The payroll is based on the following key processes:

After the payroll system configuration is complete, it is then processed for payment by the accounting department.

Through this process, the salary is generated for the employees with the payscale defined.

Selection screen

As a prerequisite for the first time, complete the configuration including the Allowance rates. Once the allowance rates are defined, you don't need to define it every month as it is a common configuration, reused perpetually.

When you create a salary, the initial screen above will appear unfiled except it will be filled in by the default company of the user. In order to proceed, select the company code and operating location. The system will automatically populate the start and end date of the payroll. This is possible since the Inteacc payroll system knows as the last date the salary was paid. Therefore, you will find the "Date from" and "Date to" fields are read-only.

Salary can be processed for the full month or fractions of it.

Based on what you select, the "Date to" is automatically updated.

In case you process a fraction of a month's salary, the next salary will take the "Date to" plus 1 as "Date from" automatically, you don't have to worry about when the last salary is processed.

This indicates the processed salary includes only bonuses, not any salary of the employees. When this option is selected, selection of bonus order will be mandatory.

A salary can be only for a bonus or it can also be a salary + bonus. Before a bonus is processed, a bonus order needs to be created.

Some info is automatically populated based on the salary period e.g. calendar year, financial period, financial year, income year, leave year etc.

In order to process any bonus, a Bonus Order has to be created and approved. The bonus order defines the criteria by which employees will be entitled to a full or partial bonus as well and parameters are used to calculate the amount of bonus. The bonus rule included in the bonus order applies to all employees by default. However, in some exceptional cases, this rule may differ from one group of employees to another as well and even it can be exceptional at any individual employee level. Considering these exceptional needs, there is an option where you can define the bonus order rule exception for any payroll group of employees or any employees in the same bonus order.

A bonus order can be created for one or multiple companies and the "Selected" column of the table should be checked to indicate the bonus applies to the company.

If the "Selected" column is not checked (as above), no bonus for the company employees will be calculated.

This option will appear active or inactive automatically depending on how you have configured your respective company's payroll rule. If it is configured to be automatic, this option will always be "checked". Otherwise, the field will remain active to let you choose. Based on the selection the system will include or not include any arrears salary.

When any salary increment is posted to employee, the system checks automatically the effective date and last date when the salary payment has been created for. In such case when the effective date is in the past, the system will create arrears document for each employee as a placeholder to calculate the salary arrears later when the subsequent period's salary is processed.

Example:

The arrears salary will be calculated automatically by your Inteacc payroll system.

When there is any arrears included in payroll, it will look something like below where you see some allowances are repeated with the indication that it is arrears.

If there is any bonus paid during the arrears effective period (effective from to effective to), the system calculates the Bonus arrears as follows: 1 Calculate bonus based on the current salary (salary after increment). The same rule is applied when the bonus was calculated during the previous payroll process. 2 Calculate arrears which is difference between the newly calculated bonus (step 1) and the amount of bonus paid based on previous salary

e.g. Previous Basic salary 1000, new basic salary 1200. The arrear period 1 Jan to 31 Mar 2025. The Bonus rule is 100% if basic salary. The arrears amount would be () BTD 200 x 3 = BDT 600

The arrears salary can be paid in any month's salary as per the arrears salary payment decision/rule of the company.

In Inteacc HCM payroll, allowances are completely configurable and entitlements can be defined as per company compensation structure and rules.

Allowances can be managed in few different ways depending on the needs based on the company's compensation policy. The allowance management strategies are as follows:

This has been explained in the configuration section of this document.

Like allowance, deductions are also driven fully automatic that follows the company rules as configured.

Deduction of provident fund contribution is done automatically based on the membership status, effective date of the employee and fund rules. The system supports membership effective from any date of the month, even fraction of months and the PF contribution is calculated on that basis.

Loan instalment deduction is also done automatically based on the status of loan account of the employee e.g. loan instalment schedule.

Late deduction is processed automatically as per the company policy configured in the system. It can be combination or alone leave deduction and/or salary deduction following the "late deduction rule".

Absent deduction is processed automatically as per the company policy configured in the system. It can be combination or alone leave deduction and/or salary deduction following the "late deduction rule".

