FAQ'S
Frequently asked questions
Approval ID → GTN Functional Administrator Department → Click Home → Click Ex-Employee creation → Click Cal webAdi → Enter Derails ( Must enter Bank Account Details , Date Format 01-Jul-2020 ) → Upload → Created Ex-Employee I'd . Same like Death Employee also can able to create. Note: 1. HRMS → Report → GTN Ex Employee Report → Action → continue → Submit → Monitoring Request status- Normal → completed- View output- Excel → 11 Digit
First, check employee's next increment date in employee list view details report. If wrongly shown, then kindly raise the ticket with increment date change request or update the pay in update salary page. Path: HR Initiator -> Report viewer -> Employee List view details report. Please check Stop Annual Increment entry page of the employee, if status flag showing "Yes", kindly change the flag to "No". Path : HR --> GTN Pay Service --> Stop Annual Increment. Check whether the Pay element is added or not and check assignment status.
Kindly share the budget format through mail.
In path Finance→ Bills, instead of choosing details option, kindly choose update option. The bill page will show. Click save button and then forward.
Please check functional role assigned to this approver. If Functional role is assigned, but issue still exists, kindly share a mail to helpdesk.
EB card, telephone number, vehicle number, beneficiary (other than Employee) etc
Path to follow:
Finance→DDO master
Finance → Bill → Bills Report → GTN beneficiary details
Finance → Bill → Create bill → Fill all details → Continue → Click add line (fill all the details) → click add beneficiary (choose the beneficiary) → save → upload the attachment → choose common approval group–>forward.
*Note:- attachment must*
Finance → Payroll → Click on E-payment returns → Click date → Select type like : Employee, DDO ,others → Search
Result list shows detail and reason for E-payment returns.
Please check the bank account number in Employee profile or beneficiary details.
Finance → Payroll → E-payment returns → Select date → select Employee → search → (add Bank details) → select and click generate bill
Go to Bill → Select bill type → e-return → Click go → Bill number shows → select details ( click approval group - check bank account details and amount ) → complete 3 levels of approval → get treasury reference number and approve till L3 Audit level
If mentioned points are missing, then E-payment return has to be done:
•Enter beneficiary name (Eg: As per the bank passbook name : bank of India , IOB )
•Bank account wrongly entered like: zero missing in prefix , one number missing in account number.
•IFSC code wrongly entered in bank details.
Please ensure that you launch reports or submit concurrent requests by selecting parameters of your associated office.
Please don’t run/open reports without any filter criteria of office or employee.
• In Treasury Audit level process, return for correction should not be used for Salary/ Supplementary/Non salary Bills, other than contingencies bills (telephone, electricity & schemes bill etc) which is created from bill module.
•Audit L1 / L2 can’t reject any bill. If they want to audit, it shall be provided in remarks by selecting all check audit points and finally L3 (TO /ATO) can reject any bill.
•At Treasury audit level, either bill shall be passed / Rejected (Audit).
•Finance → Bill → enter bill number → GO → click print symbol → check outer page → download.
•Finance → payroll → report → Click ECS data report → Action → Enter bill number → continue → submit → Request Monitoring status-normal completed → view output → download (check beneficiary detail and bank details)
•Finance → payroll → Report → enfacement slip → Action → Enter bill number → continue → Submit → request monitoring status → view output (check HOA)
Follow the below path: Finance → Bills → Bill reports → E-Payment Return Adjustment Abstract Report
FiNance → Bills → Click Archive Bills → Select Financial Year
Yes, Annexures would be attached automatically while generation of bills.
Kindly share the budget format through mail.
In path Finance → Bills, instead of choosing details option, kindly choose update option. The bill page will show. Click save button and then forward.
Please check functional role assigned to this approver. If Functional role is assigned, but issue still exists, kindly share a mail to helpdesk.
EB card, telephone number, vehicle number, beneficiary (other than Employee) etc Path to follow: Finance->DDO master
Finance → Bill → Bills Report → GTN beneficiary details
Finance → Bill → Create bill → Fill all details → Continue → Click add line (fill all the details) → click add beneficiary (choose the beneficiary) → save → upload the attachment → choose common approval group–>forward. *Note:- attachment must*
Finance → Payroll → Click on E-payment returns → Click date → Select type like : Employee, DDO ,others–>Search Result list shows detail and reason for E-payment returns. Please check the bank account number in Employee profile or beneficiary details.
