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USER MANUAL

IPAS

USER MANUAL
IPAS
Prepared by/Date

Reviewed by/Date

Approved by/Date

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IPAS

USER MANUAL

Affected Groups
End Users

List of Reference Documents


SRS
Design Document

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Table of Contents

1. INTRODUCTION.........................................................................6
1.1 Objective

1.2 Scope

1.3 Intended User

1.4 Conventions Used 6


1.5 Whats New

2. ABOUT IPAS SYSTEM..................................................................7


2.1 Introduction
2.2 Purpose

2.3 Main Features

3. INSTALLATION...........................................................................9
3.1 System Requirements

3.2 Installation 9
3.3 Pre Requisites

3.3.1 HARDWARE REQUIREMENTS FOR CLIENT MACHINE.........................................................9


3.3.2 SOFTWARE REQUIREMENTS ON CLIENT MACHINE...........................................................9

4. CHAPTER 1 LOGIN AND OTHER USER PROPERTIES........................10


BACKGROUND........................................................................... 10
4.1 Login

11

4.2 Session Time Out 12


4.3 Change Password 12
4.4Group and Roles Permission

15

5. CHAPTER 2 PERSONAL............................................................16
BACKGROUND........................................................................... 16
5.1 Employee Data

16

5.1.1 EMPBIODATA.............................................................................................................. 16
5.1.2 QUALIFICATION............................................................................................................ 23
5.1.3 NOMINATION............................................................................................................... 26
5.1.4 FAMILY....................................................................................................................... 27
5.2 Leave

29

5.2.1 OPEN ACCOUNT.......................................................................................................... 29


5.2.2 POST TRANSACTION.................................................................................................... 30
5.2.3 CANCELLATION............................................................................................................ 31
5.2.4 SPECIAL CREDIT DEBIT............................................................................................... 32

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5.2.5 HALF YEARLY CREDIT.................................................................................................. 33


5.3 Career

34

5.3.1 RETIREMENT............................................................................................................... 34
5.4Seniority

35

5.4.1 CREATION................................................................................................................... 35
5.4.2 DELETION................................................................................................................... 35
5.4.3 DATASHEET................................................................................................................ 36
5.4.4 DISPLAY EMPLOYEES................................................................................................... 36
5.4.5 INTERSE SENIORITY..................................................................................................... 36
5.5Cadre

37

5.5.1 BOOK OF SANCTION................................................................................................... 37


5.6 Tan 38

6. CHAPTER 2 PAYROLL..............................................................39
BACKGROUND........................................................................... 39
6.1Change Data

39

6.1.1 CURRENT(ALL EMPLOYEES)........................................................................................ 39


6.1.2 STOP UB-LOAN.......................................................................................................... 40
6.1.3 ANNUAL INCREMENT.................................................................................................... 40
6.1.4 BU WISE ALLOCATION................................................................................................. 42
6.1.5 CHANGE CARD ENTRY................................................................................................. 43
6.2 Process /Reports 49
6.2.1 PROCESS.................................................................................................................... 49
6.2.1.1SALARY PROCESS.......................................................................................... 49
6.2.1.2 CONS. ALLOCATION ENTRY............................................................................49
6.2.2 REPORTS.................................................................................................................... 50
6.3 MiscllaneousProg 52
6.3.1 LAST WAGE................................................................................................................ 52
6.3.1.1 LASTWAGEEMPENTRY..................................................................................52
6.3.1.2 LAST WAGE PROCESS..................................................................................53
6.3.1.3 LAST WAGE REPORTS..................................................................................54
6.3.2 CASH COMPENSATION................................................................................................. 55
6.3.2.1 CASHCOMPENTRY........................................................................................ 55
6.3.2.2 CASHCOMPCHECK........................................................................................ 56
6.3.3 BONUS....................................................................................................................... 58
6.3.3.1 INITIALIZE DATA............................................................................................ 58
6.3.3.2 DATA CORRECTION.......................................................................................59

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6.3.3.3 PF CONTRIBUTION........................................................................................ 60
6.3.3.4 BONUS RECOVERY.......................................................................................61
6.3.3.5 PROCESS..................................................................................................... 62
6.3.3.6 NOMINATION ENTRY......................................................................................63
6.3.3.7 FORWARD TO IC.......................................................................................... 65
6.3.4 DA ARREAR................................................................................................................. 66
6.3.4.1 INITIALIZE..................................................................................................... 66
6.3.4.2 EDIT ARREAR............................................................................................... 66
6.3.4.3 POST TO SALARY......................................................................................... 66
6.3.4.4 RETURN FROM SALARY.................................................................................67
6.3.5 PAY REVIEW............................................................................................................... 67
6.3.5.1 PAY ENTRY(6TH PC PERIOD).........................................................................67
6.3.5.2 PAY ENTRY (AFTER 6TH PC)...........................................................................67
6.3.5.3 PAY CONFIRM (AFTER 6TH PC).......................................................................68
6.3.5.4 PAY CONFIRM (6TH PC PERIOD)......................................................................69
6.3.5.5 ZERO CARD ENTRY.......................................................................................69
6.3.5.6 FORWARD TO IC.......................................................................................... 69
6.3.5.7 UNDO CONFIRM............................................................................................ 70
6.3.5.8CONFIRMANOTHERREVISION...........................................................................70
6.3.6 SERVICE RECORD........................................................................................................ 71
6.3.6.1 ADD PHOTO................................................................................................. 71
6.3.6.2 DOWNLOAD PHOTO......................................................................................71
6.3.6.3 SERVICE RECORD ENTRY.............................................................................71
6.3.7 ELECTRICITY................................................................................................................ 72
6.3.7.1 ELEC. MASTER ENTRY..................................................................................73
6.3.7.2 ELEC. DATA ENTRY.......................................................................................73
6.3.7.3 FREEZE DATA............................................................................................... 75
6.3.7.4 ELECTRICITY POSTED REPORT.....................................................................75
6.4 TA 77
6.4.1 JOURNAL ENTRY.............................................................................................. 77
6.4.2 POST TO SALARY............................................................................................ 78
6.4.3 VETTING NEW................................................................................................. 78
6.5 Supplementary Bills

80

6.5.1 BILL PREPARATION........................................................................................... 80


6.5.2 LEAVE ENCASH................................................................................................ 84
6.5.3 CONS ALLOC ENTRY......................................................................................... 85
6.6 ITAX

86

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6.6.1 DATA POST..................................................................................................... 86


6.6.1.1 SALARY......................................................................................86
6.6.1.2 SAVINGS....................................................................................87
6.6.2 DATA PROCESS............................................................................................... 87
6.6.2.1 IT-PROCESS...............................................................................87
6.6.2.2 IT-PROJECTION..........................................................................87
6.6.2.3 IT-FORM16................................................................................88
6.6.2.4 IT-FORM16(AU).........................................................................88
6.6.2.5 IT-FORM16OLD..........................................................................88
6.7 Quarter

89

6.7.1 QUARTER MASTER.......................................................................................... 89


6.7.2 QUARTER OCCUPANT........................................................................................ 93
6.7.3 QUARTER VACATION........................................................................................ 94
6.7.4 RENT EDIT...................................................................................................... 95
6.7.5 RENTVARIATION.............................................................................................. 96
6.8 ChildEduAll

97

6.8.1 CHILD MASTER............................................................................................ 97


6.8.2 DETAILS ENTRY........................................................................................... 98
6.8.3 FWD-TO-IC................................................................................................... 99

7. CHAPTER 3 LOAN.................................................................100
7.1 Fund Availability

100

7.2Loan Registration 101


7.2.1 REGISTRATION............................................................................................... 101
7.2.2 NON INTEREST BEARING REGISTRATION.........................................................102
7.3Document Checking

103

7.4Sanction Memorandum

103

7.5 Next Installment Eligibility 104


7.6 Priority List

105

7.7 Principal Recovery Complition

107

7.8 IC 107
7.8.1 CO6 REGISTRATION......................................................................................107
7.8.2 BILL PASSING................................................................................................ 108

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1.Introduction
1.1 Objective
This document will assist a user in understanding the Integrated Payroll and Accounting System (IPAS)
and use it. The functionality of IPAS is explained in detail along with screenshots.

