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KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL
REF NO: KFS-HRAD-004
ISSUE HISTORY
ISSUE NO: 1
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ISSUE
1
DESCRIPTION OF CHANGE
None, no change has been done.
PROCESS PILOT
Human Resources Officer
EFFECTIVE DATE
14th June 2010
REFERENCED DOCUMENTS
REF TITLE
QPM Quality policy manual
COPY HOLDERS
1. Director
2. QMR
QPM – 6
PM
WI
Resources Management
Procedure Manual
Strategic Plan
Forest Act
Work Instructions
3. HRO
4.
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KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL
REF NO: KFS-HRAD-004
RECORDS / ANNEXES
REC NO
ISSUE NO: 1
REC TITLE
Authorized Data Sheet
Reinstated Data Sheet
Pay roll
Pay slips
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ISSUE HISTORY .......................................................................................................................... 1
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KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL
REF NO: KFS-HRAD-004
ISSUE NO: 1
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REFERENCED DOCUMENTS .................................................................................................. 1
RECORDS / ANNEXES .............................................................................................................. 2
1.
2.
3.
4.
5.
6.
SCOPE................................................................................................................................ 3
PURPOSE .......................................................................................................................... 4
RESPONSIBILITY AND AUTHORITY ........................................................................... 4
OBJECTIVES ..................................................................................................................... 4
TERMS AND DEFINITIONS ........................................................................................... 4
DETAILS OF PROCEDURE............................................................................................ 5
6.1 Appointment of Staff To the payroll ................................................................................ 5
6.2 Reinstatement of staff on the Payroll ............................................................................. 5
6.3 Dispatching of Payslips .................................................................................................... 6
6.4 Dispatching Returned Payslips ....................................................................................... 6
6.5 Reinstatement of Permanently Detached Staff ............................................................ 6
6.6 Running of Payroll and Printing of Payslips .................................................................. 7
PROCESS FLOW CHART (Appointment of Staff To the payroll) ........................................ 8
PROCESS FLOW CHART (Reinstatement of staff on the Payroll) ..................................... 9
PROCESS FLOW CHART (Dispatching Returned Payslips) ............................................. 10
PROCESS FLOW CHART (Reinstatement of Permanently Detached Staff) .................. 11
PROCESS FLOW CHART (Running of Payroll and Printing of Payslips) ........................ 12
1. SCOPE
This procedure covers from appointment of staffs to the pay roll,
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KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL
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ISSUE NO: 1
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reinstatement of staffs to the pay roll, dispatch of pay slips,
dispatching of returned pay slips, reinstatement of permanently detached staffs, running of pay roll and printing of pay slips.
2. PURPOSE
The purpose is to ensure that IPPD activities within HRM are done
appropriately and in a timely manner.
3. RESPONSIBILITY AND AUTHORITY
3.1
3.2
3.3
3.4
3.5
3.6
Director
DD, HR and Administration
Human Resources manager
Human resources Officer
Human resources assistant
All Staffs
CSF
4. OBJECTIVES
NB: Refer to the performance contract.
KPI
5. TERMS AND DEFINITIONS
TARGET(S)
DUE
TERM
KFS
KPI
CSF
IPPD
MD
DEFINITION(S)
Kenya Forest Service
Key Performance Indicator
Critical Success Factor
Integrated Payroll & Personnel Database
Director
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KENYA FOREST SERVICE DOCUMENT TITLE: PAYROLL
REF NO: KFS-HRAD-004
TERM
DD
HRAD
ADS
HRM
ISSUE NO: 1
DEFINITION(S)
Deputy Director
Human Resources and Administration Division
Authorized Data Sheet
Human Resources Management
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6. DETAILS OF PROCEDURE
6.1 Appointment of Staff To the payroll
Note 1: The process below also applies to Transfer of staffs, change of
staffs complement data records on the IPPD system i.e.
Promotion, Coding, removals and interdiction
6.1.1 The HRA prints and modifies Authorized Data Sheet to ensure accuracy.
6.1.2 The Authorized Data Sheet is forwarded to the authorizer for authorization. If not
authorized, it is returned to the clerk for correction.
6.1.3 Once authorized, the data on Authorized Data Sheet is captured to the IPPD
system by the HRO.
6.1.4 The HRO verifies the data captured on the system. If not correct it is returned to
the HOD for correction.
6.1.5 Once verified, the data is accepted and ready for use.
6.2 Reinstatement of staff on the Payroll
6.2.1 HR Manager receives and confirms authority to reinstate staff on the payroll. If
not confirmed the originating section is informed.
6.2.2 Once confirmed the HRA prints and modifies Authorized Data Sheet to reinstate
staff on payroll.
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6.2.3 The Authorized Data Sheet is forwarded to the authorizer for authorization. If not
authorized, it is returned to the HRA for correction.
6.2.4 The HRO captures the data on Authorized Data Sheet on the IPPD system.
6.2.5 The HR Manager verifies the data captured on the system. If not verified it is
returned to the HRO for correction.
