# INDPayroll - full documentation corpus > Payroll software for Indian startups and growing teams. Automates PF (EPF), > ESI, TDS and Professional Tax, refreshed monthly as the rules change, and is > free forever for the first 10 employees. This file is the complete text of the INDPayroll setup guides and help centre, generated from the same source the pages render from. For the linked index of the wider site, see /llms.txt. Every individual page is also available as markdown by appending `.md` to its URL. --- ## Setup guides 13 categories, 35 articles. ## Introduction What INDPayroll is, who it's for, and what this manual covers. Source: https://www.indpayroll.com/help/user-manual/introduction ### Purpose of the Manual Source: https://www.indpayroll.com/help/user-manual/introduction/purpose-of-the-manual The INDPayroll Setup Guides is a comprehensive, step-by-step reference designed for HR, payroll, and finance professionals to navigate, configure, and manage payroll processes with precision, compliance, and efficiency. This manual not only guides users through the software functionalities but also provides best practice insights, workflow examples, and tips to minimize errors, improve operational efficiency, and maintain statutory compliance. #### The manual aims to: - Ensure accurate payroll processing across organizations of all sizes. - Provide a complete understanding of statutory obligations and compliance reporting in India. - Streamline employee management, salary calculation, and disbursement workflows. - Enable HR and finance teams to generate insightful reports and analytics for strategic decision-making. ### Intended Users Source: https://www.indpayroll.com/help/user-manual/introduction/intended-users INDPayroll is designed to cater to multiple stakeholders within an organization. The intended users and their roles include: - Payroll Manager – End-to-end payroll processing, statutory compliance, exception management, and reporting. - HR Professionals – Employee onboarding, salary structure setup, attendance and leave management, and employee data updates. - Finance Teams – Payroll approvals, salary disbursement, reconciliation, tax filing, and financial reporting. - Company Administrators – User management, access control, audit tracking, system configuration, and security oversight. - Employees – Access self-service portal, download payslips, update personal information, submit requests or corrections. ### Software Overview Source: https://www.indpayroll.com/help/user-manual/introduction/software-overview INDPayroll is a modern, cloud-native payroll management platform engineered specifically to meet the complex statutory, HR, and operational requirements of Indian organizations. Designed for accuracy, scalability, and compliance, INDPayroll unifies the entire payroll lifecycle into a seamless, automated, and audit-ready workflow. #### Automated Salary Calculation - INDPayroll delivers highly precise and fully automated salary computations, eliminating manual effort and minimizing errors. - Earnings: Basic, HRA, DA, Conveyance, Special Allowances, LTA, Bonuses, Incentives. - Reimbursements: Travel, meals, telephone, and project-based claims. - Deductions: PF, ESI, TDS, Professional Tax, loan recovery, advance settlement, penalties. - Taxation: Automated income tax slab application, exemptions, and investment declarations. - The platform supports custom salary structures, handling complex calculation logic for diverse job roles, grades, and compensation models. #### Statutory Compliance - Provident Fund (PF) contributions and ECR generation. - Employee State Insurance (ESI) calculations and reports. - Professional Tax (PT) based on state-specific slabs. - Tax Deducted at Source (TDS) with auto-updating tax rules. - Auto-generated statutory reports such as ECR files, Form 24Q, Form 16. - Real-time alerts, reminders, anomaly detection, and compliance tracking so deadlines are never missed. #### Payroll Workflow Automation - INDPayroll automates every stage of payroll processing through a streamlined, step-by-step workflow: employee onboarding, salary template assignment, attendance and leave integration, earnings & deductions calculation, statutory validation, multi-level approvals (HR → Finance → Admin), payslip generation, and bank disbursement. #### Seamless Integrations - Attendance & Biometric Systems: automatic syncing of working hours, overtime, and shift details. - Leave Management Systems: real-time leave balances, LOP calculations, and approval workflows. - HRMS Platforms: synchronization of employee lifecycle data. - Banking APIs: automated salary disbursement through NEFT, RTGS, IMPS, or direct bank files. #### Employee Self-Service Portal (ESS) - Download payslips and Form 16. - View tax projections, leave balances, and attendance summaries. - Submit reimbursement claims or update personal information. - Raise queries, track approval status, and receive notifications. #### Advanced Reporting & Analytics - Real-time dashboards displaying payroll costs, headcount analytics, and statutory summaries. - Customizable report builders for specific departmental needs. - Audit-ready registers for earnings, deductions, arrears, bonuses, and compliance. - Trend analysis tools for year-over-year payroll insights, attrition cost studies, and workforce planning. #### Robust Security Framework - Role-based access control (RBAC): users see only what they're authorized to access. - Two-factor authentication (2FA): added layer of security for login. - Encrypted data storage and secure transmission for all sensitive information. - Audit trails: complete historical tracking of every action performed on the system. - Session management & IP monitoring: prevent unauthorized or suspicious access. ## Getting Started System requirements, logging in, and understanding user roles. Source: https://www.indpayroll.com/help/user-manual/getting-started ### System Requirements Source: https://www.indpayroll.com/help/user-manual/getting-started/system-requirements For optimal performance, INDPayroll requires: - Browser Compatibility: latest Chrome, Microsoft Edge, or Firefox. - Internet