Registration and Enrollment
The Setup Company Information functionality allows users to configure the Empxtrack Free Payroll application to map their company’s processes.
Users can upload or change the company logo and input/modify address and other details of the company to personalize the application.
The setup company details allow you to customize the Empxtrack system for your company.
Users using the system would be able upload /change the company logo and input/modify address and other details of the company to personalize the application.
You can set up/modify time information using time settings functionality.
This functionality allows users to set all application parameters related to time and date. Specify the date format, starting date for week, time zone, financial year and time period.
Financial year is useful for activities such as payroll, expenses, travel, joining and exits and time period is important for all other activities such as Performance Management, Goal sheets, Timesheets, Training calendar, Manpower planning and various reports and filters.
The person who takes the enrollment is assigned the HR Manager privileges.
To update the HR manager, you need to use the Configure groups and roles functionality.
Groups are a collection of employees in one common set, such that these groups can be assigned roles for access authorizations.
Role specific groups allow you to create roles such as HR Manager or CEO and assign them to appropriate managers. To know more about this you need to click the link below.
This functionality is available only in the paid edition
This functionality is available to HR only (The person who enrolled for the product)
When you are in the Trial and logged in as HR
Clear the Trial data.
Configure the application by providing all information
Once done, you are in the Empxtrack Free Payroll edition
When you are using Empxtrack Free Payroll
Click on Purchase now button
Select one of the editions and click on Purchase
Provide your credit card information. We capture payment information through RazorPay, a globally acceptable and secure payment processor.
Once purchase is verified, the system will automatically upgrade to the paid version of the product you selected.
Our teams will work with you to configure the product as per your needs Moving from Free Payroll to a Paid Edition
When you want to upgrade
Click on Upgrade now to view the product versions available for an upgrade
Select the appropriate version of the product and accept the terms
Once verified, new features will be available and our teams will work with you to configure the product as per your needs.
Empxtrack Masquerade functionality allows HR to login as an employee to train employees, resolve their problems, address queries and in rare cases make approvals when a manager is not available.
HR doesn’t need to do this by asking the employee for their password but instead can login by using the masquerade functionality.
Click on Settings >> Employee Management >> Masquerade and enter in the employee name. Masquerade shows at the top and all actions by HR are put on an audit trail for security. Once HR is done they can click on the Masquerade link and will be logged back into their login.
There are various areas in empxtrack that can assist users to complete their tasks quickly. Empxtrack navigation is based on the Main menu, Icon bar, Employee menu, Quick access shortcuts, Settings, Employee preferences, Help menu, Widget menu.
Empxtrack has 100s of customers across the world and large global organizations, governments, financial institutions and many small and mid-sized organizations use empxtrack to manage employees.
We take full precautions in managing your data and follow stringent security guidelines in accessing data. It does not matter whether you are using Empxtrack Free Payroll or an advanced purchased edition. We take the same level of care in managing your data.
Refer to the following
Empxtrack offers full featured and absolutely Free Payroll to all Indian organizations to encourage compliance and ease in payroll processing.
The free offering includes Employee database (HRIS), India Payroll, Attendance, Leave, Workflows and Configurable reports and allows login to both employees and HR.
Empxtrack Free payroll is “free forever” for upto 75 employees with no constraints on usages and access.
A pay period is the duration for which you pay a salary. Pay periods are typically Monthly, Fortnightly or Weekly. In India most companies pay salaries on a Monthly basis.
Empxtrack allows automatic generation of pay periods for each financial year once you specify the start date of the first pay period.
Note: Empxtrack Free Payroll offers only Monthly pay periods.
Setting employee salaries is very easy in empxtrack. You can go to the career profile of an employee and set or modify the employees salary.
Alternatively, you can go to the Payroll >> Assign Salary section and set the salary of an employee. You can simultaneously set salaries for multiple employees by using Download/upload salary functionality on the page.
For ease of use and reporting, salaries are based on salary structures and paid versions of Empxtrack support multiple salary structures and capabilities to assign formula to salary heads.
