axiom requirements

Raqmiyat/Gems Project HR & Payroll System

GEMSImplementation Process

ForAXIOM Group

HR & Payroll, Self Service System

AXIOM Requirements

Version 1.0 Page # 1 Raqmiyat/Gems Project (Template QM01-T1)


Change History

Version

Description of Change Date of Change Prepared by

1.0 Created 18th February 2009 Rejany

1.1 Modified 15th March 2009 Rejany

1.2 Modified 23rd March 2009 Rejany

NoteThe Raqmiyat QA Manager will keep a record of the distribution of this document to ensure that all recipients receive any revised versions.



ContentsNote.............................................................................................................................................................2

1. Introduction.........................................................................................................................................5

1.1. RSP Approach..................................................................................................................................5

2. Organization Structure........................................................................................................................5

3. Employee Master.................................................................................................................................7

2. Department Master...........................................................................................................................14

3. Air Sector Master...............................................................................................................................14

4. Leave Types Master...........................................................................................................................15

5. Earnings/Deductions Master.............................................................................................................18

6. Insurance Master...............................................................................................................................20

7. Grade Master.....................................................................................................................................21

8. Designation Master...........................................................................................................................22

9. Leave/Absence Transaction...............................................................................................................22

10. Duty Resumption Transaction........................................................................................................22

11. Employee Leave/Final Settlement Transaction..............................................................................23

12. Overtime Transaction (New Functionality)....................................................................................23

13. Employee Salary Process/Payroll Process......................................................................................24

14. Employee Promotion/Increment/Bonus/Business Trip Allowance................................................25

15. Payroll Transaction ( AdHoc Transaction)......................................................................................25

16. Salary Hold Procedure...................................................................................................................26

16.1. Salary Hold Window..................................................................................................................26

16.2. Payroll Salary pay Process..........................................................................................................26

17. Loan/Recurring Transaction...........................................................................................................27

18. End of Service Rules.......................................................................................................................27

19. Employee Transfer.........................................................................................................................28

20. Employee Company/Country Transfer..........................................................................................30

21. Employee Disciplinary Action.........................................................................................................30



22. Passport Tracking Transaction.......................................................................................................31

23. Employee Training Management...................................................................................................33

23.1. Training Master..........................................................................................................................33

23.2. Training Profile/Group Master...................................................................................................33

23.3. Employee Master Training Tab..................................................................................................34

23.4. Program/Training Details...........................................................................................................35

23.5. Program/Training Status Update...............................................................................................37

25.6 Training Reports............................................................................................................................39

26 Employee Self Service....................................................................................................................41

26.6 Leave Application Form.................................................................................................................41

26.7 Duty Resumption Form..................................................................................................................42

26.8 Recruitment Requisition Form.......................................................................................................43

26.9 Employee Status Change Form......................................................................................................44

26.10 Passport Release Request Form.................................................................................................46

26.11 Letter Requests Form.................................................................................................................47

26.12 Final Checklist Form...................................................................................................................48

25.7 Employee Training Registration.....................................................................................................50

25.8 Employee Performance Evaluation– Response Entry....................................................................51

25.9 Employee Absent / LWP Entry.......................................................................................................52

26 Alerts.............................................................................................................................................53

27 Reports..........................................................................................................................................54

28 Interface Requirements.................................................................................................................62

26 System Security.............................................................................................................................67



1. Introduction

This GAP Analysis document will cover the additional requirements and modifications requested by AXIOM during the different RSP Meeting conducted with AXIOM and Raqmiyat team. The main functionality and fields in each window of GEMS is explained in the main Requirement Definition Document (RDD).

1.1. RSP Approach

Raqmiyat conducted a workshop for AXIOM business team. In the workshop Raqmiyat gone through GEMS application screens and explained the functionalities. Raqmiyat also reviewed the available templates and report formats of AXIOM. During this process AXIOM business users indentified the additional requirements and modifications required in GEMS to meet the AXIOM corporate level HR & Payroll requirements. Wherever necessary as per the guideline from AXIOM remote business users of KSA & Egypt connected through net meeting and telephonic conversations and collected their country specific requirements as well. Upon completing each session of RSP, a minutes of meeting document (MOM) is circulated to all stakeholders for their review and approvals. This RDD is prepared by extrapolating the different minutes of meetings.

2. Organization Structure

2.1. Organization Hierarchy for AXIOM operations will be as defined below Country AXIOM Company ( each company will have their base currency) Zone Region Channel Department Location Division Brand

2.2. News Master Windows/Modifications required related to Organization structure



2.2.1.Company Master window to be modified to have a lookup for Country which will group different companies under a Country

2.2.2.New Master Window Required for Zone and Zone will belong to a country2.2.2.1. Field Attributes

Field Name Description Type (A/N)

Mandatory Default Value

Source Validations

Zone Code Unique Code identifying the Zone A Y - Keyed No Duplicate Code

Zone Name Zone Name/ Description A Y - Keyed No Duplicate Name

Country Country in which the Zone belongs to A Y - Lookup from Country Master

-

2.2.3.New Master Window required for Region which will be linked to a Zone and a Country2.2.3.1. Field Attributes



Source Validations

Region Code Unique Code identifying the Region A Y - Keyed No Duplicate Code

Region Name Region Name/ Description A Y - Keyed No Duplicate Name

Zone Zone in which the region belongs to A Y - Lookup from Zone Master

-

Country Country Name of the Zone A - - Display field from Zone

2.2.4.New Master Window required for Channel will be linked with a Company2.2.4.1. Field Attributes



Source Validations

Channel Code Unique Code identifying the Channel A Y - Keyed No Duplicate Code

Channel Name Channel Name/ Description A Y - Keyed No Duplicate Name

Company Company in which the channel belongs to

A Y - Lookup from Company Master

-

2.2.5.New Master window required for Locations which will be linked to a channel and company. Addition and deletion to locations will not happen from GEMS instead it will be done from Oracle System.



2.2.6.Location Window Required in GEMS to store and display the data available in Oracle System. Through Interface system will read the location data and the following fields will be displayed in this window.

2.2.6.1. Location Code2.2.6.2. Location Name2.2.6.3. Company Name2.2.6.4. Country2.2.6.5. Channel2.2.6.6. Department2.2.6.7. Brand

2.2.7.Brand window is required in GEMS to store and display the data available in Oracle. Through Interface system will read the Brand data and the following fields will be displayed in this window

2.2.7.1. Brand Code2.2.7.2. Brand Name2.2.7.3. Location Name

2.3. Organization Hierarchy for AXIOM Finance Integration will be the following and all postings from GEMS to Oracle will happen with the mentioned 5 components.

AXIOM Company Account Location Division Brand

3. Employee Master

3.1. Functional Description

Employee Master Window is used to define all import attributes of an employee for Payroll and HR activities. Default functionality and the fields available in the same are explained in section 4.3.1 of main RDD.



3.2. Employee Tab - New Fields/Modifications



Source Validations

Company Company in which employee belongs to

A Y - Lookup from Company Master

-

Country Country Name A Y - Display field from Company

-

Zone Zone Name A Y - Lookup from Zone Master

To Display only zones of selected companies Country

Region Region Name A Y - Look up from Region Master

To display only regions of selected zone

Channel Channel Name A Y - Lookup from Channel Master

Display only channels of selected company

Department Department Name A Y - Lookup from Department Master

Display only departments of selected company

Location Location Name A Y - Lookup from Location Master

Display only locations of selected company

Division Division Code A Y - Display field from selected Location

-

Brand Brand Name A Y - Display field from Location

-

Training Profile Training Profile Name A N - Lookup from Training Profile master

Display Training profiles of selected company

3.2.1.Medical Information field's caption to be changed as Notes

3.3. Contacts Tab - New Fields/Modifications3.3.1. Name/Title field's caption to be changed as Address 3.3.2. ISDN to be removed and 2nd Phone to be renamed as Mobile Number

3.4. Dependents Tab - New Fields/Modifications3.4.1. Instead of Age, Date of birth field is required3.4.2. In Relationships drop down remove the items of Family Physician, Friends, House Maid

and instead of Husband &Wife use Spouse3.5. Passport Tab - New Fields/Modifications





Source Validations

Passport Type Type of passport as Temporary or Permanent

A Y Permanent Lookup from fixed list -

Employee Type Type Name as Arab or Non Arab A Y Non Arab Lookup from fixed list -

3.6. Payment Details Tab - New Fields/Modifications

Field Name Description Type (A/N/D)


Source Validations

Mobile Req Date Last Mobile Request Date from Employee

D - - Keyed Cannot be future date

Mobile Details Details of mobile provided to employee

A - - Keyed -

Mobile Amount Mobile Amount given to employee N - - Keyed -

Settlement Done in Advance

Option to specify whether leave salary payment is done in advance

A Y N Checkbox Yes – for leave settlement done when they go for vacation or else normal salary with payroll run

3.6.1.To Identify the Arabic Speaking Employees to provide a special allowance called “Arabic Speaking Allowance”, new entry to be added in Employee Master Skills Tab ( Skill Name – Arabic Speaking)

3.6.2.New Report required for Employee List by Skill

3.6.3. For Overtime paid employees new field is required to define weekly work hours which will be used for overtime rate calculations. This hours can be defined at top levels like employee category or Designation or Location

1.1. Bonus Rules New Tab – Field Attributes

The tab is used to define the different bonus rules definition of an employee. There is no processing involved for bonus calculations, actual payout to employee will be done through payroll adhoc transaction screen.

