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Question Base [F.A.Q.]- PAY-ROLL @ Tally.ERP 9

1. PAYROLL In Tally.ERP9

In Tally.ERP 9 activation of Payroll requires a one time simple setup. Create a new company in Tally.ERP 9 and follow the steps given below to enable Payroll.

Case Study Company

M/s.  Spectrum  Software  Solutions  is  engaged  in  the  Software  services  Business.  It  is  a Bangalore-based company with the following three major departments:

‡   Sales

‡   Administration

‡   R & D

Step - 1 : Company Setup
Step - 2 : Enable Payroll
Step - 3 : Enable Payroll Statutory Features
 
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2. 'Employee Setup' for Payroll in Tally.ERP9

The Employee Master records employee information – department, date of joining, date of leaving, ID number, designation, location, function, employee bank details, statutory details, Passport and Visa details, and so on.

 

 

Tally.ERP 9 provides the flexibility to create the Employees and Group them under specific Employee Group which in turn can be created under specific Employee Categories.

 

 

The following masters can be created in Tally.ERP 9 to successfully record the Employee Details:

‡   Employee Category

‡   Employee Groups

#    Employees

Step - 1 : Employee Group

Step - 2 : Employee Master

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3. 'Payroll Masters' for Payroll in Tally.ERP9

As discussed in the above section Pay components are computed based on the Payroll Units. Therefore, create the following Payroll masters in Tally.ERP 9:

Step - 1 : Payroll Units
       (i) Simple Payroll Units
      (ii) Compound Payroll Units

Step - 2 : Attendance / ProductionTypes
       (i) Present Attendance Types
      (ii) Absent Attendance Types
     (iii) Overtime Production Types

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4. Earning 'Pay Heads' for Pay Roll in Tally.ERP9

Create the following Earnings Pay Heads:

 

Pay Head

Name

Pay Head

Type

Under

Affect Net Sal- ary

Name to Appear in Pay Slip

Use for

Gratuity

Calculation

Type

Calculation Period/ Pro- duction Type

Basic Pay

Earnings for

Employees

Indirect

Expenses

Yes

Basic

Yes

On   Attend- ance

Months

House Rent Allowance

Earnings for

Employees

Indirect

Expenses

Yes

HRA

No

As       Com- puted Value

Convey- ance

Earnings for

Employees

Indirect

Expenses

Yes

Convey- ance

No

Flat Rate

Months

Overtime

Pay

Earnings for

Employees

Indirect

Expenses

Yes

Overtime

No

On  Produc- tion

Overtime

Variable

Pay

Earnings for

Employees

Indirect

Expenses

Yes

Variable

Pay

No

As         User Defined Value

 

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5. Deduction Pay-Heads for Pay Roll in Tally.ERP9

Create the following Deduction Pay Heads.

 

 

Pay Head

Name

Pay Head

Type

Statutory

Pay Type

Under

Affect Net Salary

Name to Appear in Pay Slip

Calcula- tion Type

Computation

Method

Employees’ PF Contribu- tion @ 12%

Employees’ Statutory Deductions

PF Account (A/c No.1)

Current

Liabilities

Yes

EPF @ 12%

As Computed Value

On

Specified For- mula

Employees’ ESI Contri- bution @

1.75%

Employees’ Statutory Deductions

Employee State Insurance

Current

Liabilities

Yes

ESI @

1.75%

On Speci- fied For- mula

Basic Pay + House Rent Allowance + Conveyance + Overtime Pay (or Current Earnings - Variable Pay)

Profes- sional Tax

Employees’ Statutory Deductions

Profes- sional Tax

Current

Liabilities

Yes

Profession

Tax

As Computed Value

On Current

Earnings Total

 
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6. Gratuity Pay-Head Setup for Payroll in Tally.ERP9

Apart from the above Pay Heads, create Gratuity Expenses (Provisional) Account in order to get provisional Gratuity liability report for the employer at any given period.

