Salary: User Manual For E-Salary

eSalary
User manual for e-Salary

(Version 1.0)
0|Page Confidential V1.3_15022020

Notices
This document contains confidential information about Prasar Bharati and NSCSPL, its Intellectual
property, methodologies, plans & internal processes and therefore is not meant for general
circulation. It may be circulated internally, strictly on a need to know basis.
All rights reserved. These materials are confidential and proprietary to Prasar Bharati and NSCSPL.
No part of these materials should be reproduced, published in any form by any means, electronic
or mechanical including photocopy or any information storage or retrieval system nor should the
materials be disclosed to third parties without the express written authorization of NSCSPL.
Contact Information :
Parmeshwar Lal Prajapat
Natural Support Consultancy Services Pvt. Ltd.
E-26, Sidharth Nagar, Malviya Nagar, Jaipur-302017
Email : [email protected]

Table of Contents
S. No. Details Page No.

1. Purpose of Document 3
2. Login Details 3
3. User Creation 9
4. Authorization of User 10
5. Employee Profile Editing of existing Employee 11
6. Authorization of Employee Profile Editing 15
7. Other Edit Operations 15
8. Authorization of edit operations 20
9. Payroll Generation 21
10. Annual Increment 28
11. Employee Transfer 30
12. Claim Processing 33
13. Leave balance Upload 34
14. Report View 34
15. Query Resolution System(QRS) 36
16. Activity list to be carried to prepare salary in e-salary 38
17. Frequently Asked Questions (FAQs) 39

1. Purpose of Document:
The purpose of this document to provide detailed information about e-Salary software to
undertake mandatory HR activities i.e. User Login, Employee Joining, Editing of employee
profile, Salary generation, Edit employee accommodation, Edit Allowances and Deduction,
Admissibility Marking, Annual Increment, Employee Transfer, Employee Claims and
Reimbursements, Query Resolution System and Reports etc.
2. Login Details :
User to use the following details to access application:

a. Enter the below mentioned URL to access the application page:
https://accounts.prasarbharati.org
b. Recommended Browser: Google Chrome 65+
c. Login Flow: The login flow can be understand using following diagram.
d. User Credential: Enter your User Code and Password to login in system.
i. User Code: For NON-IRLA users, HRIS Code is user code and for IRLA
users, IRLA no with ‘90’ prefix is user code. E.g. if employee’s IRLA code is
15720 then his user code will be 9015720.
ii. Password: Date of Birth in ddmmyy format (this is default password until
changed by user).
e.g. if employee date of birth is 15-06-1966 then default password is
150666. Users are advised to change their password immediately after
first login.

iii. Forget Password: User can use this option in case password is forgotten.
To do this click on Forget Password? Link. A new page will be opened
as mentioned below:
iv. Enter your registered Email ID and Last 6 Character of Aadhaar or Last 6
Character of PAN No. On Reset Password button press, system will send
the OTP on your registered mobile no.
v. Enter the OTP and press Validate OTP button.

vi. Enter your New Password here and Press Save Button
e. e-Salary Login: this login is provided to user to facilitate on-board of new

employee, process the change requests of employee, approve the change
requests, process the payroll etc.
f. e-Accounts and Inventory: This link will redirect you to e-Accounts and
Inventory module.

g. e-ESS Login: This is employee’s self-service portal and employee can access their
information on line. E.g Employee can view their salary slip, can declare their
saving and Investment details for Tax saving, can raise travel request, can raise
claims online etc.
h. Training Documents: User can access training documents from this menu option.
i. Training Videos/ PPTs : User can access Training Videos/ PPTs from this menu
option.
j. Circulars: User can access Circulars from this menu option.
k. Online Helpdesk: User can report issues using this menu option
To access the e-Salary Module click on e-Salary menu. This will ask the role and
station in case user having multiple role or multiple office access assigned.
User to select the role to work in system and office name to access the data to do
the actions.
Role dropdown will list all the roles assigned to user and Office dropdown will
list all the offices whose access is provided to user.

l. Dashboard: User can view the dashboard with Approval Pending status and
can view* the details by clicking on specific row. (* - The detail page only
available to those users who has menu access of this.)
j. Application flow: The application flow is as mentioned in diagram on next page. User
will able to access the menus as per their roles only. The followings are main components
of application:
1. Masters: This includes various masters being used in application and admin user
or authorized user can create other masters as per organisation need.
2. Parameters: This includes configurable values/formulas which may change over
period of time. Admin user or authorized user have access to change the
parameters as per organisation need.
3. Operations: all the operational activities are covered under this. Majority of user
having access of these operational menu as per their role and perform day-to-
day routine activities i.e. user creation, user editing, employee profile editing,
payroll processing, employee claim, employee transfer etc.
4. Reports: Various reports are available in system to take excel/pdf outputs i.e.
Salary Sheet Report, Paybill Report, PFMS Excel file upload, various schdules.

