Payroll Command Centre
📅 June 2025 · FY 2025-26
⚠ Jun run not started
Dashboard
Jun 2025 · 152 employees · All modules at a glance
Total Employees
152
Active · Jun 2025
May Net Paid
₹1.07Cr
31 May · All 152
Jun Run Status
Not Started
3 inputs pending
FY TDS Projected
₹68.4L
FY 2025-26
FnF Pending
4
2 overdue
📆
Attendance & Leave
Jun 2025 · cut-off 28 Jun
3 exceptions6 missing
💰
Variable Pay
Q1 FY25-26 · ₹42.6L
3 approvals needed
📊
IT Declarations
124 / 152 submitted
Window open
🧾
TDS & Tax
6 short-deductions
Review needed
🚀
Payroll Run
Jun 2025 · 2/5 ready
Not started
🎁
Flexi Benefits
118 / 152 declared
Window open
📄
Form 16 & Returns
0 / 152 generated
Due 15 Jun
🚪
Full & Final
4 active · 2 overdue
Action needed
Upcoming Compliance Deadlines — Next 30 Days
🔴15 Jun 2025
Form 16 — Issue to employees (FY 2024-25)
TDS certificate · Mandatory by law
🟡07 Jun 2025
TDS Deposit — May 2025 (ITNS 281)
🟡15 Jun 2025
PF ECR — May 2025 · EPFO filing
🔴31 Mar 2025
PT Annual Return — Maharashtra · OVERDUE
Settings & Configuration
Global rules · Statutory rates · All modules
⚠ 3 sections incomplete
Basics
⚙ Payroll Basics✓
📅 Cycle & Calendar✓
📐 Proration Rules!
↩ Arrear Policy✓
🏢 Multi-Entity / Global!
Statutory
🏛 Provident Fund (PF)✓
🏥 ESIC✓
🗺 Professional Tax!
⚖ Labour Welfare Fund✓
🎁 Gratuity✓
📈 NPS / Superannuation✓
Tax
🧾 TDS & Tax Slabs✓
⚖ Tax Regime Policy✓
📊 IT Declaration Windows✓
💼 Perquisites & ESOP✓
📉 ESOP Tax Config✓
Module Rules
🚀 Payroll Run Rules✓
💰 Variable Pay Rules✓
🎁 Flexi Benefit Rules✓
📆 Attendance Connect✓
🚪 Full & Final Rules✓
🏦 Loans & Deductions✓
Outputs & System
📄 Payslip Config✓
🏦 Bank File Formats✓
🗓 Compliance Calendar✓
🔔 Notifications✓
🔐 Access & Roles✓
Payroll Basics
Company, currency, rounding, financial year
Company Legal Name
Used on Form 16, salary certificates and statutory filings
Registered Office State
Determines default PT, LWF jurisdiction
Financial Year Start
Statutory: April for India. Configurable for global entities.
Affects TDS projection, Form 16 period
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
India statutory FY runs April–March. Changing this only affects global entities with different local fiscal years.
Base Currency
₹
Salary Rounding
Applied at each pay item level before summing
Rounding Method
Display Format
Number formatting on payslips and reports
Cycle & Calendar
Frequency, cut-off, payment day
Primary Cycle
Payroll Frequency
How often employees are paid
Payroll Month Definition
When does the salary month begin and end
Custom Range Start Day
of the previous month
Dual Payroll Cycle
Enable Dual Payroll Cycle
Run two separate payroll cycles for different employee groups (e.g., management on 1st, workers on 26th)
⚠ Employees must be in exactly one cycle
Cut-off & Processing Dates
Attendance Cut-off Day
Attendance data must be confirmed by this day of the month
of each month
Payroll Processing Date
Draft payroll is generated on this date
of each month
Payroll Approval Deadline
After this day payroll locks for bank file generation
of each month
Salary Credit Date
Date on which bank file is executed / salary is credited
Holiday / Weekend Handling
If salary credit date falls on a holiday or weekend
Payroll Lock Behaviour
What happens when payroll is locked after approval
Proration Rules
Partial month salary — joiners, exits, LOP
Default Proration Method
Used for mid-month joins, exits and unpaid leave
Critical: affects all variable pay items unless overridden
Monthly Salary ÷ 30 × Days Present
Joining Date Proration
For employees who join mid-month
Exit Date Proration
Per-Item Proration Override
Some pay items may have different proration rules
Override proration per pay item from Pay Item Master → Formula tab. Items like LTA or annual bonus can be set to "no proration".
LOP Deduction Rounding
Per-day deduction computation rounding
Arrear Policy
Backdated salary changes
Arrear Trigger
What events automatically trigger arrear computation
Maximum Backdating Period
How far back arrears can be calculated
months max
Arrear Payout Mode
TDS on Arrear
How TDS is computed on arrear amounts
Section 89(1) Relief
Relief on tax for arrears received in a different year
Negative Arrear Recovery
When salary revision is downward (rare but possible)
Multi-Entity / Global
Separate entities and subsidiaries
Enable Multi-Entity Payroll
Run separate payrolls for different legal entities under the same HRMS instance
Entity Isolation Level
How much data is shared across entities
Current Entities
Acme Technologies Pvt. Ltd. IN
Acme MENA FZE UAE
Acme UK Ltd GB Incomplete
Inter-Entity Transfers
When employee moves from one entity to another mid-year
Expatriate / Shadow Payroll
For employees on secondment between countries
Provident Fund (PF)
EPF, EPS, EDLI rates · UAN · ECR
Registration
PF Registration Number
Printed on ECR and statutory returns
✓ Verified
PF Trust Type
Contribution Rates
PF Wage Ceiling
Statutory ceiling for mandatory PF deduction (currently ₹15,000/mo). Actual wages can be configured for PF on full salary.
Statutory: ₹15,000/month
Once an employee opts for PF on actual wages, they cannot revert to ceiling-based within the financial year.
Contribution Split
Standard statutory split of employer's 12%
Employee EPF
12%
of PF wages
Employer EPF
3.67%
of PF wages
Employer EPS
8.33%
capped at ₹15,000 base
EDLI
0.5%
employer only, capped
PF Admin
0.5%
min ₹500/establishment
Voluntary PF (VPF)
Allow employees to contribute over 12% to EPF
VPF contributions above ₹2.5L/year are taxable on interest earned (Budget 2021). System auto-flags this.
International Workers
Special PF rules for international worker category
New Employee Exemption (Women)
Reduced employer contribution for first 3 years for new woman employees (as per government scheme)
ECR & UAN
UAN Mandatory Check
Block payroll run if any PF-applicable employee is missing UAN
ECR File Format
PF Challan Due Date Alert
Send reminder before 15th of each month
days before due (15th)
ESIC
Eligibility ceiling · Contribution rates
ESIC Registration Number
Gross Wage Ceiling
ESIC applies only if employee gross ≤ this amount
Statutory: ₹21,000/month
₹
per month
⚠ Do not change — statutory value
Contribution Rates
%
%
Contribution Period Handling
ESIC uses April–September and October–March contribution periods, not financial year
⚠ Mid-year ceiling crossing — see note
Once an employee crosses ₹21,000 within a contribution period, ESIC continues until period end, then stops for the next period. New employees are covered for the full contribution period regardless of joining month.
ESIC Dispensary / Branch Mapping
Map office locations to nearest ESIC dispensaries (for IP card)
Professional Tax
State-wise slabs · Remittance tracking
PT Applicability
PT applies based on the state where the employee works (work location), not the company's registered state
Multi-State Employees
For employees working across multiple states in a year
Active States
Select states where your employees are located
Maharashtra
₹200/mo · ₹2,500/yr cap
Karnataka
Slab · ₹2,400/yr max
West Bengal
Slab · monthly
Tamil Nadu
₹208.33/mo
Andhra Pradesh
Semi-annual · ₹2,500/yr
Telangana
Semi-annual · ₹2,500/yr
Kerala
₹200/mo
Gujarat
Slab
Madhya Pradesh
₹208/mo
PT Registration Numbers
PT as Income Tax Deduction
PT is deductible under Section 16(iii) — include in TDS computation
Labour Welfare Fund
State-wise annual contributions
LWF Active States
LWF is not applicable in all states. Not applicable in Delhi, Rajasthan, Jharkhand, etc.
| State | Employee (₹) | Employer (₹) | Frequency | Due Month | Active |
|---|---|---|---|---|---|
| Maharashtra | June | ||||
| Karnataka | Dec | ||||
| Tamil Nadu | Dec |
LWF for Contract Employees
Gratuity
Formula · Eligibility · Tax exemption
Eligibility Threshold
Minimum continuous service for gratuity eligibility
Statutory minimum: 5 years
years continuous service
4 Years 240 Days Rule
For employees in mines / covered by Maternity Benefit Act, 4 years 240 days = 5 years
Gratuity Formula
Statutory formula under Payment of Gratuity Act
= 15 × Last Drawn (Basic + DA) ÷ 26 × Years of Service
Max tax-free gratuity: ₹20,00,000. Amount above this is taxable.
Components in "Last Drawn Salary"
Select which pay items constitute Basic + DA for gratuity
Gratuity Funding Type
Provision Accounting
Create monthly gratuity provision in payroll journal
4.81% = 15 ÷ 26 × 12 months × 1/12 per month provision
Deceased Employee
Gratuity payable on death regardless of years of service
NPS / Superannuation
80CCD(2) employer contribution
NPS Tier 1
Mandatory NPS under Corporate NPS model
% of Basic+DA
% — 80CCD(2) exempt
Employer NPS contribution up to 10% of Basic+DA is exempt under Section 80CCD(2) in both old and new tax regime.
Superannuation Fund
Employer superannuation — exempt up to ₹1.5L/year. Excess treated as perquisite.
% of Basic
TDS & Tax Slabs
New / Old regime slabs · Projection method · Cess
TDS Projection Method
How monthly TDS is computed from projected annual income
Re-projection is more accurate but can cause large swings in Feb/Mar if declarations change late. Recommended for accuracy.
Standard Deduction
Auto-applied standard deduction under Section 16
₹
New regime FY 2024-25 onwards
⚠ Verify annually — update per Budget
Short Deduction Recovery Cap
Max additional TDS that can be recovered in a single month when short deduction detected (prevents salary going near-zero)
% of gross salary per month max
Regime Change Handling
When employee switches regime mid-year
Previous Employer Income
Form 12B — include previous employer salary and TDS in projection
TDS Challan Tracking
Track ITNS 281 challans — BSR code, date, amount
Form 24Q Generation
Quarterly TDS return data
Tax Regime Policy
Default regime · Lock deadline · Auto-recommendation
Default Regime
Applied to new employees and those who haven't declared a preference
Employee Opt-In Window
When employees can declare or change their regime
Auto-Recommendation Engine
System compares both regimes and recommends the more beneficial one
New Regime — Applicable Deductions
Only certain deductions apply under the new regime
New regime exemptions update annually with the Union Budget. Admin must review and update these after each Budget announcement.
IT Declaration Windows
Projected + Proof windows · Section limits
Projected Declaration Window
Period when employees can submit projected declarations used for TDS spread
to
Actual Proof Submission Window
Period when employees must submit documentary proof
to
Proof Submission Mandatory
If proof not submitted by deadline
Section-wise Limits
Statutory caps enforced by system (employee cannot over-declare)
| Section | Annual Cap (₹) | Active |
|---|---|---|
| 80C (PF, PPF, ELSS, LIC, principal…) | ||
| 80D (Medical insurance) | ||
| 80E (Education loan interest) | No limit | |
| 80G (Donations) | 50%/100% per org | |
| 80GG (Rent — no HRA) | ||
| 80CCD(1B) — Additional NPS |
HRA Exemption Config
City classification for 50% vs 40% HRA rule
All other cities default to 40%. Managed via work location → city classification.
LTA 4-Year Block Tracking
LTA exemption allowed twice in a 4-year government-defined block
Current block: 2022–2025. Next block: 2026–2029
Perquisites & ESOP
Valuation rules · Sec 17(2) rates · ESOP FMV
Company Car Perk Valuation
Furnished Accommodation Perk
% of salary
% of salary or actual lease (lower)
Meal Coupon Tax Treatment
Phone / Internet Reimbursement
ESOP Tax Config
FMV source · Startup deferral · Sec 80-IAC
Perquisite Valuation
Perquisite = (FMV on exercise date − Exercise price) × shares exercised
Perquisite = (FMV − Exercise Price) × Shares Exercised
TDS on ESOP Perquisite
TDS deducted in month of exercise under Section 192
Startup TDS Deferral (Section 80-IAC)
Eligible startups can defer ESOP TDS to: 5 years from exercise, OR sale of shares, OR exit from company — whichever is earliest
Deferral tracking requires recording each exercise event, the 5-year window, and triggering TDS when the earliest deferral event occurs. Maintain deferred TDS register per employee.
Payroll Run Rules
Maker-checker · Negative salary · CFO threshold
Pre-Run Checklist — Block if not met
Mandatory Pre-Run Checks
Payroll run is blocked unless all checked items pass
Approval Workflow
Maker-Checker Enforcement
The person who runs payroll cannot be the same as the approver
Approval Levels
Exception Handling
Negative Net Pay Policy
If deductions exceed gross salary for an employee
⚠ Never disburse negative amount
Recovery Carry-Forward Cap
Max deductions that can be recovered in any future month
% of net salary per month
Zero Salary Employees
Employees with zero working days (new joiners with future DOJ, etc.)
Supplementary Payroll
Off-Cycle / Supplementary Runs
For FnF, mid-month payouts, corrections after lock
Variable Pay Rules
Global TDS method · Clawback · Approval thresholds
Statutory Bonus (Payment of Bonus Act)
Mandatory for establishments with 20+ employees. Applies to employees earning ≤ ₹21,000/month
%
%
Incentive Payout TDS Handling
Variable Pay Taxability Override
Per-payout taxability flag (some spot awards may be non-taxable)
Flexi Benefit Rules
Pool basis · Year-end policy · Mid-year change rules
Enable Flexi Benefit Module
Employee Selection Window
When employees can choose or change their benefit basket
Payout Mode
Year-End Handling
If employee hasn't used full flexi pool
Claim-Based Components
Components that require bill submission (LTA, medical)
Attendance Connect
Data source · Sync · LOP rules · Late mark policy
Attendance Data Source
Auto-Sync Trigger
LOP-Triggering Leave Types
Select leave types that result in loss-of-pay deduction
Half-Day LOP
Overtime Pay Rules
× per-day rate
Full & Final Rules
Statutory timelines · Notice recovery · Gratuity deadline
FnF Components to Auto-Compute
Leave Encashment Formula
= (Basic + DA) ÷ 26 × Privilege Leave Balance
Tax-free leave encashment cap: ₹25,00,000 (Budget 2023 revision)
Notice Pay Configuration
FnF Payroll Lock
FnF must be processed separately from monthly payroll
Form 16 on Exit
Deceased Employee FnF
Loans & Deductions
Recovery priority · Max cap · Carry-forward
Recovery Priority Order
When net salary is insufficient, deductions are recovered in this order
1 Statutory (PF, ESIC, PT)
2 Court attachments / garnishments
3 TDS
4 Loan EMIs
5 Salary advances
6 LOP excess recovery
Maximum Deduction Cap
Protect minimum salary floor — no deduction can bring net below this
% of gross (max recoverable per month)
Interest on Loans
FnF Loan Recovery
Payslip Config
Layout · Password · Distribution method
Payslip Layout Template
Company Logo on Payslip
Components Visibility
Payslip Distribution
Multi-Language Support
Bank File Formats
NEFT/RTGS format · Debit account · Narration
Primary Salary Account Bank
File Format
Multiple Bank Accounts
Employees with multiple bank account splits
International SWIFT/ACH
For global entities paying overseas employees
Compliance Calendar
Filing deadlines · Alert lead times
Compliance Deadlines
System-tracked deadlines with configurable alert lead times
PF ECR
Due: 15th of each month
Alert days before
ESIC Return
Due: 21st of each month
Alert days before
TDS Deposit
Due: 7th of each month
Alert days before
Form 24Q
Due: Quarterly
Alert days before
PT Challan
Due: State-specific
Alert days before
Form 16
Due: 15 Jun each FY end
Alert days before
Alert Recipients
payroll@acme.com ×
finance-head@acme.com ×
cfo@acme.com ×
Also alerts the logged-in admin user by default
Notifications
Who gets alerted, when, via which channel
Employee Notifications
Payslip Ready
Investment Declaration Window Open
Proof Submission Deadline Reminder
days before deadline
TDS Spike Alert
When monthly TDS changes significantly from previous month
% month-on-month
Admin Notifications
Payroll Exception Alerts
Access & Roles
View · Run · Approve · Settings permissions
Payroll Admin
Full access — configure, run, approve, export
Priya Sharma (Head-HR) ×
Payroll Maker
Can run payroll, cannot approve
Anita Rao (Payroll Exec) ×
Payroll Checker / Approver
Can approve — cannot be same as maker
Vikram Menon (CFO) ×
Payroll Viewer (Read-Only)
Accounts Team ×
Audit Trail
Data Export Restrictions
CORE
STATUTORY
TAXATION
PROCESSING
OUTPUTS
Pay Items & Salary Structures
Pay Item Master
Salary Structures
CTC Fitment Tool
Pay Item Master
All earnings, deductions and statutory components. Statutory rates are configured in ⚙ Settings.
