incomplete that may lead to incorrect calculations and
wrong reports. Click on the question mark to complete the missing information
Green tick: Data is available
Salary not defined for employees - To assign salary structure, you can either click on
the Salary not defined tab or click on the icon.
Once the salary is set up for the employee, the red cross will be replaced by a green
tick.
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Note: To process payroll, the system will keep prompting you to complete the company setting
in case you haven’t done this already.
Attendance pending for employees
To update incomplete attendance, you can either click on the Attendance pending
tab or click on the icon.
a) Let us first click on the Attendance Pending tab.
The monthly attendance calendar displays attendance status. The green tick icon
displays complete attendance and [count] shows missing or incorrect attendance for a
specific number of employees.
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Note: As per weekends defined in Attendance configuration, the green tick on weekends/ holidays
indicate that these are considered as paid days.
You can perform various tasks on this page:
● View attendance details by clicking on any date from the calendar. Let’s click
on 19th April 2021 (the selected date shows in grey color). You can now view
the corresponding details of this date on the right side of the page.
● Regularize attendance of one employee at a time. Under Actions, click

Regularize corresponding to an employee name to update the missing or
incorrect attendance.
Similarly, as an HR admin, you can apply for leave for one employee at a time.
● Mark attendance for multiple employees at once. Select the checkbox

corresponding to employee names (or select one checkbox on top column
header, if all employees are to be elected) and click Mark Present.
● You can also Upload attendance, Mark leave, weekend or holiday in the same
section.
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b) Let us now click the question mark icon to complete the attendance details.
Manage attendance page appears on screen.
Select multiple dates (where attendance is incomplete) by clicking on each date

and then click Mark Present, as shown in image below. Click on Clear link if you
have mistakenly selected a date. Click the Refresh link to view the updated
attendance record in the calendar.
All the dates that you have selected are showing in grey color in the monthly calendar
and are also specified on the right side as Selected dates.
Documents missing for employees - Click on the tab to update the missing documents
and confidential ids of the employee.
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Approvals pending for employees - Click on the tab to view, accept or reject the
pending leave and attendance regularization requests. Click Done.
Process Selected - To process payroll, select the checkbox corresponding to the

employee name and click Process Selected.
Step 2: In Process tab - There are two sections under In process tab - Salary not
calculated and Not shared with employees.
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Salary not calculated - Adjust Extra taxable payment and Days worked (employee
attendance) for employees.
Click on the values for extra payment and days worked to adjust data. Or you can
select the employee(s) and click Adjust data.
Once values are adjusted, click Calculate to automatically calculate deductions and
identify values for taxes, PF and ESI deductions.
Click Reports if you want to compare the payroll run with a prior run.
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Not shared with employees - Finalize the payroll and disburse salary for the selected
employee. In this step, you can view calculation logic by clicking on icon below
Actions column.
Select the employee and click Set payment mode to select payment method and set
disburse date.
Click on Release payslip to employees. The employee whose salary has been
disbursed can view the payslip on Empxtrack portal
Step 3: Shared with employees - Now share the payslips with employee(s). You can
again view calculation logic in this step. Click on the icon below Actions columns.
Select the employee and click Share payslips with employees link.
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Click Reports to view bank, statutory deductions, variation report and salary register
for selected employee(s).
Click on Done.
Congratulations! You have successfully completed payroll

processing for one employee.
Note: The free version of Empxtrack Payroll allows you to process payroll for up to 25 employees
every month at absolutely no cost. Upgrade to process payroll for more than 25 employees and get
advanced features (such as custom workflows for salary approval, customizations for tax
calculations, arrears, custom payslip creation, custom monthly sheet import setup, etc.) and a lot
more.
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Payroll Options
Under this section, you can view various payroll options to

manage all aspects of payroll processing.
Once you make any changes in the Settings section, click

the Refresh icon to view the updated page.
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Employee Related Tasks
Setup Salaries for Employees
Click on the Setup salaries for employees and assign or view/edit the salary structure
of employees.
Note: Click on the Help icon (?) to view help instructions to understand the functionality.
Edit Salary Structure - You can modify the salary structure by clicking on Edit salary
structure. Select a salary structure and click Edit.
Set salary structure in two ways - Assign salary structure to one employee at a time
and Upload salary breakup for multiple employees. Both the methods are explained
below.
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Watch a short video on how to set up salary structure for employees
1. Assign salary structure to one employee at a time
Under Actions menu, click on the Assign structure to employee corresponding

