Web PayTRAX User Manual – Personnel

Version 1.0
Release 1.0

Copyright All Rights Reserved to Prologic First

Web PayTRAX User Manual – Personnel

Table of Contents

COMPANY OVERVIEW ........................................................................................................................................... 4

PREFACE ................................................................................................................................................................ 5

ABOUT WEB PAYTRAX ........................................................................................................................................... 5

AUDIENCE FOR THIS GUIDE .................................................................................................................................... 5

COMMON CONTROLS ............................................................................................................................................ 6

WORKING WITH PERSONNEL MODULE .................................................................................................................. 6

LOGGING IN TO WEB PAYTRAX .............................................................................................................................. 7

PERSONNEL MENUS ............................................................................................................................................... 8

PERSONNEL DETAILS .............................................................................................................................................. 9

Employee Information...........................................................................................................................................9
Employee Expiry Documents ...............................................................................................................................16
Employee Other Documents ...............................................................................................................................17
Ex-Employee ........................................................................................................................................................17
Employee Key Details ..........................................................................................................................................18
Employee Bank List .............................................................................................................................................18
Employee e-Mail Address ....................................................................................................................................19
Employee Phone Contacts ...................................................................................................................................19

LEAVE ADMINISTRATION ..................................................................................................................................... 20

Annual Leave Application....................................................................................................................................20

Annual Leave Encashment ..................................................................................................................................21
Other Leave (Sick, Maternity, etc.) ......................................................................................................................21
Public Holiday/Weekly off worked ......................................................................................................................22
Days Log ..............................................................................................................................................................22
Air Ticket Encashment .........................................................................................................................................23
Break From Job ...................................................................................................................................................23
Rejoining Process ................................................................................................................................................24

SERVICE CHANGE/APPRAISALS ............................................................................................................................ 25

Service Change/Appraisals ..................................................................................................................................25

Status Change Log (Active/Inactive) ...................................................................................................................26
Basic Salary Change Log .....................................................................................................................................26
Grade Designation Change Log ...........................................................................................................................26
Accomodation Change Log .................................................................................................................................27
Department Transfer Log ....................................................................................................................................27
Visa Change Log ..................................................................................................................................................27
Provision Ticket Change Log ...............................................................................................................................27
Category Type Change Log .................................................................................................................................28
Provision Leave Change Log ................................................................................................................................28

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Provision Gratuity Change Log ............................................................................................................................28

FINAL SETTLEMENT .............................................................................................................................................. 29

Final Settlement ..................................................................................................................................................29

REPORTS .............................................................................................................................................................. 30

DOCUMENTS & FORMS........................................................................................................................................ 31

Documents/Letters Printing ................................................................................................................................31

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Company Overview

Corporate

Prologic First is an employee owned software development and marketing company based in India. It
was formed in 1997 by a group of highly experienced hospitality IT professionals. It’s earliest project was
to develop new technology hospitality software products for Prologic SA, France. It has, since, evolved
into a leading provider of integrated software solutions for hospitality and related verticals.

Technology innovator

Through it's existence, Prologic First has been a technology leader. In 1998 it delivered one of the first
integrated Windows based software for hospitality businesses under the brand name - WISH. In 2000 it
developed and deployed it's first web based reservation system. It has also innovated in the areas of
SMS text messaging, universal device interfaces, language localization utilities, etc. In 2006, Prologic First
has successfully launched it's first handheld software for restaurant order taking.

Services

India is known worldwide for it's skilled and cost-effective IT manpower. Based in India, Prologic First
enjoys easy access to this resource. Consequently, Prologic First is able to deliver more and better
technical services. It is also able to 'custom assemble' it's software to the specific needs of chain hotels.
Satisfied customers are the key to Prologic First's success.

We are a Member of Hotel Technology Next Generation (HTNG). Prologic First has joined HTNG in
Support of Next Generation Technologies for the Hotel Industry.

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Preface

Welcome to Release 1.0 of the Web PayTRAX Applications User’s Guide for Personnel Module.

This User Guide provides you with needed information and tips for using Web PayTRAX effectively. This
document contains detailed information about the following.

 Overview and Personnel module

 How to enter employee related information and manipulate them.

The manual contents are based on current software release version. With the new requirements coming
up and with each release of the product, the release versions are likely to change.

About Web PayTRAX

Web PayTRAX is a complete web based application which can be accessed through Internet Explorer that is
developed explicitly for the Middle East which is functionally powerful, extensive in scope and yet intuitive to
use. With its intuitive interface and user friendly design Web PayTRAX offers superior performance and
unmatched functionality, thus giving the organization effective tools to control the various activities in the HR
department. What will become quickly apparent is the flexibility of the solution; the system is completely
configurable to satisfy your business requirement.

