A Small Briefing on CSI Payroll based of Workshop on 07 and 08th Feb 2019

In CSI Environment, All payments to Postal employee/Pensioners should be

Credited to his or her account from DAP office. No voucher posting is allowed for
any HR component.It is duty and responsibility of DDO to ensure that the Master
Data is updated with all the new recruits, deputation, transfers, VRs, Retirement
and Deaths. DO Has the major role in this. DDO Units should not delete or edit
any data which has an effect on previous month Payroll. Make a practice of
copy or create a data which will automatically delimit the previous data.

IN CSI HR Payroll

 PA30 is nothing but it is our Paybill Register(PBR).

 Master Record Data is our Establishment Register.
 Paysheet will be our BillRegister 1,2, 3
 Offcycle Payments is our Supplementary Bills.

Here The most important Criteria is every employee should be assigned a

PayArea(DL,GL,PL), Cost Centre , Position ID and Head of account , DDO Code.
IF any of these missing or invalid, that employeeID will not reflect in Payroll and
thereby it affects the delay in payments

The Important Infotypes in PA30 and its Use is shown below

Sl.No. Info Infotype Data required Type of

type description Posting error
1. 0000 Actions Joining time

2. 0001 Organisation 1. DL/PL/GL PPMOD error

2. Cost Centre In case of
3. Sub Area transfer / new
4. Org Key (eg.CPAO of GM additions /
office) separation
5. Head of account To check
payroll area
3. 0003 Payroll status Utilities Driver Perk
Emp ID lock / unlock error
Extend playroll for retd empl
4. 0007 Working time Planned working time from Error in 0007
date of joining planned
1. WRSGEN1 for Admn working time
office
2. WRSGEN2 for operating
office
5. 0008 Basic Pay 1. Type PE (Postal
employee)
2. Area (as X, Y or Z city for
automatic calculation of
HRA)
3. Group / Level (as per
Pay matrix)
6. 0009 Bank Details 1. Bank Name Posting bal not
2. Bank Account No. cleared
3. IFSC code
 4. Bank Key (to gen bank
key thru IFSC code
7. 0014 Recurring Start to end date pertaining to
payment Salary either taxable or non
/Deductions taxable
8. 0015 Additional One time payments, pertaining
payments to Salary either taxable or non
taxable
9. 0045 Loans All loans (GPF adv, comp Loan amount
advance, OMCA pending error
Steps to be taken to short close
the loan Basic data/ conditions
/ payments
10. 0057 Membership Third party deductions Wage type
Fees PLI, LIC, CGEGIS, CGHS, error posting
group insurance,Union balance error
Subscription
11. 0185 Personal IDs 1. PAN No. (if not, 20% IT In case of
deduction) transfer
2. DDO code Non CSI to CSI
3. Aadhar no. offices
New recruits
12. 0581 Housing HRA Rental Receipts
HRA Exemption to be given
here
12. 0584 Income from 1.Interest Liability for Home
other sources loan
2.Income from other Source
13. 0585 80D Medical/Health Insurance/Edu
Deductions Loan
Handicapped.
Donations toPM Relief Fund etc
14. 0586 80C Tuition Fees, Insurance,
Deductions IT Savings Deductions
15. 0587 Provident 1. IN01 PF 6% (March
Fund Basic pay)
2. IN02 NPS 10% (Basic
pay of the month)
3. VPF amount (towards
total subscription)
4. Last 3 month before date
of superannuation, no
GPF recovery to be
deducted.
16. 0588 Professional  To be made inclusive
Tax
17. 0902 Increment For initial data of increment

18. 2001 Absences Start date to end date Wage type

Eg: 1.12.9999 creating run error due to
time error deductions
being more
than the
earnings in
case of EOL
 and other
absences.
19. 2006 Absence Quota For EL and HPL credit at the
time of joining

Elaborate steps in Info45

For all types of loan and advances , the data should be fed in info 45 with suitable
subtype(like Gpf advances,Computer Advances, etc) . It has 3 subheads namely
basic data, conditions and Payments.

 In Basic data we should give amount sanctioned plus outstanding balances

 In Condition Tab: Date of commencement of repayment with monthly
repayment amount
 In Payments Tab: Specify loan payment (external) or loan payment (payroll)
and give enter and save. If Next advance is sanctioned , then in payment tab
. Select date and give loan repayment (external) and Enter and save. Make
sure delimit the date also.
 Then Follow the First step again with new Loan creation
DAP Office while making offcycle payments for GPF Advances has to
check in PA30 that new loan creation has been done for this employee
ID from DDO Unit

It is mandatory that all the request for Advances ,GPF Withdrawal should
come through ESS Portal. It is not advisable to use PA30 for this.

Post to Post Mapping

There should be correct post to post mapping for every employee. Then only it will
work properly in ESS portal.We should Use tcode – PO13 for this case. Selecting
Relationships(1001). Here we have give Position ID of an employee.

