Complete Payroll Process Guide in APT 2.0

Detailed Payroll Process

Step 1: Check the Employees under DDO like Master Data in SAP

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Other reports and Schedules > Departmental employees under DDO, GDS under DDO, Pensioners under DDO
4. Download the excel sheet and match. If any employee is not in the excel sheet downloaded but in your last paysheet and still available in your employee strength. Then you can check with the card "Know Your Employee" available under Payroll system > Drawing and Disbursement > Know Your employee. Check the Post ID and mapped DDO. If anything is found wrong then ask the Divisional office to rectify the discrepancies through Post Management card
5. Check the Basic Pay (Level and Index) of the employee and GPF subscription

Step 2: Check the establishment key of Posts. It is important for charging the correct salary head

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Establishment Key Details. Go through the Establishment Key List and write down the establishment key office wise:
   • 107: Postal Divisions
   • 112: Existing Employees
   • 119: Gramin Dak Sevak. Etc:
4. Establishment key mapping with Post ID, there one can change the DDO ID with Post ID

Step 3: Pay fixation: Only use this card if the employee salary is different from SAP, or get the pay fixed in July

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Pay Fixation. (in Maker ID: Accountant)
4. After Pay Fixation, Goto the DDO Login. Then Forward Pay Bill
5. Confirm Pay Bill

Step 4: Increment date update: For updating increment date. Must ensure that all employees increment date is updated

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Other Configuration. (in Maker ID: Accountant)
4. Select the option increment date update, Download the excel template. Fill the required details and upload the same
5. After uploading the file, Goto the DDO Login
6. Payroll and Disbursement > Forward Pay transaction
7. Confirm Pay Transaction

Note: Increment date is only be 1st of the July or January. Leave period is to be updated for change the increment date through the Leave Management system card

Step 4: Increment Posting: After updating increment date. The increment posting will be required

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Other Configuration. (in Maker ID: Accountant)
4. Select the option increment posting update, Choose the option 01.07.2025 from the drop-down list. Then click on view and submit
5. Goto the DDO Login
6. Payroll and Disbursement > Forward Pay transaction
7. Confirm Pay Transaction

Payroll Components update:

Prerequisite: Last Pay sheet for reference

Earnings:

• House Rent Allowance
• Transport Allowance
• Cycle Allowance (Other Allowance) and any other

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > DOP Earnings and Deduction. (in Maker ID: Accountant)
4. Select the option Earning from Drop Down menu
5. Choose the requisite option, Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

Note:

1. Different files for X, Y and Z cities
2. Amount can be 0 for the components linked with Basic in the excel File (Auto fetched as per city selected and Basic or Level-Index)
3. TPA for the employee who are handicapped get Double TPA automatically, If any issue then Goto PIS (Personnel Information System)> Employee Management Card, then Goto view and Update Employee Profile data and update the Employee Handicap status. Further if the TPA did not get double, then Go to Payroll system> Drawing and Disbursement > Paybill and other Payment option> Update Employee Details> Choose the option Double TPA (condition: the employee must be in Handicapped Quota)

Deductions:

1. CGHS

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > DOP Earnings and Deduction. (in Maker ID: Accountant)
4. Select the option Deduction from Drop Down menu
5. Choose the requisite option, Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

Note: Amount can be 0 in the excel file (Auto fetched by the system as per Basic or Level-index)

2. GIS (Group Insurance Scheme)

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > DOP Earnings and Deduction. (in Maker ID: Accountant)
4. Select the option Deduction from Drop Down menu
5. Choose the requisite option, Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

Note:

1. Different files for Different cadre
2. Amount can be 0 in the excel file (Auto fetched by the system as per Cadre)
3. If an employee joins the department in the specific year, then choose the option CGEGIS Fund (Var) and in the excel file amount will be variable

3. Other Deductions and Third-Party Deductions

Licence Fee, Water fee etc, Union, Welfare etc

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > DOP Earnings and Deduction. (in Maker ID: Accountant)
4. Select the option Deduction from Drop Down menu
5. Choose the requisite option, Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

4. Other Recoveries

GPF Advance, HBA Principal, PC Advance etc

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Initiate New Recovery. (in Maker ID: Accountant)
4. Select the option which is to be recovered from Drop Down menu
5. Choose the requisite option, Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

5. Postal Life Insurance

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Other Configuration. (in Maker ID: Accountant)
4. Select the option PLI from Drop Down menu
5. Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

Note:

1. Separate files for First Year premium and second year premium
2. There are three components: Base Value, CGST and SGST. All are to be include separately. The uploaded file auto consolidates the amount. (*Don't include the GST in amount)
3. End date is important factor here

Components Auto fetch by the system:

1. Income Tax calculation: It will be automatic calculated by the system
2. GPF Subscription amount: auto from the SAP, if there is any change, then employee can apply and DDO has to approve or Go to Payroll system > Drawing and Disbursement > Paybill and other Payment option > Update Employee Details > Choose the option GPF subscription update. GPF will be auto stopped according to retirement date
3. NPS or UPS deduction

Note: For calculation of income tax: a file is to be uploaded for the amount disbursed in SAP

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Pay Configuration > Other Configuration. (in Maker ID: Accountant)
4. Select the option Income and tax from other source from Drop Down menu
5. Download the excel template. Fill the required details and upload the same
6. After uploading the file, Goto the DDO Login
7. Payroll and Disbursement > Forward Pay transaction
8. Confirm Pay Transaction

Note:

1. Only taxable components to be included in file. (LPC can be referred)
2. Exclude the TA on tour, GPF withdrawal or any other components from total earnings which is non-taxable
3. NPS employee contribution and NPS employer contribution is not to be included in Total Earning
4. Fiscal year will be 2025

Pay Bill Generation:

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Click on the card "Generate Pay Bill"
4. Select DOP, GDS and Pension separately
5. Select Pending Employees
6. Select all the employee except those whose salary is not to be made or click on the bulk Employee IDs and download the template. Then choose the file and upload the excel and click on submit
7. Pay bill is generated

Then go to Pay Reports, and download the Paysheet/ Pay summary. Check the components, if it is correct, then Go to DDO's Login

Process:

1. Go to Payroll system card
2. Drawing and Disbursement
3. Click on the card "Confirm Pay Bill"
4. Select DOP, GDS and Pension separately
5. Select Pending Employees
6. Confirm the Pay Bill otherwise Reject it, (if any error observed in Pay reports or any components which is likely to be changed)