Speed: minimum 5 Mbps recommended for seamless cloud operations. - Operating System: Windows 10+, macOS 10.14+, Linux distributions. - Screen Resolution: minimum 1366×768; 1920×1080 recommended for dashboards. - Additional Tools: PDF reader for payslips, Excel or spreadsheet software for CSV import/export. #### Best practices - Clear browser cache periodically to avoid display issues. ### Login & Authentication Source: https://www.indpayroll.com/help/user-manual/getting-started/login-authentication - Access the INDPayroll login portal via the URL provided by your organization. - Enter your username and password. - Click Login. - If Two-Factor Authentication (2FA) is enabled, enter the OTP received via SMS/email. #### Best practices - Always logout after sessions on shared devices. - Use strong passwords combining uppercase, lowercase, numbers, and special characters. - Update passwords every 90 days or as per company policy. ### User Roles & Permissions Source: https://www.indpayroll.com/help/user-manual/getting-started/user-roles-permissions INDPayroll provides granular role-based access to maintain data security and operational efficiency: - Super Admin – Full Access: complete system access, including configuration, payroll setup, user management, and audit logs. - HR Admin – High: employee onboarding, payroll data input, report review, and leave/attendance management. - Finance – Medium: payroll verification, salary approvals, statutory reporting, and fund disbursement. - Employee – Limited: self-service features - payslip access, personal info updates, and leave requests. #### Best practices - Always assign minimum required access to maintain data security. ## Company Setup Add company details, configure payroll policies, and set up statutory registrations. Source: https://www.indpayroll.com/help/user-manual/company-setup ### Add Company Details Source: https://www.indpayroll.com/help/user-manual/company-setup/add-company-details This section captures the foundational elements of your organization. Navigate to Company Settings → Add Company to begin the setup. #### A. Basic Information - Company Name – as registered under government records. - Company Logo – high-resolution PNG/JPEG for use in reports and payslips. - Registered Address – legal address as per GST/TAN documents. - Corporate Office Address – if different from the registered address. - Contact Information – primary phone number, support email, corporate website. #### B. Fiscal & Operational Details - Fiscal Year Start & End – commonly April–March for Indian entities. - Default Currency – INR by default; multi-currency enabled for global subsidiaries. - Financial Calendar – monthly, semi-monthly, or custom cycles. #### C. Departmental Contact Points - HR Department Email ID – for employee-related communication. - Finance/Payroll Email ID – for salary, compliance, and payout queries. - Admin Helpdesk – optional contact for infrastructure-related issues. #### Best practices - Verify company details with GST, PAN, TAN, CIN, and Shop & Establishment certificates. - Maintain consistent naming conventions for smooth integration with HRMS/ERP systems. - Update communication details promptly to avoid missing statutory alerts or payroll notifications. ### Configure Payroll Policies Source: https://www.indpayroll.com/help/user-manual/company-setup/configure-payroll-policies Payroll policies define how the organization manages employee compensation, attendance, and statutory compliance. Navigate to Company Settings → Payroll Policies. #### A. Work Schedule Settings - Weekly Workdays – 5-day/6-day week or custom. - Shift Configuration – multiple shifts, flexible hours, rotational shifts. - Grace Periods – late entry/early exit tolerance. #### B. Holidays & Leave Framework - Public Holidays – add region-specific or organization-wide holidays. - Leave Types – CL, SL, EL, compensatory off, maternity/paternity leaves. - Carry-Forward Rules – maximum carry-forward limits, lapse rules, and encashment policies. #### C. Overtime Eligibility - Hourly/Monthly Basis – overtime rate derived from basic wage or gross wage. - OT Multipliers – 1.5x, 2x, or custom values. - Approval Workflow – manager or HR approval required. #### D. Bonus & Incentive Configuration - Eligibility Criteria – tenure, designation, grade, performance ratings. - Calculation Methods – flat rate, percentage of basic, or CTC-based bonus. - Payout Cycle – annual, quarterly, or ad-hoc. #### E. Salary Rounding Rules - Nearest rupee. - One/five/ten-rupee rounding. - Decimal Precision – up to two decimals if required for reimbursements. #### Best practices - Conduct an annual review of payroll policies to align with government guideline changes, internal restructuring, and expansion into new states or locations. ### Statutory Configuration Source: https://www.indpayroll.com/help/user-manual/company-setup/statutory-configuration A critical part of setup ensuring adherence to Indian labor laws and tax regulations. Navigate to Company Settings → Statutory Compliance. #### A. Provident Fund (PF) - Employee & Employer PF Contribution % – standard 12% or custom setup. - PF Wage Ceiling – ₹15,000 or full-wage PF as per policy. - UAN Integration – auto-linking with employee UAN numbers. #### B. Employee State Insurance (ESI) - Automatic Eligibility Check – based on salary threshold (as per current law). - Auto-Deduction – ensures accurate monthly contributions. - ESI Report Downloads – for filing and audit. #### C. Professional Tax (PT) - Slab-Based Deductions – auto-applies based on salary. - State-level Variations – Maharashtra, Karnataka, West Bengal, etc. - PT Certificates & Reports – auto-generated for each cycle. #### D. TDS Configuration (Income Tax) - Tax Slabs – old regime, new regime. - Exemptions & Deductions – HRA, Section 80C, 80D etc. - Investment Declaration Window – employee submission timeline. - Automatic TDS Calculation – based on projections and proofs. #### E. Statutory Document Uploads - Form 16 (Part A & B). - Form 24Q. - Challan PDFs. - PF/ESI/GST certificates. #### F. Compliance Alerts - PF, ESI, PT, TDS filing deadlines. - Challan payments. - Annual