Human Resources - Frequently Asked Questions :
1. How can one assign Initiator, Verifier or Approver?
Bill Verifier and Bill Approver users with GTN DDO ADMIN role can perform this activity. User manuals are available in the IFHRMS Portal page.
2. Though the Approver group is assigned corrected, Icon for Initiator, Verifier or Approver is not visible on the home page. How does one solve this?
- Please click “Add to favorites”
- Choose data from responsibility
- Click GO
- Select the role
- Click add to favorites
- Click apply.
If issue persists still, kindly clear the cookies, catches, history files.
3. How does one create a new post in IFHRMS?
The new post creation option available in Treasury Admin. Please contact your respective District Treasury.
4. How does one update bank details in IFHRMS?
- Navigate to HRMS
- Navigate to Employee profile.
5. How to transfer the employee in IFHRMS?
- Navigate to HRMS
- Click on Transfer and posting
- Click on transfer order entry
- After completing transfer order entry and completing the 3 level approval process, update Relieving order entry.
6. In Transfer order process, the Joining Office name is not listed. How does one proceed?
If employee is transferred within the same department , the Office would be displayed based on Employee’s Mapped Department (HOD). Please check if employee is tagged to wrong HOD code. Otherwise, the concerned office may not migrated.
7. While processing Relieving entry in Transfer and Posting process, how does one remedy message “No one have HR joining Admin role in joining office, please assign the role and do the process”.
In the Employee’s Joining office, Joining admin role may not be assigned, Please check the Joining office Establishment office approval group. The “Joining admin” check box should be checked.
8. While process Relieving order entry in Transfer and Posting process, one gets message as “Multiple HR joining admin role was assigned, please enter end date and do process again”. How does one remedy this?
In the Joining office, Joining admin role should be assign to only one HR approval group. If multiple such entries exist, pleas retain the correct one and mark an end date for other employees. Please repeat the process again.
9. How does one update Joining Order entry in Joining Office?
After successful completion of Transfer Order entry and Relieving Order, the particular employee will be available in Joining Office initiator login under:
HRMS->Transfer and posting->Joining report entry-> My saved list.
10. While processing Joining Order entry / Employee creation, how does one remedy the situation that the post name is not shown in LOV?
Please check whether the relevant post is vacant. To check vacancies, please refer below path.
HRMS-> Report Viewer -> Post details report
11. While searching for an employee in Employee Search page, no result is found. But the employee reflects in payroll dashboard. How is this possible?
Please check whether employee is tagged to any post.
12. How does one update Leave balance for an employee?
Provision has been provided in Establishment section (Human Resource) to load balances. Please refer below path.
Human Resource ->Leave Process -> Leave Balance Update Web ADI
13. How does one get Employee count for respective office?
In Establishmen section, the Employee details report is provided for this purpose. Please refer below path for the same.
Human Resource-> Report Viewer ->Employee list view details report.
14. How does one find the Employee id of our Office staffs?
The Employee list view details report is available for this. Path to refer:
HRMS-> Report viewer-> Generate employee list.
15. While creating a new employee, in Post field LOV, Post Name is not available. How does one remedy this?
Please check the Post Details report to see whether the relevant post is vacant before employee creation process. Path to refer:
Human Resource Report Viewer Post Details Report
16. How does one check Employee list view details and Transfer & Joining order entry, after post is vacant?
Paths to refer:
Human Resource->Report Viewers->Check Employee list view details-> Click on Action button on right side-> Select Report format as Excel select -> Fill To code, DDO Code and Office name-> Click on continue -> Click on submit -> Download Report.
Human Resource->Report Viewers->Check Post vacancy details->Click on Action->Choose Report format as Excel ->Enter To code, DDO Code and Office name -> Click on continue and submit-> Download report.
17. How does one remedy the situation that Leave balance is not updated even after completing the process?
Please check if the Employee user’s person type is Approved Probationer in Employee list view details report.
18. What is the EL or Encashment of leave bill preparation process?
Note:
- These processes can only be processed for Ex - employee and Employees who have passed away.