Gratuity refers to the monetary benefit given by the employer to the employee at the end of the employment for the services rendered over a period of employment either by law or otherwise. It is calculated provisionally at the end of each  financial period to assess the possible liability of the company towards its employees. A Gratuity Provisional Account is created to capture the details required for the calculation of gratuity. Gratuity is calculated based on select salary components.

The formula used for Gratuity calculation is as follows:

Ledger

Pay Head Type

Under

Gratuity Expenses (Provisional)

Gratuity

Provisions (Current

Liabilities)

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7. Salary Details Setup for Payroll in Tally.ERP9

The Salary Details masters contain information on the Employee Group/ individual employee pay structure, comprising of both earnings and deductions pay components for the applicable period.

 

Businesses having a common pay structure for a particular department or division or set of employees can define salary details for an employee group and classify individual employees under the specified group to inherit the parent pay values. The Employee Group master prefills the parent group values to the individual employee masters created under them. It reduces the possibility of erroneous data entry and expedites data entry. This categorisation also helps in gen- eration of Group-wise reporting.

 

 

Pay structure constituting the Pay Heads and basis of calculation should be similar for the employees falling under the same group, but pay values need not be the same.

 

Tally.ERP 9 also allows you to set up individual employee salary details with all parameters appli- cable for Employee groups. The individual employee masters with separate pay structures are usually created on a case-to-case basis.

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8. Attendance Voucher for Payroll in Tally.ERP9

There are three types of Payroll Vouchers namely Attendance Voucher, Payroll Voucher and Payment Voucher, which are by default preset in Tally.ERP 9 to record above Payroll transac- tions.

An Attendance Voucher is used to record employees’ attendance data, based on Attendance/ Production types (i.e., present or absent days, overtime hours and so on).

 

 

An Attendance Voucher allows you to record the attendance/ production units for employees. Tally.ERP 9 gives you the flexibility to enter the attendance records through a single attendance voucher for a payroll period, or through multiple attendance vouchers as and when required within a payroll period. You also have the option of recording one attendance/ production voucher per employee per day or collectively for a month or any other variation thereof for all the employees.

 

In Tally.ERP 9, the auto-fill facility (Alt+A) is used to prefill the required Attendance/Production types data for the selected employee group/ employee for the specified period.

Example 1:

 

On 30th April, 2009 the attendance records of M/s. Spectrum Solutions displayed the following details:

 

Attendance/ Produc- tion Types

Vijay Kumar

Rahul

Mahesh

Ajay

Present Days

26

22

15

17

Overtime hours

900 Min

(15hr x 60min)

 

 

720 Min

(12hr x 60min)

In the above scenario, separate attendance vouchers are required to be entered for recording

Present days and Overtime hours.
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9. "Payroll Voucher" for Payroll in Tally.ERP9

A payroll voucher is used to record all employee-related transactions. It enables you to compute all the values for the respective Pay Heads (Earnings and Deductions).

 

 

The calculations are made on the basis of the definitions specified in the pay head masters, pay structure and attendance entries. In Tally.ERP 9, you can pass payroll vouchers manually for indi- vidual employee as well as for the entire group/ organisation by using the Auto Fill facility (Alt+A).

 

 

In Tally.ERP 9, the disbursement of salaries can be effected in any of the following modes.

A - Direct Remittance– in cash or by cheque

B - Bank Transfer – a direct transfer is made to an employee’s bank account and the list of disbursement is printed separately

 
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10. Payment of Salaries ( Salary Disbursement) for Payroll in Tally.ERP9

In Tally.ERP 9, a Payment voucher can be used to effect salary disbursement to employees. The payment voucher for the salaries payable may be passed through regular payment voucher or automated using the preset Salary Payment process available in Tally.ERP 9 for error free data input during Payroll Payment entry with the help of Auto Fill facility.

  

Example 4:

On 31st May 2009, M/s. Spectrum Solutions paid the salaries due for the month of May

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11. Accounting for Employer PF Contribution for Payroll in Tally.ERP9

Illustration 1:

 

On 30th April, 2009 M/s. Spectrum Software Solutions processed Provident Fund contribu- tions for the month of April 2009 and paid the amount in full to EPFO.

