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Teaching staff, vacations and guest faculty (with SmartMy Campus)

For schools and colleges on SmartMy Campus. Staff are marked teaching or non-teaching, and a vacation becomes paid days off for the staff it covers. Vacation duty earns leave, and guest faculty are paid per lecture from the timetable.

PLANSEvery planWith SmartMy Campus

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Why it matters

A school closes for six weeks in summer, but the office still runs admissions and some teachers come in for board exam duty. Kept on paper, nobody knows who worked which vacation day, and the leave they earned is forgotten. Visiting faculty are paid from a lecture count typed at month end. In SmartMy HRMS you plan a vacation once for teaching or non-teaching staff, and every covered day becomes a paid holiday in attendance. Duty days are listed per person and credit leave to their balance when the duty is over. Guest faculty are paid for the timetable sessions they closed, so the payslip and the timetable always agree.

The problem it solves

Teachers apply for leave to cover the summer vacation, or the register marks them absent.
Staff called in for admissions in May are promised leave in return that never reaches their balance.
Guest faculty are paid from a lecture count the department types at month end, and nobody can check it.
An exam duty is given to a teacher who is on approved leave that day.

How it works

Mark your staff categories. Teaching comes ticked as Teaching Staff and Non-teaching does not. Anyone with a subject to teach in SmartMy Campus counts as teaching too.
Plan the vacation in Time & Attendance > Planning > Vacations: a name, the dates, the staff covered and any departments. Press Confirm.
Every vacation day becomes a paid holiday for the people covered, shown with the vacation's name. Days already past are worked out again at once.
On the Vacation Duty tab, choose the leave that duty earns and the ratio. Add a line for each person called in, with dates and purpose.
When the duty is over, press Credit Leave on the line. The leave goes to the person's balance, dated the last duty day.
For guest faculty, type the Pay per Lecture on the employee's Teaching tab. Give them a salary on the template Guest Faculty (per lecture).
Run payroll as usual. The payslip gets a Lecture Fee line with the lectures taken as the quantity and the pay per lecture as the rate.

Everything it does

Teaching or non-teaching

Teaching Staff: a tick on each staff category; two categories come ready, Teaching (ticked) and Non-teaching
A person counts as teaching when their staff category is ticked or when they have a subject to teach in SmartMy Campus
The employee's Teaching tab shows the result and the subjects taught, with the course and the term; it is worked out, not typed

Vacations

Name, From, To and Entity; Staff Covered: Teaching staff (the default), Non-teaching staff or All staff
Only Departments: limits the vacation to some departments, their sub-departments included
Statuses Draft, Confirmed and Cancelled; filters Draft and Confirmed; group by status, staff, Entity or year
Confirmed, every day is a paid holiday for the people covered, with no leave to apply for
A holiday of the holiday calendar on a vacation day stays that holiday
Leave taken across a vacation treats its days as holidays, so the leave type's sandwich rule decides whether they count
Cancel makes the days working days again and works past days out again; it is refused once leave was credited for duty

Vacation duty

Duty Earns: the leave type duty days give, such as earned leave or comp-off
Leave Days per Duty Day: 1 to start with; 0.5 when two duty days earn one day
One line per person: employee, From, To, Purpose (admissions, board exam duty, evaluation), Days and Leave Earned
Duty days must fall within the vacation and are counted as calendar days
On a duty day the vacation is not a holiday for that person, so the usual attendance rules apply and they punch
Credit Leave is refused before the last duty day has passed or when no leave type is chosen
Attendance on duty days is not checked when crediting: look at it first
Each line shows Planned or Leave Credited; the credit shows in the leave movements with the vacation's name

Guest faculty paid per lecture (Growth)