- If addition of IT and IT cess are required, please add to dues and deductions before Supplementary run and complete 3 level approval process
- If Leave balance is not added, please do the following:
Human Resource->Leave process->Leave balance->Call Web ADI->Click on Create->Download-> Now maintain effective date as: date before retirement date (or) date before Date of Death->Upload.
- Please add Bill Group for Ex-Employee.
- Please check Bank account number is correctly updated. Also, please check if Temporary post continue order has been added. Please check Bill group is added.
Step 1:
Please check/add nominee details:
Human Resource-> Employee profile->Enter Ex-employee ID (11 digit)->Click on Go-> Click update->On the left side bottom, Click on “Update family members details”->Click on “Add contact”->Choose Government employee or Non-government employee->Enter details->Review->Submit->Complete three level approval process.
Step 2:
Human Resource->Leave Process-> Encashment of leave ->Encashment of EL->Click on EL nominee/UEL nominee-> Select employee type as Ex Employee->Click Requery->Enter Employee ID->Click on Go->Click on Action->Click on Create->Enter Details->Click on Review->Select Approval Group->Submit->Complete 3 level approval process.
Step 3:
Human Resource->Leave process->Encashment of EL/UEL of PA Encashment leave->Click Encashment of EL/Click UEL of PA->Select Employee type as Ex-employee->Requery->Enter Employee ID->Click on Go->Click on Action->Click on Create->Click on Review->Select Approval Group->Click on Submit->Complete 3 level approval process.
Step 4:
Finance->Payroll->Process->Select Employee type as ex Employee->Click on search->Enter Employee ID->Click Supplementary bill->Select Bill Type as EL Encashment->Click on Submit->View Request ID->Click ok->Check Request Monitoring status (should be Normal).
Check Result: Select Month/year as Feb 2020->Select Bill type->Select bill group->Select Employee type as Ex-employee->Click on search->Check dues and deductions.
Step 5:
Finance->Payroll->Generate bill->Click Supplementary run bill->Select year->Select bill type->Select bill group->Enter Employee name->Select Employee type as Ex employee->Search->Select check-box->Click generated bill->For question “Do you want to generate bill?”, select yes->Check Request Monitoring status if normal->View output->Bill number (16 digit) should be shown.
Step 6:
Bills->Archive bill->Select Financial Year->Select bill type as EL /UEL->Click on Go->Click on Bills details->Check Bill Status is Draft->Click on Details(Add attachments, Check bill amount, Beneficiary details (bank account number, IFSC code , branch name),Enfacement slip, HOA code)->Select Approver Group->Click on Forward.
Step 7:
Click on Verifier notification->Check status is Verified ->Check Approver notification is Approved ->Navigate to Bills->Click on Archive bill->Select Financial->Click on Go->Click on Bills details->Check Bill status is Approved by DDO->Click on Details->Click on Forward to Treasury->Check that Bill no & Treasury ref no are shown.
19. How to update HRA and TNHB Elements?
Path to follow:
Human ResourceGTN Pay serviceRent recovery details.
20. HRA and TNHB details still don’t show. How does one remedy that?
Human Resource->GTN pay service->Click on Rent recovery details->Enter Employee ID->Click on Go->Click on Action button->Click Create->Click Fill the details ->Complete 3 levels of approval->Finance->Payroll->Process check elements->Check Result->Set mark for recalculate->After processing, please check again.
21. What are the steps to follow for Transfer order issues?
Steps for the Old office:
- Transfer order
- Relieving order
Steps for the New office:
- Joining reports
- Click on My Saved List
- Employee Record should be shown
If it is not shown, please try the process once again before contacting helpdesk.
22. What are the steps to follow for Transfer employee relieving?
Human Resource->Click on Transfer & posting order->Select transfer order->complete 3 levels of approval->Relieving order ->complete 3 levels of approval.
23. What are the steps to follow for Joining order creation?
Human Resource->Click on Transfer and posting ->Click on Joining reports-> Click on My Saved List-> Make Joining entry->Complete 3 levels of approval.
24. What are the steps to follow for Promotion employee entry?
Human Resource->Click on Transfer and posting->Make Promotion entry->Complete 3 levels of Approval.
25. What are the steps to follow for Deputation employee?
Human Resource->Click on Transfer and posting->Make Deputation entry->Complete 3 levels of approval.
