HRMS Payroll

What is Payroll?

Payroll failures can happen quicker than you might suspect. For a minute, consider the representatives for whom month to month salary is the main wellspring of pay. Envision consider the possibility that the salary isn't paid precisely or there is a postponement in discharging salary. Such anomalies can negatively affect the assurance of the workers and at last influence business efficiency.

While guaranteeing precise and opportune payment of salary is significant, holding fast to the different laws and guidelines, for example, work law, PF, PT, and other statutory consistency is additionally basic. Non-adherence with these laws can draw in genuine lawful and financial results. 

To ensure that your workers are happy and you are law consistent, you have to have a legitimate comprehension of what payroll is and how to run payroll adequately. We will begin with the rudiments of payroll.

Payroll is an outline of employees who get paid by the organization. Payroll additionally alludes to the aggregate sum of cash the business pays to the employees. As a business work, it includes: 

  • 1) Creating an association pay approach including adaptable advantages, leave encashment strategy, and so forth. 
  • 2) Characterizing payslip parts like fundamental, variable compensation, HRA, and LTA 
  • 3) Social occasion other payroll inputs (e.g., the association's nourishment seller may supply data about the sum to be recuperated from the employees for dinners expended) 
  • 4) The genuine figuring of gross salary, statutory just as non-statutory derivations, and landing at the net compensation  Discharging employee salary 
  • 5) Saving contribution like TDS, PF, and so on with proper specialists and filing returns 

So, we can say that the payroll procedure includes landing at what is because of the employees additionally called 'net compensation' in the wake of modifying fundamental assessments and different derivations.

The equation for calculating the net pay

Net pay = Gross income - gross deduction Where, Gross income or salary = All types of regular income + allowances + any one-time payment or benefit Gross deduction = All types of regular deductions + statutory deductions + any one-time deductions

What are the stages of processing payroll?

A payroll official needs to do cautious arranging. There are continually continuous errands that need consideration and a steady need to screen changes to retentions, commitment to standardized savings reserves, and so forth. The whole procedure can be part of three phases, pre-payroll, real payroll and post payroll exercises. 

Pre-payroll activities

Defining payroll policy The net adds up to be paid is influenced by various variables. The organization's different strategies, for example, pay strategy, leave and advantages arrangement, participation approach, and so on become an integral factor around then. As an initial step, such strategies should be all around characterized and get affirmed by the management to guarantee standard payroll preparation. 

Gathering inputs

The payroll procedure includes collaborating with various divisions and staff. There can be data like mid-year salary update information, participation information, and so on.  In little organizations, these information sources are gotten from a solidified source or fewer groups. Nonetheless, in a bigger organization, the assignment of social occasion information may look overpowering. If you are utilizing a savvy payroll software having coordinated highlights like leave and participation management, employee self-administration entrance, and so on inputs assortment process doesn't stay an issue.

Input validation

When sources of info are gotten, you have to check for the legitimacy of the information concerning adherence to organization approach, approval/endorsement lattice, right arrangements, and so on. You additionally need to guarantee that no dynamic employee is passed up a major opportunity and that no dormant employee records are incorporated for salary payment. Peruse the main 6 payroll approvals to guarantee the exact payroll. 

Actual payroll process

Payroll calculation At this stage, the approved information is sustained into the payroll framework for genuine payroll handling. The outcome is net compensation after modifying fundamental charges and different findings. When the payroll procedure is finished, it is constantly a decent practice to accommodate the qualities and check for exactness to stay away from any mistakes. 

Post-payroll process

Statutory compliance Every single statutory finding like EPF, TDS, ESI are deducted at the hour of handling payroll. The organization at that point dispatches the sum to the separate government offices. The recurrence can change contingent upon the kind of the contribution. By and large, payment of the levy is made using challans. All things considered, the levy is paid return/report are documented. E.g., for documenting PF return, ECR is produced and recorded. 

Payroll accounting

Each organization tracks all its financial exchanges. Salary paid is one of the critical working costs which must be accounted for in the books of records. As a feature of payroll management, it is fundamental to watch that all salary and repayment information is sustained precisely into the bookkeeping/ERP framework. 


