Full and Final Stages
Quick Access : Payroll Manager > Full & Final
Accessible to : As per setup
To understand about
the overall process refer to the article on Full and Final overview and to understand the step by step process of manually processing a full an final refer to the article on Manually processing full and final record for more details.
There are three tabs on Full and Final page -
1. Pending - here you can see records which are in Pending or Initiated status
2. In Process - records which are being worked upon but not yet finalized are in this tab, these correspond to In Process and Under Approval status
3. Finalized - records which have been finalized are moved to this tab
Pending Full and Final
Actions which can be done on this tab are -
1. You can process the FnF manually one record at a time by clicking on Edit button
2. If a FnF is in Initiated status you can delete it and bring it back to Pending status
3. You can do bulk FnF processing using for records in Pending status
If an employee's resignation has been approved and last working day is in future or if the last working day is in past but some payroll are pending the record will come in pink color and FnF cannot be processed.
Bulk processing of FnF
To process full and final in but the following steps should be followed -
- select the records by clicking on the checkbox in the first column, make sure that the FnF is in pending status (records which are in any other status are not downloaded)
- click on on "Download Template" button to download an excel template, a sample template is attached. If you have to process the full and final for Retainers click on "Download Retainer Template"
- fill up the details in the excel and upload it back using the "Upload" button ("Upload Retainer Template for Retainers), system will check the data for completeness and logical completeness. You can fill up the leave details for encashment, notice period recover, variable payouts, adhoc payments, adhoc deductions. Make sure the total number of leaves which are being adjusted / encashed are as per available balance, if not then system will reject the file
- click on Submit to upload the approved data, status of all uploaded records will change from "Pending" to "In Process"
In-process Full and Final
On this tab
- if you have uploaded the details using excel you can check the uploaded details by editing the record
- you can reset a record to Pending status by using Reset button on row or in bulk
- you can finalize a record by clicking on Finalize on the row or in bulk, on using the bulk option you will get a confirmation popup like shown below
If the process to take an approval for finalizing a full and final request is activated then on clicking of "Finalize" button the status will change to "Under Approval". Once the request is approved the status will change to "Finalized". If the request is rejected you will be able to see the reason for rejection and resubmit for approval after making corrections.
Finalized Full and Final tab
On this tab
1. You can reset records if there is any error by using the Reset button on the row or using the bulk option on top
2. Update the payment details for records which are in Finalized status. Only after this step is done will the status of record be updated to Paid. To update the payment as paid there are two options -
2.1 Generation of payment advice - if the process has been designed for advice generation you would be able to
ii) Manual updation - just click on "Update on Paid" button as shown above and the bank details in the employee's payroll record will be updated in the Payment Details box - if payment mode is ECS or NEFT else you will have to update the check number. The status will change to Paid
If you want to change the payment updation option from what you are seeing please get in touch with your Account Manager.
3. You can download the documents which have been generated for previously processed records in bulk. Just select the rows and use the action button on top of the table to download Provisional statements, Final FnF statements or Tax calculations as per your requirement. These statements will be downloaded in zipped format.
4. You can email the provision and full and final statements directly to the employees either one at a time or by selecting multiple records and using the bulk action button
5. Click on "Hide all Paid FnF" to clear all processed records from the page, these records can be recalled using the "Recall Hidden Record" button.
Generation of Full and Final payment advice
On click on "Generate FnF Payment Advice" you will be navigated to the page shown below -
- If you want to make the payment for some employees click on "Create Advice". If you want to stop the payment for some select those records using the "Stop Payment" button.
- The generated payment advices will be visible in In-Process documents section, only when you click on"Confirm as Paid" button will the status of the records change to Paid.
Note : Payment of Statutory Bonus to resigned employees is done as a part of regular payroll process, refer to the article on Payment of Statutory Bonus for more details.
Related Articles
Manually processing a Full and Final record
Quick Access : Payroll Manager > Full & Final Access to : Payroll Manager All the steps to process a full and final are outlined below. To understand about the overall process refer to the article on Full and Final overview , to understand the ...Full and Final Overview
Quick Access : Payroll Manager > Full & Final Accessible to : Payroll Manager Processing the full and final (FnF) for an employee who has resigned / retired or has left the service for any other reason is managed through this page. A list of all the ...Report - Full and Final Letter
Reports > Payroll > Employee Reports Full and Final letter is issued to the separated employees. It captures details of all payments and deductions made during the full and final process. Select the employee and click on "Generate Report" and then ...Report - Provisional Full and Final
Reports > Payroll > Employee Reports Using this report you can download the provisional full and final settlement document in PDF format. This report can be used for only one employee at a time. Click on "Download PDF" to download document.Report - Full and Final Payment Advice
Reports > Payroll > Generated Advices If the option for payment of Full and Final amount through a payment advice is enabled in your company then from this report you can download the full and final payment advices. Files are available separately as ...