📖 GovPay User Guide & Testing Reference

🏛ī¸ Avuetech GovPay

CPC-Compliant Government Payroll System

Complete workflow guide with testing checkpoints

đŸ‘Ĩ

User Roles & Access

👤 Admin / HR Manager

  • Manage employees
  • Process payroll
  • Approve leaves
  • Generate reports
  • Configure CPC rules
  • Handle advances
  • Manage contract staff
  • System backup

🧑‍đŸ’ŧ Employee (ESS)

  • View payslips
  • Apply for leave
  • Check leave balance
  • View tax computation
  • View NPS statement
  • View profile
🔐

User Login

Admin Login

Navigate to /auth/login and enter admin credentials

</> POST /api/auth/login

Employee Login (ESS)

Navigate to /ess/login and enter employee credentials

</> POST /api/ess/login

✅ Testing Checklist

Admin login works with valid credentials
Employee login redirects to ESS portal
Invalid credentials show error message
Token stored and auth headers sent
⚙ī¸

Initial Setup

👤 Admin

Create Organization

Set up organization details: name, address, TAN, PAN, etc.

</> POST /api/organizations

Configure CPC

Select CPC version (7th/8th), set HRA city category, verify pay matrix

</> GET /api/cpc/pay-matrix

Set Current DA

Add current DA percentage with effective date

</> POST /api/cpc/da-revisions

Configure Leave Types

Review default leave types (CL, EL, HPL, etc.) or add custom types

</> GET /api/leave/types
💡

Tip: Pay matrix data for 7th CPC is pre-seeded. You only need to add DA revisions.

✅ Testing Checklist

Organization created successfully
Pay matrix loaded with all levels (1-18)
DA revision added with correct percentage
Leave types configured (8 default types)
đŸ‘Ĩ

Employee Management

👤 Admin

Add Employee

Enter details: Name, DOB, DOJ, Pay Level, Cell, Department, Designation

</> POST /api/employees

Set Pay Details

Select Pay Level (1-18), Cell number. Basic pay auto-calculated from matrix.

Add Bank & Tax Info

Bank account, IFSC, PAN, NPS PRAN number

Create User Account

Auto-generate login credentials for ESS portal access

Pay Level Entry Pay (7th CPC) Max Pay
Level 1₹18,000₹56,900
Level 7₹44,900₹1,42,400
Level 10₹56,100₹1,77,500
Level 14₹1,44,200₹2,18,200

✅ Testing Checklist

Employee created with unique code
Basic pay matches pay matrix
Leave balance initialized
ESS login credentials generated
💰

Payroll Processing

👤 Admin

Create Payroll Run

Select month and year for processing

</> POST /api/payroll/runs

Process Salaries

System calculates: Basic + DA + HRA + TA - NPS - TDS = Net

</> POST /api/payroll/runs/:id/process

Review & Approve

Check salary details, make corrections if needed

Lock Payroll

Finalize payroll - no further changes allowed

</> POST /api/payroll/runs/:id/lock
📝

Salary Components: Basic Pay + DA (% of Basic) + HRA (% of Basic+DA based on city) + TA (fixed) - NPS (10%) - Income Tax

✅ Testing Checklist

Payroll run created successfully
DA calculated correctly
NPS deduction = 10% of Basic+DA
Payslips generated for all employees
Locked payroll cannot be edited
📋

Leave Administration

👤 Admin

View Applications

Review pending leave applications from employees

</> GET /api/leave/applications

Approve/Reject

Process applications with comments

</> PUT /api/leave/applications/:id/approve

Year-End Process

Carry forward EL balances, reset CL, HPL etc.

</> POST /api/leave/year-end-process
Leave Type Code Entitlement Carry Forward
Casual LeaveCL8 days/yearNo
Earned LeaveEL30 days/yearYes (max 300)
Half Pay LeaveHPL20 days/yearYes (unlimited)
Child Care LeaveCCL730 days totalLifetime limit

✅ Testing Checklist

Applications list shows pending items
Approve deducts from balance
Reject restores balance
Year-end process carries EL forward
📊

ESS Dashboard

🧑‍đŸ’ŧ Employee

After logging in, employees see their personal dashboard with:

  • Latest salary summary
  • Leave balance overview
  • Pending leave applications
  • Quick links to payslips, tax info, NPS
</> GET /api/ess/profile

✅ Testing Checklist

Dashboard loads employee data
Leave balance displayed correctly
Recent payslip shown
📄

View Payslips (ESS)

🧑‍đŸ’ŧ Employee

View Payslip List

See all payslips by month/year

</> GET /api/ess/payslips

View Payslip Detail

Full breakdown: Earnings, Deductions, Net Pay

</> GET /api/ess/payslips/:id

Download PDF

Generate printable payslip

✅ Testing Checklist

Payslips listed by month
Detail shows correct breakdown
Net salary matches calculations
📅

Apply for Leave (ESS)

🧑‍đŸ’ŧ Employee

Check Balance

View available balance for each leave type

</> GET /api/ess/leave/balance

Submit Application

Select type, dates, reason, and submit

</> POST /api/ess/leave/apply

Track Status

View application history and status

</> GET /api/ess/leave/history
⚠ī¸

Note: Cannot apply for more days than available balance. System validates automatically.

✅ Testing Checklist

Balance shows correct entitlement
Application submitted successfully
Cannot exceed available balance
Status updates after approval
📈

Reports

👤 Admin
Report Purpose API
Form 24Q Quarterly TDS return for salaries GET /api/reports/24q
Form 26Q TDS on contractor payments GET /api/contract-staff/reports/26q
LPC Last Pay Certificate for retiring employees GET /api/lpc/:employeeId
Salary Register Monthly salary statement GET /api/reports/salary-register

✅ Testing Checklist

Form 24Q generates with all employee TDS
LPC shows complete service history
Salary register totals match
đŸ“Ĩ

Data Import

👤 Admin

Download Template

Get Excel template for employees, pay data, or leave balances

</> GET /api/import/template/:type

Fill Data

Enter data following template format

Upload & Validate

System validates data before import

</> POST /api/import/employees

Review Errors

Fix any validation errors and re-upload

✅ Testing Checklist

Template downloads correctly
Valid file imports successfully
Invalid data shows error messages
Duplicate handling works
💾

Backup & Restore

👤 Admin

Create Backup

Manual or scheduled database backup

</> POST /api/backup

Download Backup

Download backup file for offline storage

Restore

Restore from a previous backup (caution: replaces current data)

</> POST /api/backup/:id/restore
⚠ī¸

Warning: Restore operation replaces all current data. Always create a backup before restoring.

✅ Testing Checklist

Backup created successfully
Backup file downloadable
Restore works correctly
Auto-backup schedule configurable
✅

Complete Testing Checklist

Pre-Deployment Verification

🔐 Authentication

Admin login/logout
Employee ESS login
Token refresh
Role-based access control

đŸ‘Ĩ Employee Management

Add new employee
Edit employee details
Pay level/cell selection
Basic pay auto-calculation

💰 Payroll Processing

Create payroll run
Process salaries
DA calculation correct
NPS deduction (10%)
TDS calculation
Lock payroll

📅 Leave Management

Employee can apply leave
Balance checked before apply
Admin can approve/reject
Balance updated on approval
Year-end carry forward

📈 Reports

Form 24Q generation
LPC generation
Salary register
Payslip download

🔧 Admin Functions

Excel import works
Backup creates successfully
Restore works
Advance management
Contract staff payroll