AXIOM Group HR & Payroll System GAP Analysis

Raqmiyat/Gems Project HR & Payroll System
GEMS
Implementation Process
For
AXIOM Group
HR & Payroll, Self Service System

AXIOM Requirements
Version 1.0 Page # 1 Raqmiyat/Gems Project (Template QM01-T1)

Change History
Versio Description of Change Date of Change Prepared by

n
1.0 Created 18th February 2009 Rejany
1.1 Modified 15th March 2009 Rejany
1.2 Modified 23rd March 2009 Rejany
Note
The Raqmiyat QA Manager will keep a record of the distribution of this document to ensure that all
recipients receive any revised versions.

Contents
Note.............................................................................................................................................................2
1. Introduction.........................................................................................................................................5
1.1. RSP Approach..................................................................................................................................5
2. Organization Structure........................................................................................................................5
3. Employee Master.................................................................................................................................7
2. Department Master...........................................................................................................................14
3. Air Sector Master...............................................................................................................................14
4. Leave Types Master...........................................................................................................................15
5. Earnings/Deductions Master.............................................................................................................18
6. Insurance Master...............................................................................................................................20
7. Grade Master.....................................................................................................................................21
8. Designation Master...........................................................................................................................22
9. Leave/Absence Transaction...............................................................................................................22
10. Duty Resumption Transaction........................................................................................................22
11. Employee Leave/Final Settlement Transaction..............................................................................23
12. Overtime Transaction (New Functionality)....................................................................................23
13. Employee Salary Process/Payroll Process......................................................................................24
14. Employee Promotion/Increment/Bonus/Business Trip Allowance................................................25
15. Payroll Transaction ( AdHoc Transaction)......................................................................................25
16. Salary Hold Procedure...................................................................................................................26
16.1. Salary Hold Window..................................................................................................................26
16.2. Payroll Salary pay Process..........................................................................................................26
17. Loan/Recurring Transaction...........................................................................................................27
18. End of Service Rules.......................................................................................................................27
19. Employee Transfer.........................................................................................................................28
20. Employee Company/Country Transfer..........................................................................................30
21. Employee Disciplinary Action.........................................................................................................30
22. Passport Tracking Transaction.......................................................................................................31
23. Employee Training Management...................................................................................................33

23.1. Training Master..........................................................................................................................33
23.2. Training Profile/Group Master...................................................................................................33
23.3. Employee Master Training Tab..................................................................................................34
23.4. Program/Training Details...........................................................................................................35
23.5. Program/Training Status Update...............................................................................................37
25.6 Training Reports............................................................................................................................39
26 Employee Self Service....................................................................................................................41
26.6 Leave Application Form.................................................................................................................41
26.7 Duty Resumption Form..................................................................................................................42
26.8 Recruitment Requisition Form.......................................................................................................43
26.9 Employee Status Change Form......................................................................................................44
26.10 Passport Release Request Form.................................................................................................46
26.11 Letter Requests Form.................................................................................................................47
26.12 Final Checklist Form...................................................................................................................48
25.7 Employee Training Registration.....................................................................................................50
25.8 Employee Performance Evaluation– Response Entry....................................................................51
25.9 Employee Absent / LWP Entry.......................................................................................................52
26 Alerts.............................................................................................................................................53
27 Reports..........................................................................................................................................54
28 Interface Requirements.................................................................................................................62
26 System Security.............................................................................................................................67

1. Introduction
This GAP Analysis document will cover the additional requirements and modifications requested by
AXIOM during the different RSP Meeting conducted with AXIOM and Raqmiyat team. The main
functionality and fields in each window of GEMS is explained in the main Requirement Definition
Document (RDD).
1.1. RSP Approach
Raqmiyat conducted a workshop for AXIOM business team. In the workshop Raqmiyat gone through
GEMS application screens and explained the functionalities. Raqmiyat also reviewed the available
templates and report formats of AXIOM. During this process AXIOM business users indentified the
additional requirements and modifications required in GEMS to meet the AXIOM corporate level HR
& Payroll requirements. Wherever necessary as per the guideline from AXIOM remote business
users of KSA & Egypt connected through net meeting and telephonic conversations and collected
their country specific requirements as well. Upon completing each session of RSP, a minutes of
meeting document (MOM) is circulated to all stakeholders for their review and approvals. This RDD
is prepared by extrapolating the different minutes of meetings.
2. Organization Structure
2.1. Organization Hierarchy for AXIOM operations will be as defined below

 Country
 AXIOM Company ( each company will have their base currency)
 Zone
 Region
 Channel
 Department
 Location
 Division
 Brand
2.2. News Master Windows/Modifications required related to Organization structure

2.2.1.Company Master window to be modified to have a lookup for Country which will group
different companies under a Country
2.2.2.New Master Window Required for Zone and Zone will belong to a country
2.2.2.1. Field Attributes
Field Name Description Type Mandatory Default Source Validations

(A/N) Value
Zone Code Unique Code identifying the Zone A Y - Keyed No Duplicate Code
Zone Name Zone Name/ Description A Y - Keyed No Duplicate Name

Country Country in which the Zone belongs to A Y - Lookup from -
Country Master
2.2.3.New Master Window required for Region which will be linked to a Zone and a Country

(A/N) Value
Region Code Unique Code identifying the Region A Y - Keyed No Duplicate Code
Region Name Region Name/ Description A Y - Keyed No Duplicate

Name
Zone Zone in which the region belongs to A Y - Lookup from Zone -
Master
Country Country Name of the Zone A - - Display field from
Zone
2.2.4.New Master Window required for Channel will be linked with a Company
Field Name Description Type Mandatory Defau Source Validations

(A/N) lt
Value
Channel Code Unique Code identifying the Channel A Y - Keyed No Duplicate Code
Channel Name Channel Name/ Description A Y - Keyed No Duplicate

Name
Company Company in which the channel A Y - Lookup from -
belongs to Company Master
2.2.5.New Master window required for Locations which will be linked to a channel and
company. Addition and deletion to locations will not happen from GEMS instead it will be
done from Oracle System.

2.2.6.Location Window Required in GEMS to store and display the data available in Oracle
System. Through Interface system will read the location data and the following fields will
be displayed in this window.
2.2.6.1. Location Code

2.2.6.2. Location Name
2.2.6.3. Company Name
2.2.6.4. Country
2.2.6.5. Channel
2.2.6.6. Department
2.2.6.7. Brand
2.2.7.Brand window is required in GEMS to store and display the data available in Oracle.
Through Interface system will read the Brand data and the following fields will be
displayed in this window
2.2.7.1. Brand Code

2.2.7.2. Brand Name
2.2.7.3. Location Name
2.3. Organization Hierarchy for AXIOM Finance Integration will be the following and all postings
from GEMS to Oracle will happen with the mentioned 5 components.
 AXIOM Company
 Account
 Location
 Division
 Brand
3. Employee Master
3.1. Functional Description
Employee Master Window is used to define all import attributes of an employee for Payroll and
HR activities. Default functionality and the fields available in the same are explained in section
4.3.1 of main RDD.

3.2. Employee Tab - New Fields/Modifications

(A/N) Value
Company Company in which employee belongs A Y - Lookup from -
to Company Master
Country Country Name A Y - Display field from -
Company
Zone Zone Name A Y - Lookup from Zone To Display only zones
Master of selected companies
Country
Region Region Name A Y - Look up from Region To display only
Master regions of selected
zone
Channel Channel Name A Y - Lookup from Display only channels
Channel Master of selected company
Department Department Name A Y - Lookup from Display only
Department Master departments of
selected company
Location Location Name A Y - Lookup from Display only locations
Location Master of selected company
Division Division Code A Y - Display field from -
selected Location
Brand Brand Name A Y - Display field from -
Location
Training Profile Training Profile Name A N - Lookup from Display Training
Training Profile profiles of selected
master company
3.2.1.Medical Information field's caption to be changed as Notes
3.3. Contacts Tab - New Fields/Modifications

3.3.1. Name/Title field's caption to be changed as Address
3.3.2. ISDN to be removed and 2nd Phone to be renamed as Mobile Number
3.4. Dependents Tab - New Fields/Modifications
3.4.1. Instead of Age, Date of birth field is required
3.4.2. In Relationships drop down remove the items of Family Physician, Friends, House Maid
and instead of Husband &Wife use Spouse
3.5. Passport Tab - New Fields/Modifications

(A/N) Value
Passport Type Type of passport as Temporary or A Y Permanent Lookup from fixed list -
Permanent

(A/N) Value
Employee Type Type Name as Arab or Non Arab A Y Non Arab Lookup from fixed list -
3.6. Payment Details Tab - New Fields/Modifications

(A/N/D) Value
Mobile Req Date Last Mobile Request Date from D - - Keyed Cannot be future date
Employee
Mobile Details Details of mobile provided to A - - Keyed -
employee
Mobile Amount Mobile Amount given to employee N - - Keyed -
Settlement Done Option to specify whether leave A Y N Checkbox Yes – for leave settlement
in Advance salary payment is done in advance done when they go for
vacation or else normal
salary with payroll run
3.6.1.To Identify the Arabic Speaking Employees to provide a special allowance called “Arabic
Speaking Allowance”, new entry to be added in Employee Master Skills Tab ( Skill Name –
Arabic Speaking)
3.6.2.New Report required for Employee List by Skill
3.6.3. For Overtime paid employees new field is required to define weekly work hours which will
be used for overtime rate calculations. This hours can be defined at top levels like
employee category or Designation or Location
1.1. Bonus Rules New Tab – Field Attributes
The tab is used to define the different bonus rules definition of an employee. There is no processing
involved for bonus calculations, actual payout to employee will be done through payroll adhoc
transaction screen.
1.2. Bonus Rules– Field Attributes


(A/N/D) Value
Country Country Name A Y - Display fields from -
Employee’s
Country
Company Company Name A Y - Display field from -
Employee’s
company
Employee Employee Name A Y - Display field from -
Employee
Bonus Type Type of Bonus A Y - Lookup from Fixed -
List of Annual or
Axiom way
Bonus E/D Group ED Group Name to identify Salary A Y - Lookup field from -
component E/D Group Master
Paid Frequency Frequency of Bonus payment A Y - Selection from Values are Weekly,
Fixed List Monthly, Quarterly,
Yearly
Bonus% Bonus Percentage N Y - Keyed Cannot be less than 0
Effective Date Start date of the rule D Y - Keyed -
End Date End Date for the rule D N - Keyed It can be null for the
active record
1.3. New Fields Required for EGYPT Rules