1.2 Scope
The scope of this document is for all users.Document Determines Work Flow of IPAS and Working with
IPAS modules.

1.3 IntendedUser
The intended User of this document includes

Users of the system who have a valid login id and password and are authorized to deal
with system.

Note: The users are requested to use this manual along with the system so that they can co-relate the
screen shot with the actual screen in the system.

1.4 Whats New?


1.

The screen navigation after login.

2.

Users are grouped and roles are defined at the time user Creation and can be modified
by administrator. .

3.

Every user allowed change password after login.

4.

Single Interface and loginpassword to Access multiple Modules through Portal Interface.

5.

User level authentication through auxiliary LDAP server

6.

Web Browser Based Application.

7.

Session gets expired After 30 minutes in idle mode.

8.

Adoption of Common RDBMS for PRIME and AFRES.

9.

Paradigm shift from EDP center to Data Centre.

10.

Single point of change and maintenance ie.Data Centre.

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2.About IPAS System


2.1 Introduction
IPAS is a system for automate payroll processing and financial work. This system is implemented at
ECoR Railway. Data center is established at ECoR HQ Bhubaneswar for this Application.

2.2 Purpose
The purpose of this software is to capture employee data to process payroll, maintain loan and leave
record, generation of various types of bills for employee and contractor, generation and printing of
cheques and maintain earning and expenditure expenses for ECoR.. The system is comprehensive and
user-friendly in carrying out the financial activities in ECoRs office.

2.3 Benefits

Easy to manage the entire Infrastructure being a centralized solution

Industry Standard n-tier J2EE architecture

Create re-usable assets for future use

Reduced TCO due to economy in support and licensing costs

Industry grade Security Server applications to provide security by authentication and


authorization of portal users

2.4 Main Features


IPAS is broadly divided in two category personnel modules and financial modules. Personnel modules
includes like payroll processing, leave, loan, TA, Incometax, electricity, quarter etc. Financial Modules
includes IC, books, PF, pension, budget, suspense etc. In IPAS, Personnel modules and financial
modules are tightly coupled so that data generated by module can be accessed through other modules.

Functional Module of IPAS

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HR

Finance

Employee Profile

Internal Check

Appointment Details
Personal / Family Details

Payroll
Salary, Loans / Advances,
Allowances & Recoveries
Annual Increments
Income Tax
Bonus
DA Arrear
Supplementary Bills

Service Record
Promotion / Demotion
Transfer / Retirement

Seniority
Leave
Settlement

C06 Generation
Bill Passing
C07 Generation
Abstract Preparation
Cheque Printing

Books
PF
Pension
Cash & Pay
Suspense
Budget
Traffic Accounts

Leave Salary
GIS
DCRG

Traveling Allowance
Quarters & Electricity
Cadre

3.Installation

Loans & Advances


3.1 System Requirements
The minimum system configuration is described in section 3.3 Pre Requisites. In case the system does
not meet any parameter among those required, kindly consult the administrator.

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3.2 Installation
The installation of software is done by System Administrator.

3.3 Pre Requisites


This section refers to the various requirements from the Hardware and software side that must be
fulfilled before the user can use this system effectively.

3.3.1 Hardware Requirements for Client Machine


1. RAM at least 256 MB.
2. Network Connectivity with Server
3. At least 1 GB of free space in Hard disk.
4. PC with mouse, keyboard and color monitor.

3.3.2Software Requirements on Client Machine


1. Operating System should be at least Windows 98 or Above
2. Text Editor should be installed.
3. Adobe Acrobat Reader or Adobe PDF Plug in should be installed
4. Printer should be installed (if user intends to print any document)
5. Web Browser should be Microsoft Internet Explorer 6 or above.

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4. CHAPTER 1 Login and Other User Properties


Background
This chapter covers in detail, the login screen and other properties of the user that can be configured
Below shown screen is very first screen of system, which leads to login screen by clicking IPAS tab.This
page, provides the link to applications and links to provide other informations for users. Also displays
time to time, any message related to application for users on the behalf of Administration.

The login form is the entry point to the IPAS system. The following screen shows the login screen.

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4.1 Login
1. Enter the user id (Case Insensitive).
2. Enter the password (Case sensitive).
3. Click on Log In to login successfully.
4. If the username or password is incorrect, a message will be displayed and Login
Screen will appear.
5. The user is taken to a home page

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6. Click on Module Listed on the screen to navigate working module.

4.2 Session Time Out


1. After successful login, if user does not perform an activity within 30 minutes, the
system will expire your session and whenever the user intends to perform an activity
further the system will take the user back to the login screen. The session time is set by
the system administrator and can be changed.
2. The work that a user was doing gets lost when the session expires. So, please save
the work every few minutes this will prevent session expiry and consequent loss of
work and time.

4.3 Change Password

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It is very necessary to change password on a regular basis.

USER MANUAL

The password should be easy to

remember, long enough so that co-workers or others are not able to identify yet easy to remember.
Ideally, the password should be a mix of capital and small letters, special characters and numbers.
Please keep the password confidential for the sake of security. The following screen shot shows the
change password functionality.

Here a link is provided Edit my profile.


On clicking system displays following screen to change password.

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The following steps will help a user change password


1. Type the new Password
2. Enter new password for confirmation.
3. Enter last name if required (For reference).
4. Confirm new password by entering it again. Note that the two fields entered password
and confirm password should be same. Also note that the password field is case
sensitive.
5. Click on OK to change the password.

Note that the password change is

instantaneous.

4.4Group and Roles Permission


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TheAdministrator will have power to change group permission in order for the system to
authorize you to access the module of the system. Also have power to change roles in order to
access the screens within the module of system. A user may have different role for different
groups. In IPAS, separate module is designed to maintain user authorization, group permission
and role assignment.
That module will discuss later in this manual. This module access only given to
IPAS Administrator.

5. CHAPTER Personal
Background
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5.1

Employee Data

This module captures all the Personal information of an employee. There are various activities covered
in this module
1. Employee appointment, Personal, current job and pay related information.
2. Qualification Details of an Employee.
3. Nomination Details
4. Family Member Details.

5.1.1

EmpBioData

This screen is provided to Enter, New Employee Details

as well as modify Existing Employee s

Biodata , for Both Pension & Non pension Employees .


Steps for EmpBioData Entry
1. Select New Employee Option If Employees Data To be entered for the first Time.
2. A small window will be appeared asking for NPS staff or Not. Select Yes for NPS staff else
select no.
3. If yes is selected then another small window will be appeared asking if 16 digit PPAN number is
available or not. If available then select OK else select Cancel.
4. Then Appointment Page will be opened. .
5. If the Employee is not a NPS staff, then Enter 8 Digit Employee No which is allotted to him /
her. If employee is a NPS staff and having 16 digits PPAN no then enter that 16 digit no in the
Pension Acc. No text box. If employee is a NPS staff and not having 16 digits PPAN no then
enter 8 digits temp No provided by the admin and system will automatically prefix with 8 X.
Screen 1 to 2 shows Data Entry for New Employee in Appointment Tab

Screen 1:

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Screen 2:

The Following table gives a brief description of the fields to be filled by the user in Appointment Page:
NB :* Mark indicates Compulsory field .

