End to End Payroll Process

We undertake all activities of Employee Life Cycle that start from on-boarding of an employee and end with his full & final settlement. In other words, we manage all non-core HR activities of an organization including document management. The fundamental problem we see, particularly with small to mid-size businesses, they struggle with non-core HR functions due to various factors, which results in time loss and leads to employee dissatisfaction, which in turn impacts the productivity of employees and organization. When you engage us for this activity, you will get streamlined HR activities and employee satisfaction. The broad activities here are:   

 

1. ​Onboarding Process

2. Employee Document Management

3. Attendance Management

4. Leave Management

5. Payroll Processing

6. Payroll Compliance

7. Reimbursement Process

8. Employee Communication

 

Onboarding Process: After a talent is selected for hiring, onboarding process starts. There are following sub-activities in onboarding:

 

1. Document Verification.

2. Background verification

3. Agreement

4. New Hire Compliance (PF/ESI/Insurance/Documentation)

 

Employee Document Management: Like any financial document, Employee Document management is critical for organizations. Effective document management helps saving time, effort, and hassles at the time of requirement of these documents. There are following two sub-activity under this:

 

1. Generate all kinds of official letters to Employees (Offer, Employment, Increment, Certificate, Notice, etc).

2. Store digital/Scan copy of employee document.

 

Attendance Management: Gathering employee attendance is crucial for payroll processing and leaves management. Organizations choose different modes for capturing the attendance of employees. There are four ways to collect attendance:

 

1. Bio-Metric Machines

2. Attendance through ESS Portal from specific IP addresses

3. Geo Attendance

4. Manual attendance registers at office reception or Punching Card Machines

 

We are equipped to capture attendance from any of the attendance sources. After capturing the attendance data, we process it as per the organization's policy.

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Leave Management: This is one of the areas if managed effectively brings employee satisfaction. An organization who manage leave accounting in spreadsheet faces a lot of challenge and most of the time do not follow organization’s leave policy in full spirit, and that result in employee dissatisfaction besides time and effort loss. We manage leave accounting as per the organization’s rules. Following activities comes under leave management:

 

1. Create Leave Rules as per Client’s Policy

2. Monthly Leave Accounting and Deductions

3. Update monthly leave balance to employee

4. Leave Encashment Calculation

 

Payroll Processing: Despite being seems a simple arithmetic calculation to arrive at net pay for employees, payroll processing has a lot of complexities in it. Besides managing the large data, it has to deal with changing Income Tax rules, Labour Laws, and State-specific Acts. It also involves incorporating employee declaration, collecting investment documents from employees, providing a timely report to employees about the credit, deduction, Flexi pay and filing quarterly returns of TDS and issue Form 16 at the end of the year. If any of the aspects is missing, it is a compromised Payroll processing and has consequences in terms of non-compliance, penalties, and employee dissatisfaction. The following broad activities come under the payroll process:

 

1. Generate Monthly Input and Validation

2. Payroll Calculation

3. Payroll Compliance

4. Payroll Accounting and Payment

5. Report Generation

 

Payroll Compliance: This is the most important activity from the Statutory Compliance point of view. It has to be managed as per applicable laws and within a defined timeline. Due to digitization in all government departments, any delay in registration of new employee, return submission, payment results in an immediate notice from the concerned department.  Non-compliance of these laws leads to Loss of Integrity, civil and criminal liabilities, penal liabilities against directors or Managers of the company. We cover the following Act in payroll compliance:

 

1. Shop and Establishment Act

2. Minimum Wages Act

3. Payment of Bonus Act

4. Payment of Gratuity Act

5. Labour Welfare Fund Act

6. Employee Provident Fund Act

7. Employee State Insurance Act

8. Tax Deduction at Source

9. Maternity Benefit Act

 

Reimbursement Management: Nowadays many organizations provide Flexi pay components apart from fixed monthly allowances, which employees can claim based on the actual expenditure incurred by them. Usually, the following components are part of Flexi pay:

 

1. Broadband and Telephone

2. Fuel Expenses and Driver Salary

3. Books/Self Learning Expenses

4. Sodexo Coupons

 

We validate these reimbursement claims of employees and transfer balance amount to the payroll for tax computation.

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Employee Communication: Employee Communication is an important part of the employee life cycle. Most of the organizations undervalue its importance. There are scores of companies today whose primary business is to provide effective tools and solutions to organizations for effective employee communication. Effective communication leads to increased productivity and engagement. We cover the following activities under employee communication:

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1.  Send memo or bulk email to selected or all employees.

   2. Send reminders and alerts to New Joinees, Resignees, Confirmations,                       Employee B’day, and Anniversary.

   3. Send Notification through SMS or Email.

   4. Update and Publish Company Policy.

   5. Update and Publish all Claim Forms.

   6. Maintain communication history of all Communications.

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