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DESIGN AND IMPLEMENTATION OF
STATE CIVIL SERVICE PAYROLL
ACCOUNTING SYSTEM
(A CASE STUDY CIVIL SERVICE COMMISSION ENUGU)
TABLE OF CONTENT
Title page
Certification
Dedication
Acknowledgement
Abstract
Organization of the work
Table of content
CHAPTER ONE
1.1
Introduction
1.2 Statement of problem
1.3 Objective of the study
1.4 Scope of the study
1.5 Limitation of the study
1.6 Definition of terms
CHAPTER TWO
2.1 Literature review
2.2 Definition of payroll accounting
2.3 Payroll accounting
2.4 Component of payroll system
2.5 Transaction processing system
2.6 Computer application in business administration and
management
CHAPTER THREE
3
System methodology and design
3.1 Analysis of the existing system
3.2 Methodology
3.3 Feasibility study
3.4 Overall chart diagram of the old system
3.5 Weakness of the present system
3.6 Expectation of the new system
CHAPTER FOUR
System design and implementation
4.1 Introduction
4.2 High level of model
4.3 System specification
4.3.1
Database specification
4.3.2
Program flowchart
4.3.3
Overall data flow diagram of propose solution
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4.4 Choice of justification of programming language
4.5 Hardware and software specification
4.5.1
Software requirement
4.5.2
Hardware requirement
4.6 System implementation
4.6.1
Changeover procedure
4.6.2
User manual
4.6.3
Training and retraining of staff
4.7 System maintenance
CHAPTER FIVE
5.1 Summary
5.2 Conclusion
5.2 Recommendations
References
Appendix a
Appendix b
CHAPTER ONE
1.1 INTRODUCTION
Computer, the versatile data processing machine has
been found very useful in every human endeavour since its
incursion into many fields of study, industry, business, sciences
and technology in general. Payroll is being prepared by
organization, committees, governments and other business
firms, it is also part of account department, many organization
concern. It is used for the preparation of worker’s salary daily,
weekly
or
monthly.
The payroll module which helps in data processing,
processes monthly pay of all the employees in state civil
service
commission.
The
module
maintains
staff
loans,
advances, tax and other deductions from staff pay. It also
performs annual increment on the salary of qualified staff each
month. The payroll list every employee for whom the computer
has produced a payroll cheque and shows for each employee
what deductions are subtracted from gross earnings to arrive
at net pay. This report is reviewed by the manager of the
payroll department before the cheques are released for
distribution.
1.2 STATEMENT OF PROBLEM
Over the years, manual method of payroll has been
used. This method has its problems. It has been proven to be
very ineffective and inefficient. Some of the problems are
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1. The job of preparing salary payment manually is tedious
causes delay
2. As a result of the problem above, manual method have a
lot of discrepancies.
3. These methods encourage fraud figures are easily
manipulated and changed.
4. The manual method requires people who are competent in
mathematics related computation to do a reliable job. As a
result people of such are very scarce
1.3 OBJECTIVES OF STUDY
The study aims at designing a payroll accounting system
that will help to eliminate mistakes, delay and frauds
associated with manual calculation of workers salaries and
entitlements
1.4 SCOPE OF THE STUDY
The study aims at designing and implementing a state
civil service commission payroll accounting system Enugu
1.5 LIMITATIONS
In the process of carrying out this research work, some
factors tried to hinder the free flow of work. These factors
include
1. TIME: Time factors in the sense that the semester was
short and as a result combining this work with studies was
tedious.
2. FINANCE: Finance were rather on the lean side and as a
result it affected the carrying out of the research in that
monetary commitment was needed for going to the case
study, photocopying document, browsing etc.
3. LUKWARM ATTITUDE OF THE STAFF: The staff of the
payroll department were rather hostile and aggressive
owing to the fact that the felt if this activity is
computerized they might lose their jobs to the compute
ASSUMPTIONS
If the designed new system is implemented it may
improve and to a large extend enhance the activities of
processing staff salary payment in state civil commission Enugu
Office
The workers will be relieved by the tedious tasks facing
them in the discharging of their duties. They will have more
time to themselves and also increase their standard of work
1.6 DEFINITION OF TERMS
Some of the terms used in this project work area are as
defined below:
PAY REGISTER
This is listing of the wages or salary due to employee for pay
period.
PAY PERIOD
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This means the number of days or weeks for which employee
salaries and wages are usually accumulated.
WAGES
This is the Consideration given to employees who provides
their services for an hourly rate.
SALARY
This refers to the remuneration of crewing to the employee
work at administrative management or clerical level for
monthly or annual pay period.
CROSS PAY
This is the sum total amount of employee pay before
deduction.
PAYROLL
Wikipedia defines this as the sum of all financial records of
salaries for employees, wages, bonuses and deduction.
NET PAY
This is the final salary amount that will be given to the
employee after the deductions.
DEDUCTION
This means withholdings from the gross pay for employee.
PAYROLL TAXES
Taxes generally levied by Government base on the salary for
the Nation building.
PAYROLL LEDGER
This is a table that shows the calculation pay of employees and
the month in which they earned the pay.
PENSION
According to Wikipedia Online Dictionary, “A regular payment
made during a person’s retirement from an investment fund to
which that person or their employee has contributed during
their working life.”