PAK-SUZUKI Payroll Structure

                    PAK-SUZUKI REPORT 

Introduction:-

Name of organization = PAK-SUZUKI

Address = DSU-13 Pakistan Steel Industrial Area, Port Bin Qasim, Karachi-75000

Contact Person Details:-

Name =Syed Nadeem Akhter Deputy Manager (I.T. Department).

Contact = 03333076576

Payroll Process:-

Payroll relates first toward the H.R department, where they use the process of “HIRING” and when a person is hired it’s all data shift toward payroll. Through This H.R and payroll are two different entities because

H.R. Payroll

Checks all dept. requirements gather personal information

Provides workforce Form salary and gives Pay slips

.

Payroll enters/gathers data on two basis

1. Attendance
2. 2. Leave
3. 3. Overtime

For Payroll IT structure is:

• Machine of AS 400
• Database of DB2
• Programing Language RPG-ILE
• Biometrics attendance machine named Limton and TIS (Times Information System)

Attendance:-

For attendance when an employee came toward office, he\she gave his\her thumb impression in Limton/TIS machine where his\her attendance with time is recorded. There are two machines one record entry or “in” and other records exit or “out”. So when an employee leaves the place he\she provides thumb impression at “out” machine which records departure of employee with the time.

Now two things happen, the data of employee compiles and pull towards DB2 and there is a service called AUTO-EMAIL, through which an email generated to employee so he\she can also have in knowledge about working hour he\she spent.

Sometimes irregularity occurs in attendance e.g. an employee is leaving and gave is thumb impression mistakenly at “in” machine instead of “out” machine. The e-mail generated to him\her now shows only “in” time not the “out” one. Now, there is a right to the employee that he\she can report his\her issue toward concern department then this issue(through email) forwards to division then finally toward H.R department, it is up to H.R whether H.R accepts or rejects the issue.

Leave:-

1. Short leave = for workers.
2. Half day and full day leave = for staff.

Three types of leave:-

1. Casual - 10 days in a year.
2. Sick – 10 days in a year.
3. Privileged - 20 days in a year.

Leave also follows the same work flow i.e. Leave request Sectional department division

H.R department

All these are computerized:-

Attendance came and H.R approves or discards and email is send to employee.

Software is there for every staff member i.e. “Notifier”, an icon on desktop provides notification about attendance / pending emails about absent or leave to H.R.

Overtime:-

It is allowed to Junior Executive and to Director Manager.

This is given due to car\convense arrangement for them which drop them home.

Overtime contains fix rates.

For overtime staff member have to provide prior application which contain a direct application + request for TRS (Transport Requisition System).

Workflow is same

Application Leave request Sectional department division

H.R department

It’s entry is after 1 previous month because of 24^th-25^th of payroll data gathering.

After 25^th of every month, H.R provides this information through Hard copy and Soft copy

Payroll

Now Payroll starts:-

The system is as follows

• The data is first pull from H.R then to payroll.
• Its validation is taken then by matching the hard copy figures (top-bottom) with soft copy figures (top – bottom check)
• When the data is check, DB2 is updated by marking attendance in payroll system.
• After checking some entries are done manually

1. Medical and other services expenses deduction
2. Entries of leave & absentees that were forgot to submit or emailed earlier by employee.
3. Variance is calculated by payroll
4. The payroll sheet is updated
5. All salaries are added after all these operations

The process flow is as follows:

1. Limton/ TIS DB2 H.R Payroll Pay slips and also with the deduction of BASIC (for permanent employee only ) Pay slips are generated.
2. Payroll J.V G.L ERP-LX 8.3v

“WHO DOES WHAT” for PAYROLL:-

S.No.	Employee	LIMTON\TIS (IT)	DB2 (IT)	Auto e-mail system (IT)	H.R	Payroll	Checks & Control
1.	Thumb impression						Correct office place for attendance1
2.		Attendance recorded through thumb impression and time is also recorded					Correct attendance at “in” and “out” Machine.
3.			Data is pull to DB2				Correct addition and updating in DB2
4.				Email is generated toward employee			Check and balance over attendance for employee and department
5.					H.R gets all this data and after 25th of a month it pull towards Payroll.		Attendance check and entry of leave and overtime request that are posted lately.
6.						Pay slips generates through all deduction and addition process	Hard copy and soft copy check for pay slips.

Linkage with other applications:-

The Limton\TIS (Time Information System),which is in H.R. , is linked to the Payroll (of IT dept.).

Work Volume at each step:-

The Pay slips making process take place in between 24^th of one month to 25^th of another month.

And Pay slips are generated at every 1^st of month.

Quality of Work and Measurement Tools:-

The quality of work is determined at each step by following checks and controls:-

• Two machines for attendance, one for “out” and one for “in”, it is because to enter the attendance efficiently and in case of irregularity the employee can report the concern dept. about it.
• The data in DB2 continuously is updating when a transaction occurs through which email is generated towards employee and report is generated toward dept.
• Hard copy and soft copy review and entries of lately submitted leave applications by employee to insure correct amount in Pay slips.

The measuring is done by following tool:-

• Limton\TIS measuring daily attendance with time of coming and leaving.

H.R measures the volume of employee coming daily and performing their duties through attendance. Then further check by IT department for payroll confirms the quality of work.

Suggestions:-

Work process for payroll is smooth at PAK-SUZUKI , to make more suitable :-

1^st they should have integrated machine of attendance, means both “in” and “out” would be in one machine. This will reduce the irregularity of mistake by employee entering his/her attendance. The employee then has to just pick the option of attendance whether s/he is coming in or leaving the office and then provide his\her attendance.

Conclusion:-

The process of Payroll is running with an ease at PAK-SUZUKI , with above suggestion may be it becomes more suitable to use.

1 E.g. if the employee belongs to H.R. then he have to give attendance to the LIMTON machine situated near dept.

Posted in: MBA Human Resource Management Report Pakistan,PAK-SUZUKI Payroll Structure