returns. - Policy expiry notifications. ### Multi-Organisation & Multi-Branch Setup (New Section) Source: https://www.indpayroll.com/help/user-manual/company-setup/multi-organisation-multi-branch-setup-new-section INDPayroll supports multi-entity payroll management, ideal for enterprises operating across multiple cities, states, or business verticals. Navigate to Company Settings → Multi-Organisation Setup. #### A. Organizational Hierarchy Configuration - Define multi-level corporate structures: Parent Company, Subsidiaries, Branches, Business Units, Departments. - Each entity can have its own payroll rules, statutory configurations, attendance policies, holiday calendars, and reporting heads. #### B. Add and Configure Additional Organizations - Organization name & type. - Location & jurisdiction (mandatory for PT, PF office codes, etc.). - Independent or shared payroll cycle. - Separate bank accounts for salary disbursement. - Entity-wise statutory registration numbers (PF, ESI, PT, TAN). #### C. Assign Employees to Entities - Employees can be mapped to a primary organization, branch, department, and reporting manager. - Transfer rules allow inter-branch transfers, inter-entity migration with audit history, and salary structure carry-over or recalculation based on entity policies. #### D. Entity-Wise Reporting & Permissions - Each organization can maintain custom dashboards, separate pay runs, and dedicated approvers. - Role-based access ensures HR/Payroll managers see only their assigned entities, while leadership sees consolidated analytics across all entities. #### E. Benefits of Multi-Organisation Setup - Scalability for growing businesses. - Fully compliant state-specific statutory handling. - Centralized control with decentralized operations. - Consolidated reports for finance and audits. - Standardized policy application across branches. ## Employee Management Add employees individually or in bulk, and manage their profiles. Source: https://www.indpayroll.com/help/user-manual/employee-management ### Add Employee Source: https://www.indpayroll.com/help/user-manual/employee-management/add-employee - Navigate to Employees → Add New Employee. - Personal Details: full name, DOB, gender, email, contact number, address. - Job Details: designation, department, date of joining, work location, reporting manager. - Salary Structure: basic, HRA, conveyance, special allowances, OT rates, bonus eligibility. - Statutory IDs: PF, ESI, PAN, PT, UAN. - Bank Details: account number, IFSC, branch. - Click Save to create the profile. #### Best practices - Double-check statutory IDs and bank details to avoid salary and compliance issues. - Maintain reporting hierarchy correctly for approval workflows. ### Bulk Upload Employees Source: https://www.indpayroll.com/help/user-manual/employee-management/bulk-upload-employees - Download the employee import template in CSV format. - Fill in all required fields accurately. - Upload the CSV and validate. - Correct any flagged errors before final submission. #### Use Case - Useful for onboarding large batches of new hires in bulk, especially during campus recruitment drives. ### Employee Profile Management Source: https://www.indpayroll.com/help/user-manual/employee-management/employee-profile-management - Edit/update personal, job, and salary information. - Assign or update salary templates. - Deactivate or terminate employees while preserving historical payroll data for audits. #### Best practices - Always back up data before mass edits or terminations. ## Payroll Configuration Salary components, salary templates, and statutory rule configuration. Source: https://www.indpayroll.com/help/user-manual/payroll-configuration ### Salary Components Source: https://www.indpayroll.com/help/user-manual/payroll-configuration/salary-components INDPayroll provides a comprehensive and flexible framework to configure all salary components - earnings, deductions, reimbursements, and statutory obligations. Each component can be customized to match company policy, industry standards, and Indian statutory requirements. #### Key Salary Components - Basic (Earning): the core fixed wage component forming the foundation of salary structure. Ideally 40–50% of CTC; the primary basis for PF, ESI, HRA, Gratuity, and statutory calculations. - HRA (Earning): House Rent Allowance with conditional tax exemptions. Tax benefit: 50% of Basic for metro cities, 40% for non-metro; employee must submit rent proofs. - Conveyance (Earning): transport allowance for daily commute to office. Exempt up to ₹1,600 per month as per IT rules. - Special Allowances (Earning): flexible allowance zone covering medical, meal, telecom, or custom benefits. Can be structured as taxable or partially exempt based on company rules. - Bonus / Incentives (Earning): performance-based or statutory bonus payouts. May be monthly, quarterly, or annual; ensure minimum bonus rules if applicable. - Overtime (OT) (Earning): compensation for extra hours worked beyond standard duty. Calculated hourly or daily using Basic + DA. Ensure OT approval workflow is enabled. - PF (Deduction): employee's contribution to EPF. Standard 12% of Basic + DA; ensure wage ceiling and voluntary PF are configured correctly. - ESI (Deduction): Employee State Insurance contribution. Applicable if Gross ≤ ₹21,000; auto-calculates 0.75% employee contribution. - TDS (Deduction): tax deducted at source based on income tax laws. Uses real-time projections, exemptions, and declarations for monthly accuracy. - PT (Deduction): state-wise Professional Tax. INDPayroll auto-applies correct slabs based on location. - Other Deductions (Deduction): includes loan EMIs, salary advances, penalties, or custom deductions. Ensure proper approval trail is documented. #### Best practices - Always validate statutory components at the beginning of every financial year to reflect new government updates. ### Salary Templates Source: https://www.indpayroll.com/help/user-manual/payroll-configuration/salary-templates Salary templates are pre-defined structures that streamline payroll processing and ensure consistent salary composition across similar roles or