A "job profile" typically refers to a detailed description of a specific job role within an organization. It outlines the responsibilities, duties, qualifications, skills, and other requirements associated with the position. Job profiles are used for various purposes including recruitment, performance evaluation, and career development.

Here are some common elements found in a job profile:

• Job Title: The official title of the position within the organization.
• Job Summary/Objective: A brief overview of the purpose and objectives of the job role.
• Key Responsibilities: A list of main tasks and duties that the employee is expected to perform as part of the job.
• Required Qualifications: Educational background, certifications, and any other qualifications necessary for the role.
• Skills and Competencies: Specific skills, abilities, and competencies required to perform the job effectively.
• Experience: Desired level of prior experience in a similar role or industry.
• Reporting Structure: Information about who the position reports to and who might report to the position.
• Working Conditions: Details about the working environment, hours, travel requirements, etc.

Job profiles serve as a guideline for both employers and employees. For employers, they help in attracting suitable candidates, setting performance expectations, and facilitate performance evaluations. For employees, they provide clarity on job expectations and help in career planning and development.

A job position refers to a specific role within an organization that outlines the tasks, responsibilities, and qualifications associated with the position. It is a formal label assigned to a particular job within a company's organizational structure.

Here is a relationship between a job profile and job position:

A vacancy refers to an open position or job opening within an organization that is available for recruitment and hiring. It represents a position that is currently unoccupied and needs to be filled with a suitable candidate.

If there are any changes made in the Job position, the corresponding update in the Employee profile is done automatically. i.e. Job family, department, section, manager position, manager, etc.

There is a comprehensive set of information that can be maintained for employees. Some information is optional and some are mandatory since those mandatory information is critical to different modules in your HR systems.

There are many master data that need to be created before an employee can be created.

When an employee is created, the Job position is automatically populated by the respective employee profile.

Some important fields of employee profile are:

1. Employment status: This field is used to indicate if the employee is Active or in some other status. This field is very important to have the salary of an employee processed in payroll.

2. Join date actual: This field is used to calculate the length of service and different entitlements defined based on the length of service. The first month's salary is also dependent on this date to calculate the partial month's salary.

3. Company, Operating location, etc.: These fields are in the "Organization" tab. that identifies where an employee belongs to.

4. Payroll group: This is in the employment tab. This is used to classify and assign different employees in defining payroll rules.

5. Employee grade, sub-grade: this is used to guide employee compensation and promotion

6. Employee category: Different payroll rules are also defined at the employee category level. This is a very important field in the employee profile.

7. The usage of the following fields in the "Leave & attend config" tab:

• Attend card ID: Use this field to have a reference field in the attendance system as employee ID.
• Schedule work calendar: If checked, the employee will be included in work calendar scheduling
• Attend latitude and longitude: Used when the mobile apps is used for attendance.
• Holiday calendar: Holiday calendar for the employee
• Leave calendar: Leave calendar applicable to the employee
• Leave profile: Leave profile applicable to the employee
• Work shift rotated: Check for those employees who works in shifts
• Work shift: Default shift of the employee
• Weekend day name: Default weekend of the employee

Salary is also defined in Employee profile in "Salary" tab

Click on the job confirmation menu and display the list screen like below. As you see there are two sections, on your left, the table shows the list of employees whose job confirmation is not done yet. On your right-hand side table, this shows confirmation in progress or completed, depending on what options you have selected from the radio-button options you have.

To create a new job confirmation, you have the option to filter the employees from the left side table. Select the employee you want to create the job confirmation for and then click on the "Create job confirmation" button.

A new pop-up screen will appear where you will find the respective employee information is already been populated automatically. You new need to enter the remaining information to initiate job confirmation.

When a Job position is selected in the employee profile, the related Job family or department is updated automatically in the employee profile screen while the section field is editable from a pull-down option for the user to select the right section.

