How to Prepare Teachers’ Salary Bills Efficiently
Learning how to prepare teachers’ salary bills is a critical responsibility for Drawing and Disbursing Officers (DDOs) in the education sector. For the 2025-26 academic year, DDOs must follow a structured process to ensure accurate and timely payroll processing for both teaching and non-teaching staff. This guide outlines the essential steps to prepare teachers’ salary bills, focusing on the six required forms, disciplinary case updates, and fixed deposit confirmations. By following these steps, DDOs can streamline payroll management and avoid delays.
The process of how to prepare teachers’ salary bills involves meticulous data entry, verification, and updates to ensure compliance with the School Education Department and Panchayati Raj Department regulations. Whether you’re handling teaching staff under the District Education Officer or non-teaching staff under the Zilla Parishad, this guide will help you navigate the payroll system efficiently. Let’s dive into the step-by-step process to prepare teachers’ salary bills for 2025-26.
Step 1: Record Employee Working Days
The first step in how to prepare teachers’ salary bills is to record the number of days each employee has worked in the given month. This data is crucial for calculating salaries accurately. DDOs must ensure that the attendance records for each teacher and non-teaching staff member are updated in the payroll system. Use the payroll portal to input these details, ensuring no discrepancies in the recorded working days.
Step 2: Update Disciplinary Cases
For teachers, disciplinary cases should be marked as “No” in the payroll system, with the appointing authority set as the District Education Officer (e.g., YSR Kadapa for Kadapa district). For non-teaching staff, such as watchmen or office subordinates, the appointing authority is the Zilla Parishad (e.g., Zilla Parishad YSR Kadapa). If the system shows incorrect details, update them as follows:
- Department: Select “School Education Department” for teachers or “Panchayati Raj Department” for non-teaching staff.
- District: Choose the relevant district, such as YSR Kadapa.
- Appointing Authority DDO Code: For teachers, use the District Education Officer’s DDO code (e.g., 12010308005 for YSR Kadapa). For non-teaching staff, use the Zilla Parishad DDO code (e.g., 12012202104 for YSR Kadapa).
Ensure these details are saved correctly to avoid payroll processing errors. If the district is different, select the appropriate district and corresponding DDO code.
Step 3: Configure Organizing Unit
One of the most critical steps in how to prepare teachers’ salary bills is configuring the organizing unit. This task requires DDOs to log in using their unique user ID and password, which are provided in an Excel sheet containing details for all DDOs across the state. Locate your school’s user ID and password, then log in to verify the list of teachers and non-teaching staff. Ensure the school name matches exactly, as some schools may share similar names. For each employee, select “Not Applicable” for teaching staff and non-teaching staff like watchmen or office subordinates, then update the records.
Step 4: Verify Fixed Deposit Details
Each school’s DDO must maintain a current fixed deposit (FD) account. Understanding how to prepare teachers’ salary bills includes verifying and updating the FD details in the payroll system under the “Add Bank Account Details” section. Confirm the account details, including the bank name, account number, and routing number, to ensure seamless payroll processing. This step is crucial for enabling the regular payroll system to open and process salary bills.
Step 5: Complete Payroll Forms
After completing the above steps, DDOs must fill out the six required payroll forms to finalize how to prepare teachers’ salary bills. These forms cover employee attendance, disciplinary cases, department details, district information, appointing authority, and fixed deposit confirmation. Only after accurately completing and saving these forms will the regular payroll system become accessible. Double-check all entries to ensure compliance with the School Education Department or Panchayati Raj Department guidelines.
Useful Links for DDO Payroll Process
Frequently Asked Questions
Q1: Why is the Regular Payroll not opening?
Payroll opens only after all six forms are completed. Organizing Unit login and FDR details are crucial. Double-check these entries.
Q2: What if there are multiple schools with the same name?
Carefully verify your school’s staff list. Sometimes schools in different mandals/villages share similar names.
Q3: How to find the correct DDO Code?
If unknown, enter your district name in the CFMS portal. It will display all related DDO codes for selection.