grades. They eliminate manual entry, reduce calculation errors, and maintain uniformity across departments. #### Key Features of Salary Templates - Role-, grade-, or department-based predefined salary architectures. - Automatic mapping during employee onboarding. - Supports all earnings, deductions, reimbursements, and statutory components. - Full version control and change tracking for audit purposes. #### Use Case Example - A company may define a Software Engineer (SE) Grade Template with the following breakdown: Basic - 40% of CTC, HRA - 20% of Basic, Conveyance - ₹1,600 per month, Special Allowance - remaining balance of the CTC, PF/ESI - auto-applied based on eligibility. - This ensures every Software Engineer hired receives a uniform compensation structure. ### Statutory Rules Configuration Source: https://www.indpayroll.com/help/user-manual/payroll-configuration/statutory-rules-configuration INDPayroll makes statutory compliance effortless by automating complex calculations and ensuring every payroll run follows the latest Indian labor and tax laws. #### Configuration Steps - Navigate to Payroll Settings → Statutory Rules. - Configure EPF and ESI contribution percentages. - Set up state-wise PT slabs and thresholds. - Enable TDS calculation rules under Old or New Tax Regime. - Define salary-based eligibility conditions (PF ceiling, ESI limits, etc.). - Turn on compliance alerts for deadlines, anomalies, and threshold breaches. #### Best practices - Review statutory slabs at the start of every fiscal year. - Validate employee statutory registrations (UAN, ESIC number, PAN, etc.). - Keep automated reminders enabled for PF, ESI, PT, and TDS deadlines. ### Payroll Workflow Diagram Source: https://www.indpayroll.com/help/user-manual/payroll-configuration/payroll-workflow-diagram A refined payroll workflow ensures accuracy, transparency, and compliance at every stage of the payroll cycle. #### Workflow Sequence - Employee Data Setup → Salary Template Assignment → Attendance & Leave Integration → Payroll Calculation → Submit for Approval → Statutory Compliance Check → HR & Finance Approval → Payslip Generation → Bank Disbursement. #### Workflow Explanation - Employee Data Setup: employee profiles, statutory details, and salary assignments are completed. Correct data ensures seamless downstream payroll processes. - Salary Template Assignment: the predefined salary template is applied to the employee, ensuring standardization and eliminating manual miscalculations. - Attendance & Leave Integration: attendance, overtime, leaves, and holiday data syncs with payroll to ensure accurate pay for present, absent, or extra working hours. - Payroll Calculation: INDPayroll's automated engine calculates all components - earnings, reimbursements, deductions, statutory contributions, and net pay. - Submit for Approval: once payroll is computed, it is submitted for verification. HR reviews salary changes, attendance anomalies, and deductions; Finance reviews payout amounts, statutory liabilities, and bank disbursement totals. Any discrepancies trigger automated review cycles. - Statutory Compliance Check: the system automatically cross-verifies PF, ESI, PT, TDS calculations with current laws and employee eligibility. - HR & Finance Approval: the payroll is dual-approved. HR verifies employee-level correctness; Finance confirms financial accuracy and fund allocation. - Payslip Generation: payslips are generated instantly and made available through the Employee Self-Service Portal (ESS) and secure email delivery (optional). - Bank Disbursement: final approved payroll is pushed to banking channels via NEFT/RTGS/IMPS, bank API integrations (if enabled), and automated salary advice and disbursement files. ## Running Payroll Process a payroll run, route it through approvals, and handle corrections. Source: https://www.indpayroll.com/help/user-manual/running-payroll ### Process Payroll Source: https://www.indpayroll.com/help/user-manual/running-payroll/process-payroll Processing payroll in INDPayroll is designed to be systematic, compliant, and highly transparent. - Select Payroll Period: navigate to Payroll → Run Payroll and choose the month or cycle. Only unlocked periods are selectable; pending items are highlighted. - Review Employee Records: the system automatically fetches attendance logs, leave balances, shift changes, and previous adjustments. - Enter Additions & Deductions: HR teams can input bonuses, incentives, loan EMIs, and penalties, either manually or through bulk Excel/CSV uploads. - Preview Payroll Summary: the platform displays gross earnings, deductions, net pay, and departmental cost distribution with drill-down capability, helping teams spot issues like excessive deductions or missing components. - Submit for Approval: click "Submit for Approval" to trigger the formal workflow; HR and Finance approvers receive notifications and payroll locks for edits while maintaining audit logs. #### Best practices - Always verify the payroll preview thoroughly. Early detection of errors avoids re-runs, financial discrepancies, and compliance issues. ### Payroll Approvals Source: https://www.indpayroll.com/help/user-manual/running-payroll/payroll-approvals Payroll approvals in INDPayroll are designed to ensure accuracy, compliance, and financial accountability. The system follows a dual-approval model for robust internal control. #### HR Approval - Employee salary structure and revisions. - Attendance and leave inputs. - Overtime eligibility and correct calculation. - Additions/deductions applied. - Focus: data correctness, policy adherence, and fairness. #### Finance Approval - Once HR approves, the workflow automatically moves to Finance. - Final payout amounts. - Budget and financial projections. - PF/ESI/PT/TDS statutory deductions. - Reconciliation with financial records. - Focus: financial accuracy, statutory compliance, and fund allocation. #### Automated Notifications - At every stage, INDPayroll sends notifications via email, in-app alerts, and dashboard widgets. - This ensures no delay in payroll processing or approvals. #### Best practices - Always maintain dual-approval (HR + Finance). - Zero