PAYROLL SOFTWARE

INTERNSHIP WORK SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS

FOR THE AWARD OF THE DEGREE OF BACHELOR OF COMPUTER SCIENCE

Submitted By

VIDHYA.P
21BCS111

Guided By

Dr. M.Rajeswari M.Sc.,Ph.D.

Assistant Professor,

Department of Computer Science.

DEPARTMENT OF COMPUTER SCIENCE

JULY 2023
 DECLARATION
I hereby declare that this internship work entitled “PAYROLL SOFTWARE”
submitted for award of the Degree of Bachelor of Computer Science is a record of the original
work done by VIDHYA.P (21BCS111), under the supervision and guidance of Dr.
M.Rajeswari M.Sc.,Ph.D Assistant Professor, Department of Computer Science, PSGR
Krishnammal College for Women, Coimbatore and this internship work has not formed the
basis for the award of any Degree or similar title to any candidate of any university.

Place: Coimbatore VIDHYA.P

Date: 20.07.2023 (21BCS111)

Endorsed by

Place: Coimbatore Dr. M.Rajeswari

Date: 20.07.2023 (Faculty Guide)

 CERTIFICATE

This is to certify that the internship work entitled “PAYROLL SOFTWARE”

submitted to Bharathiar University in partial fulfillment of the requirement for the award of
Degree of the Bachelor of Computer Science is a record of the original work done by
VIDHYA.P (21BCS111), during her period of study in Department of Computer Science,
PSGR Krishnammal College for Women, Coimbatore under my supervision and guidance and
her internship work has not formed the basis for the award of any Degree or similar title to any
candidate of any university.

Forwarded by

Dr. M.Rajeswari Dr. S.Karpagavalli

Faculty Guide Head of the Department

Submitted for the final examination held on 22.07.2023

 CONTENTS

S.NO TITLE PAGE NO

ACKNOWLEDGMENT I

SYNOPSIS II
1 INTRODUCTION 1
1.1 ORGANIZATION PROFILE 2
2 SYSTEM STUDY 2
2.1 BACKGROUND STUDY 2
2.2 BENEFITS OF PAYROLL 4
2.3 FEATURES OF PAYROLL 4
2.4 FUNCTION OF PAYROLL 6
3 CURRENT SYSTEM 7
3.1 INPUT SYSTEM 7
3.2 OUTPUT SYSTEM 13
4 CONCLUSION 15
 ACKNOWLEDGEMENT

“Success is to be measured not so much by the position that one has reached in life but as by the
obstacle which he had to overcome while trying to succeed”.

I proudly thank Dr. R.Nandini, ChairPerson, PSGR Krishnammal College for Women,
Coimbatore, for having given me the opportunity to undertake this project work.

I extend my profound gratitude to Dr. N.Yesodha Devi, Secretary, PSGR Krishnammal College
for Women, Coimbatore, for the opportunity to undertake this project work.

I extend my thanks to Dr. P.Meena, Principal of PSGR Krishnammal College for Women,
Coimbatore for her support and the resources provided.

I am extremely grateful to Dr. S.Karpagavalli, Head of the Department, Department of

Computer Science, PSGR Krishnammal College for Women, Coimbatore, for her support to
complete the internship successfully.

I also express my heartfelt thanks to Dr. M.Rajeswari, Assistant Professor, Department of

Computer Science for her guidance for completing this internship well in time.

I express my special thanks to Simco Enterprises, Salem for providing me an opportunity to

undertake survey in their esteemed organization.

I
 SYNOPSIS

Payroll management system encompasses all the tasks involved in paying an organization’s
employees. It typically involves keeping track of hours worked and ensuring that employees
receive the appropriate amount of pay. It also includes calculating taxes and social security, as
well as ensuring that they are properly withheld and processed. Depending on the company in
question, a full range of other deductions may be calculated, withheld, and processed as part
of payroll administration. Additionally, the processing of contractor payments may fall
under the umbrella of payroll administration.

The specific tasks involved in payroll administration tend to vary according to the needs of
each unique company or organization. For example, some companies have workers that
receive commissions in addition to salaries. In these companies, including commissions in
employee salaries is a part of payroll administration. For some companies, it also involves
assigning exempt or non-exempt status to workers, adding bonuses into pay checks, calculating
overtime payments, and adhering to applicable employment laws. Likewise tax filing and
deduction errors are payroll administration matters as well. Payroll is defined as a method of
administrating employees’ salaries in the organizations. The process consists of
calculation of salaries and tax deductions of the employees, administrating the
retirement benefits and disbursements of salaries to employees. It can also be called as an
accounts activity which undertakes the salary administration of employees in the
organization.

