JK PaySys Help Document

Steps by Step Advisor for PaySys:

Access: https://jkpaysys.gov.in

Important Points to Note (Must Read):

 Before Boarding JkPaysys make ensure that you have filled and verified

all CPIS Forms ( I to 7) of all Employees on https://www.jkcpis.nic.in.

Please make sure you have correctly filled Form 1, 2-A and 2-B.

 Your Username is your Accountants Generals Code (AG Code).

 User has to reset Maker/Checker Passwords using default password

provided to them on email.

 Keep the Practice of changing your Password (M/C) atleast after 60

days.

 DDO has two types of roles. One as maker (Bill Preparer) and other as

Checker (Bill Approver). Their Username is same but passwords are

Different.

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 If Bill is generated from DDO Maker and sent to Checker, it will be a Draft

Bill. Once DDO Checker Verifies and sends Bill to Treasury, 25 Digit

Final Bill Number (FBM) is allotted to Bill which will be reference number

for Treasury. DDO must note this number.

 Once Checker approves Bill, Bill is sent electronically to Treasury. Both

Checker/Maker can see status of his bill in Dashboard.

 If Checker rejects the bill, Maker can see the Bill Under Menu Rejected

Bills along with the reason.

 In case Bill is rejected from Treasury Maker has to First Click on Fetch

Payment Details On DashBoard under Quick Links. He has to Click on

Update Fetch TV Details/Fetch Rejected Bills & Fetch Manual Bills links.

All these Bills will now appear under Menu-> Bill Processing-> Rejected

Bill Option Menu.

 User can use Latest Google Chrome/IE browser.

 Make sure to enable POP Up for this website in Browser settings.

 In case user forgets his Password he can click on Forget Password

option given on main page. After supplying his Username and E-Mail

registered with Paysys Account, he will get OTP on his Email and can

then reset his password.

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JK PaySys DashBoard
Quick Link

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Step By Step Advice for Various Bills:

1. Salary Bill
2. Wages/Re-Employee Bill
3. WDC Bill
4. Annual Increment
5. Advance Pay/Salary
6. D.A. Arrears
7. Salary Arrears
8. Due Drawn Statement
9. Leave Encashment
10. Medical Reimbursement
11. GPF/SLI/CGEGIS/DLI Bills
12. Nill Bill
13. Contributed Deposit Bill
14. Leave Travel Concession Bill
15. Children Education Allowance Bill
16. Over Time Bill Entry.

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1) Salary Bill:

Step by Step:

1. First of all make sure that all employee details are entered in CPIS Data. Your DDO
Codes on CPIS and JKPaysys must be same.
2. Make ensure to update their Basic details (Form 1) and Form 2(A&B) properly in CPIS
and verifying them before porting data. In case if you try to port such employees,
you will get error while setting employee data in PaySys.
3. Use menu Master->Group Master and create all Bill Categories and Map appropriate
Budget Authority with Bill Category. Budget authority Default must be changed with
your authority like bcaedu*** etc. In case you fail to do so, you will not be able to
view budget while generating bill.
4. Check your Budget available in different schemes under menu Report -> Budget
Control Register. Use option Fetch Budget Details on Dashboard to sync your
budget.
5. View your DDO Profile. Checker user can make some allowed modification through
link Master->DDO Details. In case if he cannot edit his profile, he can drop an email
to [email protected].
6. Now Open Master->Employee Info menu.
7. For new users, there are two modes to fetch employees.