salary inconsistencies. - Accurate statutory reporting. - A strong audit trail for compliance and governance. - Prevention of fraudulent or erroneous payroll changes. ### Adjustments & Corrections Source: https://www.indpayroll.com/help/user-manual/running-payroll/adjustments-corrections Payroll often requires mid-cycle or post-cycle corrections. INDPayroll provides a structured and transparent adjustment system to maintain compliance and traceability. #### Pre-Run Adjustments (before payroll runs) - Incorrect attendance entries. - Missing leave approvals. - Wrong shift or roster mapping. - Incomplete salary component setup. #### Post-Run Adjustments (after processing) - Salary revision effective from a past date. - Arrears calculation. - Overlooked incentives or deductions. - Manual corrections requested by HR/Finance. #### Audit Trail & Compliance Logging - Who made each adjustment. - What was modified (before vs after values). - Timestamp of change. - Reason or remarks entered. - All post-run adjustments are automatically applied in the next payroll cycle under Adjustments & Arrears. ## Statutory Compliance & Reports PF, ESI, PT and TDS reports, plus tax filing assistance. Source: https://www.indpayroll.com/help/user-manual/statutory-compliance-reports ### Compliance Reports Source: https://www.indpayroll.com/help/user-manual/statutory-compliance-reports/compliance-reports INDPayroll automatically generates all statutory reports required by Indian regulatory bodies such as the EPFO, ESIC, State Tax Departments, and the Income Tax Department. #### Provident Fund (PF) Reports - PF Monthly Contribution Sheet: employee and employer contributions (Form 12A, Form 5, Form 10 reports). - ECR File Generation: ready-to-upload Electronic Challan cum Return file. - PF Annual Report: yearly summary of contributions, withdrawals, and employee-wise distribution. - UAN Status Report: validates UAN, KYC status, and activation status for employees. - Auto-calculation of PF on Basic + DA. - Supports statutory PF cap (₹15,000) or full PF deduction policies. - Flags missing UAN and incomplete KYC details. #### Employee State Insurance (ESI) Reports - Monthly Contribution Report: employee and employer contributions. - ESI Challan File: auto-computed payable amount. - Employee Eligibility Report: identifies employees within the ESI wage threshold (≤ ₹21,000). - Exception Reports: highlights employees nearing or exceeding the ESI wage limit. - Reduces manual computation errors. - Ensures ESI applicability is always current. #### Professional Tax (PT) Reports - State-wise PT Deduction Report. - Slab-wise deduction summary. - Exception Report: flags employees whose work location has changed but PT settings are outdated. - Supported states include Maharashtra, Karnataka, West Bengal, Andhra Pradesh, Telangana, and others. #### TDS (Tax Deducted at Source) Reports - Monthly TDS Register (salaried employees). - Form 26Q/24Q Data Export. - Tax Projection Reports for employees. - Investment Declaration Variance Report (planned vs. actual investments). - TDS is auto-calculated based on income slabs, exemptions, and regime selection (Old/New Regime). - Detects incorrect or missing PAN numbers. - Supports section-wise exemptions (80C, 80D, HRA, LTA, etc.). #### Quarterly & Annual Compliance Filings - Form 24Q: quarterly salary TDS submission. - Form 16: annual employee TDS certificate (Part A & Part B). - PF Annual Return (Form 3A/6A). - ESI Half-Yearly Contribution Summary. ### Tax Filing Assistance Source: https://www.indpayroll.com/help/user-manual/statutory-compliance-reports/tax-filing-assistance INDPayroll simplifies tax filing with automated tools, error validation, and intelligent reminders. - Form 16 Generation: automatically generated based on payroll entries and TDS calculations, with Part A imported from TRACES and Part B auto-populated from salary data; the system validates PAN, tax regime selection, and Chapter VI-A deduction limits. - Form 24Q & 26Q Exports: supports XML, CSV, and PDF formats including employee-wise salary breakup, taxable income computations, and quarterly tax deductions. - Deadline Reminders & Alerts: automatically triggers notifications before PF/ESI payment deadlines, PT submission dates, and quarterly TDS filing dates via email, push notifications, and dashboard alerts. - Validation Checks Before Filing: performs a compliance audit checking for missing PAN, incorrect UAN/ESI numbers, salary inconsistencies, duplicate employees, and invalid Aadhaar/bank data. #### Best practices - Always verify employee statutory details - PAN, UAN, ESI IP Number, PT State, and HRA rent proofs - before generating quarterly or annual returns. ## Payslips & Disbursement Generate employee payslips and disburse salaries via bank transfer. Source: https://www.indpayroll.com/help/user-manual/payslips-disbursement ### Employee Payslips Source: https://www.indpayroll.com/help/user-manual/payslips-disbursement/employee-payslips After the payroll cycle is fully approved by HR and Finance, INDPayroll automatically generates payslips for all eligible employees. The system ensures accuracy, security, and compliance with Indian payroll standards. #### Key Components Displayed on the Payslip - Employee Information: name, employee code, department, designation, and joining date. - Payroll Period: start and end dates for the processed month. - Earnings: Basic Pay, HRA, DA, Conveyance & Special Allowances, Overtime & Shift Allowances, Performance Bonuses & Incentives. - Deductions: Provident Fund, ESI, Professional Tax, TDS, Loan EMIs. - Net Pay: final take-home salary after deductions. - Employer Contributions (Informational): Employer PF, ESI, and organization-sponsored benefits. - Statutory Compliance Messages: PAN, UAN, ESI number, and declarations. #### Accessing Payslips - Employee Self-Service (ESS) Portal. - Email Notifications. - HR/Admin Dashboard. - Historical Payslip Records. ### Bank Transfers (Salary Disbursement) Source: https://www.indpayroll.com/help/user-manual/payslips-disbursement/bank-transfers-salary-disbursement INDPayroll provides a seamless, secure, and compliant mechanism