Thus, payroll management can be further subdivided into two sub processes, i.e. Payroll
accounting and payroll administration .Payroll refers to the administration of employees'
salaries, wages, bonuses, net pay, and deductions. It consist of the employee ID, employee
name, date of joining, daily attendance record, basic salary, allowances, overtime pay, bonus,
commissions, incentives, pay for holidays, vacations and sickness, value of meals and lodging
etc. There are some deductions such as PF, taxes, loan installments or advances taken by
employee.
II
 1. INTRODUCTION

Payroll software is a computer program designed to automate and streamline the process of
managing employee compensation, including salaries, wages, bonuses, and deductions. It
simplifies the complex task of calculating and distributing payments to employees, ensuring
accuracy and efficiency while saving time and effort for businesses.

The primary purpose of payroll software is to handle various payroll-related tasks, such
ascalculating gross wages based on hours worked or salaries, factoring in taxes, deductions,
and benefits, generating pay stubs, and processing payments through direct deposit or checks.
It can also handle other related functions like maintaining employee records, tracking leave
balances, and generating reports for compliance and auditing purposes. With its user-friendly
interface and robust features, StreamlinePay offers businesses of all sizes an efficient solution
to handle their payroll tasks accurately and effortlessly.

Payroll mistakes can happen faster than you think. For a moment, think about the employees
for whom monthly salary is the only source of income. Imagine what if the salary is not paid
accurately or there is a delay in releasing salary. Such irregularities can take a toll on the morale
of the employees and ultimately affect the business productivity.

While ensuring accurate and timely payment of salary is important, adhering to the various
laws and regulations such as labor law, PF, PT and other statutory compliance is also critical.
Non-adherence with these laws can attract serious legal and financial consequences. To make
sure that your employees are happy and you are law compliant, you need to have a proper
understanding of what payroll is and how to run payroll effectively.
 1.1 ORGANIZATION PROFILE

This internship work was done at Simco Enterprises. The company is located at Salem. It is a
product based company using the software called payroll software. This software is useful to
store all the data of the employees and to generate the payrun and payslip.

Allcon range from simco includes entire range of different bases of coatings & membranes For
waterproofing of below ground & above ground structures. Allcon title adhesives and tile
grouts are manufactured to the highest quality standards backs by independent test certificates
providing long lasting solution for fixing of tiles.

Simco enterprises offers a complete range of admixtures including plasticize,superplasticizers,

air entrainers, accelerators, retarders, and other speciality admixtures. Allcon range of
admixtures from simco helps to produce high strength, high workability &enhanced durability
concrete.

2. SYSTEM STUDY

2.1 BACKGROUND STUDY

The system uses C#.Net as front end and MS SQL Server as a backend for the
database. The background process of a payroll software for generating reports typically
involves several steps. Here's an overview of the typical process:

➢ Data Collection: The payroll software collects relevant data needed for generating
reports. This data includes employee information (such as names, addresses, tax
information, and employee IDs), salary or wage details, attendance records, overtime
hours, and any other relevant data required for payroll calculations.
➢ Data Validation: The collected data is validated to ensure accuracy and consistency.
This step involves checking for any missing or erroneous information and resolving
any discrepancies. For example, the software may verify that employee IDs match the
corresponding employee records or ensure that tax information is correctly entered.
 ➢ Payroll Calculations: Once the data is validated, the software performs payroll
calculations based on the predefined rules and formulas. This includes calculating gross
wages or salaries, factoring in overtime pay, deductions (such as taxes, insurance
premiums, retirement contributions), and any other applicable elements.
➢ Report Generation: After the payroll calculations are completed, the software
generates various reports based on the requirements. The specific reports generated may
vary depending on the organization's needs, but commonly include:
➢ Payslips: Individual pay statements for each employee, detailing their earnings,
deductions, net pay, and other relevant information.
➢ Summary Reports: Consolidated reports summarizing the payroll data, such as total
wages paid, taxes withheld, and employer contributions.
➢ Tax Reports: Reports outlining tax-related information, including details on tax
withheld from employee salaries and taxes payable to government authorities.
➢ Deduction Reports: Reports providing a breakdown of deductions made for each
employee, such as insurance premiums, retirement contributions, and loan repayments.
➢ Compliance Reports: Reports ensuring compliance with legal and regulatory
requirements, such as wage and hour laws or employee benefits reporting.
➢ Report Customization: Payroll software often allows customization of reports to meet
specific organizational needs. Users can often select the format, layout, and specific
data elements they want to include in the reports.
➢ Report Distribution: Once the reports are generated, the software enables distribution
to relevant stakeholders. This can be done electronically through email or by exporting
reports to various file formats (PDF, Excel, etc.) for printing or sharing.
➢ Report Archiving: It is common for payroll software to provide options for archiving
generated reports for future reference and audit purposes. This ensures that historical
payroll data and reports are securely stored and accessible when needed.