When an employee is transferred from one position to another, the following actions are triggered automatically:

• All the direct report job positions' manager position is updated
• All the employees of those direct report job positions are updated with the manager-employee accordingly

There are many different events by which an employee can be separated. In InteAcc HRIS, you will find the following different types of separation when you go to the respective screen:

There are several configurations done at different master data levels that can drive the separation process and calculation of final settlement of the outgoing employees.

As some separations are triggered by employees or employers and some are predefined or some type of separation is neither under the control of the employee nor employer, the financial settlement can vary depending on the separation type.

Notice period is defined in the employee category

The employee separation entry in Inteacc HRIS can be done by the manager of the outgoing employee or the respective HR business partner. In general, when it is tendered by the employee, this transaction is created by the manager of that employee.

• Retirement
• Redundancy
• Resignation
• Termination
• Death
• Dismissal
• Discharge
• Retrenchment

When an employee's separation is initiated, off boarding tasks are generated which is assigned to different task owners when approved.

The off-boarding process are defined at the Employee category level.

Each employee category has an off-boarding process that can be common or identical across employee categories.

A separation may have two broad route. In special situations, a separation can be very straight-forward i.e. just closing the employee's account. This is specially done when the employee is separated in a short period of employment and company do not expect the employee will have any end of service benefits.

When a separation process is initiated, the following actions are initiated automatically:

1. Employee profile status is changed to "Separation-in-progress"
2. Workflow for approval is initiated with respective workflow defined
3. The Job Position status is changed. In this case, the job position becomes available to hire

When the separation is approved, the following activities will be initiated automatically

1. Salary is on hold
2. Final settlement process of the employee
3. Final settlement of Employee’s provident fund, if any
4. Final settlement of Employee’s gratuity, if any
5. Final settlement of deposit pension scheme (DPS)

The detail entitlement and calculation is explained in the respective module's documentation.

This has been explained in section 6.8 and the fund module.

When a separation process is initiated, the salary of the employee goes on hold automatically for the rest of the period. When the salary is processed, the outgoing employee's salary is calculated but it is not released for payment (automatic). However, in exceptional cases, the on-hold salary can be released if that month's salary is not processed thus it will be included in the salary sheet. However, in case it is not released before the salary is processed, a new payment process can be generated to pay the on-hold salary when required. If the on-hold salary is not paid, this goes to the final settlement automatically.

Net amount payment is calculated across funds and salary payable.

Sl.	Activity	Status	Organization Impact	Hiring Impact
1	When an employee's separation is initiated	a) Employee profile: Employment status = "Separation in progress" b) Job Position status: "Separation in progress"	None	Hiring process may begin for the soon-to-be-vacant role
2	When the separation document is deleted before approval.	Both Employee profile and Job Position status become active and filled in respectively.	No impact, as the employee remains active	Hiring process option is closed
3	When final settlement is Approved.	a) Employee profile: Status becomes "Separated" b) Job Position status: "Separated"	The Job position becomes vacant. Manager's manager becomes the manager of direct report employees	Job position is now officially open for hiring
4	If the separation process is initiated with FS clearance.	Both the employee profile status and job status become "Separated".	The Job position becomes vacant. Manager's manager becomes the manager of direct report employees	Job position is open for hiring
5	When the separated position is filled in	Both the employee profile status and job status become "Active".	The employees manager is restored from manager's manager for those positions reported directly to manager's manager during vacancy	-

When an employee's separation with the company is approved, final settlement is initiated automatically.

In final settlement, a number of different account is taken into consideration within the final settlement process as below:

• Notice pay days and amount calculation, with option to waive the notice pay penalty, if any
• Earned leave days and amount calculation
• Unpaid salaries and bonus
• Loan balance (Company and provident fund), if any
• Provident fund balance
• Gratuity fund balance
• DPS fund balance (if any)

Employee can be suspended from regular job when there is a HR decision due to some ongoing investigation.

The initial salary of any new employee is updated directly when the employee profile is created (tab: Salary).