for transferring employee salaries directly into their bank accounts. The system supports a wide range of Indian banking formats to streamline payroll processing. #### Generating Bank Transfer Files - Navigate to Payroll → Disbursement. - Select the payroll month. - Generate electronic bank transfer files in formats supported by major banks, including NEFT files, RTGS files, IMPS/bulk transfer (depending on bank capability), and custom bank templates (ICICI, HDFC, SBI, Axis, Kotak, etc.). - These files include employee bank account details, IFSC codes, salary amounts, and the disbursement batch reference number. #### Uploading Files to Banking Portals - Download the generated file from INDPayroll. - Upload it directly to the company's corporate banking portal. - Approve and authorize salary transfers based on bank workflow (Maker–Checker process supported). #### Auto-Update of Disbursement Status - Salary payment status updates automatically in INDPayroll. - Employees receive disbursement notifications (optional). - Rejected or failed transactions are flagged for correction. #### Reconciliation & Validation - Matches processed salaries with bank confirmation files. - Highlights mismatches such as incorrect account details or insufficient funds. - Maintains a dashboard summary for Finance teams. #### Best practices - Reconcile the payroll summary with total bank transfer amounts before uploading files. - Maintain archived NEFT/RTGS files for audits and future reference. - Ensure all employee bank details are validated during onboarding. - Enable dual approval workflow to reduce salary disbursement errors. - Follow RBI guidelines for corporate fund transfers. ## Reports & Analytics Standard payroll reports and advanced cost/trend analytics. Source: https://www.indpayroll.com/help/user-manual/reports-analytics ### Standard Reports Source: https://www.indpayroll.com/help/user-manual/reports-analytics/standard-reports - Payroll Summary Reports – gross, deductions, net salary. - Employee Earnings & Deduction Registers. - Leave & Overtime Reports integrated with payroll. - Statutory Deduction Reports for PF, ESI, TDS, and PT. #### Best practices - Schedule recurring reports to save time and maintain compliance. ### Advanced Analytics Source: https://www.indpayroll.com/help/user-manual/reports-analytics/advanced-analytics - Department-wise Cost Analysis: breakdown of salary costs by teams. - Year-over-Year Payroll Trends: track payroll growth, deductions, and overtime costs. - Compliance Dashboards: visual representation of statutory obligations met vs. pending. - Custom Reports: create reports tailored to management KPIs, budgets, and audits. #### Example Use Case - Identify departments with high overtime costs and evaluate staffing or process adjustments. ## User Management & Security Add and manage admin users, and configure authentication and security policies. Source: https://www.indpayroll.com/help/user-manual/user-management-security ### Add, Manage & Remove Users Source: https://www.indpayroll.com/help/user-manual/user-management-security/add-manage-remove-users The INDPayroll Admin Panel provides centralized control to create, update, and deactivate users. This ensures that only authorized personnel can access payroll information and perform sensitive actions. #### Access Path - Navigate to: Admin → User Management. #### A. Adding New Users - Administrators can create new accounts for HR, Finance, Managers, and other authorized staff. - Click Add New User. - Enter the following user details: full name, employee ID (if applicable), official email address, mobile number, department/designation. - Assign role & permissions. - Set a temporary password or send a system-generated password to the user's email. - Click Save & Invite User. #### Role-Based Access Levels - Super Admin: full access to organization, payroll, and security settings. - HR Manager: employee management, payroll processing, attendance, leaves. - Finance Manager: salary approvals, statutory filings, disbursements. - Payroll Executive: day-to-day payroll operations without system-wide controls. - Viewer/Read-Only: restricted to reports and non-editable views. - Best practice: assign each user only the minimum necessary permissions to perform their job role. This reduces risks and improves compliance. #### B. Editing Existing Users - To modify user details or update permissions, go to the user list. - Select the user to edit. - Update email, phone, role, or department. - Save changes. - Use this function when employees change roles, shift departments, or are given additional responsibilities. #### C. Deactivating or Removing Users - User deactivation is critical when employees leave the organization, contract/temporary staff complete their tenure, or roles change and access must be restricted. - Open the user's profile. - Click Deactivate. - Confirm the action. - Deactivated users cannot log in, cannot access any payroll data, and are retained in the audit logs for compliance tracking. ### Authentication & Security Policies Source: https://www.indpayroll.com/help/user-manual/user-management-security/authentication-security-policies INDPayroll follows stringent security practices to protect sensitive payroll data. #### A. Password Security - Enforce strong password requirements (uppercase, lowercase, numbers, symbols). - Automatic password expiration cycles. - Prevent reusing the last 3–5 passwords. #### B. Two-Factor Authentication (2FA) - Admins can enable 2FA for enhanced protection. Methods include email OTP, SMS OTP, and authenticator app (if enabled). #### C. Session Management - Automatic session timeout after inactivity. - Browser/device session limit per user. - Real-time session logs for monitoring unusual access. #### D. IP & Device Restrictions (Optional Feature) - To enhance security, administrators can restrict system access based on whitelisted IPs (office network only) and registered devices or browsers. ### Audit Trails & Access Logs Source: https://www.indpayroll.com/help/user-manual/user-management-security/audit-trails-access-logs INDPayroll maintains a complete record of all user activity: - Login & logout timestamps. - Changes made to employee records. - Payroll modifications. - Approval actions. - Error or access-denial logs. - These logs support internal audits, compliance verification, and fraud prevention. ### Security Best Practices Source: https://www.indpayroll.com/help/user-manual/user-management-security/security-best-practices To maximize data protection: - Grant least-privilege access. - Review user permissions quarterly. - Remove access immediately during offboarding. - Enable 2FA for all managers and admins. - Monitor audit logs regularly. - Use strong, unique passwords for each user. - Do not share admin accounts. ## Troubleshooting Fixes for the most common payroll and login issues. Source: https://www.indpayroll.com/help/user-manual/troubleshooting ### Common Issues & Resolutions Source: https://www.indpayroll.com/help/user-manual/troubleshooting/common-issues-resolutions INDPayroll provides solutions to common payroll, employee, and system-related issues. Each solution includes step-by-step guidance to ensure smooth operations. #### Forgot Password - Possible cause: incorrect login credentials or expired password. - Click "Forgot Password" on the login page. - Enter registered email or mobile number. - Receive OTP/reset link and follow instructions. - Login using the new password. #### Payslip Not Generated - Possible cause: payroll not approved or employee inactive. - Navigate to Payroll > Run Payroll > Preview. - Verify that payroll for the employee is approved by HR & Finance. - Check employee status (Active/Inactive). - Regenerate payslip if necessary. #### Employee Missing from Payroll - Possible cause: incorrect salary template assignment or inactive profile. - Navigate to Employees > Manage Employee. - Ensure the employee is active. - Assign the correct salary template. - Re-run payroll for the period. #### Payroll Calculation Errors - Possible cause: attendance mismatch, leave errors, or statutory misconfiguration. - Review Attendance & Leave Integration. - Verify all salary components are correct. - Check PF/ESI/TDS configuration. - Apply corrections and reprocess payroll. #### Bank Transfer Failure - Possible cause: incorrect bank details or rejected NEFT file. - Verify employee bank account number & IFSC. - Export a new NEFT/RTGS file. - Upload to the bank portal and confirm status. #### System Performance Issues - Possible cause: browser cache, slow internet, or outdated browser. - Clear browser cache and cookies. - Use latest browser versions (Chrome, Edge, Firefox). - Ensure stable internet connection. ## Glossary Payroll and HR terminology used throughout INDPayroll. Source: https://www.indpayroll.com/help/user-manual/glossary ### Glossary Source: https://www.indpayroll.com/help/user-manual/glossary/glossary A comprehensive reference for payroll and HR terminology used in INDPayroll: - DOJ - Date of Joining of an employee in the organization. - CTC - Cost to Company: total salary + benefits provided to the employee. - HRA - House Rent Allowance: component of salary for accommodation expenses. - PF - Provident Fund: employee & employer contribution for retirement benefits. - ESI - Employee State Insurance: social security scheme for health and medical benefits. - PT - Professional Tax: state-level tax applicable on salary. - TDS - Tax Deducted at Source: income tax deducted by employer and remitted to government. - OT - Overtime Payment: additional pay for hours worked beyond standard hours. - Salary Template - predefined structure for earnings and deductions assigned to employees. - Payroll Period - the specific time frame for which payroll is processed (monthly/bi-monthly). - Audit Trail - log of all system changes and modifications for compliance and traceability. - NEFT/RTGS - bank transfer mechanisms for salary disbursement. ## Import & Export Bulk import employees, attendance, and pay data via spreadsheet. Source: https://www.indpayroll.com/help/user-manual/import-export ### Employee Data Import Source: https://www.indpayroll.com/help/user-manual/import-export/employee-data-import The Employee Import option allows you to add or update multiple employee records at once instead of entering them manually. This is especially useful when you're onboarding a large group of employees, migrating data from another system, or making bulk updates to employee details. - Login to your INDPayroll account. - From the main menu, go to HRMS → Employees. - On the Employee page, look for the Import option. - Click Download Sample File to get the standard INDPayroll Excel template - it contains the required column headers to ensure your data matches the system format. - Fill in employee details in the downloaded Excel file and double-check the data for accuracy. - Click Choose a file → select the xls file → then click Upload and Move To Next Step. - On the next page, map each field to the matching system field (for example, the employee name column). - Review the new data entered into the system. ### Attendance Import Source: https://www.indpayroll.com/help/user-manual/import-export/attendance-import The Attendance Import feature allows you to upload employee attendance details in bulk. This helps you save time, maintain accuracy, and ensure payroll calculations reflect the correct number of working days, leaves, and overtime for each employee - useful for recording attendance for a large workforce, migrating data from biometric devices or third-party systems, and updating monthly attendance before payroll processing. - Login to your INDPayroll account. - From the main menu, go to HRMS → Attendance. - On the Attendance page, click Import. - Click Choose a file → select the xls file → then click Upload and Move To Next Step. - On the next page, map the fields to the data, including Employee ID, Clock In, Clock Out, Clock In IP, Clock Out IP, Working From, Late/No, and Half-Day/No. - Review the uploaded data on your system. ### Pay Data Import Source: https://www.indpayroll.com/help/user-manual/import-export/pay-data-import The Pay Data Import feature allows you to upload salary-related information for employees in bulk. Instead of entering