ℹ Statutory rates (PF %, ESIC %, PT slabs, TDS slabs) are in ⚙ Settings → Statutory. This master defines formula, categorisation and payslip display only.
All Pay Items (18)
| Pay Item | Type | Formula / Basis | Taxable | PF Applicable | In Gross CTC | ESIC | Status | |
|---|---|---|---|---|---|---|---|---|
| Basic Salary | Earning | Fixed or % of CTC | Fully taxable | Yes | Yes | Yes | Active | |
| HRA | Earning | 40–50% of Basic | Partially exempt | No | Yes | Yes | Active | |
| Special Allowance | Earning | CTC balance (auto) | Fully taxable | No | Yes | Yes | Active | |
| LTA | Earning | Fixed per grade | Sec 10(5) exempt | No | Yes | No | Active | |
| Meal Vouchers | Earning | ₹50/meal × working days | Exempt ₹50/meal | No | Yes | No | Active | |
| Employee PF (12%) | Statutory | 12% of Basic+DA | 80C deduction | Auto | No | No | Active | |
| TDS | Statutory | TDS engine (from Settings slabs) | N/A | No | No | No | Active | |
| Professional Tax | Statutory | State slab (from Settings) | N/A | No | No | No | Active |
8 of 18 pay items ·
Salary Structures
Grade-wise templates · CTC integrity check · Employee assignment
| Structure | Grade | Annual CTC | Monthly Gross | Est. Net/mo | Proration | Employees | Effective | Status | |
|---|---|---|---|---|---|---|---|---|---|
| Grade A — Standard | Grade A | ₹12,00,000 | ₹82,500 | ₹71,000 | ÷30 | 48 | 01 Apr 2025 | Active | |
| Grade B — Standard | Grade B | ₹7,20,000 | ₹53,000 | ₹44,800 | ÷30 | 61 | 01 Apr 2025 | Active | |
| VP — Senior Management | VP Band | ₹48,00,000 | ₹2,00,000 | ₹1,50,600 | ÷30 | 12 | 01 Apr 2025 | Active |
3 active structures · 152 employees mapped
CTC Fitment Tool
Enter annual CTC and preview the salary split across all components
Enter CTC → Compute Split
Basic: ₹40,000 · HRA: ₹20,000 · Special: ₹16,700
LTA: ₹2,083 · Meal: ₹2,200 · Tel: ₹1,500
Emp PF: −₹4,800 · TDS: −₹3,905 · PT: −₹200
→ Estimated Net: ₹73,578/month
CTC Integrity Check
Total Earnings₹82,483
Employer PF (13%)₹7,200
Gratuity provision₹317
Total CTC₹1,00,000/month
✓ CTC reconciled — zero difference
Attendance & Leave → Payroll
📅 June 2025 · Cut-off: 28 Jun
⚠ 3 exceptions
Dashboard
Employee Detail
LOP Summary
Overrides3
OT & Holiday Pay
Sync Config
Lock & Confirm
March 2025 — Attendance Summary
152 employees · Payroll period: 01 Mar – 31 Mar · Working days: 26 · Cut-off: 28 Mar
Attendance Module
Auto-sync
→
Leave Module
Approved leaves
→
LOP Engine
Compute deductions
→
Override / Review
HR corrections
→
Lock & Confirm
Feed to payroll
→
Payroll Run
Net computation
Present Days (avg)
23.4
of 26 working days
↑ 0.8 vs Feb
LOP Days (total)
47
Across 18 employees
↑ 12 vs Feb
Late Marks
89
24 employees affected
↑ 21 vs Feb
Half Days
34
= 17 LOP days equiv.
↓ 4 vs Feb
OT Hours
312
38 employees · ₹1.84L
↑ 48h vs Feb
⚠ Exceptions Requiring Attention
Must resolve before payroll lock
🔴
Attendance not confirmed for 6 employees
Engineering dept · Biometric data missing for 01–05 Mar
🔴
2 employees: negative present days
Data sync error — attendance > working days
🟡
14 pending leave approvals affecting payroll
Leave in process — treated as LOP until approved
🟡
LOP cap exceeded — 3 employees
Net salary would go negative · Recovery needed
🟢
Ready
OT hours approved — 38 employees
All overtime claims verified and ready
Leave Type Breakdown — Mar 2025
All leave categories and their payroll impact
| Leave Type | Days | Employees | LOP? | LOP Days |
|---|---|---|---|---|
| ELEarned Leave | 68 | 31 | No LOP | — |
| SLSick Leave | 29 | 18 | No LOP | — |
| CLCasual Leave | 41 | 26 | No LOP | — |
| LWPLeave Without Pay | 23 | 11 | LOP | 23 |
| EX-CLExcess Casual | 8 | 5 | LOP | 8 |
| ABUninformed Absent | 16 | 9 | LOP | 16 |
Total LOP days
47 days
Employee Attendance Summary — Top Issues
Sorted by exceptions · Click row for full detail
| Employee | Working Days | Present | Approved Leave | LOP Days | Half Days | Late Marks | OT Hours | Attendance % | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
AP Ananya Patil Engineering · EMP-1041 |
26 | 19 | 3 | 4 | 2 | 5 | 0 | 73% |
LOP | |
RK Rohan Kulkarni Sales · EMP-0872 |
26 | 15 | 5 | 6 | 0 | 2 | 0 | 58% |
LOP + Exc. | |
SM Sneha Mehta Product · EMP-1102 |
26 | 24 | 2 | 0 | 1 | 1 | 8 | 96% |
Clean | |
VN Vikram Nair Finance · EMP-0694 |
26 | 26 | 0 | 0 | 0 | 0 | 12 | 100% |
Clean | |
PS Priya Shah HR · EMP-1008 |
26 | 21 | 4 | 1 | 3 | 0 | 2 | 88% |
Review |
Showing 5 of 152 employees · 18 with LOP · 6 exceptions
Employee Attendance Detail
Full per-employee breakdown · Override individual days · Review leave impact on salary
March 2025 — Day-by-Day View
Click any day to override attendance status
■ Present
■ Absent/LOP
■ Half Day
■ Approved Leave
■ Holiday
■ Late
SUN
MON
TUE
WED
THU
FRI
SAT
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Override — 13 Mar
Leave & Absence Log
| Date / Period | Type | Days | Status | LOP Impact | Approved By | |
|---|---|---|---|---|---|---|
| 06–07 Mar | Earned Leave | 2.0 | Approved | — | Priya Shah · 04 Mar | |
| 13 Mar | Absent (LOP) | 1.0 | LOP Applied | −1 day | Auto · System | |
| 14 Mar | Absent (LOP) | 1.0 | LOP Applied | −1 day | Auto · System | |
| 19 Mar | Half Day (AM) | 0.5 | 0.5 LOP | −0.5 day | Self · ESS | |
| 21 Mar | Absent (LOP) | 1.0 | LOP Applied | −1 day | Auto · System | |
| 22 Mar | Sick Leave | 1.0 | Approved | — | Manager · 21 Mar | |
| Total LOP Days | 3.5 days | |||||
Salary Impact
LOP Computation
Monthly ÷ 30 × LOP days
₹88,333 ÷ 30 × 3.5 = −₹10,306
Monthly Gross₹88,333
LOP Deduction−₹10,306
Late Mark Deduction−₹833
Payable Gross₹77,194
Leave Balance
Earned Leave
8.0
Used 2 this period
Casual Leave
0
Exhausted
Sick Leave
2.5
Used 1 this period
Comp-Off
1.0
Available
Late Mark Policy
Late marks this month: 5
Late marks before LOP: 3 (threshold)
Excess late marks: 2
2 excess × 0.5 day = 1 day LOP
Policy: every 3 late marks = 1 LOP day. Partial: every 2 excess late marks = 0.5 LOP day
LOP Rules Engine
Configure which absence types trigger loss-of-pay, computation methods, late mark thresholds and recovery rules
ℹ LOP rules are company-wide. Proration method (calendar days / working days / fixed 30 / 26) is set per salary structure. The formula used here is: Monthly Salary ÷ Proration Divisor × LOP Days.
Leave Type → LOP Mapping
Define which leave categories trigger LOP deduction
EL
Earned Leave
No LOP
Triggers LOP?
Earned Leave does not trigger LOP. Salary is paid for approved EL days. Balance accrual: 1.25 days/month.
SL
Sick Leave
No LOP
Triggers LOP?
Sick Leave does not trigger LOP within balance limit. Excess sick leave converts to LOP.
Annual Balance
Excess converts to
Medical certificate required after
LWP
Leave Without Pay
Full LOP
Triggers LOP?
LOP Rate
Min Days (trigger)
Max per month
AB
Uninformed Absence
Full LOP
Triggers LOP?
LOP Rate
Escalate after (days)
Show on payslip as
HD
Half Day
0.5 LOP
Triggers LOP?
LOP Units
First half / Second half
Max half days / month
Late Mark Rules
Configure when late arrivals convert to LOP
Enable Late Mark LOP
Convert excess late marks to LOP deduction
Arrivals within grace not counted as late
No LOP for first N late marks
⚠ Payroll admin can override individual late-mark-to-LOP conversions from the Override screen before payroll lock.
LOP Computation — Per Pay Item Override
Some components may not be pro-rated on LOP
By default, all components inherit the proration method from the Salary Structure. Override below for specific pay items that should NOT be deducted on LOP days.
| Pay Item | Default | LOP Override | Reason |
|---|---|---|---|
| Leave Travel Allowance | Pro-rated | Annual disbursement — not daily wage | |
| Meal Coupon | Pro-rated | Benefit — unrelated to attendance | |
| Basic Salary | Pro-rated | Core wage — always pro-rated | |
| HRA | Pro-rated | Linked to basic — always pro-rated |
LOP Simulator
Computed LOP deduction
₹88,333 ÷ 31 × 3.5 = ₹9,974
Payable Gross: ₹78,359
Recovery Rules
When deductions exceed gross
Cap max recovery per month
Never deduct more than X% of gross
% of gross
Carry forward excess LOP recovery
If cap reached, recover balance next month
Zero net salary handling
Never disburse a negative salary
Overrides & Corrections
Manual attendance adjustments · Full audit trail · All changes require reason
Override & Correction Log — March 2025
| Employee | Date | Override | Before | After | Payroll Impact | Reason | Done By | Timestamp |
|---|---|---|---|---|---|---|---|---|
RK Rohan Kulkarni |
08 Mar | Absent → Present | LOP 1 day | Present · Full pay | +₹3,013 | Client visit · Manager confirmed | Priya Shah | 22 Mar · 14:32 |
AP Ananya Patil |
14 Mar | LOP → EL | LOP 1 day | Earned Leave | +₹2,944 | Leave application submitted late · EL balance available | Priya Shah | 24 Mar · 10:15 |
MG Mohan Gupta |
02 Mar | Late excused | Late mark | On time | No impact | Traffic disruption · Metro breakdown | Auto · Policy | 03 Mar · 09:00 |
Overtime & Holiday Pay
OT hours from attendance · Holiday work pay · Comp-off vs cash config · Payout in payroll
OT Pay Configuration
Applied to employees marked eligible for overtime in their salary structure
OT counted only after this many hours
Hours beyond cap not paid
OT Log — March 2025
38 employees · 312 hours · ₹1,84,320 payable
Employee
OT Hours
OT Type
Daily Rate
OT Amount
Payout Mode
Status
Vikram Nair
Finance
12.0 hrs
Weekday
₹2,160
₹3,240
Cash
Approved
Sneha Mehta
Product
8.0 hrs
Holiday
₹3,397
₹6,794
Comp-Off
Approved
Kiran Joshi
Engineering
16.0 hrs
Weekend
₹2,885
₹5,770
Cash
Pending
Showing 3 of 38 · 312 total OT hours
Total: ₹1,84,320
Holiday Pay Rules
If employee works on a holiday
Pay extra (in addition to salary)
Or offer comp-off instead
Holidays this month
15 Mar — HoliNational
25 Mar — Gudi PadwaOptional
Comp-Off Tracking
Comp-offs earned this month will be credited to the Leave module
Comp-offs issued8 employees
Total days credited11.5 days
Comp-offs are credited to Leave module after payroll finalization. Not paid in cash.
⚙
Attendance Sync Configuration
This configuration has been consolidated into Settings & Config to avoid duplication across modules.
Lock & Confirm Attendance for Payroll
Once locked, attendance data is frozen — any changes require supplementary payroll. All exceptions must be resolved first.
Pre-Lock Checklist
All critical items must pass before lock is permitted
✅
Pass
Attendance data synced for all 152 employees
Cut-off sync completed 28 Mar 23:59
❌
6 employees with missing attendance records
Biometric data gap: 01–05 Mar · Engineering dept
❌
2 employees: present days > working days
Data error — must correct before lock
⚠️
14 leave applications still pending approval
These will be processed as LOP unless approved before lock
⚠️
3 employees: LOP deduction > 50% net salary
Net pay would be very low — review recovery policy
✅
Pass
All OT claims reviewed and approved
38 employees · 312 hours · ₹1,84,320
✅
Pass
No negative net salary employees
LOP cap enforcement active
Lock Summary — What Gets Frozen
Total Employees
152
Total LOP Days
47
Total LOP Value
₹2.1L
OT Payable
₹1.84L
Manual Overrides
3
Ready for Payroll
148 / 152
⚠ 2 critical errors must be resolved before locking. Once locked, attendance data cannot be changed — any correction requires a supplementary payroll run in the following month.
Audit Trail
Cut-off sync complete · 152 employees
System · 28 Mar 23:59
3 attendance overrides applied
Priya Shah · 24–26 Mar
OT approved: 38 employees · 312 hours
Priya Shah · 27 Mar
14 leaves still pending
System warning · 28 Mar
Lock attempted — blocked: 2 critical errors
Priya Shah · 29 Mar 10:00
Variable Pay & Incentives
Q4 FY 2024-25 · Jan–Mar 2025
Dashboard
Plan Master
Plan Builder
Payout Processing
Statutory Bonus
Employee View
Approvals3
Variable Pay Dashboard — Q4 FY 2024–25
Jan–Mar 2025 · 4 active plans · Next payout: Quarterly (31 Mar)
Active Plans
4
Sales · Mgmt · Tech · Ref.
Q4 Total Payable
₹42.6L
Across 89 employees
↑ ₹7.2L vs Q3
Avg Payout/Employee
₹47,865
Eligible: 89 of 152
Pending Approvals
3
2 escalated
Blocking payout
Statutory Bonus
₹8.4L
Annual · FY 2024–25
Due Sep 2025
Active Plans — Q4 Status
Click to drill into any plan
📈
Sales Incentive Plan — Q4
28 employees · Revenue target ₹8Cr · Slab-based
₹18.4L
Ready
🎯
Management Performance Bonus
12 employees · MBO-linked · Annual
₹14.2L
Pending Approval
⚡
Tech Team Delivery Bonus
41 employees · Sprint performance · Quarterly
₹7.8L
Ready
🤝
Referral Bonus
8 employees · On-trigger · ₹25,000 per hire
₹2.2L
Ready
TDS Impact — Q4 Payouts
How variable payouts affect monthly TDS spread
ℹ Variable payouts are added to monthly taxable income. By default, TDS is spread over remaining months to avoid salary shock. Employees are alerted when TDS change exceeds 20% of net.
