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OneHash HR

Automates recruitment, payroll, attendance, performance, and employee management—streamlining HR processes for efficient workforce management.
By Frappe Content licensed CC-BY-SA 3.0
• 62 articles

How to create an Expense Claim?

Expense Claim Expense Claim is made when employees make expenses out of their pocket on behalf of the company. For example, if they take a customer out for lunch, they can make a request for reimbursement via the Expense Claim form. To access an Expense Claim, go to: ++Human Resources > Expense Claims > Expense Claim++ | 1. Prerequisites - Employee - Department - Chart of Accounts | 2. How to create a Expense Claim 1. Go to: Expense Claim > New. 2. Select the Employee Name in the 'From Employee' field. 3. Select the Expense Approver. 4. Enter the Expense Date, Expense Claim Type and the Amount. 5. Additionally, you can also enter the Expense Taxes and Charges. 6. In Accounting Details, select the Company's Default Payable Account. 7. Save and Submit. Set the Employee ID, date, the list of expenses, and corresponding taxes that are to be claimed and “Submit” the record. Set Account for Employee Set employee's expense account on the employee form, system books an expense amount of an employee under this account. Approving Expenses Approver for the Expense Claim is selected by an Employee himself. Employee can choose from the list of users who are configured as Expense Approvers for their Department. After saving Expense Claim, Employee should Assign document to Approver. On assignment, approving user will also receive email notification. To automate email notification, you can also setup Email Alert. Expense Claim Approver can update the “Sanctioned Amounts” against Claimed Amount of an Employee. If submitting, Approval Status should be submitted to Approved or Rejected. If Approved, then Expense Claim gets submitted. If rejected, then Expense Approver's comments can be added in the Comments section explaining why the claim was approved or rejected. Booking the Expense On submission of Expense Claim, system books an expense against the expense account and the employee account. User can view unpaid expense claim using report "Unclaimed Expense Claims" . Payment for Expense Claim To make payment against the expense claim, user has to click on Make > Bank Entry Expense Claim Payment Entry ||| Note: This amount should not be clubbed with Salary because the amount will then be taxable to the Employee. Alternatively, a Payment Entry can be made for an employee and all outstanding Expense Claims will be pulled in. ++Accounting > Payment Entry > New Payment Entry++ Set the Payment Type to "Pay", the Party Type to Employee, the Party to the employee being paid and the account being paid from. All outstanding expense claims will be pulled in and payments amounts can be allocated to each expense. Linking with Task & Project To Link Expense Claim with Task or Project specify the Task or the Project while making an Expense Claim. This will update the Project cost with the Expense claim amounts.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

Human Resource Setup

Human Resource Setup The HR module has a setup process where you create the masters for all the major activities. Organization Setup To setup your Employee master you must first create: - Employment Type (like Permanent, Temp, Contractor, Intern etc). - Branch (if there are multiple offices). - Department (if any, like Accounting, Sales etc). - Designation (CEO, Sales Manager etc). - Grade (A, B, C etc, usually based on seniority). Check Setup for more details on each of masters, global HR Settings and other configurations. Leave Setup To setup Leaves, create: - Leave Type (like Sick Leave, Travel Leave etc) - Holiday List (list of annual holidays for the year - these days will not be considered in Leave Applications) - Leave Policy to effectively track and manage Employee leaves across the company You can read Leaves for a detailed description about how you can configure and manage Leaves. Payroll (Salary) Setup In OneHash, salaries have two types of components, earnings (basic salary, expenses paid by the company, like telephone bill, travel allowance etc) and deductions (amounts deducted for taxes, social security etc). You can create and assign salary structures to employees and OneHash simplifies most of the payroll processing for you. Read more about setting up your payroll and how ERPNext simplifies payroll processing in Salary and Payroll. If you intend to configure OneHash to calculate Income Tax deductions automatically based on multiple Salary Slabs, Setting Up Income Tax Deduction will help you understand how you can set this up properly. Recruitment It is important for enterprises to plan their manpower recruitment for future periods. OneHash allows you to define recruitment plans at group company level. Subsidiary companies can create and publish job openings based on the group company plans, making it easy to manage your hiring process. To understand how you can set this up, check Staffing Plan If you have an active Staffing Plan, every time you create a new Job Opening OneHash will validate the open positions and current employment count with the Staffing Plan.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

Human Resources Reports

Human Resources Reports Employee Leave Balance Salary Register Salary Register shows net pay and its components of employee(s) at a glance. Monthly Attendance Sheet Vehicle Expenses Report To track and monitor Vehicle Expenses you can use the Vehicle Expenses report. This report gives a one-stop view of all your Vehicle Expenses month-wise. Employee Exits || Introduced in Version 14 This report gives a summary of Employee Exits: - Employee Details: Employee, Reports to, Date of Joining, Relieving Date, Department, Designation - Exit Interview - Interview Status (Pending/Scheduled/Completed) - Final Decision (Employee Retained/Exit Confirmed) - Full and Final Statement This report also provides extra filters for: - Interview Pending - Questionnaire Pending - FnF Pending - Users can set up auto email reports on the above filters to make pending exit tracking easier. Employee Birthday Employee Birthday Report shows month-wise birthdays of your Employees. Employee working on a holiday Employee Holiday Attendance shows the list of Employees who attended on Holidays. Bank Remittance Report This report helps you to track bank transactions of payroll entries between companie(s) and employees. It shows the transaction between the bank accounts of the Company and the Employee with the Payment Date. Loan Repayment Report Loan Repayment Report allows you to keep a track of loans by showing the loan amount, interest, payable amount, and EMI. It also shows the paid and outstanding amount. Salary Payments Based On Payment Mode Salary Payments Based On Payment Mode define the Total Gross Salary to be paid and the Payment Mode used. To get the details of Payment Mode, assign the "Salary Mode" present in "Salary Details" section in the "Employees Master". Salary Payments via ECS Salary Payments via ECS shows the list of Employees with their Bank details for Payroll Processing. Income Tax Deductions Income Tax Deductions shows the list of Employees with the details of Income Tax deducted from their Salary. Professional Tax Deductions Professional Tax Deductions shows the list of Employees with the details of Professional Tax deducted from their Salary.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

Setting Up Income Tax Deduction

Setting Up Income Tax Deduction Calculating Tax deductions for employees every month is a time consuming activity for most businesses, especially for large enterprises. If setup properly, OneHash simplifies most of the tax related calculations by automatically calculating tax deductions while generating Salary Slips. Here's how you can configure OneHash to ease you payroll processing - Income Tax Exemption In many countries, especially in India, regulations allow exempting a part (or all) of some type of spending by individuals from being added to their annual taxable income. Examples of such spending could be contributions to charitable institutions, amount spent for education of children, specific investments etc. To avail the exemption from their taxable income, individuals are required to submit proof of such spending. OneHash allows you to configure Tax Slabs as part of every Payroll Period and the applies tax on each Salary based on projected annual earnings of the employee. Tax thus calculated will be added to the Salary Slip for deduction Salary Component configured Variable Based On Taxable Salary. Employees are required to declare the exemption amount they plan to claim at the end of the fiscal year so that the payroll deductions for tax will be calculated based on the projected annual earnings less the exemption. Employees can declare this through Employee Tax Exemption Declaration, the total of which will be exempted from annual taxable earnings of the employee. If no declaration is submitted by the employee, the monthly deductions will be calculated without any exemption from the employee's annual earnings. However, if the employee submits a declaration in between the payroll period, from the next payroll onwards the exemption will be applied from the next payroll. Any additional tax collected in earlier payrolls will be adjusted in the last payroll or when using Deduct Tax For Unsubmitted Tax Exemption Proof in Payroll Entry or Salary Slip. Also, at the end of the year employees submit the actual proof of the spending for filing via Employee Tax Exemption Proof Submission. In the last payroll of the Payroll Period, OneHash checks for proof submissions of employees and if not found, tax for the exempted income will be added to the standard deduction component. Employee Tax Exemption Category Exemptions from taxable salary are usually restricted to spending on particular categories decided by government or regulatory agencies. OneHash allows you to configure various categories which are allowed to be exempted. Examples of this could be, for India, 80G, 80C, B0CC etc. You can configure Employee Tax Exemption Category by going to, ++Human resources > Payroll Setup > Employee Tax Exemption Category > New Employee Tax Exemption Category++ Employee Tax Exemption Sub Category Under each category, there could be many heads for which the exemptions are allowed. For example, in India, sub categories under 80C could be Life Insurance Premium You can configure Employee Tax Exemption Sub Category by going to ++Human resources > Payroll Setup > Employee Tax Exemption Sub Category > New Employee Tax Sub Exemption Category++ HRA Exemption - Regional, India For the fiscal year 2018-19, in India, House Rent Allowance (HRA) exemption from taxable earnings is the minimum of:* The actual amount allotted by the employer as the HRA. * Actual rent paid less 10% of the basic salary. *50% of the basic salary, if the employee is staying in a metro city (40% for a non-metro city). As part of the Employee Tax Exemption Declaration, employees shall also fill out the HRA Exemption. OneHash will calculate the exemption eligible for HRA and exempt it while calculating the taxable earnings. ||| Note: Basic and HRA salary component shall be configured in Company for HRA exemption to work Options in Payroll Entry and Salary Slip OneHash simplifies payroll processing by automatically processing payroll in bulk via Payroll Entry. Deduct Tax For Unclaimed Employee Benefits: Flexible benefits (Salary Components which are Is Flexible Benefit) are not included in the taxable income of the employee. However, the amount received for these components will be included in the taxable earnings of the employee if she fails to submit Employee Benefit Claim while calculating tax in the last payroll of the Payroll Period. If you wish to collect tax for benefits before the last payroll, check this option and OneHash will recalculate the tax and add the tax for all untaxed benefits while generating the Salary Slip. -> Deduct Tax For Unsubmitted Tax Exemption Proof: This option allows you to deduct taxes for the earnings which were exempted in previous payrolls as declared in Employee Tax Exemption Declaration but the Employee has not submitted sufficient proof via Employee Tax Exemption Proof Submission. It is to be noted that if this option is checked OneHash does not consider the Employee Tax Exemption Declaration by employees and will only take into account Employee Tax Exemption Proof Submission instead while calculating exemption from employees' annual earnings. ||| Note: If required, you can still process payroll for employees individually, by manually creating a new Salary Slip and both these options are made available in the Salary Slip Income Tax Slab Income Tax Slab helps you define Tax slabs applicable for the period, making it easier to manage changing laws. You can add multiple tax slabs for the payroll period depending on the tax regulations. Note that you can use fields in Employee document in the Condition field to apply tax slabs based on attributes of employees. Payroll Period Payroll Period helps you define Tax slabs applicable for the period, making it easier to manage changing laws. You can add multiple tax slabs for the payroll period depending on the tax regulations. Note that you can use fields in Employee document in the Condition field to apply tax slabs based on attributes of employees. Salary Component To enable automatic tax deduction based on Tax slabs configured in Payroll Period, you have to configure a Salary Component of type Deduction with Variable Based On Taxable Salary option enabled. This checkbox enables auto calculation of Income Tax considering the tax slabs and declaration submitted by an employee. The tax will be calculated annually on the remaining taxable salary and equally divide it in 12 months. ||| Important Note: If you configure condition and formula for this Deduction component, the condition and formula will be considered for calculating the Salary Component and the Tax Slabs configured in Payroll Period will be ignored. However, you can still use Deduct Tax For Unsubmitted Tax Exemption Proof option in Payroll Entry / Salary Slip to deduct taxes based on the Tax Slabs configured in Payroll Period, exempting Employee Tax Exemption Proof Submission which will give precedence to the Tax Slab based tax deduction. This is particularly helpful if you need to deduct a fixed amount as a deduction in each payroll rather than ERPNext automatically calculating the deductions based on the projected annual salary of the employee after exemption as declared by the employee via Employee Tax Exemption Declaration. At the end of the fiscal year, you can still use Deduct Tax For Unsubmitted Tax Exemption Proof to deduct the remaining tax liability of the employee for the whole period.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on May 29, 2025