each employee's salary, allowances, deductions, and tax details manually, you can prepare the data in a structured Excel file and import it directly into INDPayroll - making payroll processing faster, more accurate, and consistent. - Login to your INDPayroll account. - From the main menu, go to HRMS → Import Payroll. - On the Import Payroll page, click Download Sample File - it contains predefined column headers such as Employee ID, Basic Salary, Allowances, Deductions, and Tax. - Click Choose a file → select the xls file → then click Upload and Process. - On the next page, map the fields to the data. - Review the file carefully to ensure calculations and values are correct. --- ## Help centre ## Getting Started Creating an account, importing your team, and running your first payroll cycle. Source: https://www.indpayroll.com/help/getting-started ### How do I create an INDPayroll account? Click "Try it free" (or "Start free") anywhere on the site and sign up with just your email - no credit card is required for the Free plan. You'll be inside the dashboard in a couple of minutes. ### How long does it take to set up my first payroll run? Most businesses go live the same day. Add employees via CSV import or manual entry - CSV import for an existing team usually takes under 5 minutes - then run payroll, with compliance calculations applied automatically the moment you hit run. ### Can I import employee data from a spreadsheet? Yes. CSV import is the fastest way to bring over an existing team, and it's how most companies get set up in under 5 minutes. You can also add employees manually one at a time if you prefer. ### Do I need to enter bank account details to get started? No. You can explore the product, add employees and run a payroll calculation without entering bank details. You'll only need to add bank account information before an actual salary payout goes out, so employees can reconcile the credit against their bank statement. ## Running Payroll The monthly cycle - running payroll, mid-month changes, and multi-entity setups. Source: https://www.indpayroll.com/help/running-payroll ### How do I run payroll for the month? It's a three-step flow: add your team (CSV import or manual entry), run payroll - compliance calculations apply automatically the moment you hit run - then pay & file, with digital payslips and government-ready reports exported in one click. ### Can I edit an employee's salary after payroll has already run? Yes, you can update an employee's salary structure for future cycles at any time. If a completed run needs correction, you can process an off-cycle adjustment in the next payroll rather than reopening a filed run. ### What happens if I add a new employee mid-month? Add them as soon as they join and set their date of joining - INDPayroll pro-rates their salary, PF, ESI and other statutory deductions automatically for that partial cycle, so you don't have to calculate it by hand. ### Can I run payroll for multiple entities/companies? Yes. INDPayroll supports running payroll for unlimited client or group companies from a single login, with per-client billing and isolated data for each entity - built for CA firms, payroll consultants and multi-entity businesses. ## Compliance How PF, ESI, TDS and other statutory calculations stay accurate automatically. Source: https://www.indpayroll.com/help/compliance ### Does INDPayroll calculate PF, ESI and TDS automatically? Yes. PF and ESI contributions are calculated automatically each cycle based on each employee's eligibility, and TDS is calculated by projecting each employee's annual tax liability under both tax regimes and applying the lower one by default - no manual threshold-checking or tax math required. ### How often are compliance rules updated in the platform? INDPayroll's calculation engine is refreshed monthly, so wage ceilings, PT slabs, tax regime rules and other statutory changes are reflected in your payroll automatically as they're notified. ### Can I generate ECR files for EPFO directly? Yes. INDPayroll calculates the employer and employee PF contribution automatically every cycle and prepares ECR-ready files, so you can file directly with EPFO without rebuilding the file by hand. ### What if a compliance rule changes mid-year? Our compliance team monitors official government notifications and updates the calculation engine as rules are formally notified, so your PF, ESI, TDS and other statutory calculations stay accurate automatically - you don't have to track every central or state notification yourself. ## Billing & Plans Plan limits, upgrading, downgrading, and how billing actually works. Source: https://www.indpayroll.com/help/billing-plans ### What happens when I outgrow the Free plan's 10-employee limit? You'll be prompted to upgrade to Essentials (₹52/employee/month, up to 200 employees) or Ultimate (₹75/employee/month, unlimited employees) - your existing employee data, settings and payroll history carry over, nothing is lost or reset. ### Is billing monthly or annual? Essentials and Ultimate are priced per employee/month but billed annually. The Free plan has no billing at all - it's free forever for up to 10 employees. ### Can I switch between Essentials and Ultimate anytime? Yes. You can upgrade or downgrade whenever your team size or feature needs change - there are no seat minimums or lock-in periods forcing you onto a specific plan. ### Is there a setup fee? No. There's no setup fee on any plan - Free, Essentials or Ultimate. You pay only for the employees you run payroll for. ## Account & Security Data encryption, hosting location, and exporting your data. Source: https://www.indpayroll.com/help/account-security ### Is my payroll data encrypted? Yes. Data is encrypted in transit with 256-bit TLS, and access to your payroll data is restricted to authorized personnel on a need-to-know basis. ### Where is my data hosted? Your data is hosted on servers located in India. ### Can I export my data if I switch providers? Yes, you can export your data - including employee records, payroll history and statutory reports - at any time from your dashboard, so you're never locked in to INDPayroll.