Payroll Standard Operating Procedure (SOP)

1. Employee Self-Service (Financial Requests)

Types of Requests:

• TA (Travel Allowance), GPF (General Provident Fund), CEA (Children Education Allowance).
• RequestID is generated for tracking.

Roles Involved:

• Pay Employee Self-Service (Default): Employee submits requests.
• Pay Verification Auth (Role-Based): Verifies requests.
• Pay Approve Authority/Bill Sanction: Approves requests.
• Pay DDO Approver: Final authority for payment.

Workflow:

Submit → Verified → Approval → Payment

Key Features:

• Employees can cancel requests before verification.
• Approvers can reject or modify amounts (except HOA/Account codes).

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2. Non-Financial Requests (Miscellaneous)

Examples:

• GPF Subscription updates.
• Income Tax declarations.

Workflow:

Submit → Approval by DDO

Tracking: Employees can track requests.

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3. DDO (Drawing & Disbursing Officer) Operations

Roles and Responsibilities:

Role	Permissions
Pay DDO Operator	Pay config, supplementary bills, substitute payments, recoveries, paybill generation/rejection.
Pay DDO Supervisor	All operator tasks + pay fixation, TRCA fixation, arrears, forwarding transactions.
Pay DDO Approver	Approves miscellaneous requests, confirms pay transactions/paybills, interfaces with payment systems.

Workflow:

• Upload/Configure (Operator/Supervisor).
• Forward/Reject (Supervisor).
• Confirm/Reject (DDO Approver).
• Payment Interface (DDO Approver).

Key Features:

• Track transactions via Transaction ID.

Paybill Generation:

• Window: 15th of current month to 1st of next month.
• Once confirmed (after 28th), no reversals/corrections allowed.

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4. Employee & Payroll Management

Know Your Employee:

• View increment dates, pay details, pension schemes, post mappings, etc.
• Pay Fixation: Migrated from CSI (Basic/TRCA).

Recoveries & Deductions:

• Includes third-party payments, professional tax, GPF, NPS, income tax.
• Excludes DA (Dearness Allowance).

Reports:

• Payslips, pay summaries, supplementary bills, pensioner paysheets.

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5. Bank & Account Management

• Bank Types for Employees:
• Home: Linked to DDO’s bank.
• Others: External banks.

POSB (Post Office Savings Bank):

• Account numbers must be 10 or 12 digits (can start with 0).
• Errors require correction via PIS bank data.

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6. Additional Notes

Pension & UPS:

• UPS (Unified Payment System) rollout by 21st (automated calculations).
• Pension details managed in the Pension Module.

Income Tax:

• Data sourced from CSI (includes DA arrears, CEA, NPS contributions).

Supp Billing & Payments:

• Supplementary bills include DA arrears, claims, advances (excludes regular paybills).

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7. Important Reminders

• Post Mapping: Critical for role assignments (e.g., DDO Approver must be post-based).
• No Deletion: Mismatch entries cannot be deleted.
• Regime Changes: Must be updated in PIS (Postal Information System).