k. Information Access structure: The controlling offices and offices master are
configured in following structure to group data station wise, controlling office wise,
Vertical wise and consolidated data.
3. User Creation:
Use the following menu path to access the Create New User Page. These users will do
the payroll related activities in system.
Main Menu→ User & Role→Create New User
Fill the user related information; employee’s HRIS Code to Login in system to do the
HR/Payroll related activities, role, User Level, Office Name, Password and User Type in
system and press Ok to create in system.

a. Employee HRIS Code: enter HRIS code or Employee name, System will search the
employee and fetch the details of employee.
b. Role: Select roles from list which has to be assigned to user.
c. User Level: Level of user to be assigned whether this user will work at Station Level
or DDO/Controlling Office level or Directorate/Vertical Level etc. This can be
understood by below mentioned tables.
Access Name Level of Access

Prasar Bharati Level Prasar Bharati
Vertical Level Vertical: DG-AIR Vertical: DG-DD
DDO/Controlling Office Level DDO1 DDO2 DDO1 DDO2
Station Level ST1 ST2 ST1 ST2 ST1 ST2 ST1 ST2
User Access Level Description

User can access organisation level data including all
Prasar Bharati Level verticals and as per access rights provided to their role.
User can access vertical level data including all
controlling office under the vertical and as per access
Vertical Level rights provided to their role.
User can access controlling office level data including all
stations under the controlling office and as per access
DDO/Controlling Office Level rights provided to their role.
User can access office level and as per access rights
Station Level provided to their role.
d. Office Name: Type code of office or Name of office to select the office name be
assigned to user.
e. User Type: Select as “Permanent”
f. Opened user will listed in lower part of page. User can check the status of already
created user.
4. Authorization of user:
Use the following path to authorize newly created user.
Main Menu→ Authorization→ User & Role→Create New User
10 | P a g e Confidential V1.3_15022020
Click on Approve in column Action to authorize the request.
5. Employee Profile Editing of existing Employee:
The editing of employee profile is based on Maker Checker concept and works as per
following diagram.
Authorized user will access the system and edit the employee profile using the following
menu:
Main Menu→ Operations→ Edit Employee Details→Employee Profile Edit
User can also use the following menu option if Employee Details and address are being
entered separately.
Main Menu → Operations → Edit Employee Details→Employee Profile Detail

Edit → Employee Details
Main Menu → Operations → Edit Employee Details→Employee Profile Detail
Edit → Employee Address
Enter Employee No and press Edit button. The Page opened with filled details and user
can edit the information. On last tab user to press to OK to submit the edit request or
press Cancel to discard the changes.
(*) Marked fields are mandatory and user to fill relevant fields and save.
a. Fill the employee details:
Press Next button to switch on Personal tab. User can directly switch to Personal tab
by clicking on tab.
b. Fill employee’s personal details:
After filling the mandatory information press OK button to submit the request.
c. Fill employee’s address details:
After filling the address details press OK button to submit the request.
d. Points to take care while employee editing:
i. The effective date to be entered carefully as the system will calculate the
salary component on day basis and incorrect entry/dummy entry may lead the
incorrect output of salary calculation.
ii. Enter Employee’s Full Name.
iii. Pay Level: should be filled correctly as the various calculation and deductions is
based on this eg. TPTA and CGHS deduction is based on this.
iv. HRA calculation is based on Accommodation type and Posting Office to be
filled correctly here.
v. NPS calculation is based on PF Group.
vi. Appointment type: this will categorize the employees in reports and NPS
employer contribution is depend on this (10% or 14%)
vii. Posting Office: employee’s posting office should be selected correctly as TPTA
is being calculated based on this.
viii. This request will go to next level for Authorization.
6. Authorization of Employee Profile Editing:

Authorized User can find the Employee Profile editing entries which are pending to
authorize.
Menu → Authorization → Operation → Employee Profile Edit Authorization
Authorized user can find the Employee Profile editing entries using following menu path if
profile editing done from separate menu option.
Menu → Authorization → Operation →Employee Profile Detail Edit
Authorization
7. Other Edit Operations: The following edit operation can be done by authorized user:
a. Admissibility Editing: Authorized user can set the admissibility YES/NO for an
employee. The salary will be calculated as per admissibility defined here .User to
enter EMP HRIS code and Effective date
Main Menu→Operation→Edit Employee Detail→ Salary Head Admissible
This activity not require any authorization.
b. Basic Salary Edit: Authorized user to edit the basic salary of employee if it is
incorrect or not entered in system.
Main Menu→Operation→Edit Employee Detail→Basic Salary edit
User to enter EMP HRIS CODE & Effective start date and press Show List button
to edit the basic pay. User can change the Basic Pay amount in grid as per matrix.
This activity require authorization.
User can also view the recent 10 edits in Basic Pay by click on View Recent Edit link
c. Allowance Deduction Employee Wise: Authorized user to edit the details using the
following menu path.
Main Menu→Operation→Edit Employee Detail→