Fields

Description

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Pension Acc. No
Employee No*
Short Name*
Salutation*
First Name*
Middle Name
Sur Name
Fat/Hus.Name
Fath./Hus. Alive?
Date of Birth*
Date of Appt.*
Sex*
Nationality*
Community*
Religion*
Rect.Category
Appt/Rectt Source
Appt Authority
Appt.Railway
Appt. Department
Appt. Division
Appt. Office
Appt. Status
If CL/EX Service
Desig on Appt
Appt. PayBand
Appt. GradePay
Appt. Scale
Medical Code
Which Quota?
HOER Class (Rost)
Pre Job Trn.
Trg.Completed On
Edu Qual On Appt
Off.Order File No
Off. Order Date
Place Of Birth
ID Mark 1
ID Mark 2

Pension Account Number


Eight digit PF Number
Name of Employee Which to be shown in Salary Slip
Select Salutation from Combo.
First Name of the Employee.
Middle Name if any
Sur Name of Employee
Father Name or Husband Name of Employee
Tick Mark if Father / Husband Alive .
Date of Birth of Employee
Date of Appointment of Employee
Sex of Employee
Nationality of Employee
Community of Employee
Religion of Employee
Recurt ment Category of Employee

Appointment / Recurtment Source


Appointing Authority .
Appointed in which Railway .
Appointed in which Department
Appointed in which Division
Appointed in which Office
Appointed Status
If Casual Labour or EX Service Man
Designation at Time of appointment .
Payband at Time of appointment .
Gradepay at Time of appointment .
Scale at Time of appointment .
Select Medical Code .
Select Quotas of Employee
Select HOER Class (Rost)
Tick Mark if Pre Job Training taken by Employee
Then enter Date of Training Completion
Educational Qualification at Time of appointment .
Office Order File Number
Office Order date
Place Of Birth
Enter 1st Physical Identification Mark of Employee if
any
Enter 2nd Physical Identification Mark of Employee if
any

Screen 3 shows Data Entered for New Employee in Appointment Tab Saved successfully
When Data is Saved Successfully in appointment Page , Corresponding Personal ,Current
Job and Pay related page opens of that Employee for Data entry .
Screen 3:

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Screen 4 to 6 shows Data Entered for New Employee in Personal, Current Job & Pay Related Tab and
Screen 7 Shows All Data Saved successfully
Screen 4:

The Following table gives a brief description of Personal Page:


NB :* Mark indicates Compulsory field .

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Fields
Marital Status
Blood Group
Ticket No
PAN
PRAN Number
DDO Number
Address1
Address2
City
PinCode
State
Email
Fax
Phone Number

Description
Marital Status of Employee
Blood Group of Employee
Ticket No of Employee
PAN Number of Employee
PRAN Number of Employee
DDO Number of Employee
Enter Address of Employee
Enter Address if More address data is there .
Enter City Name of Employee
Enter PinCode of Employee
Enter State of Employee
Enter Email Address of Employee
Enter Fax Number of Employee if any
Phone Number of Employee

Screen 5:

The Following table gives a brief description of Current Page:


NB :* Mark indicates Compulsory field .
Fields
Subst. Designation*
Officiating Desig.
Working Desig.
Trade
Category
Parent Dept.
Working Dept.*
Parent AU
Working AU*
Parent Office/Shop

Description
EnterSubst. Designation
Enter Officiating Designation.
Enter Working Designation.

Enter Posted Trade


Enter Posted Category
Enter Department of Posting
Enter Working Department
Posted Accounting Unit
Working Accounting Unit
Posted Office/Shop

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Working Office/Shop
Station*
Railway
Division
Bill Unit No.*
Employee Status
Posting Status
Service Status*
Service Status Date
Retirement Date* :
If Deputation Out,Where?
Tenure Post?
Tenure Years

Working Office/Shop
Posted Station
Posted Railway
Posted Division
Posted Bill Unit
Employee Status Like Permanent ,Temporary etc.
Posting status Like Regular, Addhoc etc.
Serving Status Like Serving sal, Transfor Out etc .
Effect Date for Service status
Retirement date
If one Goes for deputation then Enter Place of Deputation
Tick Mark in Tenure Post
Enter Tenure Years

Screen 6:

The Following table gives a brief description of Pay Related Page:


NB: * Mark indicates Compulsory field.
Fields
If MACP
If Med Decategorised
GradePay*
PayBand*
PayRate (Rs.)*
Bank Code*
Account No.*
Payment Mode *
If Physically Handicapped?
Handicap Nature
Handicap Percent

Description
Tick mark if MACP
Tick mark if Med Decategorised
Select Grade Pay
Select Pay Band
Enter Pay Rate (in Rupees)
Select Bank Code
Enter Account Number
Select Payment Mode
Tick Mark if Physically Handicapped
Select Handicap Nature
Enter Handicap Percent

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Transport Allowance*
Accomodation*
Date of Increment*

Select Transport Allowance


Select Accomodation
Enter Date of Increment

Screen 7:

5.1.2 Qualification
This screen is provided to Enter or modify qualification details of an employee .
Steps for entering qualification details
1. Enter/select employee No and Press Go button. System will show already entered data
.User can modify the existing data and can add new entries.

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2. When Add button is pressed, a new window will be opened. Select Qualification Details
and Press OK button. It will be added

The Following table gives a brief field description for Adding Qualification :
Fields
Qualification

Description
Enter Qualification of Employee

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Specialization
Year of Passing
Class / Grade
Medal Received
At Joining Time

Enter Specialization of Qualification


Year of passing for that Qualification
Class or Grade obtained of that Qualification
Enter if any Medal Received
Tick Mark if that qualification as on or before Joining time

Below screen Shows after Qualifications of an Employee saved


In this page we can also add, modify or delete any qualifications.

5.1.3 Nomination
This screen is provided to Enter or modify Nominee details of an employee.
Steps for entering Nominee details
1. Enter/select employee No and Press Go button. System will show already entered data
.User can modify the existing data and can add new entries.
Shows Nomination for GIS.

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Shows Nomination for PF.

Shows Nomination for Gratuity .

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Likewise you may add nominee details in GIS, PF or Gratuity .Then that data is saved by
pressing save button.
The Following table gives a brief description of Adding Nomination:
Fields
Nominee Name
Relation
DOB
%age
Address
Primary/Secondary

Description
Enter Nominee Name
Enter Relation of Nominee with Employee
Date of Birth of Nominee
Enter Share % out of 100 for that Nominee
Enter Address of Nominee
Select whether nominee is primary or secondary

5.1.4 Family
This screen is provided to Enter or modify Family details of an employee.
Steps for entering family details
1. Enter/select employee No and Press Go button. System will show already entered
data .User can modify the existing data and can add new entries.
In this page you can add, Modify or delete Family Members of Employee.

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In this page you can select Relation Code then Enter Relation name and Date of Birth.
User can select modify/delete by selecting the respective radio box and then pressing Modify or Delete
button
When Save Button is pressed it will be saved.

5.2

CHAPTER Leave

Background
This module captures all the employee transactions related to leave.
There are various activities covered in this module
1. Leave opening Balance Entry.
2. Leave Details Entry.
3. Leave Cancellation.
4. Special Leave Posting Like Study Leave etc.
5. Half Yearly LAP and LHAP credit.

5.2.1Open Account
This screen is provided to Enter Opening Balance of LAP, LHAP, CL and RH when a new Employee
comes from any other Railway. This is a onetime Entry job.
Steps for Open Account Entry.
1.
2.
3.
4.

Enter the Employee No of the Employee.


Press Go button.
System will display if already data is entered.
If data is not entered then Provide OB of Corresponding Leaves.

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5. After Entering corresponding OB press the Submit Button to Save the Entered Data

The following table gives a brief description of the fields of forms that you help to enter Data.

Fields

Description

LAP

OB of LAP

LHAP

OB of LHAP

CL

OB OF CL

RH

OB OF RH

First half Credited

Select yes option if OB includes half yearly credited LAP and LHAP else
select NO.

5.2.2 Post Transaction


This screen is provided to Enter Leave Details of the Employee.
Steps for Post Transaction Entry.
1. Enter the Employee No of the Employee.
2. Press Go button.
3. System will display Employee Name, Designation and Balance of LAP and LHAP
4. If data is not entered then Provide OB of Corresponding Leaves.
5. After Entering corresponding OB press the Submit Button to Save the Entered Data

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The following table gives a brief description of the fields of forms that will help to enter Data.

Fields
Leave Type

Description
Select Different Leave Types Like LAP,LHAP,CL,LWP from the drop down
menu

From Date

Leave Avail from date

To Date

Leave Avail from date

Reason

Select Reason of Leave application from the following drop down menu

Application Date

Date when Leave Application is submited

Commuted

In case of LHAP leave if user wants to commute it then select yes else
select NO.

5.2.3 Cancellation
This screen is provided to cancel any Leave already entered.
Steps for Cancellation of Leave.
1. Enter the Employee No of the Employee.
2. Press Go button.
3. System will display if already data is entered.
4. If data is not entered then enter data.
5. After Entering data press the Submit Button to Save the Entered Data

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The following table gives a brief description of the fields of forms that will help to enter Data.

