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Department of Finance
Government of Bihar
Comprehensive Financial Management System (CFMS)
Training Manual of Employee Maintenance & Pay Bill
Government Industry Solution Unit (ISU)
January, 2019
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TABLE OF CONTENTS
1. GETTING STARTED ...................................................................................................................... 4
2. Introduction ............................................................................................................................... 5
2.1 Purpose ........................................................................................................................ 6
3. Login to CFMS Application .......................................................................................................... 7
4. Creating Group ........................................................................................................................... 8
5. Modify Migrated Employees Details ......................................................................................... 11
6. New Employee Creation ........................................................................................................... 21
7. Grouping the Employees ........................................................................................................... 22
7.1 Allocate Employee....................................................................................................... 22
7.2 Un-Allocate Employee ................................................................................................. 23
8. Annual Salary Increment .......................................................................................................... 24
9. Employee Promotion ................................................................................................................ 25
10. Recovery from Employee Salary ............................................................................................ 26
11. Suspend Employee ................................................................................................................ 27
11.1 Suspend Employee ...................................................................................................... 27
11.2 Modify Subsistence Allowance .................................................................................... 28
11.3 Revoke Suspension ...................................................................................................... 29
12. Active/Inactive Employee ...................................................................................................... 30
12.1 Making Employee Inactive in system ........................................................................... 30
12.2 Making Employee Active in system .............................................................................. 31
13. LPC OUT ................................................................................................................................ 32
14. LPC IN ................................................................................................................................... 33
15. Employee Loan ..................................................................................................................... 34
15.1 Loan Application Initiate.............................................................................................. 34
15.2 Interest Recovery Calculation ...................................................................................... 35
15.3 Loan Waiver ................................................................................................................ 36
16. Regular Monthly Salary Bill ................................................................................................... 37
17. Advance Pay Bill ................................................................................................................... 40
18. Earned Leave Encashment Bill ............................................................................................... 42
19. GLOSSARY ............................................................................................................................. 45
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List of Figures Figure 1 : CFMS Application Login Screen ..................................................................................................................7 Figure 2 : CFMS Application E-Billing Module Icon ....................................................................................................7 Figure 3 : Group Creation Screen ...............................................................................................................................8 Figure 4 : Group Creation in Tasklist – View Details ...................................................................................................9 Figure 5 : Group creation Forward Next level ............................................................................................................9 Figure 6 : Group creation – e-sign approved Group ................................................................................................ 10 Figure 7 : Group creation – Existing Groups ............................................................................................................ 10 Figure 8 : Employee Maintenance – Tasklist & Common Bucket ............................................................................ 11 Figure 9 : Employee Maintenance – Assigned Employee in Tasklist ....................................................................... 11 Figure 10 : Employee Maintenance – Modify General details ................................................................................ 12 Figure 11 : Employee Maintenance – Family details ............................................................................................... 14 Figure 12 : Employee Maintenance – Bank Account details ................................................................................... 14 Figure 13 : Employee Maintenance – Earning details ............................................................................................. 15 Figure 14 : Employee Maintenance – Deduction details ......................................................................................... 16 Figure 15 : Employee Maintenance – Forward request to next level ..................................................................... 17 Figure 16 : Employee Maintenance – Approve Employee Details .......................................................................... 19 Figure 17 : Employee Maintenance – E-sign approved Employee .......................................................................... 