The salary of an employee can be on hold in the event of the following:

• When the employee separation is initiated
• Manually putting the salary of any employee on hold

Salary on-hold:

When any employee's salary is on-hold, actually the salary is still calculated in "Salary payscale". The salary is only processed up to the effective date if the effective date is falling within the month's salary processed. However, when creating the Salary Payment, the respective employee's salary is not included in the payment being on hold.

Salary salary on-hold is created for all the month's between the separation date to separation effective date. You may un-hold the month's as needed.

The on-hold salary can be released anytime before the salary payment is created and if you reprocess salary payscale, the on-hold status of the salary will be removed automatically accordingly.

If the payment has been created from the salary payscale, you can not release the on-hold salary to include it in the salary and payment anymore to keep consistency and control. In such cases, you will always have the option to create a Salary payment from salary on hold.

When the salary of any employees put on hold, if the payroll for the month is processed but the payment is not created, then the payroll is automatically turned out to be "Calc pending" in order to ensure that the payroll is recalculated before the payment is created. This no employees' salary will pass-through while it is actually on-hold status.

In case of final settlement, the process will automatically include the unpaid salary (on-hold) in the final settlement calculation.

After the initial info e.g. Company, Operating location (and Bonus order, if applicable) is selected, save it. You will the go back to the salary payscale list screen below:

Select the "Salary payscale" by clicking on the checkbox on the left column, you will find all available option buttons are activated.

Click on the "Calc payroll" button to process the salary. The system will calculate the salary of all the employees within the scope included.

Once the salary is processed (calc payroll as above), you can select the salary payscale and click on "Edit" button to open the "salary payscale" where you will find a 2nd tab on top named "Salary details" and one table in the bottom of the screen showing the Journal.

When you go to the "Salary detail" tab, initially you will find the screen contains no data. Click on the "Refresh" button, then the left pane of the split will load the list of employees with payroll-related data.

The salary detail on your right-hand side panes will still no nothing. Select the employee on the left pane by placing the cursor by clicking, then the salary breakdown of the selected employee will be displayed on the top right-hand side pane followed by the amounts by payment method in the bottom right side.

In general, you may have hundreds or thousands of employees in one company + operating location, therefore, you will often need to filter employees. In this screen you will find filter options as follows:

Subject to user authorization, you can create, edit and maintain different filtering options and use when you/any user needs. This is fully user-definable and flexible.

After the salary is processed, the next step is Salary payment. Before you can create a "salary payment" entry, the salary payscale has to be ready for payment by clicking the button "".

Once you have selected the above info, you can select the Salary payscale to be paid. You can select one or more salary payscale. When Salary payment is processed, the salary on-hold employees are excluded from payment. In such cases, when you want to make payment to the employees on hold, you can include one or multiple on-hold salaries in one payment.

When the selection screen is popped-up after clicking the "Select payscale payroll" button, you will see only those salary payscale that is ready for payment and payment is not created yet. Select the relevant Salary payscale item from the list that will populate the following:

• Show the selected salary payscale
• Load the payment methods and respective total amount per method

As you see there are two fields in the above screen empty, the "Bank cash account" and "Payment posting date" will be populated only when you go to the next step and select the respective account for payment execution as below.

When a salary payment is created the system automatically summarizes the payment amount by payment method applicable automatically according to the configuration.

This step will be unnecessary if the manual selection of account option is not selected as configured for the payment method and account setup..

The salary payment account selection has many different options to select one from. Most of them are automatic and one is manual i.e. selection of Payment Account e.g. Bank account, Bikash account etc. process is managed as per the configuration you may have explained in Configuration section of this user guide.

Selection of Account manually after creation of payment. In this step, select the payment account which will be filtered automatically based on the respective payment method, e.g. Bank, Cash, Mobile banking, Bikash etc. Select the respective account for disbursement of salary.

Select the edit screen as indicated above to update the payment accounts.

After the payment of one or all payment methods are processed e.g. payment advice sent to the Bank, update this status to keep the salary advice and status exact same. After you update the payment as done, the Salary payment will be locked to revert.

If the "payment done" is updated, the Salary payment is ready for posting.

Process this to post the payment. Once this process is executed, the payment by the method of the related salary payment is locked and no further changes can be done.