Fields
Leave Type

Description
Select Different Leave Types Like LAP,LHAP,ABSENT,LWP from the drop
down menu

From Date

Leave Cancel from date

To Date

Leave Cancel to date

Reason Code

Select Reason of Leave

Approval Date

Date of Approval

From Half

Select 1st Half or 2nd half of From date

To Half

Select 1st Half or 2nd half of To date

5.2.4 Special Credit Debit


This screen is provided to enter Special Leaves like Maternity Leave /Paternity Leave etc..
Steps for Special Credit Debit Entry.
1. Enter the Employee No of the Employee.
2. Select Leave Type from Drop Down Menu.
3. Select From Date
4. Press Go button.
5. System will display if already data is entered.
6. If data is not entered then enter data.
7. After Entering data press the Submit Button to Save the Entered Data.

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The following table gives a brief description of the fields of forms that will help to enter Data.

Fields

Description

Leave Type

Select Different Leave Types from the drop down menu

From Date

Leave Start Date

To Date

Leave avail End date

No Of Days

Leave Days

Office Order No.

Office Order No for this Leave Avail

O O Date

Date of Office Order No

Remarks

Any Remarks Can be Entered

5.2.5 Half Yearly Credit


This screen is provided to process for Half year credit of LAP and LHAP.
Steps for Half Yearly Credit Process
1. Select the Bill unit No from Drop down Menu.
2. Press Submit Button.
3. System will automatically calculate the no. of days of LAP and LHAP to be added to the
employees in that bill unit.

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5.3 CHAPTER Career


Background
This module captures all the employee transactions related to retirement.

5.3.1 Retirement
This screen is used to enter the Retirement details with cessation reason.

Enter/select Employee No. and press Go.


User has to select Cessation reason, Effective Date and Remarks.
Click Save to save the details.

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5.4 CHAPTER Seniority


Background
This module captures all the employee details related to Seniority.

5.4.1 Creation
This screen is used for creation of seniority list, Au wise and department wise.
Select Admin unit and department, then press Go.
Select office code and designation code. System will generate seniority code and seniority code
description accordingly.
Press Save to save the generated seniority code for the particular department-office-designation.

5.4.2 Deletion
The created Seniority list can be deleted using this screen as shown below.

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5.4.3 Datasheet
This screen is used to capture the seniority details of an employee, from the date of appointment.
Enter employee no and press Go to fetch the seniority details of employee.

User can add/ delete the seniority details, and press Save to save the details.

5.4.4 Display Employees


This screen is used to confirm the employees under a Seniority Unit.
User has to click Confirm for saving the employee list under a particular Seniority Unit.

5.4.5 Interse Seniority


This screen is used to combine/remove 2 or more seniority units and generate report.

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5.5 CHAPTER Cadre


Background
This module captures all the employee details related to cadre.

5.5.1 Book of Sanction


This screen is used for capturing the total no of Post, designation wise for different department and
office wise.

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5.6 CHAPTER Tan


This screen is used for entry of TAN number and deduct or details Bill Unit wise or Bill Group wise.
Select Bill Unit from the list and press Go. Following screen will appear.

Enter the details as shown in above screen and press Save.


Select Bill Group from the list and press Go. Following screen will appear.

Enter the details as shown in above screen and press Save.

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6. CHAPTER Pay Roll


Background
This module is used for entering Payroll related details of an employee.

6.1 Change Data


6.1.1 Current month All Employees
Below Screen Shows the Entry page of Current Month All Employees (ED Code wise)

Here User has to Select Bill Unit and Earning Deduction. After Pressing GO Button, all
employees list in that bill unit for Salary will appear. User has to Enter Amount Field and
Reference No if any.

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6.1.2 Stop UB-Loan


Below Screen Shows Howto Stop UB Loan of an Employee in Stop UB Loan Page.

In this page User has to Enter Employee Number and Enter UB Loan Code, Then Press GO
Button. If this Loan card exists of the employee, it will be displayed. To stop UB Loan You simply Tick
Mark on Stop checkbox and then press Save button .

6.1.3 Annual Increment


Below screen Shows Annual Increment of Employees of a Bill unit.

Select Bill unit and press Go button. It will show List of Employees for increment.

Click on edit button to edit an Employee data .A new Window will open for Editing Employee
Data . After editingdata, click on save Button.

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6.1.4 BU Wise Allocations


Below screen Shows Entry page of Allocation for All Employees (Bill unit wise).

Here User has to Select Bill Unit. After Pressing GO Button, all employees list in that
bill unit for Allocation Entry will appear.

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The Following table gives a brief description of the fields in the Allocation Bill unit wise Page.
Fields

From Date
To Date

Description
Enter From date in dd/mm/yyyy Format
When close Checkbox is Tick marked Automatically last day of

Estimates No
Allocation
Delete

previous month is entered .


Enter Estimates No of an employee if any .
Enter Allocation assigned to employee.
Delete checkbox is visible when Allocation from date in the Current

Close

Salary Period .
Close checkbox is visible when Allocation from date is Prior of Current
Salary Period .

6.1.5 ChangeCard Entry


This Module captures Employees transaction related to their salary.
There are various activities covered in this module.
1. All Earnings or Deductions of salary for an employee is maintained.
2. Current month Earnings or Deductions of salary for an employee is done
3. Continuous Earnings or Deductions of salary for an employee is done
4. Pay rate Related Earnings or Deductions of salary for an employee is done
5. Loan amount of an employee , deducted from his salary for given period .
6. Allowances For running / non running staffs are added to salary
7. Allocation is assigned to an employee for drawing salary .
8. Leaves of employee is captured before salary process

Current
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Below Screen reflects Current month Earnings or Deductions of salary for an employee.

The Following table gives a brief description of Current Page


Fields
ED Code
Amount
Ref/Policy No
Ref Period

Description
Earning / Deduction Code
Amount of that Earning / Deduction Code
Reference / Policy Number is needed if same ED Code is Entered many times
Reference Period in yyyymm format is Entered for that Ref/Policy No

Continuous
Below Screen shows Continuous Earnings or Deductions of salary for an employee.

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The Following table gives a brief description of the fields in the Continuous Page
Fields
ED Code
From
To
Amount
Ref/Policy No
Ref Period

Description
Earning / Deduction Code
From Period in yyyymm format
To Period in yyyymm format
Amount of that Earning / Deduction Code
Reference / Policy Number is needed if same ED Code is Entered many times
Reference Period in yyyymm format is Entered for that Ref/Policy No

Pay rate
Below Screen reflects Pay rate Related Earnings or Deductions of salary for an employee.

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The Following table gives a brief description of the fields in Pay Rate Page
Fields
ED Code
From Date
To Date
Career Type
Designation
Rate
O O No
O O Date

Description
Earning / Deduction Code
From Period in dd/mm/yyyy .
To Period in dd/mm/yyyy .
Select career Type from PopUp
Select Designation from PopUp
Amount of that Earning / Deduction Code
Office Order Number
Office Order Date

Loan
Below Screen reflects Loan Details for an employee.

The Following table gives a brief description of the fields in the Loan Page
Fields

Edcode
Sanctioned Date
Reference No
Principal Amount
Sanctioned Amount
Total Installment
Amount Recovered
Interest
Start Period

Description
Select Ed Code from PopUp .i.e. Only Loan Related ED Code .
Loan Sanction Date in dd/mm/yyyy Format .
Enter Reference No If any .
Enter Loan amount , Employee Applied For .
Loan Amount Sanctioned to Employee .
Total Number of Installments of Loan Amount .
Loan Amount Recovered .
Only in urban Bank Loan case , Interest of loan to be deducted .
Loan amount deducted from salary by installments from start

Delete

period .
If Loan Card is Entered in Current Month , then Delete provision
is given . User have to Tick mark Delete Check Box .

Running
Below Screen Showsthe Running Information for an employee.