6.2.6 Once verified, the data is accepted and ready for use.
6.3 Dispatching of Payslips
6.3.1 Receive pay slips from the pay slip printing section.
6.3.2 Pack and address pay slips to the respective pay stations.
6.3.3 Put them in already addressed envelopes.
6.3.4 Submit to mails office for dispatch.
6.3.5 IPPD/Supervisor ensures all pay slips are dispatched.
6.4 Dispatching Returned Payslips
6.4.1 Confirm authority from internal auditors to remove the returned pay slips from the
staff’s file.
6.4.2 Remove the returned pay slip from the file and replaces the payslip’s folio with a
prepared form that contains details of the payslip and the address used to
dispatch it.
6.4.3 HRM prepares a forwarding letter to correctly dispatch the pay slip to the staff.
6.4.4 Supervisor verifies both the payslip and forwarding letter. If not verified it is
returned for correction.
6.4.5 The returned pay slip is taken for mailing to the staff’s current station.
Note 1: If the payslips are returned due to wrong coding, the HRO (IPPD)
clerk amends the staff’s pay station code.
6.5 Reinstatement of Permanently Detached Staff
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6.5.1 Reinstatement file is received from Human resource with the necessary
documents filed i.e. Reinstatement Authorized Data Sheet, payroll & the
Authorized Data Sheet that was used to remove the staff on payroll.
6.5.2 The Authorized Data Sheet is printed, modified and the staff is deleted
completely from the complement.
6.5.3 Staff’s record is restored from Personal Numbers.
6.5.4 An Authorized Data Sheet is printed and authorized to allow the staffs’ record to
be transferred to the complement.
6.5.5 The Authorized Data Sheet is modified and keyed in. This transfers the staff’s
record to the complement.
6.5.6 The HRO verifies the entries and amends sensitive details which include:-
Names,
Personal number,
ID Number,
Date of birth and
First appointment date.
6.5.7 A reinstatement folio from IPPD is filed indicating the month the staff was put on
payroll and the file is controlled and released to CAO for payment of arrears if
any.
6.6 Running of Payroll and Printing of Payslips
6.6.1 A thorough payroll audit is carried out before the payrolls are processed.
6.6.2 Amendments are printed and forwarded to salaries for correction.
6.6.3 Once all amendments are made, the system is protected to avoid any more
entries from being captured into the system. A final payroll audit is carried out.
6.6.4 A backup of the payroll is done before processing, the payroll is then generated
and another backup done after the payroll is processed.
6.6.5 Printing of reports used in the preparation of the miscellaneous voucher and
printing of pay slips and related documents (control sheets, stations lists) is done.
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PROCESS FLOW CHART (Appointment of Staff To the payroll)
ACTIVITY
START
RESPONSIBILITY
Prints and modifies ADS to
ensure accuracy.
ADS is forwarded to the authorizer for authorization
HRA
YES
Authorized?
NO
Returned for
correction
Authorizer
The data on ADS is captured to
the IPPD system
Verifies the data captured on the
system
NO Verified?
YES
The data is accepted and ready for
use.
END
Returned for
correction
HRO
HR Manager
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PROCESS FLOW CHART (Reinstatement of staff on the Payroll)
ACTIVITY
START
RESPONSIBILITY
Receives and confirms authority to reinstate staff on the payroll
NO Confirmed?
YES
Prints and modifies Authorized Data
Sheet to reinstate staff on payroll
Returned to originating section.
HR Manager
HRA
Authorized Data Sheet is forwarded to
the authorizer for authorization
NO
Returned for
Authorizer Authorized?
YES
Captures the data on IPPD system
Verifies the data captured
correction
HRO
Verified?
YES
NO
Returned for
correction
Supervisor
Data is accepted and ready for use.
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END
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PROCESS FLOW CHART (Dispatching Returned Payslips)
ACTIVITY
START
RESPONSIBILITY
Confirms authority to remove returned
payslips from the staff’s file
Confirmed?
YES
NO
Returned to originating section.
HRA
Removes the returned payslip from
the file and replaces the payslip’s folio
with a prepared form
Prepare a forwarding letter to correctly dispatch the payslip to the staff.
Verify both the payslip and forwarding letter.
NO
Returned for
HRO
Supervisor
Verified?
YES
Returned payslip is taken for
mailing to the staff’s current station
correction
END
HRO/IPPD
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PROCESS FLOW CHART (Reinstatement of Permanently Detached Staff)
ACTIVITY
START
RESPONSIBILITY
Reinstatement file is received with the necessary documents filed
Authorized Data Sheet is printed, modified and staff deleted completely from complement.
Staff’s record is restored from Personal Numbers
Authorized Data Sheet is printed and authorized to
allow the staff’s record to be transferred to the
complement.
The Authorized Data Sheet is modified and keyed in.
Verifies the entries and amends sensitive details
Reinstatement folio from IPPD is filed and released
for payment
END
Supervisor
HR Manager
Supervisor
Modifier/Supervisor
HR Manager
HRO/Supervisor
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PROCESS FLOW CHART (Running of Payroll and Printing of Payslips)
ACTIVITY
START
RESPONSIBILITY
Payroll audit is carried out before the payrolls are processed.
Amendments are printed and
forwarded to salaries for correction.
System is protected to avoid any more
entries from being captured and final
payroll audit done
Backups are done accordingly and
payroll generated
Printing is done
END
PREPARED BY: DD – HR & ADMINISTRATION
Manager/Supervisors
Manager/HRO
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