 

 

The same is accounted as shown:

In Tally.ERP 9, follow the steps given below to process Employer contribution towards Provident Fund:

 11(A) - Create Employer PF Contribution Masters

11(B) - Alter/Modify Salary Details

11(C) - Processing Employer PF Contribution

 11(D) - Processing PF Admin Expenses

 11(E) - Payment of Provident Fund

 
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11 (A) . Create Employer PF Contribution Masters

In Tally.ERP 9, Employer contribution towards Employees’ Pension Fund (Employees’ Pension Scheme), Provident Fund, Admin Charges and other PF related ledgers are required to be created separately for appropriate Accounting and reporting. Create the following ledgers in Tally.ERP 9,

1. Employer Contributions Pay Head

2. Employer PF Admin Charges

3. PF Payable Ledger

4. Creation of PF Admin Expenses Ledger

 

 

I. Employer Contributions Pay Head

 

Pay Head

Name

Pay Head Type

Statutory Pay

Type

Under

Affect Net Salary

Calculation

Type

Employer EPS

@ 8.33%

Employer’s Statu- tory Contributions

EPS    Account

(A/c No.10)

Indirect

Expenses

No

As computed value

Employer  EPF

@ 3.67%

Employer’s Statu- tory Contributions

PF Account (A/

c No.1)

Indirect

Expenses

No

As computed value

 

 
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11 (B) . Alter / Modify Salary Details Setup

Once the required Employer Contribution Pay Heads and Admin Expenses ledgers are created, the salary details of the Employee should be altered to constitute the Employer Contribution pay head ledgers for automatic calculations based on the monthly payments made to the Employees.
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11 (C) . Processing Employer PF Contribution

In Tally.ERP 9, you are required to process Employer PF Contributions, PF Admin Charges sepa- rately and make the payment towards PF comprising of Employees’ PF Contribution, Employer PF Admin Expenses through a combined challan.
Follow the steps explained ....
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11 (D) . Processing PF Admin Expenses

 
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11 (E) . Payment of Provident Fund (PF)

In Tally.ERP 9, once the process for Employee and Employer contributions to Provident Fund is implemented in the manner as discussed in earlier sections, the total amount payable to EPFO is accumulated separately in three Ledger Accounts, PF Payable Account (Employer Contributions), Employee PF Contributions and the PF Admin Charges Ledger. At the time of making the payment to EPFO, a payment voucher is required to be passed.

 

 To process the payment of Provident Fund, follow the steps given below:

  

Step 1: Create PF Payment Voucher

Step 2: Print PF Payment Challan

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12. Accounting for Employer ESI Contribution for Payroll in Tally.ERP9

On completion of this lesson, you will be able to

 

‡   Process Employers Contribution to Employees’ State Insurance (ESI)

‡   Payment of ESI Contributions

‡   Generate the ESI payment Challan

As discussed earlier, the statutory features viz., EPF & ESI etc., are required to be configured in F11: Statutory & Taxation Features. In this section, we will discuss, recording of transactions related to computation and contribution of Employee State Insurance.

follow the steps given below to process Employer contribution towards Employees’ State Insur- ance:

12(A)- Create Employer ESI Contribution Masters

 12(B) - Alter/Modify Salary Details

12(C) - Processing Employer ESI Contribution

12(D) - Payment of ESI

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12(A) . Create Employer ESI Contribution Masters

In Tally.ERP 9, Employer and Employees contribution towards Employees’ State Insurance (ESI) are required to be created separately for appropriate Accounting and reporting. Create the following ledgers in Tally.ERP 9:

  Employer Contribution Pay Head

II    ESI payable Ledger

 
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12(B) . Alter / Modify Salary Details.

Once the required Employer Contribution Pay Heads are created, the salary details of the Employees should be updated to constitute the Employer Contribution pay head ledgers for automatic calculations based on the monthly payments made to the Employees.
 