Menu: Payroll > Salary payment by method

Once this process is done, the respective payroll payment is ready for processing the accounting journals.

The payroll cost can be allocated to different cost centers/projects based on the associated section/project of the individual employees.

The steps are:

1. Assign cost center to Section / project which is associated with employee profiles
2. Assign reallocation of employee cost to one or more sections/projects
3. Calculate and display employee-wise cost allocation

Since every employee profile has section / project assigned, the system automatically assigned the respective employee's payroll cost 100% to the default cost centre.

However, in some cases, one employee's payroll cost requires to be allocated to one or more cost centres / projects. In those cases, use the following screen to define the allocation %.

After you set the reallocation %, the system will automatically update the remaining % to the default cost centre. Thus the payroll cost is directly allocated to different cost centres for each and every employees.

This process will allocate employment cost (CTC - Cost to company) into different sections/projects. The process will also generate journals for posting to the general ledger.

Create Payroll reconciliation by selecting the base and the salary payscale to be reconciled.

Click the refresh button to calculate/recalculate the reconcialiation -

Display changes by employees and change type -

Create the rule for each employee category as it may vary even further e.g. Employee group as below.

Create encashment order to process the payment.

After the leave encashment calculation is done and approved, it is ready for creation of payment by the authorized user(s).

Maintain the rules in "Payroll rule" of the company.

The payment can be integrated with the regular payroll process that automatically includes the approved leave encashment order during salary calculation.

If the separate payment option is selected in the payroll rule, it will not be included in the payroll calculation, will be ready for payment outside the payroll.

• Salary pay scale/pay structure
• Allowance rates
• Allowance Empl
• Manual entry

Salary structure is defined to have a standard breakdown of total salary into components.

The salary payscale or payscale structure is selected in the employee profile to have the breakdown of gross salary into allowances -

Depending on the configuration of the payscale the total salary amount may be broken down into allowances automatically-

Select salary Payment method and payment account mapping rules.

When you select the payment account mapping option as to select during payment, you will have option to select only one account per payment method per Salary payscale but this gives you freedom of choice from any account (Bank, Cash, ...) you want to select by payment method. For other options, selection is done automatically when you may map with multiple payment accounts within the same payment method that will come through the mapping option you select.

You select primarily in the Payroll rule to define whether the payment is made based on the default payment set by allowance or by employee.

From Master data > Payroll

From Payroll > When the default payment method is selected at the Allowance level, maintain this table to assign the payment method per Allowance.

From payroll This option is used only for exceptions to the Allowance-Payment method map.

Payment account selection can have one of many available options. You first set the rule in Payroll rules as follows:

Options:

Menu path: Payroll > Pr Pmt Method Account map

This screen will load the required fields automatically based on the Option configured in Payroll rule.

Select the Company followed, it will automatically load all existing mapping of the company. If you want to refresh, click on the refresh button to load the mapping not done yet e.g. New employees joined, new department created, as the case may be.

If you want to update account of multiple rows, just (1) Select company (2) select the rows and (3) Click update account button (4) Select the account to be mapped with.

When you select mapping of Payment account (Bank, Cash..) through either of company, department, operating location, employee etc.) in this configuration process explained, the selection of the payment account will be fully automatic when you select process the salary and create the Salary payment.

You just need to select the Salary payment by method and generate payment advice.

When you select the following payment account mapping option (selection in salary payment, manually) -

At the time of Salary payment creation the payment method and amount is summarized automatically but you will have to select the Payment account (Bank account, Cash account, Mobile pay...) manually for the Salary payscale.

Allowances may have one of the following strategies:

1. Managed in payscale
2. Calculated on dynamic attributes
3. Calc with allowance rates
4. Manual entry
5. Employee specific special
6. Arrears sub-total

Define this when the allowance is managed in payscale.

Example of such allowances are: Basic salary, house rent, conveyance, medical etc. When you create payscal structure, allowances with this strategy will be available for selection.

The allowances or deductions which are not part of the salary structure but calculated on specific attributes are configured as follows:

Examples: PF contribution, DPS Contribution, Payroll tax deduction, Festival bonus etc.