Finance → Payroll → E-payment returns → Select date → select Employee → search → (add Bank details) → select and click generate bill Go to Bill → Select bill type → e-return → Click go → Bill number shows → select details ( click approval group - check bank account details and amount ) → complete 3 levels of approval → get treasury reference number and approve till L3 Audit level
If mentioned points are missing, then E-payment return has to be done: • Enter beneficiary name (Eg: As per the bank passbook name : bank of India , IOB ) • Bank account wrongly entered like: zero missing in prefix , one number missing in account number. • IFSC code wrongly entered in bank details.
Please ensure that you launch reports or submit concurrent requests by selecting parameters of your associated office. Please don’t run/open reports without any filter criteria of office or employee.
In Treasury Audit level process, return for correction should not be used for Salary/ Supplementary/Non salary Bills, other than contingencies bills (telephone, electricity & schemes bill etc) which is created from bill module. • Audit L1 / L2 can’t reject any bill. If they want to audit, it shall be provided in remarks by selecting all check audit points and finally L3 (TO /ATO) can reject any bill. • At Treasury audit level, either bill shall be passed / Rejected (Audit).
• Finance → Bill → enter bill number → GO → click print symbol → check outer page → download. • Finance → payroll → report → Click ECS data report → Action → Enter bill number → continue → submit → Request Monitoring status-normal completed → view output → download (check beneficiary detail and bank details) • Finance → payroll → Report → enfacement slip → Action → Enter bill number → continue → Submit → request monitoring status → view output (check HOA)
Yes, Post verifying / listing of performers only any action should be done, Also we have displayed tip messages in bill page for DDOs reference.
Click on approval group then click whether it is Module name Deposit icon then click update button and change the new IVA id and office.
Yes, Treasury level using Deposit creation /DDO's level using Deposit payment advice
Deposit Treasury level First time create Deposit amount alos Treasury level updated
3 type of error shown Closeing /Open balance /Missing challan
Some details fill share the details L3 level update Tocode/ DDOcode /Deposit no/Deposit Requst no /HOA /DH Finacial year Closing balance year /Deposit type
Some details fill share the details L3 update Tocode/ DDOcode /Deposit no/Deposit Requst no /HOA /DH Finacial year Closing balance year /Deposit type /Challan no /challan date/challan amount (same as any payment details missing this format update
kindly do following navigation: deposit initiator → finance → deposit → reports → TA 22 deposit register report
Finance - Deposit icon click the Depsoit reports show and select the TA22 Register report input the Deposit no and period after submit ; moniter request complete click the view output show the report
deposit related e payment return bills check in following navigation:Finance → deposit → e-payment return
Deposit PD account open in with proceeding letter copy contact to your respective treasury office create the depoist section
Click on Deposit icon → Deposit Reports → TA22 reports
By using portal URL www.karuvoolam.tn.gov.in Login with User id:11 diget number and password put open after portal page → Create challan click
Challan created Two method Single user /Multiple user
Click on Challan Create Employee/pensioner /DDO and then Pensioner
Now 4 type of bank added State bank of india / Bank of baroda /indian /indian over seas
Challan Created shown error for Muluple Contributor Error
In first From /TO date format wrong / Remark most of character type/time out process /HOD code select wrong
In Challan two type amput paid Oline /Offline method
Enter IFHRMS Portal Page → Check e-Challan Tab → Click Challan Search Tab → Then Fill Challan Number and Captcha
It's Available for IFHRMS Portal Page. User Entered Login Page then Check Challan Receipt/Sub Type Button for Near IFHRMS Button
Open Karuvoolam website → www.karuvoolam.tn.gov.in → After Login → Click Echallan tab → choose create challan → give correct remitter type → fill the details and submit
Kindly check correct HOD given or not.
After login → Click Challan Receipt/Sub type → An Excel file will download → check in that file
Click add row in service details → can add multiple rows for different heads belongs to same HOD .
Finance → Deposit icon click the Depsoit reports show and select the TA22 Register report input the Deposit no and period after submit ; moniter request
Human Resource → GTN Pay service → Update salary
Human Resource → GTN Pay service → Temporary post details.
Residence Type might not have been updated for such employees. To update:
Human Resource → GTN Pay service → Rent Recovery Details.
Human Resource → GTN pay service → Click Update salary → Enter Employee ID → Click Go → Click on Details → Click on Action button → Click on Create → Enter the details → Complete 3 levels of approval.
Human Resource → GTN pay service → Click on Annual increment → Click on Action button → Click on Continue → Click on Submit. This should complete normally. Pay details should have increased.
Human Resource → GTN pay service → Click on Pay delete option → Choose (01 or 02 increment) delete → Check pay details.
Human Resource → GTN pay service → Open Temporary details → Call WebADI → Open Excel → Fill the details → Oracle upload → Check Temporary post end date.
