Export & Import Designation

Navigation Path

Export & Import → Designation

URL

/export-import/export-import-designation

Description

• Manage designation-specific statutory configurations via import/export
• Configure PF, ESI, and other compliance settings at designation level
• Define wage components and calculation bases for each designation
• Bulk update designation settings using Excel templates
• Export existing designation configurations for modification
• Maintain designation-wise compliance rules across units
• Support for both new designation import and update of exported data

1. Page Overview

What is Designation Configuration?

Designation Configuration defines how statutory deductions (PF, ESI, PT, etc.) and wage calculations are applied to employees based on their job designation/role. Different designations may have different compliance requirements and calculation methods.

Key Configuration Areas:

• PF Settings: Whether PF is applicable for this designation
• PF Calculation Base: Which salary components form the PF base (Basic, Gross, etc.)
• ESI Settings: Whether ESI is applicable for this designation
• ESI Calculation Base: Which components form the ESI base
• PT Settings: Professional Tax applicability
• Wage Structure: How wages are defined for this designation
• Overtime Rules: OT applicability and calculation for designation
• Bonus/Gratuity: Applicability for specific designations

Why Designation Configuration Matters:

• Compliance Flexibility: Different roles may have different statutory requirements
• Accurate Calculations: Ensures correct wage base for deductions
• Role-based Rules: Senior positions vs junior positions may have different rules
• Contractor vs Permanent: Different treatment for different employment types
• Industry Standards: Align with industry-specific designation norms

Common Examples:

• Managers: May be exempt from certain deductions
• Trainees: May have different PF calculation basis
• Consultants: May not have PF/ESI applicable
• Contract Workers: Different compliance rules
• Executives: May have different wage ceiling treatments

2. Top Action Link

Export Example In Excel

Location: Top-center of the page (purple/blue text)

Function:

• Provides pre-formatted Excel template
• Shows all configurable fields with proper structure
• Includes built-in instructions and validation rules
• Contains sample designation configuration data
• Guides proper data format for import

Template Contents:

• Pre-formatted columns for all designation configuration parameters
• Field-level instructions and descriptions
• Data validation rules embedded in Excel
• Sample configuration rows showing different scenarios
• Required vs optional field indicators
• Format specifications for Yes/No, dropdowns
• Notes section with important guidelines
• Examples of different designation types (Manager, Engineer, Worker, etc.)

Best Practice: Always download and review this template before creating new designation configurations

3. Filter Section

Unit Selection

Features:

• Search units by code or name
• Select multiple units simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]

Examples from screenshot:

• UNT00007683 | TATA TELE SERVICES, NOIDA
• UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
• UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
• UNTPFS00008316 | M/S IBS SOFTWARE

Purpose:

• View designation configurations for specific units
• Export unit-specific designation settings
• Filter large datasets to manageable size
• Verify designation setup across units

Note: Same designation may have different configurations in different units (e.g., different states may have different compliance rules)

4. Action Buttons

Search and Reset

Search Button Behavior:

• Fetches designation configuration data for selected units
• Displays results in paginated table format below
• Shows all configuration parameters
• Enables export functionality
• Applies any active filters

Reset Button Behavior:

• Clears unit selection
• Hides results table
• Resets any filters applied
• Returns page to initial state
• Clears any temporary selections

5. Search Results Table

Table Display

After clicking the "Search" button, a table displays with designation configuration details.

Visible Columns:

Additional Columns (may require horizontal scroll):

• ESI BasedOn: Salary component base for ESI (Basic, Gross, etc.)
• PT Applicable: Professional Tax applicability
• LWF Applicable: Labour Welfare Fund applicability
• Bonus Applicable: Whether bonus is applicable
• Gratuity Applicable: Whether gratuity is applicable
• OT Applicable: Overtime applicability
• OT Calculation Method: How overtime is calculated
• Leave Encashment: Whether leave can be encashed
• Notice Period: Standard notice period for this designation

Table Features

• Bulk Selection: Checkbox in header to select all records on current page
• Individual Selection: Checkbox for each designation record
• Export Selected: Export button (top-right) to download selected configurations
• Column Sorting: Sort by any column (click column header)
• Column Filters: Filter icon in each column header for refined search
• Pagination: Navigate through multiple pages of results
  • Shows current page number (1, 2, ...)
  • Total pages displayed (e.g., 1, 2, ..., 448, 449)
  • Previous/Next navigation arrows
• Responsive Table: Horizontal scroll for many columns