20 Figure 18 : Allocate Employee Screen ..................................................................................................................... 22 Figure 19 : Un-Allocate Employee Screen ............................................................................................................... 23 Figure 20 : Annual Salary Increment Screen ........................................................................................................... 24 Figure 21 : Promotion Screen .................................................................................................................................. 25 Figure 22 : Recovery from Employee Salary Screen ................................................................................................ 26 Figure 23 : Suspend Employee Screen..................................................................................................................... 27 Figure 24 : Modify Subsistence Allowance Screen .................................................................................................. 28 Figure 25 : Revoke Suspension Screen .................................................................................................................... 29 Figure 26 : Inactive Employee Screen ...................................................................................................................... 30 Figure 27 : Active Employee Screen ........................................................................................................................ 31 Figure 28 : LPC Out Screen ...................................................................................................................................... 32 Figure 29 : LPC IN Screen ......................................................................................................................................... 33 Figure 30 : Loan Application Initiate Screen ............................................................................................................ 34 Figure 31 : Interest Recovery Calculation Screen .................................................................................................... 35 Figure 32 : Loan Waiver Screen ............................................................................................................................... 36 Figure 33 : Regular Monthly Salary Screen.............................................................................................................. 38 Figure 34 : Employee Salary Details Screen............................................................................................................. 39 Figure 35 : Expenditure Sanction - Advance Pay Bill Screen ................................................................................... 40 Figure 36 : Advance Pay Bill Screen ......................................................................................................................... 41 Figure 37 : EL Encashment - Expenditure Sanction Allotment Details Screen ........................................................ 42 Figure 38 : Earned Leave Encashment Screen ......................................................................................................... 43
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1. GETTING STARTED This Group provides information for accessing the application. Browser Requirements – The URL is compatible with all versions of Google Chrome Accessing CFMS Portal: https://cfmstraining.bihar.gov.in/ Note: This is the link for training purpose only. The link for production will be notified by the responsible
authorities in due time.
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2. Introduction
➢ This module corresponds to all the processes and its related functionalities which are required for Pay Bill Generation of the employees whose salary has to be disbursed by GoB.
➢ Activities used in Employee Maintenance and Pay Bill Module:-
o Employee Maintenance (Maker) – Can initiate following requests and Forward the request to
Checker.
▪ Group Creation ▪ Employee Maintenance ▪ Allocate Employee ▪ Annual Salary Increment ▪ Promotion of Employee ▪ Recovery from Employee Salary ▪ Suspend Employee ▪ Inactive/Active Employee ▪ LPC Out ▪ LPC In ▪ Employee Loan Application
o Employee Maintenance (Checker) – Can verify the request and forward to Approver or send
back to Maker for correction or Initiate the New Request.
o Employee Maintenance (Approver) – Can send back, reject, approve and e-Sign the Request.
o Bill Preparation including Pay Bill (Maker) – Can initiate following bills and Forward the request to Checker. ▪ BTC-17 – Regular Monthly Salary Bill ▪ Employee Advance Pay ▪ EL Encashment
o Bill Preparation including Pay Bill (Checker) – Can Verify the request and forward to Approver or
send back to Maker for correction or Initiate the New Request.
o Bill Preparation including Pay Bill (Approver) – Can send back, reject, approve and e-Sign the Request.
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2.1 Purpose
The purpose of the Employee Maintenance & Pay Bill training manual is to facilitate the trainers to understand the functionality of modifying the Migrated Employee data from CTMIS, Creating New Employee and Creating Group in which employee will be tagged for salary bill. This training manual will also facilitate the master trainers to understand the system usability how the system will facilitate the users to generate the Salary Bill, EL Encashment Bill and Advance Pay Bill associating it with other related processes which are used in generating these bills. Based on the details saved in Employee Maintenance module, the Salary Bill, EL Encashment Bill and Advance Pay Bill of the Employee will be prepared.
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3. Login to CFMS Application
Step 1- Login in application with Maker Login id
➢ URL of the Application https://cfmstraining.bihar.gov.in (Will be used only for training purpose).
➢ Enter the application Login id and password of Maker.
Figure 1 : CFMS Application Login Screen
Step 2- Click on the E-billing Icon
Figure 2 : CFMS Application E-Billing Module Icon
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4. Creating Group
➢ Group Creation is a pre –requisite for Creating New Employee or Modifying Migrated Employee from CTMIS database. Employee will be tagged to a particular Group during Employee creation itself based on which Pay Roll of the Employee will be generated.
Step 3- Click on Group Creation link under the menu to create Group In Group Creation screen Office Name will get auto-populated based on the user login, and user will create new Group by selecting HOA from Head of Account LOV icon and click on ‘Save’ button.