Empxtrack Free Payroll uses the following steps while calculating employee salary
|Days worked||Attendance rules and daily hours logged identifies the number of days an employee has workedHolidays, weekends and Leave are counted as paid days.Percentage of Salary to be Paid = Days Worked / Total days in month|
|Out of salary payments||Any out of salary payments (such as commissions, arrears, loan returns etc.) are input by HR|
|Eligible salary||Eligible salary = Percentage of salary to be paid * Employee monthly Salary + Out of salary payments|
|Deductions||Deductions such as ESI, PF, TDS, Professional taxes are identified on the basis of location, investment declarations, and taxation rules|
|Net salary calculations||Eligible salary - Deductions|
Paid and advanced versions of empxtrack allow multiple configuration options, different rules for different kinds of employees and integrations with other modules for seamless calculation of Net salary.
Empxtrack free payroll process has been streamlined around 3 simple steps that help in easing the pains associated with payroll processing
Each of these steps offers significant configurability and options based on the Empxtrack version being used. Read more about different steps related to payroll processing in the following help sections
Empxtrack Free Payroll offers all statutory reports that are generated because of processing of payroll in empxtrack and required for India statutory compliance. You can read more about these reports with the associated help links
|Report Name||Help URL|
|ESIC + PF |
ESIC is Employees state insurance corporation. The benefits given by the ESIC are in line with the conventions of Conventions of International Labor organization. It includes benefits like medical, sickness, diablement, benefits, etc.
An employer deducts ESIC and PF contribution from employee’s income every month to meet statutory compliance.
Each of these social security schemes has a specific percentage of contribution from employees and employer.
Each employer is responsible to submit Form 24Q, a quarterly statement, to the income tax department. Form 24Q is used for preparing eTDS returns for TDS deducted on salary.
This form is expected to be submitted on a quarterly basis with complete details on salaries paid to the employees and their tax deduction details for each month.
|Generate Form 24Q|
Form 16 is generated to certify details regarding an employee’s salary earned throughout the year and the deductions made. The deductions are paid to the government by the employer. Tax payers ought to use Form 16 for filing tax returns at the end of the financial year.
|Generate Form 16|
Empxtrack allows storage of exemptions and deductions mapping to the relevant sections of the Indian Income tax. These help in accurate calculations of Taxes deducted at source - a key responsibility of every employer.
The product also supports a workflow to allow HR to verify the employee declarations.
Note: Empxtrack Free Payroll only allows HR to edit or modify declaration information.
All versions of Empxtrack support ESIC and PF deductions.
ESIC Deduction Rule: If an employer has more than 10 employees, the company must deduct ESIC from their employees’ salary based on the ESIC salary rules explained below. Deduction of ESIC is not mandatory for an employer with less than 10 employees.
Exception - Employers in Chandigarh and Maharashtra should have a minimum count of 20 employees instead of 10.
An employee having a monthly gross salary greater than and equal to Rs 21,000 is eligible for ESIC. Ideally, the ESIC deduction from employee salary is made on this formula Gross salary x 0.75/ 100. Employer contribution is Gross x 3.25/ 100.
PF Deduction Rule: If an employer has more than 10 employees, the company must deduct PF from their employees’ salary. Employee and employer contribution for provident fund is 12% of wages.
You can configure Company information to enable / disable PF and ESIC. Furthermore, Payroll >> employee preferences allows you to override ESIC and PF rules for individual employees.
Employee profile data contains a section called documents and Ids. A number of predefined ids such as bank account, PAN no, PF No, UAN No etc are available and you can specify details against these for each employee.
This data should be setup prior to running the payroll since these IDs are used in statutory reports and bank reports.
You can specify company bank account(s) details and for each employee specify IFSC code, account number and linked company bank account. This will allow you to generate bank reports for each company account and allow electronic transfers.
The HR manager can add a new employee in Empxtrack by filling in employee’s personal and employment details and filling in the mandatory fields.
