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PayEasy +HR - A&A Computers Ltd

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1. PayEasy Payroll and Human Resource Management Software User Manual Version 2 01 A amp A Computers Ltd www aacomputers co tz April 2009 Table of contents 1 Introduction Payroll and HRM Systei ccccsssssssssscccccssssssssssccccescssssscscccsssesssssssees 4 IH TS MY HT 4 1 2 INGV1S ahon DUT ONS 5 ccsnesnatssearvnevssnsntedisedestinisbannaedesssdoseanaetncbadnexatiodvaakasdsdoosumitenceedeedaonsvosts 5 Ie IV eT 5 IRE Re Le Piy Eeay 0 a lk Geen en ee Ere ee eye ee eee 6 RS TE TR aie eco 0 KO 0 TTT 6 LON GL Wy GIL 5 25 csissactive ramus eases neecan conccncsaasesavuaracsasmnge O EE E AA O IEE AE EEA 7 17 TEU eT 7 1 5 Calculations tor tho T TT 7 IRI R en TT 8 Ps MOUS COMMMMATIO S asi ssisnsein suusveiseventedsncassvessensetveuesvsnessscasstvescseseasseessincocessencsaresesueasasssessisestcucsesens 9 D7 Me eA INO T 9 P WRC CANCUN Ay THI 9 E T CSS la ne A ES eee 9 S OSU VOU e T TE A A A A AE 9 DMB e A e A E E E E A A A A S A T 10 PA E E A E E A EEE 10 HT E E E E EA 11 PA NET Sy 1 A EET EE O A E E OT SA 11 SIT O a E E ee ee eee eee O EES 11 2 7 3 Update Software ETT 11 BAE NE cep sec EEI O T E AI ast AEA A EEA TTA 12 Data 6 oone EE e E S 13 DM EET NS T EEE A E E A E EEE E A ENEA cance 13 Fe LO A E E NN 13 PONT A a E ene A E E E 14 PE E 101 0 eT 14 3 3 2 Seasonal WOTKETS sccszcshecencaasasaniovavvasinrasinn geeaceseacencsaeaas nani eadi irnar araras ansni ainiaan 14 DAP IRC TECNICOS K a E
2. PayEa Sy HR Payroll and Human Resources Software Page 19 of 32 nationality e To attach reports click on the blue arrows and browse to the target document scanned docs e To add a photograph see section 3 14 3 14 Picture Purpose Paste pictures and logo into forms Menu 1 Data Entry Employee Info Tab Personal 2 Data Entry Reference Data Tab Company Pictures graphics are set in two places e Employee s photograph o The employee photograph is used in the report Employee Info sheets o To adda photograph Copy CTRL C a jpg file with photograph of approximately 100x 120 pixels Select the picture box and paste CTRL V it e Organization s logo o The logo is printed at the top of all reports o To adda logo Copy CTRL C a jpg file with logo of approximately 100x 500 pixels Select the picture box and paste CTRL V it 3 15 Status e The Status field captures the current employee status aus Hilts Dismissed in Data entry Employee info Enid of contract Maternity leave On Fost Sick Leave Study T raining leave No e Edit the status fields in Data Entry Reference table employment status active Employee info The active tick box indicates whether OnPot TY an employee is included in the payroll and receives Sek Leave M salary Matemityleave T StaaTrenngiesve 8 O PayEasy HR Payroll and Human Resources Software Page 20 of 32 3 16 Factor Pu
3. P9 P10 Summary information for a year SDL statement TANZANIA REVENUE AUTHORITY SKILLS AND DEVELOPMENT LEVY EMPLOYER S HALF YEAR CERTIFICATE YEAR 13101016 Tobe submited ta the TRA office within 30 days after the erd of each sir morth calendar period TIN 1 o oS 1 6 HEB PayEa Sy HR Payroll and Human Resources Software Page 31 of 32 5 Help 5 1 Documents list Purpose To access documents by sorting and categorizing them Menu Help Documents List e The documents are stored in a folder on the server ask the system administrator which folder e Search Select the column you want to search items in and set Match to Any part of field and Search to All for best search results PE Find Replace Find What 7 Find Wext Cancel con A Match Jany Part of Field Search All T Match Case V Search Fields As Formatted e No sort remove the sorting sequence you set with the up and down arrows e Select click Select and browse to the document to be linked 5 2 Email error report Purpose Report errors or suggest improvements to the programmer Menu Help Email Error report e Complete the fields and click submit to generate an email message to the programmer e Use the navigation buttons in the bottom to see previous error reports H Help Contact xX Date 20 04 2000 Organization Mkombozi Centre for Steet Children Name Four own nane Email Your own
4. Payroll for month E Payroll for month Search first name Search last name Search code Employees 18 Deductions Deposited Type Qty Unit Amount Message 0 004 Munisi Godwin Factor 1 0000 Annual leave taken 0 00 OB Overtime Rate Hours Earnings Type Qty Unit Amount 0o 000 000 0 00 ak 0 005 Mollel Lucy 0 00 ooff y 0 00 oof y lt lt e To add or remove an employee use Data Entry Employee info e Use the factor field for employees who worked less than a month upon recruitment or termination e Annual Leave taken enter the days taken in the month e Overtime select a rate and hours for that month and rate The hourly overtime amount 1s calculated from the basic salary and the hours worked per month as entered in the Employee info form Employment details tab e Select and edit Earnings Deductions as required e By default the first bank account receives the full take home amount If there is a second bank you may enter an amount in it o Once posted the payroll cannot be updated anymore see Post month o Inthe bottom of the screen results for the selected employee are shown 3 3 2 Seasonal workers Purpose Edit entries in the active month s payroll for the seasonal workers Menus Data Entry Muster roll aieas bres e To set employment as Casual select Data entry status eles ne Employee Inf