Pay per Lecture: on the employee's Teaching tab, seen by HR only
A lecture counts when its timetable session falls in the pay period, is closed, and has this person as the teacher
Salary template Guest Faculty (per lecture), marked Paid Only for Work Done, so the salary can be zero; any template can be marked
Lecture Fee (code LECTURE_FEE): an earning counted as ESIC wages, not as PF, gratuity or bonus wages, and not part of CTC
A month with no closed session gives no Lecture Fee line
A teacher on a fixed salary with a Pay per Lecture gets lectures paid on top

With more of SmartMy Campus (its Growth plan)

Exam invigilation: the roster does not propose staff whose approved leave covers the day, and a duty given by hand needs a reason
Leave still waiting for approval on that day is shown to the exam cell too
Campus staff records: the joining, confirmation and resignation dates of HRMS are copied to the staff record

Who uses it

HR officerPlans and confirms vacations, adds the duty lines and credits the leave earned.

Payroll officerSets the pay per lecture and the salary template of guest faculty, and runs payroll.

Teacher or staff memberSees vacation days as paid holidays, punches on duty days and gets the leave earned in their balance.

Guest facultyTakes the lectures; each closed timetable session in SmartMy Campus is paid on the payslip.

Exam cell (SmartMy Campus)Builds the invigilation roster, which leaves out staff on leave.

Where you use it

Web: Time & Attendance > Planning > Vacations (HR users)
Web: Employees, the Teaching tab on the employee (teaching flag, subjects, Pay per Lecture)
Web: Payroll > Salaries > Employee Salaries and Payroll > Configuration > Salary Components (Lecture Fee)
Not in the phone app: vacations, duty and the pay per lecture are set on the web

What you control

Settings

Teaching Staff on each staff category: Teaching ticked, Non-teaching not, to start with
Staff Covered on a vacation: Teaching staff to start with
Leave Days per Duty Day: 1 to start with; Duty Earns: none until you choose
Lecture Fee wages: counted for ESIC, not for PF, gratuity or bonus, as delivered; change it on the component
Paid Only for Work Done: on for Guest Faculty (per lecture), off on other templates

Approvals

None: HR confirms vacations and credits duty leave directly; guest faculty pay goes through payroll as usual

Notifications

None of its own: vacations, duty credits and lecture fees raise no notices; the payslip goes out as every payslip does

Works with

SmartMy CampusThe teaching flag from subject assignments, lectures counted from closed timetable sessions, invigilation that respects leave, and staff record dates kept in step. Installs by itself when both products are in your account.

Questions

Do we need SmartMy Campus for this?

Yes. They come with the link between SmartMy HRMS and SmartMy Campus, which installs by itself when you hold both. Without Campus, use the holiday calendar for closures.

Does a vacation use up anyone's leave?

No. Confirmed vacation days are paid holidays for the staff covered. Nobody applies for leave, and attendance shows the vacation's name on those days.

Does Credit Leave check that the person really came in?

No. Days are counted from the From and To dates of the duty line. Look at the attendance of those days before you press Credit Leave.

Can a regular teacher also be paid for extra lectures?

Yes. Keep their usual salary template and type a Pay per Lecture. Every closed session in the month is paid on top as a Lecture Fee line.

Is the lecture fee counted for PF and ESIC?

As delivered it counts for ESIC and not for PF, gratuity or bonus. Change the Lecture Fee component under Payroll > Configuration > Salary Components if your rules differ.

Which plans have it?

The teaching flag, vacations and vacation duty are in Starter. Guest faculty paid per lecture needs payroll, so it starts in Growth.

Related features

LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.SHIFTS, OFFS AND HOLIDAYSWeekly offs and holiday calendarsSet weekly offs such as Sundays plus the 2nd and 4th Saturdays, and half-day offs, for whoever they apply to. Keep holiday calendars with public and restricted holidays and a yearly quota. Declare a holiday on the day when rain or an emergency closes the site.ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.PAYROLLSalary components, structures and revisionsBuild every salary component on a form and group them into templates. Give each employee a salary by annual CTC or monthly gross with the breakup worked out, and keep every revision with its date.EMPLOYEES AND ORGANISATIONEmployee records with statutory detailsOne record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.

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