to the employee name. The default structure with salary heads is specified which is
non editable.
Note: Advanced versions of Empxtrack supports multiple salary structures with varying salary
heads and support for formulae, buckets and salary change approval workflow. Upgrade your Free
Payroll application to avail the features.
Specify the annual amount for all the salary heads and then input the Effective date
from which the new salary breakup is applicable. If you specify the amount for Annual
income, the system automatically calculates monthly salary. Click Save. The salary
structure is successfully assigned to the selected employee.
Important: Effective date is linked to payroll processing and the system will automatically calculate
arrears in case the effective date is in a pay period that was already processed. Further, if the
effective date is in the future, the employee will not be able to view their new salary breakup.
2. Upload salary breakup for multiple employees
Select the checkbox corresponding to employee name(s) and click on the Upload
salary breakup link.
Select a Salary structure from the dropdown. Click on the Download sheet icon to
download the file. The file contains all the salary heads that map to the salary
structure.
Make sure to not change the column headers of the first row in the downloaded file.
Now fill in the salary breakup for employees whose structure you want to assign.
Click on Choose file to upload the sheet. The salary structure along with the effective
date is updated successfully.
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Input Employee 12B
Form 12B is submitted by an employee who joins a new organization in the middle of a financial year.
This form gives details of the employee’s income with their previous employer. You can capture 12B
details for employees before the first payroll run.
Note: Before you explore Input Employee 12B functionality, make sure either you have completed
all the three settings of Company details, Leave Configuration and Attendance configuration, or
you have dismissed them all.
Payments Outside the Payroll

Capture payments made to employees outside the payroll processing, such as
commissions, rewards, referral bonus etc. By capturing these payments, the HR
admin can also store the taxes deducted. The values will reflect in the tax statements
and also suggest the appropriate tax deductions.
Employee Payroll Preferences

This functionality allows HR admin to override payroll preferences for specific
employees. Under Actions, click the Edit for an employee to update the payroll
preferences. Specify whether the employee is eligible for PF, ESI, maximum employee
deduction, maximum company PF contribution and old or new income tax regime.
Dashboards
Empxtrack offers multiple payroll dashboards that help in analyzing payroll data for a
specific period.
● Payroll Dashboard
● Spend chart
● Salary breakup by Grade
● Employee Salary with Experience
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Tax Related Tasks
Manage Declarations
Empxtrack supports download of data reports on actual and declared investment

values.
Note: Paid versions of Empxtrack allows employees to add their investment declarations, make
changes or copy from a prior financial year. Upgrade your free application to avail this functionality
for your employees.
To edit employee declarations, click on the Edit link shown in the Actions dropdown.
This will display the employee declarations in a new window. Click Add more and
enter all the required details.
Manage Other Income
HR admin can view income from other sources such as Gifts, Kisan patras, Social
security certificates, National saving certificates, National saving annuity certificates,
National defence gold bonds-1980, Post office cash certificates, and many more.
Select an employee to view their other income declaration in just a click.
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Enter Challan Info
Enter challan information for Form 24Q. HR admin can capture challans once taxes are
paid and the challan information is generated. Once challans are captured, generate
quarterly returns and Form 24Q.
Reports
View comprehensive reports (in full data and dashboards) to gain insights on
employee data. Click on any report to access multiple reports on the Report page.
Select the required parameters from the available columns and click Run. The full
data report is generated. You can even Download the report in CSV, PDF and Excel
formats for analysis.
Watch a short video on how to generate configurable reports in Empxtrack
Note: Advanced and paid versions of Empxtrack allow schedulers that automatically send the
reports in email and there are options of creating drill down dashboards for faster analysis.
Upgrade your free product to access dashboards.
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View Statutory Reports
Click on each report name to view and download the statutory reports. A brief
description is available against each report in Help tip, indicated by icon.
Note: Paid versions of Empxtrack offers more than 15 statutory reports and challans. Upgrade your
free application to avail them.
Settings
If your settings are not completed, the status will
show Pending. This information is needed for
statutory reporting and processing payroll
accurately.
Get more information about Company details, Leave,

