Attendance & Payroll Management —
Automate Your HR Operations

What Is an Attendance & Payroll System?

An Attendance & Payroll Management System is integrated HR software that automates the two most time-consuming monthly HR tasks: tracking employee attendance accurately and processing payroll correctly. Instead of manually compiling biometric data, calculating leaves and deductions, and typing individual payslips — the system does it all automatically, from raw attendance data to final salary credits and statutory filings.

How It Eliminates Manual HR Errors

Manual attendance and payroll processing introduces errors that are costly — both financially and in terms of employee trust. The Uniums system eliminates the most common error sources:

• Direct biometric integration — attendance data comes directly from the device; no manual punching into Excel sheets where transposition errors occur
• Rule-based leave calculation — leaves deducted automatically according to your configured leave policy, with no room for miscalculation or favouritism
• Automated statutory calculations — PF, ESI, TDS, and professional tax computed by the system using current rules; no manual formula errors
• Salary structure templates — each employee is assigned a template; salary components are calculated from the template automatically, eliminating ad-hoc spreadsheet errors
• Locked payroll records — once payroll is processed and approved, it is locked — preventing accidental edits and maintaining an accurate audit trail

Attendance Tracking Methods

The Uniums system supports multiple attendance capture methods, so you can choose what works for your organisation:

• Biometric integration — fingerprint and face recognition devices; punch records flow automatically into the system
• Mobile app attendance — employees mark attendance from the Uniums Staff app, with optional GPS location capture to verify they are at the workplace
• Manual entry — HR staff enter attendance manually for employees without device access — for field staff, remote workers, or device-exempt roles
• QR code check-in — employees scan a QR code at the entrance using their phone; suitable for locations where biometric installation is not practical

All methods feed into the same attendance dashboard. The system shows late arrivals, early departures, half-days, and absences — colour-coded for easy review before payroll processing.

Leave Management

Leave management is tightly integrated with attendance and payroll — changes in one automatically reflect in the others:

• Configure your leave policy — Casual Leave, Sick Leave, Earned Leave, and custom leave types with annual entitlement per employee category
• Employees apply for leave through the staff app; managers approve or reject with notification to the employee
• Approved leaves update the attendance record immediately — the day is no longer counted as absent for payroll purposes
• Leave balance tracking — employees and managers can see current leave balance at any time
• Leave encashment — earned leave balance encashed at year-end or on exit, calculated automatically based on the employee's per-day salary
• Comp-off management — employees who work on holidays earn compensatory leave, tracked and applied against future absences

Salary & Payroll Processing

Once attendance and leaves are finalised, payroll processing in the Uniums system is a matter of a few clicks:

• Select the payroll month and confirm attendance lock
• System calculates gross salary for each employee based on their template, attendance, and approved leaves
• Deductions applied automatically — absent days, loan EMIs, advances, and statutory contributions
• Payroll summary reviewed by HR — any adjustments (bonus, incentive, one-time deduction) added at this stage
• Payroll approved by authorised manager; system locks the record
• Bank transfer file generated in your bank's required format (ICICI, HDFC, SBI, etc.) — uploaded directly for bulk salary credit

PF, ESI & Statutory Compliance

Statutory compliance is the area where manual payroll is most likely to go wrong — and where the consequences of errors are most serious. The Uniums system handles:

• Provident Fund (PF) — employer and employee PF contributions calculated automatically; monthly ECR (Electronic Challan cum Return) generated for EPFO upload
• ESI — employee and employer ESI contributions calculated for eligible employees; monthly ESI challan generated
• Professional Tax — state-specific PT slabs applied based on employee's gross salary and state
• TDS on salary — income tax deducted at source based on employee's declared investments and applicable tax slab; Form 24Q data generated for quarterly TDS filing
• Form 16 — generated automatically at year-end for all employees from the system's salary and TDS records

Payslip Generation & Delivery

Every employee receives a professional payslip each month — automatically, without any manual effort:

• Payslips generated as formatted PDFs with your organisation's letterhead and logo
• Includes all earnings components, deductions, statutory contributions, and net pay
• Password-protected PDFs (typically employee's date of birth) for privacy
• Delivered automatically to each employee's WhatsApp number and email on payroll processing
• Employees access all historical payslips from the staff app — no need to contact HR

Reports & HR Analytics

The Uniums system generates all the reports HR managers and accountants need:

• Monthly attendance summary — present days, absent days, leaves, and late arrivals per employee
• Payroll register — complete salary details for all employees for any month
• Department-wise payroll cost — total salary outflow by department for budget tracking
• Statutory compliance reports — PF ECR, ESI challan, PT register, and TDS working
• Headcount report — joining and leaving employees in any period
• Leave balance report — current leave balances for all employees, exportable to Excel

Why Organisations Choose Uniums Payroll

• Biometric integration included — no separate software for attendance devices needed
• Statutory compliance built-in — PF, ESI, PT, and TDS calculations always current with regulations
• WhatsApp payslip delivery — employees receive payslips on WhatsApp automatically; no printing or distribution
• Bank transfer file generation — salary credit files for all major Indian banks generated in one click
• Scalable — works for 20-person institutes and 1,500-person hospitals equally well
• 24/7 support — payroll has hard monthly deadlines; our support team is always available

FAQ