Allow/DeductEmployeeWise
User to enter the Employee HRIS code, effective date, choose

earning/deductions and Press on Show Applicability button to list earning/
deduction Payheads.
User can enter/change the amount by tick on check box of respective row of
payhead. To save the details user to press OK button on page.
This activity does not require authorization but if the Version 6.83 or later is being
used this activity require authorization.
User to verify the details on page and authorize the details by tick on check box.
d. Employee Loan details: Authorized User to enter employee loan details in system
Main Menu→Operation→Edit Employee Detail→Employee Loan Detail
System will do the auto recovery of installments until last installment.
User to enter Employee HRIS Code on page to enter/view the details of

employee loan.
User to select/enter Loan Type, Loan A/c no, financed by, Loan Amount,
Outstanding to be recovered, Periodicity, Loan Sanction Date, Installment Start
date, Total No of installment etc. on page.
User can specify the No of installments and installment amount (If amount
of first installment or last installment is differed from other installments e.g. 48500
recovery in 49 installments can be 1*800 , 47*1000 ,1*700 )
The total of installments will be cross checked with amount entered in

Outstanding to be recovered field.
To add the entry press on button and press Ok button to save the entry.
This activity does not require any authorization.
e. Employee Accommodation type editing: Authorized user to edit the details using
the following menu path
Main Menu→Operation→Edit Employee Detail→Edit Accommodation
Type
User to enter the effective date of changes, select the accommodation type from
drop down box, enter Remarks and press OK button to save.
f. Link an employee with association: Authorized user to do this activity using

following menu path.
Main Menu→Operation→Edit Employee Detail→Add Association
g. Employee Retired/ Resign marking: Employees who are retired or resigned or left
the organisation can be marked using following menu path. User need to fill the
HRIS code, Type of leaving, Date of leaving etc.
Main Menu→Operation→Employee Detail → Left Employee
If date of leaving is current months date than system will generate salary of
employee up to last day of employee in organization. E.g. An employee resigned
from organisation and his last working day is 26th of month and same is marked in
system and authorized. When salary is being calculated, only 26 days salary
considered for calculation.
This activity require authorization
8. Authorization of edit operations:
a. Employee Accommodation type editing:

User to access the following menu option to approve accommodation changes.
Main Menu→Authorization →Operation→Employee Detail→Approve
Accommodation Type
b. Link an employee with association:

User to access the following menu option to approve the link of employee to an
association.
Main Menu→Authorization →Operation→Employee Detail→ Add
association
c. Left employee authorization:

User to access the following menu option to approve left/retired marked
employees.
Main Menu→Authorization →Operation→ Employee Detail→ Left
Employee
9. Payroll Generation:
The following diagram show the entire process of pay processing:
a. Pay generation- Authorized user can generate the salary using following menu option.
Main Menu→ Operation→Payroll Management →Pay Generation
User to select the Month , Year and click on Show List button to list all the employees
as per filter entered.
Select employees in list and press OK button to generate pay of selected employees.
After pay generation, user to check the Salary Sheet report. If any discrepancy
found, user can delete the pay using Pay Delete menu.
b. Pay Delete- To delete the generated Pay before authorization due to any reason, user
can use this menu option. User can filter the list station wise, department/wing,
designation and employee wise.
Main Menu→ Operation→Payroll Management →Pay Delete
Select employees in list and press OK button to delete pay of selected employees.
c. Pay Authorization- Using this menu user can authorize the pay. After authorization, no
edit or delete allowed.
Users are advised to get checked the Salary Sheet Report before proceeding to this
menu option.
Main Menu→ Operation→Payroll Management →Pay Authorization
Select employees in list and press OK button to authorize pay of selected employees.
A confirmation message will be displayed to user and user to select whether he/she
want to continue or not. If user continues than system will generate the Paybill No and
displayed on screen.
d. Arrear and Recovery Upload: Arrear and recovery can be upload using excel sheet.
Main Menu → Operation → Payroll Management → Salary Upload
The excel format download option is also available on this page. User to download the
excel format using Download Excel Format link on screen and fill the Arrear or
Recovery details in this sheet.
User to prepare separate sheet for Arrear and recovery.
During the upload user to select the Month, Year and Upload option (Arrear/Recovery)
on screen. This activity required authorization and DDO to authorize this activity.
e. Arrear and Recovery Upload Authorization:

User can authorize the Arrear/Recovery using following menu option:
Authorization→Operation →Payroll Management → Salary Upload
User to Select the entries and Press Authorize Button to get this authorize. The
Arrear/ Recovery can be seen in Salary Sheet Report after authorization.
Points to take care while Processing Arrear/Recovery:

A. If Arrear/ Recovery upload is part of salary bill( Part of main Salary Bill) than
same will be processed with Pay Authorization.
B. If this is supplementary bill, User need to process following menu options. This
process will generate the separate Pay Bill No. So, users are advised to get
checked the Salary Sheet report before processing this menu option.
C. Separate file to be prepared for Arrear and Recovery upload.
D. While Processing of NPS related Recovery or Arrear, both employer and
employee contribution to be taken care. There are three pay heads in system.
i. NPSE - Employer Contribution-Earning Side

ii. NPS - Employee Contribution
iii. NPSC - Employer Contribution-Deduction Side
Eg. Rs 1000 DA arrear being paid to an employee and his/her NPS employee
contribution is 10% and employer contribution is 14%.
The following entries to be carried out in system related to NPS.
S Pay to be Amount to be
No head Description Amount Upload as mentioned in
1 NPSE Employer Contribution-Earning Side Rs 140 Arrear Arrear File
2 NPS Employee Contribution Rs 100 Recovery
Employer Contribution-Deduction
3 NPSC Side Rs 140 Recovery Recovery File
E. Arrear/Recovery upload sheet format downloaded with all the Pay heads.
User can keep all the columns mention in format or can remove unwanted
Pay head columns except the followings:
1. EMPCODE
2. EMPNAME
3. Remark
The following is the valid format to upload as Arrear/Recovery.
EMPCODE EMPNAME HRA Remark

4850675 GOPAL KRISHAN ACHARAYA 5000 HRA Arrear
System will identify the values by column headings. So, content of column
heading should not be changed.
f. Supplementary Bill Processing:
User to verify the Arrear/Recovery entries in Salary Sheet Report before proceeding
further. If this is supplementary bill and to be processed separately from main
salary bill, the following menu option can be used.
This process will generate the separate Paybill number for arrear. So, users are advised
to be sure before proceeding.
Home Page→ Operation→Payroll Management → Arrear Management
→Arrear Authorization
User to select the employees in list whose arrear bill is being processed
(Supplementary Bill)
A confirmation message displayed to user to continue with sepearte paybill, on

confirmation of user, the station wise bill no will be generated and shown to user. User
to download the Paybill report from report menu.
g. Pay generated Edit: In some exceptional cases, DDO/HOO have rights to override the
system calculation due to any reason. DDO/HOO can do the reduction of calculated
amount in this sheet and same can be uploaded in system. System will validate the
sheet and update new amount. This activity can be done between Pay Generation
and Pay Authorization. The steps are as mentioned below:
1. Go to following menu path:
Home Page→ Operation→ Payroll Operation→ Payroll Management →
Pay generated Edit
2. Choose the filters and Download the Excel sheet.
3. Change the Payhead amount in excel sheet and upload.( Increasing of Payhead
amount for an employee is not allowed. )
4. Changes will reflect in Salary Sheet Report.
5. If all entries are correct can proceed for Pay Authorization.
h. Salary Slip Mail: Using this user can send the salary slip of employee on their email
address. User to use the following menu option:
Home Page→ Operation→ Payroll Operation→ Payroll Management →Salary
Slip Mail
10. Annual Increment:
The annual increment of employees can be processed using this activity.
a. Correction of Last increment Date:
User can correct the date of last annual increment (if it is incorrect) using following menu option:
Home Page → Operation → Payroll Operation → Increment Management → Increment AGI

Date
If ,user wants to correct the last increment date the same can be changed and saved. This activity
require authorization.
The authorization of this activity can be done using following menu option:
Home Page→ Authorization → Operation → Payroll Management → Authorization Increment AGI

Date.
b. Annual Increment entry/Processing:
To mark annual increment in the system, user to select the check boxes in grid view and save the
entries using following menu option:
Home Page→ Operation → Payroll Operation→ Increment Management → Increment Date
If required, user can change both Increment Due Date and effective date of increment .
This activity does not require any authorization.
Reports: User can also access the following report to view the increment details before processing
in system:
Home Page→ Reports→Salary Report → Increment Report
11. Employee Transfer:
A. Employee Transfer Entry:
1. Employee can be marked as transferred using following menu option .
Main Menu → Operation → Employee Transfer → Employee Transfer Entry
User to input the details on page eg. HRIS Code, Transfer Order Date, Transfer Order
No. , office details where employee is being transferred, Transfer with effect from,
Reason of transfer, relieving date, advance taken and joining date etc.
B. Transfer Order Cancellation:

The employee transfer order can be cancelled using following menu option:
Main Menu → Operation → Employee Transfer → Transfer Order
Cancellation
C. Transfer Order Modification:
If any modification required in transfer order same can be done using following menu
option:
Main Menu → Operation → Employee Transfer → Transfer Order
Modification
D. Delete Request:
Transfer entry erroneously done can be deleted before relieving of employee using
following menu option:
Main Menu → Operation → Employee Transfer → Delete Request
E. Relieve Employee:
After marking of transfer, an employee can be relieved using following menu option.
Main Menu → Operation → Employee Transfer → Relieve Employee
User may change the Relieving date on detail page before press Relieve button
User can select the Relieving Order template from dropdown and can view & print
the order by pressing View And Print Button.
F. Joining against Transfer:

On destination station, employee joining can marked in systme using following menu
option.
Main Menu → Operation → Employee Transfer → Joining against Transfer
User to enter Joining date , Accommodation Type and Role on detail page and
Press on OK button to save the entry.
User can select the Joining Order template from dropdown and can view & print
the order by pressing View And Print Button.
i. Transfer Related Reports- Transfer related report can be accessed using following
menu Option:
Main Menu →Reports→Transfer Management →Employee Transfer Report
12. Claim Processing:
A. Claim Entry: Authorized user can enter claim entries using following menu option:
Home Page → Operation → Claim Management → HR Claim Entry
B. Claim Authorization: Authorized user can approve claim entries using the following
menu Option:
Home Page → Operation → Claim Management → HR Claim Authorization
C. Supplementary Bill Generation: The following menu can be used to generate the
supplementary bill no for Claim Authorized.
Home Page → Operation →Payroll Management →Payroll Management →
Supplementary Bill Generation
13. Leave Balance Upload:
A. Leave Balance Entry: User to download and prepare the excel sheet of leave balance
and this can be upload in system using following menu option:
Home Page → Operation → Leave Management → Leave Balance Upload
The following is the format of leave balance excel upload file:
SNo EmpCode EmpName LeaveType LeaveBalance DEBITCREDIT LeaveUpTo

1 4180284 RAJ NATH EL 140 C 31-03-2019
RAJESH
2 4210284 KUMAR EL 150 C 30-04-2019
LeaveType: The following leave codes can be used-
EL for EARNED LEAVE

HPL for HALF PAY LEAVE
EOL for EXTRA ORDINARY LEAVE
LND for LEAVE NOT DUE
Leave balance upload increase/ decrease existing leave balance.
B. Leave Balance Authorization: Leave balance upload can be authorized using

following menu option.
Home Page → Authorization →Operation → Leave Balance Upload
14. Report View:
j. Salary Sheet Report- This report is available in Unapproved and Approved mode. User
are advised to verify the salary details in this report before authorization (Available
before Authorization).
Main Menu →Reports→Salary Reports →Salary Sheet Report
k. Paybill Report: This report is available only after pay authorization.
Main Menu →Reports→Salary Reports →Paybill Report
l. Recovery and Deduction Schedules: The following schedules available. User to select
the required schedule and can be downloaded in excel/ PDF format.
Main Menu →Reports→Salary Reports
1. Schedule-CGHS
2. Schedule-LF
3. Schedule-GPF
4. Schedule-CA
5. Schedule-CGIS
6. Schedule-IT
7. Schedule-HBA
8. Schedule-MCA
9. Schedule-Prof Tax
10. Schedule-TCS
11. Schedule-EA
12. Schedule-Others
13. Schedule-NPS
14. Schedule-Common
m. PFMS Excel Upload File: The PFMS excel file to upload on PFMS portal can be
downloaded. Users are advised to verify the same before upload on PFMS portal.
Main Menu →Reports→Salary Reports→ PFMS Excel Upload File
n. Salary Slip: User can download the employee’s payslip using following menu options:
Main Menu →Reports→Salary Reports→Pay Slip
o. User List: User can download the list of users with their role assigned in system
using following menu option:
Main Menu →Reports→Other Reports→User List
p. Employee List: User can download the list of employees currently listed for salary in a
station using following menu option:
Main Menu →Reports→Other Reports→Employee List
q. Increment List: User can download the list of employees whose increment is due and
not yet processed.
15. Query Resolution System:
QRS- Query Resolution System is a tool in CAS system where user can report their issues
related to operations and software. User can also view status of reported issues in
system.
A. Issue raise on QRS (Online Helpdesk):

After login in CAS system, you will find a menu Online Helpdesk option. User to click on
this menu to access the QRS page:
The following details to be entered by user:

Product: Select product name in which problem is being faced (e-Salary/ e-Accounts &
Inventory).
Module Name: Select the name of module in which problem is being faced.
Menu Name: Select the name of menu page in which problem is being faced.
Problem Description: Enter the problem detail being faced.
Requirement: Enter the solution being expected to resolve the issue.
Severity: Enter the severity of issue.
User Email: Enter the email id where support person can contact to user.
Mobile No: Enter the contact number where support person can contact to user.
File Upload: User can attach jpg file, excel file, pdf file or doc file with this request.
On press of “Submit” button the request is sent to backend support team.
B. View status of Issue raised on QRS (Online Helpdesk):
To view existing list of issues raised by user click on History button as mentioned in below
screen capture.
User can view the details of issue including status of issue by clicking on View button.
C. Issue status update by backend support team:
Backend support team can view the status of issue raised by users and can suggest the
appropriate solution of issue to user by entering the details in remark column and can
mark issue as ‘Close’.
After update of this user who raised the issue can view the remark/ resolution entered by
Backend support team.
16. Activity list to be carried to prepare salary in e-Salary:
S No Activity/ Menu Menu Path Respon- Is Autho-

sibility rization
Required?
1 User Creation Home Page -- User & Role -- Create New User HOO/ DDO Yes
2 User Authorization Home Page -- Authorization-- User & Role -- Create New HOO/ DDO
User
3 Employee Profile Detail Edit Home Page -- Operation -- Edit Employee Details -- Maker Yes
Employee Profile detail Edit
4 Authorize Employee Profile Home Page -- Authorization -- Operation -- Employee DDO
Details -- Employee Profile Details Edit Authorization
5 Edit Salary Head Admissible Operation -- Edit Employee Details -- Salary Head Maker No
Admissible
6 Edit Allowances and Operation -- Edit Employee Details -- Maker No
Deduction Employee Wise Allow/DeducEmployeeWise
7 Loan and Advances (Whose Operation -- Edit Employee Details -- Loan and Advance Maker No
EMI will be deducted from
Salary)
8 Edit Basic Salary Operation -- Edit Employee Details -- Basic Salary Edit Maker Yes
9 Authorize Basic Salary Authorization -- Operation -- Basic Salary Edit DDO
10 Arrear or Recovery Operation -- Payroll Operation -- Payroll Management -- Maker Yes