5. Abr Seer demic al ied coco 9 any me d hese olor A A X Criz AIS or amen eppnipraie rais af eee in he E ini beech v Rites varna owt of ork Kla in hart of ches if Crea iA on empii pir ernploper s Dariy B i Pred mts s aird A 14 ERE E TE e T E hE wo Talhah a Sere raria Ae OF M l NMP AB beech hunny diel le of eae dep se 19 NEN a DEAT ure TREE E Ered ky MTT chai 9 bay Vedi ME N weed E r ete oppia ink indeed regi EE sek red B B LC E TES progres v h Tee L IG eared by ary cour of ae der 5 Hoat due miri C w ily draps runes C W naggropride wmi ir ute of Te compat rete 3 12 Export Reports Purpose To export reports to Excel for further processing Menu Data Entry Reference data Tab Folders e Almost all reports are automatically exported to a folder of your choice whenever you open them e The file name and path is displayed at the top of the screen Tabular overview Exported to c program files hrm 2006 labularOverview xls BE X e The previous copy if any will be overwritten unless you renamed it e To set the export folder use Data Entry Reference data Folders 3 13 Employee info Purpose 1 To enter employees information for reference 2 To supply information for payroll and HRM reports 3 To track employees information over time Menus 1 Data entry Employee Info 2 Define entries in pull down fields Data Entry Reference tables
6. Earned Taken Carried forward The Pay As You Earn deduction is calculated from a table updated every other year or so by the TRA Table name BE Minimum Maimun Percentage Offset 5 T a 700 222000 o sano Give each table a name in the example above 2004 and enter for each income band the Minimum Maximum and Percentage found on page one of the PAYE booklet Offset 1s calculated e Select the table that is currently used in the payroll PAE table name z007 Na In USS PayEasy HR Payroll and Human Resources Software Page 22 of 32 3 21 Earnings Purpose To define and use employee earnings Menus 1 Data Entry Reference Data Earnings and Deductions 2 Data entry Employee Info Tab Employment details 3 Data entry Payroll for month e Define the Earnings in Data Entry Reference Data Earnings and Deductions Earning Recurrent Type U Taxed LC O fz lt O e The name of the Earning is set in the column Earnings e Tick recurrent if the earning should be added each month e Inthe type column indicate if the quantity of the next column is either of the basic salary on Gross salary a fixed value in TZS or a number of days e Tick Taxed if the Earning is taxable Note that on Gross can not be taxed e To set a recurrent earning for an employee select Data entry Recurrent E aminga Employee Info Tab Employment details L ko Earnings e In Data e
7. email address 0 Phone Your telephone number 2 Message type Suggest improvement Menu Data Enty PayrollforMonth o a Description Enter take home salary and program calculates the basic salary Email Report Record 14 4 1 K oa gt of 1 PayEasy HR Payroll and Human Resources Software Page 32 of 32
8. to o Set balances when starting the payroll system o Make corrections E Leave Adjustment Search first name lt Search last name Search code Employee Leave b f Dl M 001 Alex El 0 001 Shirima 12 81 5 001 wilson 12 81 3 2 Loans Purposes 1 To record loans issued and their monthly deductions 2 To adjust recorded loans Menu Data entry Loans E Loans issued in this month 1 150 000 00 130 000 00 Employee Issue Date Loan Amount Termes months Monthly amount Remark Loan Basic S mne 100 a TR T 3 L RS S R R T e The ssue date must be in the current month e The Monthly Amount is calculated as Loan Amount Terms e The Monthly Amount is shown in Data Entry Payroll for Month and can be edited e To adjust a loan select an Employee who has a loan running Answer Yes when asked Balance present 1 This employee has a loan with a balance of 1 400 000 Do you want to adjust this loan BS Loans issued in this month ehoari E mployee Issue Date Termes months Monthly amount Remark Loan Basic F 0 704 2008 OOO O ana O 04 Pd eee _ _ _ _ _ _ _ _ AA _ Pwr _ _ oo ee ee vO PayEa Sy HR Payroll and Human Resources Software Page 13 of 32 3 3 Payroll for month 3 3 1 Contract employees Purpose Edit entries in the active month s payroll for the contract employees Menu Data Entry
