5 ERP-SAP Activities

Keywords

IITB ERP SAP, IIT Bombay payroll system, travel claims, leave management SAP

IIT Bombay has recently deployed leading Enterprise Resource Planning software (ERP) from SAP which provides an IT enabled platform for managing business processes such as purchase, payment, payroll, HR actions as well as estate management. Student life cycle management, however, is handled through the home grown software created by the Application Software Center (ASC). Several other home grown and open source IT systems continue to handle key business processes.

Currently, following IT systems are available to faculty members:

ASC is the system for managing academic processes. Faculty members use this interface for viewing academic programs, courses, bulletin and students related information. The ASC portal allows online submission of course grades and viewing past grading statistics. Access to ASC is available through your LDAP credentials. Helpdesk e-mail is asc.help@iitb.ac.in.
Drona is the IT system that is used for submitting sponsored and consultancy project proposals and managing all project related activities. Drona is integrated with ERP and is independently managed by IRCC. Access to Drona is available through LDAP credentials.
Employee Self Service Portal is the SAP portal to view and manage all personal actions such as leave, salary, staff assessment and various HR actions. This portal is currently undergoing enhancements. The ERP portal requires allocation of user license as well as a SAP user ID which is same as your employee code. Online application form is available on ASC portal for requesting new SAP user id. Helpdesk: helpdesk.hcm@iitb.ac.in.
ERP portal is available to faculty members for managing all purchase and payment activities. This portal allows execution of a variety of transactions and allows faculty members to view status of purchases, payments as well as fund availability in personal projects. ERP portal is accessible through your SAP login credentials. Several ERP support services are available post login on ASC portal through series of interfaces at ASC \(\rightarrow\) ERP Master data \(\rightarrow\) Helpdesks. For more information, contact helpdesk.basis@iitb.ac.in, EDP@iitb.ac.in.
MyIITB is the single sign-on portal from ASC for Institute services. It hosts the online newspaper reimbursement claim (my.iitb.ac.in/b/claims) and a Project Dashboard (my.iitb.ac.in/b/my-projects) showing each of your sponsored and consultancy projects with funds received, expenditure, blocked amount and available balance. Off campus, use the VPN. Use Facility \(\rightarrow\) Incident Reporting on MyIITB to report accidents, near misses, dangerous occurrences and unsafe conditions on campus. You can attach photographs and track the status of your report.
The ASC home page has a Faculty Advisor dashboard. It summarises your advisees by batch, flags those who need attention this semester, and lets you look up any advisee by roll number or name.
Teaching and learning management is handled through the Moodle open source portal which is integrated with ERP servers. Helpdesk: moodle.help@iitb.ac.in.

The following services for specific activities managed by ASC are available through LDAP login:

https://support.iitb.ac.in is the complaints ticketing portal for maintenance related services.
https://surveys.iitb.ac.in is a self-service portal used for creating your own surveys and content sharing pages.
https://portal.iitb.ac.in/IRBS is the interface to book classrooms and view room occupancy/availability.
https://portal.iitb.ac.in/VRP is a portal used for submitting/tracking ERP related service requests

5.1 Using the Employee Portal (ep.iitb.ac.in) for leave, salary and tax

Leave and vacation: apply for leave, including vacation, on the portal. The request goes to the approving authority’s worklist on the same portal, and an ERP workflow email tells them there is a request to approve. (Source: Circular No. F&SS/VACATION/2026 dated 16.03.2026.)
Salary statement and income tax projection: Employee Self Services → ESS Services → Salary Statement and Income Tax Projection. The same screen has Simulate & Compare Tax Details to compare the old and new tax regimes. The simulation does not change your actual investment declarations.
Choosing a tax regime: the new regime applies by default. To switch, go to Employee Self Services → ESS Services → IT Declaration and click Create. The option window is open from the 1st to the 20th of each month, and closes for the financial year from 21 February to 31 March (so the last date is 20 February). Once payroll is processed for the month in which you choose, the regime cannot be changed for that financial year. (Source: User guide for opting Income Tax Regime.)
Investment proofs: the Payroll Section handles actual investment declarations. Around January each year, Payroll asks for original proofs (Section 80C/80D, home-loan interest certificate, etc.) to be handed to your Salary Assistant in the Payroll Section. Queries: payroll@iitb.ac.in, copy to arpayroll@iitb.ac.in.
Form 16: the ERP workflow (sender WF_FORM16@iitb.ac.in) emails it to you, typically in June.
Medical advance: you apply on this portal too; see the chapter on medical facilities.

5.2 Resources for ERP support:

Department storekeeper: For any problem related to purchase and payments from Institute funds.
Departmental ERP helpdesk stationed in each academic unit: For any problem related to purchase from project funds, payment of honorarium to students and finding out project balances.
helpdesk.basis@iitb.ac.in: For ERP password not working, problems with authorization for carrying out ERP transactions.
Helpdesk.hcm@iitb.ac.in: For problems with leave application or any other issue on ESS portal.
All services provided by ASC: asc.help@iitb.ac.in.