Employee Tax Exemption Proof Submission

Employee Tax Exemption Proof Submission Employees are required to submit proofs for all the spending they claim tax exemption for. This can be done through the Employee Tax Exemption Proof Submission document This is usually done at the end of a Payroll Period, but employees can submit any number of proofs unlike Employee Tax Exemption Declaration. ||| Note: Create an Employee Tax Exemption Declaration before creating an Employee Tax Exemption Proof Submission To access Employee Tax Exemption Proof Submission, go to: ++Home > Human resources > Employee Tax Exemption Proof Submission++ | How to create an Employee Tax Exemption Proof Submission The details are already fetched if you click on 'Submit Proof' from Employee Tax Exemption Declaration. However, if you want to create an 'Employee Tax Exemption Proof Submission' manually, follow these steps. 1. Go to the Employee Tax Exemption Proof Submission list, click on New. 2. Enter the details as needed. 3. Additionally, enter the 'Type of Proof' (documents, receipts, etc.). 4. Attach the proofs in by clicking on the Attach button at the bottom. 5. Enter House Rent Payment Amount, Rented From Date and Rented To Date. 6. Save and Submit. The Total Exemption Amount will be exempted from annual taxable earnings of the employee while calculating the tax deductions in the last payroll. ||| Note: Even if employees submit exemption proofs anytime during the payroll period, OneHash will only consider this in the last payroll of the Payroll Period for adjusting the final taxes based on the proof submitted. If you need to adjust any additional tax collected or consider proof submission of employees anytime before the last payroll, while processing Payroll Entry (or in the Salary Slip of the employee) check the Deduct Tax For Unsubmitted Tax Exemption Proof option. Regional - India For the current fiscal year, in India, House Rent Allowance (HRA) exemption from taxable earnings is the minimum of: - The actual amount allotted by the employer as the HRA. - Actual rent paid less 10% of the basic salary. - 50% of the basic salary, if the employee is staying in a metro city (40% for a non-metro city). As part of the Employee Tax Exemption Proof Submission, employees shall also submit proof for HRA Exemption. OneHash will calculate the exemption eligible for HRA and exempt it while calculating the taxable earnings in the last payroll of the Payroll Period. ||| Note: HRA component shall be configured in Company for HRA exemption to work

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

The Payroll Setup

Payroll Setup Salary is a fixed amount of money or compensation paid to an employee by an employer in return for the work performed. Payroll is the administration of financial records of employees' salaries, wages, bonuses, net pay, and deductions. To process Payroll in OneHash, 1. Define Payroll Period (optional) 2. Define Income Tax Slab 3. Create Salary Structure with Salary Components (Earnings and Deductions) 4. Assign Salary Structures to each Employee via Salary Structure Assignment 5. Generate Salary Slips via Payroll Entry. 6. Book the Salary in your Accounts. Payroll Period Payroll Period, in OneHash, is a period for which Employees get paid for their occupation with the Company. Payroll period helps you define Tax slabs applicable for the period, making it easier to manage changing laws. ||| Note: Configuring Payroll Period is optional if you do not intend to use Flexible Benefits or Tax Slabs Salary Component This document allows you to define each Earning and Deduction component which can be used to create a Salary Structure and subsequently create Salary Slip or Additional Salary. You can also configure the type, condition and formula as well as other settings which are discussed below. You should be able to enable various combinations of the following options to configure each component as it fits your Company / Regional policies. 1. Depends on Leave Without Pay: Leave Without Pay (LWP) happens when an Employee runs out of allocated leaves or takes a leave without an approval (via Leave Application). If enabled, OneHash will automatically deduct the pay in proportion of LWP days divided by the total working days for the month (based on the Holiday List). ||| Note: If you don’t want OneHash to manage LWP, don’t turn on this flag in any of the Salary Components 1. Do not include in total: If this option is enabled, the component wont be added to the total of the Earnings or Deductions of the Salary Slip Earning 1. Is Additional Component: This option specify that the component can only be paid as Additional Salary. Examples of this component could be Performance Bonus or pay received for on-site deputation etc. Such components are not considered to be part of normal Salary Structure. Instead, Additional Salary with these components can be submitted as required which will be added to the Salary Slip automatically. 2. Is Tax Applicable: If a component needs to be considered for Tax calculations specified as per the Payroll Period you may want to enable this option. It would be required that you have a Payroll Period configured with valid Tax Slabs for payroll processing. 3. Is Payable: Such components can be booked against separate payable accounts and the Accounts shall be configured in the Accounts table 4. Flexible Benefits: Flexible Benefits are earning components which Employees can choose to receive on a pro-rata basis or annually when they claim for. These are mostly tax exempted, unless the Employee fail to file the claim with adequate bills / documents. If turned on, you can specify the maximum benefit allowed for an employee in a year. Employees can create Employee Benefit Application with the ones they opt for. ||| Note: Employee Benefit Application will only allow Employees to only choose from the flexible components which are present in the Salary Structure assigned to the Employee - Pay Against Benefit Claim: Employees can opt to receive flexible benefits annually via Employee Benefit Claim or along with their salary every month. If you enable this, the amount allocated for the component will be paid as the Employee submits an Employee Benefit Claim. Else the amount will be dispersed as part of the Employee's salary on a pro-rata basis. - Only Tax Impact (Cannot Claim But Part of Taxable Income): Such components are those which the company has already paid to the Employee in cash or by some other means, for example a car purchased for the Employee's use. The Employee cannot claim but is liable to pay tax. The amount allocated for this component will be considered while calculating the taxable income of the Employee. - Create Separate Payment Entry Against Benefit Claim: Some of the flexible benefits may be legally required to be paid via separate vouchers. If you enable this, while posting the bank entry the amount paid for such components will be posted as a separate entry for each Employee. ||| Note: Normal Tax calculation does not include Flexible Benefits as in most cases these are exempted from Tax. To tax these components anytime before that last payroll, use "Deduct Tax For Unclaimed Employee Benefits" in Payroll Entry / Salary Slip while processing the Salary. Deduction Variable Based On Taxable Salary: If you enable this, the component will be considered as the standard Tax deduction component. Tax will be calculated based on the Tax slabs configured in Payroll Period on all the total taxable salary. Salary Structure Salary Structure represents how Salaries are structured and calculated based on Earnings and Deductions. Salary structures are used to help organizations: 1. Maintain pay levels that are competitive with the external labor market, 2. Maintain internal pay relationships among jobs, 3. Recognize and reward differences in the level of responsibility, skill, and performance, and manage pay expenditures. Usual components of a salary structure (in India) include: - Basic Salary: It is the taxable base income and generally not more than 40% of CTC. - House Rent Allowance: The HRA constitutes 40 to 50% of the basic salary. - Special Allowances: Makes up for the remainder part of the salary, mostly smaller than the basic salary which is completely taxable. - Leave Travel Allowance: The non-taxable amount paid by the employer to the employee for vacation/trips with family within India. - Gratuity: It is basically a lump sum amount paid by the employer when the employee resigns from the organization or retires. - PF: Fund collected during emergency or old age. 12% of the basic salary is automatically deducted and goes to the employee provident fund. - Medical Allowance: The employer pays the employee for the medical expenditures incurred. It is tax-free up to Rs.15,000. - Bonus: Taxable part of the CTC, usually a once a year lump sum amount, given to the employee based on the individual’s as well as the organizational performance for the year. - Employee Stock Options: ESOPS are Free/discounted shares given by the company to the employees. This is done to primarily increase employee retention. A submitted Salary Structure Creating a New Salary Structure To create a new Salary Structure go to: ++Human Resources > Payroll Setup > Salary Structure > New Salary Structure++ In the new Salary Structure, 1. Name the salary Structure and set the company, letterhead for Salary Slip printing and frequency of payroll etc. 2. Set the starting date from which this is valid (Note: There can only be one Salary Structure that can be “Active” for an Employee during any period). 3. Configure Leave Encashment Amount per Day which will be the amount payable to Employees on Leave Encashment requests. 4. Max Benefits amount is the maximum amount eligible as Flexible Components to employees. Salary Slip Based on Timesheet Salary Slip based on Timesheet is applicable if you have timesheet based payroll system - Check "Salary Slip Based on Timesheet" - Select the salary component and enter Hour Rate (Note: This salary component gets added to earnings in Salary Slip) Earnings and Deductions in Salary Structure In the “Earnings” and “Deductions” tables, you can select the earnings and deductions components The condition and formula configured in Salary Component will be copied by default, but you may change this if required. You may also want to select the Base component in the Earnings table. Note that the amount eligible for each employee should be configured in Salary Structure Assignment. If the condition and formula for any of the earnings or deductions are not configured in Salary Component, you can calculate the values of Salary Components based on. Condition and Formula Condition and Amount In conditions and formulas, - Use field "base" for using base salary of the Employee - Use Salary Component abbreviations. For example: BS for Basic Salary - Use field name for employee details. For example: Employment Type for employment_type Account Details - Select Mode of Payment and Payment Account for the Salary Slips which will be generated using this Salary Structure - Finally, Save the Salary Structure. Leave Without Pay (LWP) Leave Without Pay (LWP) happens when an Employee runs out of allocated leaves or takes a leave without an approval (via Leave Application). If you want OneHash to automatically deduct salary in case of LWP, then you must check on the “Apply LWP” column in the Earning Type and Deduction Type masters. The amount of pay cut is the proportion of LWP days divided by the total working days for the month (based on the Holiday List). If you don’t want OneHash to manage LWP, leave the LWP unchecked in all of the Earning Types and Deduction Types. Salary Structure Assignment Salary Structure Assignment allows you to assign salary structure and specify the base pay eligible for each employee. It is important that you set the base salary for each assignment as this will be the base salary used for calculations as per the Salary Structure. To create a new Salary Structure Assignment go to: ++Human Resources > Payroll > Salary Structure Assignment > New Salary Structure Assignment++ Processing Payroll You can either bulk process payroll for Employees under a department, branch or designation or process payroll individually by creating Salary Slips for each employee. Payroll Processing Using Payroll Entry You can also create salary slip for multiple employees using Payroll Entry: ++Human Resources > Payroll > Payroll Entry > New Payroll Entry++ Payroll Entry In Payroll Entry, 1. Select the Company for which you want to create the Salary Slips. You can also select the other fields like Branch, Department, Designation or Project to be more specific. 2. Check Salary Slip based on Timesheet if you want to process timesheet based Salary Slips. 3. Select the Posting Date and the frequency of payroll which you want to create the Salary Slips. 4. Click on "Get Employee Details" to get a list of Employees for which the Salary Slips will be created based on the selected criteria. 5. Enter the Start and End dates for the payroll period. 6. You can check Deduct Tax For Unclaimed Employee Benefits if you want to deduct taxes for all benefits (Salary Components which are Is Flexible Benefit) paid to employees till the current payroll 7. Similarly, Deduct Tax For Unsubmitted Tax Exemption Proof allows you to deduct taxes for the earnings which were exempted in the previous payrolls as declared in Employee Tax Exemption Declaration but the Employee has not submitted sufficient proof Employee Tax Exemption Proof Submission. 8. Select the Cost Center and Payment Account. 9. Save the form and Submit it to create Salary Slip records for each active Employee for the time period selected. If the Salary Slips are already created, the system will not create any more Salary Slips. You can also just save the form as Draft and create the Salary Slips later. Once all Salary Slips are created, you can use View Salary Slips to verify if they are created correctly or edit it if you want to deduct Leave Without Pay (LWP). After checking, you can "Submit" them all together by clicking on "Submit Salary Slip". ||| Note: Submitting Salary Slips will also book the default Payroll Payable account to record the accrual of salary. Booking Salaries in Accounts The final step is to book the Salaries in your Accounts. Salaries in businesses are usually dealt with extreme privacy. In most cases, the companies issues a single payment to the bank combining all salaries and the bank distributes the salaries to each employee’s salary account. This way there is only one payment entry in the company’s books of accounts and anyone with access to the company’s accounts will not have access to the individual salaries. The salary payment entry is a Journal Entry that debits the total of the earning type salary component and credits the total of deduction type salary component of all Employees to the default account set at Salary Component level for each component. To generate your salary payment voucher from Payroll Entry, click on - ++Make > Bank Entry++ Payroll Entry will route you to Journal Entry with relevant filters to view the draft Journal Vouchers created. You shall set reference number and date for the transactions and Submit the Journal Entries. ||| Note: For Salary Components which are Flexible Benefits and has Create Separate Payment Entry Against Benefit Claim checked, OneHash will book separate draft Journal Entries. Creating Salary Slips Manually Once the Salary Structure is created and assigned to employees via Salary Structure Assignment, you can make a Salary Slip individually. Go to: ++Human Resources > Payroll > Salary Slip > New Salary Slip++ Salary Slip

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

How to create a Payroll Period?

