Frequently Asked Questions (FAQs)

You can setup two types of custom salary structures:

• Custom salary structure for the organisation.
• Custom salary structure for a specific employee.

Know more about

You can refer to the

Refer to the steps on how to create

Yes, you can

You can use the

Your account may be deactivated due to inactivity for an extended period. We hibernate your account if you have not used Payroll to

Yes, you can reactivate your Payroll account.

Yes, it is mandatory. You can use other payroll modules such as Leave and Attendance, Resignation, Bonus and more in addition to the core payroll module. Core payroll includes finalising and executing payroll. Know more about

No. You must use the core payroll module to access supplementary modules such as Bonus, Attendance, and more.

You can set up user roles to create permissions and provide or restrict access to certain modules on the

For example, you can create a user role: Human Resource, configure permissions for the user role and assign it to employees. The assigned employee/s start to have access to the permitted Payroll modules.

Know how to

If your payment status shows In Progress, it means that Payroll is awaiting payment confirmation status from the bank.

Please wait for confirmation from the bank. You can also check the status in the Ledger on the

If your payouts are processed successfully, yet the amount is not credited, please wait for 3 days for the payment to reflect in the employees' accounts.

You can retry the payment from Reports → Ledger on the

Refer to the

Payroll automates the monthly payroll calculations, so you need not manually prepare the monthly payroll. However, we recommend you execute payroll before the

No, it is not possible to reverse salary payments after you execute payroll. Know why we restrict

You can instead add arrears or create deductions in the upcoming payroll activity. Know more about

Ensure you follow the

It takes up to 8 hours for salaries to reflect in the employees' bank accounts. Know more about

Payroll takes up to 24 hours to identify a successful fund transfer transaction and update your Payroll account balance. This is due to the dependency on the banking systems.

We inform you the transaction status through your registered email.

Fund transfers may be unsuccessful or delayed due to the following reasons:

• You transferred the funds on a non-working day such as on bank holidays or Sundays.
• You transferred funds from a non-whitelisted bank account source. Fund transfer is only possible via validated accounts.
• Your bank account details could be incorrect.

Know more about

To resolve this, retry the payment using the steps mailed to your registered email address.

Your transactions are successful with a delay. It takes up to 24 hours for the transferred funds to reflect as balance on your Payroll account.

To ensure timely payroll payouts, you must transfer funds at least 24 hours before you execute payroll.

While IMPS works on all days of the week, we highly recommend that you do not process employees' salaries on non-working days or banking holidays to reduce the risk of delayed payments.

Know more about

No, there is no minimum or maximum limit for transferring funds.

When you

For example, an employee contributes ₹2,000 towards ESIC (total of employee and employer's contribution).

If you clear the ESI setting check box, you are disabling Payroll from making the ESI payments automatically to the ESIC.

• The ESI deduction continues to appear on the employee's payslip to maintain payroll and payslip accuracy.
• Payroll does not deduct the ESI contribution when you execute payroll.
• You must pay the statutory dues to the respective compliance departments (ESIC here) manually and externally.

To modify compliance payments settings:

1. Log in to the

   Payroll Dashboard

   .

2. Navigate to ADMIN OPTIONS → Settings → Payments & Compliance Setup → Edit.

3. Clear the relevant check boxes in the Compliance Payments Settings section.

   Due to

   PF 2FA

   applicability, Provident Fund (PF) is automatically cleared.
   

You have successfully disabled Payroll's automatic deduction of compliance payments.

Ensure you make the compliance payments externally with the respective departments

No, Payroll does not deduct any amount from your account balance towards compliance payments as you have disabled compliance payment settings. You must make the payments manually and externally.

The Karnataka government has introduced 2 Factor Authentication (2FA) which mandates OTP verification from the organisation's administrators. As a result, Payroll was unable to automate PT payments for Karnataka-based employees.

However, effective December 2024, you can

No, the PT 2FA rule change applies only to employees in Karnataka. Payroll will continue automatically making PT payments on the respective due dates for the rest of the states.

Yes, TDS and ESIC payments are unaffected. Know more about the

No, you need not register your employees on the PT portal. You only need to make the PT payments before the due date.