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The Following table gives a brief description of the fields in the Running Page
Fields

KMA
NHA
NRA
ALK (HQR)
ALK(OS)
ALK (TRG)
NDA
E. Intermittent

Description
Enter KMA
Enter NHA
Enter NRA
Enter ALK (HQR)
Enter ALK(OS)
Enter ALK (TRG)
Enter NDA
Tick if E. Intermittent

Allocation
Below Screen

Shows the Allocation Details for an employee.

The Following table gives a brief description of the fields in the Allocation Page.
Fields

Description

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From Date
To Date

Date of Allocation assigned to Employee .


This date Comes automatically when close box is closed .This

Estimates No
Allocation

date is the Last day of previous Payperiod.


Select Estimates No from popup or Enter if you know .
Allocation No is Validated with Estimates No. You can Directly

Delete

Enter ,if known or select from Allocation popup .


Delete Check box opens, if this allocation card is entered in

Close

current month.
Close Check Box opens if To date Field is blank and From
date is less than Current Month .

LeavePosting
Below Screen Shows the Leave Posting Details of Employee.

The Following table gives a brief description of the fields in the Leave Posting Page.
Fields

Description

Leave Type
From Date

Select Leave Type From Combo


Enter Leave From date in dd/mm/yyyy Format . And

To Date

Then select From Which Half in Nearby Combo .


Enter Leave To date in dd/mm/yyyy Format . And

Days

Then select From Which Half in Nearby Combo .


Number of days of leave comes automatically by

Reason
Application Date

Entering Data in From date and To date .


Select Reason of Leave from Combo .
Enter Application date for Leave .

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Commuted
Delete

Select Yes or no if leave is commuted from combo .


Tick Mark if you want to delete a Leave record .

6.2 Process/Reports
6.2.1 Process
6.2.1.1 Salary Process
This Screen is used for Bill Unit wise salary Process.
User has to select the Bill Unit and press Go. Following screen will appear.

Initially Bill Status will be INITIALISED,


After Clicking Process, Bill Status will be PROCESSED,
Users can Click Reset for resetting the bill status from PROCESSED state to INITIALISED state.
User has to Click Forward_to_ic for forwarding the bill to IC.

6.2.1.2 Cons. Allocation Entry


Select Bill Unit from the list and Press Go.
Following Screen will appear.

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The following table gives a brief description of the fields in the above form that will help user to enter
Data.
Fields

Description

Dr/Cr

Select Debit or Credit

Estimate No

Enter/Select Estimate No

Particulars

Particulars will be fetched automatically from Estimate no

Allocation

Enter allocation

Amount

Enter Amount

Audited Amount

Audited Amount can be entered by Accounts Dept.

When Debit Amt. And Credit Amt. Matches press Save button to Save the details.

6.2.2 Reports
Select BillUnit and respective report, the press Generate button to generate the respective report(s).

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User can also click on Complete Salary Bill for generating all the salary reports at a time, as shown
below.

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6.3

MiscellaneousProg

6.3.1 CHAPTER Last Wage


Background
This module helps to process Salary data of the employees who are retiring in the current month and
automatically creates a supplementary Bill for further processing.
There are various activities covered in this module
1. Last Wage drawing Confirmation.
2. Last Wage Salary Process.
3. View all the salary related Reports.

6.3.1.1 Last Wage Emp Entry


This screen is provided to confirm all the employees who are retiring from this month.
Steps for Last wage Employee Confirmation.
1. Select Bill unit from drop down Menu.
2. Press Go button.
3. System will display all the employees who are retiring this month considering retirement date in the
biodata.
4. Confirm all the employees by clicking check button.
After checking all the employees press the Save Button to Confirm those selected employees for last
wage Processing

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6.3.1.2 Last Wage Process


This screen is provided to Process for Last Wage Salary Preparation.
Steps for Last wage Process.
1. Select Bill unit from drop down Menu.
2. Press Go button.
3.System will show the current status of that bill unit and accordingly enables the button
4. If bill status is in Initialized stage then process button will be enabled.
5. If bill status is in processed stage then Forward to ICand reset buttons will be enabled.

Buttons

Description
Pressing this button will process for salary calculation of all the retired
employees
Pressing this button, System will generate a Supplementary Bill of those
employees and will not allow any modification in this Module any more
Undo the salary process
Clears Data

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After pressing Forward_To_Sup button an alert will be appeared as shown below explaining
modification will not be allowed .

After Clicking OK button Salary Data will be forwarded to Supplementary Module Showing the
supplementary Bill Id

6.3.1.3 Last Wage Reports


The screen is provided to generate all the salary reports of those retired employees, which is already
mentioned in the above Reports screen (6.2.2).

6.3.2 CHAPTER Cash Compensation

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Background

This module helps to Calculate Cash Compensation against rest for security staff and automatically
creates a supplementary bill for passing.
1. Cash Compensation Entry
2. Cash Compensation Check

6.3.2.1 Cash Compensation Entry


This screen is used to enter Compensation Days month wise and system will auto calculate the
Compensation amount.
Steps for Cash Compensation Entry
1.
2.
3.
4.
5.
6.
7.

Select the bill unit.


Press The INITIALIZE button to initialize data for this module for this bill unit.
Enter or Select Employee No and then Press Go button.
All Pay and DA paid to the employee for this year will automatically appear in the form.
Enter the Rest days in the Month wise manner
System will auto calculate Cash Compensation Amount for that Month.
Press The SAVE button to save the amount for this employee.

Fields

Description

Pay

Basic Pay As paid to the Employee

DA

DA paid to the Employee

CC-Days

Cash Compensation Days

CC-Pay

Cash Compensation Pay as calculated By the System

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CC-DA

Cash Compensation DA as calculated By the System

Total

Cash Compensation Pay+DA as calculated By the System

6.3.2.2 Cash Compensation Check


This screen is used to see all the employees whose cash compensation days are filled for that bill
unit. User can edit the days and can delete the employee also. User can forward it to accounts for
bill passing.
Steps for Cash Compensation Bill Check
1.
2.
3.
4.
5.

Buttons

Select the bill unit.


Press The Go button.
All employees will be seen in the screen.
User can edit the days by pressing the Edit option.
User can delete the employee by selecting the delete option.

Description
Pressing this button, system will post these data to accounts by generating a
Supplementary Bill.
Pressing this button will save all the data
Clears the screen
Generates a report

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6.3.3CHAPTER Bonus
Background
This module helps to Calculate Bonus amount automatically and creates a supplementary bill for
passing.
1. Bonus Initialization
2. Data Correction
3. PF contribution from calculated Bonus Amount
4. Arrear Recovery from Bonus Amount (Desired By Admin.).
5. Process of Bonus.
6. Nomination Entry in case employee is dead.
7. Create a Supplementary Bill unit wise for Bill Passing

6.3.3.1 Initialize Data


This screen is provided to initialize data into bonus module by fetching data from salary.
Steps for initializing data
1. Select Bill unit from popup menu or directly enter.
2.After blur from bill unit box system will auto select if this bill unit is eligible for Bonus or Adhoc Bonus
(For Security).
3.Press the Initialize button.

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6.3.3.2 Data Correction


This screen is provided for correction of data and entry of data for those whose data are not
available in the system like transferred and joined in between the financial year.
Steps for Data Correction
1. Select/enter employee no.
2. Press Go button
2.All available data in the system will be displayed.
3.Modify or enter missing data and press the save button to modify data.

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Buttons

Description
Pressing this button will save the modified data
Pressing this button will undo all the changes made through this screen and
bring back to the initialized stage for this employee only.

6.3.3.3 PF Contribution
This screen is provided to deduct for PF contribution from the calculated BONUS amount
Steps for PF Contribution
1. Select/enter employee no.
2 .Press Go button
3 .If want to deduct some fixed amount from the calculated BONUS amount then put the amount in
Bonus Amount Field.

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4 .If want to deduct some percentage of the calculated BONUS amount then put the percentage in
Bonus Percent Field.

6. Press the Save button to Save the Data

6.3.3.4 Bonus Recovery


This screen is provided to deduct for any Recovery decided by administration from the calculated
BONUS amount
Steps for Bonus Recovery
1. Enter employee no.
2. Press Go button
3. Select Recovery Code from the popup menu and put amount to be deducted.
4. Press Save button to save the entered data.