(OR)
Finance → Payroll → GTN post type and HOA change → temporary post end → Click on Oracle → Click on upload → check details
Bill DDO users under Finance role are able to do this. Path for the same:
Finance → Payroll Service → Dues and Deductions
Create Batch provision is enabled for Initiator ID only. Please refer approval group.
Finance → Payroll service → Dues and deductions.
Finance → Click on Payroll service → Click on Due and Deduction → Click on Create Batch → Select Change existing entry → Click on Next → Add Row → Search employee name → Add due and deduction → Enter Value → Click Validate and Save → Click on Next → Select Approver group → Submit → Complete 3 levels of approval.
Finance → Payroll → Process → Elements → Check → Result → Mark for recalculate.
All dues and deductions will be shown correctly.
While change existing entry, uncheck “Reject if future entry exists”.
Check the effective date for element deletion.
Finance- Payroll → DDO Master → Select Pay Bill Group → Enter Bill Group Name → Post type → Select HOA → Select Approver group → Click on Submit → Complete 3 levels of approval.
First check if correct HoA and post are updated in employee list view details.
Finance → Payroll → Search → Select employee → Select Add/Update bill Group → select correct Bill group → Enter effective date → Submit → Monitor status
(OR)
Finance → Payroll → Add Bill Group WebADI → Call WebADI → Select Name and HOD bill group → Click on Oracle → Upload.
Check if Bill group HOA and employee’s Post HOA are same.
After updating Dues and deductions, follow the path: Finance → Payroll → Result page → Select employee → Set mark for recalculation.
Before processing SLS Bill, kindly update SLS Initiation entry and sanction order entry. After successful completion of approvals, process SLS Bill.
The relevant process was not done in establishment (Human Resource) Eg. Surrender Leave (Initiation / Sanction) not done. Salary Arrear – Retro Element was not attached with relevant bill payroll period.
Please check if employee category is IAS (All India Service).
EmployeeEmployee Type
NMP Employeesnoon meal Employee
ICDS Employeesicds
Please check it Employee type is correctly updated.
Please check if Employee type and residence type are updated.
Please check Employee type(judicial judge), time scale level and hra residence type.
Pay + DA-10%
Pay + DA-12%
-Pay-12%-
Please check DOJ, DOR, Employee type, effective date.
Please check if Employee type is TN Govt Servant and the time scale.
Please check if Employee type and time scale are correctly updated.
Check the following: Deduction- correct NSD, correct beneficiary name, account number and IFSC code details.
Steps to follow:
Create a new Excel sheet → Enter 11 digit IFHRMS employee ID → Save as excel.xls format(excel 97-2003 template ) → Navigate to Finance → Payroll → Result → Bulk mark for recalculation → Choose file → upload. In a few seconds, the entry should be updated.
Please check the respective request number in monitor request status view output.
Please check if the Employee’s mapped bill group HOA and employee’s tagged post HOA are not same.
Temporary post continuation order is not updated.
Steps to follow:
Finance → Payroll → GTN Post type and HOA update WebADI.
HOA can be added for a particular post. Please generate post details report and check whether the post is available with Wrong HOA or is not available for particular HOA. For new post creation, kindly share new post creation details with GO order copy.
-Please check IVA roles for all modules like HRMS, finance, budget proposal, budget transfer
-Check if Post mapping , bill group mapping and HOA are correctly assigned ( check Employee list view details report)
-Please check Employee list view if all fields are correctly updated, such as date of birth, date of retirement, Active assignment user name .
-Please check if Employee type is correctly updated like : TN Govt Servent /ICdS /nmp /Aided staff
-HRA residence type
-Grade name ( time scale )
-Temporary post continuation order date for temporary employee
-In Employee list view, IFHRMS user id
Issues listed below:
-HOA correctly updated in Employee list view (issue: DP code wrongly updated” occurs, HOA code is wrongly mapped to bill group.)
-Temporary post continue order (issue: position type needs to updated )
-Bank account details need to be checked (issue shown:bank number not exist)
-Bank account details in FINANCE → PAYROLL → REPORT.
-Finance → payroll → select bill group → click element details → all elements should show
-Payroll → Report → GTN element entry report (all Elements should be attached)
-Kindly concentrate on DDOs with more than 100 Employees... Like : police, judicial dept medical department, BEO ,BDO , icds*
-Employee list view - maximum cover dues element like Pay ,Da ,HRA ,MA ,PP (personal pay) ,SP (special pay)
-Employee type, residence type, post name, user name, grade name (time scale level) are correctly updated.
-MA fraction, pay fraction, hra fraction should show in result.