Total Q4 Payout Pool
Gross variable payable
₹42,60,000
Estimated TDS on payout
−₹8,20,000
Net after TDS
₹34,40,000
TDS handling method
⚠ 6 employees will see TDS spike > 25% of net salary this month. System will notify them automatically.
Q4 Payout Preview — All Plans
89 eligible employees · ₹42.6L total
| Employee | Plan | Target | Achieved | Attainment % | Gross Payout | TDS (est.) | Net Payout | Payout Mode | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
VN Vikram Nair Sales · EMP-0694 |
Sales Incentive | ₹80L | ₹94L | 117% |
₹1,40,000 | ₹31,200 | ₹1,08,800 | Merge Payroll | Ready | |
RM Rohit Malhotra Sales · EMP-0831 |
Sales Incentive | ₹60L | ₹47L | 78% |
₹35,000 | ₹7,000 | ₹28,000 | Merge Payroll | Ready | |
PS Priya Singh Management · EMP-0412 |
Mgmt Bonus | MBO Score | 4.2 / 5 | 84% |
₹2,52,000 | ₹75,600 | ₹1,76,400 | Separate | Pending Approval | |
KJ Kiran Joshi Engineering · EMP-1184 |
Tech Bonus | Sprint KPIs | 92% | 92% |
₹27,600 | ₹4,968 | ₹22,632 | Merge Payroll | Ready | |
AM Anil Menon HR · EMP-0278 |
Referral Bonus | Per hire | 2 hires | On-trigger |
₹50,000 | ₹15,000 | ₹35,000 | Separate | Ready |
Showing 5 of 89 employees · ₹42.6L total
Incentive Plan Master
Define reusable plan templates. Each plan governs eligibility, calculation method, payout frequency and TDS handling.
Slab-based
Sales Incentive Plan
Employees
28
Q4 Pool
₹18.4L
Avg Attain.
94%
Active
Taxable
Merge payroll
MBO-linked
Management Performance Bonus
Employees
12
FY Pool
₹38L
Paid Q4
₹14.2L
Active
Taxable
Separate payout
Fixed % of CTC
Tech Team Delivery Bonus
Employees
41
Q4 Pool
₹7.8L
Avg Attain.
89%
Active
Taxable
Merge payroll
Flat Amount
Referral Bonus
FY Triggered
23
FY Total
₹5.75L
Per hire
₹25K
Active
Taxable
Separate payout
Spot Award
Spot Recognition Bonus
FY Awarded
47
FY Total
₹3.2L
Avg Award
₹6,800
Active
Taxable
Merge payroll
+
Create New Plan
Slab · MBO · Fixed · Spot
Plan Builder — Sales Incentive Plan
Define eligibility, calculation method, slab structure, KPI linkage and payout rules
① Plan Identity
Name, type, period and payout schedule
months in period
② Target & KPI Definition
What the employee is measured against
% of target
No payout below this threshold
③ Calculation Method — Slab Structure
Define attainment bands and corresponding payout rates
Payout Rate is applied to the employee's Target Variable Pay (set in salary structure). Example: if TVP = ₹3,00,000/yr and payout rate = 25%, the Q4 payout = ₹75,000.
| # | Attainment (% of target) | From | To | Payout Rate (%) | Payout Basis | Cap (₹) | |
|---|---|---|---|---|---|---|---|
| 01 | Below threshold | ||||||
| 02 | Partial | ||||||
| 03 | Target | ||||||
| 04 | Achiever | ||||||
| 05 | Outperformer |
+ Add Slab Row
④ Payout & Tax Configuration
How and when the incentive is paid, and how TDS is handled
% change in net
Computed formula preview
Payout = TVP_annual × Slab_rate × (Days_in_period ÷ Period_days)
TDS_delta = (Annual_taxable_with_payout − Annual_taxable_without) × tax_rate ÷ remaining_months
TDS_delta = (Annual_taxable_with_payout − Annual_taxable_without) × tax_rate ÷ remaining_months
⑤ Approval Workflow
Who must approve before payout is processed
⚠ Payouts above ₹1,00,000 automatically require CFO sign-off regardless of this setting.
Payout Simulator
Result
Slab appliedAchiever (100–119%)
Rate30%
Q4 Payout (÷4)₹22,500
Est. TDS₹6,750
Net to Employee₹15,750
Validations
✓ Plan name set
✓ 5 slabs defined
✓ Eligibility criteria set
✓ TDS method configured
⚠ No employees assigned yet
⚠ Slab gaps: 79→80 OK, check overlaps
Payout Processing — Q4 FY 2024–25
Upload actuals, validate, compute payouts and route for approval
✓
Select Plan & Period
✓
Upload Actuals
3
Validate & Compute
4
Approval
5
Process Payout
✓ Sales Incentive Plan · Q4 Jan–Mar 2025 · Actuals uploaded on 28 Mar 2025 · 28 employees
Step 2 — Actuals Upload (Done)
📊
Q4_Sales_Actuals_SIP.xlsx — 28 rows · Uploaded 28 Mar 10:14
Columns: Employee ID · Achieved Revenue (₹) · Secondary KPI Score
Step 3 — Validate & Compute Payouts
Review computed payouts before submitting for approval
⚠ 2 validation warnings — review before proceeding
EMP-1032 (Arun K.): Target not uploaded — using last quarter target as proxy
EMP-0881 (Seema M.): Service < 3 months — ineligible. Excluded from payout.
| Employee | Target (₹) | Achieved (₹) | Attainment | Slab | TVP Annual | Gross Payout | TDS (est.) | Net | Override |
|---|---|---|---|---|---|---|---|---|---|
Vikram Nair EMP-0694 |
₹80,00,000 | ₹94,20,000 | 117.8% | Outperformer 40% | ₹3,50,000 | ₹35,000 | ₹10,500 | ₹24,500 | |
Rohit Malhotra EMP-0831 |
₹60,00,000 | ₹47,40,000 | 79.0% | Partial 15% | ₹2,80,000 | ₹10,500 | ₹2,100 | ₹8,400 | |
Arun Kumar Proxy target EMP-1032 |
₹55,00,000* | ₹62,10,000 | 112.9% | Achiever 30% | ₹2,50,000 | ₹18,750 | ₹4,688 | ₹14,063 | |
Seema Mehta Ineligible EMP-0881 |
₹40,00,000 | ₹38,60,000 | 96.5% | Excluded — <3m service | ₹1,80,000 | — | — | — |
26 eligible employees · ₹18,40,000 total gross · ₹3,31,200 TDS
Upload Actuals
Drop actuals file here
XLSX or CSV · Max 5MB
Required columns: Employee ID, Achievement Value, Secondary KPI Score (optional)
Payout Summary
Eligible employees26
Excluded2
Total Gross₹18.4L
Total TDS₹3.31L
Net Payable₹15.09L
Statutory Bonus — Payment of Bonus Act 1965
FY 2024–25 · Applicable to employees earning ≤ ₹21,000/month · Due by 30 Sep 2025
⚠ Statutory bonus is mandatory for establishments with 20+ employees. Payable within 8 months of FY close (Sep 2025 for FY 2024–25). Non-payment attracts penalty under the Act.
Act Configuration
All values as per Payment of Bonus Act 1965 (latest amendment)
₹
Statutory — do not change without legal review
₹
Bonus computed on min(actual, ₹7,000/mo)
%
%
%
Between 8.33% (min) and 20% (max)
working days in FY
Annual Statutory Bonus = min(Basic + DA, ₹7,000) × 12 × Rate%
= ₹7,000 × 12 × 12% = ₹10,080 / employee (at ceiling)
= ₹7,000 × 12 × 12% = ₹10,080 / employee (at ceiling)
Allocable Surplus & Set-On / Set-Off
Act mandates calculation from company's allocable surplus
The Act requires computing allocable surplus from P&L. If surplus is insufficient, prior year Set-On can be used. If surplus exceeds requirement, excess is Set-Off to next year.
Statutory Bonus Computation — FY 2024–25
64 eligible employees · ₹8,41,920
| Employee | Monthly Basic+DA | Calc Base/mo | Working Days | Days in FY | Pro-rate | Bonus Rate | Annual Bonus | Status |
|---|---|---|---|---|---|---|---|---|
Suresh Kale EMP-0321 · Factory floor |
₹9,500 | ₹7,000 (capped) | 306 | 365 | 83.8% | 12% | ₹8,486 | Computed |
Nisha Patel EMP-0445 · Admin |
₹14,000 | ₹7,000 (capped) | 365 | 365 | 100% | 12% | ₹10,080 | Computed |
Ravi Kumar Ineligible EMP-1198 · Joined Feb 2025 |
₹18,000 | — | 28 | 365 | — | — | ₹0 | Ineligible <30 days |
64 eligible · 8 ineligible · ₹8,41,920 total
FY Summary
Eligible employees64
Ineligible (salary > ₹21K)88
Ineligible (<30 days service)8
Bonus Rate Applied12%
Total Liability₹8,41,920
Payout Due By30 Sep 2025
Compliance Reminders
• File Annual Return (Form D) within 30 days of paying bonus.
• Maintain register of employees entitled (Form C).
• Bonus on death/dismissal payable to legal representative.
• Disputes: Labour Court jurisdiction under Industrial Disputes Act.
Employee Variable Pay Summary
All plans · All payouts · YTD · Individual TDS impact analysis
| Employee | Plans Enrolled | Q1 Payout | Q2 Payout | Q3 Payout | Q4 Payout | YTD Variable | YTD TDS on Var. | Statutory Bonus | Total FY Variable | Status | |
|---|---|---|---|---|---|---|---|---|---|---|---|
VN Vikram Nair Sales · EMP-0694 |
Sales SIP | ₹18,000 | ₹22,500 | ₹27,000 | ₹35,000 | ₹1,02,500 | ₹28,700 | Ineligible | ₹1,02,500 | Q4 Ready | |
PS Priya Singh Management · EMP-0412 |
Mgmt Bonus | — | — | — | ₹2,52,000 | ₹2,52,000 | ₹75,600 | Ineligible | ₹2,52,000 | Pending Approval | |
KJ Kiran Joshi Engineering · EMP-1184 |
Tech Bonus | ₹18,000 | ₹21,000 | ₹14,000 | ₹27,600 | ₹80,600 | ₹14,508 | Ineligible | ₹80,600 | Ready | |
SK Suresh Kale Factory · EMP-0321 |
No incentive plan | — | — | — | — | ₹0 | — | ₹8,486 | ₹8,486 | Stat. Bonus |
Showing 4 of 152
Approval Workflow
Variable pay payout approvals — maker → L1 → L2 → Finance → Payout
Pending Your Approval
3
₹14.2L waiting · 2 escalated
Approved This Period
28
₹28.4L · Ready for payout
Rejected / On Hold
2
Pending revision from HR
Pending Approvals — Action Required
| Plan / Batch | Employees | Total Amount | Submitted By | Submitted On | Your Role | Escalation | Action | |
|---|---|---|---|---|---|---|---|---|
Management Performance Bonus Annual · FY 2024–25 · 12 employees |
12 | ₹14,20,000 | Priya Shah (HR Head) | 24 Mar 2025 | CFO Sign-off | Escalated — 5 days |
|
|
Sales Incentive — Q4 Override Manual override for 2 employees · Target disputed |
2 | ₹48,000 | Anita Rao (Payroll) | 29 Mar 2025 | L2 — HR Head | — |
|
|
Spot Award — March 2025 3 spot awards raised by managers this month |
3 | ₹22,000 | Multiple managers | 28 Mar 2025 | L1 — HR Head | — |
|
Approval History — Q4 FY 2024–25
Sales Incentive Plan Q4 — Approved · 26 employees · ₹18.4L
Tech Team Delivery Bonus Q4 — Approved · 41 employees · ₹7.8L
Management Bonus submitted for CFO approval
Referral Bonus — 8 payouts approved · ₹2.2L
Flexi Benefits
📅 FY 2025-26 · Window Open
Dashboard
Component Master
Pool Config
Declaration Window
Employee Baskets
My Benefits (ESS)
Claims & Proofs
Year-End
Flexi Benefits Dashboard — FY 2025–26
Declaration window open · 152 employees · Pool closes 15 May 2025
Total Pool (all employees)
₹1.84Cr
Across 152 employees
Declarations Submitted
118
of 152 · 78% done
Pending Declarations
34
Window closes in 12 days
Claim-based Utilisation
62%
Apr–Mar running avg
Year-end Lapse Risk
₹8.4L
Unutilised (proj.)
Component Popularity — FY 2025–26
What 118 submitted employees chose
✈️ Leave Travel Allowance94 employees · 80%
🍱 Meal Vouchers108 employees · 92%
📱 Telephone / Internet61 employees · 52%
📚 Books & Periodicals38 employees · 32%
🚗 Driver Allowance14 employees · 12%
👗 Uniform Allowance9 employees · 8%
Alerts & Action Items
Window closes 15 May — items needing attention
🟡
34 employees haven't declared yet
12 days remaining · System will send reminder on Day 10
🔴
8 employees exceeded pool in their basket
Allocation total > entitled pool — validation error
🟡
14 pending LTA claims — bills awaited
Mar claim cycle · Deadline 31 Mar
🟢
Done
Meal voucher auto-pay processed — Apr 2025
108 employees · ₹2,37,600 merged into payroll
🟡
3 employees on grade change — pool needs update
Grade A → B promotions effective 01 Apr 2025
Department-wise Pool Utilisation — Apr 2025
Running month · Based on actual payouts so far
| Department | Employees | Avg Pool / Employee | Declared | Paid Out (Apr) | Claim Pending | Unutilised (proj.) | Utilisation |
|---|---|---|---|---|---|---|---|
| Engineering | 48 | ₹72,000/yr | 46 / 48 | ₹2,68,800 | ₹18,400 | ₹3,12,000 | 78% |
| Sales | 28 | ₹84,000/yr | 28 / 28 | ₹1,47,000 | ₹6,000 | ₹92,000 | 88% |
| HR & Admin | 18 | ₹60,000/yr | 12 / 18 | ₹54,000 | ₹2,200 | ₹1,46,000 | 51% |
| Finance | 14 | ₹60,000/yr | 14 / 14 | ₹63,000 | ₹4,000 | ₹37,000 | 92% |
| Product | 24 | ₹72,000/yr | 18 / 24 | ₹92,400 | ₹8,000 | ₹1,28,000 | 69% |
5 departments · 152 employees · ₹1.84Cr total pool
Benefit Component Master
Define all flexi components — tax treatment, proof rules, payout mode and annual limits
Leave Travel Allowance
Travel benefit · Claim-based
Sec 10(5) exempt
Proof required
Active
Exempt: actual travel cost. Claimed twice per 4-year block. Bills mandatory (transport only, not hotel).
Annual Limit
₹25,000
Payout
On claim
Meal Vouchers
Food benefit · Auto-pay monthly
Exempt ₹50/meal
No proof
Active
Exempt up to ₹50/meal × working days. Typically ₹2,200/month. No bills required. Issued as voucher.
Annual Limit
₹26,400
Payout
Monthly auto
Telephone & Internet
Communication · Claim-based
Fully exempt
Bill required
Active
Exempt for official use on production of bills. Monthly reimbursement on claim. Postpaid bills accepted.
Annual Limit
₹24,000
Payout
Monthly claim
Books & Periodicals
Education · Claim-based
Fully exempt
Bill required
Active
Exempt on production of receipts for books, periodicals, newspapers. Quarterly or annual claim accepted.
Annual Limit
₹12,000
Payout
Quarterly claim
Driver Salary
Transport benefit · Monthly auto
Exempt — Sec 17(2)
Grade A+ only
Active
₹900/mo additional if company car provided. Alternatively, actual driver salary up to ₹12,000/mo exempt.
Annual Limit
₹1,44,000
Payout
Monthly auto
Uniform Allowance
Clothing benefit · Claim-based
Fully exempt
Bill required
Active
Exempt on proof of uniform purchase. Applicable to roles with dress code requirement. Annual claim.
Annual Limit
₹8,000
Payout
Annual claim
Medical Reimbursement
Health benefit · Claim-based
Taxable post-2018
Bill required
Active
Medical reimbursement is fully taxable since FY 2018-19 (standard deduction replaced exemption). Now a taxable flexi component.