Pagination Details

From Screenshot:

• Current Page: 1 (highlighted in purple)
• Total Pages: 449
• Records per page: Typically 10-50 (configurable)
• Navigation: < (Previous) and > (Next) buttons
• Jump to page: Click specific page number

Large Dataset Handling:

• Filter by unit to reduce records
• Use column filters for specific designations
• Export data for offline analysis if needed

Data Observations

DesignationName showing "NULL":

• Indicates designation not specifically named
• May represent default configuration
• Can be updated via import with proper designation names

Common Values:

• Provident Fund Applicable: Mostly "No" in screenshot (varies by organization)
• PF BasedOn: "Basic" is most common base
• ESI Applicable: Mostly "No" in screenshot (varies based on wage ceiling)

6. Export Functionality

Export Button

Location: Top-right corner of results section

Features:

• Dropdown button labeled "Export"
• Click to export designation configurations

Export Behavior:

• Exports selected designation records (if any selected)
• Or exports all visible results (if none selected)
• Downloads Excel file with complete configuration data
• File includes all columns, not just visible ones
• Formatted for easy modification and re-import

Export File Contents:

• All designation configuration fields
• Structured exactly for re-import
• Can be modified and uploaded via "Exported Sheet" section
• Includes hidden columns with full data

Use Cases:

• Backup current configurations
• Bulk modify settings offline
• Share configurations across teams
• Audit designation settings
• Template for new unit setup

7. Import Sections

Section 1: Import New Designation Config

Label: "Select (Designation Excel) File:"

Purpose: Import brand new designation configurations that don't exist in the system

Upload Area:

• Drag-and-drop zone with dashed border
• Upload icon (cloud with arrow)
• Text: "Upload or drag and drop (.xlsx, .xls)"
• Accepts Excel files in .xlsx or .xls format

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Processes and imports new designation configurations

Use Cases:

• Setting up designations for new units
• Initial configuration for new organization
• Adding new designation types to system
• Bulk creation of designation configs
• First-time setup

Important:

• Designation names must be unique per unit
• Cannot import if designation-unit combination already exists
• Use this section only for NEW designations

Section 2: Import Modified Config

Label: "Select (Designation Excel) Exported Sheet File:"

Purpose: Import modifications to existing designation configurations that were previously exported

Upload Area:

• Drag-and-drop zone with dashed border
• Upload icon (cloud with arrow)
• Text: "Upload or drag and drop (.xlsx, .xls)"
• Accepts Excel files in .xlsx or .xls format

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Updates existing designation configurations with modified data

Use Cases:

• Modifying existing designation settings
• Bulk update of PF/ESI applicability
• Changing calculation bases
• Correcting configuration errors
• Updating compliance rules across multiple designations

Important:

• Must use exported file for this section
• System matches records by unique identifiers
• Changes existing data, doesn't create new records

8. Workflow: Export Designation Config

Step-by-Step Process

1. Select Filter Criteria

   • Use Unit dropdown to select specific units
   • Or leave empty to see all units
   • Click Search button

2. View Results

   • Table displays with designation configurations
   • Review the data
   • Navigate pages if multiple pages exist

3. Select Records to Export (Optional)

   • Click checkboxes for specific designations
   • Or select all using header checkbox
   • Or leave unselected to export all visible

4. Export Data

   • Click "Export" button (top-right)
   • System generates Excel file
   • File downloads automatically

5. Verify Exported File

   • Open downloaded Excel file
   • Review all configuration fields
   • Check designation names, units, and settings
   • Verify PF/ESI applicability and bases

Output: Excel file with complete designation configuration data ready for modification

9. Workflow: Import New Designation Config

Step-by-Step Process

1. Download Template

   • Click "Export Example In Excel" link at top
   • Download the sample template
   • Review structure and required fields

2. Prepare Designation Data

   • Open downloaded template
   • Fill in designation details:
     • Designation Name: Job title/role name (Manager, Engineer, Worker, etc.)
     • Unit: Which unit this config applies to (unit code)
     • Unit Name: Full name of the unit