Attendance, Add employee, Upload employees, Send
emails and Switch User by clicking on each of these.
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Send Emails
Empxtrack allows communication with employees through emails.
Watch the video on how to setup, view and edit email templates in Empxtrack
Click on the Send Emails link.
● Send email to employees: There are multiple ready-to-use email templates,

including Send password to employee, Welcome email and Data gap reminder.
You can select any template of your choice.
You can send email by selecting an existing email template or Blank Template to
write the message yourself . Write the Email text message and click Preview link
to view the format.
If you select Welcome email from the dropdown, employees will be able to
login to Empxtrack with their credentials.
● Send password to employee: Select the employees and modify email content,
and click Send.
Switch User (Masquerade)
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Switch User functionality (also called Masquerade) allows the HR Admin to log in as an
employee and perform tasks on their behalf.
The employee homepage appears allowing the HR Admin to perform the required
tasks. To Unmasquerade, click on the cross that shows at the top of the page. Watch
the video on how to masquerade as another employee.
HR Admin Homepage
There are multiple functionalities that you can access from the homepage.
Note: In case you had selected any additional product during the application setup, then that
product would also show on your homepage.
Let’s explore the application homepage now.

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Click on the dropdown adjacent to the employee name to view the available shortcuts.
Upgrade
The upgrade functionality is only available to the HR Admin. Empxtrack allows you to
process payroll for upto 25 employees every month at absolutely no cost. Upgrade
your free application to process payroll for more than 25 employees, by increasing
your license count and get advanced features with multiple configuration options.
You can also get additional free and paid products to build your own HR software.
The advanced and paid versions of Empxtrack offer more configuration options,
support of formulae in salary structures, custom workflows for salary approval,
customized payslip, unlimited payroll API calls and webhooks, customization for tax
calculations and arrears, option to set up varying weekends, auto leave credit
mechanism, unlimited leave types, options to manage payments outside payroll and
other income, payroll dashboards, additional statutory reports, and a lot more.
Click Upgrade given on the top right side of the application page to buy additional
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employee licenses and other free and paid Empxtrack products. You also get the
option to renew your subscription easily.
Click on the product name to view the list of features and functionality available in
each product.
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Quick Access Icons
On the Homepage, you will see Quick access icons on the top right side of the screen.
Icons include TODOs, Notifications, Communicate, Time-based activities, Help and

Videos, and Role and features menu.
Help and Videos: Get Support and access FAQs, Product Guide and Video Tutorials to
have a better understanding of the product.
Request support
Get required support from Empxtrack team in just a click. Access support by clicking
either on the Communicate icon or Help and Videos icon.
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Product Configurations
On the Homepage, you can view the Product
configurations icon on the left side. Click on the
icon to view multiple configuration options available
to the HR Admin.
Note: In mobile mode, instead of the Product Configurations icon on the left, a Product
Configurations tab is given to configure the product.
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Note: Empxtrack provides multiple configuration options to set the product as per your needs. HR
can configure General Settings, Employee Portal Setup, HRIS fields, Payroll settings, Attendance,
Shift Pattern, Leave, Employee self services, Manage Workflows, Holiday Calendar, Employee
Communication, Email and Letter Templates, Notifications, Employee Data and more.
Watch these videos to configure Empxtrack as per your company requirement:

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Video on how to configure payroll settings and investment declarations
Video on how to configure quick links and policy documents
Video on how to setup weekend and holiday calendar
Video on employee communication: Setup, view and edit email templates
Product configurations can also be accessed from internal application pages by clicking
on the Role and features menu.
Change HR Admin
By default, the user who enrolls for the product is assigned the HR admin role.
Empxtrack gives you the option to assign this role to another employee in your
company. Remember, only one employee at a time can be designated as HR admin.
To change the HR Admin, on the Homepage, click Product Configurations icon .