Annual Limit
₹15,000
Payout
Quarterly claim
+
Add Component
Tax treatment · Limits · Proof rules
Flexi Pool Configuration
Set annual pool sizes by grade/band, carve-out method and year-end handling rules
ℹ The flexi pool is carved out of the employee's CTC. It defines the maximum they can allocate across all chosen components. If year-end carry-forward is off, the unused pool is paid as taxable income in March.
Global Pool Rules
Applied across all grades unless overridden at grade level
Grade-wise Pool Amounts — FY 2025–26
Annual flexi pool per employee in each grade
| Grade / Band | Employees | Annual Pool (₹) | Monthly Equiv. | % of Avg CTC | Components Allowed | Status | |
|---|---|---|---|---|---|---|---|
| VP & Above | 12 | ₹12,000 | 3.0% | All components | Active | ||
| Grade A | 48 | ₹7,000 | 7.0% | All components | Active | ||
| Grade B | 61 | ₹5,000 | 8.3% | 5 components | Active | ||
| Grade C | 31 | ₹3,000 | 9.0% | 3 components | Active | ||
| Contract | 12 | — | — | No flexi plan | Excluded |
+ Add Grade / Band
Component Limits per Grade — Override Table
Some components may have stricter limits for lower grades. Leave blank to apply component's global limit.
| Component | VP & Above | Grade A | Grade B | Grade C | Eligible? |
|---|---|---|---|---|---|
| ✈️ LTA | All grades | ||||
| 🍱 Meal Voucher | All grades | ||||
| 🚗 Driver Salary | Not eligible | Not eligible | Not eligible | VP only |
Declaration Window Management
Control when employees can select or change their flexi basket
✓
Window Opens
01 Apr 2025
→
Declaration Period
01–15 May 2025
3
Window Closes
15 May 2025
4
Baskets Locked
16 May 2025
5
Monthly Payouts Begin
May 2025 Payroll
6
Year-End Processing
Mar 2026
Current Window — FY 2025–26
Status: Open · 34 employees yet to declare
days
HR can manually push late submissions
Mid-year Basket Change Rules
When and why employees can change their basket after the window closes
Allow change on promotion / grade change
When employee moves to a higher pool grade
Allow change on qualifying life event
Marriage, birth of child, death in family — HR approves
Allow admin-initiated change (any time)
HR admin can force-update basket with reason
Allow employee-requested change (any time)
Requires manager + HR approval
Reminder & Notification Schedule
Window Progress
118 / 152
employees declared
78% complete
Declared118
Pending34
Validation errors8
Days remaining12
Past Windows
FY 2024–25 · Apr–May 2024
FY 2023–24 · Apr–May 2023
Employee Benefit Baskets
Admin view — what each employee has chosen, utilisation and exceptions
| Employee | Annual Pool | ✈️ LTA | 🍱 Meal | 📱 Tel/Net | 📚 Books | Other | Total Declared | Balance | YTD Paid | Status | |
|---|---|---|---|---|---|---|---|---|---|---|---|
AP Ananya Patil Engineering · Grade A |
₹84,000 | ₹25,000 | ₹26,400 | ₹18,000 | ₹12,000 | — | ₹81,400 | ₹2,600 | ₹6,700 | Declared | |
RK Rohan Kulkarni Sales · Grade B |
₹60,000 | ₹20,000 | ₹26,400 | — | — | — | ₹46,400 | ₹13,600 | ₹3,867 | Declared | |
SM Sneha Mehta Product · Grade A |
₹84,000 | ₹25,000 | ₹26,400 | ₹24,000 | ₹12,000 | ₹8,000 | ₹95,400 | −₹11,400 | ₹7,950 | Exceeds pool ⚠ | |
VN Vikram Nair Finance · Grade B |
₹60,000 | — Declaration pending — | ₹0 | ₹60,000 | ₹0 | Pending | |||||
PS Priya Shah HR · Grade B |
₹60,000 | ₹15,000 | ₹26,400 | ₹12,000 | — | — | ₹53,400 | ₹6,600 | ₹4,450 | Declared | |
Showing 5 of 152 · 118 declared · 34 pending · 8 with errors
My Flexi Benefit Basket — FY 2025–26
Choose how to use your annual flexi pool · Window closes 15 May 2025
Your Annual Flexi Pool
₹84,000
Grade A · Choose how to split this across components
Allocated
₹81,400
Remaining
₹2,600
Status
Window Open
Pool used96.9% of ₹84,000
ℹ Your selections are locked after 15 May 2025. Mid-year changes are only allowed for qualifying life events (marriage, childbirth) — submit a request to HR.
Leave Travel Allowance
Exempt — Sec 10(5) · Claim-based · Bills required
Allocation (max ₹25,000)₹25,000
₹25,000
Exemption: 2 claims per 4-year block. Current block 2022–2025. Remaining claims: 1
Meal Vouchers
Exempt ₹50/meal · Auto-pay monthly · No bills
Allocation (max ₹26,400)₹26,400
₹26,400
Paid as ₹2,200/month automatic voucher. No action needed each month.
Telephone & Internet
Fully exempt · Monthly claim · Bill required
Allocation (max ₹24,000)₹18,000
₹18,000
Submit phone/broadband bill each month. Reimbursed in next payroll.
Books & Periodicals
Fully exempt · Quarterly claim · Bill required
Allocation (max ₹12,000)₹12,000
₹12,000
Driver Allowance
Grade A only · Monthly auto
Allocation (max ₹1,44,000)₹0 (not selected)
₹0
Uniform Allowance
Fully exempt · Annual claim
Allocation (max ₹8,000)₹0 (not selected)
₹0
Tax Impact Summary
Based on your current basket selection under Old Regime
EXEMPT AMOUNT
₹81,400
LTA + Meal + Tel + Books
TAXABLE AMOUNT
₹0
Year-end unused (if any)
EST. TAX SAVING
₹25,249
At 30% + cess slab
POOL REMAINING
₹2,600
Will be paid as taxable income
Claims & Proof Submission
Claim-based components · Bill upload · Approval workflow · Reimbursement status
Claims Submitted (Apr)
89
₹3,24,200 total
Pending Review
14
Awaiting HR action
Approved & Paid
72
₹2,84,800 reimbursed
Rejected
3
Bill issues / over-limit
AP
Ananya Patil · ✈️ LTA Claim
Submitted 02 Apr 2025 · Claim period: Mar 2025
₹18,400
of ₹25,000 limit
Travel Type
Air travel — Mumbai to Delhi (round trip)
Travel Dates
14–18 Mar 2025
Bills Uploaded
🗎 Boarding pass + ticket (2 files)
RK
Rohan Kulkarni · 📱 Telephone Claim
Submitted 01 Apr 2025 · Claim period: Mar 2025
₹1,249
of ₹2,000 monthly
Bill Provider
Jio Postpaid
Bill Date
28 Mar 2025
Bills Uploaded
🗎 Phone bill Mar (1 file)
SM
Sneha Mehta · 📚 Books Claim
Rejected 29 Mar 2025 · Claim period: Mar 2025
₹3,200
❌ Reason: Bill includes stationery which is not covered under Books & Periodicals. Only books, journals and newspapers are eligible. Please resubmit with eligible items only.
+ Submit New Claim
📎
Drop files here or click to browse
PDF, JPG, PNG · Max 5MB per file · Multiple files allowed
Year-End Processing — FY 2024–25
Close the FY · Handle unutilised pools · Carry-forwards · Taxable payouts · Reset baskets
⚠ Year-end processing runs in March payroll. Lapsed or payout amounts are added to March taxable salary and TDS is adjusted accordingly. This cannot be undone — confirm all baskets and claims are finalised first.
Fully Utilised
94
≥ 95% of pool used
Partially Utilised
41
₹6.2L projected unused
Zero Utilisation
9
Never declared
Carry-forward Eligible
0
Policy: lapse/payout
Employee-wise Year-End Action
VN
Vikram Nair
Finance · Grade B · Pool ₹60,000
Utilised
₹0
Unused
₹60,000
Action: Employee never submitted a declaration. Full pool to be paid as taxable income in March 2025 payroll.
RK
Rohan Kulkarni
Sales · Grade B · Pool ₹60,000
Utilised
₹46,400
Unused
₹13,600
Unused balance ₹13,600 from LTA under-use and unallocated pool.
AP
Ananya Patil
Engineering · Grade A · Pool ₹84,000
Utilised
₹82,140
Unused
₹1,860
✓ Near-full utilisation. ₹1,860 residual will be paid as taxable income. No action needed.
Bulk Year-End Actions
Apply same rule to a group of employees
⚠ Carry-forward requires your pool configuration to allow it (currently set to "Pay as taxable"). Override here is per-employee only.
FY 2024–25 Summary
Total Pool (FY)₹1.84Cr
Total Utilised₹1.41Cr
Unutilised₹43L
77% overall utilisation
To be paid as taxable₹38.6L
To be forfeited₹4.4L
Carry-forward₹0
TDS on taxable amount₹11.6L
Year-End Checklist
✓ All claims for Mar 2025 approved
⚠ 9 zero-declaration employees — action needed
⚠ 41 partially utilised — payout rules confirmed?
✓ TDS impact computed for March payroll
○ Run year-end in March payroll batch
Investment Declarations
📅 FY 2025-26 · Projected window open
Dashboard
Declaration Windows
Section Limits
Employee List
Declaration Form
Proof Verification
TDS Impact
Form 12B
IT Declaration Dashboard — FY 2025–26
Projected window open · Proof submission window opens Jan 2026 · 152 employees
Total Employees
152
FY 2025–26
Declarations Submitted
124
82% of 152
Pending
28
Window closes 15 Jan 2026
Old Regime Opted
68
vs 56 new regime
TDS Short-deduction Risk
6
Declarations changed mid-year
Tax Regime Split — FY 2025–26
124 employees who have declared
New Regime (default)56 · 45%
Old Regime68 · 55%
ℹ New regime is default from FY 2024-25. Employees must actively opt for old regime each year if they wish to claim 80C/80D/HRA deductions.
MONTHLY TDS (new regime avg)
₹4,820
MONTHLY TDS (old regime avg)
₹3,240
Actions Required
Blocking items and upcoming deadlines
🔴
6 employees: TDS will fall short in Feb/Mar
Declarations reduced after TDS was already spread — catch-up needed
🟡
28 employees haven't declared yet
Default: new regime with no deductions applied to TDS
🟡
14 employees: 80C over-declared (sum > ₹1.5L)
System capped automatically — employee needs to be informed
🟡
18 employees with Form 12B pending
Joined this FY — previous employer TDS not accounted
🟢
Upcoming
Proof submission window opens 01 Jan 2026
Employees will be notified 7 days before
Section-wise Aggregate — FY 2025–26
What 124 employees have collectively declared
| Section | Description | Employees Claiming | Total Declared | Statutory Cap | Over-declared | Est. Tax Saving (total) | Regime |
|---|---|---|---|---|---|---|---|
| 80C | PF, PPF, ELSS, LIC, principal repayment… | 98 | ₹1.22Cr | ₹1.5L / person | None | ₹36.6L | Old only |
| 80D | Medical insurance — self, family, parents | 71 | ₹48.2L | ₹25K–₹1L | None | ₹14.5L | Old only |
| 80CCD(1B) | Additional NPS contribution | 34 | ₹17L | ₹50K | None | ₹5.1L | Old only |
| 80CCD(2) | Employer NPS contribution | 124 | ₹62L | 10% of Basic+DA | None | ₹18.6L | Both regimes |
| HRA | House Rent Allowance exemption | 84 | ₹84.6L | Min(3 conditions) | None | ₹25.4L | Old only |
| 80E | Education loan interest | 9 | ₹5.4L | No limit | None | ₹1.6L | Old only |
| 80G | Donations to approved organisations | 18 | ₹3.2L | 50%/100% of donation | ₹12K over-claimed | ₹96K | Old only |
FY 2025–26 · 124 employees declared · Old regime: 68 · New regime: 56
⚙
IT Declaration Windows
This configuration has been consolidated into Settings & Config to avoid duplication across modules.
⚙
Section Limits (80C, 80D, HRA caps)
This configuration has been consolidated into Settings & Config to avoid duplication across modules.
Employee Declaration List
Admin overview — declaration status, regime choice, total declared, TDS impact and exceptions
| Employee | Regime | 80C Declared | 80D | HRA | Other Sections | Total Deductions | Taxable Income | Monthly TDS | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
AP Ananya Patil Engineering · EMP-1041 |
Old | ₹1,50,000 | ₹25,000 | ₹1,80,000 | ₹50,000 | ₹4,05,000 | ₹7,95,000 | ₹3,240 | Declared ✓ | |
RK Rohan Kulkarni Sales · EMP-0872 |
New | — | — | — | ₹50,000 (NPS only) | ₹50,000 | ₹5,50,000 | ₹4,820 | Declared ✓ | |
SM Sneha Mehta Product · EMP-1102 |
Old | ₹1,50,000 (capped from ₹1.8L) | ₹25,000 | ₹1,20,000 | ₹50,000 | ₹3,45,000 | ₹8,55,000 | ₹3,800 | Over-declared (capped) | |
VN Vikram Nair Finance · EMP-0694 |
Not declared | — | — | — | — | ₹0 | ₹12,00,000 | ₹6,240 | Pending — New Regime default | |
PS Priya Shah HR · EMP-1008 |
Old | ₹1,20,000 | ₹50,000 (parents 60+) | ₹2,10,000 | ₹80,000 | ₹4,60,000 | ₹5,40,000 | ₹2,400 | Declared ✓ |
Showing 5 of 152 · 124 declared · 28 pending · 14 over-declared (auto-capped)
Investment Declaration — FY 2025–26
Ananya Patil · EMP-1041 · Grade A · Old Regime selected · Declaration window closes 15 Jan 2026
Step 1 — Choose Tax Regime
Old Regime
Claim deductions & exemptions
Gross Salary₹12,00,000
Standard Deduction−₹50,000
HRA Exemption−₹1,80,000
80C Investments−₹1,50,000
80D Medical−₹25,000
Professional Tax−₹2,400
NPS 80CCD(1B)−₹50,000
Taxable Income₹7,42,600
Annual Tax + Cess₹49,010
Monthly TDS₹4,084
🌟 RECOMMENDED — Lower Tax
New Regime
Lower slab rates · Fewer deductions
Gross Salary₹12,00,000
Standard Deduction−₹75,000
Employer NPS 80CCD(2)−₹72,000
Professional Tax−₹2,400
HRA / 80C / 80D not applicable—
Taxable Income₹10,50,600
Annual Tax + Cess₹44,828
Monthly TDS₹3,736
💰 You save ₹4,182/year vs Old Regime with current declarations
Step 2 — Declare Investments (Old Regime)
ℹ Fill in your projected investments for the FY. You can update until 15 Jan 2026. Submit bills during the proof window (Jan–Mar 2026). System auto-caps each section at the statutory limit.
Section 80C — Investments & Insurance
Cap: ₹1,50,000
₹1,50,000 declared
▾
Employee Provident Fund (EPF)
Auto-computed from payroll — ₹21,600/yr. Shown for reference.
Auto from payroll
Life Insurance Premium (LIC)
Annual premium paid. Must be ≤ 10% of sum assured.
Public Provident Fund (PPF)
₹500 min · ₹1,50,000 max per year
ELSS Mutual Funds
3-year lock-in equity fund
Home Loan Principal Repayment
Self-occupied property only
NSC / Tax-saving FD / Sukanya
5-year lock-in
80C Subtotal
₹1,50,000
At cap ✓
Section 80D — Medical Insurance
Cap: ₹25,000–₹1,00,000
₹25,000 declared
▾
Self / Spouse / Children — Health Insurance
Limit: ₹25,000 (₹50,000 if self is senior citizen)
Parents — Health Insurance
Limit: ₹25,000 (₹50,000 if parents are senior citizens)
Preventive Health Check-up
Within 80D limit · Max ₹5,000
80D Total
₹25,000
House Rent Allowance (HRA) Exemption
Min of 3 conditions
₹1,80,000 claimed
▾
HRA exemption = min of: (a) Actual HRA received, (b) 50% of Basic if metro / 40% if non-metro, (c) Rent paid − 10% of Basic. System computes automatically.
