Employee Master
Employee Name is the essential identity. Employee Code, Biometric Code, Date of Joining, Location, Department and Designation may be left blank when the organisation does not maintain them, but complete data produces better attendance, payroll and reports.
| Field | What it controls | Example |
|---|---|---|
| Employee / Biometric Code | Internal and attendance-machine identifiers. They are optional; use stable unique values when available. | EMP-0042 / BIO-114 |
| Date of Joining / Exit | Controls period eligibility. Payroll selects employees whose joining date is on/before period end and whose exit does not precede period start. | 15-04-2026 |
| Employment Type | Permanent, Probation, Contract, Trainee or Part Time classification. | PERMANENT |
| Employment Status | Current lifecycle state used for payroll eligibility. | ACTIVE |
| Location / Department / Designation / Category | Optional organisation assignments used by searches, policy and reporting. | Howrah / Accounts / Accountant / Staff |
| Reporting Employee | Manager/reporting relationship for workflow, appraisal and organisation reports. | Finance Manager |
| Shift / Payroll Scheme / Leave Policy | Default operational policies. Payroll still requires an active Employee Salary Structure. | General Shift / Monthly Staff |
| PAN / UAN / PF / ESI | Statutory identifiers used for compliance and reports. | PAN and UAN as issued |
| Tax Regime | NEW, OLD or NOT_APPLICABLE employee income-tax classification. | NEW |
| Active | General record availability. Payroll also checks Employment Status and period dates. | Checked |
Employment Status
| Value | Behaviour | Choose it when |
|---|---|---|
ACTIVE | Included in payroll when dates and active salary structure are valid. | Employee is working normally. |
ON_LEAVE | Still eligible for payroll; payable days determine the amount. | Employee remains employed during leave. |
SUSPENDED | Not selected by the current payroll generator. | Employment is suspended under company process. |
EXITED | Not selected for regular payroll. | Separation has completed; use Final Settlement as required. |
Child records
Add account holder, bank, branch, account number, IFSC and account type. Mark one account Primary and Active, with effective dates. Payroll snapshots the applicable primary bank row so later changes do not rewrite an old payroll record.
Track document type/number, issue/expiry dates, attachment, verification status and remarks. Do not use this as the only repository for legally required access controls.
Record name, relationship, gender, birth date, nominee status/percentage, contact and remarks for benefit/nomination use.
Before payroll
- Set Active and Employment Status correctly.
- Ensure joining/exit dates do not incorrectly exclude the employee.
- Add a primary active bank account when payment/bank printing is required.
- Create and activate the employee’s Salary Structure—selecting a Payroll Scheme on Employee alone is not sufficient.