To check the PT amount payable to the Karnataka government:

1. Log in to the

   Payroll Dashboard

   .
2. Navigate to ADMIN OPTIONS → Reports in the left menu.
3. Click Salary Register.
4. Use the PT Location filter to list the employees whose PT payments you must make.
5. Scroll horizontally against the employees' names to view the PT amounts.
   

The amount mentioned in the PT column is the PT amount payable to the government.

No, Payroll is unable to process PT payments for Karnataka-based employees. We refund the PT amount to your Payroll wallet. You must make the PT payments for your employees.

Ensure you make the pending PT payments to the Karnataka government by 20th of the month. Know more about the

When you finalise payroll, the amount displayed on the Run Payroll pages does not include the PF payments you are yet to make to the EPFO.

However, your employees' net pay/in-hand salary is paid after considering the PF deductions.

For example, consider the following:

The amount displayed on the Run Payroll page is ₹900 * the number of employees. The ₹100 is excluded on the Run Payroll page, but continues to appear on the employees' payslip as a PF deduction. This is in place due to the PF rule change.

In such cases, the following are applicable:

• You can load ₹900 (multiplied by the total number of employees) into your Payroll wallet to process the monthly payroll.
• You must remit the ₹100 to the EPFO (due to Payroll temporarily pausing automated PF payments). Follow the steps to

  make PF Payments via EPFO

  .

We maintain the above calculation to generate accurate payslips for your employees.

Starting August 2024, automated Provident Fund (PF) registration and payments for employees is temporarily unavailable on Payroll. This is due to EPFO mandating 2-factor authentication during EPF Portal login.

You must manually register employees for PF via the EPF portal. However, you can continue to collect employees' details for PF via the Payroll Dashboard.

Payroll uses your EPF login credentials to automate PF registration and payments for employees. This is no longer possible due to mandatory 2-factor authentication during EPF login.

Yes. The 2FA mandate during EPF login affects your August month's PF payments.

We credit back the PF payments' amount to your RazorpayX Payroll account. You can use the PF ECRs (available on the Payroll Dashboard from September 5 onwards) to manually make PF payments for your employees.

Know how to

You can download the PF ECR file from the Payroll Dashboard and make the PF payments directly via the EPF portal.

• PF ECR files are available on the Payroll Dashboard from the 5th of the following month.
• Navigate to Run Payroll and click here in the Urgent: PF payment is pending warning.

Know how to

The due date for employees' PF payments is the 15th of the following month. For example, September 15, 2024 is the PF payment due date for August.

To view ESIC, PT, PF challans:

1. Log in to the

   Payroll Dashboard

   .
2. Navigate to ADMIN OPTIONS → Reports → Provident Fund, ESI & Professional Tax.
   
3. On the Compliance Documents page, click the attachments under the respective compliance columns to download them.

TDS challans are available in ADMIN OPTIONS → Reports → TDS on the

Challans for all the compliance payments are available by 28th of the current month on the

You need not pay TDS on Razorpay charges unless the charges are more than ₹30,000. If Razorpay charges are more than ₹30,000, you can deduct TDS using Payroll, or pay it manually.

Know more about

Yes, your TDS increases as providing a bonus is an addition to the employee's salary. Know how bonus on top of salary affects TDS and how

Employees receive their Form 16 after the end of the financial year, around June. Know more about

We mail the unsigned Employee Form 16s to your employees' email ids.

However, we can mail your employees only if Payroll handles your 24Q filing. This is usually enabled by default for all organisations. You can check if you have enabled 24Q under Settings → TDS Filing Setup on the

There are three ways in which you can pay bonuses to your employees:

• Use the

  Bonus module

  .
• Make

  One-time payments

  for bonus payouts.
• Add bonus as an

  addition

  to the monthly salary.

You can

The Bonus Type drop-down menu can be empty when you have not configured the types of bonuses applicable for your organisation.

Ensure you

If LOP days do not match your calculations, it may be because LOP is calculated using total working days in the month instead of the total number of days in the month. Know more about

We recommend adding the employee's personal email address as an alternative mode of communication.

We email the necessary documents such as payslips, relieving letter, Form 16 and more to your employee's personal email id.

We support NEFT and IMPS to process the employee's full and final settlement. However, we recommend using NEFT as the default payment mode. Know more about