From salary structure — not editable
From salary structure — not editable
(a) Actual HRA received / yr₹2,40,000
(b) 50% of Annual Basic (metro)₹2,40,000
(c) Annual Rent − 10% of Annual Basic₹2,52,000
HRA Exemption = min(a, b, c)₹2,40,000
Mandatory if annual rent > ₹1L
Section 80CCD(1B) — Additional NPS
Cap: ₹50,000
₹50,000 declared
▾
Additional NPS Tier 1 contribution (over basic NPS)
Over and above the mandatory NPS contribution. Max ₹50,000 additional deduction.
Other Deductions — 80E, 80G, Home Loan Interest
Various limits
₹0 declared
▾
Section 80E — Education Loan Interest
No limit — actual interest paid. Max 8 years from repayment start.
Section 80G — Donations
100% or 50% of donation depending on organisation
Section 24(b) — Home Loan Interest
Self-occupied: max ₹2,00,000 / Let-out: actual interest
Declaration Summary
Total Deductions Declared
₹4,05,000
Taxable Income
₹7,95,000
Annual Tax + Cess
₹49,010
Monthly TDS
₹4,084
Proof Submission & Verification
Jan–Mar 2026 · Employees upload bills · HR verifies · Approved proofs feed TDS recomputation
Total Proofs Submitted
342
From 98 employees
Pending HR Review
67
Avg age: 3.2 days
Approved
258
₹1.04Cr verified
Rejected
17
Pending resubmission
Proof Status — By Employee
| Employee | Regime | 80C Status | 80D Status | HRA Status | NPS Status | Other | Overall | TDS Impact | |
|---|---|---|---|---|---|---|---|---|---|
AP Ananya Patil EMP-1041 |
Old | ✓ Approved | Pending | ✓ Approved | ✓ Approved | N/A | Partial | 80D pending — no TDS change yet | |
SM Sneha Mehta EMP-1102 |
Old | ✗ Rejected | ✓ Approved | ✓ Approved | N/A | N/A | Action Needed | 80C rejected → TDS ₹+1,240/mo | |
PS Priya Shah EMP-1008 |
Old | ✓ Approved | ✓ Approved | ✓ Approved | N/A | N/A | ✓ Complete | No change — declared = proved |
Ananya Patil — 80D Medical Insurance Proof
Submitted 03 Jan 2026 · Declared ₹25,000 · Awaiting HR verification
📄
Star Health Family Floater Policy — Premium Receipt
PDF · 284 KB · Uploaded 03 Jan 2026 10:22 · Policy period: Apr 2025 – Mar 2026
📄
Parent's Medicare Policy — Premium Receipt
PDF · 196 KB · Uploaded 03 Jan 2026 10:23 · Amount: ₹7,000
Declared: ₹25,000 · Bills total: ₹25,000 · Match ✓
TDS Recomputation Engine
What happens when declarations change · Short-deduction catch-up · Feb/Mar adjustment · Employee alerts
⚠ 6 employees have TDS short-deductions due to reduced declarations. Additional TDS must be recovered in remaining months. Maximum recovery per month is capped at 30% of net salary to prevent salary shock.
Monthly TDS Projection Method
How TDS is spread across the financial year
% of net salary / month
% month-on-month
TDS Short-Deduction Employees — Action Required
Declarations reduced after TDS already deducted — catch-up needed
Employee
Reason
Deducted Till
Should've Been
Short Amount
Recovery Plan
Months Left
SM
Sneha Mehta
80C proof rejected (₹48K reduced to ₹0)
₹38,400
₹52,560
₹14,160
2 months
MK
Mohan Kumar
Reduced 80C declaration (₹1.5L → ₹90K)
₹24,000
₹42,000
₹18,000
2 months
Monthly TDS Projection — Ananya Patil
Full FY view with projected vs actual after recomputation
₹4,084
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
₹5,880
Jan
₹10,100
Feb
Mar
Apr–Dec: ₹4,084/month · Jan: ₹5,880 (short-deduction starts) · Feb–Mar: ₹10,100/month (catch-up)
TDS Summary — FY 2025–26
Total employees152
Projected annual TDS₹68.4L
Deducted Apr–Dec₹51.3L
Remaining (Jan–Mar)₹17.1L
Short-deduction pool₹1.84L
Feb–Mar extra TDS/emp (avg)₹1,840
Section 89(1) Relief
ℹ If employee receives arrears relating to a different FY and this causes higher taxation, they can claim relief under Section 89(1) via Form 10E before filing their ITR.
Enable Form 10E computation
For arrear salary cases
Form 12B — Previous Employer Details
For employees who joined mid-year — import previous employer salary and TDS to avoid double-deduction
⚠ Employees who joined this company mid-FY must submit Form 12B with their previous employer's salary breakup and TDS already deducted. Without this, current employer will over-deduct TDS (double taxation). The previous TDS is set off against current employer's TDS liability.
Mid-year Joiners — Form 12B Status
18 employees joined this FY · 12 submitted · 6 pending
Employee
Joining
Prev. Salary (₹)
Prev. TDS Paid
Status
Action
KJ
Kiran Joshi
01 Jul
₹3,20,000
₹12,400
NP
Nisha Patel
15 Aug
Pending
Pending
Pending
RS
Rahul Singh
01 Oct
₹5,40,000
₹28,600
Submitted
Enter Form 12B — Kiran Joshi
Joining date: 01 Jul 2025 · Previous period: Apr–Jun 2025 (3 months)
Income from Previous Employer
Upload Form 12B / Salary Certificate
📎
Previous employer Form 16 / Salary certificate
PDF · Max 10MB
TDS Impact after Form 12B
Remaining TDS for current employer = (Total FY tax − Previous TDS paid) ÷ Remaining months
= (₹44,828 − ₹12,400) ÷ 9 = ₹3,603 / month
(without 12B it would be ₹4,980 / month)
= (₹44,828 − ₹12,400) ÷ 9 = ₹3,603 / month
(without 12B it would be ₹4,980 / month)
TDS & Tax Computation
📅 FY 2025-26 · Q1 Challan due 31 Jul
Dashboard
Tax Engine
Slab Config
Monthly Ledger
Challan
Perquisites & ESOP
Form 24Q
Other Income
TDS Dashboard — FY 2025–26
152 employees · Q1 in progress · Q1 challan due 31 Jul 2025
Projected Annual TDS
₹68.4L
FY 2025–26 · 152 employees
Deducted Apr–Jun
₹17.1L
Q1 · 3 months
On track
Challan Deposited
₹0
Q1 pending — due 31 Jul
Action needed
Short-deduction Employees
6
Feb/Mar catch-up needed
Perquisite TDS
₹8.2L
ESOP + car + accommodation
Monthly TDS Trend — FY 2025–26
Actual (green) · Projected (blue) · Feb/Mar catch-up in red
₹5.7L
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
₹6.2L
Jan
₹9.8L
Feb
₹9.8L
Mar
Apr–Jun: actual ₹5.7L/month · Jul–Dec: projected · Jan: proof submissions adjust TDS · Feb–Mar: catch-up month for short-deductions
Challan & Compliance Status
Quarterly TDS deposit status (ITNS 281)
Q1 — Apr–Jun 2025
TDS deducted: ₹17.1L · Due by 31 Jul 2025
⏳ Not yet deposited
Q4 FY 2024–25 — Jan–Mar 2025
₹14.8L · BSR 0480109 / 001234 · 30 Apr 2025
Q3 FY 2024–25 — Oct–Dec 2024
₹15.2L · BSR 0480109 / 001198 · 28 Jan 2025
24Q Form 24Q — Q4 FY 2024–25
E-TDS return · Due 31 May 2025
Annex II pending
Employee TDS Overview — Top by Liability
Click any row for full tax computation
| Employee | Regime | Annual Gross | Total Deductions | Taxable Income | Annual Tax | Monthly TDS | YTD Deducted | Status | |
|---|---|---|---|---|---|---|---|---|---|
PS Priya Singh Management · EMP-0412 |
Old | ₹24,00,000 | ₹6,80,000 | ₹17,20,000 | ₹3,45,600 | ₹28,800 | ₹86,400 | On track | |
VK Vikram Kamath Engineering · EMP-0201 |
New | ₹20,00,000 | ₹2,10,000 | ₹17,90,000 | ₹3,18,240 | ₹26,520 | ₹79,560 | On track | |
AJ Anu Joshi Sales · EMP-0892 |
Old | ₹15,00,000 | ₹4,05,000 | ₹10,95,000 | ₹1,77,000 | ₹14,750 | ₹29,500 | Short — ₹14K | |
KJ Kiran Joshi Engineering · EMP-1184 |
New | ₹12,00,000 | ₹1,47,000 | ₹10,53,000 | ₹79,560 | ₹6,630 | ₹19,890 | On track |
Showing 4 of 152 · ₹68.4L total projected TDS · 6 short-deductions
Tax Computation Engine
Full waterfall tax working for any employee · Click sections to expand · All values are FY 2025–26
Tax Computation — Kiran Joshi · FY 2025–26 · New Regime
Section-by-section working · Monthly salary ₹1,00,000 · Grade A · Engineering
A — INCOME FROM SALARY
Basic Salary
₹4,80,000
House Rent Allowance
₹2,40,000
Special Allowance
₹4,08,000
Employer NPS contribution (Sec 80CCD(2))
₹72,000
Gross Salary
₹12,00,000
B — EXEMPT ALLOWANCES (NEW REGIME)
In new regime, HRA exemption and Sec 10 allowance exemptions are NOT available. Only standard deduction (₹75,000) and employer NPS are allowed.
HRA Exemption (Sec 10(13A))
Not applicable
C — STANDARD DEDUCTION & EMPLOYER NPS
Standard Deduction (Sec 16(ia))
− ₹75,000
Employer NPS — Sec 80CCD(2)
− ₹72,000
Professional Tax — Sec 16(iii)
− ₹2,400
Gross Total Income (GTI)
₹10,50,600
D — CHAPTER VI-A DEDUCTIONS (NEW REGIME)
80C investments — Not available in new regime
₹0
80D medical insurance — Not available in new regime
₹0
Net Taxable Income
₹10,50,600
E — SLAB TAX COMPUTATION (NEW REGIME FY 2025–26)
₹0 – ₹4,00,000 @ 0%
₹0
₹4,00,001 – ₹8,00,000 @ 5%
₹20,000
▶ ₹8,00,001 – ₹12,00,000 @ 10% ← Active slab
₹25,060
₹12,00,001 – ₹16,00,000 @ 15%
₹0
₹16,00,001 – ₹20,00,000 @ 20%
₹0
₹20,00,001+ @ 30%
₹0
Income Tax Before Cess
₹45,060
F — REBATE & SURCHARGE
87A Rebate (taxable income ≤ ₹12L in new regime)
− ₹0
Surcharge (income ₹10.5L — no surcharge applies)
₹0
Health & Education Cess @ 4%
+ ₹1,802
Total Tax Payable (Annual)
₹46,862
G — TDS MONTHLY SCHEDULE
Annual Tax Payable
₹46,862
Months remaining in FY (from Apr)
12
Other income declared (Sec 192(2B))
₹0
Advance tax paid
₹0
Monthly TDS = ₹46,862 ÷ 12
₹3,905 / month
Quick Summary
Gross Salary₹12,00,000
Total Deductions−₹1,49,400
Taxable Income₹10,50,600
Income Tax₹45,060
Cess (4%)₹1,802
Total Tax Payable₹46,862
Monthly TDS₹3,905
Regime Comparison
NEW REGIME
₹46,862
₹3,905/month
✓ Currently applied
OLD REGIME
₹54,620
₹4,552/month
₹7,758 more / year
Computation Notes
• New regime selected by employee on 08 Apr 2025.
• Employer NPS ₹6,000/month (10% of Basic) allowed in both regimes.
• Taxable income ₹10.5L — 87A rebate NOT available (applies only ≤ ₹7L in new regime, but note marginal relief may apply).
• Re-projected each month as remaining months decrease.
⚙
Tax Slab Configuration
This configuration has been consolidated into Settings & Config to avoid duplication across modules.
Monthly TDS Ledger — FY 2025–26
Per-employee TDS across all 12 months · Green = actual deducted · Blue = projected · Red = catch-up
Actual deducted
Projected
Declaration changed
Catch-up month
ESOP / perquisite spike
| Employee | Regime | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | Jan | Feb | Mar | Annual Total | Projected | Variance |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Priya Singh |
Old | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹28,800 | ₹3,45,600 | ₹3,45,600 | On track |
Kiran Joshi |
New | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹3,905 | ₹46,860 | ₹46,862 | On track |
Anu Joshi |
Old | ₹8,400 | ₹8,400 | ₹8,400 | ₹7,200 | ₹7,200 | ₹7,200 | ₹7,200 | ₹7,200 | ₹7,200 | ₹7,200 | ₹14,400 | ₹14,400 | ₹1,03,800 | ₹1,03,800 | Short ₹14K |
Vikram Kamath |
New | ₹26,520 | ₹26,520 | ₹26,520 | ₹26,520 | ₹26,520 | ₹26,520 | ₹86,200 | ₹26,520 | ₹26,520 | ₹26,520 | ₹26,520 | ₹26,520 | ₹3,77,400 | ₹3,18,240 | ESOP spike |
| All Employees | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹5.7L | ₹6.2L | ₹9.8L | ₹9.8L | ₹68.4L | ₹68.4L |
4 employees shown · Scroll right to see all months · ESOP spike in Oct for Vikram Kamath highlighted in purple
Challan Management — ITNS 281
Record TDS deposits to government · BSR code · Reconcile deducted vs deposited
Total TDS Deducted (FY)
₹17.1L
Apr–Jun 2025 (Q1)
Not Yet Deposited
₹17.1L
Q1 due 31 Jul 2025
Deposited (Prior FY)
₹61.2L
FY 2024–25 fully reconciled
Difference / Unreconciled
₹0
Prior FY clean
⏳
Q1 — Apr–Jun 2025 · PENDING DEPOSIT
Due by 31 Jul 2025 · ₹17,10,480 to deposit
Quarter
Q1 (Apr–Jun 2025)
Amount to Deposit
₹17,10,480
Due Date
31 Jul 2025
Challan Type
ITNS 281 (TDS — Salary)
Prior Challans — FY 2024–25
✓ Filed
Q4 — Jan–Mar 2025
₹14,80,200 · BSR 0480109 / 001234 · 30 Apr 2025
₹14,80,200
▾
✓ Filed
Q3 — Oct–Dec 2024
₹15,24,600 · BSR 0480109 / 001198 · 28 Jan 2025
₹15,24,600
▾
✓ Filed
₹15,62,400
Q2 — Jul–Sep 2024
₹15,62,400 · BSR 0480109 / 001142 · 31 Oct 2024
Perquisites & ESOP Tax
Perquisite valuation · ESOP exercise tax computation · TDS in month of event
ESOP Perquisite TDS (FY)
₹6.4L
3 employees exercised options
Car / Accommodation TDS
₹1.8L
12 employees with car perk
Total Perquisite Value
₹28.4L
Taxable + Concessional
ESOP Tax Configuration
Perquisite = (FMV on exercise date − Exercise price) × Shares · TDS in month of exercise
ℹ ESOPs are taxed as perquisite under Sec 17(2) in the year of exercise, not grant. For eligible startups under Sec 80-IAC, tax can be deferred to earliest of: sale / leaving company / 5 years from exercise.
Alert HR when ESOP exercise value exceeds ₹1,00,000
Auto-notify payroll team to adjust TDS for that month
ESOP Exercise Events — FY 2025–26
| Employee | Exercise Date | Shares Exercised | Exercise Price (₹) | FMV on Date (₹) | Perquisite Value | TDS Rate | TDS Amount | Deducted In | Status |
|---|---|---|---|---|---|---|---|---|---|
VK Vikram Kamath EMP-0201 |
15 Oct 2025 | 2,000 | ₹100 | ₹4,250 | ₹82,00,000 | 30% + 4% | ₹25,58,400 | Oct 2025 payroll | Deducted |
AP Ananya Patil EMP-1041 |
08 Dec 2025 | 500 | ₹120 | ₹3,800 | ₹18,40,000 | 30% + 4% | ₹5,74,560 | Dec 2025 payroll | Upcoming |
Perquisite Valuation Rules — Sec 17(2)
Taxable perquisites valuation as per Income Tax Rules
| Perquisite Type | Valuation Method | Taxable Amount | Employer-configured for your company |
|---|---|---|---|
| Company Car ≤ 1600cc | ₹1,800/month (if driver provided: + ₹900/month) | ₹1,800–₹2,700/mo | |
| Company Car > 1600cc | ₹2,400/month (if driver: + ₹900/month) | ₹2,400–₹3,300/mo | |
| Furnished Accommodation | 15%/10%/7.5% of salary depending on city pop. | City-specific | |
| Interest-free / Concessional Loan | SBI MCLR as of Apr 1 × outstanding loan balance | Variable | |
| Club Membership (company-paid) | Actual fee paid by employer | Actual cost |
Form 24Q — Quarterly e-TDS Return
File quarterly TDS returns with TRACES · Annexure I (quarterly) · Annexure II (Q4 only — salary details)
Q1
Apr – Jun 2025
Employees
152
TDS
₹17.1L
Filed
28 Jul
Q2
Jul – Sep 2025
TDS (est.)