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12(C) . Processing Employer ESI Contribution

In Tally.ERP 9, you can process Employer ESI Contributions and make the payment towards ESI comprising of Employees’ and Employer’s ESI Contribution through a challan. To process the ESI Contribution for June 2009, follow the steps given below:
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12(D) . Payment ESI

In Tally.ERP 9, once the process for Employee and Employer contributions to Employees state Insurance is implemented in the manner as discussed in earlier sections, the total amount payable to ESIC comprising of Employee’s Contribution as well as Employer’s contribution to ESI is accumulated separately in the ESI Payable Ledger. At the time of making the payment to ESIC, a payment voucher is required to be passed.
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13. Tracking of Salary Advances / Loans

Tally.ERP 9 helps you track Salary Advance / loans given to employees and provides the flexibility to specify simple to complex criteria for Recovery of Salary Advances or loans viz., Flat or manual deduction and provision of lumpsum loan recovery and so on. Tally.ERP 9 also allows you to generate a Month wise break-up report for the amount of loan disbursed, recovery of instalments made and balance amount of Loan / Salary advance. Further, you can also use the Interest Cal- culation feature of Tally.ERP 9 to compute interest on loans to employee etc.

 

 In Tally.ERP 9, tracking of Salary Advances / Loans paid to employees follow the steps given below:

(A) Creation of Masters

(B) Modify / Alter Salary Details
(C) Payment of Salary Advance
(D) Recovery of Salary Advance

 
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14. Payroll Reports

Create a new company called Aman Motors, an Automobile dealer and also a manufacturer of Automobile Spare parts. Create the following masters and VAT related transactions:

(A) Pay Slip 
(B) Pay Sheet  
(C) Payroll Statement 
(D) Payment Advice
(E) Payroll Register 
(F) Employee Pay Head Breakup
(G) Pay Head Employee Breakup
(H) Attendance Sheet
(I) Attendance Register

 

14 (A) - Pay Slip @ Payroll Reports in Tally.ERP9

A Pay Slip refers to a document issued to an employee, which itemises each component of his/ her earnings and deductions and the net amount paid for a given pay period. It provides particu- lars on how the net amount has been arrived at i.e., how much money has been earned and how much tax / deductions have been made.

 

Display Pay Slip

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip > Single Pay Slip

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14 (B) - Pay Sheet @ Payroll Reports in Tally.ERP9

A Pay Sheet is a columnar report which displays the Group/Department-wise break-up of employ- ees’ earnings and deductions for the selected month.

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Sheet

<------------------------------------------------------------------------------>

14 (C) - Payroll Statement @ Payroll Reports in Tally.ERP9

A Payroll Statement is a columnar report which displays Group/Department-wise employees’

break-up of selected earnings or deductions, for a specified month or period.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Payroll Statement

<------------------------------------------------------------------------------>

14 (D) - Payment Advice @ Payroll Reports in Tally.ERP9

A Payment Advice is an intimation letter containing the details of employees with their bank account numbers issued to the banker to transfer a specified sum (salaries earned) to the employees’ bank accounts.

 

 

As discussed earlier, the contents of the Payment Advice can be altered in F12: Payroll Configu- ration as per the employers requirements.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Payment Advice

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14 (E) - Payroll Register @ Payroll Reports in Tally.ERP9

A Payroll Register is a month-wise transaction summary report which displays the number of payroll vouchers passed during a particular month. Additional information can be appended into the Payroll Register, by inserting a new column with the required voucher type i.e., Attendance, Journal, Purchases, Sales and so on.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Payroll Register

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14 (F) - Employee Pay-Head Breakup @ Payroll Reports in Tally.ERP9

An Employee Pay Head Breakup report is a columnar report which displays the Group/Depart- ment-wise employees’ breakup of a selected earnings or deductions pay head for a specified month/period. This report also displays the opening balance, debit and credit transactions and the closing balance for a specified period.