1.2. Bonus Rules– Field Attributes





Source Validations

Country Country Name A Y - Display fields from Employee’s Country

-

Company Company Name A Y - Display field from Employee’s company

-

Employee Employee Name A Y - Display field from Employee

-

Bonus Type Type of Bonus A Y - Lookup from Fixed List of Annual or Axiom way

-

Bonus E/D Group ED Group Name to identify Salary component

A Y - Lookup field from E/D Group Master

-

Paid Frequency Frequency of Bonus payment A Y - Selection from Fixed List

Values are Weekly, Monthly, Quarterly, Yearly

Bonus% Bonus Percentage N Y - Keyed Cannot be less than 0

Effective Date Start date of the rule D Y - Keyed -

End Date End Date for the rule D N - Keyed It can be null for the active record

1.3. New Fields Required for EGYPT Rules



Source Validations

Ex-Employer Allowance

Amount from Ex Employer which will be Tax exempted

N N - Keyed Same amount will be deducted from salary for tax calculations

Social Insurance Number

Social Insurance Number A N - Keyed -

Social Ins.Deducted

Flag to identify Social Insurance Deduction Yes or No

A N No Check Box If checked only social insurance deduction to happen for the employee

Tax Deduction Flag to identify Tax Deduction Yes or No

A N No Check Box If checked only Tax deduction to happen for the employee

1.3.1.Social Allowance for different years will be created at Employee level using the same Earning Code with the effective date for each year which will produce different years data in the report



1.3.2.Any increase in social allowance in a particular year has to be added to the employee master through Employee Promotion Window

1.4. Allocation Details Tab - New Fields/Modifications1.4.1.There will be new tab required to define employee’s allocation to different department.

This is for distributing an employee’s salary in a month to different department and locations.

1.4.2.Fields Attributes



Source Validations

Employee To Display Employee Code & Name N Y - Displayed from Header Tab

Company Company Name A Y Company Name from Header Tab

Lookup from Company Master

-

Location Location Name A Y - Lookup from Location Master

Display locations of selected company

Department Code Department Code A Y - Display field from selected Location

Brand Brand Name A Y - Display Field from selected Location


Display items of selected company

Percentage Percentage Allocation N Y - Keyed

Start Date Effective Date D Y - Keyed -

EndDate End date for the allocation D N - It will be null for active records

Account Code Inter Company Account Code A N - Lookup from Account Codes

Account code for posting the month end payroll in case the allocation is to a different company

1.4.3. Special Notes

For the allocation monthly posting, an employee’s total accruals to be posted to employee’s actual location and only expenses to be distributed for different locations as per the % allocation



1.1. Disciplinary Actions Tab

New Read Only Tab which will display the list of Disciplinary actions taken against an employee

1.2. New Fields Attributes



Source Validations


Displayed From HeaderTab

-


DOJ Date of Joining D - - Displayed from Employee

Department Department Name A - - Displayed from Employee

Designation Designation Name A - - Displayed from Employee

Disciplinary Action Ref

Ref Number from Disciplinary Action Window

A - - Displayed from DA Window

DA. Date Date of Disciplinary action D - - Displayed from DA Window

Action Taken Action taken against employee A - - Displayed from DA Window

Details on incident

Details of Incident A - - Displayed from DA Window

Reason for Warning

Reason for warning A - - Displayed from DA Window

Status Status of incident A - - Displayed from DA Window

1.3. Recruitment Charges New Tab

New Tab for entering the multiple Recruitment expenses for the employee

1.4. Field Attributes - New Fields





Source Validations



-


Department Department Name A Y - Displayed from Header Tab

Location Location Name A Y - Displayed from Header Tab

Expense Type Expense Type like Visa, Medical, Ticket etc.

A Y - Selection from Fixed List like Visa, Medical, Airticket

Description Description A - - Keyed

Amount Amount N - - Keyed

1.8.1 Report required for Department/Location wise Employee Recruitment Expenses

1.5. Workflows (If any)1.5.1.Two level of Approvals needed by HR Team and Payroll Team

1.6. Arabic Fields New Tab

This New Tab will be used to capture different Arabic Fields required for an employee to generate the letter templates.

1.7. Field Attributes - New Fields


Mandatory

Default Value Source Validations



-


First Name First Name in Arabic A N - Keyed

Last Name Last Name in Arabic A - - Keyed

Department Name

Department Name in Arabic A - - Keyed

Position Name Position Name in Arabic A - - Keyed

Line Manager Line Manager’s Name in Arabic A - - Keyed

Passport Place Passport’s Issue Place ( Arabic) A - - Keyed

Termination Reason

Reason for Termination/Resignation

A - - Keyed




Mandatory

Default Value Source Validations

Occupation Occupation Name A - - Keyed

Nationality Nationality Name A - - Keyed

Religion Religion Name A - - Keyed

Gender Gender ( Male/Female) in Arabic A - - Keyed

Education Level Highest Education Name A - - Keyed

Education Specialization

Highest Education specialization A - - Keyed

Other allowance Other allowance Name ( if any in Arabic)

A - - Keyed

Sponsor Title & Name

Sponsor Title & Name ( Arabic) A - - Keyed

Sponsor Address Sponsor’s Address ( Arabic) A - - Keyed

Release Date Release Date A - - Keyed

2. Department Master2.1. Functional Description

Department Master will be a separate identifier to mark employee’s department. GEMS Functionality and fields are explained in section 4.2.2 of main RDD.

2.2. New Fields/Modifications2.2.1.Depart Head/Manager field is required to identify the department head which will be a

selection combo from existing Employee Master

2.2.2.New Field for Budget Count at Location level which will be added to Department level so that validation will be done against actual count while Manpower Request screen entry

2.2.3.Report required for Budget Vs Actual for Department and Location

3. Air Sector Master3.1. Functional Description

This window is used to define different Air sectors and the details. If for the same air sector different fares are available this has to be distinguished by creating separate entry in this master screen. GEMS Functionality and fields are explained in section 4.2.4 of main RDD.



3.2. Other Notes3.2.1. System needs the option to update the rates of Air sectors (Import option from Excel) on

different intervals with different rates and Airfare accrual should be based on this amount.3.2.2.Air sector will be defined at employee level based on the Grade or Location benefits

4. Leave Types Master


Leave Types Master is used to define different types of leaves available in the system and its different rules for each leave. GEMS Functionality and fields are explained in section 4.2.7 of main RDD.

4.2. New Fields4.2.1.1. New Fields is required to flag which all leave types need Duty Resumption

4.3. Leave Types and Rules for UAE

4.3.1. Sick Leaves4.3.1.1. First 15 Days Full Paid4.3.1.2. Next 30 Days Half Paid4.3.1.3. Remaining Unpaid based on planned or unplanned days

4.3.2. Maternity Leave4.3.2.1. Maximum 45 Days if employee completed more than 1 year of service4.3.2.2. Half Paid Salary of 45 Days if service is less than an year4.3.2.3. if an employee has completed more than 1 year of service, the maternity leave

can be extended to maximum 100 days as unpaid.

4.3.3. Compassionate Leave4.3.3.1. Maximum 7 days with ticket fare for Grade 18 & above

4.3.4. Leave Without Pay4.3.4.1. Unpaid leave any absent in the company

4.3.5. Extended Leave Without Pay4.3.5.1. Any unauthorized absent in the company, these days will not be considered as

employee’s service days for End of Service Benefits calculations4.3.6. Occupational Leave

4.3.6.1. Paid Leave without maximum days

4.3.7. Annual Leave



4.3.7.1. Maximum of 30 calendar Days per year for Grade 16 & below4.3.7.2. Maximum of 35 calendar days per year for Grade 17 & above4.3.7.3. Annual Leave to Exclude Public holidays, system will have the option to define

Public holidays through holiday master for Individual companies.4.3.7.4. System can allow negative balance when the employee proceed for vacation4.3.7.5. Maximum 15 days only to be carry forward to next calendar year in case

employee has not availed the same4.3.7.6. Negative Leave Balance Amount to be adjusted with employee’s settlemtn

amount if an employee resign/terminated4.4. Leave Types and Rules for Kuwait

4.4.1. Annual Leave4.4.1.1. Same as UAE Annual Leave

4.4.2. Sick Leaves4.4.2.1. First 6 Days ( Week) Full Paid4.4.2.2. Next 6 Days ( Week) 3/4 of Salary Paid4.4.2.3. Next 6 Days ( Week) 1/2 of Salary Paid4.4.2.4. Next 6 Days ( Week) ¼ of Salary Laid4.4.2.5. Next 6 Days ( Week) Unpaid

4.4.3. Maternity Leave4.4.3.1. Maximum 70 Days full paid if completed more than 1 year of service4.4.3.2. Maximum of 100 Days Unpaid after 70 days

4.5. Leave Types and Rules for Qatar

4.5.1. Annual Leave4.5.1.1. Same as UAE

4.5.2. Sick Leaves4.5.2.1. First 2 weeks Fully Paid4.5.2.2. Next 4 weeks ½ Paid4.5.2.3. Remaining Unpaid

4.5.3. Maternity Leave4.5.3.1. Maximum 50 Days full paid if completed more than 1 year of service

4.6. Leave Types and Rules for Bahrain4.6.1. Annual Leave Rules of Bahrain

4.6.1.1. For Annual Leave Maximum of 21 calendar days per year if the service is >1 year4.6.1.2. Maximum of 28 Calendar days per year if the service is >5 Years

4.6.2. Sick LeaveVersion 1.0 Page # 16 Raqmiyat/Gems Project (Template QM01-T1)


4.6.2.1. First 15 days Fully Paid4.6.2.2. Next 15 Days ½ Paid4.6.2.3. Next 15 days Leave without Pay

4.6.3. Maternity Leave4.6.3.1. 45 Days Full Pay

4.7. Leave Types and Rules for KSA4.7.1. Annual Leave Rules are same as of LG

4.7.1.1. As per labor law, if vacation starts on Saturday the First Friday and the Last Friday are not counted in the vacation days.