₹17.1L
Due
31 Oct
Q3
Oct – Dec 2025
Due
31 Jan 2026
Q4
Jan – Mar 2026
Due
31 May 2026
Q1 FY 2025–26 — Form 24Q Detail
Apr–Jun 2025 · 152 employees · ₹17,10,480 TDS
Deductor Details
Challan Details — Annexure I
| Month | BSR Code | Challan Serial | Date of Deposit | TDS Deducted | TDS Deposited | Difference |
|---|---|---|---|---|---|---|
| April 2025 | ₹5,70,160 | ₹5,70,160 | ₹0 | |||
| May 2025 | ₹5,70,160 | ₹5,70,160 | ₹0 | |||
| June 2025 | ₹5,70,160 | ₹5,70,160 | ₹0 |
Q1 Fully reconciled — ₹0 difference
Acknowledgement No: 302501281234567 · Filed: 28 Jul 2025 11:42 AM
Q4 Annexure II — Annual Salary Details
Only for Q4 return · Per-employee salary breakup, deductions, taxable income, total TDS
ℹ Annexure II is unique to Q4 Form 24Q. It contains detailed salary information for each employee — used to auto-generate Form 16 Part A. Must include all perquisites, deductions, and annual tax computation.
• Annual salary income per employee (Basic + allowances + perquisites)
• Section-wise deductions claimed (80C, 80D, HRA, etc.)
• Taxable income and total tax computed
• TDS deducted each month and total TDS for the year
• Previous employer TDS (from Form 12B) included here
Filing Calendar
Q1 (Apr–Jun)31 Jul ✓
Q2 (Jul–Sep)31 Oct 2025
Q3 (Oct–Dec)31 Jan 2026
Q4 (Jan–Mar)31 May 2026
⚠ Q4 includes Annex II. Start preparation by Apr 15, 2026.
TRACES Integration
Auto-submit to TRACES
After HR review and validation
Download Form 16A from TRACES
After filing acknowledgement
Other Income & Advance Tax
Sec 192(2B) employee declarations · House property loss · Advance tax credit · Form 26AS reconciliation
ℹ Employees can declare other income under Sec 192(2B) so the employer can account for it in TDS. This is optional — employer is not liable if employee withholds. If other income increases tax, TDS is increased; if loss (e.g. house property), TDS is reduced.
Section 192(2B) Declaration — Ananya Patil
Other income declared by employee for TDS computation
House Property Income / Loss
Home loan interest deduction (Sec 24(b))− ₹1,80,000 (max ₹2L for self-occ.)
Net house property income− ₹1,80,000 (loss)
Other Sources Income
Advance Tax & TDS from Other Sources
Total advance tax paid directly to govt
Bank TDS on FD interest (Form 26AS)
TDS Impact — With vs Without Other Income
| Component | Without Decl. | With Decl. |
|---|---|---|
| Salary Taxable Income | ₹7,95,000 | ₹7,95,000 |
| House Property Loss | — | −₹1,80,000 |
| Other Income (FD) | — | +₹12,000 |
| Net Taxable Income | ₹7,95,000 | ₹6,27,000 |
| Annual Tax + Cess | ₹49,010 | ₹32,448 |
| TDS from bank (FD) | — | −₹1,200 |
| Monthly TDS by Employer | ₹4,084 | ₹2,604 |
✓ House property loss saves ₹1,480 per month in TDS. Employee has been notified.
Form 26AS Integration
Cross-verify TDS already deducted by other parties
Auto-fetch TDS from Form 26AS
Via TRACES API · Quarterly reconciliation
Flag mismatch > ₹500 for HR review
Last fetched: 01 Jul 2025 · 12 employees with Form 26AS TDS (>₹0)
Payroll Run
📅 June 2025 · Period 01–30 Jun
⚠ Run not started
Dashboard
Pre-Run Checklist
Payroll Draft
Exceptions4
Approval
Bank File
Payslips
Payroll Journal
Payroll Run Dashboard
All active and past payroll periods · Cycle: Monthly · Company: uKnowva Technologies
Current Period
Jun 2025
Not started · 152 employees
Last Processed
May 2025
Paid out 31 May · ₹1.24Cr
Pending Inputs
3
Attendance, variable, flexi
YTD Gross (FY 26)
₹2.48Cr
Apr + May 2025
YTD TDS
₹11.4L
2 months
Current Period
June 2025 — Monthly Payroll
Not Started
Expected Gross
₹1.24Cr
Inputs Ready
2 / 5
Status
Awaiting inputs
Past Runs
May 2025 — Monthly Payroll
✓ Completed
Gross Payroll
₹1,24,20,000
Total TDS
₹5,70,000
Net Disbursed
₹1,11,68,400
Payslips Sent
152 / 152
April 2025 — Monthly Payroll
✓ Completed
Gross Payroll
₹1,24,20,000
Total TDS
₹5,70,000
Net Disbursed
₹1,11,68,400
Supplementary / Arrear Runs
May 2025 — Supplementary (Variable Pay Q4)
Supplementary
✓ Completed
Variable Payout
₹42,60,000
TDS on Payout
₹8,20,000
Net Disbursed
₹34,40,000
Pre-Run Checklist — June 2025
All items must pass before payroll computation begins · Resolve exceptions first
⚠ 3 items are unresolved. The "Compute Payroll" button will unlock once all critical items pass. Advisory items can be overridden by HR admin.
Input Validation
Data from all upstream modules must be confirmed before payroll runs
Salary structures — all employees
152 / 152 employees have an active salary structure · Effective Apr 2025
Pass
Attendance data — not locked for Jun 2025
Cut-off: 28 Jun · Last sync: 25 Jun · 6 employees with missing data
IT declarations — all employees confirmed
152 / 152 declared · TDS projected for Jun 2025 ✓
Pass
Variable pay — Q1 incentives not yet approved
3 pending approvals · ₹14.2L management bonus · Blocking payout
Flexi benefits — declarations locked for FY 2025-26
All 152 baskets confirmed · Meal vouchers ₹2,37,600 auto-pay active
Pass
Loans & deductions — 2 new loans not yet confirmed
Advisory · Loans will be excluded from this run if not confirmed. Can override.
New joiners / exits — 4 employees not confirmed
3 joiners (01 Jun) + 1 exit (15 Jun) · Pro-rate days not computed
Bank account details — all employees verified
152 accounts · IFSC codes validated · HDFC NEFT format ready
Pass
Payroll Run Settings — June 2025
Review before computing
Block if negative net salary
Cap LOP deduction — carry forward to next month
Maker-checker mode
Payroll must be approved by HR + Finance before bank file is generated
Checklist Summary
Critical items7
Passed4
Failed (blocking)3
Advisory (override OK)1
Resolve 3 critical items to unlock
Expected Payroll
Total employees152
Expected gross₹1.24Cr
Projected TDS₹5.7L
PF (employee + employer)₹11.62L
Expected net payable₹1.07Cr
Payroll Draft — June 2025
Computed · Pending HR review · 4 exceptions flagged · Do not approve until exceptions are resolved
Total Gross
₹1,24,20,000
152 employees
Total Deductions
₹16,51,600
PF + TDS + PT + LOP
Net Payable
₹1,07,68,400
To be disbursed
Exceptions
4
Need review before approval
Employee-wise Payroll — Jun 2025
Click any row for full computation breakdown
Employee
Basic
HRA
Other Allow.
Gross
LOP
Emp. PF
TDS
Other Ded.
Status
Net Pay
AP
Ananya Patil
EMP-1041
₹40,000
₹20,000
₹22,500
₹82,500
—
₹4,800
₹4,084
₹2,560
Clean
₹71,056
RK
Rohan Kulkarni
EMP-0872
₹30,000
₹15,000
₹14,000
₹59,000
₹12,133
₹3,600
₹2,800
₹1,200
LOP
₹39,267
PS
Priya Singh
EMP-0412
₹1,20,000
₹60,000
₹20,000
₹2,00,000
—
₹14,400
₹28,800
₹6,200
Clean
₹1,50,600
KJ
Kiran Joshi
EMP-1184 · Joiner 01 Jun
₹40,000
₹20,000
₹23,000
₹83,000
—
₹4,800
₹3,905
₹1,800
New joiner
₹72,495
Showing 4 of 152 · 4 exceptions · ₹1,07,68,400 net payable
Exceptions — June 2025
Items requiring HR decision before payroll can be approved · All 4 must be resolved or overridden
4 exceptions · 0 resolved
🔴 Negative Net Salary — After LOP Deduction
Rohan Kulkarni · EMP-0872 · Sales
Computed Values
Monthly gross₹59,000
LOP deduction (6.5 days)−₹12,133
PF (employee)−₹3,600
TDS−₹2,800
Loan recovery−₹10,000
Net (before cap)−₹9,533
Resolution Options
🟡 New Joiner — Pro-rate Confirmation Required
Kiran Joshi · EMP-1184 · Engineering · Joined 01 Jun 2025
Joined 01 Jun — full month. System computed ₹83,000 gross (30/30 days = 100%). Please confirm joining date and confirm first payroll is correct.
ℹ New joiner's salary structure (Grade A · ₹12L CTC) was activated effective 01 Jun 2025. PF enrollment pending — confirm UAN before payroll lock.
🟡 Exit — Pro-rate for Last Working Day 15 Jun
Suresh Menon · EMP-0341 · Operations · LWD: 15 Jun 2025
Last working day 15 Jun · System will pay 15/30 = 50% of monthly salary = ₹42,500. FnF settlement (gratuity, notice period, leave encashment) will be processed in a separate FnF run.
🔵 Salary Revision Arrear — Effective 01 Apr, Processed Jun
3 employees · Grade A band revision · ₹12,000/mo increase from Apr 2025
3 employees had salary revision effective 01 Apr 2025 that was processed in payroll only now. Arrear: ₹12,000 × 3 months (Apr–Jun) × 3 employees = ₹1,08,000 to be paid this month.
⚠ Arrear payment in Jun will increase taxable income for these employees. TDS will be re-projected. Sec 89(1) relief applicable if requested.
Payroll Approval — June 2025
Maker-checker workflow · HR review → Finance sign-off → CFO approval for disbursal
✓ All 4 exceptions resolved. Payroll is ready for approval. Payroll computation is locked — no further changes after submission.
Approval Workflow
Level 1 → Level 2 → Finance → Disbursal authorisation
✓
Level 1 — Payroll Creator (Maker)
Anita Rao · Payroll Executive
Submitted 27 Jun 2025 · 14:32
2
Level 2 — HR Head (Checker)
Priya Shah · HR Manager
Awaiting review · Submitted 27 Jun
3
Level 3 — Finance Controller
Sanjay Iyer · Finance Head
Waiting for Level 2
4
Level 4 — CFO (Disbursal Auth.)
Vikram Menon · CFO
Required for disbursals > ₹50L
Approval Summary — What You're Approving
Jun 2025 payroll · Review before clicking Approve
Total Gross
₹1,24,20,000
Total Deductions
₹16,51,600
Net Payable
₹1,07,68,400
| TDS deducted | ₹5,70,000 |
| Employee PF | ₹3,94,800 |
| Employer PF (not in net) | ₹7,27,200 |
| LOP deductions | ₹1,42,380 |
| Arrear additions | +₹1,08,000 |
| Exceptions resolved | 4 / 4 |
ℹ Once approved at this level, payroll moves to Level 3 (Finance). Bank file is generated only after all levels approve.
Audit Trail
Payroll submitted for approval
Anita Rao · 27 Jun 14:32
Exception 1 resolved (Rohan K. — LOP carry fwd)
Anita Rao · 27 Jun 14:28
Arrear included — 3 employees ₹1.08L
Anita Rao · 27 Jun 14:25
Payroll computed — draft generated
System · 27 Jun 13:48
Pre-run checklist completed
Anita Rao · 27 Jun 13:30
Bank File Generation — June 2025
NEFT / RTGS disbursement file · Employer bank: HDFC · Payment date: 30 Jun 2025
✓ Payroll approved by all levels on 28 Jun 2025. Bank file ready for download and upload to HDFC NetBanking.
Bank File Configuration
Employer bank account + format settings
Disbursement Register — 152 Employees
#
Employee
Bank Account
IFSC
Bank
Amount (₹)
Status
001
Ananya Patil
EMP-1041
XXXX 4521
HDFC0001234
HDFC Bank
₹71,056
✓ Verified
002
Rohan Kulkarni
EMP-0872
XXXX 8834
ICIC0001876
ICICI Bank
₹39,267
✓ Verified
003
Priya Singh
EMP-0412
XXXX 2290
HDFC0005432
HDFC Bank
₹1,50,600
✓ Verified
004
Kiran Joshi
EMP-1184 · New joiner
Pending update
—
—
₹72,495
⚠ Account pending
Showing 4 of 152 · ⚠ 4 accounts pending — resolve before dispatching
File Summary
Total employees152
Accounts verified148
Accounts pending4
Total transfer amount₹1,07,68,400
HDFC NEFT (same bank)98
Inter-bank NEFT54
Upload to HDFC NetBanking portal
Post-Disbursement
Send bank transfer confirmation to employees
Auto-publish payslips on payment date
Mark payroll as disbursed after upload confirmation
Payslip Generation — June 2025
Generate · Password-protect · Email to employees · Publish to ESS portal
Preview — Ananya Patil · EMP-1041 · Jun 2025
uKnowva Technologies Pvt. Ltd.
Salary Slip — June 2025
EMP ID: EMP-1041
PAN: ANPAT1234K
UAN: 100XXXXXXXX
Earnings
Basic Salary₹40,000
House Rent Allowance₹20,000
Leave Travel Allowance₹2,083
Meal Vouchers₹2,200
Telephone Reimb.₹1,500
Special Allowance₹16,717
Gross Earnings₹82,500
Deductions
Employee PF (12%)₹4,800
Income Tax (TDS)₹4,084
Professional Tax₹200
Loan Recovery₹2,360
—
—
Total Deductions₹11,444
Employer PF
₹7,200
Employer ESIC
N/A (>₹21K)
Total CTC (monthly)
₹89,700
Distribution Status
Generated0 / 152
Emailed0
Published (ESS)0
Viewed by employee0
Payslip Settings
Password-protect PDFs
Employee DOB (DDMMYYYY)
Show employer PF on payslip
Show CTC breakdown
Include company logo
Auto-publish to ESS on payment day
Payroll Journal Entries — June 2025
Accounting entries for ERP import · Cost centre split · Month-close GL postings
ℹ Payroll journal entries follow double-entry accounting. Salaries are an expense (Dr) offset by payable liability (Cr). Deductions create payable accounts until remitted to govt/PF/bank.
