BHARATI VIDYAPEETH’S COLLEGE OF ENGINEERING,

KOLHAPUR
Academic Year : 2022 – 23

Semester – IV

S.Y Computer Science & Engineering (AIML)

A

Mini project report

On

Payroll Management System Using C++

Submitted By

Nayeem Zakir Manturkar 30

Pratik Rajendra Khade 23

Faizal Firoz Mulla 31

Pranav Dattatraya Koli 26

Under the guidance of

Dr. Rahul P. Mirajkar

1
 BHARATI VIDYAPEETH’S

COLLEGE OF ENGINEERING, KOLHAPUR

DEPARTMENT OF ELECTRONICS AND TELECOMMUNICATION ENGINEERING

CERTIFICATE

This is to certify that, project report entitled, “Payroll Management System Using C++”
submitted by Mr. Nayeem Z. Manturkar, Mr. Pratik R. Khade, Mr. Faizal F. Mulla and
Mr. Pranav D. Koli is Bonafede work carried out by them under the guidance of
Dr. Rahul P. Mirajkar and it is approved for partial fulfilment of the requirement of the
Shivaji University, Kolhapur for the award of the Bachelor’s Degree of Engineering in
Electronics and Telecommunication Engineering.

Dr. R. P. Mirajkar Dr. R. P. Mirajkar Dr. V. R. Ghorpade

GUIDE H.O.D. PRINCIPAL

DATE: / / 2023

PLACE: - KOLHAPUR EXTERNAL EXAMINER

2
 DECLARATION

We hereby declare that the project report entitled “Payroll Management System using
C++” is written and submitted by us under the guidance of Dr. R. P. Mirajkar.
Bharati Vidyapeeth’s College of Engineering, Kolhapur. We understand that copying is liable
to be punished in any by the university authorities deem fit. This work has been submitted by
our sincere effort and has not been earlier submitted to any other institute of university for the
award of degree.

Class: SY B.Tech. (CSE-AIML)

Place: Kolhapur

Date: / /2023.

Yours Faithfully,

Mr. Nayeem Zakir Manturkar

Mr. Pratik Rajendra Khade

Mr. Faizal Firoz Mulla

Mr. Pranav Dattatraya Koli

SY B.Tech. (CSE-AIML)

3
 ACKNOWLEDGEMENT

It gives us immense pleasure to express our sincere gratitude for constant help,
encouragement and suggestions to us for our project report entitled “Payroll Management
System using C++” Under the guidance of Mr. R. P. Mirajkar Sir. We are thankful to him
for guiding us through various difficulties and making it look easier.

We would also like to extend our sincere gratitude to Principal Dr. V . R .Ghorpade
Sir, Bharati Vidyapeeth’s College of Engineering and Dr. R. P. Mirajkar Sir, H.O.D., CSE
AIML Engineering for their whole support and guidance and their keen interest during the
process of our project. Without the inspiration and encouragement, the completion of project
would be a difficult task.

Mr. NAYEEM ZAKIR MANTURKAR

Mr. PRATIK RAJENDRA KHADE

Mr. FAIZAL FIROZ MULLA

Mr. PRANAV DATTATRAYA KOLI

SY B.Tech. (CSE-AIML)

4
 INDEX
SR.NO CONTENTS PAGE
NUMBER

1 INTRODUCTION 6

2 OBJECTIVES 7

3 ARCHITECTURE DIAGRAM OF 8
PROJECT

4 ALGORITHM 9

5 FLOWCHART 10

6 IMPLEMENTATION DETAILS 11

7 APPLICATION OF PROJECT 12

8 ADVANTAGE AND 14
DISADVANTAGE OF PROJECT

9 SOFTWARE AND HARDWARE 16

REQUIRMENT

10 EXPERIMENTAL RESULT 17

11 CONCLUSION 21

12 REFERENCES 22

5
 1. INTRODUCTION

1.1 IMPORTANCE

A payroll system is a software designed to organize all the tasks of employee payment and the
filing of employee taxes. These tasks can include keeping track of hours. Calculating wages,
withholding taxes and deductions, printing and delivering checks and paying employment
taxes to the government.

Payroll software often requires very little input wage information then the software calculates
the information and performs withholdings automatically. Most payroll software is
automatically updated whenever a tax flaw change and will remind employers when to file
various tax forms. 6

1.2 BACKGROUND

The Payroll Management System deals with the financial aspects of employee's salary,
allowances, deductions, gross pay, net pay etc and generation of pay-slips for a specific period.
The outstanding benefit of Payroll Management System is its easy implement other advantages
of Payroll Management System and its extensive features and reports.

