DESIGN AND IMPLEMENTATION OF STATE CIVIL SERVICE PAYROLL ACCOUNTING SYSTEM (A CASE STUDY CIVIL SERVICE COMMISSION UYO)


CHAPTER ONE
INTRODUCTION

1.1 BACKGROUND OF THE STUDY
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, in my organizational 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 pays of all the employees in state civil services 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 lists every employee for whom the computer has produced a payroll cheque and shows for each employee what deduction 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 THE 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
1. The job of preparing salary payment in annually is tedious causes delay.
2. As a result of the problem above, manual methods have a lot of discrepancies and raise doubts in the voucher.
3. This method encourages 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 OBJECTIVE OF THE STUDY
The objectives of this study is to design a computerized payroll system for an organization,
1. To design a computerized system for calculating basic salary and allowance of staff.
2. To design a computerized payment platform.
3. To design a system that accurately stores employee data and retrieves payment history when needed.
4. To design a computerized system for tracking vacation time, maternity and paternity leave.

1.4 SIGNIFICANCE OF THE STUDY
The study will aid in reducing errors, fraud, increase speed and also aid growth in organizations if successfully implemented. Manual payroll systems in organizations will be totally eliminated with this computerized system in place. The study will also serve as a guide to other student researchers who may want to conduct further research on the subject matter. Findings and recommendations from this system will aid in developing newer versions to serve optimally.

1.5 SCOPE OF THE STUDY
The study aims at designing and implementing a state civil service commission payroll accounting system Uyo with a particular reference to State Civil Service, Uyo.

1.6 LIMITATION OF THE STUDY
In the process of carrying out this research work, some factors tried to hinder the free flow of work. These factors include
i. Financial constraint- Insufficient fund tends to obstruct the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).
ii. Time constraint- The researcher will at the same time engage in this study with other academic work. This consequently will cut down on the time devoted for the research work.
iii. Lukewarm attitude of the staff: The staff of the payroll department was rather hostile and aggressive owing to the fact that the felt of this activity is computerized they might lose their jobs to the computer.

1.7 DEFINITION OF TERMS
a. Computer: Computer is management and business studies (1979), defined a computer as an electronic device that is capable of inputting and outputting, sorting, storing and retrieved of information stored in it.
b. Payroll: List of employee and all their wages and salaries including their allowance and deductions.
c. Salary: This is usually a monthly payment for regular employment on a yearly basis.
d. Shift Allowance: This is the allowance granted to an employee who works on shift basis.
e. Arrears: This represents the accumulation of staff entitlement.
f. Rent Subsidy: These represent the rent given to an employee for his or her house.
g. Flowchart: It is a pictorial representation of information in data processing by means of symbols and interconnecting linking the generations.
h. Transport Allowance: This is the allowance given to a staff for his transportation to work.
i. A payroll system: Is software which organizes and arranges all the tasks of employee payment and the filing of employee taxes.
j. Payslips: A note given to an employee when they have been paid, detailing the amount of pay given and the tax and insurance deducted.
k. Employer: A person or organization that employs people.
Employee: A person employed for wages or salary, especially at nonexecutive level.
l. W-4 Tax Form: Is a form completed by an employee to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of tax to withhold from an employee’s paycheck.

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