Posting date:
Journal ref:
Account / Description
GL Code
Debit (₹)
Credit (₹)
Salary Expense
Basic Salary Expense
6100
₹59,76,000
—
HRA Expense
6110
₹20,16,000
—
Allowances Expense (LTA, Meal, Tel, Special)
6120
₹44,28,000
—
Variable Pay / Incentive Expense
6130
₹0
—
Employer Contributions (Expense)
Employer EPF Expense (3.67% + EPS 8.33%)
6200
₹7,27,200
—
EDLI + Admin Charges
6210
₹72,912
—
Gratuity Provision (monthly accrual)
6220
₹2,48,400
—
Payable Liabilities (Credit)
Salary Payable (Net to employees)
2100
—
₹1,07,68,400
Employee PF Payable (to EPFO)
2110
—
₹3,94,800
Employer PF Payable (to EPFO)
2111
—
₹8,00,112
TDS Payable (to Income Tax dept)
2120
—
₹5,70,000
PT Payable (to State govt)
2130
—
₹30,400
ESIC Payable (employer 3.25%)
2140
—
₹18,278
Gratuity Fund Payable
2150
—
₹2,48,400
Loan Recovery Payable (internal)
2160
—
₹1,44,420
TOTAL
₹1,34,68,512
₹1,29,74,810
Difference (LOP net adjustments + rounding)
₹4,93,702
Cost Centre Split
Department-wise salary expense allocation for management reporting
| Department / Cost Centre | Employees | Gross Salary | Employer PF | Gratuity Prov. | Total Cost | % of Total |
|---|---|---|---|---|---|---|
| Engineering | 48 | ₹42,12,000 | ₹2,46,720 | ₹84,240 | ₹45,42,960 | 34% |
| Sales | 28 | ₹26,04,000 | ₹1,52,400 | ₹52,080 | ₹28,08,480 | 21% |
| Finance | 14 | ₹14,04,000 | ₹82,080 | ₹28,080 | ₹15,14,160 | 11% |
| HR & Admin | 18 | ₹10,56,000 | ₹61,776 | ₹21,120 | ₹11,38,896 | 9% |
| Product | 24 | ₹16,80,000 | ₹98,280 | ₹33,600 | ₹18,11,880 | 14% |
| Total | 152 | ₹1,24,20,000 | ₹7,27,200 | ₹2,48,400 | ₹1,33,95,600 | 100% |
ERP Export
Include cost centre tags
Include GL codes
Compress into summary JE
Month-Close Reminders
✅ Post salary JE by 30 Jun
○ Remit TDS by 07 Jul (ITNS 281)
○ Upload PF ECR by 15 Jul
○ File 24Q Q1 by 31 Jul
✓ Jun 2025 payroll journal ready for month-close.
Form 16 & Compliance Returns
📅 FY 2024-25 · Closing cycle
⚠ Form 16 due 15 Jun
Dashboard
Form 16 Part A
Form 16 Part B
Distribution
Form 12BA
Statutory Returns
Annual Reports
Compliance Calendar
Compliance Dashboard — FY 2024–25 Close
Form 16 cycle · Statutory returns · Audit readiness · 152 employees
Total Employees
152
FY 2024–25
Form 16 Generated
0 / 152
Not yet started
Form 16 Due Date
15 Jun
2025 · 22 days left
24Q Q4 Status
Filed ✓
30 May 2025
Overdue Returns
1
PT Annual Return — MH
FY 2024–25 Close Checklist
Complete in order — each step unlocks the next
✅Done
Mar payroll run completed
31 Mar 2025 · ₹1.24Cr gross
✅Done
Q4 TDS challan deposited (ITNS 281)
30 Apr 2025 · ₹14.8L
✅Done
Form 24Q Q4 filed with TRACES
30 May 2025 · Acknowledgement received
✅Done
Proof verification completed
152 / 152 employees · All proofs approved/rejected
✅Done
Final TDS recomputed post proofs
6 short-deductions recovered in Mar 2025
✅Done
Download Form 16A from TRACES
Part A PDFs downloaded · 152 certificates
⏳
Generate Form 16 Part B
Salary computation + deductions — not yet started
○
Merge Part A + Part B into final Form 16
After Part B generated
○
Digitally sign Form 16 PDFs
DSC or system signature
○
Email Form 16 to all employees
Due 15 Jun 2025
Statutory Returns — FY 2024–25 Status
Income tax + statutory compliance filings
Form 24Q — TDS Return (Q4)
Apr 2024 – Mar 2025 · Annexure I + II
30 May 2025
✓ Filed
PF Annual Return (Form 3A / 6A)
April 2024 – March 2025
30 Apr 2025
✓ Filed
ESIC Half-yearly Return
Oct 2024 – Mar 2025
12 May 2025
✓ Filed
PT Annual Return — Maharashtra
Due 31 Mar 2025 — OVERDUE
31 Mar 2025
Overdue ⚠
LWF Annual Return
Maharashtra · Dec 2024
15 Jan 2025
✓ Filed
Form 16 — TDS Certificate
Salary certificate for FY 2024–25
15 Jun 2025
Not generated
Form 16 Part A — TRACES Download
TDS certificate issued by TRACES · Challan-wise deduction summary · Digitally signed by TRACES
ℹ Form 16 Part A is generated by TRACES (not by the employer). It contains the quarterly challan-wise TDS summary certified by the Income Tax department. You must download it from TRACES after filing Form 24Q Q4 and it carries a TRACES digital signature — no employer signature needed on Part A.
Part A Downloaded
152 / 152
All employees
TRACES Signature
Valid ✓
Digital — all 152
Ready to Merge
152
Awaiting Part B
FORM 16 — PART A
Certificate under Section 203 of the Income Tax Act, 1961 for tax deducted at source on salary
Name of Employer
uKnowva Technologies Pvt. Ltd.
Employer TAN
MUMB12345E
Employer PAN
AABCU1234P
Address
Plot 45, MIDC, Andheri East, Mumbai 400093
Name of Employee
Ananya Patil
Employee PAN
ANPAT1234K
Employee Designation
Senior Engineer
Period of Employment
01 Apr 2024 – 31 Mar 2025
Quarterly TDS Deduction Summary
| Quarter | BSR Code | Challan Sl. No. | Date of Deposit | TDS Deducted (₹) | TDS Deposited (₹) |
|---|---|---|---|---|---|
| Q1 Apr–Jun | 0480109 | 001256 | 07 May 2024 | ₹12,252 | ₹12,252 |
| Q2 Jul–Sep | 0480109 | 001282 | 07 Aug 2024 | ₹12,252 | ₹12,252 |
| Q3 Oct–Dec | 0480109 | 001304 | 07 Nov 2024 | ₹12,252 | ₹12,252 |
| Q4 Jan–Mar | 0480109 | 001326 | 30 Apr 2025 | ₹12,252 | ₹12,252 |
| Total | ₹49,008 | ₹49,008 | |||
Generated by TRACES · Digitally Signed
✓ TRACES Signature Verified
TRACES Download Status
Total employees152
Part A downloaded152
Signature verified152
Failed downloads0
Key Details — Part A
• Part A is issued by Income Tax dept via TRACES — not employer-generated.
• Contains challan-wise TDS summary per quarter.
• Employer cannot modify Part A contents.
• Must be downloaded only after 24Q Q4 is successfully filed and processed.
Form 16 Part B — Salary Computation
Employer-generated · Annual salary breakup · Deductions · Taxable income · Total TDS
✓ Part A downloaded from TRACES. Generate Part B below, then merge to create the final Form 16.
FORM 16 — PART B (ANNEXURE)
Details of salary paid and any other income and tax deducted — FY 2024–25
1. Salary as per provisions of Sec 17(1)
Basic Salary₹4,80,000
House Rent Allowance₹2,40,000
Leave Travel Allowance₹25,000
Medical Reimbursement₹15,000
Meal Vouchers₹26,400
Special Allowance₹1,13,600
Performance Bonus (Q4)₹35,000
Employer NPS Contribution [80CCD(2)]₹57,600
GROSS SALARY₹9,92,600
2. Less: Allowances exempt under Sec 10
HRA exempt [Sec 10(13A)]₹1,80,000
LTA exempt [Sec 10(5)]₹18,400
Meal voucher exempt (₹50/meal × working days)₹26,400
BALANCE (A)₹7,67,800
3. Deductions under Sec 16
Standard Deduction [Sec 16(ia)]₹50,000
Professional Tax [Sec 16(iii)]₹2,400
INCOME FROM SALARY (B)₹7,15,400
4. Income from house property [Sec 192(2B)]
Interest on housing loan (self-occupied) [Sec 24(b)]−₹1,80,000
FD interest declared+₹12,000
GROSS TOTAL INCOME₹5,47,400
5. Deductions under Chapter VI-A
80C — PF + PPF + LIC + ELSS₹1,50,000
80CCD(1B) — Additional NPS₹50,000
80D — Medical insurance (self + parents)₹25,000
TOTAL TAXABLE INCOME₹3,22,400
6. Tax Computation (Old Regime)
Income tax on ₹3,22,400 at slab rates₹3,620
87A Rebate (taxable income ≤ ₹5L)−₹3,620
Health & Education Cess @ 4%₹0
Total tax payable₹0
TDS deducted (per Part A / TRACES)₹49,008
TDS refundable (to be claimed in ITR)₹49,008
Certified that the information given above is correct
Priya Shah · HR Head · Designation: HR Manager
Authorised Signatory
Part B Generation Status
Total employees152
Part B generated0
Pending152
Signature Config
Apply DSC on all PDFs
Password-protect PDFs
Employee PAN as password
Data Sources for Part B
• Salary: from Mar 2025 payroll run
• Exemptions: from approved flexi/IT declarations
• Deductions: from approved proof submissions
• Other income: from Sec 192(2B) employee declarations
• TDS total: from TRACES Part A
Form 16 Distribution
Bulk generate · Digitally sign · Email to employees · Track delivery — due 15 Jun 2025
✓
Part A Downloaded
2
Generate Part B
3
Merge A + B
4
Apply Signature
5
Email / Download
Bulk Generation Settings
Configure once — applies to all 152 Form 16 PDFs
Recommended: PAN — employee can access independently
Per-Employee Form 16 Status
| Employee | PAN | Regime | Taxable Income | Total TDS | Part A | Part B | Merged PDF | Signed | Emailed | Opened | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
AP Ananya Patil EMP-1041 |
ANPAT1234K | Old | ₹3,22,400 | ₹49,008 | ✓ | Pending | — | — | — | — | ||
RK Rohan Kulkarni EMP-0872 |
ROHKL5678R | New | ₹5,50,000 | ₹57,840 | ✓ | Pending | — | — | — | — | ||
PS Priya Shah EMP-1008 |
PRIYS8901P | Old | ₹2,80,000 | ₹0 | ✓ | ✓ | ✓ | ✓ | ✓ 02 Jun | ✓ 03 Jun |
Showing 3 of 152 · 1 complete · 151 pending Part B generation
Form 12BA — Perquisite Statement
Mandatory when perquisite value exceeds ₹1,00,000 · Accompanies Form 16 Part B
ℹ Form 12BA is a statement showing details of perquisites and profits in lieu of salary under Sec 17(2) and 17(3). It is mandatory for employees whose perquisite value exceeds ₹1,00,000 in the year. It must be furnished along with Form 16.
Employees with Perquisites > ₹1L
14
Form 12BA mandatory
Employees with Perquisites (any)
38
Car / accommodation / ESOP
12BA Generated
0 / 14
Not yet generated
FORM 12BA
Statement showing particulars of perquisites, other fringe benefits or amenities and profits in lieu of salary
Name of Employee
Vikram Kamath
Designation / Status
Senior Engineering Manager
PAN
VIKKA5678M
Aadhaar (last 4)
XXXX-XXXX-9876
Details of Perquisites
| # | Nature of Perquisite | Value (₹) | Amount recovered from employee (₹) | Taxable amount (₹) |
|---|---|---|---|---|
| 1 | Company Car (>1600cc) + Driver | ₹39,600 | ₹0 | ₹39,600 |
| 2 | ESOP — Exercise of Options (Oct 2024) | ₹82,00,000 | ₹2,00,000 | ₹80,00,000 |
| 3 | Club Membership (annual fee) | ₹36,000 | ₹0 | ₹36,000 |
| Total Perquisite Value | ₹80,75,600 | |||
Declaration by Employer — To be signed by authorised person
Employees Requiring Form 12BA (Perquisites > ₹1L)
| Employee | Perquisite Types | Total Perquisite Value | Taxable Amount | 12BA Status | |
|---|---|---|---|---|---|
VK Vikram Kamath Engineering · EMP-0201 |
ESOP + Car + Club | ₹80,75,600 | ₹80,75,600 | Pending generation | |
AP Arjun Patel Management · EMP-0089 |
Accommodation (company flat) | ₹1,80,000 | ₹1,80,000 | Pending generation |
12BA Key Rules
• Mandatory when perquisites > ₹1L/year.
• Must be attached to Form 16 Part B.
• ESOP perquisite: (FMV − exercise price) × shares. Taxed in year of exercise.
• Car perquisite: ₹1,800 (≤1600cc) or ₹2,400 (>1600cc) + ₹900 if driver provided, per month.
• Accommodation: 15% of salary for metro cities.
⚠ ESOP perquisite must match the value declared in the ESOP exercise log in TDS module.
Statutory Returns
PF ECR · ESIC · PT · LWF — generation, download and filing tracker
Provident Fund (EPF) — Electronic Challan cum Return (ECR)
Monthly · EPFO portal · Due 15th of following month
| Month | Employees | Employee PF | Employer PF | EPS | EDLI | Admin | Total | Status | ECR |
|---|---|---|---|---|---|---|---|---|---|
| Apr 2025 | 152 | ₹3,28,400 | ₹1,20,680 | ₹2,07,720 | ₹16,420 | ₹8,210 | ₹5,81,430 | Filed ✓ | |
| May 2025 | 152 | — | — | — | — | — | Pending | Due 15 Jun |
PF contribution: Employee 12% basic+DA · Employer: 3.67% EPF + 8.33% EPS + 0.5% EDLI + 0.5% admin (min ₹500)
ESIC — Employee State Insurance
Monthly · ESIC portal · Employees with gross ≤ ₹21,000/month · Contribution period: Apr–Sep / Oct–Mar
ESIC-eligible Employees
38
Employee Contribution (0.75%)
₹4,218
Employer Contribution (3.25%)
₹18,278
Total Monthly
₹22,496
ℹ Employees who cross ₹21K ceiling during Oct–Mar contribution period remain covered until 31 Mar. Employees joining fresh are covered immediately from month of joining if wage ≤ ₹21K.
Professional Tax — State-wise Returns
Monthly or quarterly depending on state · Deducted from employee salary · Employer remits to state
| State | Employees | Monthly PT | Frequency | Last Filed | Next Due | Status | |
|---|---|---|---|---|---|---|---|
| Maharashtra | 134 | ₹20,100 | Monthly + Annual | Feb 2025 | 31 Mar 2025 ← OVERDUE | Overdue | |
| Karnataka | 18 | ₹2,700 | Monthly | Apr 2025 | 20 Jun 2025 | On track |
Annual Reports & Audit Pack
FY 2024–25 · Audit-ready reports · Management summaries · Downloadable packs
Payroll Summary — FY 2024–25
Full year · 152 employees
Total Gross Payroll (FY)₹14,88,00,000
Total Employee PF₹39,40,800
Total Employer PF₹69,82,400
Total ESIC (Employer)₹2,19,936
Total Professional Tax₹2,71,584
Total TDS Deducted₹68,40,000
Total Variable Pay₹42,60,000
Total Cost to Company₹17,14,14,720
Compliance Health Score
FY 2024–25 overall compliance rating
82%
Overall Score
TDS & Form 24Q100%
PF ECR95%
ESIC100%
Professional Tax65%
Form 16 Distribution50%
PT Maharashtra Annual Return overdue — file immediately to improve score.
Available Reports — FY 2024–25
All in Excel/PDF format · Audit-ready
📊
Monthly Payroll Register
All 12 months · Gross + deductions + net
📋
Employee TDS Summary
Annual TDS per employee · Regime-wise
🏦
PF ECR Annual Summary
All 12 months · EPF + EPS + EDLI
🏥
ESIC Contribution Report
Both contribution periods
💼
Gratuity Provision Report
Actuarial liability + balance sheet provision
📄
Payroll Journal Entries
Month-wise GL entries for ERP import
🏛
PT Deduction Ledger
State-wise · Monthly deductions
💰
Statutory Bonus Register
Payment of Bonus Act · Form C & D
📦
Full Audit Pack (ZIP)
All reports + Form 16 + challans
Compliance Calendar
All statutory filing deadlines · Alert configuration · Filing history · FY 2025–26
⚠ 1 overdue filing: PT Annual Return (Maharashtra) — was due 31 Mar 2025. File immediately to avoid penalty under Maharashtra PT Act.