(A/N/D) Value
Ex-Employer Amount from Ex Employer which N N - Keyed Same amount will be
Allowance will be Tax exempted deducted from salary
for tax calculations
Social Insurance Social Insurance Number A N - Keyed -

Number
Social Flag to identify Social Insurance A N No Check Box If checked only social
Ins.Deducted Deduction Yes or No insurance deduction to
happen for the
employee
Tax Deduction Flag to identify Tax Deduction Yes A N No Check Box If checked only Tax
or No deduction to happen
for the employee
1.3.1.Social Allowance for different years will be created at Employee level using the same
Earning Code with the effective date for each year which will produce different years data
in the report

1.3.2.Any increase in social allowance in a particular year has to be added to the employee
master through Employee Promotion Window
1.4. Allocation Details Tab - New Fields/Modifications

1.4.1.There will be new tab required to define employee’s allocation to different department.
This is for distributing an employee’s salary in a month to different department and
locations.
1.4.2.Fields Attributes

(A/N/D) Value
Employee To Display Employee Code & Name N Y - Displayed
from Header
Tab
Company Company Name A Y Company Lookup from -
Name from Company
Header Tab Master
Location Location Name A Y - Lookup from Display locations of
Location selected company
Master
Department Code Department Code A Y - Display field
from
selected
Location
Brand Brand Name A Y - Display Field
from
selected
Location
Department Department Name A Y - Lookup from Display items of
Department selected company
Master
Percentage Percentage Allocation N Y - Keyed
Start Date Effective Date D Y - Keyed -
EndDate End date for the allocation D N - It will be null for
active records
Account Code Inter Company Account Code A N - Lookup from Account code for
Account posting the month
Codes end payroll in case
the allocation is to a
different company
1.4.3. Special Notes
For the allocation monthly posting, an employee’s total accruals to be posted to employee’s
actual location and only expenses to be distributed for different locations as per the % allocation

1.1. Disciplinary Actions Tab
New Read Only Tab which will display the list of Disciplinary actions taken against an
employee
1.2. New Fields Attributes

(A/N/D) Value
Company Company Name A Y Compan Displayed From -
y Name HeaderTab
from
Header
Tab
Employee To Display Employee Code & Name N Y - Displayed from
Header Tab
DOJ Date of Joining D - - Displayed from
Employee
Department Department Name A - - Displayed from
Employee
Designation Designation Name A - - Displayed from
Employee
Disciplinary Ref Number from Disciplinary A - - Displayed from DA
Action Ref Action Window Window
DA. Date Date of Disciplinary action D - - Displayed from DA
Window
Action Taken Action taken against employee A - - Displayed from DA
Window
Details on Details of Incident A - - Displayed from DA
incident Window
Reason for Reason for warning A - - Displayed from DA
Warning Window
Status Status of incident A - - Displayed from DA
Window
1.3. Recruitment Charges New Tab
New Tab for entering the multiple Recruitment expenses for the employee
1.4. Field Attributes - New Fields


(A/N/D) Value
Company Company Name A Y Company Displayed From -
Name from HeaderTab
Header Tab
Header Tab
Department Department Name A Y - Displayed from
Header Tab
Location Location Name A Y - Displayed from
Header Tab
Expense Type Expense Type like Visa, Medical, A Y - Selection from
Ticket etc. Fixed List like
Visa, Medical,
Airticket
Description Description A - - Keyed
Amount Amount N - - Keyed
1.8.1 Report required for Department/Location wise Employee Recruitment Expenses
1.5. Workflows (If any)

1.5.1.Two level of Approvals needed by HR Team and Payroll Team
1.6. Arabic Fields New Tab
This New Tab will be used to capture different Arabic Fields required for an employee to
generate the letter templates.
1.7. Field Attributes - New Fields
Field Name Description Type Manda Default Value Source Validations

(A/N/D) tory
Company Company Name A Y Company Name Displayed From -
from Header Tab HeaderTab
Header Tab
First Name First Name in Arabic A N - Keyed
Last Name Last Name in Arabic A - - Keyed
Department Department Name in Arabic A - - Keyed
Name
Position Name Position Name in Arabic A - - Keyed
Line Manager Line Manager’s Name in Arabic A - - Keyed
Passport Place Passport’s Issue Place ( Arabic) A - - Keyed
Termination Reason for A - - Keyed
Reason Termination/Resignation

Field Name Description Type Manda Default Value Source Validations

(A/N/D) tory
Occupation Occupation Name A - - Keyed
Nationality Nationality Name A - - Keyed
Religion Religion Name A - - Keyed
Gender Gender ( Male/Female) in Arabic A - - Keyed
Education Level Highest Education Name A - - Keyed
Education Highest Education specialization A - - Keyed
Specialization
Other allowance Other allowance Name ( if any in A - - Keyed
Arabic)
Sponsor Title & Sponsor Title & Name ( Arabic) A - - Keyed
Name
Sponsor Address Sponsor’s Address ( Arabic) A - - Keyed
Release Date Release Date A - - Keyed
2. Department Master
Department Master will be a separate identifier to mark employee’s department. GEMS

Functionality and fields are explained in section 4.2.2 of main RDD.
2.2. New Fields/Modifications

2.2.1.Depart Head/Manager field is required to identify the department head which will be a
selection combo from existing Employee Master
2.2.2.New Field for Budget Count at Location level which will be added to Department level so
that validation will be done against actual count while Manpower Request screen entry
2.2.3.Report required for Budget Vs Actual for Department and Location
3. Air Sector Master

This window is used to define different Air sectors and the details. If for the same air sector
different fares are available this has to be distinguished by creating separate entry in this master
screen. GEMS Functionality and fields are explained in section 4.2.4 of main RDD.
3.2. Other Notes

3.2.1. System needs the option to update the rates of Air sectors (Import option from Excel) on
different intervals with different rates and Airfare accrual should be based on this amount.
3.2.2.Air sector will be defined at employee level based on the Grade or Location benefits
4. Leave Types Master
Leave Types Master is used to define different types of leaves available in the system and its
different rules for each leave. GEMS Functionality and fields are explained in section 4.2.7 of
main RDD.
4.2. New Fields

4.2.1.1. New Fields is required to flag which all leave types need Duty Resumption
4.3. Leave Types and Rules for UAE
4.3.1. Sick Leaves

4.3.1.1. First 15 Days Full Paid
4.3.1.2. Next 30 Days Half Paid
4.3.1.3. Remaining Unpaid based on planned or unplanned days
4.3.2. Maternity Leave
4.3.2.1. Maximum 45 Days if employee completed more than 1 year of service
4.3.2.2. Half Paid Salary of 45 Days if service is less than an year
4.3.2.3. if an employee has completed more than 1 year of service, the maternity leave
can be extended to maximum 100 days as unpaid.
4.3.3. Compassionate Leave

4.3.3.1. Maximum 7 days with ticket fare for Grade 18 & above
4.3.4. Leave Without Pay
4.3.4.1. Unpaid leave any absent in the company
4.3.5. Extended Leave Without Pay
4.3.5.1. Any unauthorized absent in the company, these days will not be considered as
employee’s service days for End of Service Benefits calculations
4.3.6. Occupational Leave
4.3.6.1. Paid Leave without maximum days
4.3.7. Annual Leave

4.3.7.1. Maximum of 30 calendar Days per year for Grade 16 & below

4.3.7.2. Maximum of 35 calendar days per year for Grade 17 & above
4.3.7.3. Annual Leave to Exclude Public holidays, system will have the option to define
Public holidays through holiday master for Individual companies.
4.3.7.4. System can allow negative balance when the employee proceed for vacation
4.3.7.5. Maximum 15 days only to be carry forward to next calendar year in case
employee has not availed the same
4.3.7.6. Negative Leave Balance Amount to be adjusted with employee’s settlemtn
amount if an employee resign/terminated
4.4. Leave Types and Rules for Kuwait
4.4.1. Annual Leave

4.4.1.1. Same as UAE Annual Leave
4.4.2. Sick Leaves
4.4.2.1. First 6 Days ( Week) Full Paid
4.4.2.2. Next 6 Days ( Week) 3/4 of Salary Paid
4.4.2.3. Next 6 Days ( Week) 1/2 of Salary Paid
4.4.2.4. Next 6 Days ( Week) ¼ of Salary Laid
4.4.2.5. Next 6 Days ( Week) Unpaid
4.4.3.1. Maximum 70 Days full paid if completed more than 1 year of service
4.4.3.2. Maximum of 100 Days Unpaid after 70 days
4.5. Leave Types and Rules for Qatar
4.5.1. Annual Leave

4.5.1.1. Same as UAE
4.5.2. Sick Leaves
4.5.2.1. First 2 weeks Fully Paid
4.5.2.2. Next 4 weeks ½ Paid
4.5.2.3. Remaining Unpaid
4.5.3.1. Maximum 50 Days full paid if completed more than 1 year of service
4.6. Leave Types and Rules for Bahrain

4.6.1. Annual Leave Rules of Bahrain
4.6.1.1. For Annual Leave Maximum of 21 calendar days per year if the service is >1 year
4.6.1.2. Maximum of 28 Calendar days per year if the service is >5 Years
4.6.2. Sick Leave
4.6.2.1. First 15 days Fully Paid

4.6.2.2. Next 15 Days ½ Paid

4.6.2.3. Next 15 days Leave without Pay
4.6.3.1. 45 Days Full Pay
4.7. Leave Types and Rules for KSA

4.7.1. Annual Leave Rules are same as of LG
4.7.1.1. As per labor law, if vacation starts on Saturday the First Friday and the Last
Friday are not counted in the vacation days.
4.7.2. Emergency Leave is maximum 30 days per year based on manager’s approval
4.7.3. Sick Leave
4.7.3.1. First 30 days Fully paid
4.7.3.2. Next 60 days 75% Paid
4.7.3.3. Next 30 days Unpaid
4.7.4. Leave Without Pay
4.7.4.1. Any absent in the company
4.7.4.2. All Unpaid Leave days will not be considered for Leave Accrual, EOS benefits
total service days calculation and for Airfare eligibility days calculations
4.7.5.1. Maximum 3 days for Any grades
4.7.5.2. Maximum 7 Days+ Air ticket for Any grades >= 18
4.7.6.1. 10 weeks of full salary after completion of 3 years in the company
4.7.6.2. 10 weeks of 50% salary if employee’s service is between 1 and 3 years
4.7.7. Hajj Leave
4.7.7.1. After the completion of 1 year of service in the company, an employee is

entitled to Hajj Leave of up-to 5 days with full pay but only once during his service in
the company.
4.7.8. Marriage Leave
4.7.8.1. An employee is entitled to only one marriage leave during his tenure and is for
3-days with full pay.
4.7.9. Test/Educational Leave
4.7.9.1. After completing 12 months of service, an employee is entitled for 2 weeks of

leave with full pay if they pass the examination, otherwise it is 50% paid.

