HR & Payroll

v0.1.0 Edulab

Module name	hrms
Version	0.1.0
Needs	core only
Entities	26 (list)
Roles	hrms:admin, hrms:payroll, hrms:manager, hrms:employee

Staff records, attendance, leave, monthly payroll and payslips for the teaching and non-teaching staff of a university and its colleges.

Who uses it

Role	Can do
hrms:admin	Add and edit employees, departments, designations, holidays, leave types, policies, letter templates and biometric devices; approve leave, attendance, claims and resignations; see all reports
hrms:payroll	Maintain salary components and each employee's salary structure, run and finalise monthly payroll, publish payslips, approve bank accounts, pay out reimbursements, loans and salary advances
hrms:manager	Approve or reject leave, attendance corrections, reimbursement claims and resignations of their team
hrms:employee	Check in and out, apply for leave, see own leave balance, attendance and payslips, add bank details, claim reimbursements, request a loan or salary advance, upload own documents, submit resignation

What it does

• Employee master linked to each staff member's login, with department, designation, reporting manager, joining date and CTC.
• Daily attendance by web check-in/check-out, biometric devices or bulk upload; manager approval of pending and corrected days; automatic check-out and weekend marking.
• Leave types with yearly entitlement and maximum balance, per-employee balances, multi-day leave applications with half days, manager approval, earned-leave yearly credit.
• Holiday calendar with gazetted, restricted and floating holidays.
• Salary components as a percentage of CTC, per-employee salary structures, a monthly payroll run that applies attendance, PF, professional tax, TDS, loan and advance EMIs and reimbursements, and one payslip per employee with a PDF.
• Bank account changes with approval; reimbursement claims with receipts; loans and salary advances with EMI tracking.
• Exit workflow: resignation, manager approval and clearances, exit feedback.
• Employee documents, HR policies, announcements and letter templates (offer, appointment, experience letters).
• Optional attendance rewards: stars for regular attendance that convert to bonus leave.

Needs

• Core: 1.x
• Modules: none. Works alongside Recruitment: a candidate selected there can be turned into an employee here.

Setup after install

1. Create departments and designations; add holidays for the year.
2. Create leave types (for example Casual, Medical, Earned) with days per year and maximum balance.
3. Add salary components (Basic, HRA and so on) as a percentage of CTC.
4. Add employees one by one or by bulk import; each is linked to a login, a department, a designation and a reporting manager.
5. Set pfPercent, ptMonthly, ptFebruary, payrollDay and the attendance cycle days to your institution's rules.
6. If you use biometric devices, turn on biometricAttendance and register each device.
7. Give HR staff hrms:admin, accounts staff hrms:payroll, heads of department hrms:manager, and all staff hrms:employee.

Settings

Setting	Default	Meaning
Provident Fund (% of basic)	12	PF deducted from basic pay
Professional tax per month	200	PT deducted each month
Professional tax for February	300	PT deducted in February
Day of month salary is paid	1	Payroll date shown on payslips
Attendance cycle starts on day	26	First day counted in a payroll month
Attendance cycle ends on day	25	Last day counted in a payroll month
Earned leave credited on 1 January	15	Days added to each active employee's earned-leave balance
Maximum earned leave balance	45	Earned leave above this is not carried forward
Auto check-out time	23:50	Open attendance is closed at this time
Reminder to staff not checked in by	12:01	Staff without a check-in get a reminder
Working Saturdays	All	All, None, or a list such as 1,3,5
Reward regular attendance	No	Award stars and bonus leave for full attendance
Accept attendance from biometric devices	No	Allow registered devices to post check-ins

Events

Emits	When
hrms.employee.created	A new employee record is added
hrms.employee.deactivated	An employee is marked inactive
hrms.leave.applied	An employee applies for leave
hrms.leave.approved	A leave application is approved
hrms.leave.rejected	A leave application is rejected
hrms.attendance.marked	A day's attendance is recorded or approved
hrms.payroll.finalised	A monthly payroll run is finalised
hrms.payslip.generated	A payslip PDF is ready for an employee
hrms.resignation.approved	A resignation is approved

Listens to	Does
—	Nothing in this version. Turning a selected recruitment candidate into an employee is planned.

Personal data

Fields marked pii: employee name, work and personal email, mobile and personal phone, date of birth, gender, blood group, permanent and current address, emergency contact name and phone, PAN, Aadhaar, photo (employee); beneficiary name, account number, PAN, cancelled cheque (bank account); payslip PDF; employee document files.

Support

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