E-billing -> Employee Maintenance -> Group Creation
Figure 3 : Group Creation Screen
Step 4- Click on the Task List to Forward Created Group to next level
E-billing -> Employee Maintenance -> Task List
>For New Group Creation For New Section Creation select the Head of account and Assign the Section name then click the Save button.
This section shows the already created groups under the Assign Office to the user.
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Figure 4 : Group Creation in Tasklist – View Details
Figure 5 : Group creation Forward Next level
Step 5- Now Login with Checker Login id
➢ Follow the same Steps as mentioned above o Click on the Task List o Then click on the view details o Checker can modify the details and Forward the request to Approver.
Step 6- Login with Approver Login id to approve the request
➢ Follow the same Steps o Click on the Task List o Then click on the view details o Approver reviews the request and makes it approved.
Step 7- e-sign the approved request
➢ Followed the same Steps o Click on the Task List
Select the Checker to whom request want to forward then Click on the Forward Button
Below screen appeared after clicking the View Details.
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Figure 6 : Group creation – e-sign approved Group
Step 8- Login with Maker login id to view the Newly Created Groups
➢ Click on e-billing -> Employee Maintenance -> Group Creation
Created Group will appear in existing Groups.
Figure 7 : Group creation – Existing Groups
> Select the ‘Radio’ button and click on ‘E-Sign Transaction’ button to sign the approved Section. > Approved and E-Sign section will be shown in Existing Section details.
This section shows the already created groups under the Assign Office to the user.
Below screen appeared after clicking the View Details. It’s shown all pending request for e-sign.
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5. Modify Migrated Employees Details
➢ Modification of Employee data by capturing the Employee General Details, Family Details, Bank Account Details, Employee Earning Details and Employee Deduction Details.
Step 9- Login with Maker login id to modify the migrated Employee details
➢ Click on e-billing -> Employee Maintenance ->Tasklist
Figure 8 : Employee Maintenance – Tasklist & Common Bucket
Figure 9 : Employee Maintenance – Assigned Employee in Tasklist
Below screen appeared after clicking the e-billing Module icon. It’s shown all pending tasks and the common bucket.
> Common Bucket is shown, where Office wise employees appeared as Migrated from CTMIS. > Maker will have option to assign employees to their own task list for further action clicking on “Assign to Self ” hyperlink
> Once user assigns the employee in worklist, selected employee appeared in this list. > click on the view/modify details hyperlink in the worklist to further modify the employee details as per New CFMS application
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Figure 10 : Employee Maintenance – Modify General details
Verify and modify the employee details. Here Employee Details shown in different tabs. So first you verify/ modify the one tab details then click on save before clicking on the other tab. Once the details verified / modified and saved of all tabs then forward the request to checker for verification.
Selected employee details appeared for modification. Now user can modify the existing information. Modify/add employee details.
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✓ Employee General Details o Employee Information o Service Type: - To select the service type from drop down below table to be referred. The
same is accessible in application upon mouse roll over on help icon beside the Service type field.
Help
Service Type "Default Migrated" must be changed to any of the following accordingly as per details mentioned in Remarks:-
Employee Type :- Permanent Service Type Service Description Remarks
AIS All India Service In Case Employee belongs to IAS, IPS and IFS.
CGVT Central Govt. Employees Entire Central Govt. Employees working under Bihar Govt.
SGVT State Govt. Employees Entire Bihar State Govt. Employees.
JUD Judiciary For Hon'ble Chief Justice, High Court Judges and Lower Court Judges.
Employee Type :- Temporary Service Type Service Description Remarks
MIN Ministers For Chief Ministers and Ministers.
MOL Member of Legislature For MLA/MLC and Ministers.
Others Contractual Only for Contractual Employees who gets fixed salary
Others Members of Commission Employees who joined as Members of Commission.
Others Re-Employed Employees who are re-employed in state Govt. post their retirement.
Others Staffs of Minister For Employees who all are appointed by ministers.
