Staff meals deducted from salary
With SmartMy HRMS payroll, staff pay at the canteen counter with Payroll Deduction, for meals or a wallet top-up. The next payslip takes it in one Food Service line, within a monthly limit per employee. What is left at exit goes into the full and final settlement.
PLANSScale onlyWith SmartMy HRMS
The problem it solves
- Factory workers have no cash on them, and the canteen keeps a credit register that HR adds up by hand at month end.
- A worker leaves owing the canteen two months of meals, and nobody recovers it.
- One employee runs up a bill far beyond what the salary can cover.
- Finance cannot tell what was deducted for food and what is still owed.
How it works
- Tick Staff Share from Payroll on the staff meal policy that applies, and set Payroll Deduction Limit (month) on the Entity's Food Service tab.
- Add the payment mode Payroll Deduction to the outlet for the staff customer type.
- At the counter, the cashier scans the employee and pays the meal, or a wallet top-up, with Payroll Deduction.
- Each purchase waits under Food Service > Selling > Refunds and Charges > Payroll Deductions. The counter refuses a purchase that would pass the month's limit, and says how much is left.
- The next payslip deducts the pending charges in one line, Food Service, oldest first, as far as the net pay goes. The rest waits for the next payslip.
- Approving the payslip marks the charges deducted. When an employee leaves, what was not deducted becomes a due of the full and final settlement.
Everything it does
Who can pay by payroll
- A current employee whose work contact is the customer; someone separated or archived is refused
- When the employee's staff meal policy does not allow payroll, the purchase is refused
- Counter purchases and wallet top-ups, at the counter or by the back office
The monthly limit
- Payroll Deduction Limit (month) on the Entity: the most one employee can take through payroll in a month; 0 means no limit
- Counted from the Entity's 1st of the month
- A purchase over it is refused with the amount still allowed this month
On the payslip
- One deduction line, Food Service, with the charges up to the end of the payslip's period
- Oldest first, as far as the net pay goes; the rest is carried to the next payslip
- A purchase reversed after it was deducted is given back on the next payslip
- Approving the payslip marks the charges Deducted
- With HRMS accounting, the deduction clears the food receivable in the salary entry
When an employee leaves
- Charges not yet deducted: a due in the full and final settlement, marked recovered when it is paid
- A food wallet balance: an open item of the exit clearance, to refund or recover and close
- A running meal plan: an open item of the exit clearance
Who uses it
EmployeePays at the counter by payroll within the month's limit.
CashierTakes Payroll Deduction for a scanned employee.
Payroll officerRuns and approves payslips with the Food Service line.
HR at exitRecovers food dues in the settlement and clears the wallet and plan.
Food administratorSets the monthly limit and the policies that allow payroll.
Where you use it
- Web: Food Service > Selling > Refunds and Charges > Payroll Deductions; the Entity's Food Service tab for the limit; payslips and exit settlements in SmartMy HRMS
- Counter app: the Payroll Deduction button for a scanned employee
- Not built: the employee seeing pending canteen deductions in the SmartMy Feast app before the payslip
What you control
Settings
- Payroll Deduction Limit (month): per Entity, 0 (no limit) to start with
- Staff Share from Payroll: per staff meal policy, off to start with
- Payment mode Payroll Deduction: per outlet and customer type
Approvals
- None of its own: the payslip and the exit settlement follow their SmartMy HRMS approvals
Notifications
- Food Wallet Top-up: to the employee after a top-up paid by payroll
Works with
SmartMy HRMSNeeded for this page: employees, payroll payslips and the exit settlement; HRMS accounting to clear the food receivable.
Questions
What if the salary is too small to cover the canteen bill?
The payslip deducts as far as the net pay goes, oldest charges first. The rest waits for the next payslip.Can we cap what a worker spends on credit?
Yes. Set Payroll Deduction Limit (month) on the Entity. The counter refuses a purchase that would pass it and shows how much is left.Can staff top up their wallet from salary?
Yes. A wallet top-up paid with Payroll Deduction is charged to the next payslip like a meal, within the same monthly limit.What happens when someone resigns?
Charges not yet deducted go into the full and final settlement. A wallet balance or a running meal plan is listed as an open item of the exit clearance.Related features
WITH OTHER SMARTMY PRODUCTSStaff meal policyWith SmartMy HRMS, employees become staff customers. A staff meal policy decides what the organisation pays: free, a subsidy per meal or a percentage, or nothing. The policy can differ by department, category, designation, grade or location, and the organisation's share is charged to the department's cost centre.PAYINGPrepaid walletEach customer has a food wallet. It is topped up at the counter or in the office, in Growth also online, and spent at every counter by scanning the card. Every change is an entry that is never edited, only reversed, and a low balance raises an alert.SELLINGAccount customers with a monthly invoiceLet a department, a company or a person eat on account up to a food credit limit and pay later. Purchases on account are invoiced once a month on one GST invoice, with a line per item sold.ACCOUNTING AND REPORTSDaily accounting entry for food serviceOnce a day SmartMy Feast posts one journal entry per Entity for everything the food service did. It covers money taken by mode, wallet and plan advances, revenue as meals are served. Also subsidy and complimentary meals by cost centre, taxes, and, if you choose, food cost and wastage.PAYINGCash, card and UPI paymentsTake cash, UPI and card at the counter, along with the wallet, tokens and the other payment modes your outlet allows. UPI shows a QR code for the exact amount, and every payment goes to its own journal for the day's takings.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.