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8. If you know CPIS-ID of employee enter his CPIS number and fetch him, his details will
get populated in the form.
9. If you want to Bulk port the employees, Click on option Fetch CPIS Bulk Data. Make
sure all employees fetched. Please don’t Attempt to fetch employees again once
they are ported in JK Paysys.
10. Now all employees will be populated on Left side Grid. Search option is given in case
you want to search a particular employee.
11. Click on employee name in Left Grid. His details will be populated in the main Form.
Select his scheme, Group assigned and other details and update the form.
12. Again Click on employee name as per step 11. Under Salary details Tab make sure
his Branch code, Account number, PAN number, HRA entitlement, City Class, GPF
number are correct. Branch Code and Account Number must be Checked carefully
and confirmed with employee.
13. In Class of City Select appropriate class lick Metro, B Class, Other etc. M is for Move
employees getting Fixed 2500 HRA. Select Govt Accommodation not Available and
mention Place of Posting if HRA is to be given.
14. For NPS employees there is provision of entering his GPF number.
15. Select Employee Status as Active. In case employee is
Retired/Transferred/Dead/Duplicate DDO can select Option Inactive. He must
mention date of Retirement etc.
16. Now Save/Update the record.
17. Now again on Left Grid click on Employee. Once his record his shown, click on
Allowances. Select and fill all allowances entitled to him. Note that Rule based
allowances are Auto Filled and are not visible in allowance form. They will get
displayed in Employee Details form.
18. Allowances are of two type: Regular and Casual. Click on Casual Allowances in case
they are to be given to employee. They are not part of Salary Bills, their bill is
separately generated using Menu item 14/15 in this document.
19. Now open Deduction Form. You will see two types of Deductions viz Treasury
Deduction (Contra Credit) and DDO Deduction (Included in the net amount of bill).
20. Select Appropriate deduction and Save.
21. In case of State life Insurance SLI deduction, enable SLI in Deduction Form and save.
Then Click on SLI master and insert various policies and amount.
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22. In case recoveries like GPF Refund, Advance Pay, HBA etc click on Recovery Master
and insert details. These can be later on modified or edited from Checker Login only.
23. Repeat the process for all employees
24. Afterwards modifications will be done only in case there are changes in
Allowances/Deduction of employees.
25. Now when master data of employees are set, click on menu Bill Processing->Salary
Bill.
26. Select Month- Financial Year- Scheme and Group and then Click on Show Button.
Afterwards Salary Bill of the group will be displayed.
27. Note that if Employees in group are not appearing in Bill during Bill Processing, it
means you have not saved their record with proper scheme.
28. Generate the Bill only in case you have updated all allowance and deductions of all
employees. It is advisable to check Draft Bill before forwarding bill to checker.
29. Thereafter, Click on “Forward Bill to Checker” button, it will generate bill and send it
to checker. In case the Button “Forward Bill to Checker” is not visible, it means you
don’t have Budget in this scheme.
30. In case Checker returns bill to maker, maker can see bill under Menu item
BillProcessing->Rejected Bills.
31. Now if there is any NPS employee in this bill, it is mandatory to generate NPS Contra
Bill.
32. For generating NPS Employees Contra Bill, again open menu Bill Processing->Salary
Bill. Select Month, year as usual and select Scheme as 08-2071- (NPS Scheme).
Afterwards Salary Bill number will come. Generate the bill and send it to checker.
In case you don’t have budget, u will not be able to see Send Bill to Checker.
33. Note that Any NPS Bill (Arrears also) has to be generated using options as per step
27 above.
34. In case of any Mistake, User has to first Delete NPS Contra Bill before he deletes
corresponding Salary Bill in case it is very necessary.
35. Various reports and schedules are available related to Salary Bills.
36. Now user has to take print of Salary Bill and PayBill FC 19 reports. In case NPS
Employees are there in bill, he has to attach NPS FC19 report also.

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37. Important: Create group GSA and map it with authority. Choose Pay-Commission
of these employees as GSA. GSA employees’ bills can be prepared by moving all
GSA employees to Group GSA. Using menu Bill Processing - GSA employee Salary
Bill/Arrear Bill creates their bill and print reports of GSA can be Viewed/Printed.
38. Important: For Court case/departmental recovery, In add deduction option select
“penalty court or department” the deducted amount will be credited in DDO CD
account.
39. SRO 202 employees: In this case create separate group for these employees and
don’t click or select NPS since this will force for creation of NPS contra bill. Create
their bill then as usual.

Suspension of Employee:
1) For suspended employee, open menu Suspension in Master menu.
2) Enter Date of Suspension, order no and date, basic % etc.
3) While generating bill, his Pay will be calculated as per Order.
4) For restoration, Click on his record and enter restoration order and date.
5) Generate his arrears.

Use of Other Menus in Master:

a) Use option Group employee mapping to remove or add employee from a group
quickly.

b) Use Option Bulk Allowance/Bulk Deduction to give allowance/deduction to

employees of a group in a single go.

c) Use option Manage Seniority to correct order of appearing of employees in a

bill.