1. How can one assign Initiator, Verifier or Approver?
Bill Verifier and Bill Approver users with GTN DDO ADMIN role can perform this activity. User manuals are available in the IFHRMS Portal page.
2. Though the Approver group is assigned corrected, Icon for Initiator, Verifier or Approver is not visible on the home page. How does one solve this?
- Please click “Add to favorites”
- Choose data from responsibility
- Click GO
- Select the role
- Click add to favorites
- Click apply.
If issue persists still, kindly clear the cookies, catches, history files.
3. How does one create a new post in IFHRMS?
The new post creation option available in Treasury Admin. Please contact your respective District Treasury.
4. How does one update bank details in IFHRMS?
- Navigate to HRMS
- Navigate to Employee profile.
5. How to transfer the employee in IFHRMS?
- Navigate to HRMS
- Click on Transfer and posting
- Click on transfer order entry
- After completing transfer order entry and completing the 3 level approval process, update Relieving order entry.
6. In Transfer order process, the Joining Office name is not listed. How does one proceed?
If employee is transferred within the same department , the Office would be displayed based on Employee’s Mapped Department (HOD). Please check if employee is tagged to wrong HOD code. Otherwise, the concerned office may not migrated.
7. While processing Relieving entry in Transfer and Posting process, how does one remedy message “No one have HR joining Admin role in joining office, please assign the role and do the process”.
In the Employee’s Joining office, Joining admin role may not be assigned, Please check the Joining office Establishment office approval group. The “Joining admin” check box should be checked.
8. While process Relieving order entry in Transfer and Posting process, one gets message as “Multiple HR joining admin role was assigned, please enter end date and do process again”. How does one remedy this?
In the Joining office, Joining admin role should be assign to only one HR approval group. If multiple such entries exist, pleas retain the correct one and mark an end date for other employees. Please repeat the process again.
9. How does one update Joining Order entry in Joining Office?
After successful completion of Transfer Order entry and Relieving Order, the particular employee will be available in Joining Office initiator login under:
HRMS->Transfer and posting->Joining report entry-> My saved list.
10. While processing Joining Order entry / Employee creation, how does one remedy the situation that the post name is not shown in LOV?
Please check whether the relevant post is vacant. To check vacancies, please refer below path.
HRMS-> Report Viewer -> Post details report
11. While searching for an employee in Employee Search page, no result is found. But the employee reflects in payroll dashboard. How is this possible?
Please check whether employee is tagged to any post.
12. How does one update Leave balance for an employee?
Provision has been provided in Establishment section (Human Resource) to load balances. Please refer below path.
Human Resource ->Leave Process -> Leave Balance Update Web ADI
13. How does one get Employee count for respective office?
In Establishmen section, the Employee details report is provided for this purpose. Please refer below path for the same.
Human Resource-> Report Viewer ->Employee list view details report.
14. How does one find the Employee id of our Office staffs?
The Employee list view details report is available for this. Path to refer:
HRMS-> Report viewer-> Generate employee list.
15. While creating a new employee, in Post field LOV, Post Name is not available. How does one remedy this?
Please check the Post Details report to see whether the relevant post is vacant before employee creation process. Path to refer:
Human Resource Report Viewer Post Details Report
16. How does one check Employee list view details and Transfer & Joining order entry, after post is vacant?
Paths to refer:
Human Resource->Report Viewers->Check Employee list view details-> Click on Action button on right side-> Select Report format as Excel select -> Fill To code, DDO Code and Office name-> Click on continue -> Click on submit -> Download Report.
Human Resource->Report Viewers->Check Post vacancy details->Click on Action->Choose Report format as Excel ->Enter To code, DDO Code and Office name -> Click on continue and submit-> Download report.
17. How does one remedy the situation that Leave balance is not updated even after completing the process?
Please check if the Employee user’s person type is Approved Probationer in Employee list view details report.
18. What is the EL or Encashment of leave bill preparation process?
Note:
- These processes can only be processed for Ex - employee and Employees who have passed away.