Empxtrack allows upload of employee information and also supports and API for adding employees. Please refer to empxtrack purchase information within the product to learn more about empxtrack features for each version of empxtrack.
Employees, HR and other roles can view and update employee data based on role permissions and workflows.
To update data, the user needs to access the Employee data profile. Please view the link below to view details.
You can update the photograph, store employment history and experience, documents, address, dependent information and many other aspects of employee data on the Employee data page.
Paid versions of empxtrack support configurable rules and field level permissions for visibility and edit rights and also options for mass update of data, update through spreadsheets etc.
Employee data refers to the personal data of employees and includes details such as dependents, address, experience, hobbies and languages known, documents and IDs and many other details which typically should be accessed (and updated) by the employee or HR.
We maintain full audit-trail of all changes to employee data.Career profile contains details of all transactions related to employees such as Leave, Manager notes, Promotions and Salary changes, Timesheets, Appraisals, Goalsheets, Trainings, Rewards, Disciplinary cases, Manager notes and so on.
Career profile of an employee is available to various roles related to the employee such as their Managers, Head of department, Management and HR.
Empxtrack paid versions allow granular configurability in terms of visibility and access rights for each area of employee data and career profile.
You can click on the Employee menu and view either of the two data options and switch between the two by clicking on the menu.
If an employee has quit, HR can mark the employee exited and specify the exit date. Exited employees are not included in reports, payroll processing and cannot login to the system.
Advanced versions of empxtrack support Exit module that allows clearance and Full and Final process.
To view details of an exited employee, select “Exited employees” choice in the drop-down next to the employee search box. Type the employee name and select the exited employee details.
If any employee likes to rejoin the organization after the separation, the HR manager doesn’t need to re-enter all his /her details in the application. The HR manager simply needs to access their profile and update the employment status to current.
If you have purchased Exit module, there is a complete process to rejoin the exited employee to ensure data is copied over correctly.
Empxtrack allows the HR and Managers to run, configure and download 100s of pre-configured reports.
Reports are available based on the modules purchased by you and for each module there may be one or more reports available. Look at the bottom of any page to view the report section.
Some important considerations
- The data that is available in a report is based on the selected role. For instance a Manager will have access to a fewer number of employees in comparison to the Head of the department. An employee may have both these roles and based on the role selected, the data will change.
- An employee can have multiple roles. and refer to Empxtrack Navigation FAQ to understand how you can change a role.
- Employee field visibility rules may also be dependent on roles
- Reports may contain parameters. Specifying these helps identify the correct data
We restrict the amount of data displayed or downloaded in one submit. You may need to apply filters to get the full data.
Empxtrack allows a directory view of employee data that displays all the employees in the organization with relevant details including their hierarchy. Employees can quickly search for their fellow employees by specifying their name in the search box.
This feature is available in all versions of empxtrack but configuration of company directory fields is supported in Paid versions only.
Empxtrack supports multiple mechanisms to capture attendance and some of these are available in advanced versions only. The different options include
- Mark attendance, regularize attendance: Employees can mark their attendance daily by logging into empxtrack and capturing their start time and end time. Employees can regularize their attendance for a past day as well. Available in all versions of empxtrack. HR can also mark attendance for employees on a daily basis
- Upload of attendance data through CSV files: Paid version of empxtrack
- Integration with attendance devices: Automatic reading of attendance device input and integration. Paid versions of empxtrack. Different versions support different levels of integration. We support data from multiple devices
- API based integration: Enterprise version of empxtrack
Based on the attendance rules, holiday calendar, employee leave details, the attendance data translates to different kinds of statuses such as Present, Overtime, MisPunch, Undertime, Holiday, Leave and this is used in payroll processing.
Advance versions of empxtrack support significant customization and configuration options in comparison to the Empxtrack Free Trial version.
Empxtrack allows you to set up a holiday calendar and weekends for a given financial year.