GPF subscription shall be updated twice in a year and it can be reduced only in March.
GPF-eligible employees are attached in elements page. GPF subscription would be stopped 4 months before employee retirement date (refer GPF rules).
GPF / TPF eligible employees would only be listed. Check DOJ (Date of Joining). If employee joined on or after 01-04-2003, he/she will not be eligible for CPF.
Please check role HR initiator. This is available under Advances reports tab.
Path: Human Resource → Advances → Reports → Advance Migration → Create Account Head
New Approval Group can be created in the school and make CEO as Approver for that Group. In this way bill can be presented to Treasury. However, the accouting will be happened against the DDO code of the school from where the bill is presented.
Human Resource → GTN Pay service → Update salary
Human Resource → GTN Pay service → Temporary post details
Residence Type might not have been updated for such employees. To update:Human Resource → GTN Pay service → Rent Recovery Details.
Human Resource → GTN pay service → Click Update salary → Enter Employee ID → Click Go → Click on Details → Click on Action button → Click on Create → Enter the details → Complete 3 levels of approval.
Human Resource → GTN pay service → Click on Annual increment → Click on Action button → Click on Continue → Click on Submit. This should complete normally. Pay details should have increased.
Human Resource → GTN pay service → Click on Pay delete option → Choose (01 or 02 increment) delete → Check pay details.
Salary arrear bill employee shows mutiple time due to below reason: Salary arrear multiple time processed. Solution: Select name in result page and click remove from current payroll. (Note: Process salary arrear supplementary run only one time)
Open Excel in that type employee ID and save as 2003-97 excel workbook. After initiator login → finance → payroll → results → select period,bill type and paybill group → Click bulk mark for recalculation and then choose above excel file → submit
Human Resource → GTN pay service → Open Temporary details → Call WebADI → Open Excel → Fill the details → Oracle upload → Check Temporary post end date. (OR) Finance → Payroll → GTN post type and HOA change → temporary post end → Click on Oracle → Click on upload → check details
Beneficieries account number & IFSC code change for following navigation:Finance initiator → finance → DDO master → gtn beneficiery bank details update webadi
Kindly update employee temporary post details in following navigation: HR → GTN pay service → temporary post details update webadi.if post name was not shown in webadi mentioned post is vacant kindly contact HOD
Employee type GIS & Noon meal employee only elegible for GIS
Only one time generate supplementary bill of same type for concerned employee.to check the bill is already generated in following path:Finance → payroll
Bill DDO users under Finance role are able to do this. Path for the same: Finance → Payroll Service → Dues and Deductions
Create Batch provision is enabled for Initiator ID only. Please refer approval group.
Finance → Payroll service → Dues and deductions.
Finance → Click on Payroll service → Click on Due and Deduction → Click on Create Batch → Select Change existing entry → Click on Next → Add Row → Search employee name → Add due and deduction → Enter Value → Click Validate and Save → Click on Next → Select Approver group → Submit → Complete 3 levels of approval. Finance → Payroll → Process → Elements → Check → Result → Mark for recalculate. All dues and deductions will be shown correctly.
While change existing entry, uncheck “Reject if future entry exists”.
Check the effective date for element deletion.
Finance- Payroll → DDO Master → Select Pay Bill Group → Enter Bill Group Name → Post type → Select HOA → Select Approver group → Click on Submit → Complete 3 levels of approval.
First check if correct HoA and post are updated in employee list view details. Finance → Payroll → Search → Select employee → Select Add/Update bill Group → select correct Bill group → Enter effective date → Submit → Monitor status (OR) Finance → Payroll → Add Bill Group WebADI → Call WebADI → Select Name and HOD bill group → Click on Oracle → Upload.
Check if Bill group HOA and employee’s Post HOA are same.
After updating Dues and deductions, follow the path: Finance → Payroll → Result page → Select employee → Set mark for recalculation.
Before processing SLS Bill, kindly update SLS Initiation entry and sanction order entry. After successful completion of approvals, process SLS Bil
The relevant process was not done in establishment (Human Resource) Eg. Surrender Leave (Initiation / Sanction) not done. Salary Arrear – Retro Element was not attached with relevant bill payroll period.
Please check if employee category is IAS (All India Service).
Employee Employee Type NMP Employees noon meal Employee ICDS Employees icds
Please check it Employee type is correctly updated.
Please check if Employee type and residence type are updated.
Please check if Employee type and residence type are updated.
Please check Employee type(judicial judge), time scale level and hra residence type.
Pay + DA-10%
Pay + DA-12%
Pay-12%-
Please check DOJ, DOR, Employee type, effective date.