You can pay a salary with money, check or bank move. Ordinarily, organizations furnish employees with a salary ledger. When you complete payroll, you have to guarantee that the organization's financial balance has adequate assets to make the salary payment. At that point, you have to send a salary bank guidance articulation to the concerned branch. This announcement is given with specifics like employee id, financial balance number, a measure of wages, and so forth. If you are deciding on payroll software that has an employee self-administration entrance, you can undoubtedly distribute the payslips and employees can sign in to their record and access the payslips.  Reporting When you complete payroll runs for a specific month, account and high management group may request reports, for example, office insightful employee cost, area savvy employee cost, and so on. As a payroll official, it turns into your duty to dive into the information and concentrate the necessary data and offer the reports. 

Statutory compliance in Indian payroll

At the point when you run payroll, being statutory consistent implies that you are paying according to the appropriate work standards set by the focal and state enactment. The regular statutory necessities that apply to Indian organizations incorporate the arrangement for least wages, payment of additional time wages to laborers, TDS finding, commitment to government disability plans, for example, PF, ESI, and so on.

While computing salary you need to consider all these deductions and contributions. Income tax is one such deduction. At the beginning of the year, the employee is asked to make a declaration about his additional income, tax-saving investments, etc. called an ‘income tax declaration.’ Accordingly, the employee’s tax liability is calculated, and TDS is deducted.

Let’s see how to calculate tax for any individual. In India, we have four tax brackets with an increasing tax rate.

Tax slabs for FY 2017-18, 18-19 and 19-20
Income range Tax rate Tax amount
Up to Rs.2,50,000 - No tax
Between Rs.2.5 lakhs and Rs.5 lakhs 5% 5% of your taxable income
Between Rs.5 lakhs and Rs.10 lakhs 20% Rs.12,500+ 20% of income above Rs. 5 lakhs
Above 10 lakhs 30% Rs.1,12,500+ 30% of income above Rs.10 lakhs

In light of the above tax slabs, you can figure month to month tax liability and deduct TDS. The TDS is then stored month to month with the legislature, and a quarterly report of all derivations is additionally documented. When you complete TDS returns for the final quarter, you can give structure 16 to employees. The employees utilize this structure 16 as confirmation of tax deducted at the hour of recording their individual income tax return. 

Non-adherence with the statutory law can prompt powerful fines and punishments. That is the reason you should be state-of-the-art on all tax and payroll statutory changes. 

Challenges in handling payroll management process

The payroll process becomes challenging due to two main reasons.

The requirement to stay a statutory complaint

As referenced previously, non-adherence to statutory laws can prompt toll of fines and punishments and in the most pessimistic scenario may even compromise the presence of the business. Today there is some cutting-edge payroll management software that consequently forms payroll inconsistency with statutory laws. 

Dependence on multiple payroll inputs sources

Before payroll can be handled, you have to get every one of the information together from sources, for example, participation register, transport office profited record, information from HR group like salary update data, and so on., making it a confusing procedure. For a long time HR and payroll officials were overseeing payroll on exceeding expectations sheets, yet exceed expectations sheets have issues like reliance on exceeding expectations equations for salary count, multifaceted nature in including and expelling employees and different restrictions like manual information section, trouble in extricating data, and so on.  For a long time HR and payroll officials were overseeing payroll on exceeding expectations sheets, yet exceed expectations sheets have issues like reliance on exceeding expectations equations for salary estimation, multifaceted nature in including and evacuating employees and different confinements like manual information section, trouble in extricating data, and so forth.

Various methods available to do payroll for your business

The possible options for running payroll can be

  • 1)Excel-based payroll management
  • 2)Payroll outsourcing
  • 3)Using payroll software
  • 4)Excel-based payroll management

Many businesses who are at an initial stage of operations and have a handful of employees usually go for excel based payroll management.

Excel-based payroll management includes doing payroll estimations on exceed expectations sheets utilizing standard payroll figuring format. The scientific recipes are set that helps the payroll official do the calculation. While this technique doesn't include any expense, however, it has its innate constraints like 

High chances of clerical and mathematical errors as data are entered manually Difficulty in adding and removing employees from the payroll list Chances of duplicate data and omission of entries at times Need to monitor tax updates and other statutory changes like PF, PT, etc

Alternative to spreadsheets for payroll management from AYN HR Software

Payroll outsourcing

Outsourcing payroll implies you need an outside office to deal with your payroll work. Numerous organizations that don't have a devoted individual for payroll go for this alternative. Because of their compensation cycle, each month they give employee salary data and other information, for example, participation, leaves, repayment subtleties, and so on to the payroll specialist organization. The specialist co-op then registers payroll and deals with statutory consistency. Since payroll is an essential capacity and organizations need to have full straightforwardness and command over it, they frequently delay in outsourcing payroll. 