4.7.2. Emergency Leave is maximum 30 days per year based on manager’s approval4.7.3. Sick Leave

4.7.3.1. First 30 days Fully paid4.7.3.2. Next 60 days 75% Paid4.7.3.3. Next 30 days Unpaid

4.7.4. Leave Without Pay4.7.4.1. Any absent in the company4.7.4.2. All Unpaid Leave days will not be considered for Leave Accrual, EOS benefits

total service days calculation and for Airfare eligibility days calculations4.7.5. Compassionate Leave

4.7.5.1. Maximum 3 days for Any grades4.7.5.2. Maximum 7 Days+ Air ticket for Any grades >= 18

4.7.6. Maternity Leave4.7.6.1. 10 weeks of full salary after completion of 3 years in the company4.7.6.2. 10 weeks of 50% salary if employee’s service is between 1 and 3 years

4.7.7. Hajj Leave4.7.7.1. After the completion of 1 year of service in the company, an employee is

entitled to Hajj Leave of up-to 5 days with full pay but only once during his service in the company.

4.7.8. Marriage Leave

4.7.8.1. An employee is entitled to only one marriage leave during his tenure and is for 3-days with full pay.

4.7.9. Test/Educational Leave

4.7.9.1. After completing 12 months of service, an employee is entitled for 2 weeks of leave with full pay if they pass the examination, otherwise it is 50% paid.



4.8. Leave Types and Rules for EGYPT4.8.1. Annual Leave

4.8.1.1. Maximum 15 working days for an Employee whose service is 0 to 1 year4.8.1.2. Maximum 21 working days for an employee whose service is 1 to 10 years4.8.1.3. Maximum of 30 days for any employee whose service is > 10 years and for any

employee whose age is >504.8.2. Hajj Leave

4.8.2.1. Maximum of 30 days paid leave if employee completed 5 years in the company and only once in employee’s tenure in the company

4.8.3. Sick Leaves4.8.3.1. AS per the rules of LG

4.8.4. Compassionate Leave4.8.4.1. Maximum of 5 days

4.8.5. Maternity Leave4.8.5.1. Maximum 90 days paid leave if employee completed 10 months in the company4.8.5.2. Maximum of 2 times in employee’s tenure in the company

4.8.6. Military Leave4.8.6.1. Maximum of 21 days Paid leave

5. Earnings/Deductions Master5.1. Functional Description

This is a common master form used to define different earnings and deductions and its rules which is by company and also the required accounts codes for final posting to finance system. GEMS Functionality and fields are explained in section 4.2.11 of main RDD.

For certain positions/Designation, it is required to define allowance at the designation level (Eg. Cash Collector will get Fuel Allowance).

Earnings/Deduction definition by Designation and the same to be displayed in Designation master second tab

5.2. Salary Components - LG5.2.1.Gross Salary components are Basic, HRA , Transportation and all are paid as apackage5.2.2.Other Earnings and Deductions will be setup accordingly

5.3. Bahrain GOSI Rules



5.3.1.GOSI rules are 7% from employee and 12% from Company

5.3.2.Non-Bahrain National is 4% from Company only.

5.4. Salary Components – KSA5.4.1.Basic, HRA, Transport, Fuel, mobile allowance, Others are different components of Salary5.4.2. Variable portion of Salary components are Commission, ,MSB/P, LG Commission ,

Miscellaneous etc.5.4.3.Other Earnings and Deductions will be setup accordingly5.4.4.If Employee’s salary transfer bank is not the same as company’s Bank SR 15 will be

deducted from employee each month ( Amount will be defined at E/D code will and system will do the deduction through monthly payroll processing)

5.4.5. GOSI Rules for KSA5.4.5.1. Once Employee Level Social Security Ref Number is active system has to do the

deduction of Employee %5.4.5.2. Company % of amount will be accrued on monthly basic5.4.5.3. Company level Parameter setting for

5.4.5.3.1. GOSI deduction % for Nationals (Employee) – 9% of Basic + HRA5.4.5.3.2. GOSI deduction % for Nationals (Company) – 11% of Basic + HRA5.4.5.3.3. GOSI % for Non - Nationals (Company) – 2% of Basic + HRA

GENERAL: The point on GOSI is that for Saudi Nationals, the expectation is a payment on a monthly basis of 20% (regardless of how this is defined on the account level).

5.5. Salary Components – EGYPT5.5.1.Flag will be provided identify any earning as taxable or non taxable5.5.2. Salary Components include Basic Earnings, variable Earnings, Deductions, Social

Insurance etc.5.5.3. Goss and Variable earnings are defined at employee level5.5.4. Variable salary will be imported through Excel to GEMS, this will be calculated based on

the target achieving percentage for different employees5.5.5. Salary With Holding & Tax Rules

5.5.5.1. Social Insurance Parameters has to be defined at company level and the parameters required are

5.5.5.1.1. Basic Slab Amount and Percentage (775 and 14%)5.5.5.1.2. Variable Slab Amount and Percentage (625 and 11%)



5.5.5.1.3. Employer’s contribution to Social Insurance % ( 26% and 24%)5.5.5.1.4. Employer’s contributions of Emergency % (1%)5.5.5.1.5. System has to Calculate Basic Earnings (A)=Basic Salary+ Social

Allowances +Annual Allowances5.5.5.1.6. System has to calculate Variable Earnings (B)=Variable Salary +All

Earnings which are not fixed5.5.5.1.7. Total Income (C)=A+B5.5.5.1.8. Basic Insurance (D)=14% of 7755.5.5.1.9. Variable Insurance(E)=11 % of 6255.5.5.1.10. Total Insurance Amount(F)=D+E5.5.5.1.11. Non Taxable Income (G) =F+ Social Allowances+25% of Sick leave

Amount+ Absent Amount+750 + (if any ex employer Allowance)5.5.5.1.12. Taxable Salary (H) = if C>G then C-G else 05.5.5.1.13. If Gross Salary is less than 775+625 deduction will be 14% of 775 and

11% of Gross-7755.5.5.1.14. Income Tax Rules Definition at company level required

5.5.5.1.14.1. First Annual Gross Up to 15000, Tax is 10%, Second Annual Gross Up to 20000, Tax is 15% anything above this Tax is 20%

5.5.5.1.15. Tax Calculation Formula= If Taxable Salary <=1250 then H*10%, If Taxable Salary-1250 <= 1666.67 then 125+(H-1250)*15%, otherwise 375+(H-1250-1666.67)*20%

5.5.5.1.16. Company has to Accrue every month company’s portion of Social Insurance & Emergency % and posted to GL

5.5.5.1.16.1. Company’s portion of Social Insurance=(26%*775+24%*625)5.5.5.1.16.2. Company’s portion of Emergency=1%*775

6. Insurance Master6.1. Functional Description

Insurance/Health Benefits Master window is used to define the benefits and details of insurance provided to the employee.

6.2. Field Attributes



Source Validations

Company Company Name A Y - Lookup from Company Master

-

Insurance Category

Insurance Category Code A Y - Keyed No Duplicate

Category Name Category Name A Y - Keyed No Duplicate





Source Validations

Benefits Benefits Details A - - Keyed -

Effective Date Effective date for this category D - - Keyed -

End Date End Date for the category D - - Keyed -

Remarks Detailed Notes A - - Keyed -

6.3. Other Notes6.3.1. Benefits of Insurance varies from Grade to Grade6.3.2. Age Limit for Children is maximum 186.3.3. Employee will be assigned to a Insurance Category and as per the service in the

company and on approval category to be changed6.3.4.There is no insurance deduction for an employee but if required for dependents,

deduction will be set at employee level.

7. Grade Master7.1. Functional Description

Grade Master Window is used to define different grades available and its rules for Air ticket eligibility, dependant tickets etc. GEMS Functionality and fields are explained in section 4.2.5 of main RDD.

7.2. New Tab Benefits/ New Fields attributes



Source Validations


-

Grade Grade Name A Y - Will be displayed from Header

Allowance ED ED code for allowance like Education

A - - Lookup from Earning/Deduction Master

Insurance Category

Insurance category name A - - Lookup from Insurance Ctegory

Ticket Eligibility Ticket eligibility in no.of months N - - Keyed

Tickets Dependants

Number of tickets for dependants N - - Keyed

7.2.1. New Tab required to define grade wise benefits like Education Allowance



7.2.2. Insurance Class will be defined at Grade level for information7.2.3. New Fields will be there to identify the ticket eligibility Period and number of tickets for

dependants

8. Designation Master8.1. Functional Description

Designation Master stores the details of all designations available in company. GEMS Functionality and fields are explained in section 4.2.3 of main RDD.

8.2. New Fields8.2.1.New field required for Grade (lookup) which will be further used in recruitment module

request for Manpower screen. While selecting the designation Grade will display automatically in Manpower request screen.

9. Leave/Absence Transaction


The specified window keep track of all leaves of employees like Annual leave, sick leave , leave without pay etc. This can be initiated by employee through GEMS self service module or directly an entry this window. GEMS Functionality and fields are explained in section 4.3.6 of main RDD.

9.2. Other Notes

There will be option to specify the generic leave types which will be linked to system leaves and based on leave eligibility system has to split the leave data to different types of leaves while approving the leave.

9.3. Report9.3.1.Employees on Leave Report with their Contact Address and Email ID

10. Duty Resumption Transaction




Duty Resumption window is used by an employee fills the details of his resumption. This can be entered through GEMS self service or through main system. GEMS Functionality and fields are explained in section 4.3.7 of main RDD.