Audience for This Guide

This guide assumes you have a working knowledge of the principles and customary practices of your business
area. It also assumes you are familiar with PayTRAX Applications. If you have never used PayTRAX
Applications we suggest you attend one or more training classes with our trainers.

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Common controls

Navigates to the Home or landing page

To logout from the application

Resets the filters and clear the search

To close the current setup screen

To save the changes made in the setup

To add a new record/row

To delete an existing record or item

To refresh the setup screen and clear any unsaved changes.

To search an item entered in the search box
To navigate between the pages in the grid
To select of change the pages in the grid view
To print the page/ generate report

To select and item from a master list

Working with Personnel Module

Personnel module is one of the core module in the Web PayTRAX application. This module helps you
manage all your employee information in one place. This module provides both general and financial
information of the employees required for the day-to-day operations and payroll related processes.

The Personnel Module serves as the primary repository for almost all the information that are being
required for all the modules in the system.

Personnel Module reports provide a variety of standard report formats based on the purpose and
requirements to enhance all aspects of an organization’s human resource management.

The history details of the separated employees also can be retrieved at any point of time.

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Logging in to Web PayTRAX

Web PayTRAX user account is created by System Administrator or users with appropriate access rights. The
user will have to use this credential to login to the system.

Chain The Property chain. Applicable if multi chain is available

Property Enter the property to be logged in. Applicable if multi property is available
User ID User ID as per user account e-mail received from you
Password Password as per user account e-mail received from you

Entering Invalid credentials will pop-up error handling screen with appropriate message
Please note that User Id and Password is CASE SENSITIVE

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Personnel Menus

Personnel menus in Web PayTRAX constitute all the employee related information that are required for
various modules across the application. The menus names in this module are self-explanatory and it clearly
mentions the purpose of the screen. Web PayTRAX provides user friendly menus where items are categorized
based on the functionality and ease-of-use.

Access to the menu items are controlled by the security module and the user with appropriate rights will only
be able to see the menus assigned to them.

The menu items available can be viewed /accessed by clicking on the Menu button that is available in the left
side of the application screen.

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Personnel Details

Employee Information
This screen captures all the information about the employees.

Employee Details

First Name Field to capture the First Name of the employee

Middle Name Field to capture the Middle name of the employee.
Last Name Field to capture the Last name of the employee.
Nick Name Field to capture the Nick name or preferred name of the employee.
Employee ID Field to capture the Unique identifier of the employee
System ID Field to capture the System generated ID. Auto generated based on sequence
Swipe Card ID Field to capture the swipe card or timekeeping ID of the employee.
Gender Field to capture the employees gender
Department Field to capture the employee department.
Sub Department Field to capture the sub-department of the employee
Job Title Field to capture the job title or designation of the employee
Grade Field to capture the employees grade
Date of Birth Field to capture the employees birth date
Group Joining Date Field to capture the date when the employee joined the group
Company Join Date Field to capture the when the employee joined the company
Provision Begin Date Field to capture the provision start date of the employees
Upload Photo Option to upload the employee’s photo.

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Department Details

Record the department, employee name, designation details etc.

Memorable Dates

Record all-important dates related to a person’s employment. These dates are used throughout the
system for both personnel management and payroll calculation. To calculate GRATUITY group joining
date will be taken into consideration where to calculate provisions.

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Bank Details

Record employee’s bank account details and current base salary.

Provisions/Air Fare

Record airfare eligibility details. Display at the bottom of this screen shows airfares that have been
given to a person during their employment.

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Home Address

Record the employee’s home address and more importantly accommodation provided by the company.

Local Address

Record the employee’s Local address and more importantly accommodation provided by the company.

Emergency Contact
Record the employee’s Emergency contact address. Immediate relations/contact person details
need to be noted here for emergency contact purpose.

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Personal details
Marital Status, mother tongue, place of birth, etc. personal details can be recorded here.

Other Details
Other details of employee can be recorded here.

Opening Balance
Please note that Opening Balances are for current employees only, and is only entered at the
time of installing PayTRAX.

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Salary Distribution
If an employee salary is getting distributed among different cost centers then we need to
record details here.

Fixed Allowance
Allowances which are paid every pay period needs to be recorded here

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Non Cashed Pays

Any pays other than cash, those details recorded here. For example: PETROL CARD.

Expiry Documents
Details of all documents related to employment may be recorded. Note for example, when the
Labor Card is set to expire, an alert is given at the time of logging into PayTRAX.

Dependents
All dependents should be recorded for air-fare eligibility purposes.

