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Empowering The Employees Through FOX HR Employee Self Service Portal

January, 2022

Employee self-service portal enhances employees by providing various portals through which employees can access their personal data and more.

Fox HR Employee self-service portal comprises of:

  1. Payroll Requests
  2. Organizational Management
  3. Payroll Management
  4. Leave Management
  5. Employee Requests

Let’s shed light on each of these modules in detail:

1. Payroll process

1.1 Payroll Process
The purpose of the ‘Payroll Process’ in Fox HR is to generate the payment document that contains each employee’s financial dues, based on the employee’s salary, loans, attendance, or any other additions or deductions. The payroll is created and processed once every month for any given organization level.
Based on the settings defined under HR Policy Management – Payroll Management, the payroll process shall consider the set “Payroll Period” and “Payroll Cut-off” when processing all amounts.

1.2 Payroll overview
This feature enables the user to have a general overview of employees included in the payroll. The details shown on this page shall be concerning the selection of the template selected for the payroll process.

1.3 GOSI Comparison
This feature compares the employee information available in Fox HR with the employee information taken from the GOSI file. The feature shall identify any discrepancies between the two lists and the user to resolve them. The feature shall enable the user to upload a fixed format file containing all employee’s information from GOSI.

1.4 Leave and Attendance
This feature enables the user to view all additions and deductions implemented based on the data captured from IoT devices.

1.5 Additions and deductions
The purpose of this feature is to enable the user to view and manually add additions and deductions based on the additions and deduction types defined under HR Policy Management – Payroll Management.

1.6 Multi currency payroll system
FOX HR enables a multi-currency payroll system irrespective of any geographical boundaries.

2. Organization Management

The Organization Management shall have the master data configuration for organizational hierarchy and other organizational-related data.

Fox HR supports a multi-level organizational level, and it has a unique feature of multi-level free flow hierarchy configuration. “N” number configuration can be added to each level.

The following details are available under Organization Management.

  • Organization
  • Company
  • Business Unit
  • Division
  • Department
  • Country/Province/City
  • City/Area/Location
  • Five tier hierarchy
  • Job Title
  • Outsourcing Providers
  • Coding Structure

2.1) Organization-
The details that come under Organization will include all the details related to the Organization such as organizational documents, insurance details, GOSI, etc.

2.2) Company-
The Company Listing page shall summarize all companies under the Organization.

2.3) Business Unit-
The Business Unit Listing page shall summarize all Business Units under the Company.

2.4) Division-
The Division Listing page shall summarize all Divisions under the Business Unit.

2.5) Department-
The Department Listing page shall summarize all departments under the Organization/Company/Business Unit/Division.

2.6) Country/Province/City-
Fox HR provides the user to capture Country, Province (also called Emirates, County, or State), and the city. In the Organizational hierarchies (i.e., Organization, Company, BU, Division & Department), there are fields to capture the Country, Province & City under each entity. The data for these dropdowns will be taken from the Country/Province/City master.

2.7) City/Area/Location-
Fox HR provides the user to capture Area and Location, which stands below the city in the Country/Province/City hierarchy.

2.8) Job Title-
The ‘Job Title’ sub-category under the Organization Management shall have the Job Title list available in Fox HR. The user shall have access to create new Job Titles as per organizational requirements. Each employee shall have a Job Title designated to them.

2.9) Five tier hierarchy-
FOX HR supports a 5-tier organization structure (Organization, Division, Company, Business Unit, Department) where you can manage, modify, and easily customize depending on the data inserted into the system.

2.10) Outsourcing Partner-
Fox HR shall have the option to capture the details of the service provider who is providing the manpower support to the Company.

2.11) Coding Structure-
Coding Structure’ under the Organization Management shall provide the user with an option to create a unique coding structure for the organizational hierarchy and the employee.

3. Payroll Management

The Payroll Management includes the master data configuration regarding the payroll. The following modules are available under Payroll Management.

  • Employee Grades
  • Payroll Configuration
  • Allowance Types
  • Out of Payroll Type
  • Cost Types
  • Employee Loans
  • Attendance Exemptions
  • Attendance Deductions
  • Vocation Ticket Provision

3.1) Employee Grades-
An Employee Grade groups employees with similar positions or values to assign compensation rates and salary structures. Employee Grade also helps you fetch Employee records in bulk based on their grades while processing payroll, allocating leaves, etc. Initially, the Grade shall be displayed in a card format with the card’s details.

3.2) Payroll Configuration
The user can view the payroll configuration and can also add/ edit a new payroll configuration to it.

3.3) Allowance Types
Employers offer various additional benefits in monetary terms to their employees over and above the basic salary, known as allowances. These allowances are given to meet the expenditure of a particular nature. Allowances are positive and negative in nature. Positive Allowances are called Earnings, and negative allowances are called Deductions.

3.4) Benefit Types
The Benefit types are also allowance and are specifically grouped as direct salary elements for the employee. The administrators can add or modify an employee’s benefit/salary details on the Employee Profile page. The value shall be defined against an earning type, and this earning type is called Benefit Types.

3.5) Out of Payroll Types
The Out of Payroll Types are also allowance and are specifically grouped as allowances for processing outside the payroll process. The Administrator shall be able to process some of the allowances outside payroll such as Business Trip Allowances, Vacation Settlement, etc. Such allowances are defined under Out of Payroll Types.

3.6) Cost Types
The Cost types are also allowance and are specifically grouped as Cost elements. All the cost allowance shall be defined under the Cost Type master.

3.7) Employee Loans
Employee loans can be defined as the money which is paid in advance by an organization to its employees in the form of financial assistance. The loan should be repaid as per the repayment schedule by the employee. Normally Employee loans will not have any interest rate attached to it.

3.8) Attendance Exemptions
Fox HR provides the user to define employees who are not added to the Attendance process. i.e., some of the employees need not follow the daily attendance registration process because of the nature of work or with respect to some special needs.

3.9) Attendance Deduction Policy
Attendance Deduction Policy defines how the deductions related to attendance, such as Absence, Delay, Shortage, and Missing Punch to be considered. The user shall have the option to configure applicable deductions and allowances for such a deduction during the payroll processing.

3.10) Vacation Ticket Provision
Vacation Ticket provision is a provisional value of the vacation ticket for applicable employees. Basically, it will be a provision or a budgeted value for calculating the approximate value of the Vacation Ticket for each employee. In Fox HR, the Vacation Ticket provision is defined at the Grade level, and the Ticket Provision with some additional criteria is defined to set a provision for Ticket.

4. Leaves Management

The Leave Management shall have all the data regarding the leave policies of Fox HR. The following modules are available under Leave Management.

  • Annual Vacation
  • Standard Leaves
  • Holiday Settings
  • Business Trip Settings

4.1) Annual Vacation-
The annual vacation module will have all the data regarding the annual leaves for the employees.

4.2) Standard Leaves
All the standard leaves for employees such as labor law default leaves, custom leave details etc. will be enclosed in standard leaves.

4.3) Holiday Settings
Weekly Off data, holiday details, etc., will be included in holiday module.

4.4) Business Trip Settings
The Business Trip Schemes shall be displayed in a card format with the details on the card. Each card shall have the following display fields in it: Location, travel days, accommodation per diem, food per diem, transportation per diem, etc.

5. Employee Request

To know about Employee Request: Please click on the link below:

Blog Name: Fox HR Employee Requests Has Never Been More Accessible!!

To sum up

FOX HR Employee Self-Service Portal offers measurable opportunities to empower employees and Organizations by eliminating flaws and inaccuracies in data collection. Employees are also held accountable for keeping their own data accurate and up to date.

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