To Install the payroll software, follow the steps below:-

  

District Treasury, Vellore.

  Instruction Manual for preparing Salary Bill and ECS for Salary & Non- Salary Bill using Payroll 8.1 Version

  To Install the payroll software, follow the steps below:-

  Step 1: Open the CD Step 2: Open the Folder “Payroll 8.1” Step 3: Double click “setup.exe”

  Step 4: Click “Continue” button. Step 5: Enter the DDO (eg. Headmaster, BDO, CEO, DEO), Office and press “OK” Step 6: Press

  “OK” Step 7:

  The Payroll 8.1 software will be installed in C:\PAY8.1 If you want to change the path, press the Change folder button (i.e. as shown in the above picture.) Step 8: Press “Continue” and wait until it will show the message “State Govt. Payroll Step 1 : Double click the tnspay81.exe Step 2 : Enter the password “nic” Step 3 : To update the System settings -> 1) Goto -> System -> Settings -> Salary Settings

  1) Enter the paymonth & Year 2) Treasury Name 3) HRA City - >Enter

  „C‟ 4) CCA city -> Blank 5) HRA-CCA Same->S 6) Bill Order -

  > „D‟ 7) Ministerial-

  >‟M‟ 8) Head -

  > „S‟(for single Major Head) „M‟ -> more than one Major Head 9) optional 10) Outside dedn -

  > „Y‟ 11) IDA -> 0 12) Tan No -> Enter the TAN NO & Office Code 13) Dept Code 14) Dept Name 15) Head of Office Code 16) Head of Office Name 17) DTA/PAO Code -> 23A 17)DTO/PAO -> District Treasury, Vellore 18) ECS -> NSD & Salary

  4) Government Order -> G.O.No.Code -> Serial No.; Govt.Order No.-> Enter the G.O.No. Click Save & Close. 5) Enfacement -> D.P.Code -> Enter D.P.Code and Major Head for the Bill Save and

  Close.; Dues D.P.Code -> Enter Dues code for the Bill as per the Enfacement Slip. Click Save and Close.

  (If the head differs for the each and every bill Select the bill and do the above process for all the Bills.) 6) NSD Details -> Non-Statutory Deducation Name shall be changed as per our requirements. Click Save & Close. 7) NSD Code -> NSD Code -> Sl.No.; Name, Bankcode & Account No. -> Name of the Account to which the NSD Amount should be credited; Credit Type -> Group. Click save and close. (If NSD

  Amount credit to more than one account we can add more NSD Code in this option by the same process.) 8) D.P.Code -> Select the Bill Type -> enter the corresponding D.P.Code. Click Save & Close. 9) Section, Post in the Master Menu need not be updated. For , Bank & Branch Copy

  Bank.dbf & Branch.dbf from SALNSAL->Master folder and paste it in Payroll8.0->Data folder. Step 5 : Go to Entry Screen -> 1) Detailed -> 1) Emp.Code (Enter S.No. for employee) 2) Designation ->select the related printed in the Pay statement -> for PLI Entry separate entry should be made in Entry -> PLI Entry -> Employee Code -> PLI no and Amount -> Save and Close. 3) Entry -> NSD Entry -> Enter the Emp.Code -> Enter the NSD amount to be recovered from the employee in the relevent recovery column; Inst. & Number -> enter instalment & Number for the recovery if any; L.Code -> NSD Code No. (entered in the Master -> NSD Code Option) to Account in which the NSD Amount should be credited. (when the L.Code Entered the NSD Details, Account No. will be displayed in the Column mentioned below.) click Save & Revert. After entering for all the employee click „Close‟. The details of the all the staff may be entry by the same process. After completion of all the staff details do the following process for reporting & printing. Step 6 : Go to Administration -> 1) Indexing, 2) Calculation -> Pay. Step 7 : Report -> 1) Pay Statement -> Select the Bill and Click View to View Pay Statement; Print-> Print the Pay Statement. 2) Schedule -> Pay Bill -> Select the Bill and Click View -> View Pay Bill Schedule; Print - > Print the Pay Bill Schedules. 3) Pay Bill Outer -> Select the Bill and Click View -> View Pay Bill Outer; Print -> Print the Pay Bill Outer. (In same occation the amount may not display or the amount will be doubled on that occation exit the program and re-enter the program go to Administration -> just click reset outer and than run the Pay Statement and Pay Bill Outer in the Report Menu.) 4) ECS Report -> Pay Bills -> Select the Bill and Click View -> View ECS Report for Pay Bill; Print -> Print the ECS Report for Pay Bill. 5) Pay Slip -> Four Type Option have been given click the Option -> View -> View Pay Slip; Print -> Pay Slip. (Before reporting the Pay Slip Enter the Token No. & Date of Encashment in the Entry Screen -> Token Number option.) Step 8 : Go to System -> 1) Copy ECS Data -> Copy Salary -> Select the Bill and Click Copy after inserting the Floppy into the Drive.