Salary Upload
11 Authorization of Arrear or Authorization -- Operation -- Payroll Management -- Salary DDO
Recovery Upload
12 Profile Completeness Status Operation -- Payroll Operation -- Payroll Management -- Pay Maker No
Generation -- Profile Completeness Status
13 Salary Generation Operation -- Payroll Operation -- Payroll Management -- Pay Maker Yes
Generation
14 Salary Report Checking Reports -- Salary Report -- Salary Sheet Report
15 Salary Delete Operation -- Payroll Operation -- Payroll Management -- Pay DDO
Delete
16 Salary Authorization (If all Operation -- Payroll Operation -- Payroll Management -- Pay DDO
entry are OK in Salary Sheet Authorization
Report)
17 Supplementary Bill Operation -- Payroll Operation --Arrear Management -- DDO
Processing Arrear Authorization
18 PayBill Report Reports -- Salary Report -- PayBill Report Maker/

DDO/ HOO
19 Schedule Printing Reports -- Salary Report Maker/
DDO/ HOO
20 PFMS Report for upload Reports -- Salary Report-- PFMS Excel Upload Maker/
DDO/ HOO
17. Frequently Asked Questions (FAQs):
A. Login, User and Roles:
Q.1 How do I access the CAS software?
A. User can use the following URL to access the CAS software
https://accounts.prasarbharati.org
user need to enter his/her credential to login in software.

Q.2 What is my credentials to access the system?
A. Please use HRIS code is as User Code and Date Of Birth (ddmmyy format) as password.
These are default credentials provided to user to access the system. Users are advised to
change their password immediately after first login and this can be done using following menu:
Home Page → Utilities → Change Password
Q.3 I forgot my credential to access CAS. How do I get access?
A. The password can be reset using registered email ID and last 6 digit of Aadhaar/PAN no.
Use Forgot Password? Link on Login Screen. Use your Registered email ID and last 6
digit of Aadhaar/ PAN no and press Reset Password button.
An OTP will be sent on registered Mobile No. enter OTP on screen and Press Validate OTP
Button.
System will prompt to enter new Password. User to enter the details and save in system.
Q.4 What are the available roles in system?
A. The system maintain hierarchy of roles and user can access roles as per hierarchy at the
time of user creation. The following e-Salary roles available in system.
A. HRADM - To configure HR related master and parameters
B. HOHR - To do the operations at Directorate level/Organisation level
C. MANAGER - To view Reports in system
D. HoO - Head of Office
E. HoP - To view Reports in system
F. HoE - To view Reports in system
G. DDO - To process Pay bill and related activities at Checker Level
H. MAKER - To process Pay bill and related activities at Maker Level
I. NO ROLE- To unassign/ remove existing role to a user.
Q.5 I do not have credentials to access the system. Where do I contact?
A. Please contact to HOHR/HoO/DDO as per following chart:
S No. Role Whom to contact?

1 HoO HOHR
2 HoO cum DDO HOHR
3 DDO HoO
4 Maker DDO or HoO
If you are supposed to play maker role, DDO or HOO can create the credentials for
you. If you are supposed to play DDO role, HoO can create credentials for you. If you
are supposed to play HoO role or HoO cum DDO role, HOHR can create credentials for
you.
Q.6 Can I create multiple Maker at my office?
A. Yes, multiple maker can be created to do various operational activities in system.

Q.7 How do I assign multiple role if HoO and DDO both are the same person?
A. HoO can contact to respective directorate (HOHR) for this and multiple roles can be
assigned to user using following menu option:
Home Page →User & Role → Multiple Role Assign/Edit

Q.8 I am not able to Login in Application. Message “Invalid User Login” being displayed?
This may due to one of the following:
1. User creation/editing entry pending for authorization.