10.2. Other Notes10.2.1. After Annual Leave if an employee resume duty early, the early days to be added to his

annual leave Accrual and Payroll will be generated from Leave Enddate+1, Also if Employee resumption is late on Manager’s Approval this leave is adjusted in Annual Leave or as Leave Without Pay

10.2.2. Duty Resumption will not be approved if Passport is not IN for that employee

11. Employee Leave/Final Settlement Transaction


Payment for an employee who is proceeding for Annual leave and Final Settlement will s done through this window. GEMS Functionality and fields are explained in section 4.2.13 of main RDD.

11.2. Special Notes11.2.1. For Leave Salary 1 Day Salary=(Gross Salary *12)/36511.2.2. For Gratuity 1 day Salary= (Basic*12)/36511.2.3. If an employee Resigned/Terminated before 1 year Leave Salary Payment will be based

on 2 days/Month11.3. Workflows for Employee Final Settlement

11.3.1. First Level Entry by HR11.3.2. Approved by HR Manager11.3.3. Approved by Payroll11.3.4. Approved by PRO11.3.5. Notification to Payroll to close the Settlement

12. Overtime Transaction (New Functionality)

12.1. Functional DescriptionNew Window is required enter employees total overtime hours for a payroll period so that system will calculate the Overtime amount based on the overtime rate defined in Payroll defaults for the company.



12.2. New Field Attributes



Source Validations

Company Company Code A Y - Lookup from Company Master

Employee Employee Code A Y - Lookup from Employee Master

Display employees of selected company

OT Normal OT Normal Hours N Y - Keyed Cannot be negative

OT Holiday OT Holiday Hours N Y - Keyed Cannot be negative

Effective Date Effective date to affect in Payroll D Y - Keyed Cannot be for a closed payroll period

Normal Amount Calculated Normal Hrs OT Amount N - - Calculated Read only and calculated while complete process

Holiday Amount Calculated Holiday Hrs Amount N - - Calculated Read only and calculated while complete process

Total Amount Total Overtime Amount N - - Calculated Read only and calculated while complete process

Complete/Approve

Complete procedure - - - - System calculates the OT amount and completes the data

12.2.1. The overtime formula shall be: (Basic * 12) / (52 * WeeklyHours) = hourly Rate. Hourly Rate * 1.25 or 1.5 to arrive at the appropriate overtime rate.

12.2.2. FOR KSA Instead of Basic , Gross Salary is used for Overtime amount calculations

12.3. Option Required to Import the same data from an excel template so that system calculates the overtime amount

12.4. Other ValidationsSystem should not allow duplicate entry for same employee/same effective date multiple entries

13. Employee Salary Process/Payroll Process




This is the main process available in GEMS to calculate the salary and accruals on monthly basis. GEMS Functionality and fields are explained in section 4.3.12 of main RDD.

13.2. Other Notes13.2.1. Salary process cutoff date can be defined at each company level13.2.2. Based on the cutoff date system will calculate leave/absence days for any deduction13.2.3. Monthly Salary Calculation will be based on average formula ie (Salary * 12)/365 – Daily

Rate13.2.4. Deduction shall be calculated on an average formula – meaning, an employee earns

3000/month regardless of the number of days worked, thus the daily or hourly rate doesn’t change from month to month.

13.2.5. Leave Salary Accrual/Gratuity Accrual and Airfare Accrual happens on Payroll processing for each month

13.2.6. In AXIOM by default all employee will be present and eligible to have full salary, only absent data is entered as exception for any deductions

13.2.7. Employee is eligible to get Airfare amount based on his eligibility set at Grade level and based on the Air sector specified at employee level. This will be paid with Payroll ( next month payroll) based on their anniversary date yearly/2 year etc. At any stage if grade change happened and there a change in Airfare, system will recalculate the amount based on current eligibility and rates .

14. Employee Promotion/Increment/Bonus/Business Trip Allowance

New Upload/Import Utility required to do mass update of Increment/promotion for a group of employees. GEMS Functionality for Promotion screen is explained in section 4.3.5 of main RDD.

14.1. Promotion Letters ( Formats collected) to be generated for promotion entries

15. Payroll Transaction ( AdHoc Transaction)15.1. Functional Description

Payroll transactions are one time payouts given to the employee. There can be any one time deductions as well. The transaction entered in this window will be considered for the monthly payroll processing based on the transaction date. The transactions entered through this window cannot be apportioned as per the worked days. GEMS Functionality and fields are explained in section 4.3.8 of main RDD.



15.2. Other Notes15.2.1. Import Utility required here to upload data from excel sheet

16. Salary Hold ProcedureNew Option required to hold the salary for a particular month and once Paid, option to update Salary Paid in GEMS. Employee’s salary will be held but actual posting to finance has to happen at month end to a different liability account which is mentioned in Earnings/Deduction Master as Liability Account for salary hold.

16.1. Salary Hold WindowThis will be a new window to enter the details of Salary on hold for different employees and also for releasing the salary.

16.1.1. New Fields Attributes



Source Validations




Type Activity Type as Hold or Unhold A Y H Lookup from fixed list as Hold/un hold

Hold Period Date From which Salary is on hold D Y - Keyed Cannot be a closed period or Salary Paid for the employee

Remarks Remarks/Narration Field A N - Keyed

Complete Complete Process - - - - Process to Complete the record

16.2. Payroll Salary pay Process

New process required to update payroll Journal with Status of payment as Paid or Hold based on the entries in Salary Hold table. Posting to Finance will happen only after salary



pay process is completed for an employee. Once salary Pay process is done for an employee system will not allow doing any reactivate or data modifications.

17. Loan/Recurring Transaction


Loans and advances to the employees can be entered through this window. Then loans or advances entered here will be considered for the payroll calculation. The loan amount cannot be deducted on prorate basis. The full EMI will be deducted from the employee’s salary till the loan amount is recovered in fixed month’s periods. GEMS Functionality and fields are explained in section 4.3.10 of main RDD.

17.2. Other Notes17.2.1. AXIOM needs to use the same window for any earning/deduction code which is

recurring17.2.2. New fields required to define the frequency, instead of monthly (Monthly, quarterly,

half yearly, yearly etc.)17.2.3. Option of Import Utility to upload data from Excel sheet

18. End of Service Rules

18.1. EOS for UAE18.1.1. Only Basic Salary will be used for Calculations18.1.2. For Resignation 1-3 Yrs 7days/year18.1.3. For Resignation 3-5 Yrs 14 Days/year18.1.4. For Resignation >5 Yrs, first 5 years 21 days and remaining 30 days/year18.1.5. For Termination 1-5 Yrs, 21 days/Year18.1.6. For Termination >5 yrs first 5 years 21 days and remaining 30 days/year18.1.7. If the employee leave before the notice period the difference days amount to be

ducted from final settlement as notice period deduction18.1.8. Air Ticket Accruals to b e paid to employee based on the last rate

18.2. EOS for Qatar18.2.1. Only Basic Salary will be used for Calculations18.2.2. For Termination and Resignation >1 year 21 days/year

18.3. EOS for Kuwait18.3.1. For Resignation if < 5 Years No Gratuity



18.3.2. For Resignation if > 5 Years 15 days per year18.3.3. For Termination 1-5 years 15 days/year18.3.4. For Termination >5 years 30 days/Year18.3.5. Maximum Gratuity should be for 1.5 years ie 18 months

18.4. EOS for Bahrain18.4.1. Only Basic Salary will be used for Calculations18.4.2. For Resignation 0-3 yrs 0 days18.4.3. For Resignation 3-5 years 5 days/Year18.4.4. For Resignation > 5 years 30 days/year18.4.5. For Termination 0-3yrs 15 days/year18.4.6. For Termination >3 years then 30 days/year

18.5. EOS for KSA18.5.1. Gross Salary will be used for Calculations18.5.2. For Resignation <24 Months No EOS Amount18.5.3. For Resignation 2-5 Years 1/3 of Salary per year18.5.4. For Resignation 5-10 years 2/3 of Salary per year18.5.5. For Resignation > 10 years 1 month salary per year18.5.6. For Termination 0-5 years 1/2 of salary per year18.5.7. For Termination >5 years then 1 month Salary/year18.5.8. Unpaid leave days to de deducted from Total service days18.5.9. If the employee leave before the notice period the difference days amount to be

deducted from final settlement as notice period deduction18.5.10. The system shall create an entry into the finance system that will reverse the

balance of unpaid EOS provision/accrual.

19. Employee Transfer


Transfer window is used to change employee’s any hierarchical information like Zone, Region, Channel, Department, Location, Division, Brand which cannot be updated directly through employee master. GEMS Functionality and fields are explained in section 4.3.3 of main RDD.



19.2. New Fields Attributes



Source Validations




Transfer Type Select the transfer Type as for Department/Location/Place of work/Channel

A Y - Lookup from fixed list for mentioned items

Zone Employee’s current Zone Name A - - Displayed from Employee Information

-

Region Employee’s current Region Name A - - Displayed from Employee Information

-

Channel Employee’s current Channel Name A - - Displayed from Employee Information

-

Department Employee’s current Dept. Name A - - Displayed from Employee Information

Location Employee’s current location A - - Displayed from Employee Information

Division Employee’s Current Division based on Location

A - - Displayed from Employee Information

Brand Employee’s Current Brand based on Location

A - - Displayed from Employee Information

New Department

Employee’s New Department A - - Lookup from Department Master

Items of current company to be displayed

New Location Employee’s New Location A - - Lookup from Location Master

Based on current company

New Place of Work

New place of work for Employee A - - Lookup from City Master

Effective Date Transfer Effective Date D Y - Keyed -

End Date End Date of Transfer D - - Updated by system when transfer happens

Will be null for active records

19.3. Workflows19.3.1. Line Manager/HR Initiate the Request19.3.2. Approved By Department Head19.3.3. Approved By HR 19.3.4. Final Approval by Payroll

19.4. Reports19.4.1. Internal Transfer Letters ( Format collected) to generated



20. Employee Company/Country Transfer


Employee Company Transfer window is used move an employee from one country or company to another one. Before transferring the salary has to be paid in the current company up to the last date. GEMS Functionality and fields are explained in section 4.3.4 of main RDD.