3. Configure Statutory Settings

   PF Configuration:

   • Provident Fund Applicable: Yes/No
   • PF BasedOn: Basic / Gross / Fixed / Custom
   • If Yes, provide PF calculation details

   ESI Configuration:

   • ESI Applicable: Yes/No
   • ESI BasedOn: Basic / Gross / Fixed
   • Check if designation typically falls under ESI wage ceiling

   Other Statutory:

   • PT Applicable: Yes/No (based on state and designation)
   • LWF Applicable: Yes/No (based on state)

4. Set Additional Parameters

   • Bonus Applicable: Yes/No
   • Gratuity Applicable: Yes/No
   • OT Applicable: Yes/No (typically for hourly/shift workers)
   • Leave Encashment: Yes/No
   • Notice Period: Number of days

5. Validate Data

   • Ensure all required fields are filled
   • Verify Yes/No values are consistent
   • Check designation names are spelled correctly
   • Confirm unit codes exist in system
   • Validate calculation bases (Basic, Gross, etc.) are from allowed values

6. Upload File

   • Go to "Select (Designation Excel) File" section
   • Click upload area or drag-and-drop Excel file
   • File name appears after selection

7. Import Configuration

   • Click "Import" button (first section)
   • System validates file format and data
   • Creates new designation configurations
   • Shows success/error messages

8. Verify Import

   • Search for newly imported designations
   • Verify all configuration parameters saved correctly
   • Check statutory settings applied properly
   • Test with sample salary calculation if possible

10. Workflow: Modify and Re-import Config

Step-by-Step Process

1. Export Existing Configurations

   • Select units containing designations to modify
   • Click Search to view current settings
   • Select designations from table (or export all)
   • Click Export button
   • Download Excel file with current configurations

2. Modify Configuration Data

   • Open exported Excel file
   • DO NOT change Designation Name or Unit Code (these are identifiers)
   • Modify configuration parameters:

   Common Modifications:

   • Change PF Applicable (Yes ↔ No)
   • Update PF BasedOn (Basic → Gross, etc.)
   • Change ESI Applicable (Yes ↔ No)
   • Update ESI BasedOn
   • Modify Bonus/Gratuity applicability
   • Change OT settings
   • Update notice period

   Example Scenarios:

   • Company policy change: All designations now get bonus
   • Compliance change: PF now calculated on Gross instead of Basic
   • New role type: Consultants are now exempt from ESI
   • Correction: Wrong OT applicability set during initial setup

3. Save Modified File

   • Save Excel file with changes
   • Keep original structure and columns intact
   • Don't add/remove columns
   • Don't change identifier fields

4. Upload Modified File

   • Go to "Select (Designation Excel) Exported Sheet File" section (second section)
   • Upload the modified Excel file
   • File name appears after selection

5. Import Updates

   • Click "Import" button in second section
   • System matches records by Designation Name + Unit Code
   • Updates existing configurations
   • Shows success/error messages

6. Verify Updates

   • Search for updated designations
   • Verify changes reflected correctly
   • Check all modified parameters
   • Confirm no unintended changes
   • Test with sample salary to ensure calculations correct

Important: Always use the exported file for modifications to ensure proper record matching and to include all system fields

11. Designation Configuration Data Structure

Basic Designation Information

PF (Provident Fund) Configuration

PF BasedOn Options Explained:

• Basic: PF calculated on Basic Salary only
• Gross: PF calculated on Gross Salary
• Fixed: Fixed amount regardless of salary
• Custom: Custom formula defined separately

ESI (Employee State Insurance) Configuration

PT (Professional Tax) Configuration

Other Statutory Settings

Overtime Configuration

Leave and Notice Configuration

12. Understanding Designation-based Configuration

Why Configure by Designation?