Then, under Employee Management, click the Setup HR admin link. Specify the name
of the employee whom you want to provide HR admin rights and click Select
employee.
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Data Insights
Data Insights give an overview of various employee related transactions for a specific
month.
Start by selecting a time period and view insights on multiple areas such as Payroll,
Attendance, Leave, Employee database and Product Utilization.
Employee Homepage View

If the HR admin wants to explore Empxtrack as an employee, then they just need to
select Employee in the View as… section on the Homepage.
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HR can now view the application as an Employee.
As an employee, you can:
● Personalise your application with the required color theme by clicking on the
Settings tab on the Homepage.
● Access your data through My profile and modify your employment information
(if needed). Any changes made in employee data goes through an approval
process before it reflects on the employee profile.
● View Payslips and Salary structure details - Click Salary Records tab on the
Homepage. Click on the Actions icon corresponding to the required pay period,
and view or download pay slip, and check calculation logic.
● Apply for a leave, view yearly leave details, leave transactions and leave policy
in just a few clicks. The leave request goes to the HR admin for approval. Watch
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the video on how an employee can apply for leave.
● Mark and regularize attendance - Either click the Attendance tab on the
Homepage or click Time based activities icon (given on the top). Click Start
and End day to capture attendance.
To regularize incomplete or missing attendance, click the View monthly attendance

button and select a specific date. Click on the Regularize attendance link under
Shortcuts. Specify the correct In and Out time. Regularization request goes through an
approval process before it's finally updated.
Watch the video on how to mark and regularize attendance as an employee.
Note: Once a regularization request is submitted for a day, no more updates can be made till the
request is approved or rejected.
Frequently Asked Questions
What are the features of Empxtrack Payroll?
With Empxtrack, you can process free payroll for upto 25 employees every month with
complete security and privacy of your data.
The free offering includes Employee database (HRIS), India Payroll, Attendance, Leave,
Workflows and Configurable reports. The functionalities are available for employees and
HR Admin. You also get a self services portal with employee login, company directory,
company policy documents, calendar and social feeds. Some of the features are:
● Quick and easy setup

● Employee database
● Multiple salary structures for different employee groups
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● Configurable salary heads
● Investment declaration based on new and old tax regime
● Availability of ESIC, PF, PT, LWF
● Downloadable calculated salary
● Multiple statutory reports and payslip formats
● Comprehensive, configurable payroll reports
● Arrear and full & final calculation for accurate salary disbursal
● Availability of bank reports
● Configuration options to configure payroll, attendance and leave rules etc
● Leave and attendance dashboards for quick analysis
● Ready-to-use email templates
Note: Upgrade your free application to process payroll for more than 25 employees and get
advanced features with multiple configuration options. You also get additional free and paid
products.
Enterprise product offers a completely customizable Payroll software
Learn more about Payroll Management using Empxtrack
How can I start using Empxtrack Payroll for my organization?
Post enrollment, you will receive an application setup link with verification code on your
registered email id. Once you login to Empxtrack, complete the initial setup of the
application in just a few minutes:
● Upload company logo - Upload your company’s logo and answer a few questions.
● Setup Basic Settings - Setup new password and specify the time period.
● Add Employees - Fill in the employee information to create an employee profile.
● Select More Products - Choose more products of your choice at no cost to build your
own HR software.
Once all the steps are completed, click on Login to the portal and go live with the
application.
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What are pay periods and how to set or modify pay periods?
A pay period is the duration for which you pay a salary. Pay periods are typically Monthly,
Fortnightly or Weekly. In India most companies pay salaries on a Monthly basis.
Empxtrack allows automatic generation of pay periods for each financial year, once you
specify the start date of the first pay period in the initial setup.
Note: Empxtrack Free Payroll offers only Monthly pay periods. Advanced versions of empxtrack
allow weekly and biweekly pay periods as well.
Learn More about Pay Periods
Can I delete employee data from the application?
Once an employee profile is created, it cannot be deleted. You can mark an employee as
“Exited” in the application.
What if I want to create a new employee profile?
HR can create an employee profile by clicking Add, edit employee tab on the Homepage.
Click Add an employee and specify personal, employment and salary details of the
employee. Select the checkbox labelled as Send a welcome email to employee once the
record is added such that they can update the rest of their information.
Once the employee profile is created with basic details, employee is notified and they can
fill in the remaining details.
How can I change leave settings and rules in Empxtrack Payroll?
An HR Admin can configure Leave rules as per company requirements. On the Homepage,
click Product configurations icon >> Employee Self Services >> Leave configurations >>
Change rules on the Leave Configuration page and click Update values to save the changes.
___________________________________________________________________________
How can I avoid getting an error in employee data upload?
While uploading mass employee data using a spreadsheet, make sure you keep the same
sequence of fields. Do not make any changes in the first row of downloaded file as it
provides the correct format for file upload.
How can I mark an employee as exited or inactive?
Click View employees on the Homepage. Click on an employee image and click View
profile. In the first section, click Mark employee exited icon.
Empxtrack Free Payroll and HR software doesn’t provide Exit functionalities. Upgrade Free
Payroll to get started with Empxtrack Exit Management at absolutely no cost.
Can I make an employee active once they have been marked exited from the system?
In Free Payroll, you cannot make an employee active once the employee is marked exited
from the system. Hence, it is important to mark an employee exited carefully.
To add an exited employee in the system, go to the application Homepage and click Add,
edit employee tab. Click Add an employee button and again add basic details of the
employee to create their profile again.
To get rejoin functionality, you can start using Exit Management application that offers
upto 2 free exits. Enroll and upgrade the application.
How can I create employee login for my employees such that they can start using
Empxtrack?
If employees are not added in Empxtrack