Please check if Employee type is TN Govt Servant and the time scale.
Please check if Employee type and time scale are correctly updated.
Check the following: Deduction- correct NSD, correct beneficiary name, account number and IFSC code details.
NSD Master details shall be viewed by referring below path Finance → Payroll → NSD details
Steps to follow: Create a new Excel sheet → Enter 11 digit IFHRMS employee ID → Save as excel.xls format(excel 97-2003 template ) → Navigate to Finance → Payroll → Result → Bulk mark for recalculation → Choose file → upload. In a few seconds, the entry should be updated.
Please check the respective request number in monitor request status view output.
Please check if the Employee’s mapped bill group HOA and employee’s tagged post HOA are not same.
Temporary post continuation order is not updated.
Steps to follow: Finance → Payroll → GTN Post type and HOA update WebADI.
HOA can be added for a particular post. Please generate post details report and check whether the post is available with Wrong HOA or is not available for particular HOA. For new post creation, kindly share new post creation details with GO order copy.
- Please check IVA roles for all modules like HRMS, finance, budget proposal, budget transfer - Check if Post mapping , bill group mapping and HOA are correctly assigned ( check Employee list view details report) - Please check Employee list view if all fields are correctly updated, such as date of birth, date of retirement, Active assignment user name . - Please check if Employee type is correctly updated like : TN Govt Servent /ICdS /nmp /Aided staff - HRA residence type - Grade name ( time scale ) - Temporary post continuation order date for temporary employee - In Employee list view, IFHRMS user id
Issues listed below: - HOA correctly updated in Employee list view (issue: DP code wrongly updated” occurs, HOA code is wrongly mapped to bill group.) - Temporary post continue order (issue: position type needs to updated ) - Bank account details need to be checked (issue shown:bank number not exist) - Bank account details in FINANCE → PAYROLL → REPORT. Finance → payroll → select bill group → click element details → all elements should show - Payroll → Report → GTN element entry report (all Elements should be attached) - Kindly concentrate on DDOs with more than 100 Employees... Like : police, judicial dept medical department, BEO ,BDO , icds* - Employee list view - maximum cover dues element like Pay ,Da ,HRA ,MA ,PP (personal pay) ,SP (special pay)
Employee type, residence type, post name, user name, grade name (time scale level) are correctly updated. MA fraction, pay fraction, hra fraction should show in result
GPF subscription shall be updated twice in a year and it can be reduced only in March.
Check Employee category and post
Check that in Employee list view details report
Click on finance - Payroll - NSD details
Click on finance icon payroll then click reports and then go to action button against the ECS data before bil generation after completion of status it will give result
Click on dues and deductions and put the element value as zero
not used for refresh button,only used for Refresh Processing data box
Pay value only used for monthly monthly changes value and standard value only used for constant values
Must Check Employee pay information ,employee type ,Residene type ,grade name were updated or not
Check Employee pay information ,employee type ,Residene type ,grade name were updated or not
mentioned employee bill process already done in same bill type & same payroll month.kindly check following navigation.Finance initiator → finance → payroll → result
After the payroll run process,employees bill group change Or employee bill process was hold to process the remove from current payroll: Finance → payroll →
GPF-eligible employees are attached in elements page. GPF subscription would be stopped 4 months before employee retirement date (refer GPF rules).
If CCA eligible only for new station and not for old station, Add CCA with effective date of new office joining date ( CCA Elgible start date). Follow below path. Finance- → GTN pay services- → Dues and Deductions → Effective date(New Station joining date or CCA eligible start date)Create Batch → Crate New entry → Add CCA → Give full month CCA value (Dont enter Old CCA amount field) then click validate&Save → Verify and approve.
Use Refund employee and refund Employee Supplementary run. Follow the below path: 1.Finance → GTN pay services → Dues and Deductions → Effective date(Payroll month first date)Create Batch → Crate New entry → Add fund Employee (Element) → Give amount & Head of account ( Already excess recovered) then click validate& Save - → Verify and approve. 2.Finance- → Payroll → Process → Process supplementary run → Type: Refund Employee. Then check result and genarate the bill number
All the post details correction could done by HOD level. DDO can reach their respective HOD with corresponding post related Government Order.
If CCA eligible only for old station and not eligible for new station, Delete CCA with delete type as End Date. Follow the below path. Finance → GTN pay services → Element entry Delete → Effective date(Transfer month first date) → Select CCA element → Deletion type ( End date) → End date( Old station relieving date/Old station CCA eligible date) → Verify&Approve.
Address
13/5, Pillaiyar Kovil North Street,
Nannilam, Thiruvarur - 610105
Phone
9090363612