Scenario 1: Role-based Compliance

• Senior Managers: May be exempt from overtime
• Contract Workers: May not have PF/ESI
• Trainees: May have different PF calculation basis
• Consultants: May have custom statutory treatment

Scenario 2: Calculation Differences

• Executives: PF on Basic salary only
• Workers: PF on Gross salary (includes allowances)
• Hourly Staff: Different wage calculation method

Scenario 3: Benefits Eligibility

• Permanent Staff: Bonus and gratuity applicable
• Contractual: No bonus/gratuity
• Part-time: Limited benefits

Designation vs Employee-level Settings

Designation-level (This Page):

• Default rules for all employees with this designation
• Template that applies unless overridden
• Easier to manage: Change once, affects all employees with that designation
• Consistency: Ensures similar roles treated similarly

Employee-level:

• Individual exceptions for specific employees
• Override designation defaults if needed
• Special cases: Individual contract terms, legacy employees

Hierarchy:

1. Designation Config: Default rules (configured here)
2. Employee Override: Individual exceptions (if any)
3. Final Calculation: System uses employee override if exists, else designation default

Unit-specific Designation Config

Same designation, different units, different rules:

Example:

• Manager in Delhi unit: PT applicable (Delhi has PT)
• Manager in Chandigarh unit: PT not applicable (Chandigarh doesn't have PT)

Why?

• Different states have different statutory requirements
• Different units may have different company policies
• Client-specific rules for outsourced employees

Solution:

• Configure designation separately for each unit
• Export and modify state-specific settings
• Maintain unit-wise designation configurations

13. Validation Rules

File Validation

✓ File Format

• Must be Excel file (.xlsx or .xls)
• File size within system limits (typically 10MB)
• Not corrupted or password-protected
• Proper encoding maintained

✓ Template Structure

• All required columns present
• Column headers match template exactly
• No extra columns in required sections
• Data starts from correct row

Data Validation

✓ Designation Name

• Required field
• Cannot be empty
• Should be meaningful (Manager, not MGR123)
• Alphanumeric with spaces allowed
• Maximum length limits (typically 100 characters)

✓ Unit Information

• Unit code must exist in system
• Unit name should match unit code
• Cannot be empty

✓ Statutory Settings

• Yes/No fields: Only "Yes", "No", "Y", "N", "1", "0" allowed
• If "PF Applicable" = Yes, "PF BasedOn" is required
• If "ESI Applicable" = Yes, "ESI BasedOn" is required
• Percentage values should be between 0-100
• Wage ceilings must be positive numbers

✓ Calculation Bases

• PF BasedOn: Must be from allowed values (Basic, Gross, Fixed, Custom)
• ESI BasedOn: Must be from allowed values (Basic, Gross, Fixed)
• No invalid or misspelled values

✓ Numeric Fields

• Notice Period, Probation Period: Positive integers
• Rates: Valid percentages (0-100)
• Ceilings: Positive numbers
• No negative values

Business Logic Validation

✓ Statutory Consistency

• ESI typically not applicable if wages > ESI ceiling
• PT applicable only in PT states
• LWF applicable only in LWF states
• State-specific rules checked against unit's state

✓ Logical Combinations

• If OT Applicable = Yes, OT Calculation Method must be provided
• If PF/ESI excluded explicitly, they should not be marked applicable
• Probation period typically less than 365 days

✓ Duplicate Prevention

• Designation Name + Unit combination must be unique (for new import)
• Cannot have two configs for same designation in same unit

14. Success and Error Messages

Success Messages

New Config Import:

✅ "Designation configurations imported successfully. X designation(s) configured."

Config Update:

✅ "Designation configurations updated successfully. X designation(s) modified."

Export:

✅ "Designation configurations exported successfully. Downloading file..."

Error Messages

No File Selected:

❌ "Please select a file to import."

Invalid File Format:

❌ "Invalid file format. Please upload Excel file (.xlsx or .xls)."

Template Mismatch:

❌ "File structure doesn't match template. Please use correct template."

Duplicate Designation (New Import):

❌ "Designation 'Manager' for unit 'UNT12345' already exists. Use exported file to update existing designations."

Designation Not Found (Update Import):

❌ "Designation 'Manager' for unit 'UNT12345' not found in system. Use new import section for new designations."

Missing Required Fields:

❌ "Required fields missing in row X: Designation Name, Unit. Please fill all required fields."

Invalid Yes/No Value:

❌ "Invalid value 'Maybe' in 'PF Applicable' field in row X. Only Yes/No allowed."

Invalid Calculation Base:

❌ "Invalid value 'Total' in 'PF BasedOn' field in row X. Allowed: Basic, Gross, Fixed, Custom."

Unit Not Found:

❌ "Unit 'UNT99999' not found in system in row X. Please verify unit code."