4.8. Leave Types and Rules for EGYPT

4.8.1. Annual Leave
4.8.1.1. Maximum 15 working days for an Employee whose service is 0 to 1 year
4.8.1.2. Maximum 21 working days for an employee whose service is 1 to 10 years
4.8.1.3. Maximum of 30 days for any employee whose service is > 10 years and for any
employee whose age is >50
4.8.2. Hajj Leave
4.8.2.1. Maximum of 30 days paid leave if employee completed 5 years in the company
and only once in employee’s tenure in the company
4.8.3. Sick Leaves
4.8.3.1. AS per the rules of LG
4.8.4.1. Maximum of 5 days
4.8.5.1. Maximum 90 days paid leave if employee completed 10 months in the company
4.8.5.2. Maximum of 2 times in employee’s tenure in the company
4.8.6. Military Leave
4.8.6.1. Maximum of 21 days Paid leave
5. Earnings/Deductions Master
This is a common master form used to define different earnings and deductions and its rules
which is by company and also the required accounts codes for final posting to finance system.
GEMS Functionality and fields are explained in section 4.2.11 of main RDD.
 For certain positions/Designation, it is required to define allowance at the designation

level (Eg. Cash Collector will get Fuel Allowance).
 Earnings/Deduction definition by Designation and the same to be displayed in
Designation master second tab
5.2. Salary Components - LG

5.2.1.Gross Salary components are Basic, HRA , Transportation and all are paid as apackage
5.2.2.Other Earnings and Deductions will be setup accordingly
5.3. Bahrain GOSI Rules

5.3.1.GOSI rules are 7% from employee and 12% from Company
5.3.2.Non-Bahrain National is 4% from Company only.
5.4. Salary Components – KSA

5.4.1.Basic, HRA, Transport, Fuel, mobile allowance, Others are different components of Salary
5.4.2. Variable portion of Salary components are Commission, ,MSB/P, LG Commission ,
Miscellaneous etc.
5.4.3.Other Earnings and Deductions will be setup accordingly
5.4.4.If Employee’s salary transfer bank is not the same as company’s Bank SR 15 will be
deducted from employee each month ( Amount will be defined at E/D code will and
system will do the deduction through monthly payroll processing)
5.4.5. GOSI Rules for KSA
5.4.5.1. Once Employee Level Social Security Ref Number is active system has to do the
deduction of Employee %
5.4.5.2. Company % of amount will be accrued on monthly basic
5.4.5.3. Company level Parameter setting for
5.4.5.3.1. GOSI deduction % for Nationals (Employee) – 9% of Basic + HRA
5.4.5.3.2. GOSI deduction % for Nationals (Company) – 11% of Basic + HRA
5.4.5.3.3. GOSI % for Non - Nationals (Company) – 2% of Basic + HRA
GENERAL: The point on GOSI is that for Saudi Nationals, the expectation is a payment on
a monthly basis of 20% (regardless of how this is defined on the account level).
5.5. Salary Components – EGYPT

5.5.1.Flag will be provided identify any earning as taxable or non taxable
5.5.2. Salary Components include Basic Earnings, variable Earnings, Deductions, Social
Insurance etc.
5.5.3. Goss and Variable earnings are defined at employee level
5.5.4. Variable salary will be imported through Excel to GEMS, this will be calculated based on
the target achieving percentage for different employees
5.5.5. Salary With Holding & Tax Rules
5.5.5.1. Social Insurance Parameters has to be defined at company level and the
parameters required are
5.5.5.1.1. Basic Slab Amount and Percentage (775 and 14%)
5.5.5.1.2. Variable Slab Amount and Percentage (625 and 11%)
5.5.5.1.3. Employer’s contribution to Social Insurance % ( 26% and 24%)
5.5.5.1.4. Employer’s contributions of Emergency % (1%)

5.5.5.1.5. System has to Calculate Basic Earnings (A)=Basic Salary+ Social
Allowances +Annual Allowances
5.5.5.1.6. System has to calculate Variable Earnings (B)=Variable Salary +All
Earnings which are not fixed
5.5.5.1.7. Total Income (C)=A+B
5.5.5.1.8. Basic Insurance (D)=14% of 775
5.5.5.1.9. Variable Insurance(E)=11 % of 625
5.5.5.1.10. Total Insurance Amount(F)=D+E
5.5.5.1.11. Non Taxable Income (G) =F+ Social Allowances+25% of Sick leave
Amount+ Absent Amount+750 + (if any ex employer Allowance)
5.5.5.1.12. Taxable Salary (H) = if C>G then C-G else 0
5.5.5.1.13. If Gross Salary is less than 775+625 deduction will be 14% of 775 and
11% of Gross-775
5.5.5.1.14. Income Tax Rules Definition at company level required
5.5.5.1.14.1. First Annual Gross Up to 15000, Tax is 10%, Second Annual
Gross Up to 20000, Tax is 15% anything above this Tax is 20%
5.5.5.1.15. Tax Calculation Formula= If Taxable Salary <=1250 then H*10%, If
Taxable Salary-1250 <= 1666.67 then 125+(H-1250)*15%, otherwise 375+(H-
1250-1666.67)*20%
5.5.5.1.16. Company has to Accrue every month company’s portion of Social
Insurance & Emergency % and posted to GL
5.5.5.1.16.1. Company’s portion of Social Insurance=(26%*775+24%*625)
5.5.5.1.16.2. Company’s portion of Emergency=1%*775
6. Insurance Master
Insurance/Health Benefits Master window is used to define the benefits and details of insurance
provided to the employee.
6.2. Field Attributes

(A/N/D) Value
Company Company Name A Y - Lookup from -
Company Master
Insurance Insurance Category Code A Y - Keyed No Duplicate
Category
Category Name Category Name A Y - Keyed No Duplicate
Benefits Benefits Details A - - Keyed -


(A/N/D) Value
Effective Date Effective date for this category D - - Keyed -
End Date End Date for the category D - - Keyed -
Remarks Detailed Notes A - - Keyed -
6.3. Other Notes

6.3.1. Benefits of Insurance varies from Grade to Grade
6.3.2. Age Limit for Children is maximum 18
6.3.3. Employee will be assigned to a Insurance Category and as per the service in the
company and on approval category to be changed
6.3.4.There is no insurance deduction for an employee but if required for dependents,
deduction will be set at employee level.
7. Grade Master
Grade Master Window is used to define different grades available and its rules for Air ticket
eligibility, dependant tickets etc. GEMS Functionality and fields are explained in section 4.2.5 of
main RDD.
7.2. New Tab Benefits/ New Fields attributes

(A/N/D) Value
Company Master
Grade Grade Name A Y - Will be displayed
from Header
Allowance ED ED code for allowance like A - - Lookup from
Education Earning/Deduction
Master
Insurance Insurance category name A - - Lookup from
Category Insurance Ctegory
Ticket Eligibility Ticket eligibility in no.of months N - - Keyed
Tickets Number of tickets for dependants N - - Keyed
Dependants
7.2.1. New Tab required to define grade wise benefits like Education Allowance
7.2.2. Insurance Class will be defined at Grade level for information

7.2.3. New Fields will be there to identify the ticket eligibility Period and number of tickets for
dependants
8. Designation Master
Designation Master stores the details of all designations available in company. GEMS
8.2. New Fields

8.2.1.New field required for Grade (lookup) which will be further used in recruitment module
request for Manpower screen. While selecting the designation Grade will display
automatically in Manpower request screen.
9. Leave/Absence Transaction
The specified window keep track of all leaves of employees like Annual leave, sick leave , leave
without pay etc. This can be initiated by employee through GEMS self service module or directly
an entry this window. GEMS Functionality and fields are explained in section 4.3.6 of main RDD.
9.2. Other Notes
There will be option to specify the generic leave types which will be linked to system
leaves and based on leave eligibility system has to split the leave data to different types
of leaves while approving the leave.
9.3. Report
9.3.1.Employees on Leave Report with their Contact Address and Email ID
10. Duty Resumption Transaction

Duty Resumption window is used by an employee fills the details of his resumption. This can be
entered through GEMS self service or through main system. GEMS Functionality and fields are
explained in section 4.3.7 of main RDD.
10.2. Other Notes

10.2.1. After Annual Leave if an employee resume duty early, the early days to be added to his
annual leave Accrual and Payroll will be generated from Leave Enddate+1, Also if
Employee resumption is late on Manager’s Approval this leave is adjusted in Annual Leave
or as Leave Without Pay
10.2.2. Duty Resumption will not be approved if Passport is not IN for that employee
11. Employee Leave/Final Settlement Transaction
Payment for an employee who is proceeding for Annual leave and Final Settlement will s done
through this window. GEMS Functionality and fields are explained in section 4.2.13 of main RDD.
11.2. Special Notes

11.2.1. For Leave Salary 1 Day Salary=(Gross Salary *12)/365
11.2.2. For Gratuity 1 day Salary= (Basic*12)/365
11.2.3. If an employee Resigned/Terminated before 1 year Leave Salary Payment will be based
on 2 days/Month
11.3. Workflows for Employee Final Settlement
11.3.1. First Level Entry by HR
11.3.2. Approved by HR Manager
11.3.3. Approved by Payroll
11.3.4. Approved by PRO
11.3.5. Notification to Payroll to close the Settlement
12. Overtime Transaction (New Functionality)

New Window is required enter employees total overtime hours for a payroll period so that
system will calculate the Overtime amount based on the overtime rate defined in Payroll
defaults for the company.
12.2. New Field Attributes


(A/N) Value
Company Company Code A Y - Lookup from
Company Master
Employee Employee Code A Y - Lookup from Display employees of
Employee Master selected company
OT Normal OT Normal Hours N Y - Keyed Cannot be negative
OT Holiday OT Holiday Hours N Y - Keyed Cannot be negative
Effective Date Effective date to affect in Payroll D Y - Keyed Cannot be for a closed
payroll period
Normal Amount Calculated Normal Hrs OT Amount N - - Calculated Read only and
calculated while
complete process
Holiday Amount Calculated Holiday Hrs Amount N - - Calculated Read only and
calculated while
complete process
Total Amount Total Overtime Amount N - - Calculated Read only and
calculated while
complete process
Complete/Appr Complete procedure - - - - System calculates the
ove OT amount and
completes the data
12.2.1. The overtime formula shall be: (Basic * 12) / (52 * WeeklyHours) = hourly Rate. Hourly
Rate * 1.25 or 1.5 to arrive at the appropriate overtime rate.
12.2.2. FOR KSA Instead of Basic , Gross Salary is used for Overtime amount calculations
12.3. Option Required to Import the same data from an excel template so that system
calculates the overtime amount
12.4. Other Validations

System should not allow duplicate entry for same employee/same effective date multiple
entries
13. Employee Salary Process/Payroll Process
This is the main process available in GEMS to calculate the salary and accruals on monthly basis.