9. A E O EE E EA EE EEE AE E EEE 15 SPDR TORII eee e AA E AANA ES TTEA A 15 DON SOUS sates vas E E E E E E E T 16 Die TASS Wy OU E E T E E E E ATE 16 ETT E e a E E AE E E E 17 ST D ETE EE E E E P E A S T 17 PayEasy HR Payroll and Human Resources Software Page 2 of 32 AO CAGES and Leye lS so cecccustr eee ee Yel ew cidectiretercesnc a a a a EN 17 MWL DEEPAN cee mete A eR I EAT 19 3A EX POUL RC DOIG izana eel edeurtase te vevadedoate tat eoces dant E ovale deuh eau faxed doedl day 19 DAD MMP LOY CC ALO TT 19 Die ete Be UUM THT 20 NS SUAS E Aaa ah 0 20 NOs ACU THE 21 DT Depose HT 21 FS COON RTE 21 SAI AVS tesa lead eas scnely E telus tend daaau see ctua EO 22 E Nba T 22 S Bar HT 23 Died Ra Ie TT 23 5 23 Copy Earnings and Re E ee 24 32A PENSIONS and T TTT 24 327 BaSe salary CAlCULALOE a sca satushacsaneseom O E 26 D ZO AOUSINO RTT 26 BARC Ta TE 27 ze TH IEEE sit earn career ten tare ete ter tien nee Ta tine Pert neon a tre ream MT ten e RNR nee re E Sl O HIO A E E ait E E E E E E c TTT 28 4A Tabular overview tor the MO ho 22 ce ccaaaeciesnutasvies a ia A a O eevee 28 45 NSSF ouma or Me montone a E AAA 29 AO Bake GepOsit AUVIS E oana a T 29 K T P9 L Pensions Overview Tor T 30 AS Leave summary Ee VC al ai e N E E A ates 30 AO PAV S Prannal T i e EE EOE T T 31 c LO SDL Diath K eT 31 5A Docume nts Stanyan a 32 SLELO TEPO an A 32 1 Introduction Payroll and HRM system 1 1 Help system Context Sensitive Help e Click on th
10. HRM bee client SCs Program file HRAM fe mde Help file HRM_Help imile PayEasy HR Payroll and Human Resources Software Page 8 of 32 2 File commands 2 1 Set Month Set Month Purpose To choose the active month Menu File Set Month e This sets the month for reports e The selected month is displayed along the top of the screen e Only if you select the current month the payroll options on the Data Entry menu can be selected Below you see that payroll entries cannot be changed for January 2008 which had already been posted al 3 Reference data Users A Calculator 2 2 Recalculate Payroll Purpose To refresh all calculations and reference values used in the form Payroll for Month Menu File Recalculate e Use this to reflect changes made in the Employee form or reference values e Overtime Leave taken Loan or Advance will remain as you set them e To reload default values for all fields select the option File Reset Payroll All values for this month are reset to their standard values 2 3 Reset Payroll Purpose To load the default values for this month Menu File Recalculate Payroll e Use this to set all fields to their default values e Any changes that you made to Overtime Leave taken Loan or Advance will be reset to zero e To refresh all calculations and reference values but keeping changes you made to Overtime Leave taken Loan or Advance selec
11. Lo totals 23939 272 mo dee 333 et ES 206 1 363 E m ae a es September PoE Subtotals a O ean ytotals 35929 272 03 92 T 399827 4 003 346 1 363 004 2294342 4 8 Leave summary for a year Purpose To summarize payments of the basic salary PAYE Pension NSSF and net salary of a year Menu Reports P9 P10 Pensions overview for a year e These reports summarize yearly TRA and Pension payments for each employee e By selecting a previous year historical reports are made e Note that if a month has not yet been posted it is NOT included in this report ABC Ltd Leave summary for 2008 YZ ABC Ltd 100 266 Sc 3 pD 197 PayEa Sy HR Payroll and Human Resources Software Page 30 of 32 4 9 PAYE bi annual report Purpose to generate the TRA report ITX215 01 E Menus 1 Enter information for this form in Reports P9 P10 Summary information for a year Info for TRA forms 2 Run the report with Reports P9 P10 Summary information for a year PAYE statement TAM AMA REVENUE AUTHORITY P A Y E STATEMENT AND PAYMENT OF TAX WITHHELD YEAR 2 o o 8 TIN 4 0 o 8116 7 7 4 3 Period Please tick the appropriate box RI From 1 January to 30 June O From l July to 31 December 4 10 SDL bi annual report Purpose to generate the TRA report ITX220 01 E Menus 1 Enter information for this form in Reports P9 P10 Summary information for a year Info for TRA forms 2 Run the report with Reports
12. Take Home Take Home Gross Pension Employee PAYE DeductForLoan Deductions Earnings PayEasy HR Payroll and Human Resources Software Page 7 of 32 1 9 Date format This program requires the date format to be dd mm yy the so called UK date format If your PC is set to another date format for example US with mm dd yy then change it as follows Start Settings Control panel if in Win XP category settings select Date Time Language and Regional options Regional and Language settings e Change English United States to English United kingdom Select an item to match itt preferences or click Customize to choose VOUT own formats Customize As a date separator use the symbol So you would enter the year s last day as 31 12 06 and not as 31 12 06 or 31 12 06 1 10 Download Updates O Updates are posted on the web www aacomputers co tz PayEasy _updates htm The files are e Program file e Help file e User manual After downloading them unzip the files and copy the Program file client and the Help file to the folder Program file HRM _fe mile C Program Files HRM 2008 If Help file HRAL_Help mde you are using a network copy them to this folder on each client PC The User manual is for you reference to be accessed electronically or to be printed Program fila HRA fe meds Help file HRI Help mde Program file HRM fede 2EPVEr Help file HRM Help med ata file PTEE ne