Others Nigam Board Employees - Deputed For Employees who are deputed in GoB and getting salary from Treasury.
o Pay Entitlements and o Employee Address Details
✓ Family Details:-
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Figure 11 : Employee Maintenance – Family details
✓ Bank Account Details
Figure 12 : Employee Maintenance – Bank Account details
✓ Employee Earning Head Details o As on Date* (Mandatory, Date Field): - The effective salary of the employee as on date to be
selected. o Pay Slip Applicable (Flag): - To be selected, if Pay Slip is applicable.
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o Pay Slip Issuing Authority (Drop Down, AG, FD -Pay Slip Section): - To be selected, if pay Slip applicable flag is selected.
o Pay Slip No. (Manual Entry): - To be manually entered, if pay Slip applicable flag is selected. o Basic Pay will be manually entered here which should be under range of Pay Scale given in
the Pay Entitlement Section of Employee General Details o Grade Pay will be enabled based on the Pay Entitlement given on Employee General Details
Tab o Dearness Allowance Rate will be auto populated from the Employee General Details Tab and
amount for this head will be auto calculated based on rate given o House Rent Allowance Rate will be auto populated from the Employee General Details Tab
and amount for this head will be auto calculated based on rate given o Medical Allowance will be auto populated from the Employee General Details Tab o Special Pay, Festival Advance, Other Allowance, Transport Allowance and Dearness Pay will
be manually entered here o Gross Earning Amount will be auto calculated based on the Earning Head Amount
Figure 13 : Employee Maintenance – Earning details
✓ Employee Deduction Head Details:- o Deduction Head will show the Salary Deductions o Deduction Head amount will be manually given here o Gross Deduction Amount will be auto calculated based on the Deduction Head Amount o Net Earning Amount will be the auto calculated which is the difference of Gross Earning
Amount & Gross Deduction Amount
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Figure 14 : Employee Maintenance – Deduction details
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Step 10- Forward the Request by maker to checker
➢ Click on the task List (e-billing->Task List) ➢ Saved record appeared in the Task List ➢ Click of the View Details link to forward the request to Checker
Figure 15 : Employee Maintenance – Forward request to next level
Select the Checker to whom request want to forward then Click on the Forward Button
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Step 11- Login with Checker login id to verify/Modify the Employee details and forward to approver
➢ Follow the same steps as mentioned above o Go to Task list (e-billing-> Task list) o Click on the view/modify link o Employee Details appeared o Verify / Modify the request then Forward request to approver
Step 12- Login with Approver login id to approve the Employee details
➢ Follow the above steps o Go to Task list (e-billing-> Task list) o Click on the view/modify link
➢ Approver will not modify the Employee details as received from maker/checker in its worklist.
➢ Approver has only the privilege to Approve/E-Sign/Send For Revision/Reject the request
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Figure 16 : Employee Maintenance – Approve Employee Details
Once approve button is clicked by the approver System will give the message ‘Employee Details approved successfully but not e-Signed. Please go to task list for e- Signed’ on successful approval of the employee request
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Step 13- E-Sign the approved request by the approver
➢ Approver click on the task (e-billing - > Task List) ➢ Pending e-sign request appeared in task list
Figure 17 : Employee Maintenance – E-sign approved Employee ➢ Note: - In future, if any Updation in Employee data is required then, Maker will go to its own common
Bucket and click on assign to self-hyperlink and will follow the same steps as stated above.
> Select the ‘Radio’ button and click on ‘E-Signed Transaction’ button to approve the employee details > E-Sign the transaction.
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6. New Employee Creation
➢ Modification of Employee data by capturing the Employee General Details, Family Details, Bank Account Details, Employee Earning Details and Employee Deduction Details.
Step 14- Login with Maker id to Create New Employee
➢ Click on e-billing -> Employee Details ➢ Employee Details Form will be open to fill the Details of Employee ➢ Followed the same process as modification for further approval.
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7. Grouping the Employees
7.1 Allocate Employee
Step 15 - Click on Allocate Employee link under the menu tree to allocate an employee to a particular group who all are unallocated in office.
E-billing -> Employee Maintenance Maker/Checker -> Allocate Employee
Figure 18 : Allocate Employee Screen
>For Allocating an Employee to Group Select action required as allocate employee and click on retrieve Employees button.
This section shows all un-allocated employees in the office.