13.2. Other Notes

13.2.1. Salary process cutoff date can be defined at each company level
13.2.2. Based on the cutoff date system will calculate leave/absence days for any deduction
13.2.3. Monthly Salary Calculation will be based on average formula ie (Salary * 12)/365 – Daily
Rate
13.2.4. Deduction shall be calculated on an average formula – meaning, an employee earns

3000/month regardless of the number of days worked, thus the daily or hourly rate
doesn’t change from month to month.
13.2.5. Leave Salary Accrual/Gratuity Accrual and Airfare Accrual happens on Payroll processing
for each month
13.2.6. In AXIOM by default all employee will be present and eligible to have full salary, only
absent data is entered as exception for any deductions
13.2.7. Employee is eligible to get Airfare amount based on his eligibility set at Grade level and
based on the Air sector specified at employee level. This will be paid with Payroll ( next
month payroll) based on their anniversary date yearly/2 year etc. At any stage if grade
change happened and there a change in Airfare, system will recalculate the amount based
on current eligibility and rates .
14. Employee Promotion/Increment/Bonus/Business Trip Allowance
New Upload/Import Utility required to do mass update of Increment/promotion for a group of

employees. GEMS Functionality for Promotion screen is explained in section 4.3.5 of main RDD.
14.1. Promotion Letters ( Formats collected) to be generated for promotion entries
15. Payroll Transaction ( AdHoc Transaction)

Payroll transactions are one time payouts given to the employee. There can be any one time
deductions as well. The transaction entered in this window will be considered for the monthly
payroll processing based on the transaction date. The transactions entered through this window
cannot be apportioned as per the worked days. GEMS Functionality and fields are explained in
section 4.3.8 of main RDD.
15.2. Other Notes

15.2.1. Import Utility required here to upload data from excel sheet

16. Salary Hold Procedure

New Option required to hold the salary for a particular month and once Paid, option to update
Salary Paid in GEMS. Employee’s salary will be held but actual posting to finance has to happen
at month end to a different liability account which is mentioned in Earnings/Deduction Master
as Liability Account for salary hold.
16.1. Salary Hold Window

This will be a new window to enter the details of Salary on hold for different employees and also
for releasing the salary.
16.1.1. New Fields Attributes

(A/N) Value
Company Company Code A Y - Lookup from
Company Master
Employee Employee Code A Y - Lookup from Display
Employee Master employees of
selected
company
Type Activity Type as Hold or Unhold A Y H Lookup from fixed list
as Hold/un hold
Hold Period Date From which Salary is on hold D Y - Keyed Cannot be a
closed period or
Salary Paid for
the employee
Remarks Remarks/Narration Field A N - Keyed
Complete Complete Process - - - - Process to
Complete the
record
16.2. Payroll Salary pay Process
New process required to update payroll Journal with Status of payment as Paid or Hold
based on the entries in Salary Hold table. Posting to Finance will happen only after salary
pay process is completed for an employee. Once salary Pay process is done for an
employee system will not allow doing any reactivate or data modifications.
17. Loan/Recurring Transaction

Loans and advances to the employees can be entered through this window. Then loans or
advances entered here will be considered for the payroll calculation. The loan amount cannot be
deducted on prorate basis. The full EMI will be deducted from the employee’s salary till the loan
amount is recovered in fixed month’s periods. GEMS Functionality and fields are explained in
section 4.3.10 of main RDD.
17.2. Other Notes

17.2.1. AXIOM needs to use the same window for any earning/deduction code which is
recurring
17.2.2. New fields required to define the frequency, instead of monthly (Monthly, quarterly,
half yearly, yearly etc.)
17.2.3. Option of Import Utility to upload data from Excel sheet
18. End of Service Rules
18.1. EOS for UAE

18.1.1. Only Basic Salary will be used for Calculations
18.1.2. For Resignation 1-3 Yrs 7days/year
18.1.3. For Resignation 3-5 Yrs 14 Days/year
18.1.4. For Resignation >5 Yrs, first 5 years 21 days and remaining 30 days/year
18.1.5. For Termination 1-5 Yrs, 21 days/Year
18.1.6. For Termination >5 yrs first 5 years 21 days and remaining 30 days/year
18.1.7. If the employee leave before the notice period the difference days amount to be
ducted from final settlement as notice period deduction
18.1.8. Air Ticket Accruals to b e paid to employee based on the last rate
18.2. EOS for Qatar
18.2.2. For Termination and Resignation >1 year 21 days/year
18.3. EOS for Kuwait
18.3.1. For Resignation if < 5 Years No Gratuity
18.3.2. For Resignation if > 5 Years 15 days per year
18.3.3. For Termination 1-5 years 15 days/year
18.3.4. For Termination >5 years 30 days/Year
18.3.5. Maximum Gratuity should be for 1.5 years ie 18 months
18.4. EOS for Bahrain
18.4.2. For Resignation 0-3 yrs 0 days
18.4.3. For Resignation 3-5 years 5 days/Year

18.4.4. For Resignation > 5 years 30 days/year
18.4.5. For Termination 0-3yrs 15 days/year
18.4.6. For Termination >3 years then 30 days/year
18.5. EOS for KSA
18.5.1. Gross Salary will be used for Calculations
18.5.2. For Resignation <24 Months No EOS Amount
18.5.3. For Resignation 2-5 Years 1/3 of Salary per year
18.5.4. For Resignation 5-10 years 2/3 of Salary per year
18.5.5. For Resignation > 10 years 1 month salary per year
18.5.6. For Termination 0-5 years 1/2 of salary per year
18.5.7. For Termination >5 years then 1 month Salary/year
18.5.8. Unpaid leave days to de deducted from Total service days
18.5.9. If the employee leave before the notice period the difference days amount to be
deducted from final settlement as notice period deduction
18.5.10. The system shall create an entry into the finance system that will reverse the
balance of unpaid EOS provision/accrual.
19. Employee Transfer
Transfer window is used to change employee’s any hierarchical information like Zone, Region,
Channel, Department, Location, Division, Brand which cannot be updated directly through
employee master. GEMS Functionality and fields are explained in section 4.3.3 of main RDD.
19.2. New Fields Attributes

(A/N) Value
Company Company Code A Y - Lookup from Company
Master
Employee Employee Code A Y - Lookup from Employee Display employees of
Master selected company
Transfer Type Select the transfer Type as for A Y - Lookup from fixed list for
Department/Location/Place of mentioned items
work/Channel

(A/N) Value
Zone Employee’s current Zone Name A - - Displayed from Employee -
Information
Region Employee’s current Region Name A - - Displayed from Employee -
Information
Channel Employee’s current Channel Name A - - Displayed from Employee -
Information
Department Employee’s current Dept. Name A - - Displayed from Employee
Information
Location Employee’s current location A - - Displayed from Employee
Information
Division Employee’s Current Division based on A - - Displayed from Employee
Location Information
Brand Employee’s Current Brand based on A - - Displayed from Employee
Location Information
New Employee’s New Department A - - Lookup from Department Items of current
Department Master company to be
displayed
New Location Employee’s New Location A - - Lookup from Location Based on current
Master company
New Place of New place of work for Employee A - - Lookup from City Master
Work
Effective Date Transfer Effective Date D Y - Keyed -
End Date End Date of Transfer D - - Updated by system when Will be null for active
transfer happens records
19.3. Workflows
19.3.1. Line Manager/HR Initiate the Request
19.3.2. Approved By Department Head
19.3.3. Approved By HR
19.3.4. Final Approval by Payroll
19.4. Reports
19.4.1. Internal Transfer Letters ( Format collected) to generated
20. Employee Company/Country Transfer

Employee Company Transfer window is used move an employee from one country or company
to another one. Before transferring the salary has to be paid in the current company up to the
last date. GEMS Functionality and fields are explained in section 4.3.4 of main RDD.
20.2. New Fields/Modifications Attributes
Field Name Description Type (A/N) Mandatory Default Source Validations

Value
Current Current Location Name A Y - To be displayed from
Location Employee
Current Channel Current Channel Name A Y - To be displayed from -
Employee
Current Brand Current Brand Name A Y - To be displayed based on
Employee’s Location
New Location New Location Name A Y - Lookup from Location To display
Master locations of
current company
New Channel New Channel Name A Y - Lookup from Channel To display
Master channels of
current company
New Brand New Brand A - - Display from New -
Locations
20.3. Other Notes

When an employee is transferred to another company, In current company existing
accruals for Leave, Gratuity and Airfare to be reversed and the same to copied to the new
company through different posting procedures to finance
21. Employee Disciplinary Action
This window is used to keep the history of all disciplinary actions against employees. GEMS
21.2. New Fields/Modifications Attributes