Description, option, and usage of the fields:

Field	Description and usage
Pay type	The options are - - Pay scale - Consolidated monthly
Pr pmt method	The payroll payment method is user-defined. For example, direct bank transfer, payment in cash, etc.
Pr pmt method second.	Secondary payment method, if required. The options are the same as to "Pr pmt method" above.
Pay overtime	If this option is checked, the payroll system will automatically calculate overtime allowances of the employee based on hours of overtime worked and the configuration of overtime calculation rules defined. When you create a new employee, this field is automatically inherited from the employee category selected. However, you can turn it on or off anytime as appropriate.

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In order to put the employee's salary on approval check the field "ready for approval" in the Salary tab of the Employee profile. Once the salary is approved, the active employee will be included in the payroll processing automatically.

Annual salary review is generally done once a year based on the performance rating of the employees which is the result of employee performance appraisal.

As the first step of the salary review, the salary review event should be created that specifies the salary increment budget and % of rewards against different performance ratings.

When the performance management module is used within Inteacc HCM systems, the performance rating is automatically imported into the annual salary review system. However, in the absence of a performance rating or if the performance module is not used, the managers have the option to update the performance ratings of the employees with his/her scope within the annual review screen.

There are two simple steps to complete the process:

• Manager

If the salary increase effective date is in the past for which the salary is already processed, there will be a salary increment document created automatically that you can see from "Payroll > Salary incr arrears" menu. The absolute amount will be also calculated when salary is processed.

This arrear calculation will include also the employee/employer's contribution to the funds (provident fund, gratuity fund etc.)

Salary review and promotion can also be done beyond the annual salary review on ad-hoc basis. Just use the menu option for Salary Incr/promotion.

Salary reviews and promotions should always be posted after the effective date. Ideally, the effective date is on or before the next payroll start date.

Example 1: The effective date is 1st July and the payroll dates are from 1st Jul to 31 Jul then this incr/promotion can be posted anytime after the salary June is processed and ready for payment.

Example 2: The effective date is 16th July and the payroll dates are from 1st Jul to 31 Jul then this incr/promotion can be posted anytime after the salary July is processed and ready for payment.

If the effective date is in the past for which the salary payment is already processed/ready for paymemt then the arrear salary will be calculated automatically as explained in payroll module

When the separation is approved, the Inteacc HCM system automatically creates off-boarding activities and the final settlement document.

Offboard activities are used to define the checklist which is user definable.

You may have one or many sets of checklists to suit and configure the different checks and controls necessary for the outgoing employees' clearance and settlement of dues.

When setting up the checklist you will have the option to make any activity in the checklist mandatory for approval of the final settlement.

This is automatically generated by the system and assigned to respective action owners according to how it is configured. This checklist activity is created when the separation of an employee is approved.

The persons assigned with the checklist actions will have it in their action list. When the action is taken, the action owner updates the status and thus the final settlement makes progress automatically.

The checklist activity owner has the option to claim any deduction during the clearance process in the same menu which will be added to the final settlement automatically.

The final settlement is calculated automatically after it is created automatically at the moment of approval of the employee separation.

All the financial dues and obligations are automatically populated by the system and the net amount is calculated. However, to keep control of consistency and integrity, the workflow for the approval of the final settlement can be initiated only when the mandatory checklist activities are completed.

In an organizational context, "functional area," "department," "section," and "job family" are terms that often refer to different aspects of the organizational structure and roles within an organization. Here's an overview of each term and their differences:

A functional area refers to a specific area or domain of expertise within an organization where similar types of work are performed. Examples of functional areas include finance, human resources, marketing, operations, sales, IT, and customer service. Functional areas are typically organized based on the core activities or functions that contribute to the overall goals of the organization.

A department is a distinct division or unit within an organization responsible for carrying out specific functions or activities. Departments are often organized based on functional areas and are responsible for managing related tasks, projects, and resources. For example, within the finance functional area, there may be departments such as accounts payable, accounts receivable, budgeting, and financial reporting.