2. User is marked as Inactive.
3. User is marked as Closed.
4. User is marked as Left/Retired/Resigned.
B. Operation Activities in System:
Q.9 Shall I need to enter NPS details in system?
A. User need to mark Employee PF group as NPS in employee profile. System will calculate
the both NPS employee and Employer contribution automatically. Presently, rules are
defined in system as mentioned below:
For Prasar Bharati Employees:

a. Joined Before 05-10-2007:
Employee Contribution -10%
Employer Contribution -14%
b. Joined After 05-10-2007
For other than Prasar Bharati Employees
In some cases, nothing to be deducted under NPS or CPF from salary in particular month.
The same can be marked as NO DED in PF employee Group for the salary month.
Q.10 What are the uses of Office, Salary Office, Budget Office and Claim Office field in employee
profile?
A. User need to enter these fields correctly in the system. The system will calculate the Earning
or Deduction part as per Posting Office field while the salary generation and related editing of
employee can be done at Salary Office. The reports which contains the salary related
information can be generated at Salary office only.
Budget office used for budget consideration and Claim Office are used to process the claims of
employee.
The Office, Salary office, Budget office and Claim office can be same for an employee or can
be different for an employee .
Q.11 Where to define the accommodation type if an employee opts the Govt Quarter?
A. User to define the accommodation for employee using the following menu path:
Home Page → Operation → Edit Employee Detail → Edit Accommodation Type
Here, user to enter the effective date and select the Accommodation Type from available
list.
Q.12 My GPF Schedule doesn’t contain the GPL amount and Instalment details.
A. User need to enter the GPL amount using Loan and Advance menu option. The option
available on following Menu Path:
Home Page → Operation → Edit Employee Detail → Loan and Advance
Q.13 Shall I enter the Loan recovery directly in payhead using Allow/DeductEmployeeWise
menu?
B. No, User need to enter loan recovery using Loan and Advance menu instead of direct
entry using Allow/DeducEmployeeWise. If not done through this menu will not be reported in
schedules.
Q.14 I have entered CGEGIS amount using Allow/DeductEmployeeWise menu but not
considered in Pay Calculation.
A. User to check the Salary head admissibility for the employee. If this marked as NO in a
particular head eg. CGEGIS. System will not consider for salary calculation.
Q.15 How to exclude an employee from CGHS deduction?
A. Mark that individual employee’s Salary Head Admissible as NO using following menu
path.
Home Page → Operation → Edit Employee Detail → Salary Head Admissible
Here enter the employee HRIS Code and effective date and then mark the Admissibility.
Q.16 Employee Pay Level is not being listed when designation selected in employee profile.
A. Send an email to [email protected] with Copy to: [email protected] stating that

employee with X designation taking salary of Pay Level Y and Pay Level Y is not being listed in
employee profile. To define correct level of employee in profile the Pay Level should be enabled.
Q.17 I am not finding the correct designation on an employee in Employee Profile.
A. Approved designation are already available in system with appropriate selection of Wing. If
still found that designation is not being listed, Please write an email to [email protected]
with Copy to: [email protected] stating that employee with X designation taking salary of Pay
Level Y and Designation X is not being listed in employee profile.
Q.18 An employee comes under differently abled category and he is entitled for double TPTA.
How to define in system?
A. The differently abled employee can be marked as HC- DIFFERENTLY ABLED in Special
Category field in employee profile. System will calculate double TPTA for the employee if HC-
DIFFERENTLY ABLED marked in Special Category field.
Q.19 System is not accepting the Basic Salary in Edit Basic Salary menu and showing the
message as “Entered amount not matching with Pay Matrix….!” .
A. User to check the pay matrix in that particular Pay Level of employee belongs to. Either the
basic Pay amount is being entered is incorrect or Pay Level of employee in profile is incorrectly
marked.
Q.20 Shall I create the separate Pay bill designation wise, cadre wise or employee type wise?
A. No, create a consolidated bill of all employees. You will get the grouping and sorting of
employee based on Employee Type, Group, Wing and designations in reports. These reports
are also available in excel formats.
Q.21 How many time allowances and deductions can be changed/ corrected for an employee?
A. User can change multiple time before salary authorization.
Q.22 When tried to edit an employee detail, the message is “ Salary Generation in process...”
A. This message comes when salary of employee is already generated/authorized whose editing
is being tried.
Q.23 When tried to edit an employee detail, the message is “ Entry Pending for
Authorization...”
A. This message comes when editing of an employee already done and pending for
authorization. This has to be clear before further editing.
Q.24 How do I mark an employee as retired or left in e-Salary?
A. DDO can mark an employee as retired of left using following menu option:
Home Page → Operation → Employee Detail → Left Employee
Q.25 Can I exclude an employee from Pay generation list if an employee is transferred to other
station/office or left or retired but still not marked in system?
A. Yes, employee can be excluded whose pay not to be generated due to any reason. This
can be unticked in Pay Generation List when Pay is being generated. System will exclude
these employees.
Q.26 Can I prepare part salary of employee as some-time BASIC pay, HRA, TPTA or any other
component of salary not to paid in full.
A. Yes, this can be done after Pay Generation and before Pay Authorization using DDO
Login. User can download the salary data in excel and can change the system calculated
values. After changes same can be re-upload in system with edited values.
Home Page → Operation → Payroll Management → Payroll Management →Pay Generated
Edit
Q.27 How do I make a supplementary bill for payment of Arrear/Recovery or both?