Click on LoV icon to allocate the employee in respective group.
Click on save button to save the transaction.
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7.2 Un-Allocate Employee
Step 16 - Click on Allocate Employee link under the menu tree to un-allocate an employee from a particular group. E-billing -> Employee Maintenance Maker/Checker -> Allocate Employee
Figure 19 : Un-Allocate Employee Screen
✓ Note :- Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification checker and approval & e-sign at approver level for finally making the transaction active in system.
>For Un- Allocating an Employee from Group Select action required as un-allocate employee, group and Employee and then click on retrieve Employees button.
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8. Annual Salary Increment
Step 17 - Click on Annual Salary Increment link under the menu tree to give annual salary increment to the employees In Annual Salary Increment Screen Office Name will get auto-populated based on the user login, and user will select the service type and then pay commission for which increment is to be done. Once .Clicking the “Retrieve Employees” button all the employees in this office in selected category will get populated. User may select the stop increment check box to stop the increment against a particular employee. User will click on “Apply Increment” button to change the basic salary of the employee.
E-billing -> Employee Maintenance Maker/Checker -> Annual Salary Increment
Figure 20 : Annual Salary Increment Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Annual Salary increment to employee Select service type & pay commission and click on retrieve Employees button.
All Employees under selected categories will be retrieved and shown in this grid. Select stop increment checkbox to stop the annual increment against an employee if required.
Click on “Apply Increment” button to save the revised Basic Pay of the employees. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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9. Employee Promotion
Step 18 - Click on “Promotion” link under the menu tree in case if Salary of the employee needs to be revised due to promotion. E-billing -> Employee Maintenance Maker/Checker -> Promotion
Figure 21 : Promotion Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Employee Promotion Select Employee ID & effective from date click on search button to retrieve the employee whose salary needs to be revised due to promotion.
> Promotion History In Promotion history, User can see the Employees promotion history details as done in CFMS.
> Pay Entitlements Pay Entitlements details as stored in employee maintenance will be retrieved. Modify the details as per the promotion order.
Click on “Save” button to save the revised promoted details of the employees. Click on “Pay Slip” button to upload pay slip as issued by AG or FD Pay Slip section if applicable. Click on “Forward Button” to forward the request to next level.
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10. Recovery from Employee Salary
Step 19 - Click on “Recovery from Employee Salary” link under the menu tree in case any recovery from salary of the employee is to be done against either “Book Transfer to a HoA” or “Transfer to a Payee” as per any official order. E-billing -> Employee Maintenance Maker/Checker -> Recovery from Employee Salary
Figure 22 : Recovery from Employee Salary Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Recovery from Employee Salary Select Employee ID, from date and to date click on search button to retrieve the employee against which the recovery from salary needs to be done.
> Transfer to Payee Select Payee as maintained in Payee management, to which the amount needs to be transferred. Enter the monthly amount which is to be transferred.
> Book Transfer recovery Select BT Head as maintained in BT master, to which the amount needs to be transferred. Enter the monthly amount which is to be transferred.
Click on “Save” button to save the recovery details from employee salary. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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11. Suspend Employee
11.1 Suspend Employee
Step 19 - Click on “Suspend Employee” link under the menu tree in case if the Salary of the employee needs to be generated based on subsistence allowance. E-billing -> Employee Maintenance Maker/Checker -> Suspend Employee
Figure 23 : Suspend Employee Screen
> Allowance rate (as per order) Enter the order no., w.e.f. and allowance rate as per the official order to constitute the Subsistence Allowance.
Click on “Save” button to save the recovery details from employee salary. Click on “Pay Slip” button to upload pay slip as issued by AG or FD Pay Slip section if applicable. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
>To Suspend an Employee Select Service Type and Employee Name, click on retrieve employee button to retrieve the employee against whom suspension process to be initiated.
> Suspended History In Suspended history, User can see the Employees history of suspension details of the selected employee as done in CFMS.