This report is also helpful in tracking loan outstandings and instalments deducted till date or for any specified period.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Employee Pay Head Breakup

 

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14 (G) - Pay-Head Employee Breakup @ Payroll Reports in Tally.ERP9

A Pay Head Employee Breakup report displays the sum of transactions and closing balance of the transacted groups for the selected employee.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll >Pay Head Employee Breakup

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14 (H) - Attendance Sheet @ Payroll Reports in Tally.ERP9

An Attendance Sheet is a columnar report which displays the details of Attendance/ Production types with the number of attendance/ production units achieved during a particular month or period.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Attendance Sheet
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14 (I) - Attendance Register @ Payroll Reports in Tally.ERP9

An Attendance Register is a month-wise transactions summary report which displays the number of attendance vouchers passed during the month. You can append additional information by inserting a new column with the required voucher type, i.e. Payroll, Journal, Purchases, Sales and so on.

Go to Gateway of Tally > Display > Payroll Reports > Attendance Register

 
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15. Payroll Statutory Reports

In Tally.ERP 9, you can display, print statutory forms and reports for Provident Fund (EPF), Employee State Insurance (ESI) and Professional Tax (PT) in the prescribed format as required by the statutes. The following Statutory reports are available in Tally.ERP 9:

You can view Payroll Statutory reports either from the Statutory Reports menu or Payroll Reports menu i.e., Gateway of Tally > Display > Statutory Reports > Payroll Reports or

Gateway of Tally > Display > Payroll Reports > Statutory Reports

 

15 (A) Provident Fund (PF) Reports

15 (B) Employee's State Insurance (ESI) Report

15 (C) Professional Tax Reports

15 (D) Gratuity Report

 
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15 (A) - Provident Fund (PF) @ Payroll Reports in Tally.ERP9

The following Provident Fund Reports are available in Tally.ERP 9:

‡   EPF Computation report

‡   Form 5

‡   Form 10

‡   Form 12A

‡   PF Monthly Statement

‡   Form 3A

‡   Form 6

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15 (B) - Employee's State Insurance (ESI)@ Payroll Reports in Tally.ERP9

The following ESI Reports are available in Tally.ERP 9:

‡   ESI Computation Report

‡   Form 3

‡   ESI Monthly Statement

‡   Form 5

‡   Form 6

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15 (C) - Professional Tax Report @ Payroll Reports in Tally.ERP9

As discussed earlier, Professional Tax is applicable to those individuals or professionals in India who are involved in any profession or trade. The state government of each state governs and administers the levy and collection of Professional Tax in the respective State. The state is empowered with the responsibility of structuring as well as formulating the professional tax criteria for the respective state. Professional tax is charged on the incomes of Individuals, profits of business or gains in vocations as per the list II of the Indian Constitution.

 

In India, the professional tax slabs vary from state to state and some of the states have formulated different professional tax slabs for men, women and the senior citizens of the respective states. The rates depend upon the profession, years in the profession and the amount of income or turnover and so on.

 

In Tally.ERP 9, the Professional Tax Report is generated based on the Slab Rates defined in the Professional Tax Ledger and it captures the amount of Professional Tax deducted under each slab rate.

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15 (D) - Gratuity @ Payroll Reports in Tally.ERP9

The Gratuity Report displays the provisional liability of an employer towards his employee in respect of gratuity payable at the time of cessation of employment either by resignation, death, retirement or termination.

 

 

The Gratuity Summary Report displays the gratuity amount payable in accordance with the pay components and formulae defined in the ledger master, as discussed earlier. In Tally.ERP 9, the Gratuity amount is calculated proportionately for eligible days in a year to the extent of completed months of service.

 

 

You can view the Gratuity Report either from Statutory Reports menu or Payroll Reports menu i.e., Gateway of Tally > Display > Payroll Reports > Statutory Reports or Gateway of Tally > Display > Statutory Reports > Payroll Reports.

 

 

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Gratuity Report
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