Balance Provisions
Accrual balance (Leave balance) data can be seen here.

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Other Benefits
All the other benefit details of the employee are captured in this section.

Employee wise Approval

Employee wise approval details are captured in this section.

Employee Expiry Documents

This screen captures list of all the documents of the employees that may expires. The expired

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Employee Other Documents

This screen captures list of all the documents of the employees that do not have any expiry date.

Ex-Employee
This screen is a replica of the employee information screen. This screen gives the details of all the
separated employees.

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Employee Key Details

This screen gives the list of all employees with all the key details.

Employee Bank List

This screen gives the list of bank details assigned to the employees.

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Employee e-Mail Address

This screen captures the list of email address of all employees. Changes in the details can also be made
from the screen.

Employee Phone Contacts

This screen captures the contact details of all employees.

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Leave Administration

Leave Administration refers to any changes in Leave entitlement, approval of leave, contact address
details whilst the employee is on leave without pay, etc. Approval Documents may be printed for
approval by the required authorities as required.

Annual Leave Application

Record the annual leave details of employees. It captures start/end dates of leave, whether air
ticket provided and whether the leave has been approved and by whom.

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Annual Leave Encashment

This screen is to enter how days of the leave entitlement will be paid to the employee.

Other Leave (Sick, Maternity, etc.)

This screen is to apply leave other than annual leave. This screen shows the balance of leaves as
on date of leaves applied.

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Public Holiday/Weekly off worked

This screen provide the information about the Public Holiday/Weekly off worked

Days Log
This screen provide the information all the days log details.

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Air Ticket Encashment

Air ticket encashment details are captured here.

Break From Job

Break from job details needs be captured here.

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Rejoining Process
Whenever employee goes on vacation we need to RE-JOIN him in order to let the system know that the
payroll needs to be processed.

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Service Change/Appraisals

Service changes refer to any changes in Accommodation, Air Ticket, and Visa etc. For each service
change a Change Approval Document is printed for approval by the required authorities.

To keep the track of HISTORY it’s very important to make changes only through SERVICE CHANGE
option.

Service Change/Appraisals
To do a new service change, please follow below steps:

 Select the employee for whom you want to apply service change
 Click New Service Change
 Select authorized by , approved by from drop down list
 Select the service change option from listed items – Basic salary change/Fixed allowances/other
benefits/Department transfer etc.
 Click new
 Enter details , Save
 Click on Update Changes

In order to remove an already existing allowance, create an entry with amount as 0 with the
appropriate from and to date. Re-login to the system in order to the changes to update in the
gross salary in the payment details tab after updating the service change document.

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Status Change Log (Active/Inactive)

This screen provide the details and manages the Status Change related information of an
employee.

Basic Salary Change Log

This screen provide the details and manages the basic salary change related information of an
employee.

Grade Designation Change Log

This screen provide the details and manages the Grade Designation Change related information
of an employee.

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Accomodation Change Log

This screen provide the details and manages the accommodation change related information of
an employee. The input to this screen is from changes in accommodation in the housing
module.

Department Transfer Log

This screen provide the details and manages the department transfer related information of an
employee.

Visa Change Log

This screen provide the details and manages the visa change related information of an
employee.

Provision Ticket Change Log

This screen provide the details and manages the Provision ticket related information of an
employee.

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Category Type Change Log

This screen provide the details and manages the category type related information of an
employee.

Provision Leave Change Log

This screen provide the details and manages the provision leave change related information of
an employee.

Provision Gratuity Change Log

This screen provide the details and manages the provision gratuity changes related information
of an employee.

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Final Settlement

Whenever an employee leaves the company for any reason (terminated, resigned, end of contract),
please make sure that the user is posting final settlement. Deleting the employee info is not the correct
procedure because you will lose history of that employee.

In order to make an final settlement posting, Create a document and provide the necessary details from
Personnel > Final Settlement

When you do this, employee will be archived, you will not be able to see the employee info from most
of the screens/reports. However, history will be kept for this persons.

Final Settlement
This screen enables and facilitates the operations related to the employee’s final settlement.
All the details including the leaves, tickets, gratuity, allowances, etc. that are to be paid during
separation are done from this screen

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Reports

Personnel module in Web PayTRAX has various reports that are already available based on the industry
standards.

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Documents & Forms

Documents/Letters Printing
This screen is for printing of documents and letters based on the employee’s requests. The
templates of the documents/letter are uploaded in the setup and the system generates the files
based on the employee selected in this screen.
The documents/ letters uploaded can be sent for approval and can be printed once the request
is approved by all the authorities (if approval is enabled for the form).

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