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2. Wages/Re-Employee Bill:

1. Employees other than Regular are Classified as Contractual / DailyWager / Re-Employed / Leave
Arrangement / StipendPGStudent.
2. In Menu Master-Temporary Employee click on New Entry.
3. Enter relevant details of employee’s upto his account details.
4. Now Select Employee type.
5. Employee type is Re Employed/ Leave-Arrangement/Stipend etc.
6. Select option Consolidate in case of consolidated payment to employee.
7. Select Integrated in case Employee is entitled for DA HRA etc.
8. For temporary employee, create a group and then map it with employees.
9. Select his Pay commission, Level and Pay in Payband along with payment scheme and click on save
button.
10. This will add employee in data base.
11. Now open menu Bill Processing and select Wages Bill/ ReEmployment Bill/ GSA Bill as per employee
group and generate the bill thereafter send bill to Checker.
12. Checker will Select Scanned Supporting Document (Attendance register) in PDF format (max 500kb)
& then Verify and Send Bill to Treasury.
13. Under Report Menu, details of Wages Bill can be printed.
14. In case you want to Disable Employee, Open his details and click on In-Active Button and then save
record will proper Retirement/Death Date entry.
15. Generation of Arrears Bills of Re-Employed/GSA employees can be done using menus Reemployed
Arrears/GSA Arrears.

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3. WDC Bill:

1. In Menu Bill Processing->WDC Bill, Click New Entry.

2. Select Mode of Payment, Scheme, Object Head. Budget Under
Appropriate Scheme/Object Head must be available.
3. In “Payment in Favour of” Select suitable option viz Third
Party/Employees/DDO.
4. In case if you select Employees all employees will be displayed. Select the
employee.
5. In case of Third Party, if Agency is not created, create agency by Selecting
–NEW- Enter agency details and save record. Once agency is added you
can make payment to agency by selecting it.
6. After adding beneficiary, Enter Voucher amount, Payable Amount,
Voucher number/Date.
7. If there is Difference in Voucher amount and payable amount adjust it by
making a contra entry by selecting Deduction Scheme and entering
difference. Save this record.
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8. Select Scanned Supporting Document in PDF format (max 500kb), if Any.

9. Save the form and Bill No will be allotted. Multiple Bills can be entered
and saved. Afterwards Send Bill to Checker for Approval.
10. Under Report section, WDC Bill Report can be viewed and printed.
11. In case of GST Bill, Select Payment in Favour of as GST.

4. Annual Increment:

1. Bill of Annual increment to employee can be generated once a year.

2. Select option Bill Processing->Annual Increment. Select Year, Group and
PayCommission. Then click View.
3. On this all employees will come in form. Make appropriate changes and send to
Checker.
4. When checker will Verify/Approve Bill, Increment will be Automatically Reflected
in Employee data. Report of salary Increment is available in Report Section.

5. Advance Pay/Salary Bill:

1. In menu Bill Processing->Advance Pay Select Month, Year, Scheme and Group,
click show. All employees under this group will appear in form. Check Radio
Button below Select Heading.
2. Edit amount of advance pay and then save and send Bill to Checker.
3. Report name Advance pay under Report section is available.

6. D.A. Arrears:

1. In Menu Bill Processing->DA Arrears, Select Period, Group, payment schemes

and employees.
2. DA Arrear for the period will be reflected.
3. If budget is available, Forward Bill to checker option will be enabled. Maker
should send the bill to checker after making sure about amount.
4. Checker can send the Bill to treasury for payment.
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5. Under Report section, DA Bill Report can be viewed and printed.

7. Salary Arrears:

1. In Menu Bill Processing->Salary Arrears, select Year/Month from Year/To

and click on Show Salary Arrears.
2. All employees will appear.
3. Select Employee/Employees to whom Arrears have to be released.
4. Click Show Salary Arrears.
5. Click on Empid Hyperlink in case you want to make changes.
6. This link will open all allowances/Deductions. Update them and Generate
Bill.
7. Checker can send the Bill to treasury for payment after Verification etc.
8. Print out of Reports like Salary Arrears, Salary Arrears NPS, Salary
Arrears/NPS FC19 can be taken out.

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8. Due Drawn Statement:

1. All pending Arrears will be generated through this module.

2. In Menu Bill Processing->7 PC Due Drawn Statement. Click on Generate
Due Drawn.
3. Select Period and Employee who has to be given arrears.
4. Click View and Fill payable arrears to him month wise.
5. Save the form. You can delete the record if you find some issue.
6. Now Click on Bill Generate option.
7. Select Scheme, Employee and Payment Type.
8. Payment Type can be Net/GPF or Both. Select options as per Govt Order.
9. Save the bill and send to checker.
10. Checker can send the Bill to treasury for payment after verification.
11. Under Report section, Report can be viewed and printed.

