Scott Knowledge Base

Steps to start Payroll

These steps will ensure that all payroll information have been taken into consideration prior to starting the payroll process
  1. 1

    Time Attendance Accuracy

    • On the 1st Working Day of the month, liaise with the Administrative Clerk to ensure that the attendance is complete for the full preceding month and where needed take corrective actions:
    1. Logistics
    2. Sebna
    3. Scott Health
    4. ForMe pharmacies
    5. Nespresso

    • Retrieve the Leaves without pay report and review to ensure that leaves deduction are accurate
    1. Open HR Think
    2. Navigate to the Report Menu
    3. Select Attendance Report then Leaves Report and from the sub menu choose Leaves Without Pay
    4. Input the period of the preceding month and generate report
    5. Review report
    6. Ask the Administrative clerk to amend where needed
    7. After amendments, retrieve a new report to ensure that corrections have been made
  2. 2

    Review Employee Movement File

    • Consult the employee movement file at the following location ( request access to the HR Manager if needed): docs.google.com/a/scott.mu/spreadsheets/d/1jD...
    • Coordinate with each HR Staff to ensure that the file has been updated with the latest details on New Recruits and Leavers
    • Verify that the list of new recruits as indicated on the employee movement file has been replicated in HR Think. If not, ask the HR person to perform the needful immediately
    • For each new recruit, verify that the date of entry, salary, travelling and overtime allocations have been properly applied
    • For Leavers, consult with the HR Manager to decide when to remove the concerned employees as certain payroll items may still be due to them
  3. 3

    Retrieve and distribute time sheets

    • Now that the attendance and payroll information are accurate, time sheets ( for the preceding month) must be retrieved from HR Think and distributed to key departments: Logistics, Scott Health ( Distribution), Van Selling
    • Time sheets must be distributed by latest the 1st Working Day with deadline for HODs to return amended time sheets in the next two working days
    How to retrieve the time sheets?

    1.  Open HR Think
    2. Navigate to the Report Menu
    3. Select Attendance Report and choose Department Time Sheet Details
    4. Export / Print report
    5. Distribute Report to HOD ( Classify by Department and note down the number of time sheets being given)
    6. Chase for amended time sheets from HOD and count no of time sheets being returned and notify the HOD
    7. Based on amendments, update the Payroll records of employees in the system ( essentially this will concern the time in, time out, attendance, meal , transport)
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