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11.2 Modify Subsistence Allowance
Step 20 - Click on “Suspend Employee” link under the menu tree, search the suspended employee whose subsistence allowance needs to be modified for salary generation as per official order. E-billing -> Employee Maintenance Maker/Checker -> Suspend Employee
Figure 24 : Modify Subsistence Allowance Screen
> Modify Subsistence Allowance Search and retrieve the Employee who is already been suspended in System previously. Click on Modify Subsistence Allowance butto
> Modify Allowance rate (as per order) Enter the order no., w.e.f. and modified allowance rate as per the official order to constitute the modified Subsistence Allowance.
Click on “Save” button to save the recovery details from employee salary. Click on “Pay Slip Details” button to upload pay slip as issued by AG or FD Pay Slip section if applicable. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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11.3 Revoke Suspension
Step 21 - Click on “Suspend Employee” link under the menu tree, search the suspended employee whose suspension has to be revoked for salary generation against actual salary as per official order.
Figure 25 : Revoke Suspension Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
> Revoke Suspension Search and retrieve the Employee who is already been suspended in System previously. Click on Revoke Suspension button.
Click on “Revoke Suspension” button to save the recovery details from employee salary. Click on “Pay Slip Details” button to upload pay slip as issued by AG or FD Pay Slip section if applicable. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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12. Active/Inactive Employee
12.1 Making Employee Inactive in system
Step 22 - Click on “Employee Active/Inactive” link under the menu tree in case has to be made inactive manually in system due to Termination, Voluntary Retirement, Dismissal, unforeseen event and so on. E-billing -> Employee Maintenance Maker/Checker -> Employee Active/Inactive
Figure 26 : Inactive Employee Screen
>For making Employee Inactive in system Select Employee ID click on retrieve button to retrieve the employee who has to be marked as inactive in system manually. Retrieve Employee details will be shown as maintained in System. Enter order no., Order Date, Reason for service completion and Remarks. Click on Inactive button to inactive the employee in system.
Click on “Inactive” button inactivate the employee in system. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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12.2 Making Employee Active in system
Step 23 - Click on “Employee Active/Inactive” link under the menu tree in case has to be made active manually in system due to any reason.
Figure 27 : Active Employee Screen
✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For making Employee active in system Select Employee ID who is already inactive in system, click on retrieve button to retrieve the employee who has to be marked as active in system manually. Retrieve Employee details will be shown as maintained in System. Enter order no., Order Date, Reason for activating employee and Remarks. Click on active button to active the employee in system.
Click on “active” button inactivate the employee in system. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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13. LPC OUT
Step 24 - Click on “LPC OUT” link under the menu tree in case if any transferred whose LPC Out request is generated and going to join a new office. E-billing -> Employee Maintenance Maker/Checker -> LPC OUT
Figure 28 : LPC Out Screen
✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Issuing LPC Out Select Employee to who has been transferred and LPC out needs to be issued. LPC Out ID can also be selected against to search an employee whose LPC Out request has been generated from this office. Click on Search button to retrieve the employee details as maintained in system. Enter the release out details as required for issuing the LPC Out as per official order.
Click on “Save” button. Click on “Refresh” button to reset the details entered.
Click on following buttons to see the details as:- Last Salary details Details of Recoveries Salary of Financial Year Pay Slip History (if any)
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14. LPC IN
Step 25 - Click on “LPC IN” link under the menu tree in case if any transferred whose LPC Out request is generated and going to join a new office. E-billing -> Employee Maintenance Maker/Checker -> LPC IN
Figure 29 : LPC IN Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Issuing LPC In Select Employee in office where employee has reported and whose LPC out has been initiated in system. Click on Search button to retrieve the employee release out details as maintained in system. Enter the joining details as required as per official order.
Click on “Save” button. Click on “Forward” button to send the request at next level.
Click on following buttons to see the details as:- Last Salary details Details of Recoveries Salary of Financial Year Pay Slip History (if any)
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15. Employee Loan
15.1 Loan Application Initiate
Step 26 - Click on “Loan Application Initiate” link under the menu tree E-billing -> Employee Maintenance Maker/Checker -> Loan Application Initiate
Figure 30 : Loan Application Initiate Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
✓ The details as approved by Office Employee maintenance Approver and e-signed will be made available in Loan Processing Maker worklist in FD to further review and approval of the Loan Application. Application will be finally approved and e-signed by Loan Processing Approver in finance department which will be available for processing the BTC 46 -Loan Bill for disbursement of Loan Amount to employee.