  _{1. TAKE BACKUP OF EXISTING PAYROLL 8.2 FOLDER IN CDs GUIDE LINES FOR PREPARING EMPLOYEE DATA FOR 13} TH _{FINANCE COMMISSION 3. RUN NUPPAY82.EXE . IT WILL UPDATE YOUR FILES FOR PREPARING 13 IN THE EXISTING PAYROLL FOLDER}

  2. COPY THE TNSPAY82.EXE, NUPPAY82.EXE AND NPAY82 FOLDER FROM THEEWPAY82 FOLDER ANDPASTE THE SAME _{TH 4. RUN TNSPAY82 .EXE A) SELECT SETTINGS -> SALARY AND UPDATE PAO/DTO/STOCODE,} FINANCE COMMISSION EMPLOYEE DATA _{FILL THE ANNEXURE -A AND SEND THE SAME TO COMMISSIONER OF TREASURIES AND IF NOT AVAILABLE IN THE TREASURY WEBSITE UNDER THE SUPERVISION OF YOUR PAO/DTO/STO} PAO/DTO/STO NAME, AND OFFICE CODE . OFFICE CODE CAN BE VIEWED _{SELECT SECRETARIAT DEPARTMENT AND HEAD OF DEPARTMENT PERTAINING TO YOUR OFFICE AND UPDATE THE SAME} ACCOUNTS _{CONTACT WITH CENTERILISED DESIGNATION IF NOT AVAILABLE MAP ALL THE CURRENT DESIGNATION AVAILABLE IN YOUR SYSTEM}

  _{VACANT POST SHOULD BE FILLED IN THE RELEVENT FIELDS.THIS SHOULD BE TALIED FOR EACH DESIGNAION TOTAL NO OF SANCTIONED POST ,FILLED POST AND} – COMMISSIONER OF TREASURIES TO GET THE NEW DESIGINATION _{i) BY SPILTING NAME & INITIAL . C) SELECT DETAILED ENTERY AND UPDATE THE NAME OF THE EMPLOYEES} WITH TOTAL NO OF POST WHICH IS FILLED IN THE PAYROLL SETTINGS _{NAME OF POST JOINDED, RELATIONSHIP AND NAME , EMP_TYPE, DOR} Ii) IN THIS VERSION FOUR NEW FILEDS ARE ADDED. KINDLY FILLED UP

  IN THIS VERSION PROVSION GIVEN FOR PREAPRING SALARY GRANT BILLS WITH BREAKUPS AND PENSION GUIDELINES GIVEN ABOVE ANEXURE _{2. Drawing Officer Type : Self-Drawing/Non-Self Drawing 1 Drawing Officer Code :} –A _{5.Secretariat Department : 4.Bill Presenting Treasury :}

  

_{FOR VACANT POST FILL UP THE DESIGINATION,SCALE OF PAY AND GIVE A GPF NUMBER FOR THE RECORED AS PER}

_{BILLS .}

  3.Name of District/PAO : _{8.Tan Number : 7.Name of the Office :}

  6.Head of Department :

  16. Consolidated : DDO Signature and Seal

  _{17. Temporary : 18. Postal Address :}

  _{The updation of payroll version from 8.2.1 to tnspay9 is to existing designation to Designation} UPDATION OF PAY 8.2.1 TO TNSPAY9 VERSION:

_{Every employee should have G.O.No. for all. Now in version tnspay9, the mapping of designation}

Mapping. It has to be ascertained that existing payroll 8.2.1 version master data entry, each and

has to be made. Further for RECS the Bank and Branch files are provided as per RBI instructions.

_{Paste the same in the existing pay 8.2.1 folder.}

   _{First Govt Order to be selectaed.}

  filled and vacant)

  Bank Verification Report for R.E.C.S Page No. : 1

• _{------------------------------------------------------------------------------------------------------------------------------------} Bill No. & Desc. : 1 PERMANANT _{------------------------------------------------------------------------------------------------------------------------------------ |Account No.}

  S.No.| Employee Name | GPF Number | E.C.S Bank Detail | R.E.C.S Bank Detail

  _{| | |ARIYALUR | PERAMBALUR | BANK OF INDIA 20014773169}

  1|VENKATALAKSHMI@REVATHI A |7075078/EDN |621002002-STATE BANK OF INDIA | STATE

  _{| | |ARIYALUR | PERAMBALUR |}
_{INDIA 20065219803}

2|GANDHIMATHI R |7115906/GA |621002002-STATE BANK OF INDIA | STATE BANK OF

_{NIC-TNSC/Ver.9 Dt. 01.01.2013} ------------------------------------------------------------------------------------------------------------------------------------ _{Certified that the above details are verified and found correct.} 1. 2 Employees Bank Details are there in this Bill.

  

HOW TO UPDATE AND GENERATED G.O.TEXT FILES.

_{In PAYROLL 9.0 Software}

ANNEXURE I

Copy and paste the update files given by the Sub Treasury.

  Go to Master  Government Order.

  Update the all Government Order and select the Permanent / Temporary. Go to Master  Designation Mapping.

  Select the G.O. Concerned and select the Current Designation, Scale, Centralised _{Only After completing the above process the GO Report file created. Othe} Desigantion and enter the Post Sanctioned, Filled and vacant accurately.

  rwise “POST NOT TALLIED WITH CONTROL SETTINGS “ ERROR Message is Generated.

