HR & Payroll Services

Sub features:

• Employee Information – The complete details of the employee are recorded on the system.Salary setup – The Salary composition is updated with the specific regular allowances and deductions for the employee month-on-month.
• Department & Branch Transfer – Transfer of an employee is possible between two departments or between two Branches.
• Retroactive – A salary composition adjustment from an earlier date is possible to be settled as arrears in the current month’s payroll.
• New Employee Checklist – Reminder checklist entries helps to complete all the onboarding activities when a new employee joins. Examples like the Scheduling medical tests, Application for Visa, emirates ID, CPR, etc.
• Asset assigned to an employee – All the assets assigned or returned by an employee can be tracked.
• Internal Memo – internal communications on the message board to be shown on individual users’ dashboards.
• Update opening leave balance – Leave opening balances of individual employees can be updated on the HR & Payroll system.
• Expenditure toward Hiring – the company expense incurred during the hiring and induction processes of an employee to the company can be recorded.
• Employee Succession Plan – The successor/promotion of an employee can be recorded.
• Employee Contract Restoration – the revival of the individual contract of an employee can be stored on the system.
• Employee Probation confirmation – Employee probation can be confirmed, and the extension of the probation period can be recorded.
• Inter-company transfer – The transfer of employees between the companies can be documented on the HRMS application.

This module helps to have payroll processed for each employee every month. Some of the features are:

• Leave Application: Applications for leave can be submitted as a full day or a half day and can select annual leave, sick leave, or any other leave.
• Return from Leave: The date when an employee needs to be recorded on the system and consecutive LOP or additional leave days should be deducted from the leave balances.
• Cash leave: Encashing leave is possible to be recorded and settled along with the current month’s payroll.
• Update vacation schedule: – Future leaves can be planned well in advance and specific future vacation schedule reports will be available on the system.
• Advance Request: Loans or advances can be recorded to be settled on an installment basis from a particular month. So, from that month’s payroll, this loan given can be deducted from each consecutive month’s payroll as an equal monthly deduction.
• Expense Recovery: Expenses can be recovered from the company /employee can be recorded, which will be settled in the current month’s payroll.
• LOP & Overtime: The attendance for the month needs to be uploaded onto the HRMS system or automated attendance should be activated. Where in the late-in, early-out, and overtime can be automatically calculated and approved through the workflow on the HRMS system.

Note: If the attendance module is not purchased, then we can use this upload option where an upload of the Time sheet of an employee on an excel sheet can be recorded on the HRMS system.

• Leave without Pay: The LWP days for all the employees along with the OT1(normal day over time), OT2 (Holiday overtime), and OT3 (Public holiday overtime) can be marked on an Excel sheet which can be uploaded onto the system. The cost centers/projects must be marked on the Excel sheet. This must be recorded before the payroll is processed for the month.
• Upload loan entry: Bulk upload of loan entries for many employees can be done in one shot by an Excel sheet upload.
• Allowances and Deductions adjustment: Specific adjustments of allowance/deduction specific for that current month can be entered, to be settled in the current month’s payroll.
• Comp-off Adjustment: Compensatory leave adjustments can be made to be deducted separately from the comp-off leave balances.
• Individual Salary Process: Salary can be processed for individual employees or for the whole department or for the whole company.
• Publish: Once the payroll is processed, the pay sheet report can be verified for the individual adjustments along with their individual monthly emoluments and then the salary can be circulated automatically by emails with the pdf pay slip attachments to individual employees.
• Gratuity Settlement: once the last working day of the employee can be recorded, the indemnity settlement for the employee can be processed to be settled individually or along with the month’s payroll settlements.

The Employee Self-Service module helps the employee of the company access his own profile on the HRMS system by using his own user-id and passwords. The application is very user-friendly and has simple structured menus and options.