Field Name Description Type (A/N) Mandatory Default Source Validations

Value
Company Company Name A Y - Lookup from Company
Master
Employee Employee Code & Name A Y - Lookup from Employee -
Master
DOJ Date of Joining A - - Display field from
Employee Master
Department Department Name A - - Display field from
Employee Master
Location Location Name A - - Display field from
Employee Master
Designation Employee’s Designation A - - Display field from
Employee Master
Reporting Employee’s Reporting To A - - Display field based on
Manager Manager employee’s department
head
Action Taken Action Taken A Y - Lookup from fixed List Items are
Informal
Warning, Formal
Warning, First
Warning Letter,
Final Warning
letter, Dismissal
Incident details Details of Incident A - - Keyed
How to Improve Improvement details A - - Keyed
Timeframe Improvement time frame A - - Keyed
Reason for Details of reason A - - Keyed
warning
Next Details of next action A - - Keyed
Disciplinary
Action
21.3. Work Flows

21.3.1. First level approval by Line Manager
21.3.2. Second level by HR
22. Passport Tracking Transaction
This window will be used for entering the details of the movement of passports in AXIOM.
22.2. Other Notes

22.2.1. Employee does the Passport Release Request through self service Module

22.2.2. PRO Issues the passport to the employee with an approved Passport release Request.
Passport Request reference number to be shown as lookup in this window.
22.2.3. On Issuing the Passport, Documents collected will be mentioned in system ( like labour
card, medical card, petrol card etc.)
22.2.4. Document Print Required for the details for employee or the concerned to sign on once
they collect the passport ( Format attached)

23. Employee Training Management
This new module will be used to track all the training details, Training profiles, Employee
Trainings, the status and the related Reports
23.1. Training Master
23.1.1. Functional Description
Training Master Window will be used to maintain t details of different training programs of
company

(A/N) Value
Company Company Name A Y - Lookup from
Company Master
Training Code Unique code for training A Y - Keyed No Duplicate
Training Name Training Name A Y - Keyed No Duplicate
Contents Training Contents A - - Keyed -
Objectives Training Objectives A - - Keyed -
Training Category of Training A Y - Lookup from a fixed Training
Category list or dynamic list categories like
Sales, Retail ,
New joiners etc.
Target Target/Expected completion Days N - - Keyed Within 10 days.
Completion 30 days etc.
Effective Date Active Start Date of training D - - Keyed -
23.2. Training Profile/Group Master
Training Profile/Group master is used to group the different trainings to one team with the
order in which training will be conducted

23.2.2. New Fields ( Training Profile Tab)

(A/N) Value
Company Company Name A Y - Lookup from
Company Master
Profile Code Training Profile Code A Y - Keyed No Duplicate
Profile Name Training Profile Name A Y - Keyed No Duplicate
Employee Training Profile Employee Category A Y - Lookup from -
Category ( this group of training for which Employee Category
group of employees) Master
Effective Date Effective Start Date D Y - Keyed -
Complete Complete Process - - - - -
23.2.3. New Fields ( Trainings Tab)

(A/N) Value
Company Company Name A Y - To display from
header Tab
Profile Name Training Profile Name A Y - To display from -
header Tab
Training Training Name A Y - Lookup from Training -
Master
Sequence No Training Order N Y - Keyed Cannot be
negative
Remarks Remarks A - - Keyed
23.3. Employee Master Training Tab
New Tab at Employee Master to display the Training requirements/Status for that
employee
Once an Employee is linked with a Training Profile in the main tab of employee master,
system has to generate the Employee Training Tab data based on the Trainings
definition at Training profile Master. That is if 5 trainings are available in a profile and if
an employee is linked with that training profile while approving an employee record

those 5 trainings to appear in the tab with the expected start date based on the
definition in Training Master.
New Training requirements for the same employee will be created here separately for
different training programs required for the employee. Only additions should be allowed
through the window, further status update will be done by system through different
status update transactions.

(A/N) Value
Company Company Name A Y - To display from
header Tab
Employee Employee Code & Name A Y - To display from -
header Tab
Training Training Name A Y - Lookup from Training -
Master
Start Date Expected Start Date D Y - Keyed/from header -
tab for new
employees
End Date Expected End Date D - - Keyed or Calculated If new joiners
program
calculation is
DOJ+no of days
from training
master
Current Status Current Status of Training A Y Open Lookup from a fixed New Entry to
List allow only Open
Effective Date Effective Date for first status D - - Keyed/Updated by -
system
Remarks Remarks A - - Keyed/System -

Different Status for Training will be Open, Completed, Passed, Failed, Cancelled etc. which will
be updated from Training Status update transaction and here system always display the last
status of training.
23.4. Program/Training Details

Program/Training Details window will be used to maintain the different Training

programs scheduled and conducted with the details of employees who
registered/attended/cancelled etc.
Second Tab data which is employees who registered for the same program, the data
update can happen directly through this window or from self service module where
employee himself can do the registration to a program.
Registration can be both at Training Profile and Course level
23.4.2. New Tab ( Program) Field Attributes

(A/N) Value
Company Master
Program Code Unique Code for Program A Y - Keyed -
Date Transaction Date D Y - Keyed -
Training Training Name A Y - Lookup from Training Trainings of current
Master company to be
displayed
Trainer Name Trainer Name A Y - Keyed -
Venue Venue A Y - Keyed -
Capacity Capacity or Number of seats N Y - Keyed -
Start Date Scheduled Start Date D Y - Keyed -
End Date Scheduled End Date D - - Keyed
Remarks Remarks or other details A - - Keyed -
Complete Complete Process - - - - Once completed No
new entries will be
allowed in sub tab
23.4.3. Second Tab (Attendees) New Fields Attributes

(A/N) Value
Company Company Name A Y - Displayed from -
Header
Program Code Unique Code for Program A Y - Displayed from -
Header
Training Training Name A Y - Displayed from -
header


(A/N) Value
Employee Employee Code & Name A Y - Lookup from Should display only
Employee Master employee’s eligible
for the training as
scheduled in
Employee Master
Training Tab
Contact Employee Contact Details A - - Keyed -
Status Status of Registration A - Registered Lookup from Fixed Status to Show only
List registred
Registration Date of Registration
Date
Remarks Remarks
Cancellation Cancelled Status A - - Lookup for Status to show only
Status Cancellation cancellation
Cancelled Date Date of Cancellation D - - Keyed -
Reason Reason for cancellation A - - Keyed -

23.4.4.1. Data to the window will be filled automatically if the registration happens from
self service module
23.4.4.2. New entries for registration can be done through this window
23.4.4.3. Employee cannot attend a program if he has not attended a previous program
defined as per profile master sequence ( validation required while selecting an
employee)
23.4.4.4. Cancellation of Registration has to be done through this window by using
cancellation status, date and reason.
23.5. Program/Training Status Update
Status of Training Program will be updated through this window. Once Training program
reference given system has to display the list of employees registered and not cancelled
for the program and the details will be filled here.
23.5.2. Tab Program – Field Attributes


(A/N) Value
Header
Document No Transaction Doc No A Y - Auto No Unique
Date Transaction Date D Y System Keyed -

Date
Program Code Program Code A Y - Lookup from Should display only
Scheduled Programs Programs pending
for updating
selected Program
Remarks Remarks A - - Keyed -
Get Employees Process to Gene rate Employees to - - - - System has to generate
second tab the employees who
registered for program
in second tab
23.5.3. Tab Employees – Field Attributes

(A/N) Value
Header
Document No Transaction Doc No A Y - Displayed from -
Header
Program Code Program Code A Y - Displayed from -
Header
Header
Employee Employee Code & Name A Y - Generated by System -
Training Attended Yes or No A Y Y Check Box Only Yes or No
Attended
Feed Back Employee Feedback A - - Keyed -
Status1 Status details A Y - Lookup from Fixed Passed/failed
selection
Status2 2nd Status A - - - -
Remarks Remarks A - - - -
System should allow storing multiple statuses for one employee for a training program using
status fields of maximum 5 as per the technical team suggestions.

25.6 Training Reports
25.6.1 Pending/Scheduled Trainings for an Employee

25.6.2 Parameters
25.6.2.1 Company
25.6.2.2 Department
25.6.2.3 Location
25.6.2.4 Employee
25.6.2.5 Training/Course
25.6.2.6 Training Profile
25.6.2.7 Date Range
Training Completion
Company Employee Designation Department Location DOJ Name Date

25.6.3 Employees to attend for a Training

25.6.4 Parameters
25.6.4.1 Company
25.6.4.2 Department
25.6.4.3 Location
25.6.4.4 Employee
25.6.4.7 Date Range
25.6.5
Training Name : Start Date : End Date:

Venue : Trainer:
Registration
Employee Designation Department Location DOJ Date

25.6.6 Employee Training Status Details

25.6.7 Parameters
25.6.7.1 Company
25.6.7.2 Department
25.6.7.3 Location
25.6.7.4 Employee
25.6.7.7 Date Range
Training Name : Start Date : End Date:
Venue : Trainer:
Employee Designation Department Location DOJ Status Remarks


26 Employee Self Service
Self Service enables the e-forms for online request for any employee’s requirements. This help
to capture most of the data at source and reduce the HR department workload. Workflow
enabled e-form helps to route the e-forms for approvals from various stages. System will have
employee login and Line Manger Login where he can access all employees of his department for
any approvals.
26.6 Leave Application Form
26.6.1 Functional Description

Same form will be used by employee to enter their leave Requests for any planned
leaves like Annual Leave/ Planned Medical leave etc. which will go for different approval
stages.
26.6.2 New Fields /Modifications

26.6.2.1 Text field for Contact address while on leave, leave contact details should be
mandatory
26.6.2.2 All the fields as shown below will be available in system
26.6.2.3 Workflows
26.6.2.3.1 Employee will Initiate the Leave Application by choosing the leave type
which is generic ( Annual, Sick without specifying paid or unpaid), Leave
Start date and Number of days in which system has to calculate the End
date automatically
26.6.2.3.2 Department Head Approves/Rejects the same
26.6.2.3.3 HR will approve/reject based on the leave types and eligible days for the
employee. Here Actual leave type for the employee to be corrected by HR
26.6.2.4 Alerts
26.6.2.4.1 Once Leave Application is finally approved it has send to Email/alert to
employee
26.6.2.5 Special Notes