>For Initiating Loan Application Select Employee against whom the Loan Application needs to be initiated. Employee details will be populated as maintained in system. Fill in the Employee loan information.
Click on “Save” button to save the loan information in system. Click on “Attachment” button to upload any document if any. Click on “Generate Report” button to generate the Loan Application report. Click on “Forward Button” to forward the request to next level.
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15.2 Interest Recovery Calculation
Step 27 - Click on “Loan Application Initiate” link under the menu tree in case if any transferred whose LPC Out request is generated and going to join a new office. E-billing -> Employee Maintenance Maker/Checker -> Interest Recovery Calculation
Figure 31 : Interest Recovery Calculation Screen
>For Initiating Interest Recovery Calculation Select Employee against whom the Interest Recovery needs to be initiated. Employee details will be populated as maintained in system. Fill in the details required.
Click on “Save” button to save the loan information in system. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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15.3 Loan Waiver
Step 28 - Click on “Loan Application Initiate” link under the menu tree in case if any transferred whose LPC Out request is generated and going to join a new office. E-billing -> Employee Maintenance Maker/Checker -> Loan Waiver
Figure 32 : Loan Waiver Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>For Initiating Loan Waiver Select Employee against whom the Interest Recovery needs to be initiated. Employee details will be populated as maintained in system. Fill in the details required.
Click on “Loan Waive” button to save the loan information in system. Click on “Attachment” button to upload any document if any. Click on “Forward Button” to forward the request to next level.
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16. Regular Monthly Salary Bill
All the necessary steps as mentioned above needs to be performed by the user before generating the Regular Monthly Salary Bill of the employee depending upon whichever is applicable for an employee whose salary needs to be processed. The outcome of all the above processes is integrated with the Monthly regular Salary Bill to populate the data automatically at Pay Bill Screen against each employee accordingly. User will only be able to modify the Deduction details or the no. of days for lesser no. of day pay out against each employee if applicable during Pay Bill generation.
Step 29 - Click on “Pay Bill- Monthly Regular Salary Bill” link under the menu tree to generate the Salary Bill of the Employees working under offices. E-billing -> Bill Preparation including Pay Bill Maker/Checker -> Pay Bill -> Regular Monthly Salary Bill
>Generate Regular Monthly Salary Bill Select Head of Account, Year and Month for which salary needs to be generated. Click on “Generate Pay Bill” button.
>Pay Details grid will show all the groups tagged to the selected HoA and Salary details of Employees allocated to the group.
>Click on view hyperlink to see the salary details of the employee >Click on attachment hyperlink to attach any document against the employee.
>Click on “Generate Schedules” button to generate the related schedules
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Figure 33 : Regular Monthly Salary Screen
>Head Details of the Salary bill will be shown along with allotment details.
Bill Reference No. , Bill Date, Gross Earning and Deduction will be shown.
Applicable Schedules as generated will be shown in grid. Click on the hyperlink to see the schedule details.
Click on “Save” button. Click on “Forward” button to send the request at next level.
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Figure 34 : Employee Salary Details Screen
✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>Modify no. of days, in case salary of the employee needs to be paid for lesser no. of days.
>Modify deduction details of the employee if required.
>Click on “Save” button to save the deduction or lesser no. of days earning data as modified. >Click on “Back” button to go back on Pay details screen.
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17. Advance Pay Bill
Expenditure Sanction is pre-requisite for creating Advance Pay Bill. Please follow steps mentioned in e-Billing Training Manual in Section 3 for creating the expenditure sanction. To Create the Advance Pay Bill follow the Common Bill details steps mentioned in e-Billing Training Manual in Section 4. E-billing -> Bill Preparation including Pay Bill Maker/Checker -> Expenditure Sanction -> Bill Entry -> Advance Pay
Step 30 - Click on “Advance Pay” Button
Figure 35 : Expenditure Sanction - Advance Pay Bill Screen
>Click on Advance Pay button to view/enter bill specific details
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Figure 36 : Advance Pay Bill Screen ✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>Bill Details will be shown as saved against the generated Advance Pay Bill.
