"Manage your company's payroll seamlessly with our Robotic Process Automation (RPA) workflow, ensuring accuracy, efficiency, and compliance in every payroll cycle."
1
Collect and upload employee timesheet data
2
Validate the accuracy of timesheets information
3
Calculate total hours worked per employee
4
Apply business rules to calculate gross pay
5
Determine and deduct statutory deductions
6
Calculate net pay per employee
7
Generate a complete payroll report
8
Approval: Payroll Report
9
Deliver payroll report to the finance department
10
Create bank files for salary transfer
11
Transmit bank files for payment processing
12
Update payroll system with processed payment information
13
Generate and deliver pay slips to employees
14
Archive payroll records
15
Monitor and report any errors during the process
16
Resolve errors and re-run process if needed
17
Audit payroll process
18
Approval: Audit Result
19
Distribute audit results to the stakeholders
20
Close the payroll cycle
Collect and upload employee timesheet data
This task involves collecting and uploading the timesheet data of all employees. The accuracy of the data is crucial for the payroll process. Make sure to double-check the data before uploading. The desired result is to have all the timesheets in a digital format ready for validation.
Validate the accuracy of timesheets information
In this task, you will validate the accuracy of the timesheet information provided by employees. Review the timesheets carefully, ensuring that all hours are correctly recorded. If any discrepancies are found, communicate with the respective employees to clarify and rectify the errors. The desired result is to have accurate and error-free timesheets ready for further processing.
Calculate total hours worked per employee
Calculate the total hours worked by each employee based on the validated timesheets. Sum up all the hours worked by an employee during the payroll period. This information will be used to calculate gross pay. The desired result is to have the total hours worked for each employee.
Apply business rules to calculate gross pay
Apply the business rules and formulas to calculate the gross pay for each employee based on their total hours worked. Consider any overtime pay, bonuses, or incentives that may need to be included. The desired result is to have the accurate gross pay for each employee.
Determine and deduct statutory deductions
Identify the applicable statutory deductions such as taxes, social security contributions, or any other mandated deductions. Calculate the deductions based on the gross pay and deduct them from the total. Keep the relevant laws and regulations in mind while determining the deductions. The desired result is to have the net pay after deducting the statutory deductions for each employee.
Calculate net pay per employee
Calculate the net pay for each employee by subtracting the statutory deductions from the gross pay. This is the amount the employee will receive after all deductions. The desired result is to have the accurate net pay for each employee.
Generate a complete payroll report
Generate a comprehensive payroll report that includes details of all employees, their gross pay, statutory deductions, and net pay. Include any additional information or summaries that may be relevant for reporting purposes. The desired result is to have a complete and well-organized payroll report.
Approval: Payroll Report
Will be submitted for approval:
Generate a complete payroll report
Will be submitted
Deliver payroll report to the finance department
Deliver the generated payroll report to the finance department for their review and record-keeping. Ensure timely delivery and provide any necessary clarifications or additional information as requested. The desired result is to have the payroll report delivered to the finance department.
Create bank files for salary transfer
Create the bank files that contain the necessary information for transferring employee salaries to their respective bank accounts. Ensure the accuracy of the bank account details and follow any specific formatting or file type requirements. The desired result is to have the bank files ready for salary transfer.
Transmit bank files for payment processing
Transmit the prepared bank files to the payment processing system or to the designated authority responsible for processing the salary transfers. Make sure to comply with any security protocols or transmission guidelines. The desired result is to successfully transmit the bank files for payment processing.
Update payroll system with processed payment information
Update the payroll system with the information regarding the processed payments. This includes recording the payment status, date, and any relevant details for future reference and record-keeping. The desired result is to have the payroll system updated with the processed payment information.
Generate and deliver pay slips to employees
Generate the individual pay slips for each employee. Include the necessary details such as gross pay, statutory deductions, net pay, and any additional information required by law or company policies. Deliver the pay slips to the respective employees in a confidential and secure manner. The desired result is to have the pay slips generated and delivered to the employees.
Archive payroll records
Archive and securely store all the payroll records, including timesheets, reports, bank files, pay slips, and any other relevant documents. Ensure compliance with data protection regulations and internal retention policies. The desired result is to have all the payroll records properly archived for future reference.
Monitor and report any errors during the process
Monitor the payroll process for any errors or discrepancies that may occur. Promptly report and document these errors. Identify the cause of the errors and implement corrective measures to prevent them from recurring. The desired result is to have a thorough monitoring and reporting system for payroll errors.
Resolve errors and re-run process if needed
In case of any errors identified in the payroll process, take necessary actions to resolve them. This may involve recalculating certain figures, obtaining additional information, or making corrections. If required, re-run the entire process to ensure accurate results. The desired result is to have the errors resolved, and if needed, the process successfully re-run.
1
Identify the cause of the error
2
Obtain additional information if necessary
3
Recalculate figures or make corrections
4
Re-run the process if needed
5
Ensure accurate results
Audit payroll process
This task involves conducting a comprehensive audit of the payroll process to ensure compliance, accuracy, and efficiency. The audit helps in identifying any potential improvements or areas of concern. The desired result is to have a thorough audit of the payroll process. What are the specific criteria or guidelines for the audit? Consider factors like accuracy of calculations, adherence to policies and regulations, and efficiency of the process. You may need access to audit tools or templates for conducting the audit.
1
Compliant
2
Inaccuracies detected
3
Policy violations
4
Process inefficiencies
5
Other findings
Approval: Audit Result
Will be submitted for approval:
Audit payroll process
Will be submitted
Distribute audit results to the stakeholders
This task involves distributing the results of the payroll audit to the relevant stakeholders. The audit results provide valuable insights and recommendations for process improvements. The desired result is to effectively communicate the audit findings to the stakeholders. Who are the key stakeholders who should receive the audit results? Consider sharing the audit report with management, finance department, or other relevant parties. You may need access to email or document sharing platforms for successful distribution.
Payroll Audit Results
Close the payroll cycle
In this task, we will officially close the payroll cycle, signifying the completion of the payroll processing for the specific period. Closing the payroll cycle ensures proper record-keeping and paves the way for the subsequent payroll processing. The desired result is to successfully close the payroll cycle. How will you formally close the payroll cycle? Consider updating status records, notifying relevant stakeholders, or performing any necessary administrative tasks. Make sure to have a clear process for closing the payroll cycle.