Payroll Period A Payroll Period is a period for which Employees get paid for their occupation with the Company. Payroll Period helps you define Salary Structures and Tax slabs applicable for the period, making it easier to manage changing laws. In OneHash, you can configure the Payroll Period and define Tax Slabs. In order to access Payroll Period, go to: ++Home > Human Resources > Payroll > Payroll Period++ | 1. How to create a Payroll Period 1. Go to: Payroll Period > New. 2. Enter Name. 3. Select Start Date and End Date of Payroll Period. 4. Save. | 2. Features Tax Salary Slabs The most important feature in Payroll Period is Tax Salary Slabs under which you can create various tax slabs and tax rates for the employees. You can add multiple tax slabs for the Payroll Period depending on the tax regulations. Select the From Amount, To Amount and Percent Deduction for each slab. Tax Slabs can also be applied based on certain properties of the employees such as date of birth or gender. Additionally, Standard Tax Exemption Amount can be specified in the Payroll Period doctype. Once the information is saved, you can also access Employee Tax Exemption Proof Submission and Employee Tax Exemption Declaration through the dashboard. ||| Note: Configuring Payroll Period is optional if you do not intend to use Flexible Benefits or Tax Slabs | 2. Related Topics 1. Salary Component 2. Salary Structure 3. Income Tax Slab 4. Payroll Entry 5. Employee Tax Exemption Proof Submission 6. Employee Tax Exemption Declaration

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

How to create Employee Tax Exemption Declaration?

Employee Tax Exemption Declaration Tax exemption is the monetary exemption of income, property or transactions from taxes that would otherwise be levied on an Employee. At the beginning of a Payroll Period, employees can declare the amount of exemption they will be claiming from their taxable salary. OneHash allows you to specify tax exemption category/sub-category, tax exemption amount and other related information in the Employee Tax Exemption Declaration form. To access Employee Tax Exemption Declaration, go to: ++Home > Human resources > Employee Tax and Benefits > Employee Tax Exemption Declaration++ | 1. Prerequisites Before creating an Employee Tax Exemption Declaration, it is advisable you create the following: - Employee - Employee Tax Exemption Category - Employee Tax Exemption Sub Category | 2. How to create Employee Tax Exemption Declaration To create a new Employee Tax Exemption Declaration: 1. Go to: ++Employee Tax Exemption Declaration > New++ 2. Select the Exemption Sub Category and Exemption Category. 3. Enter the Maximum Exemption Amount and Declared Amount. 4. Save and Submit. The Total Exemption Amount will be exempted from annual taxable earnings of the employee while calculating the tax deductions in Payroll. ||| Note: Employees can only submit one Employee Tax Exemption Declaration for a Payroll Period. | 3. Features 3.1 Employee Tax Exemption Category Exemptions from taxable salary are usually restricted to spending on particular categories decided by the Government or regulatory agencies. OneHash allows you to configure various categories which are allowed to be exempted. Examples of these (for India) could be, 80G, 80C, B0CC etc. You can configure Employee Tax Exemption Category by going to, ++Employee Tax and Benefits > Employee Tax Exemption Category++ 3.2 Employee Tax Exemption Sub-Category Under each category, there could be many heads for which the exemptions are allowed. For example, in India, sub categories under 80C could be Life Insurance Premium You can configure Employee Tax Exemption Category by going to, ++Employee Tax and Benefits > Employee Tax Exemption Sub-Category++ 3.3 HRA Exemption (Regional - India) For the current fiscal year, in India, House Rent Allowance (HRA) exemption from taxable earnings is the minimum of: - The actual amount allotted by the employer as the HRA. - Actual rent paid less 10% of the basic salary. - 50% of the basic salary, if the employee is staying in a metro city (40% for a non-metro city). As part of the Employee Tax Exemption Declaration, employees can also fill out the HRA Exemption. OneHash calculates the exemption eligible for HRA and exempts it while calculating the taxable earnings. Enter the Monthly House Rent and check the 'Rented in Metro City' checkbox if applicable and submit the form. The Annual and Monthly HRA Exemption will be automatically calculated. Once the declaration is submitted, you can submit the proof of your tax exemption by clicking on the Submit Proof button. ||| Note: HRA component needs to be configured in Company master under HRA Settings sections for the HRA exemption to work.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

Employee Benefit Application

Employee Benefit Application Employees are entitled to flexible benefits which they can either receive pro-rata (as part of their Salary) or as a lump-sum amount when they claim the benefit. In order to choose from various flexible benefits which an Employee shall receive on a pro-rata basis, the employee should create a new Employee Benefit Application. To create a new Employee Benefit Application, ++Human Resources > Payroll > Employee Benefit Application > New Employee Benefit Application++ Here, Employee can view the Max Benefits as per the Salary Structure Assignment and then chose from the Earning Components which are part of the employee's assigned Salary Structure. They can also enter the amount which they wish to receive as part of their Salary Slip. It is based on the Employee Benefit Application that the Max Benefit Amount will be distributed among the flexible earning components while generating the Salary Slip. If an Employee fails to submit the Employee Benefit Application before processing the payroll, the Max Benefit Amount eligible to the employee will be distributed proportionately to each of the flexible component present in the Employee's salary structure. ||| Note: Employees can only submit one Employee Benefit Application for a Payroll Period. Employee Benefit Application should cover the full amount which the employee has to receive as per the Max Benefit amount on a pro-rata basis. However, if the Salary Structure of the employee consists of Salary Components which are to be paid on Employee Benefit Claim (Salary Component with Pay Against Benefit Claim), they are allowed to submit Employee Benefit Application excluding the amount allocated for such components. Also, note that those components which are to be received based on Employee Benefit Claims can also be part of the application, but will only be disbursed lump-sum, as part of their salary when the Employee submits a claim for it. ||| Note: Normal Tax calculation does not include Flexible Benefits as in most cases these are exempted from Tax. To tax these components anytime before the last payroll, use Deduct Tax For Unclaimed Employee Benefits in Payroll Entry / Salary Slip while processing the Salary.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

How to create an Additional Salary?

Additional Salary Additional Salary is something that an Employee receives from the company they work for, other than their usual pay. OneHash offers you a feature called Additional Salary to add or deduct adhoc salary for a particular Employee while processing the Payroll. Some examples of Additional Salary could be Performance Bonus, Deputation Allowance, Arrears, Incentives or other adjustments. To access Additional Salary, go to: ++Home > Human Resources > Payroll > Additional Salary++ | 1. Prerequisites Before creating a Additional Salary, it is advisable to create the following: - Employee - Salary Component | 2. How to create an Additional Salary 1. Go to Additional Salary list, click on New. 2. Select Employee. 3. Select Salary Component. 4. Enter the Amount. 5. Enter the Payroll Date. If Payroll Date for Additional Salary is in the interval when the salary is processed, it will be added to the earnings/deduction. 6. Save and Submit. Select the 'Overwrite Salary Structure Amount' checkbox to overwrite the Additional Salary component on the Salary Structure amount. Additionally, the 'Deduct Full Tax on Selected Payroll Date' checkbox can be selected if full tax needs to be deducted on the Additional Salary component for that particular payroll date. | 3.Features Recurring Additional Salary This feature allows users to create an Additional Salary for a fixed interval. When 'Is Recurring' is checked you need to fill 'To Date' and 'From Date'. This will add or deduct the additional salary amount for this employee within the selected date range and it will be reflected in the Salary Slip for the employee. The Additional Salary will be repeated every month between 'From Date' and 'To Date' interval. | 4. Related Topics 1. Retention Bonus 2. Employee Incentive 3. Salary Structure 4. Salary Structure Assignment 5. Payroll Entry 6. Payroll Period

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• Last updated on Jun 18, 2025

Creating a Payroll Entry

Payroll Entry Payroll is the sum total of all compensation a business must pay to its employees for a set period of time or on a given date. In OneHash, Payroll Entry enables bulk processing of payroll for employees in other words, processing salary slips of all employees in one go. The bulk processing can be Company-wide or based on these categories: Branch, Department, or Designation. To access Payroll Entry, go to: ++Home > Human Resources > Payroll > Payroll Entry++ | 1. How to create a Payroll Entry To create a new Payroll Entry: 1. Go to: Payroll Entry > New. 2. Select Payroll Frequency. 3. Select Branch, Designation and Department to filter out employees (optional). 4. Select Project (optional) if you want to run the payroll against a project. 5. Select 'Validate Attendance' and 'Salary Slip Based on Timesheet' checkboxes in case the payroll is dependent on them. 6. Select the Payment Account to make the Bank Entry. 7. Save. Once the information is saved, click on the Get Employees button to get a list of Employees for which the Salary Slips will be created based on the selected criteria. Once the list of Employees is fetched, click on the Create Salary Slips button to generate Salary Slips. ||| Note: If the Salary Slips are already created, the system will not create any more Salary Slips. You can also just save the form as Draft and create the Salary Slips later. | 2. Features 2.1 Booking Salary Accrual After verifying the Salary Slips, you can Submit them all together by clicking on Submit Salary Slip. This will also book the default Payroll Payable account against respective Expense Heads (as configured in Salary Components) to record the accrual of salary to employees. ||| Note: Submitting Salary Slips one by one manually will not create the Journal Entry to record salary accrual. The final step is to book the Salary Payment. Salaries in businesses are usually dealt with extreme privacy. In most cases, companies issue a single payment to the bank combining all salaries and the bank distributes the salaries to each employee’s salary account. This way there is only one payment entry in the company’s books of accounts and anyone with access to the company’s accounts will not have access to the individual salaries. 2.2 Salary Payment Entry The salary payment entry is a Journal Entry that debits the total of the Earnings type salary component and credits the total of Deductions type salary component of all Employees to the default account set at Salary Component level for each component. To generate your salary payment voucher from Payroll Entry, go on: ++Make > Bank Entry++ Payroll Entry will route you to Journal Entry with relevant filters to view the draft Journal Vouchers created. You shall set reference number and date for the transactions and Submit the Journal Entries. ||| Note: For Salary Components which are Flexible Benefits and has Create Separate Payment Entry Against Benefit Claim checked, OneHash will book separate draft Journal Entries.

