How to Process Payroll

📂 Category: Human Resources

📁 Subcategory: Payroll & Compensation

📝 SOP Title: How to Process Payroll

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🎯 Objective:

To ensure accurate and timely processing of monthly employee salaries using Petpooja HRMS, considering attendance and LOP data.

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👥 Roles & Responsibilities:

Role	Responsibility
HR	Processes payroll, validates data, and distributes salary slips

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🛠️ Tools Required:

• Petpooja HRMS – For attendance, LOP, and payroll

• Email – For sending salary slips

• Google Sheets (optional) – For final cross-verification if needed

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📅 Step-by-Step Process:

✅ Step 1: Attendance Review (1st–3rd of the Month)

• HR reviews complete attendance data in Petpooja HRMS

• Confirms:

  • Number of working days

  • Earned leaves

  • LOP days

✅ Step 2: Calculate Payroll (4th–7th)

• HR runs payroll calculations in Petpooja based on:

  • Basic salary

  • LOP deductions

  • Applicable allowances/deductions

• Any manual adjustments (e.g., approved bonuses or penalties) are added here

✅ Step 3: Internal Review & Validation (7th–9th)

• Review summary reports by employee

• Cross-check high deductions or anomalies

• If required, loop in department heads for clarification

✅ Step 4: Finalize Payroll (10th)

• Lock payroll in Petpooja HRMS

• Mark payout date as the 10th of the month

• Download salary slips (PDFs)

✅ Step 5: Distribute Salary Slips

• Upload slips to Petpooja HRMS

• Also email salary slips to all employees (same day)

• Subject line: "Cashkr | Salary Slip – [Month] [Year]"

✅ Step 6: Store Payroll Records

• Maintain monthly folder structure:
  Drive > HR > Payroll > 2025 > [Month]

• Store:

  • Payroll Summary Report

  • LOP Deductions

  • Salary Slips (PDFs)

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📌 Notes:

• Payroll is processed by 10th of every month

• Any disputes must be raised by employees within 5 days of receiving the slip

• Payroll calculations include only approved attendance and leave data