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6.3.3.5 Process
This screen is used to process for Bonus Calculation in bill unit wise.
Steps for Bonus Recovery
2. Enter or Select Bill unit.
2. System will automatically show the ceiling value and bonus days as decided by admin
3. System will auto select for the type of bonus like general PLB or NON PLB (Adhoc Bonus)
according to selected Bill unit. If there are both category of employees then select accordingly.
4. Press Process button to process for the bonus calculation.

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6.3.3.6 Nomination Entry


This screen is used to enter nominee details in case of employee is dead.
Steps for Nominee Entry
1. When user opens this page system will automatically fetch all the employees of that user who
are dead with bonus calculation details.
2. Press the Nominee Button to enter Nominee Details of that employee.

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3. By pressing the Nominee Button a Nominee popup screen will be appeared as shown below
and user has to enter the nominee details.
4. Enter the Nominee Details and Press the Save Button to save the details

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Fields

Description

Name

Nominee Name

DOB

Date Of Birth of the Employee

Relation

Relation with the employee

Amount

Amount to be paid

Paymode

Payment option like through cash or self cheque etc

BankCode

Select BankCode from the search menu where the nominee has bank
account

Bankdesc

System will show the Bank Description automatically

AccountNo

Enter the account no of the Nominee

Treasury

Select The Treasury Bank from the dropdown menu

Buttons

Description
Pressing this button will save the Nominee Details. The total Bonus amount
of the employee should be equal to sum of amount of all the nominee
Pressing this button will create another row for entering another Nominee
Details. User can enter multiple nominees for a single employee.

6.3.3.7 Forward To IC
This screen is used to post the calculated bonus to the accounts. No further Modification is
allowed after this.
Steps for Forward to IC
1. Select the appropriate option and press the FORWARD TO IC button.
2. Different Supplementary Bills will be created By selecting PLB/NON PLB and Serving/RetiredDeath

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Options

Description
If it is PLB type bonus then select this option
If it is NON PLB type bonus then select this option
If this option will be selected then system will generate a Supplementary
bill considering Serving employees only
If this option will be selected then system will generate a Supplementary
bill considering Retired or Dead Employees
If this option is selected then payment will be made as per their current
payroll
If this option is selected then payment will be made through cash only.

6.3.4 CHAPTER DAArrear


Background

6.3.4.1 Initialize
This screen is used to initialize the DA Arrear Data for a Particular BillUnit.
Select Bill Unit and Click Data Initialize, to initialize the DA Arrear for shown payperiod.

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6.3.4.2 Edit Arrear


This screen is used to enter the DA Arrear details for those employees, who came under the system at
a later stage.
Enter EmployeeNo, Select Earning Deduction and Select Payperiod, then press Go

Enter Basic, DA Drawn, DA Due and Click Save button to save the data.

6.3.4.3 Post to Salary


This screen is used to post the DA Arrear details for all employees, to Salary for processing.

Post to Supplementary option is also available.

6.3.4.4 Return from Salary


This screen is used to return the DA Arrear details for all employees, from Salary for processing.

6.3.5 CHAPTER Pay Review

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Background

6.3.5.1 Pay Entry (6th pc Period)


This Screen is used for pay review of an employee Before 2008 September.

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MERGEFORMATINET

6.3.5.2 Pay Entry (After 6th pc)


This screen is used for Pay review after august 2008.
User has to enter from and to period and press Go.
Individual changes can be done by filling Grade Pay and Pay & Ch. All in the To be rows for each
pay period.
For changes to be effective for all the payperiods, user can enter as below

The grand total of Pay review will be calculated automatically as shown below.

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Click Save to save the changes done for the specific pay periods.

6.3.5.3 Pay Confirm (After 6th pc)


This screen is used to confirm the Pay review. Click Confirm to confirm pay review for specific period.

6.3.5.4 Pay Confirm (6th pc period)


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This screen is used to confirm the Pay review. Click Confirm to confirm pay review for specific period.

6.3.5.5Zero Card Entry


This screen is used for entering new employees zero amount cards in the respective allowances
section, so that Pay review can be done.
User has to tick mark the allowances for which zero card entry has to be dobe, pay period wise, as
shown below.

6.3.5.6ForWardToIC
This screen is used to forward the pay review to IC.
Enter Bill Unit and Press Go.
All the pay reviews done for the particular bill unit will be fetched.
User has to press Forward To IC button against respective EMPNO, whose Pay review needs to be
forwarded to IC.

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6.3.5.7Undo Confirm
This Screen is used to Undo Pay review confirmation, bill unit wise , for respective employee.

6.3.5.8ConfirmAnotherRevision
This screen is used for confirmation for another pay revision, so that user can make anoth pay review
using Pay Entry screen.

6.3.6 CHAPTER Service Record


Background

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6.3.6.1 ADD Photo


Through this screen user can add/upload photo to his/her service record.

6.3.6.2 Download Photo


User can download photo of an employee through this screen.

6.3.6.3 Service Record Entry


This screen is used to enter the EVENT wise details for a particular employee, which will appear in
Service Record.
User has to select Event type from the list shown as below.

Details can be added or deleted using this screen.

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6.3.7 CHAPTER Electricity


Background
Activities Covered In this Module are as Below
1. Capturing Electrical Master Entry Information like Qtr No. , Occupant Employee No Of that Quarter
, Meter No & Meter Status etc .
2. Capturing Electrical Transaction details of Employees Energy Consumption.
3. Electrical Bill amounts of Employees are Posted To salary for Deduction from their salary .
4. Report Generation of Electrical Data Posted to Salary .

6.3.7.1 Electricity Master Entry


Below screen Shows Electricity Master Entry Information .

The Following table gives a brief description of Electricity Master Entry Page.
Fields
Quarter Station
Quarter Colony
Quarter Type

Descriptions
Select Quarter Station
Select Quarter Colony
Select Quarter Type , After pressing Go Button List of
Quarters , occupied by Employees will show .

Employee No

You Enter Occupant Employee No Against a Quarter Or


Simply Vacate a Quarter by simply click on Button , Side by

Meter No 1

EmpNo popup.
Enter Meter No 1

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Meter Status 1
Meter No 2
Meter Status 2
Is House Lock ?
Allow Meter Reading

Select Meter Status 1


Enter Meter No 2
Select Meter Status 2
Select Yes if house is locked .
Select No if a Quarter in that row , nis not Considered for
Meter Reading .

6.3.7.2 Electricity Transaction Detail


Below Screen Shows Electricity Transaction Detail Information.

Following table gives a brief description of Electricity Transaction Page.


Fields
Quarter Station
Quarter Colony
Quarter Type

Descriptions
Select Quarter Station
Select Quarter Colony
Select Quarter Type , After pressing Go Button
,Quarter wise Energy consumption Detail

Previous Pay Period


Current Pay Period
Previous Read of Meter 1

will

show .
Shows Previous Pay Period
Shows Current Pay Period

If Meter 1 reading is not taken in previous month , then

Present Read of Meter 1


Average Unit 1
Present Read Date Meter 1
Previous Read of Meter 2

enter Previous Read of Meter 1


Enter Present Read of Meter 1
If Meter 1 is Defective Enter Average Unit 1
Enter Present Read Date Meter 1 from Popup.
If Meter 2 reading is not taken in previous month , then

Present Read of Meter 2


Average Unit 2
Present Read Date Meter 2
Total Units

enter Previous Read of Meter 2


Enter Present Read of Meter 2
If Meter 2 is Defective Enter Average Unit 2
Enter Present Read Date Meter 21 from Popup.
Total Units comes Autometically when Meter read is

Month Period

entered .
Month Period is By Default 1 , here User can Enter > 1 No

Bill Amount

of Months against Total unit for Bill Amount Calculation .


Bill mount is calculated automatically . Here user can also

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directly Enter Bill amount .

6.3.7.3 Electricity Bill Posting


Below Screen Shows Electricity Bill Posting Process.
In this page user select Quarter Station , then press Go , Quarter Occupant Employees Bill Amount List
will come . User here to verify Data if satisfied , Press Post To Salary Button . When this button is pressed Bill
Amounts are posted to salary . Then User can not modify Data.