● Go to the HR admin Homepage and click Add, edit employee tab.
● Click Add an employee and specify personal details of the employee.
● Select the checkbox labelled as Send a welcome email to employee once the record
is added such that they can update the rest of their information.
● A notification will be received by the employee with login credentials.
___________________________________________________________________________
If employees are already added in Empxtrack
● Go to the HR admin Homepage and click View employees tab.
● Under Portal Options, click Send emails on the left side.
● Select Welcome email from the Select template dropdown. Email will be sent to the
employee with login credentials to access Empxtrack.
How do I hide showing overtime to employees?
You can disable the feature to display overtime for employees. Click Product
configurations >> Employee Self Services >> Attendance configuration >> In the Display
Overtime section, select No and click Update Values to save changes.
How can I credit leave balance to employees?
An HR Admin can manually credit leaves in the Free Payroll application.
Login to the system as an HR Admin >> Click Leave tab >> Click Credit leave to employees
link on Leave Details page >> Select name of employees and leave type >> Specify number
of days to be credited >> Click Next
Empxtrack Free Payroll and HR software allows manual credit of leave balance. Upgrade to
the paid version to avail auto leave credit method to automatically credit leave balance at
the start of each month.
Watch the video on how to credit leave balance to employees in just a few clicks.
What if I mistakenly add incorrect leave balance?
Go to the Credit Leave to employees page and mention the negative leave balance. For
example if you have added 3 as leave balance instead of 1, then you will have to add -2 in
the leave balance textbox.
___________________________________________________________________________
How can an HR Admin apply for leave on behalf of an employee?
An HR Admin can mark leave on behalf of employees if they do not have access to an
online portal (especially for blue collar employees).
Login to the application as an HR Admin >> Click Leave >> Leave details page appears on
the screen, click Apply leave for others >> Fill in the date and reason for leave and submit
the request
Is there an option to mark back date attendance for employees?
Yes, you can use the Attendance Regularization option to correct previous attendance
records for accurate payroll processing.
Login to the system as an Employee >> Click Attendance from Homepage >> Click on the
date for which you want to correct attendance >> Click Regularize attendance link >> Input
correct in-and-out time in the dialog box and submit it for approval.
How can I enable auto leave credit for employees?
You can Upgrade your Free Payroll to avail auto leave credit functionality.
Are weekends and holidays also counted if it falls between the leave dates?
This depends upon your company’s leave policy. If you want to count weekends and
holidays falling between leave days of an employee, then select the Include weekend and
holiday if they fall between leave dates checkbox in the Leave Configuration section. If
you don’t want to count holidays and weekends, then leave the checkbox unselected.
How can I change HR Admin in Empxtrack?
On the Homepage, click the Product Configurations icon . Then, Under Employee
Management, click the Setup HR admin link. Specify the name of the employee whom you
want to provide HR admin rights and click Select employee.
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Can I configure leave workflow ‘Employee to Manager’ in Free Payroll?
In Free Payroll and HR software, you can view default leave workflow only. To customize
the leave workflow, you need to upgrade the Free Payroll application to the paid version.
Can I customize the email templates?
Empxtrack has pre-configured email templates for you. Watch a video on how to setup,
view and edit email templates in Empxtrack.
You can configure emails, once you complete the application setup by following the path:
On the Homepage, click Product Configurations icon and click Employee Communication
in the Employee Management section.
Send email to employees page appears. For the Select template field, select the option as
Blank template. Write a customized message in the Email Content field, and click Preview
email to view the format. Click Send.
Can I add additional holidays that are not specified in the list?
Empxtrack allows you to add additional holidays that are not specified in the list and allows
you to specify weekend days for a specific group of employees.
Whom should I contact if I need help while using Empxtrack?
During the application setup, you can click on the Request support link and send your
query to us. Post application setup, access support by clicking either on the Communicate
icon or Help and Videos icon. Click Request support icon to send us your query
and we would be happy to help you.
What other products can I get on upgrading the free payroll application?
Empxtrack offers a comprehensive list of paid products for the customers. Upgrade to
process payroll for more than 25 employees or get advanced features.
___________________________________________________________________________
Some of the advanced features include support of formulae in salary structures, custom
workflows for salary approval, custom payslip, unlimited API calls and webhooks,
customization for tax calculations and arrears, option for varying weekends, auto leave
credit mechanism, unlimited leave types, options to manage payments outside payroll and
other income, payroll dashboards, additional statutory reports, and a lot more.
Besides, Empxtrack allows you to start using additional Empxtrack products such as
Performance Appraisal, Exit management, 360 Feedback, Recruitment, Timesheet and
more.
Have more questions? Click here
Disclaimer
1. Based on market needs, we continue to evolve (add or remove) features in the
products - both free and paid versions.
2. For best user experience, we often release new builds
3. We take utmost care that any changes to the product do not impact your
existing version.
4. We maintain privacy of your employee data
___________________________________________________________________________

