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By: Ghulam Abbas (abbasmi@hotmail.com)
Dr. Noor Mohammed Khan General Hospital
Multi-Users Payroll System
Payroll Officer
Attendance
Cards
Information
Process
HR Officer
Contract
Leaves
Deductions
New Employees, Contract Renewal, Leaves,
Approved Leaves, Rejoined,
Contractual Deductions, Legal Fee etc
Count all Cards, Restrict to access
additional Cards,
No information missed or
twice, Accuracy, Payment Stop for levers
Calculation correct, absent and attendance
recorded, Printout and reconcile
Basic Inputs
Processor-No access to
change basic Info
IT Manager
Authorization
New Reports
Confidential
Manager /
Auditor
Reconciliation
Bank Pay
Cash Pay
Variance current & last months, Advances
paid, new & renewal contract review,
Balance available, Bank Payment, Employee Bank
Account checking,
Cash payment checking, Review and reconcile
with software
User name and password only authorized official
according to their duties
Developing new reports as required by
management, strong checklist system, alerts etc
Users Information must be kept secured
Review & Alerts
Security
Payroll Cycle
Attendance Cards Submitted
Objectives
•All cards received
•All cards valid
Procedures
•Count all employees cards
•Restrict to access additional cards
•All cards authorized by GM
Information Recorded
Objectives
•No information missed
•Accuracy
•No information twice
•No Bogus employee/cards
•Payment Stop for leavers
Procedures
•Total Checked
•Signed cards when input
•Reconcile (Software & Physical available)
•Prompt info on leavers & joiners
•Accuracy
•Manager review
Breakdown
Payroll Processed
Objectives
•Calculations are correct
•All attendance & absent recorded
•All deductions recorded
•Submitted contract copy for New
joiners
Procedures
•Printout Report & Check
•Reconcile Total # of employees along
with leavers & joiners
•System exceptional reports
•Manager review
Payment Made
Objective
•All staff Paid
•Correct Amount paid
•No Bogus a/c or employees
Procedures to do this
include:
•Cash payment employee
•Bank Payment Employee
•Review & Reconcile
Breakdown
MONTHLY ESSENTIAL R E P O R T S
Last Month Total Employees
Total # of Employees NewJoiners Left Employee Closing Statement
203 15 -12 206
This Month
Monthly Staff Summary (To be prepared by HR Office)
Emp Code Employee's Name Position Description Amount
Dr-000 XYZ Doctor Payment made by accounts department for renewal
of license
1,500.00
Monthly Staff Deduction List (To be prepared by HR Officer)
A Separate statement would be issued by HR section for Monthly New joiners & Left Employees
Sample Reports
Payroll Statement, Salary Slips etc. (To be prepared by Payroll Section)
MONTHLY ESSENTIAL R E P O R T S
Monthly Contract Renewed Summary (To be prepared by HR Office)
Renewal of Contract
Emp Code Employee's Name Position Before Now Effective date
DR-000 ABCD Doctor 15000 17000 15-05-2013
Reconciliation of Reports (To be Prepared by Payroll Processing Section)
Description Basic Salary Allowance Overtime
Remarks
EmpID Name Department Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance
allowance
Sample Reports
MONTHLY ESSENTIAL R E P O R T S
Summary Statement
Payroll for the month of December - 2012
Covering Sheet As on 31-12-2012
# of Employees Total Amount
Total # of Employees for the Month
Total # of Employees to be paid in cash
Total # of Employees to be paid through bank account
Total # of Employees received salary in advance
Total # of Employee to be paid cash due to Iqama not renewed
TOTAL STAFF SALARY TO BE PAID - -
- -
Sample Reports
Who can drive and meet deadlines
Education: Bachelor Degree Holder
Age: Between 20-28 yrs
Skills: Advance Knowledge
in MS Office, ERP
Schedule
Dates 26 & 27: Attendance Entry into Software
Dates 28: Checking,
Dates 29: Final review by
Auditor
Date 30: To be dispatched to Riyad Bank

