Introduction
Managing payroll accurately is one of the most critical responsibilities in any organization. Salaries often depend on multiple factors such as attendance, policy changes, revisions, and mid-cycle updates. In many cases, organizations need the flexibility to update an employee’s salary structure while ensuring that the changes are applied from a specific date without affecting past records.
uKnowva HRMS allows you to manage this seamlessly by enabling salary structure changes with an effective date. This ensures that the system automatically applies the previous salary structure up to a certain date and switches to the revised structure from the selected effective date.
However, for this calculation to work correctly, the system must accurately identify paid days within the payroll cycle. This is where attendance tracking becomes important. Without proper attendance data, the system cannot determine how many days fall under each salary structure.
In this article, you will learn how to configure the system correctly and apply effective date changes to manage double salary structures accurately.
Step 1: Ensure the System Considers Attendance for Paid Days Calculation
To begin, go to the top-right corner of the screen and click on your profile icon. From the drop-down menu, select the uKnowva Configuration option to access the system settings.
Once you enter the configuration panel, navigate to the left-side menu and click on the Apps Manager.
Here, you will see a list of all available applications in your system. Locate the HRM Lite app and click on it to open its configuration pop-up.
Inside the configuration window, scroll through the available settings until you find the option labeled “Do you generate salary only on the basis of attendance?” This setting controls whether payroll calculations are strictly based on employee attendance data.
Make sure to toggle this option to “Yes” so that the system calculates salary based on attendance records.
After enabling this setting, click on the save button to apply the changes.
This setting is important because it ensures that salary is calculated proportionately based on attendance, which is required when applying two different salary structures within the same period.
Step 2: Navigate to Payroll and Update Salary Structure
After configuring the attendance-based setting, go to the left-hand navigation panel and open the HR Manager menu. From here, select the Payroll sub-menu to access employee salary details.
Within the payroll section, locate the employee whose salary structure you want to update.
Once you find the employee, click on the pen icon next to their record to edit their salary structure.
As you begin editing, you will be prompted to select a reason for the change in the salary structure. This step is important for maintaining proper records and ensuring transparency in payroll updates.
Step 3: Apply the Effective Date for the Salary Structure Change
While updating the salary structure, you will find an option to make the changes effective from a specific date.
Enable the checkbox labeled “Make these changes effective from a date” and select the appropriate effective date based on your requirement.
This feature allows you to define when the new salary structure should come into effect. For example, if a salary revision occurs mid-month, the system can apply the previous structure up to a certain date and the new structure from the selected effective date onward.
Once you have selected the effective date and completed all necessary updates, click on the save button to finalize the changes.
The system will now apply the updated salary structure from the specified date, allowing you to manage multiple salary structures within the same payroll cycle accurately.
Since attendance is being considered, the system can accurately split paid days between the old and new salary structures, ensuring correct payroll calculation.
Conclusion
That’s it!
You’ve now successfully configured a double salary structure by applying an effective date to update an employee’s salary structure in uKnowva HRMS.
By following this process, you ensure that salary revisions applied mid-cycle are handled accurately, with the system automatically splitting calculations between the old and new structures based on paid days.
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