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Set up payroll

Confirm the payroll policy, check the statutory rules, give each person a salary structure from their CTC, and clear the readiness check.

  • For:Finance administrator, HR administrator and Owner
  • Takes:once, then when something changes
  • On:phone or computer

Before you start

  • Your company, your office and your people are set up. See Get started.
  • Two different people take part: one prepares the policy and the rules, a second person confirms them. The app does not let anyone confirm what they prepared.

Open the payroll settings

  1. Open the menu and press Payroll, then Manage payroll runs.
  2. Press Rules & settings. The page Payroll rules & settings links to Payroll policy and statutory rules and to Salary structures.

Prepare and confirm the payroll policy

  1. First, the Finance administrator or the Owner: open Payroll policy and statutory rules. Under Payroll policy, press Prepare a new version and answer each question.
  2. Press Save as a draft. The version shows as Draft, not in use.
  3. Then a different person, the HR administrator or the Owner, opens the same page and reads the draft.
  4. They press Confirm and fill in Reference for the confirmation (for example the CA's email date).
  5. They press Confirm this version. The version now shows as Confirmed.
The numbers match the steps.

Watch out

Confirming the policy does not open live payroll. Only the owner's release below does. See Release live payroll.

Check the statutory rules

  1. On the same page, look under Statutory rules. A rule version that nobody has checked yet says Waiting for a second person.
  2. To enter a new version, the Finance administrator or the Owner presses Add a version. Use the published figures fills in the figures the app holds for that rule. Fill in where the rule comes from and Why this rule was chosen (at least 8 characters; the box is required), then press Save for checking.
  3. A different person, the HR administrator or the Owner, fills in Why this rule was verified and presses Verify.

Tip

Check each figure against its source before you verify it. This guide does not list the figures: the app keeps them in its rule versions, and they can change.

Give each person a salary structure

  1. On Payroll rules & settings, press Salary structures, then Open beside the person.
  2. Under New salary structure from CTC, check Effective from and choose Enter the CTC as: Monthly or Annual.
  3. Type the amount in CTC, in rupees, then move to the next box. What this gives appears with the figures. Net pay is before TDS and for a month with no unpaid days.
  4. Tick or untick Provident fund applies. PF is set for each person: the box starts ticked when the person has a UAN, and unticked when they have none. You may switch PF on without a UAN; the app then warns you.
  5. Press Save salary structure. You see Salary structure saved.
The numbers match the steps.

Tip

Special allowance is what is left of the CTC. To set Basic, HRA or the medical allowance yourself, open Change a component; the app then asks for Reason for changing a component (at least 8 characters). For many people at once, press Import from a file on Salary structures, then Check the file and Create structures.

Clear the readiness check

  1. On Payroll runs, press Payroll readiness. Choose the Month.
  2. Press Blockers to see only what stops payroll. Each row says Blocker or Warning.
  3. Press Fix on a row to open the place to fix it, for example the person's profile or their salary structure.

Watch out

A live run cannot be submitted while Payroll readiness shows a Blocker. A Warning does not stop it.

If something goes wrong

What you seeWhat to do
Waiting for a different person to confirm. You prepared this version, so someone else who can confirm payroll settings must confirm it before payroll uses it.Ask the HR administrator or the Owner, if they did not prepare it, to confirm it.
You entered this version, so someone else checks it.Ask the HR administrator or the Owner, if they did not enter it, to verify it.
No payroll policy is confirmed yet, so salary structures cannot be generated.Prepare the policy and have a second person confirm it (above), then save the salary structure again.
The payroll policy has not been confirmed for this date. Prepare it and ask HR or the owner to confirm it under Payroll rules and settings.The policy for that date is not confirmed yet. Confirm it first.
There is no checked provident fund rule for this date. Add and verify one under Payroll rules and settings.Enter the provident fund rule version with Add a version and have a second person verify it.
This CTC is too small for the fixed allowances, so the special allowance would be negative. Raise the CTC or lower a component.Check the CTC. If you changed a component, open Change a component and lower it.
PF is on but this person has no UAN. You need their UAN before filing PF.This does not stop saving or payroll. Enter the UAN on the person's profile before PF is filed.
A payroll run already used this salary structure, so it cannot be changed. Choose a later start date.Change Effective from to a later date and save again.
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