Overview of Employee Master Creation in MargHR

Process to Create Employee Master in MargHR

Overview of Employee Master Creation in MargHR

MargHR Employee Master provides an easy way to create and manage employee records.
It helps in maintaining personal and salary details, tracking attendance, managing leaves, processing payroll, and generating reports, ensuring efficient and organized HR operations.

Process to Create Employee Master in MargHR

• Master > Employee > Employee.

• The user will click on 'Create' button or press 'F2' key.

The user will mention the employee details as per the requirement.

a. Employee Name: The user will enter the employee’s full name as per the Aadhar card.

b. Father Name: The user will mention the employee’s father’s name.

c. Mother Name: The user will mention the employee’s mother’s name.

d. Gender: Select the gender of the employee from the available options (Male/Female/Other).

e. Blood Group: Enter the employee’s blood group.

f. Date of Birth: The user will enter the date of birth of the employee in DD-MM-YYYY format.

g. Mobile No.: The user will enter the employee’s mobile number.

h. Personal Email ID: Now, the user will mention the personal email ID of the employee.

i. Nationality: The user will mention the nationality of the employee (e.g., Indian).

j. Marital Status: The user will select the marital status (e.g., Married/Unmarried).

k. Spouse Name: If the employee is married, the user will mention the spouse’s name.

l. Anniversary Date (DOA): If applicable, the user will enter the date of the anniversary in DD-MM-YYYY format.

m. Total No. Child: The user will mention the total number of children.

n. Disability: Then user will select if the employee has any disability (None, Yes, etc.).

o. Disability %: If disabled, the user will mention the percentage of disability.

p. Aadhar Number: The user will enter the employee’s Aadhar number.

q. Pan No: The user will enter the employee’s PAN card number.

r. Religion: The user will select the religion of the employee (e.g., Hindu, Muslim, etc.).

Current Address.

a. Address: The user will mention the current address of the employee.

b.Country: The user will select the employee’s country.

c. State: The user will select the state of residence.

d. City: Enter the city name.

e. Pincode: Enter the postal/ZIP code of the current address.

Permanent Address

a. Same as Current:
If the permanent address is the same as the current one, the user can check this box, otherwise user needs to mention the details.

• Click on 'Save' button.

The user will mention the official details as per the requirement.

a. Emp. Code: Enter a unique employee code manually or system-generated.

b. DOJ (Date of Joining): The user will enter the date the employee joined the organization.

c. Designation: The user will select the employee’s job title or designation. 

d. Branch: Then user will select the branch where the employee is assigned.

e. Region: The user will enter the geographical region (if applicable).

f. HOD: The user will search and assign the Head of Department for the employee.

g. Q.T. Formula: The user will select the formula for overtime calculation.

h. Shift Schedule: The user will assign the shift timing or schedule for the employee.

i. Previous Exp: Enter number of years/months of experience prior to joining.

j. Attendance Type: The user will select whether the employee is on Manual or Auto Attendance.

k. Reporting Manager (RM): Tick this option if the employee is assigned as a Reporting Manager.

Card, Department & Location Info

a. Punch Card No.: The user can enter the card number if attendance is tracked via punch cards.

b. DOC (Date of Confirmation): The user will enter the confirmation date post-probation.

c. Department: Select the department the employee belongs to.

d. Emp. Grade: The user can assign an employee grade (e.g., A, B, C) based on seniority or skill.

e. Location: The user will mention the physical work location.

f. Official Number: Enter the employee’s internal/official contact number.

g. Notice Period: The user will define the number of notice period days.

h. Role: The user can assign a role based on the employee's responsibility level.

i. Current Exp: Now, the user can add experience gained while working in the current organization.

j. Extra Working: Tick this if the employee is allowed to do overtime or additional hours.

k. Head of Department (HOD): Tick this if the employee is also an HOD.

Employment Type & Contract Info

a. Emp type: The user will select employment type (Permanent, Contractual, etc.).

b. Contract Exp. Date: If contractual, the user will enter the contract expiry date.

c. Sub Department: The user will mention a further sub-division within the main department. 

d. Payroll Grade: Define the salary scale or grade for payroll classification.

e. Rept. Manager: Select the employee's reporting manager from the list.

f. Official Email: The user will enter the employee’s official email ID.

g. Seat No.: Enter the employee’s desk or seat number.

h. Employee Group: Assign a group (e.g., Sales, Support) for role-based access or classification.

i. Total Exp: The user will enter the total work experience.

j. Non-Compliance Trans (Limit): The user will define how many non-compliant transactions the employee is allowed before system alerts.

Now, the user will mention the 'PF / ESI / VPF' Details as per the requirement.

a. PF Details: The user can mention the EPF number, PF joining date, and PF leaving date for accurate Provident Fund records.

b. ESI Details: Enter the ESIC number along with the ESI joining and leaving dates for statutory compliance.

c. VPF Details: The user can specify whether VPF is applicable, along with the amount/percentage, VPF number, and joining date.

Other details

a. UAN No: Enter the Universal Account Number allotted to the employee for Provident Fund. It helps in linking multiple PF accounts and tracking contributions seamlessly.

b. Gratuity No: Mention the gratuity account or reference number (if applicable) to manage employee gratuity eligibility and records.

Mode of Payment

a. Cash: Select if the salary will be paid in cash.

b. Cheque: Select this if the salary is paid via physical cheque.

c. Bank Transfer: Opt for this when the salary is directly transferred to the employee’s bank account.

Now, click on 'Update' button.

The user will click on the "Add" button to enter the employee’s education details and then click 'Update'.

Then user will upload all the required employee documents (such as Aadhar, PAN, Resume, etc.) and then click on the "Update" button.

Now, the user will click on the "Add" button to enter the nominee or family member details of the employee.

Click on the 'Add' button to enter the previous employment history of the employee.

The user will mention the types of leave to be provided to the employee, such as Casual Leave, Earned Leave, Unpaid Leave, and Bereavement Leave. 

The user will click on 'Add' button to create pay heads.

The user will mention the salary structure of the employee as per the requirement.

a. Basic: Fixed core salary of the employee.

b. HRA: House Rent Allowance given based on city and rent.

c. Attendance Bonus: Incentive for full month attendance.

d. Medical: Allowance or reimbursement for medical expenses.

Deductions Components:

a. Less Advance: Deduction for any salary advance taken.

b. ESI Empl: Employee’s contribution toward ESI.

c. ESI Emplyr: Employer’s contribution toward ESI.

Then click on 'Save' button.

The user will enter the details of the employee in Separation Exit if the employee is leaving the organization, including last working date and the separation reason, resign submitted date, notice period, etc, and click on the 'Update' button.

In Audit tab, the employee can view when the employer has audited or modified their details.

After the following steps, the user can create an Employee Master in MargHR.