A. User can process the supplementary bill after upload of Arrear or Recovery or both. This can
be done using following menu option.
Home Page → Operation → Payroll Operation → Arrear Management → Arrear Authorization
This will include the recovery and make separate bill for Arrear or Recovery. This will not include
normal pay in this bill.
If Arrear/Recovery is part of main salary bill and has to be paid with salary, do not do Arrear
Authorization. System will make part of Arrear/Recovery part of main bill.
Q.28 How do I view Pay generated or Arrear/Recovery uploaded before it’s authorization?
A. User can view the same in Salary sheet report using following menu option:
Home Page → Report → Salary Report → Salary Sheet Report.
Q.29 I am new to this system and going to prepare salary bill, what are the activities to be
carried out in system?
A. The activity check list is available in user manual as well as on CAS portal can be
referred.
C. Reports
Q.30 Basic Pay is not being calculated correctly.

A. Please check the date wise Basic Pay rate using following menu option:
Home Page → Operation → Edit Employee Detail → Basic Salary Edit → View Recent Edit
If found incorrect, you need correct in same date using this menu option (mention Effective
start Date form Basic Pay to be corrected )
Q.31 HRA is not being calculated for an employee.
A. Please check the employee accommodation Type if this is marked other than OWN
ACCOMMODATION or RENTED ACCOMMODATION, system will not calculate HRA for
employee.
The HRA calculation is based on following fields:
a. Accommodation Type defined in employee Profile
b. Work Office defined in employee Profile ( Work offices are linked with HRA Cities
HRA-X, HRA-Y and HRA-Z cities)
Q.32 TPTA is being calculated incorrectly.
A. Please check the work office defined in employee profile.

The TPTA calculation is based on following fields.
a. Employee Pay Level defined in employee profile
b. Employee Work Office defined in employee Profile ( Work offices are linked with
High Rate Cities and Low Rate cities)
Q.33 CGHS amount of an employee is being calculated incorrectly.
A. The CGHS is being calculated based on Pay Level. If Pay Level of an employee is defined
incorrectly in employee profile , the same field is being used by system to calculate the CGHS.
Q.35 How do I view Profile incompleteness before Pay Generation?
A. User can view mandatory fields using following menu option:

Operation → Payroll Operation → Payroll Management → Pay Generation → Profile
Completeness Status
Q.36 How do I get support if any problem faced?
A. User may get support in following ways:

a. Phone – User may call to support contact no which are mentioned in footer line on Home
Page
b. Email – User may write to support email id’s which are mentioned in footer line on Home
Page
c. Remote Support- User may also contact and get support over AnyDesk. User need to
download the AnyDesk from google and share the ID for creating remote session.
Q.37 How do I raise my issues at helpdesk?
A. User can raise the issue using Online Helpdesk menu, user to fill the details in page. The
status and response can be seen in history tab.

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User manual for e-Salary

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S. No. Details Page No.

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User to use the following details to access application:

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e. e-Salary Login: this login is provided to user to facilitate on-board of new

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Access Name Level of Access

User Access Level Description

Main Menu→ Authorization→ User & Role→Create New User

5. Employee Profile Editing of existing Employee:

Main Menu → Operations → Edit Employee Details→Employee Profile Detail

viii. This request will go to next level for Authorization.

6. Authorization of Employee Profile Editing:

Menu → Authorization → Operation → Employee Profile Edit Authorization

This activity not require any authorization.

This activity require authorization.

Main Menu→Operation→Edit Employee Detail→

User to enter the Employee HRIS code, effective date, choose

User to enter Employee HRIS Code on page to enter/view the details of

The total of installments will be cross checked with amount entered in

This activity does not require any authorization.

f. Link an employee with association: Authorized user to do this activity using

This activity require authorization

8. Authorization of edit operations:

a. Employee Accommodation type editing:

b. Link an employee with association:

c. Left employee authorization:

Main Menu→ Operation→Payroll Management →Pay Delete

User to prepare separate sheet for Arrear and recovery.

e. Arrear and Recovery Upload Authorization:

Points to take care while Processing Arrear/Recovery:

i. NPSE - Employer Contribution-Earning Side

EMPCODE EMPNAME HRA Remark

f. Supplementary Bill Processing:

A confirmation message displayed to user to continue with sepearte paybill, on

Home Page → Operation → Payroll Operation → Increment Management → Increment AGI

Home Page→ Authorization → Operation → Payroll Management → Authorization Increment AGI

Home Page→ Operation → Payroll Operation→ Increment Management → Increment Date

This activity does not require any authorization.

Home Page→ Reports→Salary Report → Increment Report

B. Transfer Order Cancellation:

F. Joining against Transfer:

Main Menu →Reports→Transfer Management →Employee Transfer Report

Home Page → Operation → Claim Management → HR Claim Authorization

The following is the format of leave balance excel upload file:

SNo EmpCode EmpName LeaveType LeaveBalance DEBITCREDIT LeaveUpTo

LeaveType: The following leave codes can be used-

EL for EARNED LEAVE

Leave balance upload increase/ decrease existing leave balance.

B. Leave Balance Authorization: Leave balance upload can be authorized using