Leave Ledger Annual CL credit, usage and balance
📅 Fiscal Year
Join ≤15th → CL same month · Join >15th → CL next month · Exit 1-15 → no CL · Exit >15 → 1 CL · Unused CLs lapse 31 March
S.No ID Name DOJ CL Start
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Credited Used Balance Lapses
Holiday Calendar All holidays are fully paid — no salary deduction
Staff Master All employee records
👥 All Employees
+ Add Employee
S.No ID Name Dept / Role
DOJ Exit Date Salary Daily Rate
Sec. Deposit CL Start Status
Payroll Approvals Review and approve monthly payroll submissions
Salary History Track all salary revisions and increments
📌 Admin only. Enter salary revisions here. Initial salary is saved at Date of Joining. For annual increments, use effective date as 01-Jul-YYYY . Payroll from that date auto-picks the new salary.
📈 Add Salary Revision (Admin Only)
Full & Final Settlement Exit employee — salary, security deposit & leave encashment
Select Exited Employee
Select exited employee...
All F&F Records
S.No ID Name Exit Date
Exit Salary Security Leave Encash Net Payable Status
Year-End Leave Encashment Encash CL balance as on 31 March — employees completing full financial year
Fiscal Year End
divide by 31 (March) divide by 30
CL Balance × (March Salary ÷ selected days) = Encashment · Even 0.5 CL qualifies · Only for full-year employees
S.No ID Name
CL Balance (31 Mar) March Salary Basis Daily Rate Encash Amount Status
Role Permissions Configure access rights for each user — Admin (Dheeraj sir) only
Reports & Export Download payroll and HR data as Excel
📊 Monthly Payroll Report
⬇ Download Excel
📁 Full Records Export
All payroll, staff, salary history and holidays in one file.
⬇ Download Full Excel
My Profile & Settings Manage your account details and password
ℹ️ App Information
App Name Creative Champs HRMS School KN Jaipur Version 2.0 — May 2026 Fiscal Year April – March Salary Basis Salary ÷ Calendar days Admin Dheeraj Goyal Support cadheeraj01@gmail.com
⚡ Quick Actions
💰 Monthly Payroll
Enter attendance and submit
📅 Leave Ledger
View CL balances
🏖️ Holidays
Mark upcoming holidays
🚪 Logout
Sign out of your account
HR Rules & Platform Guide
Creative Champs Preschool KN Jaipur · Complete Reference · Last Updated May 2026
📋 HR Rules & Calculations
📖 Module Guide & How-To
💰 Daily Rate & Gross Salary
Daily Rate = Monthly Salary ÷ Calendar days of that month
April (30 days): ₹18,000 ÷ 30 = ₹600.00/day
March (31 days): ₹18,000 ÷ 31 = ₹580.65/day
Full-month employee gross = Full monthly salary
Mid-month joiner gross = Rate × Payable days
Joined 4-Apr (27 days): ₹466.67 × 27 = ₹12,600
🏖️ Paid Holidays — Always Full Pay
✅ These days are NEVER deducted from salary
Every Sunday Fully PAID
3rd Saturday every month Fully PAID
Gazetted & School holidays Fully PAID
Salary basis Calendar days (not working days)
📅 Casual Leave (CL) Rules
1 CL credited on 1st of every month
Joined on/before 15th CL from joining month
Joined after 15th CL from next month
Exit on 1st–15th No CL for exit month
Exit after 15th 1 CL credited that month
CL vs Absent days CL adjusts first → reduces LOP
31 March year-end: Unused CL is ENCASHED — not lapsed
⏱️ LOP (Loss of Pay)
LOP Days = Absent Days − CL Used
LOP Deduction = LOP Days × Daily Rate
Net Paid Days = Payable Days − LOP Days
Half day absent = 0.5 days
Example: Absent 1.5, CL=1 LOP = 0.5 days
Net Paid Days (above example) 30 − 0.5 = 29.5 days
🔒 Security Deposit
15 calendar days salary held at time of joining
Rashmi ma'am & Prachi ma'am No deposit
New employees (Auto) 15 days × Daily Rate
Old employees Fixed amount in records
Sundays included in 15 days? Yes — calendar days
Joined 28 Mar → 4 days March 11 days carry to April
On exit Refunded or forfeited by admin
💸 Year-End Leave Encashment
Paid after completing full Financial Year (Apr–Mar)
Formula CL Balance × (March Sal ÷ 30 or 31)
Minimum CL to qualify Even 0.5 CL qualifies
Basis days (admin selects) 30 or 31 days
Early exit employees CL settled in F&F only
Payment timing Separately — not in monthly payroll
📋 Full & Final Settlement
Auto-triggered when exit date is set in Staff Master
Exit salary Daily Rate × days worked in exit month
CL vs Absent (exit month) CL adjusts absences first
Remaining CL balance Encash or Forfeit (admin + reason)
Security deposit Refund or Forfeit (admin + reason)
Notice period deduction None (security can be forfeited)
Net Payable Salary + Encashment + Security Refund
📈 Salary & Increments
Only Dheeraj sir can add or edit salary
Typical increment month July each year
Effective date format 01-Jul-YYYY
Past payroll affected? No — retains old salary
New salary effective from Specified date onwards
Full salary history Maintained in Salary History module
🔄 Payroll Approval & Revoke
Only approved payroll is saved to permanent records
Submit for approval Rashmi ma'am → Dheeraj sir
Approve Records saved permanently
Reject Rashmi corrects & resubmits
Revoke approved payroll Admin gives reason, data reopens
After revoke Old data pre-filled, Rashmi corrects