Validation Errors:

❌ "Validation failed for X record(s). Please check error details and correct the file."

Partial Import:

⚠️ "Partial import completed. X designation(s) configured, Y failed. Check error log."

Missing Dependent Field:

❌ "'PF BasedOn' is required when 'PF Applicable' is Yes in row X."

15. Common Designation Configuration Scenarios

Scenario 1: Setting Up Standard Designations

Organization: New company setting up payroll

Designations to Configure:

• Manager
• Assistant Manager
• Engineer
• Technician
• Worker
• Intern

Configuration:

1. Download template
2. Create rows for each designation
3. Set PF/ESI applicability:
   • All: PF applicable, based on Basic
   • Intern: ESI applicable (likely under ceiling)
   • Manager/Asst Manager: ESI not applicable (likely above ceiling)
4. Set Bonus/Gratuity: Yes for permanent roles
5. Set OT: Yes for Workers/Technicians, No for Managers
6. Import via "New Config" section

Scenario 2: Changing PF Calculation Base

Situation: Company policy change - PF now calculated on Gross instead of Basic

Steps:

1. Export all existing designation configurations
2. Modify "PF BasedOn" column: Change all "Basic" to "Gross"
3. Review other settings remain unchanged
4. Re-import via "Exported Sheet" section
5. Verify changes applied to all designations
6. Test with sample salary calculations
7. Communicate to employees

Impact:

• Higher PF deductions (Gross > Basic)
• Higher employer contribution
• Better retirement corpus for employees

Scenario 3: Adding Contractor Designations

Situation: Company hiring contractors who don't get PF/ESI

Designations:

• Contract Manager
• Contract Engineer
• Contract Worker

Configuration:

1. Download template or export existing configs
2. Add new rows for contractor designations
3. Set statutory settings:
   • PF Applicable: No
   • ESI Applicable: No
   • PT Applicable: Yes (if applicable in state)
   • Bonus: No
   • Gratuity: No
4. Import as new configurations
5. Verify contractor designations have correct settings

Scenario 4: Multi-unit Designation Setup

Situation: Setting up same designations across 50 units

Challenge: 50 units × 10 designations = 500 configurations

Efficient Approach:

1. Configure designations for one template unit perfectly
2. Export that unit's configurations
3. In Excel, duplicate rows for each additional unit
4. Change only Unit Code and Unit Name for each duplicate
5. Keep all statutory settings identical (or modify state-specific ones)
6. Import all 500 configurations in one go
7. Verify sample from different units

Time Saved: Hours instead of days

Scenario 5: State-specific PT Configuration

Situation: Multi-state company with units in PT and non-PT states

Designations: Manager, Engineer, Worker (same across states)

Configuration:

• Maharashtra Units: PT Applicable = Yes for all designations
• Haryana Units: PT Applicable = No for all designations
• Karnataka Units: PT Applicable = Yes, but different slab

Steps:

1. Configure designation + unit combinations separately
2. Set PT applicability based on unit's state
3. Ensure correct PT slab assigned
4. Import state-wise in batches
5. Verify PT appears in salary only for PT states

16. Best Practices

Before Import

1. Download Latest Template

   • Always get fresh template from system
   • Don't reuse old templates
   • Review template instructions

2. Plan Designation Structure

   • Define all designations used in organization
   • Standardize designation names across units
   • Avoid multiple names for same role (Manager vs Mgr)

3. Understand Statutory Requirements

   • Know PF/ESI rules for your organization
   • Check state-specific PT and LWF rules
   • Consult with compliance team

4. Test with Small Batch

   • Import 2-3 designations first
   • Verify settings work correctly
   • Then proceed with bulk import

5. Backup Current Data

   • Export existing configurations before changes
   • Keep backup in safe location
   • Document what changes you're making

During Configuration

1. Consistent Naming

   • Use full names (Manager, not Mgr)
   • Follow standard capitalization
   • Avoid abbreviations unless standard

2. Logical Statutory Settings

   • PF applicable for permanent employees typically
   • ESI based on wage ceiling rules
   • OT for non-exempt employees
   • Bonus/Gratuity for permanent staff

3. Calculation Base Selection

   • Basic: Most common for PF
   • Gross: Includes all earnings
   • Fixed: For fixed PF amounts
   • Choose based on company policy