20.2. New Fields/Modifications Attributes

Field Name Description Type (A/N) Mandatory Default Value

Source Validations

Current Location

Current Location Name A Y - To be displayed from Employee

Current Channel Current Channel Name A Y - To be displayed from Employee

-

Current Brand Current Brand Name A Y - To be displayed based on Employee’s Location

New Location New Location Name A Y - Lookup from Location Master

To display locations of current company

New Channel New Channel Name A Y - Lookup from Channel Master

To display channels of current company

New Brand New Brand A - - Display from New Locations

-

20.3. Other NotesWhen an employee is transferred to another company, In current company existing accruals for Leave, Gratuity and Airfare to be reversed and the same to copied to the new company through different posting procedures to finance

21. Employee Disciplinary Action


This window is used to keep the history of all disciplinary actions against employees. GEMS Functionality and fields are explained in section 4.3.16 of main RDD.



21.2. New Fields/Modifications Attributes

Field Name Description Type (A/N) Mandatory Default Value

Source Validations


Employee Employee Code & Name A Y - Lookup from Employee Master

-

DOJ Date of Joining A - - Display field from Employee Master

Department Department Name A - - Display field from Employee Master

Location Location Name A - - Display field from Employee Master

Designation Employee’s Designation A - - Display field from Employee Master

Reporting Manager

Employee’s Reporting To Manager

A - - Display field based on employee’s department head

Action Taken Action Taken A Y - Lookup from fixed List Items are Informal Warning, Formal Warning, First Warning Letter, Final Warning letter, Dismissal

Incident details Details of Incident A - - Keyed

How to Improve Improvement details A - - Keyed

Timeframe Improvement time frame A - - Keyed

Reason for warning

Details of reason A - - Keyed

Next Disciplinary Action

Details of next action A - - Keyed

21.3. Work Flows21.3.1. First level approval by Line Manager21.3.2. Second level by HR

22. Passport Tracking Transaction




This window will be used for entering the details of the movement of passports in AXIOM. GEMS Functionality and fields are explained in section 4.3.15 of main RDD.

22.2. Other Notes22.2.1. Employee does the Passport Release Request through self service Module22.2.2. PRO Issues the passport to the employee with an approved Passport release Request.

Passport Request reference number to be shown as lookup in this window.22.2.3. On Issuing the Passport, Documents collected will be mentioned in system ( like labour

card, medical card, petrol card etc.)22.2.4. Document Print Required for the details for employee or the concerned to sign on once

they collect the passport ( Format attached)



23. Employee Training Management

This new module will be used to track all the training details, Training profiles, Employee Trainings, the status and the related Reports

23.1. Training Master

23.1.1. Functional Description

Training Master Window will be used to maintain t details of different training programs of company




Source Validations


Training Code Unique code for training A Y - Keyed No Duplicate

Training Name Training Name A Y - Keyed No Duplicate

Contents Training Contents A - - Keyed -

Objectives Training Objectives A - - Keyed -

Training Category

Category of Training A Y - Lookup from a fixed list or dynamic list

Training categories like Sales, Retail , New joiners etc.

Target Completion

Target/Expected completion Days N - - Keyed Within 10 days. 30 days etc.

Effective Date Active Start Date of training D - - Keyed -

23.2. Training Profile/Group Master


Training Profile/Group master is used to group the different trainings to one team with the order in which training will be conducted



23.2.2. New Fields ( Training Profile Tab)



Source Validations


Profile Code Training Profile Code A Y - Keyed No Duplicate

Profile Name Training Profile Name A Y - Keyed No Duplicate

Employee Category

Training Profile Employee Category ( this group of training for which group of employees)

A Y - Lookup from Employee Category Master

-

Effective Date Effective Start Date D Y - Keyed -

Complete Complete Process - - - - -

23.2.3. New Fields ( Trainings Tab)



Source Validations

Company Company Name A Y - To display from header Tab

Profile Name Training Profile Name A Y - To display from header Tab

-

Training Training Name A Y - Lookup from Training Master

-

Sequence No Training Order N Y - Keyed Cannot be negative

Remarks Remarks A - - Keyed

23.3. Employee Master Training Tab


New Tab at Employee Master to display the Training requirements/Status for that employee

Once an Employee is linked with a Training Profile in the main tab of employee master, system has to generate the Employee Training Tab data based on the Trainings definition at Training profile Master. That is if 5 trainings are available in a profile and if an employee is linked with that training profile while approving an employee record



those 5 trainings to appear in the tab with the expected start date based on the definition in Training Master.

New Training requirements for the same employee will be created here separately for different training programs required for the employee. Only additions should be allowed through the window, further status update will be done by system through different status update transactions.




Source Validations

Company Company Name A Y - To display from header Tab

Employee Employee Code & Name A Y - To display from header Tab

-


-

Start Date Expected Start Date D Y - Keyed/from header tab for new employees

-

End Date Expected End Date D - - Keyed or Calculated If new joiners program calculation is DOJ+no of days from training master

Current Status Current Status of Training A Y Open Lookup from a fixed List

New Entry to allow only Open

Effective Date Effective Date for first status D - - Keyed/Updated by system

-

Remarks Remarks A - - Keyed/System -

23.3.3. Special NotesDifferent Status for Training will be Open, Completed, Passed, Failed, Cancelled etc. which will be updated from Training Status update transaction and here system always display the last status of training.

23.4. Program/Training Details




Program/Training Details window will be used to maintain the different Training programs scheduled and conducted with the details of employees who registered/attended/cancelled etc.

Second Tab data which is employees who registered for the same program, the data update can happen directly through this window or from self service module where employee himself can do the registration to a program.

Registration can be both at Training Profile and Course level

23.4.2. New Tab ( Program) Field Attributes



Source Validations


-

Program Code Unique Code for Program A Y - Keyed -

Date Transaction Date D Y - Keyed -


Trainings of current company to be displayed

Trainer Name Trainer Name A Y - Keyed -

Venue Venue A Y - Keyed -

Capacity Capacity or Number of seats N Y - Keyed -

Start Date Scheduled Start Date D Y - Keyed -

End Date Scheduled End Date D - - Keyed

Remarks Remarks or other details A - - Keyed -

Complete Complete Process - - - - Once completed No new entries will be allowed in sub tab

23.4.3. Second Tab (Attendees) New Fields Attributes



Source Validations

Company Company Name A Y - Displayed from Header

-

Program Code Unique Code for Program A Y - Displayed from Header

-

Training Training Name A Y - Displayed from header

-





Source Validations


Should display only employee’s eligible for the training as scheduled in Employee Master Training Tab

Contact Employee Contact Details A - - Keyed -

Status Status of Registration A - Registered Lookup from Fixed List

Status to Show only registred

Registration Date

Date of Registration

Remarks Remarks

Cancellation Status

Cancelled Status A - - Lookup for Cancellation

Status to show only cancellation

Cancelled Date Date of Cancellation D - - Keyed -

Reason Reason for cancellation A - - Keyed -

23.4.4. Special Notes23.4.4.1. Data to the window will be filled automatically if the registration happens from

self service module23.4.4.2. New entries for registration can be done through this window23.4.4.3. Employee cannot attend a program if he has not attended a previous program

defined as per profile master sequence ( validation required while selecting an employee)

23.4.4.4. Cancellation of Registration has to be done through this window by using cancellation status, date and reason.

23.5. Program/Training Status Update


Status of Training Program will be updated through this window. Once Training program reference given system has to display the list of employees registered and not cancelled for the program and the details will be filled here.

23.5.2. Tab Program – Field Attributes





Source Validations


-

Document No Transaction Doc No A Y - Auto No Unique

Date Transaction Date D Y System Date

Keyed -

Program Code Program Code A Y - Lookup from Scheduled Programs

Should display only Programs pending for updating

Training Training Name A Y - Displayed from selected Program

-

Remarks Remarks A - - Keyed -

Get Employees Process to Gene rate Employees to second tab

- - - - System has to generate the employees who registered for program in second tab

23.5.3. Tab Employees – Field Attributes



Source Validations


-

Document No Transaction Doc No A Y - Displayed from Header

-

Program Code Program Code A Y - Displayed from Header

-

Training Training Name A Y - Displayed from Header

-

Employee Employee Code & Name A Y - Generated by System -

Training Attended

Attended Yes or No A Y Y Check Box Only Yes or No

Feed Back Employee Feedback A - - Keyed -

Status1 Status details A Y - Lookup from Fixed selection

Passed/failed

Status2 2nd Status A - - - -

Remarks Remarks A - - - -

23.5.4. Special Notes

System should allow storing multiple statuses for one employee for a training program using status fields of maximum 5 as per the technical team suggestions.



25.6 Training Reports

25.6.1 Pending/Scheduled Trainings for an Employee25.6.2 Parameters

25.6.2.1 Company25.6.2.2 Department25.6.2.3 Location25.6.2.4 Employee25.6.2.5 Training/Course25.6.2.6 Training Profile25.6.2.7 Date Range

Company Employee Designation Department Location DOJTraining Name

Completion Date

25.6.3 Employees to attend for a Training25.6.4 Parameters


25.6.5Version 1.0 Page # 39 Raqmiyat/Gems Project (Template QM01-T1)


Training Name : Start Date : End Date:

Venue : Trainer:

Employee Designation Department Location DOJRegistration

Date

25.6.6 Employee Training Status Details25.6.7 Parameters


Training Name : Start Date : End Date:

Venue : Trainer:

Employee Designation Department Location DOJ Status Remarks



26 Employee Self Service

Self Service enables the e-forms for online request for any employee’s requirements. This help to capture most of the data at source and reduce the HR department workload. Workflow enabled e-form helps to route the e-forms for approvals from various stages. System will have employee login and Line Manger Login where he can access all employees of his department for any approvals.