13. age 6 of 32 1 6 Network The software can be used stand alone or multi user on a network To make it multi user e Use the Windows Explorer to copy your HRM_be mde file to a shared drive e Link to it using File Company Switch company CAUTION Copy the HRM be mde file but do not move it would make it impossible for the software to start up The software can be used stand alone or multi LA user on a network c clieni frent_and file HRM _fe mde dient 7 front_end file HRM fe mde l errs framt_end file back end file HRM temida HRM bemde ciani Pa t front_end file HRM_fe mde i 1 7 Multiple companies The software can be used for multiple companies To do this make data files for each company and switch between them as described in sections 2 7 2 1 8 Calculations for the payroll This is the algorithm used in calculating payroll values Calculate Overtime BasicPerHour Basic Hours in month TotalOverTime OT rate1 4 OT hours1 4 BasicPerHour Calculate Gross Gross Factor Basic TotalOverTime Earnings Taxable Deductions Taxable Calculate Pension PensionBase Basic for ZSSF Gross for all others Pension Employee EmployeePercentage PensionBase Pension Employer EmployerPercentage PensionBase Calculate Taxable Taxable Gross Pension Employee Housing Taxable Loan Taxable Calculate PAYE PAYE Offset Percentage Taxable LowValue Calculate
14. ations Support Skilled Support Support Unskilled Support Apprentice Apprentice SHSM NSH EH NS Management Operations Support Apprentice Basic Salary Unskilled Support 63 000 Unskilled Support 67 200 Unskilled Support 71 400 Unskilled Support 75 600 Unskilled Support 79 800 Unskilled Support 84 000 Unskilled Support 88 200 Unskilled Support 92 400 oo nO Oe WN h Unskilled Support 96 600 Unskilled Support 100 800 Unskilled Support 105 000 Unskilled Support 103 200 Unskilled Support 113 400 Unskilled Support 117 600 Skilled Support 126 000 Skilled Support 134 400 Skilled Support 142 800 Skilled Support 151 200 Skilled Support 159 600 SH SNS NS SHS SNS SSS NS SSS NS SN SS Skilled Support LIL L R I SS L IL Sf IL R SF SL L L SF L L 168 000 U K Skilled Siimnart U K 176 Ann PayEasy dalai Payroll and Human Resources Software Page 18 of 32 3 11 Disciplinary Purpose To record misconducts of employees and their consequences Menus I Defined in Data Entry Reference Tables Tab Disciplinary 2 Used in Data Entry Employee Info Tab Disciplinary 19 erh
15. bular overview for the month Purpose Summarizes all earnings and deductions for all employees in a month Menu Reports Tabular Overview for the Month Detailed Overview e Use this report to check the payroll before producing pay slips ABC Ltd Payroll for April 2008 EARNINGS DEDUCTIONS PAID BY EMPLOYER TOTALS Code Basic Ova Taxable Untaxed Pension PAYE Loan Taxable Untaxed Pension Gross Taxable Take home time otha other employee deduction other other employer aa a 7 BAUE Z ABC Ltd Sat pawies R E 9 ats a E S a a TU U T T U U R T T T 386 400 36 640 46 552 23 184 sse 386 400 347 760 299 208 PayEa Sy HR Payroll and Human Resources Software Page 28 of 32 4 5 NSSF Summary for the month Purpose Display or print the official NSSF summary report for the current month Menu Reports NSSF Summary for the month NaTICNAL SOCIAL SECURITY FUND FORM NSSF COM 5 NSSF15 TAARIFA YA MICHANGO YA WANACHAMA 7 MEMBERS CONTRIBUTION RECORD Jina la tajiri Employer s name ABC Ltd Anwani dddress F G Box 24660 Arusha Namba ya Tagjgiri Employer No 1235456 Namba ya Koa Regional code 0101 HG hanao wa anac hame kwa mwezi wa Haka Ukurasa Statutory contribution for the month April Year 24006 Page Mo 1 S Jina la Mwanachama Mshahara Mamba ya Michango No Member s name Tage Mwanachama Contributions Herber Mo ahs cts ideas Kaaya 201 600 34375777 40 320 00 386 400 35168777 77 280 00 4 6 Ban
16. e LZ button on forms Help Index e To access a help topic choose Help Help Index and select the topic from the Topics list on the left e To display a See also topic click on the blue underlined text along the top of the PayEasy HR Help window EEE Ells Topics FAQs 1 10 a See also Starting PayEasy HA Email error report Banal Pao Introduction Payroll and HRM system Pa y Ea Sy H R Hours and Days per month Housing Benefit Leave Leave Adjustment To accessa help topic select it from the Topics list on the left Leave summary for a year Loan history l SORN Loans To display a See also topic click on the blue underlined text along the top of this window Make new company file leia Rall Most datafields have balloon help place the mouse pointer on the field for it to appear Navigation buttons e Most data fields have balloon help place the mouse pointer on the field for it to appear password Enter your user name e Open the training file HRM_training mde to see what data to enter and what the reports look like e Ifyou experience problems with this software send the developer an email select the option Help Email Error report PayEa Sy HR Payroll and Human Resources Software Page 4 of 32 1 2 Navigation buttons Purpose Navigations buttons let you move between records Last record Number of records Next rec
