Computerized Payroll System Essay

INTRODUCTION Technological advances in the past few decades have greatly increased the competitive nature of the economic business world. Companies have used software, computers and the Internet to transform their businesses from local places of business to national and global market competitors. Many companies have responded to these changes by automating their business processes and capturing industry-related information and using it to their advantage. Technology has also forced businesses to remain flexible, adapting their operations to newer and better technological advances. Payroll system is the sum of all financial records of salaries for an employee, wages, bonuses and deductions. In accounting, payroll refers to the amount paid to employees for services they provided during a certain period of time. Because money was involved company convert their payroll into a computerized to provide accurate result and to finish the work in no time. The manager is not aware of the time of admission o f the employee because of this, the manager can’t compute accurately of what time the employee enter. Therefore it is necessary to have an automated timekeeping system. Today’s automated timekeeping technology is a powerful resource for businesses, both large and small. It is designed to offer exceptional convenience, and to substantially improve profit margins by reducing the cost of labour. Many companies that are considering an automated timekeeping system are motivated primarily by the convenience it provides. However, what is often overlooked is exactly how much companies save by tracking their employees with an automated solution. An integrated and automated timekeeping approach will not only pay for itself year-after-year, but will also return immense savings. It is therefore a great advantage if the proposed computerized payroll system with automated timekeeping is applied. It would greatly help the manager to monitor his employee if there are always late and it easily to compute for the salary of each employee. Applying the computerized payroll system will give much m ore accurate computation of the salary. 1.1Statement of the problem General Problem How to develop a Computerized Payroll System and Timekeeping Monitoring with Fingerprint Technology for the Municipality of Kawit? Specific Problems †¢How to develop a module that will compute the employee’s salary? The Human Resource Management Officer 4 will compute the salary based on the timekeeping of the employee. They use MS Excel in computing the salary, even though they use MS Excel they need to input all the necessary information needed for the computation. It is prone to typographical errors and can be easily manipulated. †¢How to develop a module that will generate essential reports? Preparation of reports such as payslip, payroll summary and government reports they use MS Word and MS Excel. It is a very tedious process in the part of the accounting personnel and again prone to typographical errors and miscalculations. †¢How to provide a module that will be able to monitor the time –in /out of the employee? The organization is currently using Bundy Clock to monitor the attendance of employees. But it didn’t literally track the attendance because it easy for the employee to fake the records. 1.2 Overview of the Current State of the Technology Presently, all employee start at 8:00 AM and ends at 5:00 PM. The company uses Bundy clock in logging in and out of their employees. From Monday to Friday, at 8:00 am, the HR collects the time card to ascertain the present headcount of the company. The purpose of checking is for verification of the employee’s attendance. The employee should inform the company before 7am in filing absence. The employee must report to his respective supervisor if he is late for information thus it will be deducted to his salary. If the employee forgot to log-in then the HR will decide what to do to that employee. The HR or Human Resource Management is the one who prepares the salary of the employees. HR also collects the time card from the storage and also checks if the employee time in and time out, afterwards the HR will give the time card to the accountant. The Accountant will compute the salary and deductions then the accountant will give it to the treasurer to prepare the vouchers for each employee and prepares the budget for the salary, and then the treasurer will give it to the Municipal Mayor, the one who will approve the budget releasing; afterwards the HR will ensure the cheque for the withdrawal of the budget. Their cut-off is every 10th and 25th of the  month. After the cut-off period the attendance of the employee resumes, if there will be absences and late for the permanent worker it will be deducted in the vacation leave while the casual worker if there are absences and late it will be deducted to their salary. If they didn’t log-out for a day, it will be considered as under time. For permanent employee it will be deducted to their vacation leave. For every employee they have 15 vacation and sick leave. In applying vacation leave the employee must file the request 10 days before the leave. In applying sick leave the employee must provide a medical certificate if he is absent for more than three days while if he is absent for 1 to 3 days he can go back to work without providing a medical certificate. 2.1Proposed Research Project 2.1.1General Objectives To provide and develop a Computerized Payroll System and Time Keeping with Fingerprint technology that will improve the current Payroll System and Time Keeping of Municipality of Kawit. 2.1.2Specific Objectives †¢To develop a module that will compute the employee’s salary. The proponents will develop a module that will compute the salary of every employee accurately based on the integrated timekeeping of the employee. †¢To develop a module that is able to generate essential reports. The proponents will develop a module that will be able to generate reports such as daily time Reports (serves as replacement to the time card), contribution reports based on the record of the employee †¢To provide a module that will be able to monitoring time –in /out of the employee. The system will automatically monitor and record the attendance of the employee by fingerprint technology so that the employee must time –in/out by themselves unlike previously it can fake the records. 