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University of North Carolina at Charlotte degree offer diploma TranscriptUniversity of North Carolina at Charlotte degree offer diploma Transcript
University of North Carolina at Charlotte degree offer diploma Transcript
 

Correct payroll procedure

  • 1. By: Ghulam Abbas (abbasmi@hotmail.com) Dr. Noor Mohammed Khan General Hospital Multi-Users Payroll System
  • 2. Payroll Officer Attendance Cards Information Process HR Officer Contract Leaves Deductions New Employees, Contract Renewal, Leaves, Approved Leaves, Rejoined, Contractual Deductions, Legal Fee etc Count all Cards, Restrict to access additional Cards, No information missed or twice, Accuracy, Payment Stop for levers Calculation correct, absent and attendance recorded, Printout and reconcile Basic Inputs Processor-No access to change basic Info
  • 3. IT Manager Authorization New Reports Confidential Manager / Auditor Reconciliation Bank Pay Cash Pay Variance current & last months, Advances paid, new & renewal contract review, Balance available, Bank Payment, Employee Bank Account checking, Cash payment checking, Review and reconcile with software User name and password only authorized official according to their duties Developing new reports as required by management, strong checklist system, alerts etc Users Information must be kept secured Review & Alerts Security
  • 4. Payroll Cycle Attendance Cards Submitted Objectives •All cards received •All cards valid Procedures •Count all employees cards •Restrict to access additional cards •All cards authorized by GM Information Recorded Objectives •No information missed •Accuracy •No information twice •No Bogus employee/cards •Payment Stop for leavers Procedures •Total Checked •Signed cards when input •Reconcile (Software & Physical available) •Prompt info on leavers & joiners •Accuracy •Manager review Breakdown
  • 5. Payroll Processed Objectives •Calculations are correct •All attendance & absent recorded •All deductions recorded •Submitted contract copy for New joiners Procedures •Printout Report & Check •Reconcile Total # of employees along with leavers & joiners •System exceptional reports •Manager review Payment Made Objective •All staff Paid •Correct Amount paid •No Bogus a/c or employees Procedures to do this include: •Cash payment employee •Bank Payment Employee •Review & Reconcile Breakdown
  • 6. MONTHLY ESSENTIAL R E P O R T S Last Month Total Employees Total # of Employees NewJoiners Left Employee Closing Statement 203 15 -12 206 This Month Monthly Staff Summary (To be prepared by HR Office) Emp Code Employee's Name Position Description Amount Dr-000 XYZ Doctor Payment made by accounts department for renewal of license 1,500.00 Monthly Staff Deduction List (To be prepared by HR Officer) A Separate statement would be issued by HR section for Monthly New joiners & Left Employees Sample Reports Payroll Statement, Salary Slips etc. (To be prepared by Payroll Section)
  • 7. MONTHLY ESSENTIAL R E P O R T S Monthly Contract Renewed Summary (To be prepared by HR Office) Renewal of Contract Emp Code Employee's Name Position Before Now Effective date DR-000 ABCD Doctor 15000 17000 15-05-2013 Reconciliation of Reports (To be Prepared by Payroll Processing Section) Description Basic Salary Allowance Overtime Remarks EmpID Name Department Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance Nov-12 Dec-12 Variance allowance Sample Reports
  • 8. MONTHLY ESSENTIAL R E P O R T S Summary Statement Payroll for the month of December - 2012 Covering Sheet As on 31-12-2012 # of Employees Total Amount Total # of Employees for the Month Total # of Employees to be paid in cash Total # of Employees to be paid through bank account Total # of Employees received salary in advance Total # of Employee to be paid cash due to Iqama not renewed TOTAL STAFF SALARY TO BE PAID - - - - Sample Reports
  • 9. Who can drive and meet deadlines Education: Bachelor Degree Holder Age: Between 20-28 yrs Skills: Advance Knowledge in MS Office, ERP Schedule Dates 26 & 27: Attendance Entry into Software Dates 28: Checking, Dates 29: Final review by Auditor Date 30: To be dispatched to Riyad Bank