17. flenane Company name Starting Month Starting Year __ to 1234 2 7 2 Switch Company Purpose To open another data file Menu File Company Switch Company E Switch Company CHRM AA Browse File name e Click Browse and select the data file you want to open e Click Link to data file e After linking you will need to re logon Source path Link to data file Cancel 2 7 3 Update Software Manually Purpose To update file structures needed by the latest update Menu File Company Update Software Manually Re apply update Are you sure you want to re apply the software update e After downloading the update files when PayEasy HR opens for the first time file structures are adjusted If for some reason this updating process was interrupted restart PayEasy HR and select Update Software Manually Page 11 of 32 PayEasy HR Payroll and Human Resources Software 2 8 Purge Purpose To remove old records from the data file thereby reducing its size Menu File Purge E Purge old records Sele All records before 2009 L and including year e All records with dates ending in the year you selected will be erased when you click on Purge PayEasy HR Payroll and Human Resources Software Page 12 of 32 Data Entry 3 1 Leave adjustment Purpose To change the stored values for Leave brought forward Menu Data entry Leave Adjustment e Adjust leave
18. g to the bottom of the list and enter data e Delete an entry select the entry by clicking to the left of it and 4s sana press the Del button eur a 3 5 Public holidays Purpose To compensate employees with leave days for working on public holidays Menu Date Entry Reference data Tab Employment Delete Date Holiday 0107 2009 New Year 12 01 42009 anzibar Revolution 09 03 2009 Maula 0770472003 Karume Day E Multiplier 1 LD LD co co co 10 04 2001 ood Friday 12 04 200 aster 1304200 LD Lo rn aster Monday e Ifyou want to use this feature enter public holidays as shown above o To compensate a public holiday with one leave day make the multipliers 1 00 o The leave days earned is increased with the days compensated e Ifyou do not want to use this feature make multipliers 0 00 or don t enter any Public holidays at all PayEasy HR Payroll and Human Resources Software Page 15 of 32 3 6 Users Purpose l Control access to the program s options 2 Control access to Tabs in the employee Info form Menu Data entry Users e By ticking in the columns of the user groups they gain access to the corresponding menu item Program Menus Employee Info Tabs 9 GaGa s 9 HD 19 gs 5 amp Menu Option a 5 File Set Month d 4 L File Recalculate Payroll d d File Reset Payroll 4444 File Pos
19. k deposit advise Purpose Display or print the Bank deposit advice for the current month Menu Reports Bank deposit advise E i B k i ABC Ltd 6 ach Bank appears on Its zZ ABC Ltd Salary deposit advise for February 2008 own sheet Bank EXIM Bank Arusha 5702034444 Hamisi 57806053233 eter 5720612345 5 S Last name ulani S UZ hd eye le la FP NS SS Z ucky onathan 742855111 5771152555 5 s 5 Mangi Mas are l ubaga Mollel Mooda eter ba say ad SE il 793331117 754771222 57833230444 5795217999 Dr Ea D a Date 08 03 2008 Make an electronic copy of this report e By entering a folder name a file B ankadvise xis 1S sent to it Copy Electronic Payment Advise Copy to Folder PayEasy HR Payroll and Human Resources Software Page 29 of 32 4 7 P9 P10 Pensions overview for a year Purpose To summarize payments of the basic salary PAYE Pension NSSF and net salary of a year e This report summarizes data for the P9 and P10 form and summarizes Pension payments for each employee By selecting a previous year historical reports are made Note that 1f a month has not yet been posted it is NOT included in this report ABC Ltd WZ ABC Ltd P9 P10 Pension summary for 2008 M001 Masawe Fred HSS 4 36691212 U TILT S s PL 2688 000 263 S00 268 S00 7419 200 659 760 009 440 2871273 287 127 287 127 2 584 146 709 244 1374902
20. n Pension employee employer 10 10 oor fama Petes mmo mm H HH H TH 0 8 4 2 Loan History Purpose To summarize loans issued and their deductions and balances Menu Reports Loan History e This report summarizes loans information for a single employee or all e To produce a report for all employees leave the Employee field empty e Loan information is entered under Data Entry Loans Z ABC Lid ka E Loan history Emp byee ransacthon Transaction Amount Terms Monthly Remark Date Type months Amount R E mr T TRS wmm HH Scop Bo PayEa Sy HR Payroll and Human Resources Software Page 27 of 32 4 3 Salary slips Purpose Display or print the pay slips for the current month Menu Reports Salary Slips e By selecting previous months you can reprint pay slips e Print a range of slips using the File Print dialog box Salary slips oo AE A Laia s AtA Conga Limited Limite BZA mah ob BZA x m a ob AAS m a ob Bakr clip Por br a pag Bakery clip Tor Aupuce ZOE Au Bure US Fapmlicada 00 Farrell ade 0 00 Faprallcode 5 001 Print Printer Name Canon i950 wt Status Ready Type Canon i950 where LUSBOOL Comment Print to File Frint Range Copies all Number of Copies Pages Erom mE t al RI TE Seler rte ted R To print a signature box in the slip s bottom select Data entry Reference data Financial and tick Print Footer on Salary Slips 4 4 Ta