Generally, the main salary is defined in the pay scale of the employees or a lump-sum amount in a smaller number of cases while the pay scale can be fixed or dynamic. Apart from such payscale-defined salary, if your organization has some other allowances or deductions which is calculated on specific variables then you can use the process defined in this section.

For example, overtime pay is dependent on number of hours the employee worked over the standard working hours. This type of salary component can be defined by you as a user with appropriate access rights. Some examples are:

• Overtime
• Night allowance
• Attendance bonus
• Food allowance
• Absent deduction
• Late penalty

By design, it is a configurable system that you can define any type of allowances or deductions based on the following information where applicable to employees:

• Overtime hours: Hours of overtime worked, from leave and attendance module
• Leave without pay days: Number of days leave without pay
• Late attendance days: Number of days late
• Absent days: Number of days absent
• Present days: number of days present
• Present nights: number of days worked at night
• Punctual attendance etc.: If the employees had punctual attendance during the month i.e. no absent, no late. etc. to be defined.
• Rate table: Table of rates maintained by grade and other attributes
• Special allowance rate table: Rate table that is used to define rates per level e.g. Motorcycle allowance

The above parameters are again definable through configuration by any advanced user.

Employees attendance log interfaced data from the machine database, leave data, etc. is used in line with the rule settings of the company to calculate the above parameter values e.g. overtime hours, leave without pay days, etc. The calculation of allowances is based on such parameter values which are derived automatically followed by the calculation rules defined e.g. how the overtime allowance is calculated. Thus, most of the calculations from primary data collection to bank advice to pay salary in the Inteacc payroll system is fully automatic.

Allowance: The selected allowance is used by the payroll system reflecting the salary component in the salary sheet.

Calc on: Select the pre-defined calculation methods of the allowance. For example, overtime is calculated on "Hours of overtime work", night allowance is calculated on the number of nights the employee worked, etc.

Special allowance based on loan or specific approval e.g. Motorcycle allowance where the rate per month is dependent on the levels or some other criteria as definable.

Levels, which are user definable can be used to set different rates per level. e.g. Usage level of motorcycles for official purposes may give the option to set different amounts of allowance.

Define allowance amount based on the levels

If there is any special loan type that lets employees claim specific allowance then the loan type to be defined will indicate this.

When any specific loan has a direct link to a specific allowance, the application for that particular loan type will require the level of usage to assign appropriate allowance for the respective employee e.g. Motorcycle loan by which an employee may be entitled to an allowance and the amount may vary based on usage level. This level is selected at the time of application for the loan type.

If the employee doesn't have any loan associated with the special allowance, the applicant may qualify for a special allowance with a different rate, for which the employee may apply using this option.

If there is any loan active related to this special allowance (e.g. Motorcycle loan) this application process will automatically check and prevent from applying.

When the Allowance is not related to usage level but directly linked to the amount defined e.g. per Employee grade or employee group etc. then the configuration will be very similar to the above except the "Spl Allowance Cat" in "Spl Allow rule". e.g. mobile device loan, car loan etc. where loan installment subsidy is paid by the company at the rate defined by employee grade or so.

Please see below how is it configured in a few simple steps:

Select the Device loan category

Create the corresponding loan type in the Loan module. Notice that the Special Allowance rule is selected.

Create the corresponding "Allowance" in the Payroll master data module. Select the options as indicated below.

Create the corresponding "Allowance rate" in the Payroll module.

Now you are all set. The system will start adding the device subsidy according to the employee's respective grade or group as defined automatically. If the employee's grade is changed, the system will automatically start calculating the allowance as per the new grade of the employee, no manual action is needed.

In your Inteacc payroll system, most of the allowances are configured to work dynamically without any manual steps. However, as exceptional cases, you may need to use manual way of managing some allowance for which you can use this option.

When the allowance is calculated with this Manual entry strategy, the allowance will be available to use in manual entry.

For example: Donation, Distance allowance, Transportation deduction, Day care charge, performance bonus etc.

The employee-specific allowances and deductions are processed in this option. Enter info per employee.

Payroll group: Select the respective payroll group of the employees. The payroll group a master data and is linked to the employee profile. The structure of payroll groups is based on your need to classify employees into different groups defining such allowance entitlements.

A company/organization may have one or many different calculation methods depending on the size and complexities of the organization.