2.2.3 Scope and Limitations 2.2.3.1 Scope This study is about the coverage of the proposed payroll system and timekeeping. It covers the following qualification. File maintenance Module Employee file module – includes all information about the employee such as fingerprint of the employee, work schedule, position, department, and basic  information. Includes adding, updating and archiving employee records Department file module – includes the organization department and department code Transactions Salary Computation – The system will compute salary base on employee’s attendance and contribution. 13th Month Pay – A module for employee’s that are acceptable for 13th month pay. All employees that will work until the end of the year will receive the 13th month pay. Agency contribution – includes the deducted fee for the government agency such as GSIS, PAG-IBIG, Philhealth and withholding tax. Employee leave – includes the employee’s leave such as vacation leave, sick leave Employee Loan- includes all employee’s information such as load type, loan amount etc Other Deductions and Earnings – a module that includes other deduction and earning such as bonuses or other incentives. Reports Payslip – contain all information about the employee’s salary and deduction. GSIS Contribution Reports – Reports that contains employee’s total contribution per month for GSIS. PhilHealth Contribution Reports – Reports that contains employee’s total contribution per month for PhilHealth. Pag-big Contribution Reports – reports that contains employee’s total contribution per month for Pag – Ibig BIR/Withholding Tax Report – reports that contains employee’s total tax for a month. Payroll Summary Report – -reports that contains information about employee’s payroll. Daily Time Reports – reports that contain the attendance of the employee’s. Serve as an alternative to the time card of the Bundy Clock Leave form – a blank leave form for leave request. System Security Password- for security purposes that only the administrator and the HR knows the password. Administrator Level – have the full access on the system.  HRMO Level – can only access the attendance and monitor the leaves and absence of the employee. Accountant Level – can only access the transaction and the computation of the employee’s salary and the one that sets the computation in the option. Audit trail- serves as additional security that  measure all the login activities using the system, it will logged into the table including the username, time, date, and the task done. Timekeeping Fingerprint Technology – module that uses fingerprint technology for timekeeping Numeric Keypad Module – Module that uses numeric keypad technology that serves as an alternative if the fingerprint technology having technical problems. Timekeeping Entry– module that manually input the employee’s attendance, it serves as a back-up for the system. Back-up and Recovery The system has backup capabilities allowing the user to create a backup of the database which will be stored on secondary storage devices. It will also automatically back-up every cut off. If the program file of the payroll system are damage or corrupted there will be a duplicate copy either on the CD or secondary hard disk. Limitation The study is limited and focused only in the payroll system and the timekeeping monitoring of the organization however its capability is limited and cannot do the following task: †¢Employees are subjected to have only 2 accounts in regards to timekeeping (time-in and time-out). †¢Only employees that work in the municipality building are included in the proposed payroll system. An employee working outside the municipality is not required to time in and time out in the municipality. †¢In case of power failure, the attendance of the employee will record temporarily on a log book until the power come back. The data gathered on the log book will be transferred to the computerized system. Chapter 2 Theoretical Framework 2.1 Introduction Information System (IS) implemented within an organization for the purpose of improving the effectiveness and efficiency of that organization. Capabilities of the information system and characteristics of the organization, its work systems, its people, and its development and  implementation methodologies together determine the extent to which that purpose is achieved. Transaction Processing System (TPS) is a type of information system. Transaction Processing System collects, store, retrieve and modifies data that stored in an information system of an organization. Transaction processing system guarantees immediate action to negotiations made by persons and companies involved. It ensures a smooth flow of transaction, isolating particular transactions that have no credible assurance of the collected data’s authenticity A theoretical framework is a collection of interrelated concepts and provides definitions of relationships between all the variables. Theoretical framework helps researchers to determine problem areas, research questions that need to be addressed and the methodology in which helps to find an answer to the research questions. 2.2 Time Keeping Timekeeping is the monitoring of attendance of employee in time! A timekeeper is an instrument or person that measures the passage of time; in the case of the latter, often with the assistance of a clock or stopwatch. In addition, the timekeeper records time, time taken, or time remaining during events such as sports matches. They can then make operational decisions to increase productivity and reduce labor costs. 2.3 Fingerprint Technology Fingerprint technology refers to the automated method of verifying a match between two human fingerprints. Fingerprints are one of many forms of biometrics used to identify individuals and verify their identity. 2.4 Payroll System A computerized payroll calculates and tracks employee salaries, wages, bonuses, tax withholdings, and deductions. It prints employee pay checks, provides reports to better manage employee pay records, and generates complete weekly, monthly, quarterly, and annual payroll tax-related forms and reports. It is also used in automating and providing timely and accurate payroll processing for all types of employees. The computerized payroll is designed to process all types of payroll transactions for the purpose of computing and paying employees hence, computerization makes generating  payroll a much simpler and quicker process than if trying to perform these duties manually.