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• Last updated on Jun 18, 2025

Employee Separation in OneHash

Employee Separation Employee Separation is a situation when the service agreement of an Employee with his/her organization comes to an end and the Employee leaves the organization. Employee Separation is created for an Employee who has resigned or terminated from the organization. Used Case: Let's assume that following are the activities which need to be performed as soon as an Employee needs to be separated from the organization. - Collect laptop - Clear dues - Delete Employee Email Account - Collect identity card In OneHash, these standard activities can be tracked in the Employee Separation Template. To access Employee Separation, go to: ++Human Resources > Employee Lifecycle > Employee Separation++ | 1. Prerequisites Before creating an Employee Separation, it is advisable that you create the following documents: - Employee - Department - Designation - Employee Grade | 2. How to create an Employee Separation 1. Go to: ++Employee Separation > New++ 2. Select the Employee. Once the Employee is selected, the corresponding Employee information such as Department, Designation and Employee Grade will automatically get fetched. 3. Select the Employee Separation Template. Based on the template selected, information such as Department, Designation and Employee grade will be automatically fetched (if already mentioned in the Separation Template). 4. Enter the Resignation Letter Date. 5. Additionally, you can also enter the Exit Interview Summary. 6. Save and Submit. ||| Note 1: If an Employee Separation Template isn't created, you can directly fill the separation information in the Employee Separation doctype itself. ||| Note 2: The 'Status' of the Employee Separation will change to Completed once all the associated Activities are complete. | 3. Features 3.1 Employee Separation Template The Employee Separation Template is a blueprint which contains a predefined list of Activities for Employee Separation. An Employee Separation Template can be created for a particular Department, Designation and Employee Grade. To create a new Employee Separation Template: 1. Go to: ++Human Resources > Employee Lifecycle > Employee Separation Template > New++ 2. Enter the Department, Designation and Employee Grade (optional). 3. Mention the Activities for separation. For each Activity, you can also mention the User or Role, or one of it, to whom this Activity will be assigned. 4. You can also schedule the Separation Activities by specifying the **Begin On (Days) **i.e. when the activity has to start and the Duration (Days) for the same. 3.2 Tasks and Assignments On submission of the Employee Separation, a Project will be created. Within the Project, Tasks will also be created for each Activity. You can view the created Projects and Tasks through View > Project/ Tasks. Additionally, each Activity can be assigned weights based on its importance. Based on the progress on the Tasks, progress can be updated in the Employee Separation process. 3.3 Employee Status You can directly view the separated Employee through the Employee Separation doctype through View > Employee once the form is submitted. Related Topics - Employee Onboarding - Employee Promotion - Employee Separation

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How to create an Employee Onboarding?

Employee Onboarding In the process of hiring an Employee, there are set of standard activities which need to be executed. This feature helps you to maintain the masters of these activities, and create a set of tasks at the time of each Employee hiring. Employee Onboarding is created for a Job Application, who is approved for the hiring. Use Case: Let's assume that following are the activities which need to be performed as soon as a job applicant is approved to be hired. - Perform a legal and professional background check - Create an Employee master - Create an Email Account - Create an identity card - Allocate leaves In OneHash, these standard activities can be tracked in the Employee Onboarding Template. To access Employee Onboarding, go to: ++Human Resources > Employee Lifecycle > Employee Onboarding++ | 1. Prerequisites Before creating an Employee Onboarding, it is advisable that you create the following documents: - Job Applicant - Employee - Department - Designation - Employee Grade | 2. How to create an Employee Onboarding 1. Go to: ++Employee Onboarding > New++ 2. Select the Job Applicant. once the Job Applicant is selected, the corresponding Employee will automatically get fetched. 3. Select the Employee Onboarding Template. Based on the template selected, information such as Department, Designation and Employee grade will be automatically fetched (if already mentioned in the Onbaording Template). 4. Enter Date of Joining. 5. Save and Submit. ||| Note 1: If an Employee Onboarding Template isn't created, you can directly fill the onboarding information in the Employee Onboarding doctype itself. ||| Note 2: The 'Status' of the Employee Onbaording will change to Completed once all the associated Activities are complete. | 3. Features 3.1 Employee Onboarding Template The Employee Onboarding Template is a blueprint which contains a predefined list of Activities for Employee Onboarding. An Employee Onboarding Template can be created for a particular Department, Designation and Employee Grade. To create a new Employee Onboarding Template: 1. Go to: ++Human Resources > Employee Lifecycle > Employee Onboarding Template > New++ 2. Enter the Department, Designation and Employee Grade (optional). 3. Mention the Activities for onboarding. For each Activity, you can also mention the User or Role, or one of it, to whom this Activity will be assigned. 4. You can also schedule the Onboarding Activities by specifying the Begin On (Days) i.e. when the activity has to start and the Duration (in Days) for the same. 3.2 Tasks and Assignments On submission of the Employee Onboarding, a Project will be created. Within the Project, Tasks will also be created for each Activity. If you have set the date and duration against activities, tasks will be created with appropriate Start and End Date excluding holidays. You can view the created Projects and Tasks as shown below: Additionally, each Activity can be assigned weights based on its importance. Based on the progress on the Tasks, progress can be updated in the Employee Onboarding process. 3.3 Employee Creation You can directly create an Employee through the Employee Onboarding doctype (if not already created) once all the mandatory onboarding tasks are complete. | 4. Related Topics 1. Employee Promotion 2. Employee Separation 3. Employee Transfer

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Steps to Setup Auto Attendance

Auto Attendance ||| Introduced in Version 12 Auto attendance marks the attendance for the Employees assigned to a shift based on records in the 'Employee Checkin' Document and the Auto Attendance Settings of that shift. Auto Attendance for every 'Shift Type' record is attempted to be marked every hour. You can also trigger the auto attendance manually for a single shift type by pressing the 'Mark Auto Attendance' button in the Shift Type document. ||| Note: Shift Type needs to be set up and assigned to Employees before creating 'Employee Checkin' records. Attendance will be marked by Auto Attendance only for check-in records that are created after setting up and assigning an Employee to their shift type. Steps to Setup Auto Attendance You can set up Auto Attendance by following the steps mentioned below: 1. Define Shift Type with Auto Attendance Enabled 2. Assign these shifts to Employees 3. Setup Attendance Device ID field in Employee 1. Define Shift Type with Auto Attendance Enabled To be able to mark attendance from a list of Check-in/Check-out logs, you need to set up shifts that have the "Enable Auto Attendance" field enabled. Once you enable this option, you will be able to see an "Auto Attendance Settings" section. Please fill this section as per your requirements for that shift. Please refer to the following link to know more about each field in the Auto Attendance settings section: Auto Attendance Settings 2. Assign these shifts to Employees Once you have set up a shift, you will have to assign this to the employees. You can assign this to an employee by either of the two methods: - Using the Shift Assignment You can use the Shift Assignment to assign shifts to employees on a date to date basis. - Using the Default Shift field in the employee Sometimes you would want to assign a shift for an employee for all the days. You can do this by setting the following field in the Employee: ++Employee > ATTENDANCE AND LEAVE DETAILS > Default Shift++ ||| Note: Setting Shift Assignment takes precedence over the default shift. i.e. When the default shift is set, that shift is taken as the employee shift for all days without a Shift Assignment. 3. Setup Attendance Device ID field in Employee Biometric systems usually have their own IDs for employees. But, the Employee Checkin in OneHash needs to be mapped to an employee. To map the employee to their IDs in the Biometric system you need to set the following field with the appropriate value: ++Employee > ATTENDANCE AND LEAVE DETAILS > Attendance Device ID (Biometric/RF tag ID)++ Once you are done with the above steps you can now import the Employee Checkin and start generating attendance automatically. FAQs regarding Auto Attendance. How does Auto Attendance determine shift for an Employee? Shift of an Employee on a particular date is determined by the following steps: 1. Shift assigned to an Employee on the given date in the 'Shift Assignment' document. 2. If the above is not found, the shift is picked up from the 'Default Shift' field of the 'Employee' document. 3. Finally, if a shift is not found in 'Employee' document also, then it is assumed that the Employee does not belong to any shift on the given date and no attendance is attempted to be marked by the Auto Attendance. How does Auto Attendance determine Holiday List for an Employee? Holiday List of an Employee is determined by the following steps: 1. If the Employee's determined 'Shift Type' has a holiday list, then this is taken. 2. Otherwise, the holiday list is taken from either the 'Holiday List' field in the Employee Document or from 'Default Holiday List' field of the Company Document, in that order. ||| Note: The Holiday List is important to be determined correctly by the Auto Attendance to not mark Absents for Employees on holidays.

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Attendance Creation

Attendance Attendance is a record stating whether an Employee has been present on a particular day or not. In OneHash, you can mark and record attendance of an Employee on a daily basis using the Attendance doctype. To access Attendance, go to: ++Home > Human Resources > Attendance++ | 1. Prerequisites Before creating an Attendance record, it is advised that you create the following first: - Employee - Shift Type | 2. How to create an Attendance 1. Go to the Attendance list, click on New. 2. Select the Employee. 3. Select the Attendance Date. 4. Select the Shift (optional). 5. Select the Status (Present, Absent, On Leave, Half Day). 6. Save and Submit. ||| Note: Attendance cannot be marked for future dates. You can get a monthly report of your Attendance data by going to the Monthly Attendance Details report. You can easily set attendance for Employees using the Employee Attendance Tool. You can also bulk upload attendance using the Upload Attendance. | 3. Features Marking Unmarked Attendance In case the attendance for some employees is not marked, you can mark them as present, absent, or half-day. How to Mark Attendance 1. Go to the Attendance list. 2. Click on the Mark Attendance button. 3. A dialog will appear. 4. Select the Employee and Month. 5. Select the Status whether Present, Absent, or Half Day. 6. Select the dates on which you want to mark attendance for a selected Employee. 7. Click on the Mark Attendance button and click on Yes.

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How to create a Holiday List?

Holiday List Holiday List is a list which contains the dates of holidays. Most organizations have a standard Holiday List for their employees. Some even have different holiday lists based on the different Locations or Departments. To access Holiday List, go to: ++Home > Human Resources > Leaves > Holiday List++ | 1. How to create a Holiday List 1. Go to Holiday List, click on New. 2. Enter Holiday List Name. It can be based on the Fiscal Year or Location or Department as per the requirement. 3. Select From Date and To Date for the Holiday List. | 2. Features Some of the additional features in the Holiday List are as follows: 2.1 Adding Weekly Holidays You can quickly add Weekly Offs in the Holiday List as follows: - In the 'Add Weekly Holidays' section, select the day in the Weekly Off field. - Click on 'Add to Holidays' button. - Save. Once the Weekly Off is added, it is reflected in the Holidays table. ||| Note: You can add multiple days in the Weekly Offs. You can also add specific days (like festival holidays) manually by clicking on the 'Add row' option in the Holidays table. ||| Note: Each time a new holiday is updated in the Holidays table, the Total Holidays field gets updated. **2.2 Holiday List in Company ** You can set a default Holiday List at the company-level in the Company master in the 'Default Holiday List' field 2.3 Holiday List in Employee If you have created multiple Holiday List, select a specific Holiday List for an Employee in the respective master. When an Employee applies for Leave, the days mentioned in the Holiday List will not be counted, as they are holidays already. ||| Note: If you have specified a Holiday List in the Employee master, then that Holiday List will be given priority as compared to the default Holiday List of the Company. You can form as many holiday lists as you wish. For example, if you have a factory, you can have one list for the factory workers and another list for office staff. You can manage between many lists by linking a Holiday List to the respective Employee. 2.4 Holiday List in Workstation You can also set a Holiday List at workstation-level as shown in the screenshot below. The dates in the Holiday List tagged in the Workstation master will be considered as the days the Workstation will remain closed. You can also access Company, Employee, Workstation, Service Level, Service Level Agreement, Leave Period, and Shift Type from the Holiday List page.

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• Last updated on Jun 18, 2025

How to create a Leave Encashment?