>Advance Pay Details will be shown against each employee.
>Click on “Save” button to save the details. >Click on “Back” button to go back.
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18. Earned Leave Encashment Bill
Expenditure Sanction is pre-requisite for creating Earned Leave Encashment Bill. Please follow steps mentioned in e-Billing Training Manual in Section 3 for creating the expenditure sanction. To Create the EL Encashment Bill follow the Common Bill details steps mentioned in e-Billing Training Manual in Section 4. E-billing -> Bill Preparation including Pay Bill Maker/Checker -> Expenditure Sanction -> Bill Entry -> EL Encashment Bill
Step 31 - Click on “Earned Leave Encashment Bill” Button
Figure 37 : EL Encashment - Expenditure Sanction Allotment Details Screen
>Click on EL Encashment button to view/enter bill specific details
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Figure 38 : Earned Leave Encashment Screen
✓ Note: - Follow details as mentioned in above steps 4, 5, 6 and 7 to forward the request for further
verification at checker level and approval & e-sign at approver level for finally making the transaction active in system.
>Bill Details will be shown as saved against the generated EL Encashment Bill.
>Enter the no. of leave days >Enter BT Amount or Recovery to individual amount if any.
>Click on BT Details hyperlink to enter the Book transfer details if any.
>Click on Payee Details hyperlink to enter the Recovery to Payee details if any.
>Click on Order Details to attach the order details.
>Click on “Save” button to save the details. >Click on “Back” button to go back.
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19. GLOSSARY
Term Description
Group “Group” is mandatory and pre-requisite for modifying the Employee details or creating a new employee in system. This group will be used to tag employees for generating the salary bill.
HoA Head of Account
Earning HoA The Head of Account from where salary of the employee will be disbursed.
Employment Type Following are 3 Employment types :- 1. Permanent (All State and central govt.
Employees) 2. Temporary (to be selected for Others,
Ministers & Member of Legislature)
Service Type Following are the Service Types :- 1. All India Service 2. Central Govt. Employees 3. State Govt. Employees 4. Judiciary 5. Ministers 6. Member of Legislature 7. Contractual 8. Members of Commission 9. Re-Employed 10. Staffs of Minister 11. Nigam Board Employees – Deputed 12. Default –Migrated (Only for Migration,
Not to be selected)
Appointed as The designation to be manually on which Employee joined the service.
Annual Increment date Opted Date to be selected on which the Employee will get the yearly annual increment.
HRA Rate Following are the HRA Rates :-
Tiers 7th PC 6th PC
Tier 1 24% 30%
Tier 2 16% 20%
Tier 3 8% 10%
Tier 4 6% 7.5%
Tier 5 4% 5%
Subsistence Allowance The allowance which needs to be given to the Suspended Employee.
LPC Last Pay Certififcate
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LoV List Of Values
EL Encashment Earned leave Encashment
Mandatory Fields for which value must be entered by user.
BT Book Transfer
Payee The beneficiary against whom the payment needs to be done as exists in CFMS Payee Management.
Save ‘Save’ Button will be used to save the details entered in the form
Forward ‘Forward’ Button will be used to forward the request to next level.
Send for Revision “Send for Revision” button will be used to send back the request to lower level for any clarification/modification. Remarks will be mandatory in this case.
Approve ‘Approve’ button will be used for Approving the request as sent by lower level by the Approver.
Reject ‘Reject’ button will be used for rejecting the request as received from lower level by Approver only.
Cancel ‘Cancel’ button will be used by Maker or Checker only to cancel the request by them only if the request is initiated by them.
Privilege Rights available with users.
OTP One Time Password
CFMS Comprehensive Financial Management System.
Govt. Government
*Fields Fields marked with asterisk (*) are mandatory fields.
Back Back button will be used to move back to previous screen.
Search Box Search Box will be used to filter the search result.
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