HRMS is an application that can be opened on any browser. The application can be hosted on the local server. If the branches are connected to the head office server by VPN, then the employees from the branches can access the employee’s self-service module from the individual branches. And if the HRMS system is installed on a cloud server with a public IP address, then all the employees in all the branches can access the application on the move from anywhere, even outside their office network from even mobile phones outside their office and from their homes. Some of the features are as follows:

• Self-Information: As an employee, I can view all the information about myself which is updated on the HRMS system.
• Self-Documents: As an employee, he can view all the documents, like the passport, visa, and other documents which are updated on the HRMS system can be seen.
• Leave Request: As an employee, I can see my own individual leave balances, as per the labor law and I can apply for the leave. And then the leave request can flow for the line manager’s approval on the workflow system on the HR & Payroll system.
• Advance Request: I can send a request to HR requesting an advance loan and that amount can be settled along with the monthly payroll. You can select a period that the HR decides after discussion with the employee and understanding the policy of the company. Therefore, accordingly, the request can flow through the workflow.
• Late-In Request: Once an employee is Late-in to work, then he gets a reminder about a Late-in instance on his dashboard. He needs to send a Late-in Request with his justification for the late-in to the line manager for approval.
• Early-out Request: As an employee, he can submit an early-out request to the line manager for approval.
• Early-out Approval: The approval manager can approve the early-out request from the employee.
• Overtime Request: An employee can send an overtime request to the line manager for approval of the overtime account. This is applicable in the automated attendance system when in comparison to the actual punch-in of the employees.
• Overtime Approval: the line manager must approve or change the overtime hours applicable before approving the overtime raised by the employee.
• Absent Request: An employee can submit a justification for the day when an employee is absent from work.
• Absent Approval: The approval manager can approve or reject the absent request. The request will then go to HR to pass a penalty deduction for the employee if needed.
• Employee Directory: As an employee, I can see the complete employee directory with the contact landline numbers or the mobile numbers along with the email addresses.
• Travel Expenditure Request: An employee can submit a request for the expenditure incurred for his official travel made for the company.
• Training Request: As an employee, I can submit a request for specific training as per the mandate by the labor policy in some countries in the Gulf.
• Letter Request: An employee can submit a specific request for a letter from HR on a company letter headed paper. That could be a salary certificate or any other letter of introduction along with the compensation details.
• Vacation Schedule Request: As an employee, I can apply for a vacation, so that HR can schedule on the vacation calendar for that employee.

This module helps to track the complete recruitment process in a company. Some of the features are as follows:

• This module helps to track the recruitment process from the stages of posting a job opening to receiving the resumes profiles from the candidates.
• Then the candidate’s details can be tracked. We can have options to track if he has directly walked in or if he has come through a consultant helping in the Recruitment process.
• The candidate can be called for an interview and shortlisting the candidate for the position can be done. You can set the interview criteria that the management is looking for in the candidate. And post the interview the scores can be marked for the candidate.
• Then the final conversion of the candidate’s profile to an employee is possible.
• Basically, after probation of 3 or 6 months, the employee can be converted to a permanent employee.
• References provided by the candidate can be tracked.
• We can also give the API so that the client can have the same configured on to their website​​ to directly have the employee fill in the candidate’s form, and their profiles can come directly to the HRMS system database.

360° Appraisal of employees can be processed on the HRMS software on a quarterly or six months once or yearly basis. Some of the features are as follows:

• 360° Appraisal of employees can be processed on the HRMS software on a quarterly or six monthly once or on yearly basis.
• The line manager will have to assign the forms to all the employees.
• Basically, an employee needs to go into the system and first fill in the appraisal forms with his self-scores and comments for each of the parameters/questions.
• Once the form is submitted, the line manager can fill in the manager’s scores for each of the parameters and submit the forms.
• The status of the appraisal completion for each of the employees is available on the dashboard in the form of red, yellow, and green indicators.
• From here on, the final evaluation is done, and the reports are available with the appraisal scores.
• Also based on the parameters scores received, separate reports can be available for the actual bonus eligibility.
• Therefore 360-degree appraisal is possible with the help of the Appraisal module of our HRMS system.
• 360° appraisal is possible through our Appraisal Module on our HRMS system.
• Most of our customers in the Middle East and North Africa (MINA) regions countries as Qatar, Kuwait, Bahrain, Oman, and Saudi Arabia are using our system due to the customized Appraisal modules provided for them.
• Appraisal Managers and Appraisees can be defined and set up on the system.
• External customers can also rate an employee or an individual in the same team can also rate the managers.
• The outside contributor can be defined as who would also rate the employees.
• Appraisal templates based on the grades in an organization can be set up.
• Past appraisal history is always available on one database on our HR & Payroll system.