1.3 PROBLEM DEFINATION

It may be difficult to decide which system to choose, but there are some factors to keep in mind
when deciding. First, analyze the size of your business and decide how much you are willing
to spend on payroll processing.

While it is possible for smaller businesses to handle payroll duties in-house through a manual
process, much time can be wasted while attempting to calculate everything correctly. One
miscalculation and the business owner could find themselves in legal or financial trouble.

Mid-sized companies with up to employers benefit, by investing in a payroll system.

6
 2. OBJECTIVES

Payroll Management System gives you the power to:

• Manage Employee Information efficiently.

• Define the earnings, deductions, leave etc.

• Generate Pay-Slip at the convenience by a click.

• Generate and Manage the Payroll according to the Salary Structure assigned to
the employee.

• Generate all the Reports related to employee, attendance/leave, payroll etc

• Manage your own Security.

7
 3. ARCHITECTURE

2.1 SYSTEM ARCHITECTURE

8
 4. ALGORITHM
1. Initialize variables and data structures:
Create an empty list or array to store employee data.
Create variables for total wages, deductions, and net pay.
Set the initial values for these variables to zero.

2. Input employee data:

Prompt the user to enter the employee's details, such as name, employee ID, hours
worked, and hourly wage.
Store this information in an employee object or dictionary.
Add the employee object to the list or array of employee data.

3. Calculate gross pay:

For each employee in the list or array:
Multiply the hours worked by the hourly wage to calculate the gross pay.
Update the employee object or dictionary with the gross pay.

4. Calculate deductions:
Prompt the user to enter any deductions applicable to each employee, such as taxes,
insurance, or retirement contributions.
Subtract the total deductions from the gross pay to calculate the net pay.
Update the employee object or dictionary with the deductions and net pay.

5. Calculate total wages and deductions:

Iterate through the list or array of employee data.
Sum up the gross pay, deductions, and net pay for each employee to calculate the total
wages and deductions.

6. Generate reports or display results:

Display the individual employee data, including the gross pay, deductions, and net pay
for each employee.
Display the total wages and deductions for the entire payroll.

9
5. FLOWCHART

10
 6. IMPLEMENTATION

PROBLEM STATEMENT

It may be difficult to decide which system to choose, but there are some factors to keep in mind
when deciding. First, analyze the size of your business and decide how much you are willing
to spend on payroll processing.

While it is possible for smaller businesses to handle payroll duties in-house through a manual
process, much time can be wasted while attempting to calculate everything correctly. One
miscalculation and the business owner could find themselves in legal or financial trouble.
Mid-sized companies with up to employers benefit, by investing in a payroll system.

WORKING PROCEDURE
STEP 1
Main function is executed first and the control to the followed by code.
The function ‘intro()’ got executed and the welcome message is displayed and when the user
proceed to the next step by pressing any key.

STEP 2
User prompted with a login screen here and a user with valid credentials can have the access
to the software.

STEP 3
After the user with the valid credentials logged in, the data of previous employee records are
retrieved.

STEP 4
After the user with the valid credentials logged in and successful retrieval, the user land on the
home screen (the Main menu), and based on the choice of the user he land on the requested
screen.

STEP 5
After the job done, all the modified or created data is stored in the files and the software is
successfully exited.

11
 7. APPLICATIONS OF PROJECT
1. Employee Information Management:
The system allows the business to store and manage employee information in a centralized
database. This includes details such as employee names, IDs, hours worked, hourly wages, and
any relevant deductions.
The system provides functionalities to add new employees, update existing employee
information, and remove employees when necessary.

2. Time and Attendance Tracking:

The system can integrate with a time and attendance tracking system or allow employees to
manually input their hours worked.
The system automatically calculates the total hours worked by each employee based on the
recorded data.

3. Payroll Calculation:

Using the employee data and hours worked, the system calculates the gross pay for each
employee based on their hourly wage and total hours worked.
Deductions, such as taxes, insurance, or retirement contributions, are applied to the gross pay
to calculate the net pay for each employee.
The system provides flexibility to apply different deduction rates or formulas based on the
employee's specific circumstances.

4. Payroll Processing and Generation:

Once the payroll calculations are completed, the system generates paychecks or direct deposit
files for each employee.
The system can automatically generate payroll reports, including individual employee
payslips and a summary of total wages, deductions, and net pay for the entire payroll period.