1. The most important factor to be taken note of is that of Post to Post mapping
in r/o GPF requests. The employee should be mapped to the DDO and the
DDO should be mapped to the Approver (SPOs).
2. The Relationship Type to be mapped is : For DDO 951
1. For SPOs (Approver) 932
b. Pictorial Representation(GPF)

Employee Operational Sanctioning

Authority(PM/A Authority (SP) 932
PM) 911

DAP Office for DDo Unit (PM)

Processing 951 ( zpy_menu)

 3. For other Loans and Advances :933 ( Loans/Advances) Aprrover
4. The most important factor to be remembered is that the post to post
mapping in existence, at the time of placing the GPF request in the Portal, is
what is taken cognizance by the system.
5. Therefore, any changes of post to post mapping done to an employee id after
placing of the request and before approval by the DDO and the Approver,
will face an issue, and will not move further to the changed authorities. For
such kind of issues, we have to address to HR/TCS to be resolved from the
backend.
6. To know the Post to Post mappings; use Tcode:- zhr_post_relations

Income tax

Here System will automatically calculate our tax based on our emoluments.
This year as we migrated in midyear we have to update the earlier IT Recovered
in system in subtype 54v5 in info 14. So system will calculate the remaining IT
in this month(Feb).

In Usual Scenarios, The employee has to give his expected savings by March 15
so the system will calculate the tax and deduct the same proportionally in 12
months .There is an option in Info 0584, 0585. 0586 to feed the estimated
savings. In month of September , the employee has to give the actual savings
and the same may be updated in actual Columns. If not provided then we have
to remove the estimated figures and the system will recalculate the tax and
deduct the same in following months.

It is mandatory that PAN Card details are updated in info 185 with enddate
as 31.12.9999

1.There is one option in ESS portal- EmployeeSelf Service-Employee Payments-

IT Declaration-Type of Declaration(80C/80D etc ) and give data and save

2. Then Aprrover has to approve the same in ESS portal.

Annual Increment

In zpy_menu – Active Employees- Annual Increments (others)-EmployeeID, PayArea

Date of Increment-Click Radiobutton(New RollOut Increment) –Execute- Select The
Record and Click Increment

For Suspension/PutOff

1.DO Has to update the same in PA40

2. At DDO:create a new record in info 8 with startdate as (date of

commencement of suspension). After giving city, level and group , select wage type
1040 Subsistence Allowance and give the amount(including DA) and save

For Extra cost Payments

This is the case when GDS working in postman Post.

 1. It is advisable to give the GDS substitute Pay in info 15 so the system will
deduct the deductions (SDBS, EDGIS etc) during the salary simulation
2. Other option is give net amount (after deducting the deductions) and make
the payments through offcycle. The deducted amount should be fed in info
15 so it will cater the deductions.
3. Never do voucher posting for these deductions

Steps in DAP

Here It involves 4 stages.

1.For this First Control Record has to be set to Released For Payroll. During this
time DDO cannot access PA30

a. Run simulation: Payslips Generated and send to DDO for checking and making
corrections

b. When all corrections made. DAP will set control to Released For Payroll and run
the Live Simulation. Now DDO can see the data from Paysheets.If still needs
correction, the control record will be Set For Released for Correction , and DDO can
do the corrections. When all corrections are over. Again Run FinalRun Simulation
after changing control to Released for Payroll.

c. Now DAP will do Live Posting. After changing the control to exit Payroll Option.
During this stage. Here posting will happen and reflect in corresponding General
Ledger.

When DAP is doing all these stages DDO units should not do anything in
PA30.

d. DAP will generate schedule for bank and POSB by invoking tcodes: zpay_post
and zpay_posb for each DDOwise.

DDO should cross check paysheet and the bank transfer report to make sure all
employees got salary . if any discrepencies, it should be brought to the notice of
DAP.

Employees can get salary slip , Gpf Balances thorugh ESS Portal.

All recovery schedules are available in zpy_menu- Reports- Recovery Schedules.

Posting of OutOfAccounts

1. It may be noted that Tcode zpay_dd used for posting of all Out of Account
payments is functional only to the Treasurer s ID, who has the role of
Treasurer and the Roles of Above and Below Hierarchy.
2. The Treasurer of “X” HO cannot post document of an employee who is
mapped to a Cost Centre which is under the jurisdiction of “Y” HO.
3. The Mode of payment, that is Cash or Cheque, for each Membership key and
Payee Key
 4. The Treasurer of NCDDO may please check that your treasurer is mapped to
the Treasurer of your Cash Office. This can be checked in T Code : zfwf
The posting may be done only if this mapping is existing and correct.
5. Finally and very Important is that the document posting in zpay_dd should
always be dated 30th or 31st. In case of delay in posting, it can be done upto
5th of next month , that is the date of period closure of F&A, however, even
in such cases, the date of document should be 30th or 31st.
6. Any posting done with dates from 1st will be reflected in the Accounts of
Current Month.

F&A

Using the following TCodes PA Section can tally the Trial balances figures of HR
components

Sln o Tcode Functions

1 FAGGL03 General Legder Head view
2 FB08 Reveral Entry(with document
No)
3 Zfi_Pos_Bal To check Pos Cash Balance
4 Zhr_payslip To view Payslip
5 Zfr_day_new To view Daily Account of
Particular Profit Centre
6 S_pl0_86000030 Tiral Balance
7 Zfbl3n TCBview

It is mandatory that the paid vouchers(HR) should reach DAP office by 2nd of every
month so that DAP can cross check with offcycle Payments

There is one URL to check Pos cash balances.