26.6 Leave Application Form

26.6.1 Functional DescriptionSame form will be used by employee to enter their leave Requests for any planned leaves like Annual Leave/ Planned Medical leave etc. which will go for different approval stages.

26.6.2 New Fields /Modifications26.6.2.1 Text field for Contact address while on leave, leave contact details should be

mandatory26.6.2.2 All the fields as shown below will be available in system

26.6.2.3 Workflows



26.6.2.3.1 Employee will Initiate the Leave Application by choosing the leave type which is generic ( Annual, Sick without specifying paid or unpaid), Leave Start date and Number of days in which system has to calculate the End date automatically

26.6.2.3.2 Department Head Approves/Rejects the same26.6.2.3.3 HR will approve/reject based on the leave types and eligible days for the

employee. Here Actual leave type for the employee to be corrected by HR26.6.2.4 Alerts

26.6.2.4.1 Once Leave Application is finally approved it has send to Email/alert to employee

26.6.2.5 Special Notes26.6.2.5.1 Generic leaves for selection for employee while creating the application will be

a lookup from Leave Group Master which is linked to different leave types. For example Sick Leave Paid, Sick Leave(Unpaid), Sick Leave (Half Paid) all linked to one leave type called Sick Leave and similarly Annual leave with settlement, without settlement all will be associated with Annual leave.

26.6.2.6 Rules for KSA26.6.2.6.1 When employee selects his leave application, and the employee has served

18 months from the joining date or last application date, automatic checkbox of Exit/Reentry Paid has to be selected by system.

26.7 Duty Resumption Form

26.7.1 Functional DescriptionSame form will be used by employee to enter their resumption of duty from his last leave which will have different approval stages.

26.7.2 New Fields /Modifications26.7.2.1 All the fields as shown below will be available in system26.7.2.2 New Check box required for Approve With Pay/Without Pay if the employee

resume later than the expected date of return



26.7.3 Workflows26.7.3.1 Employee will initiate the Resumption form26.7.3.2 Line Manager will approve/reject same with Pay or without pay if the employee

is late from vacation26.7.3.3 Finally HR will approve/reject the resumption26.7.3.4 Duty resumption will not get approved if passport is not returned for the same

employee

26.8 Recruitment Requisition Form26.8.1 Functional Description

The same will be used by supervisor to initiate process of recruiting an employee for his department. This will go in to multiple stages of approval to start the recruitment process

26.8.2 New Fields/Modifications26.8.2.1 Once the required designation is selected system has to display the associated

grade as read only26.8.2.2 Instead of Basic/HRA/Allowance columns, new field required for proposed

salary range (text field)26.8.2.3 Work Location ( Lookup field from Location master)26.8.2.4 Working hours Straight or Shift ( Lookup from these 2 choices)26.8.2.5 Position Budgeted (Y/N)



26.8.3 Workflows26.8.3.1 Supervisor initiates the form26.8.3.2 Department head approves or rejects 26.8.3.3 The HR approves or rejects 26.8.3.4 Next level by Finance26.8.3.5 The CFO, COO,CEO,VP ( Top hierarchy) approves or rejects, to identify the

hierarchy system should store management hierarchy.26.8.4 Alerts

26.8.4.1 Once RRF is finally approved alert to recruitment team for Recruitment process

26.9 Employee Status Change Form26.9.1 Functional Description

Employee Status Change to be initiated by Line Manager for his employees whose probation period is over. On login to self service module by Line Manager System has to display the list of employees probation will complete in next 7 days and they open the entry and update the following fields and forward for approval.



26.9.2 Fields to be listed and Updated



Source Validations

Company Company Name A Y - Employee’s Company

-

Employee Employee Code and Name A Y - Employee Info -

Location Location Name A Y - Employee Location -

DOJ Date of Joining D Y - Employee’s DOJ -

Probation Start Probation Start Date D Y - Employee’s DOJ -

Probation Months

Probation Months N Y - Employee Info

Probation End Probation End Date D Y - Calculated DOJ+Probation Months

Probation Successfully Completed

Option to say Probation completed successfully

A Y Y Check box

Comments Comments/remarks A - - - -

Complete Complete Process - - - - Forward for Approval



26.9.3 Workflows26.9.3.1 Supervisor or line manager initiates this form26.9.3.2 Department Head Approves/Rejects the same26.9.3.3 HR will finally approve/Reject the same and send the confirmation

Letter/Rejection letter to employee ( Formats attached)26.9.3.4 Probation confirmation with increase in salary (promotion) additional salary to

be marked in remarks or view the Contract26.9.4 Alerts

26.9.4.1 Supervisor or Line Manager gets an alert for employees for whom probation confirmation to be done

26.10 Passport Release Request Form26.10.1 Functional Description

Employee will initiate the same for releasing his passport.

26.10.2 New Fields/Modifications26.10.2.1 Following fields are available as shown below

26.10.3 Workflows26.10.3.1 Employee will initiate the passport release request from self service26.10.3.2 Finance will approve/reject after verification of any inventory shortage.26.10.3.3 Line Manager will Finally Approve/Reject the same 26.10.3.4 For an approved request PRO will issue the passport

26.10.4 Alerts



26.10.4.1 Once Passport release request is finally approved by Line Manager system send an alert to PRO for issuing the passport and to Employee also.

26.10.5 Special Notes26.10.5.1 Once PRO receives the alert to issue the passport, passport release will happen

through passport tracking window where he has to choose the approved Release Request reference number.

26.11 Letter Requests Form26.11.1 Functional Description

Employee will request for any letters using the form available.

26.11.2 New Fields/Modifications26.11.2.1 Following fields are available as shown below

26.11.3 Workflows26.11.3.1 Employee will initiate the Request for any letter26.11.3.2 HR will Approve/Reject the same and provide actual report to employees

( Formats attached)26.11.4 Special Notes

26.11.4.1 For Letter Requests, option to limit to specified count per month26.11.4.2 Letter Request window to show a history button which will display the previous

requests for the same employee while approving the same by HR. Previous request details will be Date, Letter type and details.



26.11.4.3 Employee Master Payment details to have check box for “Issued Salary Transfer Letter”, if the same is ticked system should not allow requesting for Salary certificate again for another Bank.

26.11.4.4 Bank should be selection combo in Letter request window with the option of Others to enter the not listed Bank Name

26.12 Final Checklist Form26.12.1 Functional Description

This will be the form initiated by supervisor or line manager of employee once an employee resigned or terminated. Line Manager gets an alert before 7 days of employee’s last working day to initiate the Final checklist Form.

An Alert to HR is necessary if the form is not initiated by the line manager within 3 days of last day. HR can override and initiate this checklist if Line Manager has not initiated. If a checklist has already been issued by the line manager, HR should be alerted if they are trying to override so that only one checklist is circulated. If HR generates the checklist, the workflow will need to be adjusted to go through to start with the supervisor/line manager.

26.12.2 New Window for Clearance Master

New Window is required to store clearance Items for final checklist which will different for different departments. This window will be available in GEMS for defining the master items

26.12.3 - Field Attributes



Source Validations

Company Company Name A Y - Lookup from company master

-

Code Unique code for clearance Item A Y - Keyed No Duplicate

Name Clearance Item Name A Y - Keyed No Duplicate


-

Remarks Remarks A - - - -

26.12.4 Final Checklist Window – Checklist Tab - New Fields Attributes





Source Validations

Company Company Name A Y - Logged in Company -

Reference No Unique transaction No A Y - Auto No Duplicate

Date Transaction Date D Y Sys Date

Keyed -

Employee Employee Code & Name A Y - Look up from employee Master

-

Designation Designation Name A - - Display from Employee

Department Department Name A - - Display from Employee

Location Location Name A - - Display from Employee

DOJ Date of Join D - - Display from Employee

Last Working Day

Last working day for employee D - - Display from Settlement entry

Exit Status Status as Resigned or Terminated A - - Display from Settlement entry

Reason Exit Reasons A - - Display from Settlement entry

Generate Items Generate Items Process - - - - Process to generate the clearance Items in Items tab and to be clicked only once

Complete Complete Process Forward for approval

Once All clearance Items cleared only to get finally completed and approved

25.6.1 Checklist Items Tab - New Fields Attributes



Source Validations

Company Company Name A Y - Logged in Company -

Reference No Unique transaction No A Y - Displayed from Header

-

Employee Employee Code & Name A Y - Displayed from header

-

Clearance Item Clearance Item Name A Y - Generated by system

Clearance department

Department Name A Y - Generated by System -





Source Validations

Clearance User User Name A Y - Selection to show logged in User

Clearance Date Date D Y Sys Date Keyed -

Remarks Other Notes/Remarks A - - -

25.6.2 Workflows25.6.2.1 Initiated by Supervisor or Line Manager25.6.2.2 Next level Approval by IT25.6.2.3 Next Level Approval by Quality Department25.6.2.4 Next level approval by HR Department25.6.2.5 Finance Department25.6.2.6 PRO

25.6.3 Alerts25.6.3.1 Once Final Checklist is approved finally alert to Payroll department to Release

the final payment to employee25.6.4 Special Notes

For data update system has to display all items as read only for items not belonging to logged in User’s department

Final Approval to happen only if all clearance items are entered with date and status in second tab

25.7 Employee Training Registration25.7.1 Functional Description

Once Employee or Line Manager Login to self service system it has to display the Training programs to be attended for the employee ( based on his training profile and trainings entered in employee master- training tab) and the scheduled training programs. Scheduled Programs listed will show the capacity and balance seats available. Here employee will open the program and confirm his registration and once he registers for a program, same program should not be available for him for registration again. Once registered here it has to updated program Attendees details.

