Human Resource (HR) & Payroll module

Here is a detailed list of features for the Human Resource (HR) & Payroll module in a University Management System, aligned with the needs of managing staff and faculty involved in UG, PG, and PhD programs. This module ensures streamlined HR operations, payroll processing, compliance, and employee self-service capabilities.

👥 Human Resource (HR) & Payroll Management Module – Feature Overview

🧑‍💼 1. Employee Database Management

• Centralized profile management for:

  • Teaching staff (Professors, Lecturers, Research Supervisors)

  • Non-teaching staff (Admin, Technical, Support)

  • Visiting/contractual faculty

• Details captured:

  • Personal info (DOB, contact, ID proof)

  • Academic & professional qualifications

  • Experience history & certifications

  • Department, designation, employee ID

• Upload & manage HR documents (resumes, joining letters, etc.)

📅 2. Recruitment & Onboarding

• Job vacancy postings and applications tracking

• Applicant shortlisting & interview scheduling

• Offer letter issuance

• Digital onboarding process with:

  • Document submission

  • Profile creation

  • Department assignment

• Role and permission assignment upon joining

📆 3. Attendance & Leave Management

• Daily attendance (biometric, RFID, or manual entry)

• Shift scheduling and rosters

• Leave request & approval workflow

• Leave types (CL, SL, EL, Comp-off, Maternity, etc.)

• Leave balance tracker & auto-carry forward

• Integration with academic calendar

💰 4. Payroll Processing

• Salary structure configuration (basic, DA, HRA, deductions)

• Automatic payroll generation (monthly/bi-weekly)

• Payslip generation and download

• Salary revision handling

• Bonus, arrears, and incentive management

• Loan/advance deduction scheduling

• Gratuity and retirement benefits calculation

🧾 5. Statutory Compliance & Taxation

• Auto deduction and reporting for:

  • Income Tax (TDS)

  • EPF, ESI, Professional Tax

• Generation of Form-16 and tax computation slips

• Compliance reports for government audits

• PAN/Aadhaar validation

• Integration with national payroll/tax systems (India-specific)

🗃️ 6. Performance Appraisal & Promotion Tracking

• Periodic self-appraisal forms

• Peer & supervisor reviews

• Automated performance scoring

• KPI-based appraisal results

• Salary increment/promotion workflow based on reviews

• Documentation of feedback and ratings history

📋 7. Training & Development

• Training calendar and registration

• Certification and workshops tracking

• Feedback collection post-training

• Integration with LMS for internal faculty development programs

📂 8. Contract & Tenure Management

• Manage temporary, adjunct, and full-time contract durations

• Renewal alerts

• Contract expiry and exit process automation

• Service history tracking

🧑‍🔬 9. Research & Consultancy Tracking (for Academic Staff)

• Record of funded research projects

• Patent, publication, and journal contribution tracking

• Honorarium & consultancy fee disbursal

• Integration with PhD/Research modules

💳 10. Employee Self-Service (ESS) Portal

• View and download:

  • Payslips

  • Tax details

  • Leave balances

• Submit:

  • Leave requests

  • Travel reimbursement

  • Profile updates

• Access training schedules & performance reviews

📊 11. Reports & Analytics

• Employee headcount & turnover analysis

• Department-wise staff strength

• Payroll summary reports (monthly/annual)

• Leave utilization trends

• Salary variance and forecasting tools

• Export to Excel/PDF for HR audits and NAAC/NIRF compliance

📢 12. Notifications & Alerts

• Salary credit alerts

• Leave approval/rejection messages

• Probation completion and appraisal due reminders

• Training session invites

• Retirement or contract end notifications

🔐 13. Role-Based Access & Security

• HR admin, department heads, and employee login roles

• Fine-grained access control to sensitive payroll data

• Audit logs of employee record changes

• Secure encryption of personal and financial information

🔗 14. Integration with Other Modules

• Student Management System (SIS): Assign faculty to courses

• Timetable Management: Sync faculty schedule with HR data

• Transport/Library/Canteen Modules: Employee access tracking

• Accounts/Finance: Unified payroll and budgeting

🎓 Program-Specific Faculty Support

UG & PG Faculty

• Teaching load assignment and compensation mapping

• Timetable, leave, and appraisal tracking

• Performance-based appraisal for full-time and guest faculty

PhD Supervisors

• Honorarium for thesis guidance

• Research project tracking and funding disbursement

• Sabbatical/consultancy tracking