A Computerized Payroll System

For GHQ Accounting Center (Quezon City)

A Project
Presented to
The Faculty of the College of Business Administration
University of the East
Recto, Manila

In Partial Fulfillment
of the Requirements for the Subjects
IT Concepts with
System Analysis and Design
(BCO 113 BMC)

By

ADECER, MONIQUE Z.
COMPE, PRINCESS DIANA O.
JOSE, MARY JEUNNE MYCA
LOMBOS, CATHERINE L.
MALAGONIO, GIARA JIAN B.

Prof. Marlyn P. Buendia

Professor

October 08, 2015

TABLE OF CONTENTS

LIST OF FIGURES

LIST OF TABLES

ACKNOWLEDGEMENT
First of all we would like thank the GHQ Accounting Center for allowing us to make this project
possible and be our target company. The first person we would like to thank is Mrs.Nerie Compe
the accountant Chief of the company GHQ Accounting Center for answering our questions about
their company and helping us to finish our project. Our professor, Ms. Marlyn Buendia, for the
patience and guidance throughout this project.
And also we would like to thank Ms. Catherine Lombos for being a good leader and making this
proposal work and Ms. Princess Compe for understanding all the conflict of our project and
helping Ms. Lombos to finish this project. Also the special participation of Ms. Jose, Ms. Adecer,
and Ms. Malagonio for helping with some details in this project. At the end we know we did our
best to make this proposal possible. God bless.

ABSTRACT

The researchers who proposed this kind of system are Catherine Lombos,
Princess Diana Compe, Monique Adecer, Myca Jose and Giara Jian Malagonio.
The objective is to maintain an organized compilation and computation
of payroll. Our objective is to develop a system which will be a great help in
decreasing the mixing up of data sang misunderstanding. Over view for the
payroll system there are some companies have workers that receive
commissions in addition to salaries. In these companies, including
commissions in employee salaries is a part of payroll administration. For
some companies, it also involves assigning exempt or non-exempt status to
workers, adding bonuses into paychecks, calculating overtime payments, and
adhering to applicable employment laws.

I.SYSTEM OVERVIEW

Introduction
The computer nowadays is a basic need for business or companies. It helps a lot in such a
way it makes work more progressive and productive. It is an important thing that a company or
small business should have because it helps a lot in many ways such as organizing, storing and
manipulating data. Having computer programs may help a company grow bigger and be
competitive in the flow of the business world. The companies nowadays uses computer literate
and very competitive in the business.
A computerized payroll system involves everything that has to do with the payment of
employees and the filing of employment taxes. This includes keeping track of bonus, calculating
wages, withholding taxes and other deductions, printing and delivering checks and paying
employment taxes to the government.
One of the best features of a computerized payroll system is that it is capable of accurate
timekeeping system. With a time clock, an employees in and out times can be transferred to the
payroll software automatically.
Background of the Study
The GHQ accounting enter is a company which engages in making payroll, computing
deductions, recording transactions, keeping records of inflows and outflows of cash , and many
more accounting activities an accounting firm does. Handling records with lots of figures is
complicated. An individual might commit errors in the process of recording and due to deadlines;
he/she might not be able to recheck it. Computing and writing digits is not an easy task. One error
and it can affect many individuals, many factors. With that, we develop a Payroll system that can
help to lessen the struggles the company is facing. It will be a big help in computing deductions
and dealing with computations. Rechecking errors and security will no longer be a problem.

Objectives of the Study

General Objectives
The general objective of the study is to design a Computerized Payroll System for GHQ
Accounting Center, a system that will help easy preparation of Payroll System.
Specific Objectives
Specifically, the study aimed to:
To minimize the manual checking of each daily time records of the employee.
To be able to keep and generate accurate report on employees income for GHQ
Accounting Center.
Help Admin division to easily encode salary.
To set performance goals, an organization could measure the amount of work conducted
versus the amount of payroll.
To develop a module that will monitor the status of employees loan and other deductions
such as cash advances and charges.

Importance of the Study

The system entitled Computerized Payroll System for GHQ Accounting Center can help
the company especially the accountant to compute the salaries and taxes of the employees and
to easily recognize the deductions needed by the company to the employees. By the help of this
system, the GHQ Accounting Center will easily record all that is involved in the payroll because of
the improvement that the researchers will conduct.
Scope and Limitation of the Study
The system Computerized Payroll System for GHQ Accounting Center that covers the
process of preparing the pay slip of each employee, monitors loans, keeping the records and
easily computes the basic pay, regular overtime pay, overtime with night differential pay, pay
during day off, special and legal holiday pay, gross pay, SSS contributions, Phil health
contributions, Pag-ibig contributions, admin fee, cash bonds, loans, cash advances, charges
deductions and net pay.
The system cannot generate report of appraisals and evaluation reports of the
employee because it was not included in the system. The system will only be used for payroll
transactions by the GHQ Accounting Center. It will not be employed in any other office or unit
other than the center.

II. Company Background

Company Profile

Name: GHQ ACCOUNTING CENTER

Address: GENERAL HEADQUARTERS ARMED FORCES OF THE PHILIPPINES Camp
General Emilio Aguinaldo, Quezon City
Contact Info: 911-60-01 Loc. 6639/6139
Company History
The GHQ Accounting Center was formerly named Accounting office. This was created
in 1959, purposely to provide Accounting services to AFP units and offices for the
accomplishment of the AFP. It also caters service to active military and non-active military
personnel (pensioners) in the AFP. The GHQ Accounting Center was created in 2004 with the
same functions but adopting numerous reforms to be transport, effective and efficient government
service provider to the AFP.

Mission Statement
To provide accounting services to the AFP by supervising the preparation of auditable
financial statements and to deliver accurate, timely, and relevant financial information
concern past operations and present conditions as basis for guidance for future
operations and management decision making.

Products and Services

Organizational Chart and Structure

III. Existing System Analysis

Cause and effect analysis

Activity Diagram

IV. ITInfrastructure Analysis

Existing Hardware and Software

Hardware and Software Requirements for the Proposed System

V. System Design
System Flowchart

Use Case Diagram

Input password

Input information. Data

will be processed by the
site
Chief Accountant

Prints the info and give

salaries according to the
data printed
Signs the document and
receives salary

Employee

Figure 8 Shows the Use Case Diagram. It shows that the Chief Accountant will have the access
in the system that will compute the salaries of the employees.

Context Level Diagram

Data Flow Diagram
User Interface
VI. Summary and Recommendation
Appendices
Bibliography
Researchers Profile