  Go to and Click on Report Menu  GO Report Treasury A file is created go<DOCODE>.txt (example. goTG301.txt) in PAYROLL 9 Folder. Copy this file in a CD and submit in District Treasury, Vellore.

  Before that ensure all Entries are completed i.e No. of Post Sanctioned, No. of Post Filled and vacant. The above is created only if the No. of post Sanctioned, filled and vacant are tallied. i.e. (System

• – Salary Setting – No. of post Sanctioned, filled and vacant. Is compared with Designation mapping.)

  

Update the above files in your payroll folder i.e.the GO TEXT files

should copy in CD and submitted to this Office on or before presenting

  _{b. Increment month should not be blank. a. Employee Name and Initial should be separately entered in the columns provided for it. If CPS No. is not allotted give the number in the following e-Payroll format: d.PF type should be CPS for employees joined duty after 1.4.2003.}

  c. Calculation type should not be manual (Change it as Full Pay) TG201 0601 001 _{Next three digits is the unique Sl. No. for each employee. Next Four Digit is for TOCODE ex- 0601 First Five digits should be the DDOCODE ex-} Example: ‘ ’ _{TG201 2. Fill the Principle & Interest (P/I) in the long term deductions fields like HBA /MCA/PCA etc., e. DOB, DJP, DOR, DOJ, POST joined, Spouse Name should not be blank.} Suffix should be NEW for these categories. _{3. Payroll Settings:} and correct Vehicle type for MCA/TWA. _{a. Select the appropriate Secretariat Department. collected the TAN No. Details available in karuvoolam website.) d. Office Code should not be blank. (Office code is given while the Govt. Of TN c. Enter the correct PAO/DTO/STO (Ex. 44A).}

  b. Select the appropriate HOD. _{5.After the above corrections, do the following Steps:}

  4.Non Salary Settings: _{a.The Docode,Financial Year and month should be updated.}

  1. Take a backup of the old payroll folder and keep it safe.

  

W EB P AYROLL

Objective

   Personnel details with the minimum parameters recommended by the 13

  th

  Finance Commission to be captured 

  Normal pay calculation to be done by the system 

  Generate the necessary schedules and Reports 

  Data feeding, processing and generating reports at DDO level Web Payroll System

Web Pay Roll System

  Contains following Details 

  Employee Master (Permanent, Changeable) 

  Dues 

  Deductions 

  NSD Deduction 

  LIC 

  Society  CTD and etc. 

  Loans & Advances 

  GPF Advance 

  Festival Advance  Car Advance etc.

EB AY OLL YSTEM W P R S Transactions

  

The following transactions are available in the web based Payroll System:



  Joining of an Employee (New Appointment) 

  Allotting GPF No. to new Employee 

  Modifying Dues or Deductions for an Employee 

  Transfer of an Employee 

  Promotion of an Employee in same office / with transfer 

  Deputation of an Employee 

  Punishment of an Employee

• – Suspension

   Revocation of Suspension of an Employee

  Web Pay Roll System Transactions Contd.

  

  VRS / Termination of an Employee 

  Joining of an Employee due to transfer 

  Death while in service 

  Joining After Deputation 

  Pay Bill Processing 

  DDO Approval Process

Web Pay Roll System

  Reports The following reports are available in the web based payroll System: 

  Pay Statement 

  Pay Slip 

  Cash Recovery Details 

  Cash Recovery Abstract 

  ECS Report 

  Pay Bill Outer 

  Schedules  Salary Arrear Report 

  Pay Arrear Report 

  SLS Report 

  DA Arrear Report

Web Pay Roll System

  Security Features 

  Pay Bills will be created by Accountant and they have to be verified and approved by DDO.

   Password is encrypted. 

  Audit trail will be maintained for Login to the system and for all the operations.

   It is proposed to integrate Digital Signature. 

  It is suggested to provide access to the proposed system through TNSWAN network only.

   System will be security audited by empanelled Cert-In auditor.

  Web Pay Roll System Payroll Login

  Web Pay Roll System Employee Master Form Employee Master (Changeable) Form

  Dues Form

  Deduction Form

  NSD Form

  PLI Form

  Promotion Form

  Transfer Form

  Suspension Form

  Web Pay Roll System Pay Statement Report

  Web Pay Roll System Pay Slip Report

  Web Pay Roll System ECS Report Schedule Report

  Bill Presentation in Treasury

  Pension Proposal Part-I (Employee Details)

  Pension Proposal Part-I (Address)

  Pension Proposal Part-I (Place of Payment)

  Pension Proposal Part-I (Photo and Signature)

  Pension Proposal Part-II (Service Details)

  Pension Proposal Part-II (Pay Details)

  Pension Proposal Part-II (Office Service Details)

  Pension Proposal Part-II (DDO Details)

  Pension Proposal Part-II (GPF Deduction)

  Pension Proposal Part-II (Temporary Advance)

  Check List

  Nomination for GPF

  Nomination For Retirement / Death Gratuity

  

Nomination for Life Time Arrears of Pension / Commutation of Pension