26.6.2.5.1 Generic leaves for selection for employee while creating the application will be
a lookup from Leave Group Master which is linked to different leave types. For
example Sick Leave Paid, Sick Leave(Unpaid), Sick Leave (Half Paid) all linked to
one leave type called Sick Leave and similarly Annual leave with settlement,
without settlement all will be associated with Annual leave.
26.6.2.6 Rules for KSA
26.6.2.6.1 When employee selects his leave application, and the employee has served
18 months from the joining date or last application date, automatic
checkbox of Exit/Reentry Paid has to be selected by system.
26.7 Duty Resumption Form

Same form will be used by employee to enter their resumption of duty from his last
leave which will have different approval stages.
26.7.2 New Fields /Modifications
26.7.2.1 All the fields as shown below will be available in system
26.7.2.2 New Check box required for Approve With Pay/Without Pay if the employee
resume later than the expected date of return

26.7.3 Workflows
26.7.3.1 Employee will initiate the Resumption form
26.7.3.2 Line Manager will approve/reject same with Pay or without pay if the employee
is late from vacation
26.7.3.3 Finally HR will approve/reject the resumption
26.7.3.4 Duty resumption will not get approved if passport is not returned for the same
employee
26.8 Recruitment Requisition Form

The same will be used by supervisor to initiate process of recruiting an employee for his
department. This will go in to multiple stages of approval to start the recruitment process
26.8.2 New Fields/Modifications

26.8.2.1 Once the required designation is selected system has to display the associated
grade as read only
26.8.2.2 Instead of Basic/HRA/Allowance columns, new field required for proposed
salary range (text field)
26.8.2.3 Work Location ( Lookup field from Location master)
26.8.2.4 Working hours Straight or Shift ( Lookup from these 2 choices)
26.8.2.5 Position Budgeted (Y/N)

26.8.3 Workflows
26.8.3.1 Supervisor initiates the form
26.8.3.2 Department head approves or rejects
26.8.3.3 The HR approves or rejects
26.8.3.4 Next level by Finance
26.8.3.5 The CFO, COO,CEO,VP ( Top hierarchy) approves or rejects, to identify the
hierarchy system should store management hierarchy.
26.8.4 Alerts
26.8.4.1 Once RRF is finally approved alert to recruitment team for Recruitment process
26.9 Employee Status Change Form

Employee Status Change to be initiated by Line Manager for his employees whose probation
period is over. On login to self service module by Line Manager System has to display the list
of employees probation will complete in next 7 days and they open the entry and update
the following fields and forward for approval.

26.9.2 Fields to be listed and Updated

(A/N) Value
Company Company Name A Y - Employee’s -
Company
Employee Employee Code and Name A Y - Employee Info -
Location Location Name A Y - Employee Location -
DOJ Date of Joining D Y - Employee’s DOJ -
Probation Start Probation Start Date D Y - Employee’s DOJ -
Probation Probation Months N Y - Employee Info
Months
Probation End Probation End Date D Y - Calculated DOJ+Probation
Months
Probation Option to say Probation completed A Y Y Check box
Successfully successfully
Completed
Comments Comments/remarks A - - - -
Complete Complete Process - - - - Forward for
Approval

26.9.3 Workflows
26.9.3.1 Supervisor or line manager initiates this form
26.9.3.2 Department Head Approves/Rejects the same
26.9.3.3 HR will finally approve/Reject the same and send the confirmation
Letter/Rejection letter to employee ( Formats attached)
26.9.3.4 Probation confirmation with increase in salary (promotion) additional salary to
be marked in remarks or view the Contract
26.9.4 Alerts
26.9.4.1 Supervisor or Line Manager gets an alert for employees for whom probation
confirmation to be done
26.10 Passport Release Request Form

Employee will initiate the same for releasing his passport.

26.10.2.1 Following fields are available as shown below
26.10.3 Workflows
26.10.3.1 Employee will initiate the passport release request from self service
26.10.3.2 Finance will approve/reject after verification of any inventory shortage.
26.10.3.3 Line Manager will Finally Approve/Reject the same
26.10.3.4 For an approved request PRO will issue the passport
26.10.4 Alerts
26.10.4.1 Once Passport release request is finally approved by Line Manager system send
an alert to PRO for issuing the passport and to Employee also.

26.10.5 Special Notes

26.10.5.1 Once PRO receives the alert to issue the passport, passport release will happen
through passport tracking window where he has to choose the approved
Release Request reference number.
26.11 Letter Requests Form

Employee will request for any letters using the form available.

26.11.2.1 Following fields are available as shown below
26.11.3 Workflows
26.11.3.1 Employee will initiate the Request for any letter
26.11.3.2 HR will Approve/Reject the same and provide actual report to employees
( Formats attached)
26.11.4.1 For Letter Requests, option to limit to specified count per month
26.11.4.2 Letter Request window to show a history button which will display the previous
requests for the same employee while approving the same by HR. Previous
request details will be Date, Letter type and details.
26.11.4.3 Employee Master Payment details to have check box for “Issued Salary Transfer
Letter”, if the same is ticked system should not allow requesting for Salary
certificate again for another Bank.
26.11.4.4 Bank should be selection combo in Letter request window with the option of
Others to enter the not listed Bank Name

26.12 Final Checklist Form

This will be the form initiated by supervisor or line manager of employee once an employee
resigned or terminated. Line Manager gets an alert before 7 days of employee’s last working
day to initiate the Final checklist Form.
An Alert to HR is necessary if the form is not initiated by the line manager within 3 days of
last day. HR can override and initiate this checklist if Line Manager has not initiated. If a
checklist has already been issued by the line manager, HR should be alerted if they are
trying to override so that only one checklist is circulated. If HR generates the checklist, the
workflow will need to be adjusted to go through to start with the supervisor/line manager.
26.12.2 New Window for Clearance Master
New Window is required to store clearance Items for final checklist which will different
for different departments. This window will be available in GEMS for defining the master
items
26.12.3 - Field Attributes

(A/N) Value
Company Company Name A Y - Lookup from company -
master
Code Unique code for clearance Item A Y - Keyed No Duplicate
Name Clearance Item Name A Y - Keyed No Duplicate
Department Department Name A Y - Lookup from Department -
Master
Remarks Remarks A - - - -
26.12.4 Final Checklist Window – Checklist Tab - New Fields Attributes

(A/N) Value
Company Company Name A Y - Logged in Company -
Reference No Unique transaction No A Y - Auto No Duplicate
Date Transaction Date D Y Sys Keyed -
Date
Employee Employee Code & Name A Y - Look up from -
employee Master
Designation Designation Name A - - Display from
Employee

(A/N) Value
Department Department Name A - - Display from
Employee
Location Location Name A - - Display from
Employee
DOJ Date of Join D - - Display from
Employee
Last Working Last working day for employee D - - Display from
Day Settlement entry
Exit Status Status as Resigned or Terminated A - - Display from
Settlement entry
Reason Exit Reasons A - - Display from
Settlement entry
Generate Items Generate Items Process - - - - Process to
generate the
clearance Items
in Items tab and
to be clicked only
once
Complete Complete Process Forward for Once All
approval clearance Items
cleared only to
get finally
completed and
approved
25.6.1 Checklist Items Tab - New Fields Attributes

(A/N) Value
Company Company Name A Y - Logged in Company -
Reference No Unique transaction No A Y - Displayed from -
Header
Employee Employee Code & Name A Y - Displayed from -
header
Clearance Item Clearance Item Name A Y - Generated by system
Clearance Department Name A Y - Generated by System -
department
Clearance User User Name A Y - Selection to show
logged in User
Clearance Date Date D Y Sys Date Keyed -
Remarks Other Notes/Remarks A - - -
25.6.2 Workflows
25.6.2.1 Initiated by Supervisor or Line Manager

25.6.2.2 Next level Approval by IT

25.6.2.3 Next Level Approval by Quality Department
25.6.2.4 Next level approval by HR Department
25.6.2.5 Finance Department
25.6.2.6 PRO
25.6.3 Alerts
25.6.3.1 Once Final Checklist is approved finally alert to Payroll department to Release
the final payment to employee
 For data update system has to display all items as read only for items not belonging to
logged in User’s department
 Final Approval to happen only if all clearance items are entered with date and status in
second tab
25.7 Employee Training Registration

Once Employee or Line Manager Login to self service system it has to display the
Training programs to be attended for the employee ( based on his training profile and
trainings entered in employee master- training tab) and the scheduled training
programs. Scheduled Programs listed will show the capacity and balance seats available.
Here employee will open the program and confirm his registration and once he registers
for a program, same program should not be available for him for registration again.
Once registered here it has to updated program Attendees details.
For the self-service level, the registration can be either at the profile level or the
program/course level. If the employee chooses to register at the profile level, the
system shall show the schedule for the 1 st course in the sequence and auto-register the
employee for the rest of the courses in the sequences.
If any of the programs/courses are not available within a profile in the sequence, the
system shall not proceed and the employee needs to choose another starting date for
the 1st program/course of the sequence.
25.7.2 Fields to be Listed

Field Name Description Type Manda Default Source Validations

(A/N/D) tory Value
Program Code Program Code A - - Displayed From Should display only
Scheduled programs the programs for the
logged in employee
and if any vacancy
Program Name Program Name from Training A - - Displayed from Training
Master Program
Trainer Trainer Name A - - Displayed from scheduled
Program
Venue Venue Name A - - Keyed Displayed from
scheduled Program
Max. Capacity Maximum Capacity N - - Displayed from scheduled
Program
Booked Booked Numbers N - - Calculated based on the
registered attendees
Available Available N - - Calculated To show Capacity-
Booked
Scheduled Date Scheduled Date From & To A - - Show Date from &
DateTo from Program
Register Register - - - - Button displayed to
employee’s registration
to the program and it
has to update
employee details to the
Program Attendees
data
25.8 Employee Performance Evaluation– Response Entry

This window is used to capture the actual evaluation responses of Employee as well as line
manager. When an employee or Line Manager log onto self service module system has to
display the pending evaluation responses and they should be able to update the same.
25.8.2 Fields to be Listed
Field Name Description Type (A/N/D) Mandator Default Source Validations

y Value
Company Company Name A - - Displayed From Should display only
Evaluation Response the pending
Window Responses entry
Employee Employee Code & Name A - - Displayed From
Evaluation Response
Window
Evaluation Form Evaluation Form Name A - - Displayed From
Evaluation Response
Window
Field Name Description Type (A/N/D) Mandator Default Source Validations

y Value
Evaluation Date Evaluation Date D - - Displayed From
Evaluation Response
Window
Once they open any item from the list following window to appear and do not display Manager
response combo for Employees. Once data entered and saved and forwarded for approval same should
not appear in the pending list.
25.9 Employee Absent / LWP Entry