Payroll software 

As talked about above, for running an effective payroll, you have to guarantee that payroll inputs are originating from each source in an opportune and consistent way. The goal of utilizing software is to decrease the grinding in getting the information sources. There are propelled payroll management software accessible in the market that computerizes payroll calculation as well as fills in as an all-encompassing leave and participation management, HR management and employee self-administration entry. Contingent upon the size of your business and use cases you can decide on suitable payroll software for your business. 

Best Payroll software for your organization

The move from a manual payroll framework to a robotized one can spare a great deal of time. It not just aide in quicker and exact payroll preparation yet, also, keeps the employees, management and administrative bodies glad. 

There are some features that you should consider while selecting a payroll software.

TEase of operation

The payroll capacity can be lumbering. You ought to pick a framework that has far-reaching yet clear work processes. On the off chance that the software is instinctive, it lessens the requirement for software preparation and direction. Likewise, ensure that the software supplier is giving admirably refreshed documentation so you can get to the data whenever as you may require. 


As organization size expands your software likewise needs to serve you suitably. The impediment can be as far as employee information its processor as far as the accessibility of highlights like leave and participation management, repayment model, and so on. The software contributions ought to be to such an extent that you can choose propelled highlights at a sensible cost absent a lot of trouble. 

TEmployee self-service module

One of the essential payroll input suppliers in the employee. He gives data, for example, income tax sparing venture revelation, sort of adaptable advantage selected, and so forth. The collaboration between the payroll official and employee is generally very occasion-based. To comprehend the noteworthiness of the ESS module how about we accept an instance of income tax statement in two situations: 

Along these lines, we perceived how a basic instrument like the employee self-administration entry can lessen manual intercession and computerize payroll information assortment for precise tax calculation.

Integration with time, attendance and leave management system

Time management

Commonly this module is utilized to follow time spent on tasks or explicit exercises. Counseling firms, for example, review firms, pro specialists, and so on., who oversee basic tasks require a powerful time management module for the following time and now and again this information may likewise be utilized for charging customers. 


While most little organizations go for manual participation framework, medium and huge organizations have begun utilizing savvy mechanized apparatuses, for example, biometric strategies, auto-following employing framework sign in, get to cards, iris catch, and so forth. The information is put away in a framework and connected to the payroll software that uses this information to figure participation days, additional time, and so forth. For consistent payroll preparation, watch that software bolsters participation management and is configurable with getting to control machines. 

Leave management

In each organization, employees are qualified to take a specific number of leaves, for example, benefit or yearly leave, easygoing leave, wiped out leave, occasion, and so on. 

If the software has a leave management highlight, HR can legitimately credit these leaves to the record of each qualified employee. As and when required, the employee can apply for leave through the framework. A decent framework ought to likewise have the option to characterize a work process to advise the employee's director for either endorsement or dismissal. Vigorous payroll software with an implicit leave management highlight can help accomplish precise payroll. 

Integration with the accounting system

Your accounting/ERP framework needs to record each financial exchange including payroll data like office insightful employee cost, singular payroll parts like repayments, tax due and paid, and so on. Some payroll software has mixed with bookkeeping software through API( an approach to push information straightforwardly starting with one software then onto the next).  Without such incorporation, the payroll official needs to give all exchange subtleties to the records office. The bookkeeper at that point physically posts it as diary sections in bookkeeping/ERP software like Tally ERP, SAP, Quickbooks, and so forth. These combinations can help account and payroll groups cooperate and keep away from any manual passage of information. 

Cloud-based software over on-premise solutions

The payroll management robotization space is changing quickly. The on-premise software arrangements have gotten old and organizations are going for cloud-based arrangements because of their favorable circumstances. 

Ability to access the data at any time and from anywhere

If you use cloud software, you don't be available in your office to have the option to get to your payroll information and employee information. You can sign in from anyplace whenever simply like Gmail. 

The advantage over the inherent limitations of on-premise systems

The on-premise frameworks have their restrictions like the danger of information misfortune by fire, flood, and so forth. Additionally, the arrangement cost of these frameworks is colossal and accompanies an underlying activity limit. Regularly the yearly support cost is very high. While, the cloud arrangements are based on such innovation, so you can generally pick a redesigned arrangement that supports a more significant level of tasks whenever. Since cloud arrangements have server farms in numerous areas, in any event, during occurrences of fire, flood, and so forth your information stays safe.