5. Tax Reporting and Compliance:

The system can generate reports and forms required for tax reporting purposes, such as W-2
forms for employees and 1099 forms for contractors.
The system may have built-in tax calculation features or integrate with tax software to
accurately calculate and withhold the appropriate taxes.

12
6. Record Keeping and Compliance:
The system maintains a historical record of payroll data, allowing the business to easily
access and reference past payroll information when needed.
The system helps ensure compliance with labour laws and regulations by accurately
calculating wages, managing deductions, and maintaining proper documentation.

7. Data Security and Confidentiality:

The system ensures the security and confidentiality of employee data by implementing
appropriate access controls, encryption, and backup mechanisms.
It may also have features to restrict access to sensitive payroll information based on user roles
and permissions.

13
 8. ADVANTAGES AND DISADVANTAGES:

Advantages:

1. Efficiency and Time Savings:

Automating payroll processes reduces manual data entry and calculations, saving time
and effort for the payroll team.
It eliminates the need for manual calculations, reducing the chances of errors and
ensuring accurate and timely payroll processing.
The system can generate payroll reports and payslips instantly, eliminating the need
for manual report generation.

2. Accuracy and Compliance:

A payroll management system ensures accurate calculations of wages,
deductions, and taxes, reducing the risk of errors and compliance issues.
It helps businesses comply with labor laws and regulations by automatically applying
the correct tax rates, deductions, and other statutory requirements.
The system can generate tax forms and reports required for compliance purposes, such
as W-2 and 1099 forms.

3. Employee Satisfaction:
Accurate and timely payroll processing ensures that employees are paid correctly and
on time, improving employee satisfaction and morale.
The system can generate detailed payslips, allowing employees to easily understand
their earnings, deductions, and tax withholdings.

4. Data Management and Reporting:

A payroll management system centralizes employee data, making it easier to
manage and access payroll information when needed.
It provides comprehensive reporting capabilities, allowing businesses to generate
various payroll reports, such as payroll summaries, tax reports, and historical data for
analysis.

14
DISADVANTAGES:

1. Initial Cost and Implementation Time: Implementing a payroll management system

requires an upfront investment in terms of purchasing or developing the software,
training staff, and migrating data. This initial cost can be a barrier, particularly for small
businesses with limited resources.

2. Learning Curve: Introducing a new system may require employees to learn and adapt
to new processes and software. This learning curve can result in a temporary decrease
in productivity as employees familiarize themselves with the system.

3. Technical Issues and Dependency: Like any software, payroll management systems
may encounter technical glitches, bugs, or compatibility issues. These issues can disrupt
payroll processing and may require technical support or system maintenance, leading
to delays or downtime.

4. Complexity and Customization: Payroll processes can be complex, involving various

rules, regulations, and exceptions. While a payroll management system aims to
automate these processes, customizing the system to meet specific business
requirements can be challenging. Complex payroll scenarios may require manual
adjustments or workarounds.

15
 9. SYSTEM REQUIREMENTS:
Software Requirements

Operating system : Windows Xp or Later versions of windows

IDE : Dev C++

Hardware Requirements

Processor : Intel Pentium core or later versions

Hard Disc : 120GB

RAM : 256 MB or More

16
 10. RESULTS

Welcome Screen

Main Menu

17
Inserting a New Record

Searching for a Record

18
 Edit Menu

List of Employee Table

19
Pay Slip of an employee_1

Pay Slip of an employee_2

20
 11. CONCLUSION

The delivered system “PAYROLL MANAGEMENT SYSTEM” software developed

for a company has been designed to achieve maximum efficiency and reduce the time taken to
handle the payroll activity. It is designed to replace an existing manual record system thereby
reducing time taken for calculations and for storing data. The system used C++ as front end.

The system is strong enough to withstand regressive daily operations under conditions
where the data is cleaned over a certain time of span. The implementation of the system in the
organization will considerably reduce data entry, time and also provide readily calculated
reports.

It provides Automation of the entire system improves the efficiency, it provides a

friendly Interface which proves to be better when compared to the existing system updating
of information becomes so easier.

The System has adequate scope for modification in future if it is necessary.

21
 12.Reference

Books:-

• Programming in C ,4th Edition by Stephen G. Kochan

• C Programming Language,2nd Edition by Brian W. Kernighn and Dennis M. Ritchie

websites :-

• 1)W3schools.com

• 2)http://mini-projects.in/ieee-project-topics-ideas

22