Payroll Overview

The greytHR payroll software allows you to view and perform all the payroll related activities from the Payroll Overview page. By default, the view is of the latest Payroll month created and you can also navigate to another month. The main user interactions on this page are:

Set cut off dates
Payroll Processing
Lock and Unlock of Payroll
Hold and Release of Payroll
Hold and Release of IT Statement
Connect to QuickBooks Online

To notify all employees about release of payroll, you need to first enable Event Notification for the Notify payroll release event type before you release the payroll.

Click Payroll > Main > Overview.

Associate Locations to PT States in Payroll Overview

greytHR now helps you to change the employee location to one that is not associated with a state, with professional tax deduction. The administrator can easily view such locations, at the time of processing payroll in the Payroll Overview screen and associate the same, with the corresponding PT (Professional Tax) states.

Click Employee > Information > Position History.
Select an employee whose location has to be changed.
In the Location attribute, click Add.
Click , the Add/ Edit Location icon .
Add and save the new location.

Figure 1: Add New Location
Change the employee location to Shimoga.
Shimoga is not mapped to any state which has professional tax deduction.
Figure 2: Change Employee Location
Click Payroll > Overview. The page is displayed with locations without PT state.
Click on the number of locations under Locations Without PT State.

Figure 3: Payroll Overview with Locations Without PT State
Now, you can add a PT state for the location. In the State column, enter a PT state.
Click Save.

Figure 4: Associate Location with PT State

By default, you view the latest Payroll month created. To navigate to another month, the options are:

select from at the top right of the menu bar. This selection becomes the default month for all other pages of the Payroll menu.
select from at top of the Overview page.
click or in the Overview page to move to the previous or next month.
To directly perform this action, go to Actions > Payroll > Create New Payroll Month.

If there are any locations not associated with PT (Professional Tax) states, you can associate the same. Click on the number of locations under Locations Without PT States and provide the corresponding PT states.

The Overview page is divided in to the following sections:
- Non-interactive: user interaction is not allowed and the graphs refresh automatically.
- Interactive: user interaction is allowed in the following ways and data refreshes automatically:
  - Cut off dates
    1. In Cutoff from dd mmm yyyy to dd mmm yyyy, click to set a date range for Payroll processing.
    2. Enter required cut off dates in the Update Payroll Info message box.
    3. Click Update to save your changes.
  - Payroll Processing
    1. Click .
      This feature is disabled for previous months. For succeeding months, click the button to create the Payroll page and then proceed with related activities. To directly perform this action, go to Actions > Payroll > Update Payroll Data.
    2. In the Payroll Process page, select items in the Checklist column to move them to the Completed Tasks column.
      Click More to scroll through the rest of the column. Hover over a checklist item to view options such as ignore this to remove an item from consideration in the current processing cycle., take me there to navigate to that menu in greytHR, Help to know more about the item, or delete it from the checklist.
      The items move in the order of selection. If required, click an item in Completed Tasks to move it back to Checklist. However, you need to process and select all items to complete Payroll processing. To directly perform this action, go to Actions > Payroll > Process Payroll.
    3. In the Payroll Process page, the process status displays.
    4. Click .
      This screen displays the processing success message along with discrepancies, if any, in salary.
    5. The Payroll Process Log page displays.
      You can process Payroll for a selected month any number of times within the salary release timelines of your org. The Payroll Process page displays the items you last chose. Click to run the Payroll alone, as in Step iii, without the checklist selection. The Payroll log updates with the changes.
  - Lock and Unlock of Payroll
    1. Click in Payroll to prevent Payroll processing.
      To directly go to this page, go to Actions > Lock Payroll.
    2. Click Confirm in the following message:
    3. A success message displays.
      
      Note that the icon to the left of the latest Payroll month created changes to and the Process Payroll button is now disabled. Click to unlock the Payroll.
  - Hold and Release of Payroll
    1. Click in Employee View to prevent employees from viewing the selected month's payslip.
      Employees will be able to view their Payslips only till the last released month.
    2. A success message displays.
    3. Click to release the selected month's Payslip to employees.
    4. For first time users of greytHR, the following message displays:
      Select Remember my choice if you do not want to see this pop-up window again.
    5. Click to notify all employees as per choice set before in Event Notification.
      If you click then the preset Notify payroll release event type is not activated.
    6. The notification displays as follows if you chose SMS:
    7. If you process payroll again for same or future months then the behavior is as follows:
      1. For the same month: if you click again after modifying payroll then the following pop-up window displays:
      2. For future months: if you release payslips for future months then the following pop-up window displays:
        Ensure that the event notification is set before you click Notify or OK.
  - Hold and Release of IT Statement
    - Click Release to release the IT Statement to employees or click Hold to hold back the released statement, respectively. Once held, the statement will disappear from ESS.
      Ensure that the Payroll is locked before performing this action. Employees will be able to view their IT Statements only till the last released month.IT Statement is automatically released to employees. You can also re-release the statement.