Re-approval Overwrites old records completely
📊 Key Formulas — Quick Reference
Daily Rate
Monthly Salary ÷ Calendar Days
CL Used
min(CL Credited, Absent Days)
LOP Days
max(0, Absent − CL Used)
Net Paid Days
Payable Days − LOP Days
Net Pay
Gross − LOP Ded + Addition − Deduction − Security + Refund
Half-Day Arrear
Salary ÷ Calendar Days ÷ 2
Year-End Encashment
CL Balance × (March Salary ÷ 30 or 31)
Security Deposit
15 calendar days × Daily Rate (joining month)
⚠️ Quick Rules for Rashmi Ma'am (Center Head)
✅ DO
• Mark only actual absent days
• Enter 0.5 for half-day, 1 for full day
• Add arrears/bonuses in Addition column with remarks
• Save draft frequently while entering
• Submit before 1st of next month
• Mark all holidays in Holidays module
❌ DO NOT
• Do NOT count Sundays as absent
• Do NOT count 3rd Saturday as absent
• Do NOT count gazetted holidays as absent
• Do NOT approve payroll (Admin only)
• Do NOT change salaries (Admin only)
• Do NOT add/exit employees (Admin only)
📋 Monthly Checklist
☐ All absent days entered for each employee
☐ Any arrears/bonuses added with remarks
☐ Net pay column reviewed for all 11 employees
☐ Click Submit → send email to Dheeraj sir
👥 Staff Master — Add & Manage Employees
➕ Adding a New Employee
Go to Staff Master → click + Add Employee
Enter: Employee ID (KN41), Name, Department, Role
Date of Joining → determines when CL starts
Monthly Salary → used for all payroll calculations
Security Deposit Type: Auto / Fixed / None
Click Save — employee appears everywhere instantly
🚪 Marking Exit
Click ✏️ Edit on the employee
Enter Exit Date → F&F section appears automatically
Fill: absent days, security decision, CL decision, basis
Click Save → F&F draft created in Full & Final module
Go to Full & Final → review → Approve
💰 Monthly Payroll — Enter & Submit
📝 For Rashmi Ma'am (Entry)
Monthly Payroll → Select month & year
Enter absent days for each employee in ABSENT column
System auto-calculates: CL Used, LOP, LOP Deduction, Net Pay
Add any Addition (bonus, arrear) with remarks
Add any Deduction with remarks
Click Save Draft to save progress anytime
When complete: Submit for Approval → send email
✅ For Dheeraj Sir (Approval)
Click Pending badge or go to Approvals
Review all entries and amounts carefully
Approve → records saved + email to Rashmi ma'am
Or Reject with reason → Rashmi ma'am can correct & resubmit
🏖️ Holidays — Mark Paid Leaves
Go to Holidays module
Select Date, enter Name (e.g. Diwali), select Type
Click Add → holiday saved for all staff
Payroll automatically adjusts working day count
Remember: Sundays & 3rd Saturdays are auto-paid — no need to mark them. Only mark additional gazetted/school holidays here.
📋 Full & Final — Exit Settlement
Set exit date in Staff Master → fills F&F draft automatically
Go to Full & Final module → select the exited employee
Review auto-calculated amounts:
Exit month salary (prorated)
CL balance → adjusted vs absent → encashment
Security deposit → refund/forfeit decision
Adjust if needed → click ✅ Approve F&F
Download F&F Report from Reports for records
Forfeiture rule: Security or CL can only be forfeited if reason is provided. Reason is mandatory.
💸 Leave Encashment — Year End
Done in April after Financial Year (1 Apr – 31 Mar) closes
Go to Leave Encashment → select FY (e.g. 2025-26)
Select basis: ÷ 31 days (March) or ÷ 30 days
Table shows eligible employees, CL balance, encash amount
Click Process for each → then Mark Paid once disbursed
Eligible: Employees who completed full financial year (not early exits). Even 0.5 CL balance qualifies.
📈 Salary History — Revisions & Increments
Admin only — Salary History module
Select employee → enter new salary + effective date + reason
Click Add → salary updated from effective date
Past payroll records are never affected
Full history visible per employee
Increments: Generally July each year. Enter effective date as 01-Jul-YYYY. Payroll from July onwards auto-picks new salary.
🔐 Permissions — Manage Users & Access
Admin only — Permissions module
Add user: Enter username, name, email, password, role → Add UserSet access: Check/uncheck features per user → 💾 SaveReset password: 🔑 Reset PW → enter new passwordRemove user: 🗑 Delete (cannot delete Dheeraj)
Note: Dheeraj sir always has full access — cannot be restricted. New users can login immediately after being added.
📊 Reports & Excel Export
Go to Reports module
Monthly Payroll: Select month → Download Excel (payroll + staff master)Full Records: All months + salary history + holidays in one fileF&F Report: All exit settlements with complete breakdown
Note: Only approved payroll months appear in reports. Pending/rejected months are not included.
📅 Leave Ledger — View CL Balances
Go to Leave Ledger
Select Fiscal Year (Apr–Mar)
Each cell shows: +1 (credited) / used / balance
Red dashes (—) = employee not yet joined or already exited
Final column shows CL balance for year-end encashment
Reading the table: Green +1 = CL credited. Red -0.5 = half CL used. Bold blue = running balance that month.