Leave Encashment Leave Encashment refers to an amount of money received in exchange for Leaves not availed by an Employee. You can submit Leave Encashment for Leave Types which are encashable. To access Leave Encashment, go to: ++Home > Human Resources > Leaves > Leave Encashment++ 1. Prerequisites Before creating Leave Encashment, it is advisable you create the following documents: - Employee - Leave Type - Leave Policy - Leave Period - Salary Structure - Salary Structure Assignment | 2. How to create a Leave Encashment 1. Go to Leave Encashment list, click on New. 2. Select Leave Period. 3. Select the Employee. Once the Employee is selected, the Employee's Department is automatically fetched. 4. Select Leave Type for which the Leave is encashed. Make sure the Leave Type is encashable (the 'Allow Encashment' checkbox in the Leave Type is checked). 5. Select Encashment Date. Based on the date selected, the amount will be encashed in that particular Payroll Entry. 6. Save and Submit. ||| Note: As you select Employee and Leave Type, Leave Balance and Encashable Days (which is total leave balance minus the threshold days set in Leave Type) will be shown along with the Encashment Amount based on the Leave Encashment per day as configured in the Employee's assigned Salary Structure. On submitting a Leave Encashment for an Employee, OneHash automatically creates an Additional Salary which will get added to the Salary Slip of the Employee when processing the next payroll. ||| 3. **Related Topics ** 1. Payroll Period 2. Payroll Entry 3. Additional Salary

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Leave Application

Leave Application Leave Application is a formal document created by an Employee to apply for Leaves for a particular time period. OneHash allows your employees to apply for leaves via Leave Applications and get them approved by the Leave Approvers. If your company has a formal system where Employees have to apply for leaves to be able to qualify as paid leaves, you can create Leave Application to track approval and usage of leaves. The applying employee requires to select their Employee record, Leave Type and the period for which the leave is taken. To create a new Leave Application, go to: ++Home > Human Resources > Leaves > Leave Application++ | 1. Prerequisites Before you create a Leave Application, it is advisable you have the following documents: - Department - Leave Period - Holiday List - Leave Type - Leave Policy - Leave Allocation | 2. How to create a Leave Application 1. Go to Leave Application list, click on New. 2. A table of Allocated Leaves will be shown. Based on the Leaves taken, the available leaves are displayed for each Leave Type. 3. Select the Employee Name and Leave Type. 4. Set the Leave duration using From Date and To Date. Based on the dates selected, the 'Total Leave Days' and the 'Leave Balance Before Application' fields will be displayed. 5. If the Leave applied is for a half-day, select the 'Half Day' checkbox. 6. Enter the Reason for Leave. 7. Select Leave Approver. 8. Select the Posting Date of the Leave Application. 9. Check the 'Follow via Email' checkbox to send notification of the Leave Application to the Leave Approver. 10. You can also link the Salary Slip of the Employee in the Leave Application for the record. 11. Click on Save. Once the Employee saves the Leave Application, the status of the Leave Application changes to 'Open', and an email is sent to the Leave Approver for approval. The Leave Approval Notification Template can be configured in HR Settings under the Leave Settings section. 1. Once the Leave Approver receives the email, they can Approve, Reject, or Cancel the Leave Application. Once this is done, the Leave Approver can submit the Leave Application. On submission, the status of the document changes accordingly, and an email is sent to the Employee notifying them the same. ||| Note: Leave Application cannot be submitted if the Salary is already processed for the leave period. The Leave Application process flow is summarized below: - The employee applies for leave through Leave Application. - Approver gets notification via email. For this, the "Follow via Email" checkbox should be checked. - Approver reviews Leave Application. - Approver approves/rejects/cancels Leave Application - The employee gets the notification on the status of his/her Leave Application | Features Setting Leave Approver A leave approver is a user who can approve an leave application for an employee. Leave Approvers for each department can be configured in the Department master. - Department Level: Leave Approvers for each department can be configured in the Department master. Multiple Leave Approvers can be set in a Department. The first Leave Approver in the list will be considered as the default Leave Approver. When an Employee belonging to a particular department applies for leave, the Leave Approvers set in that Employee's department master will be considered as his Leave Approvers. - Employee Level: Leave Approvers can also be set Employee-wise in the employee master. If Leave Approvers are set at both Employee-level and Department-level, the Employee-level Leave Approver will be considered as the default Leave Approver in this case. When a new Leave Application is created, if the selected leave approver does not have access to it, the document is shared with the approver with "submit" permission. ||| Tip : If you want all users to create their own Leave Applications, you can set their “Employee ID” as a match rule in the Leave Application Permission settings. See the earlier discussion on Setting Up Permissions for more info. || Additional Notes: - Leave Application period must be within a single Leave Allocation period. In case, you are applying for leave across leave allocation period, you have to create two Leave Application records. - Application period must be in the latest Allocation period. - Employee can't apply for leave on the dates which are added in the Leave Block List. To understand how ERPNext allows you configure leaves for employees, check Leaves. | 3. Related Topics 1. Leave Type 2. Leave Period 3. Leave Policy 4. Leave Allocation 5. Leave Block List

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How to create a Leave Allocation in OneHash?

Leave Allocation Leave Allocation enables you to allocate a specific number of leaves of a particular type to an Employee. To access Leave Allocation, go to: ++Home > Human Resources > Leaves > Leave Allocation++ | 1. Prerequisites Before creating a Leave Allocation, it is advisable you create the following documents: - Employee - Leave Type - Leave Period - Leave Policy | 2. How to create a Leave Allocation 1. Go to Leave Allocation list, click on New. 2. Select the Employee, Leave Type, From Date and To Date. 3. Enter the number of New Leaves Allocated for that particular Leave Type. 4. Save and Submit. ||| Note: Check the 'Add unused leaves from previous allocations' checkbox in case you want to carry forward unused leaves from previous allocation period for this particular Leave Type. Allocating Leaves through Leave Period Leaves are usually allocated for a particular Leave Period. Once a Leave Period is created and saved, you can click on the Grant button to generate Leave Allocations based on the Leave Policy applicable to each Employee. You can allocate leaves based on Employee Grade, Department or Designation. Also, note that 'Add unused leaves from previous allocations' check will enable you to carry forward any unused leaves (for Leave Types with 'Is Carry Forward' turned on) from previous allocations to new ones. Once the Leaves are granted, Leaves will be allocated to the selected Employees based on the Leave Policy set in the Employee master.

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How to create a Leave Period?

Leave Period A Leave period is a duration of time for which leaves are allocated. Most companies manage leaves based on a Leave Period, corresponding to a calendar year or the fiscal year. To access Leave Period, go to: ++Home > Human Resources > Leaves > Leave Period++ | 1. Prerequisites Before creating a Leave Period, it is advisable to create the following: - Company - Holiday List | 2. How to create a Leave Period 1. Go to Leave Period list, click on New. 2. Enter the From Date and To Date of the Leave Period. 3. Select the Company name for which the Leave Period is applicable. 4. Save. The Leave Period also allows you to select a Holiday List which will be considered for allocating Optional Leaves for the period. ||| Note: The 'Holiday List for Optional Leaves' is not the same as the usual 'Holiday List'. This list will contain a list of optional holidays only. 'Holiday List for Optional Leaves' can be created from the Holiday List document. You can create two Holiday Lists for a Leave Period; one containing the usual set of holidays and the other for optional holidays. Additionally, you can check the 'Is Active' checkbox if you want to enable this particular Leave Period. Once the information is saved, the Leave Period will also be used as a tool to help you grant leaves for a category of employees. The Grant button will generate Leave Allocations based on the Leave Policy applicable to each Employee. You can allocate leaves based on Employee Employee Grade, Department or Employee Designation as shown below.

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Creating a Leave Type

Leave Type Leave Type refers to the types of leaves that an Employee can use while making Leave Applications. An employee can select a particular Leave Type while requesting for a leave. You can create any number of Leave Types based on your company’s requirement. To access Leave Type, go to: ++Home > Human Resources > Leaves > Leave Type++ | 1. How to create a Leave Type 1. Go to Leave Type list, click on New. 2. Enter Leave Type Name. 3. Enter Max Leaves Allowed, Applicable After (Working Days), Maximum Continuous Days Applicable (optional). 4. Save. Below is a detailed explanation of all the fields in Leave Type. - Max Leaves Allowed: This field allows you to set the maximum number of leaves of this Leave Type that Employees can apply within a Leave Period. - Applicable After (Working Days): Employees who have worked with the company for this number of days are only allowed to apply for this Leave Type. Any other leaves availed by the Employees after their joining date is also considered while calculating working days. - Maximum Continuous Days Applicable: It refers to the maximum number of days this particular Leave Type can be availed at a stretch. If an employee exceeds the maximum number of days, their extended leave may be considered as ‘Leave Without Pay'. - Is Carry Forward: If checked, the balance leave will be carried forwarded to the next allocation period. - Is Leave Without Pay: This ensures that the Leave Type will be treated as leaves without pay and salary will get deducted for this Leave Type. - Is Optional: Optional Leaves are holidays which Employees can choose to avail from a list of holidays published by the company. The Holiday List for optional leaves can have any number of holidays but you can restrict the number of such leaves by setting the Max Days Leave Allowed field. - Allow Negative Balance: If checked, system will always allow to approve leave application for the Leave Type, even if there is no leave balance. - Include holidays within leaves as leaves: Check this option if you wish to count holidays within leaves as a ‘leave’. Such holidays will be deducted from the total number of leaves. - Is Compensatory: Compensatory leaves are leaves granted for working overtime or on holidays, normally compensated as an encashable leave. You can check this option to mark the Leave Type as compensatory. An Employee can request for compensatory leaves using Compensatory Leave Request. - Is Partially Paid Leaves: This checkbox ensures that Leave Type will be treated as partially paid and some part of daily earnings will be paid through salary slip. If this checkbox is enabled then a field "Fraction of Daily Salary Per Leave" appears where you can define the fraction of daily salary paid on the partial leave day. | 2. Features 2.1 Leave Encashment It is possible that Employees can receive cash from their Employer for unused leaves granted to them in a Leave Period. Not all Leave Types need to be encashable, so, you should set "Allow Encashment" for Leave Types which are encashable. ||| Note: Leave Encashment is allowed only in the last month of the Leave Period. Encashment Threshold Days: This field indicates the number of leave days the the Employees won't be able to encash. Above the mentioned days, the Employee is eligible to encash leaves. For example, if there are 10 leaves of a particular Leave Type which is encashable, and the Employee has 8 leaves left. If Encashment Threshold Days = 5, the Employee is given encashment of only 8 - 5 = 3 leaves. Earning Component: This field allows you to specify the Salary Component that will be encashed to Employees as a part of their Salary in the Salary Slip. Note: On submitting a Leave Encashment for an Employee, automatically OneHash creates an Additional Salary which will get added to the Salary Slip of the Employee when processing the next payroll. 2.2 Earned Leave Earned Leaves are leaves earned by an Employee after working with the company for a certain amount of time. Checking "Is Earned Leave" will allot leaves pro rata basis by automatically updating Leave Allocation for leaves of this type at intervals set by 'Earned Leave Frequency'. For example, if an Employee earns 2 leaves of Privilege Leaves monthly, OneHash automatically increments the Leave Allocation for Paid Leave at the end of every month by 2. The leave allotment process (background job) will only allot leaves considering the max leaves for the leave type, and will round to 'Rounding' for fractions. 2.3 Default Leave Types There are some pre-loaded Leave Types in the system, as below: - Leave Without Pay: You can avail these leaves for different purposes, such as, extended medical issues, educational purpose or unavoidable personal reason. Employee does not get paid for such leaves. - Privilege leave: These are like earned leaves which can be availed for the purpose of travel, family vacation and so on. - Sick leave: You can avail these leaves if you are unwell. - Compensatory off: These are compensatory leave allotted to employees for overtime work. - Casual leave: You can avail this leave to take care of urgent and unseen matters.

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How to create a Job Opening?