- If addition of IT and IT cess are required, please add to dues and deductions before Supplementary run and complete 3 level approval process
- If Leave balance is not added, please do the following:
Human Resource->Leave process->Leave balance->Call Web ADI->Click on Create->Download-> Now maintain effective date as: date before retirement date (or) date before Date of Death->Upload.
- Please add Bill Group for Ex-Employee.
- Please check Bank account number is correctly updated. Also, please check if Temporary post continue order has been added. Please check Bill group is added.
Step 1:
Please check/add nominee details:
Human Resource-> Employee profile->Enter Ex-employee ID (11 digit)->Click on Go-> Click update->On the left side bottom, Click on “Update family members details”->Click on “Add contact”->Choose Government employee or Non-government employee->Enter details->Review->Submit->Complete three level approval process.
Step 2:
Human Resource->Leave Process-> Encashment of leave ->Encashment of EL->Click on EL nominee/UEL nominee-> Select employee type as Ex Employee->Click Requery->Enter Employee ID->Click on Go->Click on Action->Click on Create->Enter Details->Click on Review->Select Approval Group->Submit->Complete 3 level approval process.
Step 3:
Human Resource->Leave process->Encashment of EL/UEL of PA Encashment leave->Click Encashment of EL/Click UEL of PA->Select Employee type as Ex-employee->Requery->Enter Employee ID->Click on Go->Click on Action->Click on Create->Click on Review->Select Approval Group->Click on Submit->Complete 3 level approval process.
Step 4:
Finance->Payroll->Process->Select Employee type as ex Employee->Click on search->Enter Employee ID->Click Supplementary bill->Select Bill Type as EL Encashment->Click on Submit->View Request ID->Click ok->Check Request Monitoring status (should be Normal).
Check Result: Select Month/year as Feb 2020->Select Bill type->Select bill group->Select Employee type as Ex-employee->Click on search->Check dues and deductions.
Step 5:
Finance->Payroll->Generate bill->Click Supplementary run bill->Select year->Select bill type->Select bill group->Enter Employee name->Select Employee type as Ex employee->Search->Select check-box->Click generated bill->For question “Do you want to generate bill?”, select yes->Check Request Monitoring status if normal->View output->Bill number (16 digit) should be shown.
Step 6:
Bills->Archive bill->Select Financial Year->Select bill type as EL /UEL->Click on Go->Click on Bills details->Check Bill Status is Draft->Click on Details(Add attachments, Check bill amount, Beneficiary details (bank account number, IFSC code , branch name),Enfacement slip, HOA code)->Select Approver Group->Click on Forward.
Step 7:
Click on Verifier notification->Check status is Verified ->Check Approver notification is Approved ->Navigate to Bills->Click on Archive bill->Select Financial->Click on Go->Click on Bills details->Check Bill status is Approved by DDO->Click on Details->Click on Forward to Treasury->Check that Bill no & Treasury ref no are shown.
19. How to update HRA and TNHB Elements?
Path to follow:
Human ResourceGTN Pay serviceRent recovery details.
20. HRA and TNHB details still don’t show. How does one remedy that?
Human Resource->GTN pay service->Click on Rent recovery details->Enter Employee ID->Click on Go->Click on Action button->Click Create->Click Fill the details ->Complete 3 levels of approval->Finance->Payroll->Process check elements->Check Result->Set mark for recalculate->After processing, please check again.
21. What are the steps to follow for Transfer order issues?
Steps for the Old office:
- Transfer order
- Relieving order
Steps for the New office:
- Joining reports
- Click on My Saved List
- Employee Record should be shown
If it is not shown, please try the process once again before contacting helpdesk.
22. What are the steps to follow for Transfer employee relieving?
Human Resource->Click on Transfer & posting order->Select transfer order->complete 3 levels of approval->Relieving order ->complete 3 levels of approval.
23. What are the steps to follow for Joining order creation?
Human Resource->Click on Transfer and posting ->Click on Joining reports-> Click on My Saved List-> Make Joining entry->Complete 3 levels of approval.
24. What are the steps to follow for Promotion employee entry?
Human Resource->Click on Transfer and posting->Make Promotion entry->Complete 3 levels of Approval.
25. What are the steps to follow for Deputation employee?
Human Resource->Click on Transfer and posting->Make Deputation entry->Complete 3 levels of approval.
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