How employee self-service portals can modernize HR operations using Zoho Payroll?

How employee self-service portals can modernize HR operations using Zoho Payroll?


A Zoho Payroll is employee self-service portals may help to modernize HR operations.  This will focus on understanding how self-service portals can digitize HR operations for employers. 

This will also cover the organization configuration for various options within the portals, how they affect employer-employee communication, and how these activities contribute to digitizing operations. This will cover admin and employee controls, core payroll capabilities, and how employees have complete control over their data. 

These digitizations contribute to actively digitizing redundant processes within organizations.

  • organization configuration
  • employee-employee communication
  • admin and employee controls
  • core payroll capabilities
  • and employee data control

How to enable the self service portal (ESS Portal) for employees in Zoho Payroll

The enable service portal can be significantly improved by administrators by enabling employee self-service portals. To set up an employee self-service portal, administrators must navigate to settings and choose the preferences option. Enabling portal access is active for organizations, and clicking on it will open up all options automatically.

Portal contact information refers to the email addresses of payroll administrators, which employees can use to contact them for clarification queries. This helps to streamline communication between payroll administrators and employees, as traditional methods often fail due to lack of technology. By publishing all portal contacts, employees can send their queries to the designated email address, which can be the primary contact for payroll administrators.

Administrators can add as many contacts as they want, but must choose one email address to show in the portal and decide if it should be the primary contact. In some cases, multiple email addresses can be added, but the primary contact should be chosen.

The first step towards digitizing operations involves digitizing communication, which can be done directly from the self service portal. This is managed within the self-service portal.

Navigate to Setting > Preferences > Employee Portal

How employee self-service portals can modernize HR operations using Zoho Payroll?

How to send important announcements through the ESS Portal

Zoho has introduced a feature called banner message to prevent the loss of organization-wide announcements in bulk emails. By entering a banner message, employees can preview and save the message on the employee portal. This feature allows for cascading of important announcements, such as tax laws or policy changes. The employee self-service portal is a sophisticated way for communication, rather than comparing email addresses.

When enabling portal access, employees can customize their welcome emails by changing the subject and content. This personalization adds value to each employee, enhancing their experience and promoting a professional approach. Zoho also offers email templates for personalizing the email invitation, which can be customized to suit individual needs.

Four major categories of features include flexible benefit plans, reimbursement claims, income tax declaration, and proof of investment. These options are dependent on employee actions and can be managed differently depending on the organization’s needs. Overall, the banner message feature offers a more sophisticated way for organizations to communicate important announcements and policies to their employees.

How employee self-service portals can modernize HR operations using Zoho Payroll?

Flexible benefit plans

The administration of flexible benefit plans and their ability to set deadlines for employees to submit bills. The flexible benefit plan window allows users to choose a deadline and notify employees when it is activated. The notification option also includes an email notification when the window is opened or locked, ensuring employees receive notifications about the changes.

The notification is sent monthly and automatically sent when the FBP declaration is locked. This improves communication and efficiency in managing employee benefits.

Reimbursement claims

The deadline for collecting reimbursement claims is crucial as reimbursement expenses associated with CTC come in monthly. 

By setting a fixed time for employees to collect payroll inputs, payroll processing teams can control when they validate and push them on. Different teams approach this process differently, with some collecting claims at the beginning, others by the end of the month, and a third in two phases. 

To manage these deadlines, variations in the collection date can be made, and reminders sent when the window is closed or locked can be automatically managed.

How employee self-service portals can modernize HR operations using Zoho Payroll?

IT declaration and Proof of Investment

The importance of alerts for employee I Declaration (IDR) declarations, which directly impact their paychecks. They offer personalized reminders and deadline options, similar to FBS and reimbursement claims. They also add reminders for 10 days, 5 days, and the day before to ensure employees complete the declarations. The declaration window is open, and employees can access the declarations.

The launches a poll to gauge the success of the employee self-service portal journey. They ask for feedback from 14 people who have experienced the portal, and they hope this article encourages others to start using it.

The portal from an employee’s perspective, focusing on how employees can take actions from their site. They assume that the administrator has set up deadlines for flexible benefit plans, reimbursement claims, ID declarations, and proof of investment. The portal allows employees to take action from their site, and the speaker concludes by discussing Manish’s employee self-service portal. The results and time saved by the portal will be rewarding and worth the investment.

How employee self-service portals can modernize HR operations using Zoho Payroll?

Employee Self service Portal

An employee self-service portal is a tool that allows employees to access various information about their pay, contributions, and other financial transactions. The platform is available in both Android and iOS versions, allowing employees to perform most of their actions from the web app or mobile app.

The dashboard includes a collection of all the pay slips of an employee, a reimbursement summary, three tax forecasting for that year, and the statutory com contribution part. Employees can easily view how much they have contributed to their CEOs and how much the employer has contributed towards the EPF summary.

Employees can also submit reimbursement bills, committing ID investments, and improving their skills. They can also access Form 16 and get a summary of employee loans they have availed from the organization.

The reimbursement module is pre-populated with data to quickly run through how these actions affect the system. If an employee submits a reimbursement claim, it is automatically captured in the approvals module in the payroll administrator’s view. If an employee submits a proof of investment, the information needs to be validated as it involves money.

The reimbursements are still pending, and the administrator can approve them directly. Once approved, the status of the reimbursement is displayed on the self service portal. The reviewer and approver can then review the reimbursements, and if the employee wants to reject it, they can do so by providing a specific reason, such as insufficient proofs or something else.

An employee self-service portal allows employees to access various information about their pay, contributions, and other financial transactions. The platform allows employees to submit claims, submit declarations, and proofs of investment, all of which are validated by the payroll administrator. This intuitive system allows employees to submit and receive reimbursements efficiently, ensuring that they receive the necessary support and benefits.

How employee self-service portals can modernize HR operations using Zoho Payroll?

Articles summary

An employee self-service portal is a tool for employees to access pay, contributions, and financial transactions inside Zoho Payroll

Available in Android and iOS, it allows employees to submit claims, declarations, and proofs of investment, all validated by the payroll administrator. 

This intuitive system ensures employees receive necessary support and benefits.

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