Attendance modules​​ and the integration of various bio-metric machines are possible. We need to ensure that each of the branches is connected to the head office with the help of a VPN. At the head office server, we will have a Windows-based scheduler installed which will automatically pull the data from the bio-metric machines from different branches that are brought to the head office server. And then the system compares the actual punches to the shifts defined on the HRMS system. Some of the features are as follows:

• Shifts are defined on the system. We can enter the cost center numbers for each of the shifts.
• When marking the shift, we must also mark the start date and the end date of the shift. So, we will have to mark the weekly off​ the employee for the whole period that we are recording the shift. For example, if Friday and Saturday are off, then we will have to mark Sun to Thurs as working days. 8:00 am to 5:00 pm and with a break time of one hour.
• Once these shifts are defined, then they must assign them to each employee.
• Only if we have shifted on the system, the system can automatically compare the actual punches to the shifts assigned to the employee, and late-in, early-out, and overtime will be automatically marked.
• If there are no shifts on the system assigned to the employee, then the employee’s log-in timings with the late-in or early-out, or overtime cannot be shown on the reports on the HRMS system automatically. This is because the HR & Payroll system does not know what the shift of the employee is and to what should the system compare the actual punches.

The training requirements mandated by the ministries for individual company employees can be easily fulfilled by the Training Module. Some of the features are as follows:

• Training Planning: All the training courses can be entered into the HRMS system along with the planned start and end dates. The respective trainers for each course can be entered.
• Training Request: The requests for training can be raised for the Training courses available. The suggested maximum number of trainees in a class can be updated.
• Assign Trainee: The employees can be scheduled on specific Training courses up to a maximum of trainee seats allowable for a training course.
• Manage Attendance: The requests for training can be raised for the Training courses available. The suggested maximum number of trainees in a class can be updated.
• Reports – Various kinds of reports are available like the following:

Air ticket requests can be entered and updated on the system based on eligibility. Some of the features are as follows:

• The Air Ticket eligibility of each employee can be marked on the system if he or she would be eligible for a value or number of tickets.
• The various destinations can be marked on the system.
• The air ticket agencies that are providing the air ticket can be updated on the system.
• Based on eligibility various reports are available of the actual air tickets consumed during a period.

Air ticket requests can be entered and updated on the system based on eligibility. Some of the features are as follows:

The Wages Protection System (WPS) is a Salary transfer system enforced mainly in UAE and Saudi Arabia. This electronic salary transfer system is designed to ensure that the companies pay the worker’s salary/wages through the employee’s bank accounts, Forex exchange offices and other financial offices authorized by the government.

The WPS system is developed by the Central Bank of the UAE. The labor ministries want to ensure that they guarantee there is a timely and fully agreed wage payment to the employee. They would like to ensure that they create a database of the records of the wage payment in the private sector. This WPS system is applicable to all the companies that are registered with the Labor Ministry across all sectors and industries. All the classes of labor will benefit from this WPS system.

Because of the WPS being enforced in the UAE, they are currently at the topmost to ensure the laborer/workforce members are getting paid as per their agreed wages. And due to the success of this model in the United Arab Emirates, the following are the main areas which add to this effect/success.

• Commitment to protect workers’ wages is being stressed again and again.
• New and unique ideas are being shown for the employer to ensure to take care of their own safety. And, to reduce the time and effort needed to pay workers’ wages.
• Ensuring job security is improved by taking important steps. This will help to bind the working relationship in the UAE. Also, this takes care of ensuring the rights of both the parties involved are looked after.
• This helps to ensure that amount the competitiveness, there is always transparency involved.
• The UAE Ministry of Labor ensures regular getting updated on the wage data in all the private sector. This helps to guarantee that all employers fulfil their salary obligations.
• Positive and defensive measures are being taken to reduce labor disputes pertaining to wages.

Various kinds of letter formats can be updated on the system. Some of the features are as follows:

• Various kinds of letters and memo formats used for official communication can be updated on the system.
• Based on the request, the employee’s name and other details of the employee automatically can be brought to the actual be available in a printable format.
• We can also set the company letterhead format and update the system. So, the memo or letter can automatically be shown on the company letterhead.
• Each of the formats can be printed or downloaded onto a pdf or a Word document, which can be attached and emailed to users.