It's important to note that the specific processes and features of a payroll software may vary
depending on the software provider and the organization's requirements.
2.2 BENEFITS OF PAYROLL

➢ Increased Efficiency: Automation reduces the time and effort required to process
payroll, minimizing errors and increasing overall efficiency.
➢ Accuracy: Payroll software reduces the risk of miscalculations and compliance errors,
ensuring accurate pay and tax calculations.
➢ Cost Savings: By automating payroll processes, businesses can reduce the
administrative costs associated with manual payroll processing, such as printing checks
and preparing tax forms.
➢ Time Savings: Payroll software saves time by automating repetitive tasks, allowing
HR and payroll professionals to focus on more strategic activities.
➢ Compliance: Payroll software helps ensure compliance with tax regulations, labor
laws, and reporting requirements, reducing the risk of penalties or legal issues.

When selecting a payroll software solution, it's important to consider factors such as the size
of your business, specific payroll requirements, ease of use, scalability, security measures,
customer support, and pricing.

2.3 FEATURES OF PAYROLL

Payroll software is a type of application designed to automate and

streamline the process of managing employee compensation, including salaries, wages,
bonuses, and deductions. It helps businesses calculate and process payroll accurately, generate
payslips, track employee attendance and leave, and handle tax withholding and reporting.
Here's an overview of the key features of payroll software:

Payroll Processing:

Payroll software automates the calculation of employee wages, taxes, and deductions
based on predefined rules and parameters. It simplifies the complex calculations involved in
determining net pay and ensures accurate and timely payments.
Tax Management:

Payroll software helps businesses comply with tax regulations by automatically

calculating and withholding taxes from employee salaries. It generates tax forms such as W-2s
and 1099s and facilitates electronic filing to ensure accurate and timely tax reporting.

Time and Attendance Tracking:

Many payroll software solutions offer time and attendance features to track employee
work hours, including overtime, breaks, and time off. This data is then used to calculate
accurate payroll figures and manage leave balances.

Direct Deposit and Payment Processing:

Payroll software enables direct deposit, allowing businesses to electronically transfer

employee wages to their bank accounts. It eliminates the need for paper checks, saving time
and reducing administrative costs.

Employee Self-Service:

Modern payroll software often includes self-service portals or mobile apps that
empower employees to access their payroll information, view payslips, update personal details,
and request time off. This reduces the burden on HR and empowers employees with self-
management capabilities.

Compliance and Reporting:

Payroll software helps businesses stay compliant with labor laws and regulations by
automating payroll tax calculations, generating reports, and facilitating tax filing. It simplifies
the process of generating reports for internal analysis and external audits.

Integration with HR and Accounting Systems:

Payroll software often integrates with other HR and accounting systems to ensure data
consistency and streamline processes. This integration allows for seamless exchange of
employee data, simplifies financial reporting, and eliminates manual data entry.
2.4 FUNCTIONS OF PAYROLL

Compensation Structuring

HR Payroll software streamlines the salary structure of employees and manages their salary
directly by automating the tasks. It’s obvious that employees don’t appreciate paycheck errors
or delayed salary processing hence HRMS payroll verifies several details like salary and hourly
rates, their regular and overtime hours, bonuses, and other information that goes into
employee’s compensation.

Compliances and Taxes

Payroll Software allows you to manage the tax and legislative compliances according to the
new changes and updates that are given by the government as failing to pay payroll taxes is
usually a costly mistake. Hence Payroll Processing Software along with cloud Payroll
completes various forms while documenting payroll taxes and keeps all factors in the account
for determining tax deductions and satisfying different tax rates of different regions.

Employee Loans

In every organization, giving loans to trusted employees if required is a common practice. But
sometimes in big companies, it gets difficult to maintain multiple records and update them
simultaneously. Automated Payroll facilitates configuring and authorizing employee loans as
per dynamic workflow. It also incorporates loans on an EMI basis.

Expense Management

Expense management is a very crucial task in an organization. It’s the function on which the
balance of the organization depends. Online Payroll software tracks and manages the real-time
checks on expense claims filed by the employees and keeps a check on unwanted expenditure.
Employees can file claims according to their convenience and gives them access to the softcopy
of receipts, thereby enhancing transparency in the organization.

Pay Slips and Reports

Automated Payroll software is capable of generating reports like leave summaries, salary
statements, and salary benefits. It has a tailor-made approach that manages and customizes
reports with the company’s pay slip templates. Online payroll software is capable of printing
pay slips and downloading regulatory payroll forms.