For the self-service level, the registration can be either at the profile level or the program/course level. If the employee chooses to register at the profile level, the system shall show the schedule for the 1st course in the sequence and auto-register the employee for the rest of the courses in the sequences.



If any of the programs/courses are not available within a profile in the sequence, the system shall not proceed and the employee needs to choose another starting date for the 1st program/course of the sequence.

25.7.2 Fields to be Listed


Mandatory

Default Value

Source Validations

Program Code Program Code A - - Displayed From Scheduled programs

Should display only the programs for the logged in employee and if any vacancy

Program Name Program Name from Training Master

A - - Displayed from Training Program

Trainer Trainer Name A - - Displayed from scheduled Program

Venue Venue Name A - - Keyed Displayed from scheduled Program

Max. Capacity Maximum Capacity N - - Displayed from scheduled Program

Booked Booked Numbers N - - Calculated based on the registered attendees

Available Available N - - Calculated To show Capacity-Booked

Scheduled Date Scheduled Date From & To A - - Show Date from & DateTo from Program

Register Register - - - - Button displayed to employee’s registration to the program and it has to update employee details to the Program Attendees data

25.8 Employee Performance Evaluation– Response Entry25.8.1 Functional Description

This window is used to capture the actual evaluation responses of Employee as well as line manager. When an employee or Line Manager log onto self service module system has to display the pending evaluation responses and they should be able to update the same.

25.8.2 Fields to be Listed



Field Name Description Type (A/N/D) Mandatory

Default Value

Source Validations

Company Company Name A - - Displayed From Evaluation Response Window

Should display only the pending Responses entry

Employee Employee Code & Name A - - Displayed From Evaluation Response Window

Evaluation Form Evaluation Form Name A - - Displayed From Evaluation Response Window

Evaluation Date Evaluation Date D - - Displayed From Evaluation Response Window

Once they open any item from the list following window to appear and do not display Manager response combo for Employees. Once data entered and saved and forwarded for approval same should not appear in the pending list.

25.9 Employee Absent / LWP Entry25.9.1 Functional Description

This window will be used by Line Managers to enter the absence details for his employees which will be used for payroll calculations. Line Manager will be able enter only employees of his department.

25.9.2 New Fields Attributes





Source Validations

Company Company Name A - - Displayed based on logged in employee’s company


For the displayed company and his department employees

Leave Type Type of Leave like Absent/LWP A Y - Lookup from Leave Types

Start Date Stat date of the leave D Y

No.of Days No of days of leave N - - Keyed/Calculated If Start Date and End date entered Days to calculate by system

End date End Date of Leave D - - Keyed/Calculated If Start Date and No of days entered End Date to calculate by system

Remarks Any extra comments A - - Keyed -

Completed Complete process - - - - -Once completed it has to affect payroll

25.9.3 Special Notes25.9.3.1 Any data entered through this window has to get automatically approved25.9.3.2 Start Date and End Date entered to display the number of days or Start Date

with Number of days to calculate End Date.

26 Alerts

26.6 Document Expiry Alert required before 30 days to Administrators ( For any specific documents or all)

26.7 Alert for Employees who’s dependent will be crossing 18 years of age 2 months in advance.26.8 Probation Confirmation alert to the Line Manager26.9 Alert to Employee and Line Manager if passport is not returned after 7 days of expected

Return Date26.10Absconded Employees who’s Visa to be cancelled.26.11Candidates Interview Scheduled26.12Duty Resumption not filled in after the expected return date.



26.13Resigned/Terminated Employees whose last working day is crossed but Settlement is not completed.

26.14Upon grade change, alert to the administrator to modify the air sector, insurance and leave days and other benefits.

26.15If the bank account is changed for an employee, then the system should give an alert to HR to inform the bank

27 Reports

27.6 Dependents Reports required to find any dependent that will be crossing 18.27.6.1 Parameter selection for the report will be Country, Company, Location, Department,

Grade, Employee and As On Date

Company Employee Code Name Department Location Dependant Relation DOB

27.7 Bank Transfer Letter to Emirates Bank Required: CSV/Excel Format collected from Axiom as shown below.

27.7.1 Parameter selection for the report will be Company, Location, Department, Grade, Employee and Payroll period



Emp# Name TR Curr. Account No Bank Email Description Amount Bank

1 MR. JOSEPH TR AED 00770000 EBI

2 MR. ABDUL TR AED 00800000 EBI

3MR. MOSTAFA

TR AED 003329000 EBI

4 MS. MONINA TR AED 003324000 EBI

27.8 Passport Release Acknowledgement Form Printout Required (Report Form Attached) and this will be available from window Print option.

27.9 Pay slip Format for UAE received , need to print 1 employee in one page ( Format Attached)27.9.1 Parameter selection for the report will be Company, Location, Department, Grade,

Employee and Payroll period

27.10Resigned/Terminated Employees whose last working day is crossed but Settlement is not completed.

27.10.1 Parameter selection for the report will be Company, Location, Department, Grade, Employee and As on Date

EmpCode Name

Department Resigned Date Reason/Remarks Last W.Day Amount to Pay

27.11Employee Listing Report with details of mobile given27.11.1 Parameter selection for the report will be Company, Location, Department, Grade,

Employee , Date From and Date To

EmpCode Name

Department Last Req. Date New Req.Date Model/Cost Details Remarks

27.12Employee Leave Register Report ( available in GEMS)27.13Report is required for department head to list Employee wise Disciplinary Actions taken

(available in GEMS)27.14Document Request Letters:



27.14.1 Salary Certificate Request for Account Opening ( Format Attached)27.14.2 Salary Certificate Request for Consulate ( Format Attached)27.14.3 Payroll Salary Transfer Letter ( Format Attached)27.14.4 Salary transfer letter for personal loan ( Format Attached)27.14.5 NOC for Consulate to get Visa ( Format Attached)27.14.6 NOC for Driving License ( Format Attached)27.14.7 Experience Letter ( Format Attached)

27.15Employees on Leave Report ( available in GEMS)27.16Probation Confirmation Report ( Change Status Details) (available in GEMS)27.17Transfer Report and Transfer Request Form

27.17.1 Parameter selection for the report will be Company, Transfer Type, Location, Department, Grade, Employee and Date Range

EmpCode Name Transf.type Date Department Grade Salary (Gross)

Dept From Dept To Current New Current New

27.18Letter requests reports (available in GEMS)27.19Workforce Report by Country/Company/Nationality/Gender /Department/ Grade/ All , This

has to show the employee count report with any combination of the above ( multiple grouping)

27.19.1 Parameter selection for the report will be Country, Company, Nationality, Gender, Department, Grade

27.19.2 Summary on any level of the above27.20Employee Turnover Report & Reason Analysis by Country

27.20.1 Parameter selection for the report will be Country, Company, Department, Grade , Month & Year

27.20.2 Report has to show Opening Balance and Closing Balance columns

MANPOWER LIST - DECEMBER 2008

Department TotalNew

Joiners Leavers % Resigned Terminated Redundancy Absconding

Transfer to other

country

Grand Total



EXIT Interview Analysis- DECEMBER 2008

Department Designation Resigned Terminated Reason

Reason1 Reason2 Reason3

Summary

27.21Insurance Eligible Employees in a month( ie employee is eligible to get insurance after a period as mentioned in Grade)

27.21.1 Parameter selection for the report will be Company, Department, Grade , and Date Range

EmpCode Name Gender DOB

Nationality

Designation

Department

Grade DOJ

Date of Eligibilit

y Category

27.22Nationality Summary ( Arab/Non Arab) - Format Attached27.22.1 Parameter selection for the report will be Country, Company, Arab or Non Arab

27.23Nationality Detailed ( Arab/Non Arab), Arab Nationality Count, Non Arab Nationality Count and Top Ten Nationalities ( Format attached)

27.23.1 Parameter selection for the report will be Country, Company, Arab or Non Arab



27.24Monthly Training Summary/Detailed Report 27.24.1 Parameter selection for the report will be Country, Company, Department and Year

Country/Company/Department

Trainings Attendance

Plan Conducted InvitedAttended (Qty & %)

Jan 11 82% 115 76%

Feb 21 43% 101 88%

Mar 13 77% 150 132%

Q1 45 67% 366 99%

Apr 24 88% 339 73%

May 20 75% 221 98%

Jun 22 91% 239 75%

Q2 66 85% 799 82%

Jul 22 45% 124 77%

Aug 19 79% 187 67%

Sep 13 85% 149 72%

Q3 54 70% 460 72%

Oct 20 85% 191 88%

Nov 25 124% 305 86%

Dec 9 44% 82 80%

Q4 54 127% 578 127%

YTD 165 87% 1625 95%

27.25Yearly Performance Evaluation Report27.25.1 Parameter selection for the report will be Company, Department, Grade, Employee and