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9. Leave Encashment:

1. In Menu Bill Processing->Leave Encashment, Click New Entry.

2. Make ensure to Fill Retirement/Death date of retired / Dead employee
properly.
3. Ensure that in Employee detail he is allotted cadre.
4. Select State Govt/AIS (For All India Service Officers)
5. In case of Retired employee his Date of Retirement must be entered.
6. Enter Retirement date from Employee Information Form by selecting
Inactive Option.
7. Select Employee, No of Days, Salary and amount and enter reason and
save record.
8. Repeat process if any other employee is there.
9. Save the form and Bill No will be allotted.
10. Send Bill to Checker for further action.
11. Under Report section, Leave Encashment Report can be viewed and
printed.

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10.Medical Reimbursement:

1. In Menu Bill Processing->Medical Reimbursement, Select Month, Year,

Scheme and month and select Employee.
2. Fill form and click Add, after that repeat process for next employee.
3. Save the form and Bill No will be allotted. Send Bill to Checker for further
action.
4. Under Report section, View Medical Reimbursement Report can be
viewed and printed.

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11.GPF/SLI/CGEGIS/DLI Bills:

1. Open link Bill Processing->GPF Bills, Select Bill Type as per case
(GPF/SLI/CGEGIS), Account Classification and select Employee. For DLI
select DLI Bill Option.
2. Enter Sanction Date, Sanction Date, Type of Withdrawal, Amount and
number of installments.
3. In case of multiple employees click on Add Button on right.
4. After record entry of employees is done, click on choose File and upload
Sanction order.
5. Save the form and Bill No will be allotted. Send Bill to Checker for further
action.
6. Under Report section, View GPF Report can be viewed and printed.
7. Note that GPF/SLI/CGEGIS must be checked in employee deduction.

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12.Nill Bill:

1. In Menu Bill Processing->Nill Bill, Click New Entry.

2. Select Scheme, Object Head and Gross and Net amount of Bill.
3. Select Scheme, Amount, Financial concurrence Number/Date, click
Add.
4. Save the form and Bill No will be allotted. Send Bill to Checker for
further action.
5. Under Report section, Nill Bill Report can be viewed and printed.

13.Contributed Deposit Bill:

1. In Menu Bill Processing->Nill Bill, Click New Entry.

2. Select Scheme, Object Head and Gross amount of Bill.
3. Select Scheme, Amount, Financial concurrence Number/Date, click Add
for new record.
4. Save the form and Bill No will be allotted. Send Bill to Checker for further
action.
5. Under Report section, Nill Bill Report can be viewed and printed.

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14.Leave Travel Concession Bill:

1. In Menu Bill Processing->Leave Travel Concession, Click New Entry.

2. Select Advance/Final and Type of LTC (Home/All India).
3. Select Advance Bill Drawn from Paysys/manual.
4. Enter Sanction no, Amount, Sanction Date, Block Year/Advance Bill no,
Advance Amount.
5. Attach Scanned Bills Etc.
6. Save the form and send to Checker. Bill No will be allotted.
7. Under Report section, LTC Bill can be viewed and printed.
8. Note that LTC must be selected in Casual allowances of employee in
Allowance Form.

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15.Children Education Allowance Bill:

1. In allowances of Employee, select allowance as Children Education

Allowance under Casual Allowance.
2. In Menu Bill Processing->Children Education Allowance, Click New Entry.
3. Select Employee Name and Number of Children and save.
4. Enter Amount and Upload supporting documents.
5. Save the Bill and send to Checker. Bill No will be allotted.
6. Under Report section, CEA Bill can be viewed and printed for submission
to treasury.
7. Note that Children Education Allowance must be selected in Casual
allowances of employee in Allowance Form

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16. Over Time Bill Entry:

1) Select Scheme, Group and Month.

2) Select Employee and no of days he is entitled for payment.
3) Select Type of Payment Normal/Election/Budget.
4) Prepare Bill and send it to checker.

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Important Tips:

1) In case wrong treasury is mapped with your login, you can correct it by logging in
from checker and in Master menu open DDO Detail form. Select Correct Treasury
and click on Update Treasury.
2) In case you are unable to see objectionable bills or TV nos of paid bills login as
make. Then, In Dashboard open Fetch Payment Bills link, then click on both Fetch
TV Details and Fetch Objectionable Bills. Now open menu Bill Register->Reject Bill
item. Select year/month of bill generation and Bill will appear. Either Regenerate
or Delete the Bill.

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