6.3.7.4 Electricity Posted Report


Below Screen Shows Report Page of Electricity Bill Posted To Salary .
Report in Excel format will show List of Quarter Occupant employees Bill Amount Posted to salary for a
salary period

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Following table gives a brief description of Electricity Posted Report Page.


Fields
Quarter Station
Quarter Colony
Quarter Type
Pay period

Descriptions
Select Quarter Station
Select Quarter Colony
Select Quarter Type
Select Payperiod

6.4 CHAPTER TA
Background
Activities Covered In this Module is as below
1. Capturing TA and Contingent Entry, its vetting by accounts and posting them to salary.

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6.4.1 Journal Entry


Select Month Year and Bill Unit and press Go.

User has to enter the DAYS field under 20%, 30%, 70%, 100% and AMT will be calculated
automatically.
User also has to enter the CONTG (Contingent value).
After filling all the employees TA/Contingent details, user has to tick for Confirm button to be enabled,
as shown below.

Click
to finally save the particular employees TA/Contingent details and those particular
employees will not appear in the above list for TA/Contingent details entry.

6.4.2 Post to Salary


Select Bill Unit and Press GO.
Inclusion of TA/Contingency in the salary for the month of will be fetched automatically.

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Click

to send the TA/Contingent details for inclusion in salary for the respective month.

6.4.3 Vetting New


This Screen is used for TA vetting purpose.

User has to select Bill Unit and Press GO, which will display the above screen.
User can Edit the details by clicking on

which will display below screen.

For returning the individual employees entry user has to tick on Return, as shown above.

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For returning complete bill for a particular yearmonth user has to click on
Following screen will appear for Confirmation.

Click on
to pass the complete Bill Units TA details for shown Payperiods.And that Bill Unit will no
more appear in the Bill Unit list.

6.5 CHAPTER Supplementary Bills


Background
Activities Covered In this Module is as below
1. Creating supplementary Bills
2. Forwarding Supplementary Bills to Accounts for Bill Passing.
3. Creating a supplementary Bill for Leave Encash.
4. Construction estimation and Allocation Entry for their Supplementary Bills.

6.5.1 Bill Preparation


This Screen allows user to prepare different supplementary bills. Click on Bill Preparation in the menu.
For new bill click on create a new bill as shown below.

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Create new bill will open the below screen.

The following table gives a brief description of the fields in the above form that will help user to enter
Data.

Fields

Description

BillType

Select billtype from the list.

BillNo

System will generate a Billno after save.

BillDate

Systemgenerated

O.O No

Enter Office order no

O.O Date

Enter Office order date

Remarks

Enter Remarks if any

Employee No

Enter/Select Employee No

Ed code

Enter/Select Ed code.

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Ref. No/Policy No

Enter Ref. No/Policy No

Paymode

Enter Paymode

Payperiod

Enter Payperiod (YYYYMM)

Bank Code

Enter/Select Bank Code

Account No

Enter Account NO

From Date

Enter From Date

To Date

Enter To Date

Rate

Enter Rate

As Drawn

Enter As Drawn

Amt Due

Enter Amount Due

Allocation

System will fetch Allocation

Save will generate a system generated bill no.

For, bills already registered, Enter/Select Bill no and press Go.


Following screen will appear.

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User can see individual records by clicking on the (

) arrow buttons.

To view the entire employees earnings and recovery details, Click on


Following screen will appear.

button.

Here user can delete particular record if he/she desires.

User can add/modify/delete the employee earnings and recovery details.


Modify screen is as shown below.

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Click on Dispatch for IC, to forward the bill to IC.

Click on Cancel Bill, for cancelling the bill. User has to give reason of cancellation.

6.5.2 Leave Encash

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Enter/Select Emp No and Click on

button to view employees previous leave

details, as shown below.

Enter BillUnit and Press Go

Click on Add Row to add new Employee record.


Enter Employee No and press TAB to fetch, Emp Name, Bill Unit, Designation , Paymode.
The following table gives a brief description of the fields in the above form that will help user to enter
Data.
Fields

Description

From Date

Enter leave from date,

To Date

Enter leave to date

PAYRATE

System will fetch automatically.

Press Calculate button to Calculate No of days, LAP Avl, LV Pay.


Press Save button to save the records.
Press Forward to IC button to forward the leave encashment bill to IC.
On Successful bill forward to IC, Supplementary bill no message will appear as below.
Supplementary billno is.........01120002

Click on Forward To IC button to send this Supplementary Bill to Accounts for Bill Registration And Bill
Passing.

6.5.3 Cons Alloc Entry


Select Bill Number from the list and Press Go.
Following Screen will appear.

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The following table gives a brief description of the fields in the above form that will help user to enter
Data.
Fields

Description

Dr/Cr

Select Debit or Credit

Estimate No

Enter/Select Estimate No

Particulars

Particulars will be fetched automatically from Estimate no

Allocation

Enter allocation

Amount

Enter Amount

Audited Amount

Audited Amount can be entered by Accounts Dept.

When Debit Amt. And Credit Amt. Matches press Save button to Save the details.

6.6 CHAPTER ITAX


Background
Activities Covered In this Module is as below
1. Entering salary data not available in the system
2. Entering any savings
3. Process for Income tax Calculation (Employee wise or Bill Unit Wise).
4. Generate IT-Projection
5. Generate IT- Form 16

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6.6.1 Data Post


6.6.1.1 Salary
This Screen is used to enter the IT Related Savings/Income/Expenditure from NON-SALARY
SOURCES, for an employee, who comes under the system in between a particular Financial Year.
Enter/Select Employee No. , then select Saving In. Exp. From Popup and press Go.
If Data exists then it will appear else the screen will appear like as below.

User has to fill the Month wise Details and Press Save to save the details.

6.6.1.2 Savings
Enter/Select Employee No and press Go. Following screen will appear.

User has to select Saving in Exp and enter Amount.


Click Save to save the particulars for the Employee.

6.6.2 Data Process


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6.6.2.1 IT-Process
This screen is used for income tax process, both Bill Unit as well as Employee No. wise.
User has to select Bill Unit or Employee No. and Click Ok to initiate income tax process.

6.6.2.2 IT-Projection
This screen is used to generate IT projection report, Bill Unit as well as Employee No. wise.
User has to select Bill Unit or Employee No. and Click Ok to generate IT projection report.

6.6.2.3 IT-Form16
This screen is used to generate IT Form 16 report, Bill Unit as well as Employee No. wise.
User has to select Bill Unit or Employee No. and Click Ok to generate IT Form 16 report.

User can select either All or Taxable to generate the respective employees IT Form 16.

6.6.2.4 IT-Form16 (AU)


This screen is used to generate IT Form 16 report, Bill Unit as well as AU wise.
User has to Enter Bill Unit or Select AU and Click Ok to generate IT Form 16 report.

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6.6.2.5 IT-Form16Old
This screen is used to generate Old IT Form 16 report, Bill Unit as well as Employee No. wise.
User has to select Bill Unit or Employee No. and Click Ok to generate Old IT Form 16 report.

User can select either All or Taxable to generate the respective employees Old IT Form 16.

6.7 CHAPTER Quarter


Background
Activities Covered in Quarter module
1.
2.
3.
4.

Captures Electrical, Engineering and Occupation Information of a quarter.


Occupation details of a Quarter are maintained.
Vacation of Quarter for an Employee is performed.
Rent of Quarter Occupant employee can be Edited for Penalty or other administration

Purposes.
5. Quarter Rent Variation of employees of a Bill unit can be shown.
6. Report Generation of Quarter Occupation is given.

6.7.1 Quarter Master


Below screen shows occupied /Vacation status and Quarter Pool information of a quarter.
In QtrStatus field Occupied selected means Quarter is occupied by Some One.

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Below screen shows Engineering information of a quarter.


In Engineering Section Quarter Construction Information is captured. It also shows whether Quarter has
Out House, Shared Garage or Lawn/Garden etc.

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Below screen shows Electrical information of a quarter.

In Electrical section , Information like Whether Quarter is Electrified , Meter Working status, Fan points,
lamp no etc. is captured .

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6.7.2 Quarter Occupant


Below screen shows Occupation information of a quarter.

