Payroll Control System

Payroll Control System
Payroll managment

General Description

We are looping for a simple system to help us manage our payroll. We can¡¦t use standard payroll systems because of our payroll schema.

We currently have two types of employees.
1- Employees that are paid per gig
2- And employees that have a base salary + incentives Per gigs

What we are looking for is a system where we can add all our employees., then add a new gig where the system will ask for:
– gig date
– gig name
once that info is provided the system would then ask which employees worked at that gig, the type of payment (full gig salary or gig incentives) and the amount that will be paid.

– Gig: a Gig is an event, a day to day job. Employees only charge for the days worked
– Gig Payment: there are two main components to how our payroll schema works. First the gig (or event) has to be marked as PAID (to the compny) and once we, as a company, have been paid for the gig is when we go ahead and pay our employees for the gig. So you will se gig payment status in the description, this is specified (to the company or to the employee)
– Payment type: we have two payment types that must be specified anyime an amount is added to an employee:
o Full Gig Payment
o Incentive per gig
The main difference being that one as the name suggest is a payment for the gig itself and the other one is used for employees with base salaries as an extra bonus for working at that gig
– f

The system would then generate reports based on the information entered
– gig report with all employees that worked and how much each of them earned and a total payroll amount for that specific gig. The report must contain the following information
o Gig Info:
„X Gig Date
„X Gig Name
o Employee Info:
„X Employee Name
„X Ammount to be paid
„X Payment type (full or incentive)
– Payroll Report: each payroll period (15th and 30th of each month) the user will generate a payroll report that will display all unpaid gigs (for the employee) separated into two different groups. All unpaid gigs for that employee that are marked paid(for the company) will be on top with a checkbox automatically selected (since we are going to pay them if the gig is matked as paid) and in the bottom a list of all other unpaid gigs (for the employee these will be all gigs marked as NOT PAID for the company where the employee worked) with a checkbox with the ability to manually add the payment. Once this selection Is done two potions will be given to the user.
o Print the report
o Print and mark as payment made (will print the report and will set the status of all checked gigs (in the step before) as PAID
– Emplyee History: A report of all gigs that a specific employee has been paid for in a specified period of time
– Unpaid Gigs per employee: select an employee and system must display all unpaid gigs
– Overall work history per employee: system must display a list of all gigs an employee has worked in ordered by date (most recent on top) with the following info per gig (per line)
o Gig Date
o Gig Name
o Ammount Paid (or Deducted)
o Gig Paid (for the company) a checkbox
o Gig Paid (to the employee) a checkbox asswell
o Period: (will specified in which payroll period the gig was paid)

All reports must have totals at the end. Ex. For payroll report after all gigs that will be paid are selected. The report must include a total to be paid section where all the gigs are added

System has to:
The system must do the following:
– System must print receipts for every action
o Gig Marked as Paid (to company)
o Gig Marked as Paid (to Employee)
o Deduction to an employee
– Have access control. Only users with registered username and password can access the system
– Generate reports with a specific format (will be provided after bidding) reports can be in html or PDF

User Tasks
Tasks User must be able to perform the following tasks:

– User must be able to set gig as paid or pending (for the company).
– user admin area must have a list of all gigs and gig status (paid or unpaid) (For the company)
– once a gig is selected a list of all employees that worked on that gig must be displayed with a payment status (paid or pending)
– user must be able to change employee payment status form pending to paid and vice versa
– user must be able to add a deduction to and employee for the next payroll cycle (deductions must have a description and amount to be deducted)
– user must be able to add a recurring salary for an employee that will be added to the list every 15th and 30th of each month
– reports must be saved. User can go back and re-open a report to see for example how much an employee earned a specific period or month

Description of reports and examples

Gig report must containg the following

Gig Name
Gig Date
Employees Name Payment Type Ammout


Event Name: John Does Party
Event Date: 13 FEB 2010
John Does Incentive $800.00
Jane Doe Full Payment $1,500.00

Payroll Report must contain the following
Employee Name
A list of all unpaid gigs worked.

The report must look like

Employee Name: Jane Doe
Date Event(gig) Ammount Paid Pay Paid Period

Date: is the event date (day that was actually worked)
Event: Gig Name
Ammount Paid: the amount that will be paid
Pay: mark with an X if gig status is set to Paid Leave blank if gig is marked as pending
Paid: Mark with an X if the employee has been paid for the gig
Perio: payroll period when the gig was paid (ex 1st Feburary or 2nd Feburary)


Employee Name: Jane Doe
Date Event(gig) Ammount Paid Pay Paid Period
1 FEB 2010 Party at someplave $1500.00 X X 1st Feburary
3 Feb 2010 another partu $1500


Final Notes:
– End language for project will be Spanish. We will do all translations
– Script must be built thinking of future additions
– Script must be able to run from our web server and/or our local server
– Script must have an icon based GUI. Easy to use and understand and friendly to the eye
– Script must run on linux platform (no ASP)

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