View the Self Services settings as HR Manager and select Set Weekends and Holiday calendar option. You can import pre-existing holidays for a region or set your own days.
On the attendance dashboard for an employee, you can mark a day as a holiday if the day is reserved as a holiday on the holiday calendar.
It is important to define holidays for a period prior to employees applying for leave or marking attendance since holidays are automatically copied over to the employee attendance.
Note: Advanced versions of empxtrack allow holidays and weekends based on employee groups.
Employees can mark their own attendance or HR can mark their attendance. HR can go to the attendance dashboard for an employee and for a specific date Clear attendance, Mark holiday, Mark weekend, regularize attendance.
Based on the version of empxtrack you are using, there are many other options for marking attendance including API integration, attendance device integration and CSV file upload.
The undertime calculation rules functionality available in Settings >> Self Services >> Attendance configuration allows HR to map the attendance hours to percentage of day worked. Eg. 0 - 3 hours can be marked as 0 percent day worked, 3 - 5 hours can mark the employee day worked as 50 percent (or 0.5 day).
If an employee works for 4 hours in a day and applies for half-day leave, they will be paid for the full day. If they do not apply for leave, the day worked will be 0.5 days and they will be paid for half a day.
The Free Payroll uses days worked as a mechanism to calculate the effective salary of an employee.This helps in identification of half day, full day overtime and undertime work by the employee and helps in payroll preparation accordingly.
For mid period joinings and exits, the system automatically excludes the days prior to the joining date or the days after the exit date respectively.
The HR manager prior to processing the payroll can update attendance to accurately reflect the days worked.
Most organizations give a certain number of days to each employee for which they are paid even when they do not attend office. Such days are called Paid leave days.
Empxtrack allows employees to apply for leave and post approval, such days are counted as paid days.
Empxtrack Free Payroll allows 2 types of leave: Sick leave and Paid Leave. Employees can use the former when they are sick and the latter is based on leave balance. HR can manually credit leave to employees or change the rules for both these leave types.
Paid versions of empxtrack allow many different configuration options and additional leave types.
HR managers can credit leave days to employees for different leave types. The leave days can be credited on monthly, quarterly, yearly basis i.e in the beginning of the month, quarter or year as per the policy of the organization.
HR managers can manually credit leave days to the employees or upload the leave credits. Schedulers are available to auto-credit leave to employees.
Note: Upload leave credits, scheduler functionality and custom credit rules are available in the paid edition of the application.
Sometimes change in the leave policy of the organization for different leave types may lead the HR manager to make changes in respective leave rules. The “Configure leave rules” functionality is available to meet this purpose.
Note: Configure leave rules functionality is available in the paid edition of the application.
Employees can raise leave requests for leave types applicable to them. Based on rules, employees can apply for a leave type based on the availability of leave balance.
Leave application undergoes a pre-defined approval process, wherein the supervisor/ manager or HR manager approves the leave request. The leave approval process is defined in the configuration of each leave type.
Manager/ HR gives leave approval based on the availability. Once the leave is finalized by the HR manager attendance gets updated and the employee is eligible for a paid day on the day of the leave.
An HR or even the Manager can apply for leave on behalf of an employee. Usually, this is a practice when the employees are not computer savvy or do not have access to computers.
Sometimes, HR also has to exercise this option if someone reports sick and asks for a leave by calling the HR manager.
Empxtrack Free Payroll version only allow two leave types with no configuration options.
You can upgrade to the paid edition of the product to allow additional leave types or multiple configuration options.
- Employees cannot apply for leave for a period for which payroll processing has started
- HR cannot apply for leave for an employee whose payroll calculation have been done
- Payroll processing cannot start if an employee has pending leave requests.
Based on leave configurations, leave applications may depend on minimum and maximum days, leave balance etc.
Identify the leave balance for employees by running leave credit report. Go to manually credit leave and enter a negative value of the leave balance for each employee.
Example: If an employee has 10 days of leave credit, enter -10 for leave credit to make the balance 0