21. ntry Payroll for month you can adjust Type Qty Unit Amount recurrent Earnings and add other Earnings va ae 2 688 000 Housing K 3 22 Deductions Purpose Define and use employee deductions Menus 1 Data Entry Reference data Earnings and deductions 2 Data entry Employee Info Tab Employment details 3 Data entry Payroll for month Define employee Deductions with Data Entry Reference data Earnings and deductions Deduction Recurrent Type BIO T axed gt LC TZS lt 28 v C e The name of the Deduction is set in the column Deductions e Tick recurrent if the Deduction should be added each month PayEasy HR Payroll and Human Resources Software Page 23 of 32 e Inthe type column indicate if the quantity of the next column is either of the basic salary on gross salary a fixed value in TZS or a number of days e Tick Taxed if the Deduction is taxable Note that on Gross can not be taxed e To seta recurrent Deduction for an employee select Data entry Employee Info Tab Employment details Recurrent Deductions Ghadov N a Deductions e In Data entry Payroll for month you can adjust Type Qty Unit Amount recurrent Deductions and add other Deductions S00 000 Absent 8 0 Days 100 000 00 TZs 100 000 3 23 Copy Earnings and Deductions Purpose To copy the Earnings and Deductions of the previous month Menu Date Entry Reference data Tab Earnings Deducti
22. o and set Type to Casual G part time Wellnes SE probationary part tine e To define the Casual categories select Data entry Reference Data Tab Casuals and define their names and payment rates In the same screen you can also set the number of working days and working hours per day ani Casuals working Category 1 SS V 100 S days per month Categoy 2 Se 1004 Days Casuals working m Days HMI peL day S e Overtime Sundays PH on a 200 Hours Overtime Standard Hours PayEasy HR Payroll and Human Resources Software Page 14 of 32 e Select Data entry Muster Roll and enter for each category the days worked For Overtime categories that have an H on the right of their fields enter hours e Earnings and deductions are entered as for Contract Employees see 3 3 1 above E Payroll for month casuals THIS IS THE TRAINING FILE DO NOT ENTER YOUR COMPANY DATA rch a First name Last name Code 8 Muster roll Earnings Deduction Deposited Employees Type Days H Type Days H Type Qty Unit Amount Type Qty Unit Amount Message Overtime Sundays PH 0 00 H Overtime Standard H Factor 41 0000 3 4 Reference Tables Purpose 1 Manage the contents of pull down lists in data entry forms 2 Record default information 3 Record PAYE tax tables Menu Data Entry Reference Tables Currency Exchange rate bl iTzs 1 00000 uso 1 215 00000 e Add entries by scrollin
23. on 26 J anuary 2008 at 11 35 hrs e To restore the file see the section below 2 6 Restore data file Purpose To return data of a previously made backup Menu File Restore Caution Before restoring make sure that all users are logged off e The data that is used by the software is stored Filename in the back end called HRM_be mde a IEEE e The File name Source and Destination paths ann are set in Data entry Reference files Tab Back up e The backup files have suffixes consisting of the date and time For example HRM _080126_1135 mde was created on 26 J anuary 2008 at 11 35 hrs e To restore the file use the Window Explorer to delete the file HRM_be mde and rename the backup file to HRM_be mde PayEasy HR Payroll and Human Resources Software Page 10 of 32 2 Company 2 1 Make new File Purpose To create a new company file Menu File Company Make new file This software can handle multiple companies Only the Sysop can create a new company file e Enter the file name without extension KEk E Make new company file the software will add mde Enter the company name and the starting month and year Note that once set these cannot be changed After you click on Make file and open it the file is created and opened for you Its user name and password are both set Create a new company file in the folder cc program iezh 0084 Its password will be T234 New
24. ons E Reference tables Company Employee Info Financial Emp e Earnings and Deductions are automatically entered on these options e When the tick box Copy Earnings and Deductions has been the current month Any calculations as configured in the Earnings and Deductions are not considered o Un ticked only the recurrent Earnings and Deductions are entered and amounts are calculated as configured 3 24 Pensions and insurances Purpose To define pensions and insurances Menu 1 Data Entry Reference data Tab Pension Insurance 2 Data Entry Employee data Tab Financial PayEasy HR Payroll and Human Resources Software Pensions are defined in Data Entry Reference data Tab Pension Insurance o Ticked Earnings and Deductions of the previous month are literally copied to Pension Employee Employer Employee Employer Employer number District code On Taxed Insurance Contribution Contribution Contribution Amt Contribution Anat Basic esr toon too se OO pe too too OC eaea 100 a S S S S z owo o o o a CO I j om j o Jo oo LL Page 24 of 32 e NSSF and PPF are based on the Gross Salary unless you tick the On Basic box Zanzibar pensions are based on the Basic Salary Pensions are not taxed refer to Income Tax Act 2006 Section 61 Sub sections 1 amp 2 e Enter pension and insurance information for employees in Data Entry Employee data Tab Financial Select Fi