This window will be used by Line Managers to enter the absence details for his employees which
will be used for payroll calculations. Line Manager will be able enter only employees of his
department.
25.9.2 New Fields Attributes

(A/N/D) Value
Company Company Name A - - Displayed based on
logged in employee’s
company
Employee Employee Code & Name A Y - Lookup from For the displayed
Employee Master company and his
department
employees
Leave Type Type of Leave like Absent/LWP A Y - Lookup from Leave
Types
Start Date Stat date of the leave D Y


(A/N/D) Value
No.of Days No of days of leave N - - Keyed/Calculated If Start Date and
End date entered
Days to calculate
by system
End date End Date of Leave D - - Keyed/Calculated If Start Date and
No of days
entered End Date
to calculate by
system
Remarks Any extra comments A - - Keyed -
Completed Complete process - - - - -Once completed
it has to affect
payroll

25.9.3.1 Any data entered through this window has to get automatically approved
25.9.3.2 Start Date and End Date entered to display the number of days or Start Date
with Number of days to calculate End Date.
26 Alerts
26.6 Document Expiry Alert required before 30 days to Administrators ( For any specific documents
or all)
26.7 Alert for Employees who’s dependent will be crossing 18 years of age 2 months in advance.
26.8 Probation Confirmation alert to the Line Manager
26.9 Alert to Employee and Line Manager if passport is not returned after 7 days of expected
Return Date
26.10Absconded Employees who’s Visa to be cancelled.
26.11Candidates Interview Scheduled
26.12Duty Resumption not filled in after the expected return date.
26.13Resigned/Terminated Employees whose last working day is crossed but Settlement is not
completed.
26.14Upon grade change, alert to the administrator to modify the air sector, insurance and leave
days and other benefits.
26.15If the bank account is changed for an employee, then the system should give an alert to HR to
inform the bank

27 Reports
27.6 Dependents Reports required to find any dependent that will be crossing 18.
27.6.1 Parameter selection for the report will be Country, Company, Location, Department,
Grade, Employee and As On Date
Compan
y Employee Code Name Department Location Dependant Relation DOB

27.7 Bank Transfer Letter to Emirates Bank Required: CSV/Excel Format collected from Axiom as
shown below.
27.7.1 Parameter selection for the report will be Company, Location, Department, Grade,
Employee and Payroll period
Emp# Name TR Curr. Account No Bank Email Description Amount Bank

1 MR. JOSEPH TR AED 00770000 EBI
2 MR. ABDUL TR AED 00800000 EBI
3 MR. MOSTAFA TR AED 003329000 EBI
4 MS. MONINA TR AED 003324000 EBI
27.8 Passport Release Acknowledgement Form Printout Required (Report Form Attached) and this
will be available from window Print option.
27.9 Pay slip Format for UAE received , need to print 1 employee in one page ( Format Attached)
Employee and Payroll period
27.10Resigned/Terminated Employees whose last working day is crossed but Settlement is not
completed.
Employee and As on Date
EmpCod Departmen
e Name t Resigned Date Reason/Remarks Last W.Day Amount to Pay

27.11Employee Listing Report with details of mobile given

Employee , Date From and Date To
EmpCod Departmen
e Name t Last Req. Date New Req.Date Model/Cost Details Remarks

27.12Employee Leave Register Report ( available in GEMS)

27.13Report is required for department head to list Employee wise Disciplinary Actions taken
(available in GEMS)
27.14Document Request Letters:
27.14.1 Salary Certificate Request for Account Opening ( Format Attached)
27.14.2 Salary Certificate Request for Consulate ( Format Attached)
27.14.3 Payroll Salary Transfer Letter ( Format Attached)
27.14.4 Salary transfer letter for personal loan ( Format Attached)
27.14.5 NOC for Consulate to get Visa ( Format Attached)
27.14.6 NOC for Driving License ( Format Attached)
27.14.7 Experience Letter ( Format Attached)
27.15Employees on Leave Report ( available in GEMS)
27.16Probation Confirmation Report ( Change Status Details) (available in GEMS)
27.17Transfer Report and Transfer Request Form

27.17.1 Parameter selection for the report will be Company, Transfer Type, Location,
Department, Grade, Employee and Date Range
EmpCod Transf.typ
e Name e Date Department Grade Salary (Gross)
Dept From Dept To Current New Current New

27.18Letter requests reports (available in GEMS)

27.19Workforce Report by Country/Company/Nationality/Gender /Department/ Grade/ All , This
has to show the employee count report with any combination of the above ( multiple
grouping)
27.19.1 Parameter selection for the report will be Country, Company, Nationality, Gender,
Department, Grade
27.19.2 Summary on any level of the above
27.20Employee Turnover Report & Reason Analysis by Country
27.20.1 Parameter selection for the report will be Country, Company, Department, Grade ,
Month & Year
27.20.2 Report has to show Opening Balance and Closing Balance columns
MANPOWER LIST - DECEMBER 2008

Transfer to
New other
Department Total Joiners Leavers % Resigned Terminated Redundancy Absconding country

Grand Total
EXIT Interview Analysis- DECEMBER 2008
Department Designation Resigned Terminated Reason

Reason1 Reason2 Reason3

Summary

27.21Insurance Eligible Employees in a month( ie employee is eligible to get insurance after a period
as mentioned in Grade)
27.21.1 Parameter selection for the report will be Company, Department, Grade , and Date
Range
Date of
EmpCod Nationalit Designatio Departmen Grad Eligibilit
e Name Gender DOB y n t e DOJ y Category

27.22Nationality Summary ( Arab/Non Arab) - Format Attached

27.22.1 Parameter selection for the report will be Country, Company, Arab or Non Arab
27.23Nationality Detailed ( Arab/Non Arab), Arab Nationality Count, Non Arab Nationality Count and
Top Ten Nationalities ( Format attached)
27.23.1 Parameter selection for the report will be Country, Company, Arab or Non Arab
27.24Monthly Training Summary/Detailed Report

27.24.1 Parameter selection for the report will be Country, Company, Department and Year
Country/Company/Department
Trainings Attendance
Attended
Plan Conducted Invited (Qty & %)
Jan 11 82% 115 76%

Feb 21 43% 101 88%
Mar 13 77% 150 132%
Q1 45 67% 366 99%
Apr 24 88% 339 73%
May 20 75% 221 98%
Jun 22 91% 239 75%
Q2 66 85% 799 82%
Jul 22 45% 124 77%
Aug 19 79% 187 67%
Sep 13 85% 149 72%
Q3 54 70% 460 72%
Oct 20 85% 191 88%
Nov 25 124% 305 86%
Dec 9 44% 82 80%
Q4 54 127% 578 127%
YTD 165 87% 1625 95%
27.25Yearly Performance Evaluation Report

27.25.1 Parameter selection for the report will be Company, Department, Grade, Employee and
Year
EmpCod Departmen
e Name t Manager Performance Score Grade Remarks
Last Year Current Year Current New

27.26Payroll Reports
27.26.1 Loan Balance Report
27.26.2 Parameter selection for the report will be Company, Department, Location, Employee
and As on Date
Loan Balance Summary Report

Departmen Total Loan Loan Abov
EmpCode Name t Amt Balance 0-30 31-60 61-90 91-120 121-150 e 150

Grand Total 0 0 0 0 0 0 0 0

27.26.3 Leave Provision Report ( available in GEMS)

27.26.4 Leave Salary paid and leave salary accruals Analysis
and Date Range
EmpCod Departmen Pay Amoun

e Name t Location Date Leave Ref Leave Start Leave End t

Grand Total
27.26.6 Miscellaneous allowances/ Monthly Deduction Details Report ( available in GEMS)

27.26.7 Advance Salary Given for any month ( Available in GEMS)
27.26.8 Increments for a month
and Date Range
EmpCod Departmen Effectiv Increment Increment

e Name t Location e Date Amount Arrears

Grand Total
27.26.10 Overtime Report

27.26.11 Parameter selection for the report will be Company, Department, Location,
Employee and Date Range
EmpCod Departmen OT Normal

e Name t Location Hrs OT Double Hrs Total Amount

Grand Total
27.26.12 Airfare Analysis ( available in GEMS)

27.26.13 Resigned/Terminated Employees Salary and gratuity
Employee and Date Range
EmpCod Departmen Pay

e Name t Location Date LWDay Reason Salary Gratuity

Grand Total
27.26.15 Internal Transfer IN to a department and salary

Employee and Payroll Period
27.26.16.1
27.26.17 Salary Arrears Details in a month ( for New joiners & resumption after cutoff
date).
Employee and payroll Period
EmpCod Departmen
e Name t Location Resumption/Join Date No.of Days Salary

Grand Total
27.26.19 New joiners in a month & their Salary

Employee and Payroll Period
EmpCod Departmen
e Name t Location DOJ No.of Days Salary

Grand Total
27.26.21 Staff Cost Report ( Detail, Summary on Department and Location)

Grade, Employee and Date Range
EmpCod Departmen Other Total

e Name t Location Salary Leave Salary Air Ticket Earnings Amount

Grand Total
27.26.23 Monthly Withholding Report

Grade, Employee and Payroll Period
EmpCod Tax Ins.Amt Ins. Amt Designatio Emergenc Total

e Name Amount Employee Company n y (1%) Amount

Grand Total
27.26.25 Consolidated Salary Summary Report in Currency AED ( which is reporting

currency)
27.26.25.1 Parameter selection for the report will be Country, Company, Department,
Location, Grade, and Date Range
27.26.26 Payroll Allocation Report ( based on the % allocation at employee master)
27.26.27 GEMS to GL Comparison Report. This report will be used to verify data from
GEMS against the oracle GL.
27.26.27.1 The Parameter selection for the report will be Company, Location, Division,
Brand, and Processing Period and it shall display all the Earnings and Deductions
components as interfaced at a detailed level