Year

EmpCode Name

Department Manager Performance Score Grade Remarks

Last Year Current Year Current New



27.26Payroll Reports27.26.1 Loan Balance Report27.26.2 Parameter selection for the report will be Company, Department, Location, Employee

and As on Date

Loan Balance Summary Report

EmpCode NameDepartmen

tTotal Loan

AmtLoan

Balance 0-30 31-60 61-90 91-120 121-150Above 150

Grand Total 0 0 0 0 0 0 0 0

27.26.3 Leave Provision Report ( available in GEMS)27.26.4 Leave Salary paid and leave salary accruals Analysis27.26.5 Parameter selection for the report will be Company, Department, Location, Employee

and Date Range

EmpCode Name

Department Location

Pay Date Leave Ref Leave Start Leave End

Amount

Grand Total

27.26.6 Miscellaneous allowances/ Monthly Deduction Details Report ( available in GEMS)27.26.7 Advance Salary Given for any month ( Available in GEMS)27.26.8 Increments for a month27.26.9 Parameter selection for the report will be Company, Department, Location, Employee

and Date Range

EmpCode Name

Department Location

Effective Date

Increment Amount

Increment Arrears

Grand Total

27.26.10 Overtime ReportVersion 1.0 Page # 59 Raqmiyat/Gems Project (Template QM01-T1)


27.26.11 Parameter selection for the report will be Company, Department, Location, Employee and Date Range

EmpCode Name

Department Location

OT Normal Hrs OT Double Hrs Total Amount

Grand Total

27.26.12 Airfare Analysis ( available in GEMS)27.26.13 Resigned/Terminated Employees Salary and gratuity27.26.14 Parameter selection for the report will be Company, Department, Location,

Employee and Date Range

EmpCode Name

Department Location

Pay Date LWDay Reason Salary Gratuity

Grand Total

27.26.15 Internal Transfer IN to a department and salary27.26.16 Parameter selection for the report will be Company, Department, Location,

Employee and Payroll Period27.26.16.1

27.26.17 Salary Arrears Details in a month ( for New joiners & resumption after cutoff date).

27.26.18 Parameter selection for the report will be Company, Department, Location, Employee and payroll Period

EmpCode Name

Department Location Resumption/Join Date No.of Days Salary

Grand Total



27.26.19 New joiners in a month & their Salary27.26.20 Parameter selection for the report will be Company, Department, Location,

Employee and Payroll Period

EmpCode Name

Department Location DOJ No.of Days Salary

Grand Total

27.26.21 Staff Cost Report ( Detail, Summary on Department and Location)27.26.22 Parameter selection for the report will be Company, Department, Location,

Grade, Employee and Date Range

EmpCode NameDepartmen

t Location Salary Leave Salary Air TicketOther

EarningsTotal

Amount

Grand Total

27.26.23 Monthly Withholding Report27.26.24 Parameter selection for the report will be Company, Department, Location,

Grade, Employee and Payroll Period

EmpCode Name

Tax Amount

Ins.Amt Employee

Ins. Amt Company

Designation

Emergency (1%)

Total Amount

Grand Total

27.26.25 Consolidated Salary Summary Report in Currency AED ( which is reporting currency)

27.26.25.1 Parameter selection for the report will be Country, Company, Department, Location, Grade, and Date Range



27.26.26 Payroll Allocation Report ( based on the % allocation at employee master)27.26.27 GEMS to GL Comparison Report. This report will be used to verify data from

GEMS against the oracle GL.

27.26.27.1 The Parameter selection for the report will be Company, Location, Division, Brand, and Processing Period and it shall display all the Earnings and Deductions components as interfaced at a detailed level

28 Interface Requirements28.6 Company/Location/Division/Brand Data

28.6.1 All the mentioned data will be created in Oracle with Proper link between Company/Location/Brand

28.6.2 Axiom will provide views on the same so that GEMS can pull the data from Oracle28.6.3 Existing data of these masters will be provide by Axiom finance team in excel format so

that same can be imported to GEMS when the implementation starts 28.6.4 GEMS has to pull the data with start date and End date which shows the status of the

master data, if there is any end date the same has to be marked in GEMS to identify the inactive data

28.6.5 AXIOM needs a new report of Employee Master which doesn’t have the proper hierarchy details



28.7 Employee Code Generation

28.7.1 New Employee Creation will be from GEMS28.7.2 Using Oracle API procedures it will pull the required data from GEMS28.7.3 Fields that will be transferred to Oracle HRMS are GEMS Employee Code, First Name,

Middle Name, Last Name, Title, Gender , DOB and Location Name 28.7.4 Any modifications to the mentioned field’s value to be updated to Oracle from GEMS

using Interface28.7.5 Once Employee’s Status becomes In Active status in GEMS (

Resigned/Terminated/Absconding/Ex Employee) the same has to be updated in Oracle with end date

28.8 Month end Postings28.8.1 In GEMS each component of salary will have an Expense account ,Liability Account and

Liability Account for Hold Salary associated which will be defined in earnings/deduction master window

28.8.2 Data that will be posted to Finance are

28.8.2.1 Monthly Salary ( Gross) - All Elements/components of the salary breakdown information shall be captured into different GL Accounts (ex Basic, HRA,

Transportation, etc).

28.8.2.2 All Earnings (like Commission, other allowance)28.8.2.3 All Deductions ( Loan, Inventory Shortage, Telephone)28.8.2.4 Provision for Airfare (Location wise)28.8.2.5 Provision for Leave Salary (Location wise)28.8.2.6 Provision for Gratuity (Location wise)28.8.2.7 Reversal of Leave Salary when it is paid to employee28.8.2.8 Reversal of Gratuity when it is paid to employee28.8.2.9 Reversal of Airfare when it is paid to employee28.8.2.10 For Salary components posting will at summary level for Company, Account,

Location, division, brand combination28.8.2.11 For Earnings which are not fixed and for all deductions posting to GL has to be

employee wise

28.8.2.12 For Leave Salary and Gratuity provisions system will recalculate the amount each month based on the current salary and the difference will be posted in the current month and it will be Location wise

28.8.2.13 Every element of the Salary information whether it is a payment, deduction, or withholding, or expense shall be recorded into the GL under a separate account code.

28.8.2.14 GEMS shall have the ability to define additional fields for additional or extra-ordinary payments, such as arrears, and once defined, the system shall have the capability to define the GL account code to which it will be charged.



28.8.3 Postings

Monthly Salary Components Debit Credit

Total Monthly Salary Salary Payable ( Liability)

Earnings ( Like HRA, Transport, Commission) Salary Account ( Expense)

Deductions ( like Loans, Telephone, Inventory) Salary Account ( Expense)

Provision for Leave Salary Leave Salary ( Expense) Prov. For Lave Salary ( Liability)

Provision for Gratuity Staff Gratuity ( Expense) Prov. For Gratuity ( Liability)

Provision for Airfare Staff Airfare ( Expense) Prov. For Airfare ( Liability)

28.8.3.1 Monthly Salary & Accruals

Monthly Salary Entry has to be interfaced Location wise into different expense component account; also the liability account has to be passed location wise.

Sample Entry for Axiom Telecom UAE, where the company code is 10

10.6002.01101.20.01 100 (Basic Salary)

10.6003.01101.20.01 20 (HRA)

10.6004.01101.20.01 30

10.6002.01102.20.01 100

10.3274.01101.20.01 150 (Net salary payable account)

10.3274.01102.20.01 100

Accruals for Leave, Air ticket and Gratuity should also be passed location wise (for expense as well as Liability)



10.6176.01101.20.01 100 (Vacation Pay Expense)

10.3275.1101.20.01 100 (Vacation pay payable)

28.8.3.2 Location Transfer ( transfer of an employee from Location1 to Location2)

Accruals up to last month ( Gratuity, Airfare, Leave Salary) to be reversed first. For the current month accruals will be to the latest location of employee (location2). If there is any salary change the difference will be posted to location2 expense.

Dr Accrual (Balance Sheet Account) transferring location 1

Cr. Accrual (Balance Sheet Account) transferred location 2

28.8.3.2.1 If any Salary changed

Dr Accrual (Balance Sheet Account) transferring location 1 (as of previous month)Cr. Accrual (Balance Sheet Account) transferred location. 2 (as of previous month)

Dr. Accrual (Expense account) transferred location- for diff in salary in location 2

Cr Accrual (Balance Sheet Account) in location 2 for that month movement

28.8.3.2.2 If Grade Changed

All accrual has to be recalculated based on the entitlement of the new grade and adjustment takes place in the current month in the latest location of the staff.

28.8.3.2.3 When accruals are utilized or paid

For leave salary /air ticket/Gratuity -System should pass entry to reverse the accrual Location wise and Credit Net Salary Payable

DR.10.3275.01101.20.01 (leave/Air ticket accrual B.S)

CR.10.3274.01101.20.01 (Net salary payable account)



Note: the accrual monthly entry (expense & balance sheet) for that month should not be effected with payment or utilization, it should be interfaced based on the monthly payroll calculation.

28.8.3.2.4 Final Settlement

Once a staff is leaving the company the entry should adjust the accruals based on the final settlement.

Case 1.

Resignation of employee:

System need to check if the employee is authorized to cash his gratuity based on the country labor law,

Example: employee working for 11 months & accruals has been provisioned for the same, now since he has resigned the provision need to be reversed & cancelled without being paid (gratuity in this case).

Case 2.

Termination:

If company agree to pay extra months, system should add the accruals for these months, pass the monthly entry in the current month (all extra months paid), & accruals adjustment passed once payment is done. For example all accruals and expenses up to the last date have to be posted to the current month. Employee Settlement for Final Settlement should allow to do settlement up to a future date, but payment in a specified Date (Case exists when company terminates an employee saying that 3 months’ salary will be paid but he has leave the company next date)



25.6 Employee Company Transfer Postings

25.6.1 Posting needed for Company transfer records to reverse the accruals in current company and insert the same accrual to the new company

25.6.2 System should pass entries for the same in the transfer company. In other words, when an employee transfers, the accrual should be reversed and the same shall be transferred to the inter-company account

26 System Security

Gems have Company / User Role/ User/ Table / field level security enabled. AXIOM needs data level security filter for Country and Company. If a user has got rights to see multiple companies, reporting should be possible for all those companies in that User login. Workflow and Alert definitions will be at company level as different companies will have different approval authorities and hierarchy.