Overdue
31
MAR
PT Annual Return — Maharashtra
Employer Registration Certificate renewal · Form III-B
62 days overdue
June 2025
07
JUN
TDS Deposit — May 2025 (ITNS 281)
Monthly TDS salary deduction remittance to govt
8 days left
15
JUN
Form 16 — Issue to employees
TDS certificate for FY 2024–25 · Mandatory for all employees
16 days left
15
JUN
PF ECR — May 2025
Monthly PF remittance · EPFO portal
16 days left
20
JUN
PT Monthly Return — Karnataka
May 2025 PT deduction remittance
21 days left
21
JUN
ESIC Monthly Return — May 2025
Contribution remittance · 38 ESIC-eligible employees
22 days · On track
July 2025
07
JUL
TDS Deposit — Jun 2025
ITNS 281 · Monthly deposit
Upcoming
31
JUL
Form 24Q Q1 — TDS Return (Apr–Jun 2025)
Quarterly e-TDS return · TRACES filing
Upcoming
31
JUL
ITR Filing Deadline (non-audit cases)
Individual employees file their own ITR · Employer has no direct role but should have Form 16 ready
Upcoming
Alert Configuration
Send alerts to HR team before each deadline
7 days before deadline
3 days before deadline
Day of deadline
On overdue (each day)
Filing History
Form 24Q Q4 FY 2024-25 filed
Q4 TDS Challan deposited — ₹14.8L
PF ECR Apr 2025 filed
ESIC Apr 2025 remitted
PT Maharashtra Annual Return — MISSED
Full & Final Settlement
FY 2025-26
⚠ 2 settlements overdue
Dashboard
Initiation
Salary & LOP
Leave Encashment
Gratuity
Notice Period
Dues & Deductions
Final Settlement
Full & Final Settlement
All active FnF cases · Pipeline view · FY 2025–26
Active FnF Cases
4
In progress
Overdue (> 45 days)
2
Ananya P · Rohan K.
Completed (FY)
11
₹28.4L settled
Pending Approval
1
₹2.84L awaiting CFO
Avg Settlement Time
38 days
Target: 45 days
Active Cases
AP
Ananya Patil
⚠ 52 days · Overdue
Blocked at: Notice period waiver — awaiting manager approval
Salary + LOP
₹41,667
Leave Encash.
₹18,400
Gratuity
₹0
Notice Recovery
Waiver pending
Estimated Net
₹60,067
VN
Vikram Nair
⚠ 48 days · Overdue
Blocked at: CFO approval for gratuity payout ₹2.84L
Salary + LOP
₹16,667
Leave Encash.
₹32,000
Gratuity
₹2,84,000
Notice Recovery
Full notice served
Estimated Net
₹3,32,667
PS
Priya Shah
In progress · Day 12
Current step: Salary & LOP computation in progress
Salary + LOP
In progress
Leave Encash.
Pending
Gratuity
Pending
Notice
Pending
LWD
20 Jun 2025
KJ
Kiran Joshi
Termination
Day 3
Current: Salary computation · Note: Termination — no notice period payout
Exit Type
Termination
Gratuity eligible?
Check tenure
Notice period
Not applicable
LWD
19 Jun 2025
FY 2025–26 FnF Summary
Total cases initiated15
Completed11
Active4
Total salary settled₹8.2L
Total gratuity paid₹11.4L
Total leave encashed₹4.8L
Total FnF Paid Out₹28.4L
Recently Completed
SM
Sneha Mehta
Settled 14 Jun · ₹1,82,400
RK
Rahul Kumar
Settled 02 Jun · ₹3,24,800
NJ
Nisha Jain
Settled 28 May · ₹2,10,000
Initiate Full & Final Settlement
Enter exit details · Set key dates · System will compute all dues automatically
Employee & Exit Details
This information governs all FnF computations
Employee
Department
HR & Admin
Date of Joining
12 Mar 2019
Years of Service
6 yrs 3 mos
Current Gross Salary
₹90,000/mo
Basic Salary
₹36,000/mo
Leave Balance (EL)
22 days
Exit Information
days (per contract)
days
⚠ 3 days short
Within 45 days of LWD (statutory)
Exit Reason & Notes
FnF Components to Process
System pre-selects based on exit type and tenure — override if needed
Pro-rata salary for last month
20 Jun LWD → 20/30 days of June salary
Earned Leave (EL) encashment
22 days balance · Taxable as salary income
Gratuity
✓ Eligible — 6 yrs 3 months service (≥ 5 years)
Notice period recovery (if short)
3 days short · ₹9,000 potential recovery
Outstanding loan recovery
₹15,000 remaining — recover from FnF
TDS computation on FnF amount
Gratuity partially exempt · Leave encash taxable
PF withdrawal / transfer form
Form 19 (withdrawal) or Form 13 (transfer)
Quick Estimate
Pro-rata salary₹60,000
Leave encashment (22 days)₹28,800
Gratuity (6 yrs 3 mo)₹2,07,692
Notice recovery (3 days)−₹9,000
Loan recovery−₹15,000
TDS on FnF (est.)−₹12,000
Estimated Net
₹2,60,492
Statutory Timelines
• FnF must be settled within 45 days of LWD (Payment of Wages Act).
• Gratuity must be paid within 30 days of LWD (Payment of Gratuity Act).
• Delay in gratuity: interest at 10% p.a. from due date.
• Form 16 for FnF year to be issued with annual Form 16.
Salary & LOP — Priya Shah
Pro-rata salary computation for last month · LOP for working days only · All components
✓
Initiated
08 Jun
→
Salary & LOP
In progress
3
Leave Encash.
4
Gratuity
5
Notice Period
6
Dues & Ded.
7
Approval
8
Settled
Working Days & Pro-rate Basis
Pro-rate factor = 20 ÷ 30 = 0.6667
Monthly gross (₹90,000) × 0.6667 = ₹60,000
Monthly gross (₹90,000) × 0.6667 = ₹60,000
Component-wise Computation
₹60,000
Basic Salary
₹36,000 × 20/30 days
₹24,000
House Rent Allowance
₹18,000 × 20/30 · Pro-rated
₹12,000
Special Allowance
₹28,800 × 20/30 · Pro-rated
₹19,200
Telephone Reimbursement
₹1,000 × 20/30 · Pro-rated
₹667
Leave Travel Allowance
₹2,083 × 20/30 · Pro-rated
₹1,389
Meal Vouchers
₹2,200 — Not pro-rated (flexi policy)
₹2,200
Variable Pay — Jun outstanding
No variable declared for Q1
₹0
Pro-rata Gross (Earnings)
₹59,456
Deductions (pro-rated)
Employee PF (12% of basic)
12% × ₹24,000
−₹2,880
Professional Tax
Applicable for 20 days
−₹133
Income Tax (TDS on salary component)
Will be computed in final TDS step
Pending
Net (Salary Component Only)
₹56,443
Component Pro-rate Rules
Basic, HRA, Special Allowance
Pro-rated (days worked ÷ calendar days)
Meal Vouchers
Not pro-rated — flexi component
Leave Travel Allowance
Pro-rated for partial month
Proration Method
Leave Encashment — Priya Shah
Earned Leave balance on LWD · Daily rate computation · Tax treatment
Leave Balance on LWD
Opening Balance
28.0
days (01 Apr 2025)
Accrued (Apr–Jun)
3.75
1.25 days × 3 months
Used (Apr–Jun)
9.75
as on LWD
Balance on LWD
22.0
encashable days
ℹ Leave encashment at separation is fully taxable for private sector employees. The Sec 10(10AA) exemption (up to ₹25 lakh) applies only to government employees. Tax will be computed in the TDS step.
Daily Rate & Encashment Amount
₹28,800
Daily rate = ₹36,000 ÷ 26 = ₹1,384.62
Leave encashment = ₹1,384.62 × 22 days = ₹30,462
Leave encashment = ₹1,384.62 × 22 days = ₹30,462
Leave encashment gross₹30,462
Tax treatmentFully taxable (private sector)
Leave Balance Summary
Only Earned Leave is encashable at exit
Earned Leave (EL)22.0 days
Casual Leave (CL)Lapses — 3 days
Sick Leave (SL)Lapses — 1.5 days
Comp-OffLapses — 1.0 day
⚠ CL, SL and Comp-Off balances lapse on exit — not encashable per policy.
Tax on Leave Encashment
• Private sector: Fully taxable as salary income.
• Govt employees: Exempt up to ₹25 lakh under Sec 10(10AA).
• Added to taxable income in year of payment.
• TDS deducted on total FnF payout including encashment.
Gratuity Computation — Priya Shah
Payment of Gratuity Act 1972 · Eligibility check · Formula computation · Tax exemption limit
Eligibility Verification
Date of Joining
From employee master
12 Mar 2019
Last Working Day (LWD)
20 Jun 2025
Total years of service
Exact: 6 years 3 months 8 days
6.27 years
Rounds to (for gratuity)
"4 year 240 day" rule → fraction ≥ 6 months rounds up
6 completed years
Minimum service eligibility
5 continuous years required (Act Sec 4)
✓ 6 years ≥ 5 years
Exit type eligible?
Resignation: eligible · Termination for misconduct: not eligible
✓ Resignation eligible
ℹ 4 Year 240 Days Rule (Sec 2A): A fraction of a year is counted as a full year if the employee has worked more than 6 months (≥ 240 days for 5-day week establishments). Priya Shah's service: 6 years 3 months → last fraction is 3 months (90 days) — this is LESS than 6 months, so it does NOT round up. Gratuity is computed for 6 completed years only.
Gratuity Formula Computation
₹2,07,692
As on LWD · Basic only (DA=0 for this employee)
Always 26 (Act mandated)
Formula: (Last Basic+DA ÷ 26) × 15 × Completed Years
= (₹36,000 ÷ 26) × 15 × 6
= ₹1,384.62 × 15 × 6
= ₹1,24,615 × 2 = ₹2,07,692
= (₹36,000 ÷ 26) × 15 × 6
= ₹1,384.62 × 15 × 6
= ₹1,24,615 × 2 = ₹2,07,692
Tax Exemption (Sec 10(10))
Gratuity amount payable
₹2,07,692
Maximum tax-free limit (Sec 10(10))
₹20,00,000 for private sector
₹20,00,000
Taxable gratuity amount
min(payable, formula-computed) vs ₹20L limit
₹0 (within exempt limit)
Gratuity Payable (Net after tax)
₹2,07,692
Special Eligibility Cases
• Death in service: Eligible regardless of tenure.
• Disability: Eligible regardless of tenure.
• Termination for misconduct: Gratuity can be forfeited partially or fully.
• Retrenchment: Eligible if ≥ 1 year service.
⚠ Gratuity must be paid within 30 days of LWD. Delay attracts 10% p.a. interest.
Key Gratuity Rules
• Divisor is always 26 (not 30) — Act mandated.
• Multiplier is always 15 — represents 15 days per year.
• Based on Basic + DA only — HRA and other allowances excluded.
• Max exempt: ₹20 lakh per Sec 10(10).
• Employer-funded — not deducted from employee salary.
Notice Period Recovery / Waiver — Priya Shah
Contract notice: 60 days · Served: 57 days · 3 days short
Notice Period Details
Notice recovery = Daily rate × Shortfall days
= (₹90,000 ÷ 30) × 3 = ₹9,000
= (₹90,000 ÷ 30) × 3 = ₹9,000
Notice Recovery / Waiver Decision
✓ Manager Rakesh Sharma approved full waiver on 02 Jun 2025 — employee had a medical reason for early exit. Documented in exit interview.
Notice Buyout by Employer (If Any)
ℹ If the company asks the employee to stop working before serving the full notice period (garden leave scenario), the company must pay the remaining notice days as Notice Pay.
Waiver Approval Audit
Full waiver approved by Rakesh Sharma (Reporting Manager)
Exit interview completed
Resignation accepted
Dues & Deductions — Priya Shah
All amounts to be deducted from FnF · TDS computation · Asset returns · PF
Outstanding Loan & Advance Recovery
−₹15,000
| Loan / Advance | Principal | Outstanding | Recover in FnF |
|---|---|---|---|
| Personal loan (disbursed Feb 2025) | ₹50,000 | ₹15,000 |
Total loan recovery from FnF: ₹15,000
TDS Computation on FnF
−₹18,244
ℹ FnF TDS is computed on the total FnF payout added to taxable income for the year. Gratuity within the ₹20L exempt limit is excluded. Leave encashment is fully taxable for private sector.
Salary earned Apr–Jun (already TDS'd)
₹2,70,000 × 3 months (TDS already deducted)
₹2,70,000 (historical)
Pro-rata salary Jun (taxable)
₹59,456 — TDS to be computed now
₹59,456
Leave encashment (fully taxable)
Private sector — no exemption
₹30,462
Gratuity (exempt up to ₹20L)
₹2,07,692 — fully within exempt limit
₹0 (fully exempt)
Total FnF taxable amount
₹89,918
TDS already deducted (Apr–May)
Needs to be accounted in final computation
₹6,000 (historical)
Remaining TDS on FnF components
₹18,244
TDS to deduct on FnF payment
−₹18,244
Asset Return & Exit Document Checklist
⚠ FnF payment can be held until assets are returned and all clearance documents are signed.
Laptop (Dell XPS 15) returned
Verified 18 Jun 2025 · IT asset tag 7821
Access card / ID badge surrendered
Security desk · 20 Jun 2025
Knowledge transfer — HR SOP documentation
Due 18 Jun · Not yet received from employee
Pending
No Dues Certificate signed
All departments cleared
Exit interview conducted
01 Jun 2025 · HR Priyanka R.
PF Withdrawal / Transfer
ℹ PF is not part of FnF payment — it is directly claimed by the employee from EPFO. Employer's role is to file appropriate EPF exit forms (Form 10C for EPS, Form 19 for EPF withdrawal, Form 13 for transfer).
Employee contribution₹2,59,200
Employer EPF (3.67%)₹79,200
Total (approx.)₹3,38,400
Total Deductions Summary
Loan recovery−₹15,000
TDS on FnF−₹18,244
Notice recovery₹0 (waived)
Professional Tax−₹133
Employee PF (pro-rata)−₹2,880
Total Deductions−₹36,257
Final Settlement — Priya Shah
All components computed · Ready for approval · Payment date: 05 Jul 2025
Full & Final Settlement
uKnowva Technologies Pvt. Ltd. · FnF Reference: FNF/2025-26/042
Priya Shah
Earnings / Payables
Pro-rata salary (20/30 days Jun 2025)₹59,456
Earned Leave encashment (22.0 days)₹30,462
Gratuity (6 completed years)₹2,07,692
Variable pay arrear (if any)₹0
Total Earnings₹2,97,610
Deductions
Employee PF (June pro-rata)−₹2,880
Professional Tax (June pro-rata)−₹133
Income Tax (TDS on FnF)−₹18,244
Loan recovery (personal loan balance)−₹15,000
Notice period recovery₹0 (waived by manager)
Total Deductions−₹36,257
Net Payable to Employee
HDFC Bank · XXXX 5412 · NEFT by 05 Jul 2025
₹2,61,353
Approval Workflow
HR → Finance → CFO (gratuity > ₹1L requires CFO)
✓
HR Executive (Maker)
Anita Rao · Computed and submitted
2
HR Head (Checker)
Priya Shah — self-recusal · Delegated to Deputy HR
3
Finance Controller
Sanjay Iyer
4
CFO Sign-off (Gratuity > ₹1L)
Vikram Menon · Required as gratuity = ₹2.07L
Documents to Issue on Settlement
FnF Settlement Letter
Signed by HR Head · Acknowledge receipt amount
Form 16 (for partial year)
Apr–Jun 2025 TDS certificate · Issued with annual Form 16
Experience / Service Letter
Period: 12 Mar 2019 – 20 Jun 2025
PF Transfer Form 13 / Form 19
Employee chose PF transfer · Submit to EPFO within 5 days
Gratuity Receipt (Form L)
Acknowledgement under Payment of Gratuity Act
Settlement Summary
Pro-rata salary₹59,456
Leave encashment₹30,462
Gratuity₹2,07,692
Less: PF (employee)−₹2,880
Less: TDS−₹18,244
Less: PT−₹133
Less: Loan recovery−₹15,000
Notice recovery₹0 (waived)
Net Payable
₹2,61,353
Due: 05 Jul 2025 · 45-day limit: 04 Aug 2025
Post-Settlement
Deactivate employee login
Move to alumni / ex-employee portal
Email FnF letter to employee
Notify IT to revoke access