A section is a subdivision or smaller unit within a department or functional area. Sections are often used to further organize and manage specific tasks, projects, or teams within a department. For instance, within the marketing department, there may be sections dedicated to advertising, public relations, market research, and digital marketing.

A section has a few important attributes that define the baseline of accounting journals and payroll cost classification e.g. cost center, GL account from control account, etc.

There is another type of Control account exists that defines general ledger-level journals for the payroll system. This is maintained at within the payroll module (Payroll rules master data)

Field name	Description and usage
Department	Name of the department under which the section is structured
Cost center	The Cost center assigned to the Section. This cost center is used to process the Automatic journal of the payroll
Control account pr.	The Control account pr is used to classify payroll cost in different GL accounts for the employees under the section.

A job family is a grouping of related job roles or positions within an organization that share similar characteristics, skills, and responsibilities. Job families help organizations classify and organize various roles based on common traits and career paths. Examples of job families include administrative support, engineering, information technology, sales, and management. Within each job family, there may be different job titles and levels representing various stages of career progression and expertise.

In summary, functional areas represent broad domains of expertise, departments are units responsible for specific functions, sections are subdivisions within departments, and job families group related roles based on common characteristics. These elements collectively contribute to the organizational structure and hierarchy of an organization.

Define the grade and sub-grade of the employees.

For each Job grade, you may have one or many Empl grade defining variety of Sub-grade (slab) and salary ranges based on the diversified needs of the company or group of companies.

Employee category plays a very important role in terms of HR and pay rules configuration.

Each employee category should be configured with different attributes and rules which is grouped as follows:

• Employee group rules
• Work away rule
• Offboard checklist

The employee group rules defined under each employee category has the following attributes which is classified into two.

• Employee category-group attributes - maintained at group level
• Employee category-group attributes - initially maintained at group level by finally maintained at employee level

SL	Attribute Name	Description	Also Maintained at Employee Level
1	Company	Selects the company applicable to the employee category.	Yes
2	Employee group	Selects the employee group under this category.	Yes
3	Schedule work calendar	Generates a daily work calendar for employees. The calendar can be maintained for changes like weekend shifts or work shift changes.	Yes
4	Work shift rotated	Specifies if the employee group works in rotating shifts.	Yes
5	Pay overtime	Automatically calculates overtime hours and allowance during salary processing.	Yes
6	Update leave bal ch holiday cal	Updates the leave balance if the holiday calendar changes for the employee group.	No
7	Empl group change holiday cal	Allows changing the holiday calendar for the employee group.	No
8	Holiday calendar default	Defines the default holiday calendar for employees under this category.	Yes
9	Leave profile male	Defines the leave profile for male employees under this category.	Yes
10	Auto approve leave	Automatically approves leave requests for male employees in this category.	No
11	Leave profile female	Defines the leave profile for female employees under this category.	Yes
12	Auto approve outst	Automatically approves leave requests for female employees in this category for outside/outstation leaves.	No
13	Impose late penalty	Imposes a late penalty for employees under this category based on defined rules.	No
14	Late penalty	Defines the late penalty rule applicable to employees in this category.	No
15	Impose absent penalty	Imposes an absent penalty for employees under this category based on defined rules.	No
16	Absent penalty	Defines the absent penalty rule applicable to employees in this category.	No
17	Absent deduct calc method	Defines the calculation method for deducting pay for absent employees.	No
18	Control account	Specifies the control account for wages and salaries of employees in this category.	No
19	Seniority loss applicable	Indicates whether seniority loss is applicable for employees under this category.	No
20	Seniority loss rule	Defines the seniority loss rules for employees under this category based on their leave without pay (LWOP) days or working days. Seniority loss rule has been defined in employee category-group master data	No

Apart from use of Employee category and group as explained above, it is also used in payroll module in defining the Allowance rates where different allowances entitlements and calculation methods are configured.