The idea
Some organisations pay two groups: employees and elected members. Elected members belong to a party (shown where an employee would show a department), may sit on committees, and may hold a secretariat post. They get their own record, their own allowances and deductions, and a separate pay run, but the same payslip, approval and journal steps as employees (Run the month's payroll, What payroll posts to Accounting).
You see these screens only when your company's licence includes elected-member payroll. A company with both groups sees both sets of tabs.
The screens
| Screen | What it does |
|---|---|
| Elected member (Human resource › Elected member) | The member's record: profile, address, payroll details, insurance, family. Same layout as the employee record, with Party in place of Department. Members come in by Bulk import profile; there is no Add button |
| Promotion and transfer | Promotion (Elected) and Party change (Elected) for members (Promote or transfer an employee) |
| Elected member setting (Human resource › Elected member pay) | The tabs Secretariat designation, Secretariat sachib, Allocation secretariat designation, Assign secretariat, Committee and Committee member |
| Payroll setup | Elected member allowance (by designation or by member) and Party based deduction (Allowances and deductions: by designation and by employee) |
| Advance loan issue | Advance Issue (Elected) and Advance loan override (Elected) (Ask for, approve and issue a loan or advance) |
| Payroll generate (elected) | The tabs Payroll, Payroll JV and Secretariat JV |
| Payroll report (elected) | The elected-member versions of the payroll reports (Payroll reports) |
Run the elected-member pay
The steps are those of Run the month's payroll: choose the period, pick the members, generate, recommend, approve, post. For members, deductions are set per party rather than per department. The secretariat's pay is its own list and has its own Secretariat JV tab.
Before the first pay run for members
Work down this list once. Each line names the article that explains it.
- On the Company page, the Elected party and Elected designation lists exist, so members can have a party and a designation (Setup checklist: before the first employee, leave request and pay run).
- The members are in Elected member, brought in with Bulk import profile: there is no Add button on that screen.
- Each member's Payroll details are filled in, as on an employee's record (An employee's payroll details).
- On Payroll setup, Elected member allowance and Party based deduction say what members are given and what is taken from them (Allowances and deductions: by designation and by employee).
- The fiscal year has its Tax rule: without it nobody can be paid (Tax rules: slabs, discounts, rebates and relief).
- Anything that changes the month is entered before the run: one-off items on Occasional income (Elected) and Occasional deduction (Elected), and a change to one month's loan installment on Advance loan override (Elected) (Extra income and deduction: one-off items, PF loan, medical discount, previous income, How loan installments and interest are taken from pay).
- The run itself is on Payroll generate (elected), on the Payroll tab. Recommend, approve and post as for employees (Run the month's payroll, Recommend, approve or disapprove payslips).