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The Following table gives a brief description of Quarter occupation in Quarter Occupant page.
Fields

STATION
COLONY
Qtr Type
Qtr NO
Railway
Non Railway
Shared
Emp No

Descriptions
Select Station from popup
Select Colony from popup
Select Quarter Type from popup
Select Quarter Number from popup
Choose if He / She is a Railway Staff
Choose if He / She is a Non Railway Staff
Choose yes / no if Quarter is Shared type or not
When Railway is Selected Enter Employee No of Railway

Party Code

staff.
When Non railway is Selected Enter Party code of that

Occupation Date
Rent Type
Share Percent
Last paid Date

party
Enter Quarter Occupation Date
Select Rent type from combo
If Quarter is Shared Enter Share %
If Employee / Party has paid Rent up to Date , then

6.7.3 Quarter Vacation


Below screen shows Vacation of quarter.

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The Following table gives a brief description of Quarter Vacation in Quarter Vacation page.
Fields

STATION
COLONY
Qtr Type
Qtr NO
Vacation Date

Descriptions
Select Station from popup
Select Colony from popup
Select Quarter Type from popup
Select Quarter Number from popup
Vacation Date of the quarter

6.7.4 Rent Edit


Below screen shows Rent edit of the quarter.

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The Following table gives a brief description of Quarter Rent edition.


Fields

STATION
COLONY
Qtr Type
Qtr NO
Rent Type
Share Percent
Rent
Effect Date

Descriptions
Select Station from popup
Select Colony from popup
Select Quarter Type from popup
Select Quarter Number from popup
Select Rent Type (Normal or Double or Penal)
Share Percentage
In Case of Penal Rent Type directly enter the penal amount
Rent Modification Date

6.7.5 Rent Variation


Below screen shows Rent variation of employees in a Bill Unit.

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Below screen shows Report Generation of Quarter Occupant.

6.8 CHAPTER ChildEducationAllowance


Background
The Activities Covered in this module is
1. Captures Railway Employees Children Education Information.
2. Captures Childrens Education Allowance Detail in Month & Year details.
3. This Education Allowance is vetted to accounts.
4. Report Generation of Employees Children Education Allowance.

6.8.1 Child Master


Below screen shows child details list of an employee.

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Following table gives a brief description of Children Master Page.


Fields
Emp No

Descriptions
Select Emp No

Financial Year

Select Financial Year , then press Go button to see


employee details . When Children Particulars button
is clicked , Below Children Details will come . You can
add one child data by pressing Add rows button .

Relation
Childname
BirthDate
Std
Hostel
Phy Hcap
Del?

Select Relation Code


Enter Childname
Entered BirthDate of the child .
Enter Which Slandered he/she is studying
Select Whether He Remain in Hostel or not.
Select if he/she is Physical Handicapped.
Tick mark delete checkbox and click save button

if you

want to delete a particular record .

6.8.2 Detail Entry


Below screen shows children education Allowance Details month & Financial Year wise..

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Following table gives a brief description of Children Master Page.


Fields
Emp No

Descriptions
Select Emp No

Financial Year

Select Financial Year , then press Go button to see


employee details . When Children Particulars button
is clicked , Below Children Details will come . You
press Go button Beside a child name , To Enter Fees
details of that Employees Child Month wise.

Child Name
Edcode

DisplaysChild Name
Select Type of Fees, Then in Financial Year month wise,
User can Entered Fees.

6.8.3 Fwd-TO-IC
Below screen shows is used to confirm the employees and send it to accounts by pressing
FORWARD TO AC FOR VETTING BUTTON
In This page user Tick mark on Confirm check Box, then click Forward to AC for Vetting , To Confirm ,
forward these data to accounts for vetting .

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7 CHAPTER Loan
Background
List of Activities in this module are
1. In a Budget year funds are allocated to working units for loans.
2. Employee is registered for a loan / non Interest Bearing Loan (like Festival Advance).
3. Document Verification activities for Loan Registered Employee is done.
4. Loan sanction Memorandum provision is maintained.
5. For Already loan taking Employee, System calculates Next loan amount eligible crieteria.
6. System Generates Priority list According to funds available and Number of employees applied
for a loan in a working Unit. Loan can be sanctioned / rejected /Defer according to
Administration Policy.
7. After Loan is Sanctioned, Co6 Number generation and Co6 Number Confirmation is done for
that Loan amount Against Employee.

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8. Then in Final Loan Bill passing stage , Administration

can either

pass Loan bill of that

Employee or Return it for further Reprocess .


9. Report Generation of Funds allocation / de allocation , HBA Calculation etc. is provided .

7.1 Fund Availability


Below screen is used to enter Funds loan wise and working unit wise in a budget year.
User has to Select Working Unit and Lone code, then press Gobutton. Below Page will show Granted
Amount if already entered. If amount Field is blank, user has to Entered Granted amount to that
Working Unit.
User can also Enter Adjustment amount for increasing / decreasing Granted amount. When Save
Button is pressed all Entered dataare reflected.

7.2 Loan Registration


7.2.1 Registration
Below screen is used for loan registration of an employee.
In this page employee no & loan type is selected and then Enter Cost of item ifnecessary. Press Save
button for registration .When Gobutton is pressed,and then all details of that loan will come if data is
entered before.

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Following table gives a brief description of Loan RegistrationPage.


Fields
Applied Amount
Installment Applied principal
Installment Applied interest
Remarks
pay mode

Descriptions
Enter Applied Amount
EnterInstallment Applied principal
EnterInstallment Applied interest
EnterRemarks if any
Selectpay mode

7.2.2 Non Interest Bearing Registration


Below screen is used for non interest bearing loan registration of an employee.
In this page select working unit, LoanType, Bill unit and Payment Month, then press Go button. In the
below page List of Employees Registered for Loan will show. Here user can enter more Employees, by
entering Employee no, Loan amounts will come automatically. User here only Enter Inst field for
Number of Installments of that loan and StartyearMonth field for Start salary period from which Loan
amount will be deducted from Employees salary. When Save Button is pressed all Entered Data will be
reflected.

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7.3

Document Checking

Below screen is used for document verification of an employee for a loan.


Below page user has to select required documents for verification. If any query, then he/she may query
for that document by clicking Query button besides it.

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7.4

Sanction Memorandum

Below screen shows Sanction Memorandum of an employee for a Loan.


In this page Employee No& Loan type is selected. User has to give Installment No, Amount of
Installments and Remarks if any, then press save button for Data saving.

7.5

Next Installment Eligibility

Below screen shows next installment eligible of an employee for a loan.


This page shows for an employee, what is eligible No of Installments & Amount of Loan etc.

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7.6

Priority List

Below screen shows priority list of employees registered for loan. Registration can be
sanctioned or rejected or deferred by pressing appropriate buttons.
In this page User has to select Working Unit, Loan type, when button Go is pressed, Below List of
Employees Registered for loan comes. Here User has to Select Employees by tick marking. Then
According to Funds available & Admin Policy, He / She may Sanction / Rejection / Defer.
Here sanctioned Button is pressed.

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Here Reject Button is pressed.

Here Defer Button is pressed.

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7.7

Principal Recovery Completion

Below screen shows principal Recovery Details of an employee for a loan.


This page Shows Recovered Principal Amount for a loan of Employee.

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7.8

IC

7.8.1 CO6 Registration


Below screen shows CO6 registration of Loan Registration
In this page when workingunit, Loan type is selected and Go button is pressed,then Employee list come
with their Loan Amount Sanctioned. Here user is to press Proceed button for Co6 Confirmation.

Below screen shows CO6 Confirmation.


User is to press Confirmation button when he/she ready to Confirm. When Confirmation is done
System will generate a CO6 number.

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Below screen shows CO6 number generated for Loan Registered Employees.
CO6 number is Generated. User is to press OK button.

7.8.2 Bill Passing


Screen shows Bill passing for Employees.
In this page User is to select CO6 Number from popup. When Go Button is pressed, below page shows
List of employees whose loan is sanctioned. Here user can see Loan details of Employee by clicking
Details Button besidesEmployee No field. Now User can EitherPass Loanbills or Return the bill for
further process According to Admin. Policy.

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