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Empxtrack Free Payroll

3. There are a number of different versions of Empxtrack. This document

5. As an HR Admin, you have multiple functionalities available to you (described

❖ Upload Company Logo

Upload Company Logo

Upload your company logo to personalize the application.

Setup Basic Settings

Let's explore both these methods of adding employee records

Add one employee at a time

Click on the Add an employee link

Upload Employees Using Spreadsheet

Edit employee details

Select More Products

● Empxtrack supports both old and new tax regimes.

Click on Advanced configurations link to add additional types of leave in Empxtrack.

Weekends Import Rule

IMPORTANT: The functionality to set up varying weekends is available in advanced versions of

Setup Shift Timing

Holiday Import Rule

Empxtrack automatically calculates the percentage of day worked based on in-and-out

All your pending settings are complete. Great!

IMPORTANT: How to allow your employees to login and access Empxtrack?

2. If employees are already added in Empxtrack

Watch the video on how to process payroll for an employee

Run Payroll in 3 Easy Steps

Attendance pending for employees

You can perform various tasks on this page:

● Regularize attendance of one employee at a time. Under Actions, click

● Mark attendance for multiple employees at once. Select the checkbox

Select multiple dates (where attendance is incomplete) by clicking on each date

Process Selected - To process payroll, select the checkbox corresponding to the

Congratulations! You have successfully completed payroll

Under this section, you can view various payroll options to

Once you make any changes in the Settings section, click

Setup Salaries for Employees

1. Assign salary structure to one employee at a time

Under Actions menu, click on the Assign structure to employee corresponding

2. Upload salary breakup for multiple employees

Payments Outside the Payroll

Employee Payroll Preferences

Empxtrack supports download of data reports on actual and declared investment

Manage Other Income

Watch a short video on how to generate configurable reports in Empxtrack

Get more information about Company details, Leave,

Click on the Send Emails link.

● Send email to employees: There are multiple ready-to-use email templates,

Switch User (Masquerade)

Let’s explore the application homepage now.

Icons include TODOs, Notifications, Communicate, Time-based activities, Help and

Watch these videos to configure Empxtrack as per your company requirement:

To change the HR Admin, on the Homepage, click Product Configurations icon .

Employee Homepage View

As an employee, you can:

To regularize incomplete or missing attendance, click the View monthly attendance

Watch the video on how to mark and regularize attendance as an employee.

Frequently Asked Questions

What are the features of Empxtrack Payroll?

● Quick and easy setup

Learn more about Payroll Management using Empxtrack

How can I start using Empxtrack Payroll for my organization?

Learn More about Pay Periods

Can I delete employee data from the application?