3. CURRENT SYSTEM

3.1 INPUT SYSTEM

The first process of this is using the payroll 2GrowHr system. Search this website
and go to that website and start the process of entering the employee details in the employee
directory.

Fig 3.1.1: Home page

In the above fig 3.1.1. there is a dashboard that can be the home page of the process. It can
have the view of task and the total employee available there. It also contain the attendance and
some other information of the employee.
There is list of options that can be used to maintain the details of the employee and to run the
payslip and to manage attendance report and so on.

Here is a bar graph for the salary of the total employee have received according to the month
of payment. There are the calculation for the gross from each employee.

Fig 3.1.2: Employee directory

Here we can enter the employee details and can add the new employee with their personal
details. There is a option of the employee reports, it can store every activity of the employee
particularly. In the view we can see every details of the particular employee in the company.

This page can be easily understand by the user to identify what are the features and options are
available in this site. After dashboard there is a option called employee, that contain the
personal and work information of the particular employee.

Payroll software integrates with other core business systems to ensure that employees receive
accurate, on-time compensation in the appropriate manner (such as direct deposit, check, or
payment card). Employees can typically access the software to edit their personal information,
payment preferences, and other details.
 Fig 3.1.3: Profile overview

It is the profile overview of the employee there we can store their basic information, and work
information, upload some document of their education and personal document. This page is
running with the background process of C++ and mysql.

The information of the employees entered in this page will be stored according to the code in
the mysql that we have created. This is the most secured one to protect the information of the
employees. Every details of the employees can be easily taken for the company use.

Fig 3.1.4: Access control

In the overview access control is used to assign the user name and the password for the
employee to access the app called San payroll for the download of the payslip. There is extra
option to add some additional features in this page.

User name and password is must to access the app for the employee where they can know every
information that the company given. There can be able to enable the employee’s provident
fund, employee’s state insurance, TDS, professional tax etc. we can enable the necessary
benefits and tax applicable for any employee. C++ and mysql is the main backend process of
this software.

Fig 3.1.5: Payrun

In above fig 3.1.5 payrun is option to generate the payslip for the employee for the particular
month. Here we have to enter the company name and month for salary. This project is a
software-based application that manages the payroll of the employees of a certain company.

The system user is required to enter his/her system credentials in order to manage the
information and payroll records of the employees. This is the process to start the payslip
generation. Proceed with the submit button.
 Fig 3.1.6: Process of payrun

Enter the leaves that have taken by the employee for that particular month for the calculation
of the salary. Select the employee for the salary calculation and give the process payrun in the
below option.

The user can simply add an employee along with some relevant information including the daily
rate of the person. The system automatically computes the Total Income of each employee
when creating payroll for them. The user will just select the employee and add the days of
present, total hours of overtime, the number of holidays, and the deductions.

Fig 3.1.7: Generate payrun

This Payroll System is an automated system whose main goal is to handle all payroll tasks such
as calculating overtime of employees, holidays, deductions, and their total Net Income. This
system also contains a Report wherein you the admin can view the Weekly Payroll and Payslip
of employees.

Down select the process payrun to execute the calculation of the payment for the each
employee. It will proceed with the next step.

Fig 3.1.8: Processed payslip

It’s a user-friendly system that anyone managing it can easily use the features of it. If you have
a business this system is ideal in processing the process to help you ensure that all of your
employees are paid correctly.

This is the final step for the generation for the payslip. Select the company and select the month
that you have payrun and proceed with the submit. It will calculate the salary for that month
and can download the payslip in the app.
3.2 OUTPUT SYSTEM

Fig 3.2.1: San payroll

San payroll is a kind of app where the employee can check their salary, attendance, profile
overview of themselves, shifts for the next day and also the main purpose is to see and
download the payslip of the employee. Features

Fig 3.2.2: Profile

In the above fig 3.2.3 there are two option such as leave and payslip to view the salary details
for that month.

Fig 3.2.3: Payslip run

Here click the month so that you can see the salary details. This is the final step to the process
of payslip.

Fig 3.2.4: Result of payslip

The above fig 3.2.5 is the result of the payslip generated for a employee. The payroll software
calculate the salary by their own with some condition. It result with their personal info.
 4. Conclusion

Conclusion of “Payroll Management System” software developed for a company has been
designed to achieve maximum efficiency and reduce the time taken to handle the Payroll
activity. It is designed to replace an existing manual record system there by reducing time taken
for calculations and storing data. The system uses C#.Net as front end and MS SQL Server as
a backend for the database. The system is strong enough to withstand regressive daily
operations under conditions where the database is maintained and cleared over a certain time
of span. The implementation of the system in the organization will considerably reduce data
entry, time and also provide readily calculated reports.