Job Opening A Job Opening is a job vacancy in your Company. You can make a record of the open vacancies in your company using Job Opening. OneHash allows to plan recruitments for your company. The number of Job Openings you can create for a Designation is restricted according to the vacancies planned by the Staffing Plan defined for the company or one of its parent group companies in the hierarchy. ||| Note: Make sure the "Check Vacancies On Job Offer Creation" checkbox is checked in the Hiring Settings section of the HR Settings. To access Job Opening, go to: ++Home > Human Resource > Recruitment > Job Opening++ | 1. Prerequisites Before creating a Job Opening, it is advisable you create the following: - Staffing Plan - Employee Department | 2. How to create a Job Opening 1. Go to Job Opening list, click on New. 2. Enter the Job Title. 3. Select the Designation and Department. Based on Designation selected, appropriate Staffing Plan and Planned Number of Positions will be fetched. 4. Save. Once the Job Opening is saved, you can directly create a new Job Applicant from the dashboard. ||| Note: You can set the Status of the Job Opening as Open/Closed. Once a Job Opening is Closed, you cannot create a Job Applicant against it. | 3. Related Topics 1. How to create a Job Applicant? 2. Job Offer creation in OneHash OneHash allows to plan your recruitment at a group company level. The number of Job Openings you can create for a Designation is restricted according to the Vacancies planned by the Staffing Plan defined for the company or one of it's parent group companies in the hierarchy. To understand how you can do configure this, check Staffing Plan

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• Last updated on Jun 18, 2025

The Staffing Plan

Staffing Plan Staffing Plan helps you to plan manpower requirements for your Company. OneHash allows you to do this at a company level helping you efficiently plan and budget new hiring for a period. Job Openings can only be created as per the number of vacancies and budget as per the active Staffing Plan. To access Staffing, go to: ++Home > Human Resources > Recruitment > Staffing Plan++ | 1. Prerequisites Before creating a Staffing Plan, it is necessary you create the following: - Department - Employee Designation | 2. How to create a Staffing Plan 1. Go to Staffing Plan list, click on New. 2. Enter the Name, From and To Date and select the Department for which you want to create the Staffing Plan. 3. Enter the Staffing Plan Details such as Designation, Vacancies, Estimated Cost Per Position, Total Estimated Cost and Number of Positions. 4. Save and Submit. | 3. Features Some of the additional features in the Staffing Plan doctype are explained below: - Designation: The designations for which the Staffing Plan is created. - Number of Positions: The number of positions you plan to recruit for between the From and To Dates of the Staffing Plan. - Current Count: This is the number of Employees already hired against the particular Designation. - Vacancies: The number of vacancies based on the Number of Positions you wish to recruit and the current Employee count. - Estimated Cost Per Position: You can specify the cost to company per position so that hiring officials can stick to the budget. - Total Estimated Budget: Once you enter the recruitment plan for all the designations, Staffing Plan will draw up the total estimated budget as per the plan. | 4. Related Topics 1. How to create a Job Opening? 2. How to create a Job Applicant? 3. Job Offer creation in OneHash

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• Last updated on Jun 18, 2025

Basic HR Settings

HR Settings HR Settings allow global settings for HR related documents. | 1. Features The different settings allowed are explained in brief below: To access HR Settings, go to: ++Home > Human Resources > Settings > HR Settings++ || Employee Settings 1.1 Retirement Age This is used to compute the retirement date of the employees based on their Date of Birth. You can enter the retirement age (in years) for your employees. The age of retirement is taken as '60' if this field is left blank. 1.2 Employee Records to be created by The naming for employee document is based on value selected in this field. - Naming Series - The employee documents created will be named using the naming series selected in the 'Series' field. - Employee Number - The Employee Number field becomes visible on selecting this field, and the naming of the employee document happens based on this field. - Full Name - The employee document is named using the full name of the employee. 1.3 Stop Birthday Reminders An email is sent to all the employees of the company when any employee has a birthday. To stop this email from being sent you can check this option. 1.4 Expense Approver Mandatory In Expense Claim In Expense Claim Document the 'Expense Approver' field is set to mandatory on checking this option. ++Payroll Settings will be part of HR Settings till version 12. In version 13, Payroll Settings will be part of the new module, Payroll.++ || 2. Payroll Settings 2.1 Include holidays in Total no. of Working Days If checked, total number of working days will include holidays, and this will reduce the value of salary per day. 2.2 Max working hours against Timesheet For salary slips based on timesheet, you can set the maximum allowed hours against a single timesheet. Set this value to Zero to disable this validation. 2.3 Disable Rounded Total You can enable this to disable rounding of total amount in salary slips. 2.4 Email Salary Slip to Employee An email with the salary slip is sent to the respective employee's preferred email address on submission of the salary slip. 2.5 Encrypt Salary Slips in Emails The salary slip PDF sent to the employee is encrypted using the mentioned Password Policy. 2.6 Calculate Payroll Working Days Based On Working Days in Salary Slip can be calculated based on Leave Application or Attendance records. You can select the option based on what you want to calculate working days. 2.7 Daily Wages Fraction for Half Day Based on this fraction, the salary for Half Day will be calculated. For example, if the value is set as 0.75, the three-fourth salary will be given for half-day attendance. 2.8 Password Policy This field becomes visible and mandatory on checking the above option for encrypting the salary slip in email. Here is an example on how to set a Password Policy for the salary slip PDF. Example: SAL-{first_name}-{date_of_birth.year} This will generate a password like SAL-Jane-1972 || 3. Leave Settings 3.1 Leave Approval Notification Template On creation/updation of a leave application with a leave approver, an email is sent to this leave approver notifying about the new leave application. The email template used for this purpose can be selected here. 3.2 Leave Status Notification Template On Submission/Cancellation of a leave application the employee receives an email with the updated status of their leave application. The email template used for this purpose can be selected here. 3.3 Leave Approver Mandatory In Leave Application In Leave Application document the 'Leave Approver' field is set to mandatory on checking this option. 3.4 Show Leaves Of All Department Members In Calendar The approved leaves of all employees in the same department are shown in the calendar view on checking this option. 3.5 Auto Leave Encashment If checked, the system generates a draft Leave Encashment record on the expiry of the leave allocation for all encashable Leave Types. 3.6 Restrict Backdated Leave Application If checked, the system will not allow making a backdated leave application. ++Introduced in version 13++ 3.7 Automatic Allocate Leaves Based On Leave Policy If checked, leaves will be granted to the employees automatically based on the Effective From date as per the present Leave Policy Assignment. || 4. Hiring Settings Check Vacancies On Job Offer Creation On creation of job offer for a particular position, vacancies present in the staffing plan for that position is checked to warn the user from over hiring for a particular position. HR Setup

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Employee setting up

Employee An individual who works part-time or full-time under a contract of employment, and has recognized rights and duties of your company is your Employee. In OneHash manage the Employee master. It captures the demographic, personal and professional details, joining and leave details, etc. of the Employee. To access the Employee master, go to: ++Home > Human Resources > Employee++ | Prerequisites Before creating an Employee, it is advised to create the following: - Employment Type - Job Applicant - Employee Department - Employee Grade - Employee Branch - Employee Designation - Leave Policy - Holiday List - Leave Encashment - Shift Type - Employee Health Insurance | How to create an Employee 1. Go to the Employee list, click on New. 2. Enter the Employee's personal details such as Name, Gender, Date of Birth, and Date of Joining. 3. Save. | Features Apart from the aforementioned mandatory details, some additional details that can be captured in the Employee master are as follows: 3.1 Employment Type You can set an Employment Type such as Intern, Contract, Full-time, Part-time, Probation, etc. for an Employee. 3.2 Create OneHash User The User ID can be linked to the Employee. In case the User ID is not created, you can click on 'Create a New User' in the dropdown to create one. By clicking on the 'Create User Permission' checkbox, the Employee's access to other records can be restricted. Check Adding Users to learn how to create users and add permissions. 3.3 Joining Details The Joining Details of the Employee such as the Offer Date, Confirmation Date, Contract End Date, Notice (Days), and Date of Retirement can be captured. 3.4 Department and Grade In a company, the Employees are usually grouped on the basis of Department, Grade, Designation, and Branch. In the Department and Grade section, these details of the Employee can be saved. In the 'Reports to' field, the person to whom the Employee has to report his duties to can be captured. 3.5 Leave Details In Leave Details, you can save the Leave Policy and Holiday List details. Leave Policy specifies the type and number of leaves an Employee is entitled to, and Holiday List is a list which contains the dates of holidays and weekly offs. 3.6 Salary Details Here, the mode of salary payment, i.e. through Bank, Cheque or Cash can be selected. 3.7 Contact Details Employee's Contact information such as Mobile Number, Current and Permanent Address, Personal and Company Email ID can be captured here. In the Preferred Email ID field, either the Company Email, Personal Email or User ID of the Employee can be selected depending on the user's preference. 3.8 Personal Details Personal Details of the Employee such as Family Background details like name and occupation of parent, spouse and children, Passport Details including date and place of issue, Health Details like height, weight, allergies, medical concerns, etc. can be saved. 3.9 Educational Qualification Here, the Educational Details such as School/University, Qualification, Level and Year of Passing of the Employee can be saved as shown below: Additionally, details such as Class/Percentage and Subjects can also be saved by clicking on the downward arrow in the Education table. 3.10 Previous Work Experience Just like Educational Qualification, an Employee's Previous Work Experience can also be captured in the External Work History table as shown below: Additionally, details such as Contact of the previous company and Total Experience in years can also be saved in the External Work History table. 3.11 Exit Exit details of the employee (if any) such as Resignation, Exit Interview and Leave Encashment details can be saved. When the status of the Employee is set to 'Left', it is mandatory to fill the Relieving Date. ||| Note: Once the Employee status is set to 'Left', that particular Employee master won't be accessible in further transactions. 3.12 Additional Features Some additional features included in the Employee master are as follows: - Emergency Contact - Health Insurance - Personal Bio - History in the Company

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Training Event

Training Event Training Event allows you to schedule seminars, workshops, conferences, etc. under a Training Program. You can also invite your employees to attend the event using this feature. To access Training Event, go to: | Home > Human Resources > Training > Training Event 1. Prerequisites Before creating a Training Event, it is advisable you create the following documents: Training Program Employee 2. How to create a Training Event 1. Go to the Training Event list, click on New. 2. Enter the Event Name. 3. Select the Event Type. 4. Select Event Level (Beginner, Intermediate, Expert). 5. Enter the Trainer Name, Email and Contact Number. 6. Select the Event Course. Enter the Start Time, End Time and Location of the Training Event. 7. Additionally, you can also write a short description of the Event in the Description box. 8. Save and Submit. || Note: Check the 'Has Certificate' checkbox if the Training Event is a certified course. 3. Features 3.1 Inviting Employees for the Event You can invite your employees to attend the Training Event. You can do so by selecting the employees to be invited in the Employees table. By default the status of the employee will be 'Open'. When you submit the Training Event, a notification will be sent to the employee notifying that the Training has been scheduled. This is sent via Email Alert "Training Scheduled". You can modify this Email Alert to customize the message. 4. Related Topics Training Result Training Feedback Course

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Employee Referral

Articles on: OneCRM | Human Resources Employee Referral || Introduced In Version 13 Internal Recruitment is one of the best processes for recruitment, and it also saves effort and capital. The Employee Referral is a process where existing employees refer a suitable candidate from their network for a vacant designation/position. In OneHash, you can manage Employee Referrals. To access Employee Referral, go to: || Human Resources > Recruitment > Employee Referral 1. Prerequisites 1. Employee 2. Additional Salary 3. Job Applicant 2. How to create Employee Referral 1. Go to Employee Referral > Add Employee Referral. 2. Fill in basic details of the person you want to refer like First Name, Last Name, Email, etc. 3. Select Employee under Referrer. 4. Save and Submit. 3. Features 3.1 Creating Job Applicant and auto-syncing status from Job Applicant When you submit an employee referral document the initial status will be "Pending". After submitting the document, the "Create Job Applicant" button will appear at the top right corner. Clicking this button will create a new Job Applicant with the status "Open". The status of the Employee Referral document will change to "In Process" When someone changes the status of the Job Applicant to "Hold" or "Replied", the status of the Employee Referral will remain "In Process". If the status of the Job Applicant changes to "Accepted" or "Rejected", the status of the Employee Referral document will also change to "Accepted" or "Rejected" respectively. 3.2 Managing referral bonus Many companies provide bonuses to their employees for such referrals. ERPNext allows you to track the payment of the bonus to the employee for their referral. For the Referral bonus, you need to check the "Is applicable for referral bonus" checkbox before submitting the document. After submitting the document, the "Create Additional Salary" button will appear at the top right corner, if the status is "Accepted". On Click, It will redirect you to the Additional salary form where you need to select Salary component and Payroll date and after that, you need to save and submit the document.