4. Complete All Required Fields

   • Don't leave required fields empty
   • Provide accurate unit codes
   • Double-check Yes/No values

5. State-specific Configuration

   • Set PT applicable only for PT states
   • Use correct LWF settings per state
   • Verify compliance with local laws

After Import

1. Thorough Verification

   • Search and review all imported designations
   • Check each configuration parameter
   • Verify statutory settings especially
   • Sample check across different units

2. Test with Actual Salary

   • Run test salary for employees with these designations
   • Verify PF/ESI deductions are correct
   • Check calculation bases applied properly
   • Ensure OT calculations work if applicable

3. Cross-verify with HR Policy

   • Ensure configs align with HR policies
   • Check with compliance team
   • Verify nothing conflicts with employment law

4. Documentation

   • Maintain record of designation configs
   • Document any unit-specific exceptions
   • Keep import files archived with dates
   • Log all changes made

5. Communication

   • Inform payroll team of new configurations
   • Notify HR of any changes to designations
   • Update employee handbook if needed
   • Train relevant staff on new settings

17. Troubleshooting

Import Fails Completely

Symptoms: Error immediately on import, no records processed

Possible Causes:

• File format wrong (not Excel)
• File corrupted
• Template structure completely different
• Wrong import section used

Solutions:

• Re-download template and recreate file
• Ensure file saved as .xlsx or .xls
• Check you're using correct template version
• Verify using right import section (new vs exported)

Partial Import Success

Symptoms: Some designations imported, others failed

Possible Causes:

• Data validation errors in specific rows
• Duplicate designation-unit combinations
• Missing required fields in some rows
• Invalid statutory settings

Solutions:

• Review error messages carefully
• Check failed rows for missing/invalid data
• Verify designation names and unit codes
• Fix errors and re-import only failed records

PF Not Deducting in Salary

Symptoms: Imported designation config but PF not appearing in salary

Possible Causes:

• PF Applicable set to "No"
• Missing "PF BasedOn" field
• Employee wage > PF ceiling (and no ceiling logic)
• Configuration not saved properly

Solutions:

• Export and verify PF settings for the designation
• Check "PF Applicable" is "Yes"
• Confirm "PF BasedOn" has valid value
• Re-import if needed
• Process salary again to apply changes

ESI Not Working

Symptoms: ESI not deducting despite configuration

Possible Causes:

• ESI Applicable set to "No"
• Employee wage exceeds ESI ceiling
• Unit not ESI registered
• Missing "ESI BasedOn" field

Solutions:

• Verify ESI settings in designation config
• Check employee gross salary against ESI ceiling (typically ₹21,000)
• Confirm unit has ESI registration in unit config
• Verify "ESI BasedOn" field has value

Wrong Calculation Base

Symptoms: PF/ESI calculating on wrong salary component

Possible Causes:

• "PF BasedOn" or "ESI BasedOn" has incorrect value
• Typo in calculation base field
• Not updated after export-modify-import

Solutions:

• Export designation configuration
• Check "PF BasedOn" and "ESI BasedOn" values
• Correct to desired value (Basic, Gross, Fixed)
• Re-import via "Exported Sheet" section
• Verify in salary calculation

Configurations Not Reflecting

Symptoms: Import successful but settings not applied in salary

Possible Causes:

• Salary already processed before config change
• System cache issue
• Employee has individual override settings
• Background processing delay

Solutions:

• Reprocess salary for affected employees
• Refresh page and verify config again
• Check if employee has individual statutory settings
• Wait 1-2 minutes for background jobs
• Contact system admin if persists

Duplicate Entry Error

Symptoms: Cannot import designation for a unit

Possible Causes:

• Designation-unit combination already exists
• Using "New Import" section instead of "Update"
• Typo causing system to think it's a duplicate

Solutions:

• Verify if designation already exists for that unit
• If updating existing, use "Exported Sheet" section
• If truly new, check for typos in designation name
• Search existing configs to find the existing entry

18. Integration with Other Modules

Salary Processing

Impact:

• Designation config determines which statutory deductions apply to employee
• Calculation bases (Basic, Gross) drive deduction amounts
• OT settings control overtime payment calculations
• Direct impact on net salary

Dependency:

• Salary processing reads designation config for each employee
• Changes to config affect next salary cycle onwards
• Historical salary uses config at time of processing

Workflow:

1. Employee assigned a designation
2. Salary processing reads designation config
3. Applies PF/ESI/PT as per configuration
4. Uses calculation bases for deduction amounts
5. Generates salary slip with correct deductions

Employee Master

Impact:

• Each employee assigned a designation
• Designation brings statutory settings to employee
• Designation can be changed (triggers config change)

Dependency:

• Employee designation must exist in designation config
• If designation not configured, system uses defaults or raises error
• Changing employee designation changes statutory treatment

Relationship:

• Employee Master: Which designation employee has
• Designation Config: What rules that designation follows

Statutory Compliance

Impact:

• Designation config drives PF/ESI/PT deductions
• Correct configuration ensures compliance
• Wrong config leads to under/over deduction and penalties

Dependency:

• PF returns use PF settings from designation config
• ESI returns based on ESI applicability
• PT reports check PT settings

Critical:

• Accurate designation config essential for statutory compliance
• Audit designation settings periodically
• Verify changes before month-end

Reports and Analytics

Impact:

• Designation-wise compliance reports
• Cost analysis by designation
• Statutory summary by designation type

Common Reports:

• Designation-wise PF/ESI summary
• Statutory cost by designation
• Designation distribution in organization
• Benefits eligibility by designation

Dependency:

• Reports pull configuration from this module
• Analytics use designation settings for calculations
• Dashboard metrics based on designation configs

19. Security and Access Control

Who Can Access?

Typical Access Levels:

• Super Admin: Full access - view, export, import all units
• HR Admin: View and export for assigned units, import with approval
• Payroll Admin: View only (needed for salary processing reference)
• Compliance Manager: View and export for audit purposes
• Regular Users: No access

Data Sensitivity

Sensitive Information:

• Organization structure (which designations exist)
• Statutory applicability (compliance strategy)
• Calculation methods (company policies)
• Wage bases for calculations

Security Measures:

• Access restricted to authorized HR personnel
• Audit log of all configuration changes
• Export/import activities tracked with user details
• Approval workflow for major changes

Best Security Practices

1. Minimal Access: Only grant access to those who need it
2. Approval Process: Require approval for configuration changes
3. Audit Trail: Regularly review who made what changes
4. Change Control: Document business justification for changes
5. Testing Environment: Test major changes in UAT before production
6. Backup: Always export before major changes
7. Review Cycle: Periodic review of designation configs

20. Important Notes

Critical Considerations

• Statutory Compliance: Incorrect settings lead to wrong deductions and legal penalties
• Employee Impact: Config changes directly affect employee take-home salary
• Historical Data: Configuration changes don't affect already-processed salaries
• Testing Essential: Always test with sample salary before production use
• Documentation: Maintain clear documentation of all designation configs
• Approval Required: Major changes should go through approval process

Configuration Change Impact

When you change designation config:

• ✓ Affects next salary cycle onwards
• ✓ Applies to all employees with that designation
• ✓ May require reprocessing salary if mid-cycle
• ✗ Does NOT change historical salary data
• ✗ Does NOT automatically update past PF/ESI returns

Plan changes carefully:

• Timing: Before month start preferred
• Communication: Inform all stakeholders
• Testing: Test thoroughly before production
• Rollback: Have plan to revert if issues arise

Common Mistakes to Avoid

1. Wrong Import Section: Using "New Import" to update existing configs (creates errors)
2. Incomplete Statutory Settings: PF Applicable = Yes but no PF BasedOn
3. Invalid Values: Using "Basic Salary" instead of "Basic" in BasedOn field
4. Duplicate Names: Having "Manager" and "MANAGER" as separate designations
5. Missing Unit Codes: Empty or invalid unit codes
6. No Testing: Deploying to production without salary test
7. Inconsistent Naming: Same designation spelled differently in different units
8. Ignoring State Rules: Setting PT applicable in non-PT states
9. No Backup: Making changes without exporting current config first
10. Format Issues: Changing Excel file format or column structure

Maintenance Best Practices

Quarterly Review:

• Review all designation configurations
• Check for designations no longer in use
• Verify statutory settings still compliant
• Update calculation bases if policy changed