25. ord Previous record 1 3 Menus Purpose With menus you select activities Menu options may be greyed out and inaccessible because of e The current month was already posted e e Your rights do not allow you access these options ie rel Set Month Post month EC Back up Eh Restore Company Purge Page Setup Print Exit A black triangle indicates that a menu has sub menus Switch Company Make Mew File Fage Setup Compact program file amp log off Print Update software manually Exit PayEasy dalai Payroll and Human Resources Software Page 5 of 32 1 4 Learning to use PayEasy HR Purpose guidance in learning to use the PayEasy HR software Menu Help Help Index Starting PayEasy HR Below are the steps to start working with PayEasy HR To print out the table use Help Help Index Starting PayEasy HR and click the Print button Tick V when you have completed a task See topics IES Program Ceridian sd WBN amp FF 1 Passwords 2 Users Rights information Payroll Set up for multi user access 9 Enter loan information Loans 9 1 5 If you experience problems If the software produces errors e Choose to see the answers to Frequently Asked Questions Help Help Index FAQ FAQ2 e Choose Help Email Error Report See section 5 2 for instructions e Send an email to marketing arusha co tz and ask for assistance PayEa Sy HR Payroll and Human Resources Software P
26. rpose 1 The factor allows you to issue only a fraction of the monthly salary Factor affects the basic salary and leave earned values 2 Used to yield the effective days worked for casual workers Menu Data Entry Employee Info This factor is always set to 1 0000 except HR WIE e When employment started or ended during the month so that Factor can be entered as a fraction representing the days employed in that month If an employee starts working on June 17 then Factor 30 17 30 0 4333 e When an employee has been on sick leave for more than 60 days and the basic salary 1s reduced with 50 e For casual workers 0 004 Munisi Godwin Annual leave taken 0 00 3 17 Deposited Purpose To select on what account what amount should be deposited Menu Data Entry Employee Info Deposited e The deposited amount for the first bank account is calculated to be equal to the Take Home amount es e Ifthere s a second account you may choose to enter here the L rzs 2 391 810 whole amount or part of it The other account s amount is 2ae024 ser 0 reduced so that the total remains equal to the take home amount 3 18 Overtime Purpose Overtime 1 Configure the overtime types and their rates s l 2 Set overtime for employees for the month TT TAAN 0 00 Mone Menu 105 00 Might Standard Standard ight 200 00 Public Holiday Public Holiday Might 1 Data Entry Employee Info 2 Data en
27. rusha Phone 00 255 27 2507777 Fax 00 255 27 2508888 Email jabc arushacotz Company Income Tax number beb 3 9 SDL Purpose To set the SDL percentage Menu Data Entry Reference Data Tab PAYE SDL e Set SDL to the percentage required SDL percentage e If your company is exempted set the SDL percentage to zero 3 10 Grades and Levels Purpose Grades and levels allow using salary scales Menus I Defined in Data Entry Reference Tables Tab Grades Level Salaries 2 Used in Data Entry Employee Info Tab Employment Details The salaries are based on a matrix of Grades and Levels as shown below Main Management Operations Support levels gt Executive Junior Senior Junior Skilled Unskilled Support Management Management Operations Operations support 2 _ Basie salaries are entered H H Cs o T o H OS You can name the Grades Main levels and Levels Basic Salaries are entered in the table Grade Level Basic Salary PayEasy HR Payroll and Human Resources Software Page 17 of 32 E Reference tables Company Employee Info Financial Employment Grades levels salaries PAYE SDL Pensions Benefits 1 Benefits 2 Disciplinary Documents Backup Export Link Main levels Main level Management Management Executive Leve Management Management Junior Level Operations Senior Operations Operations Oper
28. ry calculator Employee Net salary 450 000 Pension 10 contribution 57 917 e Enter the Net salary e Select a pension scheme the calculator uses the Calculations Taxable income 521 249 bs PAYE 71 250 250 LJ employee contribution percentage e Click Calculate It may take a few seconds to find the corresponding Basic Salary Cost to the employer Basic salary 579 166 SDL 34 750 V Pension 57 917 Total 671 833 Calculate 3 26 Housing Tax Purpose Calculate the Housing benefit Menus 1 Set in Data Entry Reference Data Tab PAYE SDL Housing Tax 2 Data Entry Employee Info Tab Financial Housing Tax Factors BP Benefit Percentage Company Housing EC Expenditure Claimed by the Company Expenditure Claimed 50 000 MVR Market Value Rent M aket value 50 000 RP Rent Paid by Employee Rent Paid 0 Housing Benefit min max BP EC MVR RP In 2008 BP is 15 of the Gross Salary excluding the Housing Benefit PayEasy HR Payroll and Human Resources Software Page 26 of 32 4 Reports 4 1 Pension Summaries Purpose To summarize the monthly pension contributions Menu Reports Pension Summaries You select reports by pension provider The report lists gross salaries employee contribution and employer contribution for each employee ABC Ltd Y ABC Ltd PPF pensions for February 2008 Code Last name First name Gross Salary Pensio