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• Last updated on Jun 18, 2025

Daily Work Summary Group

Daily Work Summary Group In order to facilitate daily reporting of employees, you can configure OneHash to request employees to send their work summaries through email. Daily Work Summary is an automated way of getting the daily work reporting of employees in an organization. To configure a new Daily Work Summary Group, go to: | Human Resources > Settings > Daily Work Summary Group You can set multiple groups with different set of 'Users' from your user list with different 'Send Emails At' time and with separate 'Holiday List' for each. You can also choose to customize the 'Message' you send to users. 1. Prerequisites Before creating a Daily Work Summary Group, it is necessary you create the following: Email Account 2. How to create a Daily Work Summary Group 1. Go to: Daily Work Summary Group > New. 2. Enter the name of the Daily Work Summary Group. 3. Enter the User's names in the 'Users' table. 4. Set the 'Send Emails At' time. This is the time the Daily Work Summary email will be sent. 5. Select Holiday List (optional). On these days, the Daily Work Summary email won't be sent. 6. In the Reminder section, enter the mail Subject and type in the Message. 7. Save. || Note: || If no Holiday List is selected, then the email will be sent every day. || Name of the "Daily Work Summary Group" will be sent as the title for daily summary email. || Mail will not be sent to the users of a disabled Daily Work Summary Group.

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• Last updated on Jun 18, 2025

How to do Leave Calculation In Salary Slip

Leave Calculation In Salary Slip There are two types of leave which user can apply for. - Paid Leave (Sick Leave, Privilege Leave, Casual Leave etc.) - Unpaid Leave Paid Leave are firstly allocated by HR manager. As and when Employee creates Leave Application, leaves allocated to him/her are deducted. These leaves doesn't have impact on the employee's Salary Slip. When Employee is out of paid leave, he create Leave Application for unpaid leave. The term used for unpaid leave in OneHash is Leave Without Pay (LWP). These leaves does have impact on the Employee's Salary Slip. Just marking Absent in the Attendance record do not have impact on salary calculation of an Employee, as that absenteeism could be because of paid leave. Hence creating Leave Application should be created incase of absenteeism. Let's consider a scenario to understand how leaves impact employees Salary Slip. - Setup Employee - Allocate him paid leaves - Create Salary Structure for that Employee. In the Earning and Deduction table, select which component of salary should be affected if Employee takes LWP. - Create Holiday List (if any), and link it with Employee master. Working Days: Working Days in Salary Slip are calculated based on number of days selected above. If you don't wish to consider holiday in Working Days, then you should do following setting. ++Human Resource > Setup > HR Setting++ Uncheck field "Include Holidays in Total No. of Working Days" Holidays are counted based on Holiday List attached to the Employee's master. Leave Without Pay: Leave Without Pay is updated based on Leave Application made for this Employee, in the month for which Salary Slip is created, and which has Leave Type as "Leave Without Pay". Payment Days: Following is how Payment Days are calculated: Payment Days = Working Days - Leave Without Pay If you have LWP checked for the Salary Component, there will be reduction in Amount based on no. of LWP of an Employee for that month.

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• Last updated on Jun 18, 2025

Income Tax Slab

Income Tax Slab Income Tax Slab is a document to define income tax rates based on different taxable income slab. In many countries, income tax is levied on individual taxpayers based on a slab system where different tax rates have been prescribed for different slabs and such tax rates keep increasing with an increase in the income slab. In OneHash, you can define multiple Income Tax Slabs and link them to individual employee's salary structure via Salary Structure Assignment. To access Income Tax Slab, go to: ++Home > Payroll > Income Tax Slab++ | 1. How to create an Income Tax Slab To create a new Income Tax Slab: 1. Enter a Name for the IT Slab, Company and the date from which it will be Effective From. 2. Enable the checkbox 'Allow Tax Exemption' if applicable. 3. Save and Submit. | 2. Features 2.1 Tax Slabs In the Tax Slab table, you can define the rate for different income slabs. To define slab, From Amount and To Amount should be entered. For the first slab, From Amount is optional and for the last slab, To Amount is optional. Both the amount is inclusive while evaluating tax based on taxable income. The tax slab can be applicable based on specific conditions. Conditions can be written using all field names of Employee, Salary Structure, Salary Structure Assignment, and Salary Slip documents. Examples: 2.2 Other Taxes and Charges on Income Tax If other taxes are applicable on calculated income tax, you can enter those using this table. You can also define the min and max taxable amount for which this tax will be applicable. For example, Health and Education Cess is applied additionally on income tax to everyone in India. 2.3 Other Properties - Allow Tax Exemptions : Tax exemptions can be allowed for a specific Income Tax Slab. If enabled, while calculating taxes based on this tax slab, Employee Tax Exemption Declaration and Proof Submission are considered for calculating taxable income. - Standard Tax Exemption Amount : If exemption is allowed, the Standard Tax Exemption Amount defined by the government can be added here. This exemption generally does not need any kind of document proof and applicable to all employees linked to this income tax slab. | 3. Related Topics 1. Salary Component 2. Salary Structure 3. Salary Structure Assignment 4. Payroll Entry 5. Employee Tax Exemption Declaration 6. Employee Tax Exemption Proof Submission

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• Last updated on Jun 18, 2025

Salary Structure Assignment

Salary Structure Assignment Salary Structure Assignment form allows you to assign a particular Salary Structure to the employee. In OneHash, you can create multiple Salary Structure Assignments for the same Employee for different periods. To access Salary Structure Assignment, go to: ++Home > Human Resources > Payroll > Salary Structure Assignment++ | 1. Prerequisites Before you create a Salary Structure Assignment, it is advisable you have the following documents: - Employee - Salary Component - Salary Structure | 2. How to create a Salary Structure Assignment: 1. Go to Salary Structure Assignment list and click on New. 2. Select the Employee and Salary Structure. 3. Select the From Date from which this particular Salary Structure will be applicable. 4. Select preferred Income Tax Slab for the employee. 5. Enter Base and Variable amount as per requirement. Base amount refers to the Base Salary of the Employee, which is fixed and paid out, regardless of employees meeting their goals. Variable pay, on the other hand, is the portion of sales compensation determined by employee performance. When employees hit their goals (aka quota), variable pay is provided as a type of bonus, incentive pay, or commission. 2.1 Alternate ways to create Salary Structure Assignment You can also assign a Salary Structure to Employee(s) directly through the Salary Structure document. To assign the Salary Structure to a single employee, click on the 'Assign Salary Structure' button in the Salary Structure document. If you want to bulk assign the Salary Structure to multiple employees, you can do so via the 'Assign to Employees' button. You can optionally filter out employees based on Employee Grade, Department, Designation, and Employee itself. Once this is done, click on the 'Assign' button to assign the Salary Structure accordingly.

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Salary Component

Salary Component Salaries are paid by organizations to their employees in exchange for the services rendered by them. The different components that make up the Salary Structure are called as Salary Components. Salary paid to the employees comprises of several different components, such as basic salary, allowances, arrears, etc. OneHash allows you to define these Salary Components and also specify its various attributes. To access Salary Component, go to: ++Home > Human Resources > Payroll > Salary Component++ 1. How to create a Salary Component To create a new Salary Component: 1. Go to Salary Component list, click on New. 2. Enter its Name and Abbreviation. 3. Enter Description of the Salary Component (optional). 4. Enter the Company name and the Default Account of the Salary Component in the Accounts table. 5. Save. | 2. Features Apart from the above mentioned mandatory fields, some of the additional features of the Salary Component are given below: 2.1 Condition and Formula In this section, the Condition and Formula required for the calculation of the Salary Component can be specified. To specify the formula, enable the 'Amount based on formula' checkbox. In case the Salary Component is based on a pre-defined amount, OneHash allows you to directly enter the amount in the Amount field (disable the 'Amount based on formula' checkbox). ||| Note: This above setup is optional. You can define Amount and Formula/Condition for a Salary Component directly in the Salary Structure also. If they are specified in the Salary Component document itself, the information will be directly fetched in the Salary Structure when the Component is selected. 2.2 Additional Properties Some of the additional attributes of the Salary Component that can be enabled using check-boxes are as follows: - Is Payable: Select this if the Salary Component is payable. - Depends on Payment Days: If this checkbox is enabled then the Salary Component will be calculated based on the number of working days. - Is Tax Applicable: This checkbox is applicable for Earning Components. Selecting this checkbox allows tax to be applied on this Salary Component. - Deduct Full Tax on Selected Payroll Date: If checked and the component is used in Additional Salary, the tax amount applicable on the additional amount will be deducted on the specific payroll month. If not checked, the tax will be distributed over the remaining months of the payroll period. For example, if a bonus is given in a particular month using Additional Salary, then you can deduct full tax amount in the same month only. - Round to the Nearest Integer: Selecting this checkbox allows you to round the amount of this Salary Component to the nearest integer. - Statistical Component: If selected, the value specified or calculated in this component will not contribute to the earnings or deductions. However, it's value can be referenced by other components that can be added or deducted. If you set a Salary Component as a Statistical component, then you do not have to set the Default Account for the same. Also, you would not be able to set this component as a Flexible Benefit. - Do Not Include in Total: Selecting this checkbox ensures that the Salary Component is not included in the Total Salary. It is used to define the component which is part of the CTC but not payable (e.g. Usage of Company Cars). - Variable Based On Taxable Salary: The component is calculated automatically on taxable income based on applicable Income Tax Slab (e.g. TDS or Income Tax). - Exempted from Income Tax: If checked, the full amount will be deducted from taxable income before calculating income tax without any declaration or proof submission. For example, Professional Tax in India is deducted from taxable income before calculating income tax. - Disabled: This checkbox can be selected to disable this Salary Component. A disabled Salary Component cannot be used in the Salary Structure. 2.3 Flexible Benefits This section is shown if the Salary Component is an Earning Component. Flexible Benefit plans allow employees to avail the benefits they want or need from a package of programs offered by an employer. They may include health insurance, pension plans, telephone expenses, etc. To set a Salary Component as a Flexible Benefit, check the 'Is Flexible Benefit' checkbox. Enter the maximum yearly amount for this flexible benefit in the 'Max Benefit Amount (Yearly)' field. Some of the additional attributes of the Flexible Benefits that can be enabled using checkboxes are as follows: - Pay Against Benefit Claim: Enable this checkbox if you want to pay this benefit via the Employee Benefit Claim. - Only Tax Impact (Cannot Claim But Part of Taxable Income): If set, the flexible benefit will be part of taxable income. - Create Separate Payment Entry Against Benefit Claim: If this checkbox is checked, it will let you create a separate payment entry against the Benefit Claim.

