Staff residents with rent deducted from salary
For a working hostel run by an employer, or a property that houses its own staff. Tick Pay by Salary on the stay, and the resident's charges are not invoiced. The next payslip deducts them in one Hostel line, as far as the net pay goes, and the exit settlement recovers the rest.
PLANSScale onlyWith SmartMy HRMS
The problem it solves
- Employees living in the company's working hostel are sent rent invoices they forget to pay.
- The property office mails a list to payroll each month, and payroll types it in again.
- An employee leaves owing three months' rent, and the final settlement has already been paid.
- A deduction larger than the salary leaves the employee with a negative payslip.
How it works
- On a new stay, choose the Employee. The resident becomes the employee's login and the category is Staff.
- Tick Pay by Salary, which shows once an employee is chosen.
- From then on the resident's own charges, such as rent, electricity, fines and store purchases, are not invoiced.
- The next payslip adds one Hostel deduction for the charges up to its end date, oldest first, as far as the net pay goes.
- What does not fit waits for the next payslip, and the line notes the amount carried.
- Approving the payslip marks the charges Deducted from Salary. Undoing the approval brings them back.
- When the employee leaves, HRMS refuses the exit settlement while they are still in house. Charges not yet deducted and unpaid property invoices are deducted there.
Everything it does
On the stay
- Employee: chosen while the stay is Booked; the employee needs a user (Employees > Related User)
- Category Staff and the employee's company as institution
- Pay by Salary: off to start with
- Only charges made after the tick and paid by the resident are taken from salary; parts paid by others stay on their invoices
On the payslip
- Salary component Hostel (code HOSTEL): a deduction, not taxable, outside PF and ESI wages, not part of CTC, not prorated
- One line for all the property charges of the period
- Credits first, then oldest first, only as far as the net pay goes
- The rest is carried, with a note such as 1,200.00 carried to the next month (net pay)
- Store purchases inside the line are booked to the POS Hostel Bill Clearing account in the salary entry
Charges list
- Status Deducted from Salary
- Optional columns By Salary and Payslip in Stay > Billing > Charges
At exit
- Open item: still living in the property, check out of the property first
- Due: Hostel (not yet deducted), the charges no approved payslip took
- Due: Hostel invoices not paid, with the invoice numbers
- With SmartMy POS: Hostel store purchases (not yet deducted) as a due of its own
Who uses it
Front DeskBooks the stay for the employee and ticks Pay by Salary.
PayrollRuns the payslips that deduct the Hostel line and approves them.
HRClears the property at exit before the final settlement.
EmployeeSees the Hostel line on the payslip instead of property invoices.
Where you use it
- Web: the stay (Employee, Pay by Salary); the payslip's Hostel line in SmartMy HRMS; the exit settlement
- Not without SmartMy HRMS payroll: the employee and the payslip come from it
- Not for charges made before the tick: those stay on invoices
- Not a cap per month: the only limit is the net pay of the payslip
- Not renamed yet: forms, fields, reports and messages still say Hostel, such as the Hostel field and Hostel Invoice; the menus say Stay and Properties
What you control
Settings
- Pay by Salary: per stay, off to start with
- Salary component Hostel: ready to use, a deduction
Notifications
- No property invoice messages for charges taken from salary; the employee sees them on the payslip
Works with
SmartMy HRMSNeeded for this page: employees, payroll with salary deductions, and the exit settlement.
SmartMy POSStore purchases on the property bill are taken from salary with the rest.
Questions
What if the property charges are more than the salary?
The payslip deducts only as far as the net pay goes. The rest waits for the next payslip, and the line notes the amount carried.Can an employee leave without clearing rent dues?
No. HRMS refuses the exit settlement while the employee is still in house. Charges not yet deducted and unpaid invoices are deducted in the settlement.Is the property deduction taxed or counted for PF?
No. The Hostel component is a deduction outside taxable, PF and ESI wages and is not part of CTC.We ticked Pay by Salary late. What about last month's rent?
Charges made before the tick stay on invoices. Collect them at the desk, or they are deducted at exit as unpaid invoices.Can a company pay part of the rent and the employee the rest by salary?
Yes. Other payers get their share on their invoices. Only the resident's own share is taken from salary.Related features
BILLINGSeveral payers and employer billingSay who pays what on each stay. A company pays the rent and the resident the electricity, or the company pays 70 % and the employee 30 %. Each payer gets their own invoices, and an employer that leases many beds gets one invoice for all its residents.BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.WITH OTHER SMARTMY PRODUCTSHostel store purchases on the property billWith SmartMy POS, a resident buys at the property's store or snack counter and pays later on the rent bill. Each sale becomes a Store Purchases charge on the stay. It is invoiced with the other charges, and income and tax are not counted twice.CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.