Calc method: Select the calculation method to be used in calculating the allowance for the employees under the payroll group. The calc method is also user-defined.

You can define any exception for any specific employees from the above configuration by payroll group. Go to the employee tab and define accordingly. The exception can be to include or exclude or even for a calculation method.

Use cases: When one or more employees are entitled to get specific allowances/deductions but they do not fall under the employee category entitled to. In such cases, include them. Another example of inclusion could be, that one or more employees are entitled to have the allowance/deductions calculated differently, then include them here with the specific calculation method. On the contrary, you can exclude one or more employees who fall under the employee category/payroll group who are entitled to have an allowance/deductions.

There are different criteria can be used as follows:

When the rate type "Allowance" is selected, you will have the option to select the rate table which is considered to be the allowance amount for the criteria selected.

When the rate type "Ceiling rate" is selected, you will have the option to select the rate table which is considered to be the ceiling amount to be deducted from the actual expense incurred. Thus, if the actual expense is more than the ceiling rate, the additional amount is to be deducted from the salary.

Create and maintain one payroll rule for every company. The menu option is located in Master data > Payroll.

A payroll rule configuration is used to steer different calculations and business processes without requiring manual inputs. The Inteacc payroll system provides significant benefits in managing and executing payrolls efficiently.

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This helps using different format for different companies within the group for the same report. For example, the salary sheet may contain different allowances or even the layout. This is a mandatory table to be maintained in order to have the report format selected by the system automatically at runtime.

The pay scale structure defines how the total salary of an employee is structured and calculations are made.

After defining the rest of the attributes, click on the "Load allowance" button, allowances will be automatically loaded.

Payscale structure can defined with different options like

1. Secondary payment i.e. a portion of salary is paid through cash
2. With or without a salary band. Salary bands can be of two different types i.e. min-max or fixed salary per slab.

The allowances, as components of the salary can be defined to be % of Basic, % of gross salary etc. It can also be defined as fixed. Both allowance and deductions can be defined at the salary structure level.

Salay payscale can be defined using the payscale structure if needed.

You may create as many bonus events as you may have in the company.

When a company disburses bonuses during religious vacation time, it needs to link the bonus pay plan with the respective employees religion. This table is used to map. When an employee has only one religious event or holiday and bonus while the employee is entitled to get more than one bonus, the 1st bonus is paid during the employee's respective religious vacation and the 2nd one is paid in another event.

Like salary, bonus is also defined per employee. In order to make it easy, you can use the refresh button on the list screen of Empl Bonus entitlement of employees as below. This will automatically load active employees who are new and not defined yet. The calculation base is automatically filled in which you can change if needed. The number of bonuses (per year) is set to 0 for newly loaded employees. Based on the terms of employment HR user will update the number of bonuses.

When the bonus order is created to process the bonus, this bonus entitlement file will be used in combination with the Bonus religion map.

For any exception to the above rules, the bonus option and list of bonuses have to be selected in the Employee profile

Monthly calculation of the provision for insurance per employee

Update employee category-wise monthly provision amount

In Employee Provision Insurance, click "Refresh", and you will prompted to select the type of provision and date (that indicates the month).

For the life-insurance provision like the Healthcare insurance provision, select the respective EmplProvision from the pop-up after clicking the "Refresh" button, it will automatically calculate the provision per employee @ provision per employee per month.

Allowances are defined as master data with some important attributes that drive how the respective allowances are used and amount is calculated.

When you create any new Allowance, do not forget to map it with the GL Account in Control account PR.

The control account is used to process journals for Accounting module as well as for fund accounts e.g. Provident fund.

Before you can manage the control account, create GL account first, especially those Account heads used in the control account.

Menu: Master data > Accounts > Account

You will also create the Account group before the Account creation.

The "control account pr" is used to map different allowances with the GL Accounts which is used to generate journals from payroll to general ledger. The control account pr is mapped with employee profiles through Section that the employee works under.

Defines how the overtime hours are rounded to the nearest decimal places.

The calculation method is user-definable and can configure the system. A calculation method can be used in one or multiple calculation process in payroll systems e.g. overtime allowance, earned leave allowances etc.

Here is a snapshot of typical calculation methods.