28 Interface Requirements
28.6 Company/Location/Division/Brand Data
28.6.1 All the mentioned data will be created in Oracle with Proper link between
Company/Location/Brand
28.6.2 Axiom will provide views on the same so that GEMS can pull the data from Oracle
28.6.3 Existing data of these masters will be provide by Axiom finance team in excel format so
that same can be imported to GEMS when the implementation starts
28.6.4 GEMS has to pull the data with start date and End date which shows the status of the
master data, if there is any end date the same has to be marked in GEMS to identify the
inactive data
28.6.5 AXIOM needs a new report of Employee Master which doesn’t have the proper
hierarchy details

28.7 Employee Code Generation
28.7.1 New Employee Creation will be from GEMS

28.7.2 Using Oracle API procedures it will pull the required data from GEMS
28.7.3 Fields that will be transferred to Oracle HRMS are GEMS Employee Code, First Name,
Middle Name, Last Name, Title, Gender , DOB and Location Name
28.7.4 Any modifications to the mentioned field’s value to be updated to Oracle from GEMS
using Interface
28.7.5 Once Employee’s Status becomes In Active status in GEMS (
Resigned/Terminated/Absconding/Ex Employee) the same has to be updated in Oracle
with end date
28.8 Month end Postings

28.8.1 In GEMS each component of salary will have an Expense account ,Liability Account and
Liability Account for Hold Salary associated which will be defined in earnings/deduction
master window
28.8.2 Data that will be posted to Finance are
28.8.2.1 Monthly Salary ( Gross) - All Elements/components of the salary breakdown

information shall be captured into different GL Accounts (ex Basic, HRA,
Transportation, etc).
28.8.2.2 All Earnings (like Commission, other allowance)

28.8.2.3 All Deductions ( Loan, Inventory Shortage, Telephone)
28.8.2.4 Provision for Airfare (Location wise)
28.8.2.5 Provision for Leave Salary (Location wise)
28.8.2.6 Provision for Gratuity (Location wise)
28.8.2.7 Reversal of Leave Salary when it is paid to employee
28.8.2.8 Reversal of Gratuity when it is paid to employee
28.8.2.9 Reversal of Airfare when it is paid to employee
28.8.2.10 For Salary components posting will at summary level for Company, Account,
Location, division, brand combination
28.8.2.11 For Earnings which are not fixed and for all deductions posting to GL has to be
employee wise
28.8.2.12 For Leave Salary and Gratuity provisions system will recalculate the amount
each month based on the current salary and the difference will be posted in the
current month and it will be Location wise
28.8.2.13 Every element of the Salary information whether it is a payment, deduction, or
withholding, or expense shall be recorded into the GL under a separate account
code.
28.8.2.14 GEMS shall have the ability to define additional fields for additional or extra-
ordinary payments, such as arrears, and once defined, the system shall have the
capability to define the GL account code to which it will be charged.

28.8.3 Postings
Monthly Salary Components Debit Credit

Total Monthly Salary Salary Payable ( Liability)
Earnings ( Like HRA, Transport, Commission) Salary Account ( Expense)
Deductions ( like Loans, Telephone, Inventory) Salary Account ( Expense)
Provision for Leave Salary Leave Salary ( Expense) Prov. For Lave Salary ( Liability)
Provision for Gratuity Staff Gratuity ( Expense) Prov. For Gratuity ( Liability)
Provision for Airfare Staff Airfare ( Expense) Prov. For Airfare ( Liability)
28.8.3.1 Monthly Salary & Accruals
Monthly Salary Entry has to be interfaced Location wise into different expense component
account; also the liability account has to be passed location wise.
Sample Entry for Axiom Telecom UAE, where the company code is 10
10.6002.01101.20.01 100 (Basic Salary)
10.6003.01101.20.01 20 (HRA)
10.6004.01101.20.01 30
10.6002.01102.20.01 100
10.3274.01101.20.01 150 (Net salary payable account)
10.3274.01102.20.01 100
Accruals for Leave, Air ticket and Gratuity should also be passed location wise (for expense as
well as Liability)
10.6176.01101.20.01 100 (Vacation Pay Expense)

10.3275.1101.20.1 100 (Vacation pay payable)
28.8.3.2 Location Transfer ( transfer of an employee from Location1 to Location2)
Accruals up to last month ( Gratuity, Airfare, Leave Salary) to be reversed first. For the current
month accruals will be to the latest location of employee (location2). If there is any salary change
the difference will be posted to location2 expense.
Dr Accrual (Balance Sheet Account) transferring location 1
Cr. Accrual (Balance Sheet Account) transferred location 2
28.8.3.2.1 If any Salary changed
Dr Accrual (Balance Sheet Account) transferring location 1 (as of previous month)

Cr. Accrual (Balance Sheet Account) transferred location. 2 (as of previous month)
Dr. Accrual (Expense account) transferred location- for diff in salary in location 2
Cr Accrual (Balance Sheet Account) in location 2 for that month movement
28.8.3.2.2 If Grade Changed
All accrual has to be recalculated based on the entitlement of the new grade and adjustment
takes place in the current month in the latest location of the staff.
28.8.3.2.3 When accruals are utilized or paid
For leave salary /air ticket/Gratuity -System should pass entry to reverse the accrual Location
wise and Credit Net Salary Payable
DR.10.3275.01101.20.01 (leave/Air ticket accrual B.S)
CR.10.3274.01101.20.01 (Net salary payable account)

Note: the accrual monthly entry (expense & balance sheet) for that month should not be effected with
payment or utilization, it should be interfaced based on the monthly payroll calculation.
28.8.3.2.4 Final Settlement
Once a staff is leaving the company the entry should adjust the accruals based on the final
settlement.
Case 1.
Resignation of employee:
System need to check if the employee is authorized to cash his gratuity based on the country
labor law,
Example: employee working for 11 months & accruals has been provisioned for the same, now
since he has resigned the provision need to be reversed & cancelled without being paid (gratuity
in this case).
Case 2.
Termination:
If company agree to pay extra months, system should add the accruals for these months, pass
the monthly entry in the current month (all extra months paid), & accruals adjustment passed
once payment is done. For example all accruals and expenses up to the last date have to be
posted to the current month. Employee Settlement for Final Settlement should allow to do
settlement up to a future date, but payment in a specified Date (Case exists when company
terminates an employee saying that 3 months’ salary will be paid but he has leave the company
next date)

25.6 Employee Company Transfer Postings
25.6.1 Posting needed for Company transfer records to reverse the accruals in current
company and insert the same accrual to the new company
25.6.2 System should pass entries for the same in the transfer company. In other words, when
an employee transfers, the accrual should be reversed and the same shall be transferred
to the inter-company account
26 System Security
Gems have Company / User Role/ User/ Table / field level security enabled. AXIOM needs data level
security filter for Country and Company. If a user has got rights to see multiple companies, reporting
should be possible for all those companies in that User login. Workflow and Alert definitions will be
at company level as different companies will have different approval authorities and hierarchy.

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Raqmiyat/Gems Project HR & Payroll System

HR & Payroll, Self Service System

Version 1.0 Page # 1 Raqmiyat/Gems Project (Template QM01-T1)

Versio Description of Change Date of Change Prepared by

1.0 Created 18th February 2009 Rejany

1.1 Modified 15th March 2009 Rejany

1.2 Modified 23rd March 2009 Rejany

Version 1.0 Page # 2 Raqmiyat/Gems Project (Template QM01-T1)

23. Employee Training Management...................................................................................................33

Version 1.0 Page # 4 Raqmiyat/Gems Project (Template QM01-T1)

1.1. RSP Approach

2.1. Organization Hierarchy for AXIOM operations will be as defined below

2.2. News Master Windows/Modifications required related to Organization structure

Version 1.0 Page # 5 Raqmiyat/Gems Project (Template QM01-T1)

Field Name Description Type Mandatory Default Source Validations

Zone Name Zone Name/ Description A Y - Keyed No Duplicate Name

Field Name Description Type Mandatory Default Source Validations

Region Name Region Name/ Description A Y - Keyed No Duplicate

Field Name Description Type Mandatory Defau Source Validations

Channel Name Channel Name/ Description A Y - Keyed No Duplicate

Version 1.0 Page # 6 Raqmiyat/Gems Project (Template QM01-T1)

2.2.6.1. Location Code

2.2.7.1. Brand Code

3.1. Functional Description

Version 1.0 Page # 7 Raqmiyat/Gems Project (Template QM01-T1)

3.2. Employee Tab - New Fields/Modifications

Field Name Description Type Mandatory Default Source Validations

3.2.1.Medical Information field's caption to be changed as Notes

3.3. Contacts Tab - New Fields/Modifications

Field Name Description Type Mandatory Default Source Validations

Field Name Description Type Mandatory Default Source Validations

3.6. Payment Details Tab - New Fields/Modifications

Field Name Description Type Mandatory Default Source Validations

3.6.2.New Report required for Employee List by Skill

1.1. Bonus Rules New Tab – Field Attributes

1.2. Bonus Rules– Field Attributes

Version 1.0 Page # 9 Raqmiyat/Gems Project (Template QM01-T1)

Field Name Description Type Mandatory Default Source Validations

Effective Date Start date of the rule D Y - Keyed -

1.3. New Fields Required for EGYPT Rules

Field Name Description Type Mandatory Default Source Validations

Social Insurance Social Insurance Number A N - Keyed -

Version 1.0 Page # 10 Raqmiyat/Gems Project (Template QM01-T1)

1.4. Allocation Details Tab - New Fields/Modifications

Field Name Description Type Mandatory Default Source Validations

1.4.3. Special Notes

Version 1.0 Page # 11 Raqmiyat/Gems Project (Template QM01-T1)

1.1. Disciplinary Actions Tab

1.2. New Fields Attributes

Field Name Description Type Mandatory Default Source Validations

1.3. Recruitment Charges New Tab

1.4. Field Attributes - New Fields

Version 1.0 Page # 12 Raqmiyat/Gems Project (Template QM01-T1)

Field Name Description Type Mandatory Default Source Validations

1.8.1 Report required for Department/Location wise Employee Recruitment Expenses

1.5. Workflows (If any)

1.6. Arabic Fields New Tab

1.7. Field Attributes - New Fields

Field Name Description Type Manda Default Value Source Validations

Version 1.0 Page # 13 Raqmiyat/Gems Project (Template QM01-T1)

Field Name Description Type Manda Default Value Source Validations

Department Master will be a separate identifier to mark employee’s department. GEMS

2.2. New Fields/Modifications