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Salary Structure

Salary Structure Salary Structure is the details of the salary being offered to an Employee, in terms of the breakup of the different components constituting the compensation. Any changes to the Salary Structure i.e. among the components can have a major impact on what the Employee does, such as the kind of tax exemptions claimed. OneHash allows you to define the Earnings and Deductions of a Salary Structure, Payroll frequency, and Payment Mode among other features. To access Salary Structure, go to: ++Home > Human Resources > Payroll > Salary Structure++ | 1. Prerequisites Before you create a Salary Structure, it is advisable you have the following: - Salary Component | 2. How to create a Salary Structure 1. Go to the Salary Structure list, click on New. 2. Enter the Salary Structure Name. 3. Select the Company Name and Payroll Frequency. 4. Save and Submit. | 3. Features 3.1 Earnings and Deductions Earnings specify the Salary Components that are earned by an Employee. These components typically include basic, allowances, bonuses, and incentives that are added to the employee's Total Salary. On the other hand, Deductions specify the Salary Components that are deducted from the employee's Total Salary. These typically include the taxes. || Note: Only Salary Components set as 'Earnings' will be shown in the Earnings table and components set as 'Deductions' will be shown in the Deductions table. To create Earnings and Deductions, select the Salary Component in the Component column. Enter the Formula/Condition if not previously specified while creating the Salary Component. Additionally, you can also enter a pre-defined amount in the Amount column. || Note: Make sure to click on the downward arrow and enable the 'Amount based on formula' checkbox in case the Salary Component is calculated using a formula. 3.2 Account In this section, the Mode of Payment and the Payment Account that is used to pay the salary can be specified. 3.3 Salary Structure for Salary based on Timesheets In OneHash you can also define the Salary Structure for Salary Slip based on Timesheet, which allows the Company to pay there Employee as per working hours. Steps for creating Salary Structure based on Timesheets: 1. Go to Salary Structure List, click on New. 2. Select checkbox Salary Slip Based on Timesheet. 3. Select the Salary Component. 4. Enter the Hour Rate. Based on the Rate entered, the amount for Working hours for the selected Salary Component will be calculated accordingly. 5. Save and Submit. 3.4 Leave Encashment Amount Per Day In case there are encashable leaves for an Employee, you can define the leave encashment amount per day in this field for this particular Salary Structure. Based on the 'Earning Component' set in the encashed Leave Type and the amount per day, the value for the Salary component will be calculated accordingly in the Salary Slip. 3.5 Max Benefits (Amount) In this field, the Max Benefits Amount for the Salary Structure can be specified. If this field is filled, make sure the Salary Structure has a Salary Component with the "Is Flexible Benefits" checked, against which this amount will be paid. Once all the information is saved and submitted, you can assign the Salary Structure to an Employee either through the Assign Salary Structure button or by creating a new Salary Structure Assignment through the dashboard. You can also assign the created Salary Structure to several employees based on the Employee Grade, Department, Designation, etc. through the 'Assign to Employees' button. Additionally, Salary Slip can also be directly created through the dashboard. | 4. Related Topics 1. Salary Component 2. Salary Structure Assignment 3. Payroll Entry

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Compensatory Leave Request

Compensatory Leave Request Compensatory Leave is a leave that is granted to an Employee as compensation for working overtime or on holidays. OneHash allows Employees to request for Compensatory Leaves through the Compensatory Leave Request document. It is necessary that the dates mentioned in the Compensatory Leave Request should be in default Holiday List and also that the Employee should have their attendance marked Present. Note: Only Leave Types which are marked as 'Is Compensatory' can be selected in the Compensatory Leave Request. To access Compensatory Leave Request, go to: ++Home > Human Resources > Leaves > Compensatory Leave Request++ | 1. Prerequisites Before creating a Compensatory Leave Request, it is necessary to create the following documents: - Employee - Leave Period - Leave Type - Leave Policy - Leave Allocation - Holiday List - Attendance | 2. How to create a Compensatory Leave Request 1. Go to Compensatory Leave Request list, click on New. 2. Select the Employee ID. Once selected, The Employee Name and Department will get automatically fetched. 3. Select Leave Type. 4. Select Work From Date and Work End Date. This is the date of the day(s) the Employee has worked on, during a Holiday. 5. Enter the Reason. 6. Save and Submit. On submitting the Compensatory Leave Request, OneHash updates the Leave Allocation record for the Compensatory leave type, allowing the Employee to apply for leaves of this type later on depending upon the number of leaves left.

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Shift Type and Shift Management

Shift Management Shift Management section of Human Resources helps your Organization manage shifts of your employees. To use Shift Management in OneHash, 1. Set Up a Shift Type. 2. Enter Shift Request. 3. View and Manage Shift Assignments. Shift Type The Shift Type document allows you to define the different types of Shifts in your Organization and setup the auto attendance for the shift. Auto attendance, marks attendance based on 'Employee Checkin' for Employees assigned to the shift. To access Shift Type, go to: ++Home > Human Resources > Shift Management > Shift Type++ 1. Click on New. 2. Enter Name, Start Time and End Time 3. Save | 2. Features In addition to defining the different shifts in your organization, the Shift Type document also has the setting for auto attendance. Auto attendance marks the attendance for the employees assigned to this shift based on records in the 'Employee Checkin' Document. Auto Attendance for all shift type records are attempted to be marked every hour. You can also trigger the auto attendance manually for a single shift type by pressing the 'Mark Auto Attendance' button in the shift type document. 2.1 Start Time The time of the day when this shift starts. The time is to be entered in 24Hrs format. 2.2 End Time The time of the day when this shift ends. The time is to be entered in 24Hrs format. ||| Note: For cases where the 'End Time' is less than 'Start Time', the shift is assumed to be a night shift that starts on one calendar date and end on the next calendar date. 2.3 Holiday List The Applicable Holidays for this shift can be selected here. If left blank then the default holiday list from the employee or the company document is taken in to account. 2.4 Enable Auto Attendance You can use this option to enable marking attendance for the employees assigned to this shift based on their 'Employee Checkin' records. 2.5 Auto Attendance Settings You can use the following settings to configure the Auto Attendance as per your requirements. Determine Check-in and Check-out Employee Check-in may not always have an IN/OUT log type. For, such scenarios you could use this option to get appropriate results from the auto attendance system. 1. Alternating entries as IN and OUT during the same shift: The first entry is taken as IN followed by the next entry as OUT and the following entry as IN and so on. 2. Strictly based on Log Type in Employee Checkin: The check-in is determined as IN or OUT strictly based on the 'Log Type' in the Employee Checkin record. Working Hours Calculation Based On Working hours can be calculated either by including the breaks in between the shift or by excluding the breaks. This can be configured using the following options: 1. First Check-in and Last Check-out: Selecting this option calculates the working hours by considering the first IN and last OUT Employee Checkin during the shift. In case the IN/OUT is determined by alternating entries then the first Employee Checkin is considered as IN and the last Employee Checkin is considered as OUT for the purpose of working hours calculation. 1. Every Valid Check-in and Check-out: Selecting this option excludes the time during which the Employee is checked out. i.e. Only the time during which the employee is checked in is calculated as working hours. Begin check-in before shift start time Often employees would check-in a few minutes before the shift start time. To consider these check-ins as part of the shift during the caculation of attendance, you could setup this value accordingly. Allow check-out after shift end time Often employees would check-out after the shift end time. To consider these check-outs as part of the shift during the caculation of attendance, you could setup this value accordingly. Working Hours Threshold for Half Day If the actual number of working hours is less than the given value in this field then the employee attendance is marked as 'Half Day'. If you never want to mark Half Day based on working hours, you should set this value to zero. Working Hours Threshold for Absent If the actual number of working hours is less than the given value in this field then the employee attendance is marked as 'Absent'. If you never want to mark Absent based on working hours, you should set this value to zero. Process Attendance After The date from which 'Auto Attendance' should start marking attendance. You should set it to a date after which you have Employee Checkin Records for this shift. Last Sync of Checkin This is the time upto which attendance is marked based on the Employee Checkin records. You should set this to a date and time upto which the Employee Checkin has been synced. Otherwise an employee might be marked as absent due to the lack of check-in records. Shift Request Prerequisites To create a Shift Request, these need to be created first: - Employee - Shift Type Shift Request is used by an employee to request for a particular Shift Type. To create a new Shift Request Log go to: ++Human Resources > Shift Management > Shift Request++ 1.Go to Shift Request List, Click on New. 2.Select Employee and Shift Type. 3.Set the Shift duration using From Date and To Date. 4.Select the Approver. If the selected approver does not have access to the Shift Request document, it is shared with the approver with "submit" permission. 5.Save. Shift Assignment - Once the Shift Request is submitted it automatically creates the Shift Assignments for an Employee. - You can also view Calendar view of Shift Assignments. || Note: The Assignment for active shift-type will be for a fixed period if there is an End Date otherwise, it will be treated as an ongoing shift with no End Date. Users can update End Date and status even after submitting the document. **Setting Shift Request Approver ** A Shift Request Approver is a user who can approve a Shift Request of an Employee. In OneHash version 13, Shift Request Approver can be set at two levels: - Department Level: Shift Request Approvers for each department can be configured in the Department master. Multiple Shift Request Approver can be set in a Department. When an Employee belonging to a particular department request for Shift Type, the Shift Request Approver set in that Employee's department master will be considered as his Shift Type Approvers. - Employee Level: Shift Request Approver can also be set Employee-wise in the employee master. If Shift Request Approver are set at both Employee-level and Department-level, the Employee-level Shift Request Approver will be considered as the default Leave Approver in this case.

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025

Employee Advance

Employee Advance Sometimes employees go outside for company's work and company pays some amount for their expenses in advance. This is when the employee can create an Employee Advance form where details such as the Purpose of Expense and Expense Amount can be recorded. Once the Employee Advance is created by the Employee, the Expense Approver can submit the advance record after verification. After Employee Advance gets submitted, the accountant releases the payment and makes the Payment Entry. To access Employee Advance, go to: ++Human Resources > Expense Claims > Employee Advance++ | 1. Prerequisites 1. Employee 2. Department 3. Chart of Accounts | 2. How to create an Employee Advance 1. Go to: Employee Advance > New. 2. Select Employee to whom you need to give the advance. 3. Enter the Purpose and Advance Amount. 4. Select the Advance Account and Mode of Payment. 5. Save. || Note: The Employee can only Save the Employee Advance but cannot Submit it. It can be only submitted by the Expense Approver. | 3. Features 3.1 Employee Advance Submission Employee Advance record can be created by any Employee but they cannot submit the record. After saving Employee Advance, Employee should Assign document to Approver. On assignment, approving user will also receive email notification. To automate email notification, you can also setup Email Alert. After verification, the Expense Approver can Submit (Accept) the Employee Advance form or Reject the request. 3.2 Make Payment Entry Employee Advance via Payment Entry After submission of Employee Advance record, accounts user will be able to create a Payment Entry using the 'Create' button. The Payment Entry will look like following: Employee Advance Payment via Journal Entry Alternatively, a Journal Entry can also be created against the Employee Advance. || Note: Make sure the Party Type is selected as Employee and the Reference Type is selected as Employee Advance. Employee Advance is Paid On submission of the Payment Entry/Journal Entry, the paid amount and status will be updated in Employee Advance record. 3.3 Adjust Advances on Expense Claim Later when the employee claims the expense, an advance record can be fetched in the Expense claim and linked to the claim record. 3.4 Return Amount When advance is paid to an Employee, there are three situations: - The amount may be unused - All of it may be used - Some part may be used Create the Employee Advance, create a payment entry to indicate that the amount is paid. - If amount is unused, click on the Return button to return the paid Advance amount - If all of the advance is used, it will reflect in the Claimed Amount field - If only some amount is claimed and rest is returned, the returned amount will be shown in the 'Returned Amount' field. Related Topics - Expense Claim

By Frappe Content licensed CC-BY-SA 3.0
• Last updated on Jun 18, 2025