29. t month 4444 File Back up d d Data entry Employee info d d e By ticking in the columns of the user groups they gain access to the corresponding tabs in the Employee Info form Program Menus Employee Info Tabs Accessible by levels Employee Info Tabs Sysop Payroll HRM Admin Operator Personal y d Financial d O Employment details d C References next of kin d C C Health R L L Immigration CJ 4 L e Users and their Passwords are defined in the passwords table also under the option Data Entry Users e The SysOp access level has access to all options 3 7 Passwords Purpose To provide controlled access to the program s options Menu Data entry Users e User names passwords and their access levels are set in Data entry Users Username Password Level LL lt e The access levels and their options are set in the Rights table in Data entry Users e Note that the first user cannot be deleted and its level cannot be changed from Sysop PayEasy HR Payroll and Human Resources Software Page 16 of 32 3 8 Company Info Purpose To enter company information that is used in report headers Menu Data entry Reference Data Tab Company e Add a logo look for help under Picture Logo e Note that the name of the organization cannot be changed Name Organization Logo Address Uhuru Rd 77 Z ABC Ltd PO Box P 0 Box 24680 City Ja
30. t the option File Recalculate Payroll 2 4 Post Month Purpose To permanently store this month s payroll information Menu File Post month e Use this option after you have printed all payroll reports and are sure no more changes are needed PayEasy HR Payroll and Human Resources Software Page 9 of 32 Confirm to post e After posting the payroll that data can no longer be changed Unless you made a backup prior to posting x When you post this month s payroll it can NO LONGER be edited Is this what you want to do It is strongly advised to make a backup of your data just before you post This allows you to undo a posting e After posting the payroll the payroll information for the next month is automatically initialized e You may return to the reports of previous months with the option File Set Month You cannot change payroll values while in previous months 2 5 Back up Purpose To make a spare copy of the data Before backing up the data file is compressed Menu File Back up Caution Before backing up make sure that all users are logged off e The data is stored in the back end its standard Filename HRM_beMDB file name is HRM_be mde Source path BMG sid e The File name Source and destination paths are abep CHR S set in Data entry Reference files Tab Back up Reports e The backup file receives a suffix consisting of the date and time for example HRM _080126_1135 mde was created
31. try Reference tables Tab Financial e Overtime is calculated as Rate x hours x basic salary hour e The rates are selected in the Payroll for month form The hours are entered there also Fate Overtime description e The basic salary per hour information is entered in Data Entry gt None o0 Employee info Employment details Basic salary follows Night 105 00 Standard 150 002 from Grade and Employment level Hours from Hours per Standard Night 157 50 month Public Holiday 200 00 e The rates are entered in Data entry Reference tables Tab _ Public Holiday Night 210 00 Financial 0 00 PayEa Sy HR Payroll and Human Resources Software Page 21 of 32 3 19 Leave Purpose To record employee Annual Leave Menu Data entry Payroll for month Field Leave e Annual leave taken the number of leave days taken in the current month 1s entered here The summary shows e Brought forward leave brought forward from the previous month This value can be changed through Data entry Leave adjustment e Earned value entered under Data Entry Employee info Employment details e Carried forward leave carried forward to the next month 3 20 PAYE Purpose Select or add a new PAYE table Menu Data Entry Reference tables Tab PAYE SDL Employees 13 0 004 Munisi Godwin Factor coool Annual leave taker oon Leare Brought forward
32. xed Amount for employees who contribute pensions abroad Pension and Insurances Mame Fited amount Code number Pension NSSF L 1234567 d Insurances seon Insurance F 12 45 954 d e These pension reports are available o Official NSSF monthly report Reports Pensions NSSF summary for the month o Pension summaries Reports Pensions Pension summaries o Monthly pensions paid Reports Tabular overview for the month o Yearly pensions paid Reports P9 P10 Pension summary for a year EEk Dene Month Pension Type Receipt Number Receipt Date Code January 2008 NSSF v 05 02 2008 0000 NSSF vom 0408 2008 OOOO February 2008 w PPF w 278979 OoOO Of Madh 2008 ow lINSSF s 1908098 0S YOAV2O08 T e To produce a report select Reports Pensions Pension Receipts NSSF or Pension receipts All e Select the employee and then run the report Tarehe ya michango Tarehe ya Kuacha Kazi MeZ a kiasi cha mchango Na va Risiti arehe ya Risiti Hamb ri iliyotumika Mich an go JHSSFfCom 6 kutuma michango February 2008 527 600 1179599 04 02 7700 9 l arch 2008 537 500 19308098 o5 04 7 2008 eo ee April 008 527 600 1105099 o2 o5 2008 OO ay ZO08 537 600 10 1421 02 05 2008 l e Sahihi PayEasy HR Payroll and Human Resources Software Page 25 of 32 3 25 Basic salary calculator Basic Salary Calculator Purpose to calculate the Net salary from a given Basic salary Menu Data entry Basic sala

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