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Is Payroll a Device? A Complete Attendant with the basics, Operation and Purpose


It’s accurate that the Payroll Process in India is time-consuming and requires precision. In an organization growing in employee and departmental aspects, HR professionals have a more challenging time managing their error-free salary processing. There’s an option available with the latest technology that includes e-payroll, HRMS, etc., which makes payroll-related management comfortable for HR personnel.

The most challenging part is deciding on the right payroll system that meets your needs. To do this, it is essential to be aware of what is paid in the HR sector, the essential conditions for its calculation, and the legal norms. Learn more about the method of calculating salary in India.

What is Payroll, and how does it relate to HR Management?

For any company, Payroll is the listing of employees entitled to regular salaries in proportion to the hours and time they’ve invested in projects that have contributed to the increase in the company’s revenue. Payroll management Software has proven to be a crucial aspect of HR’s operations. However, if you want to know why it is so important, learn more by reading this article.

Why is Payroll important to consider?

Payroll is crucial since it is the primary amount that employees pay attention to mainly. Processing payroll is highly susceptible to errors and errors. What happens if a worker is unable to check out of the Process? What if you didn’t look into allowances and investment details in the calculation? These mistakes could lower an employee’s morale and cause them to feel unmotivated.

Additionally, the payroll process has to be statutory compliant to avoid any legal action from the Government. Being legally compliant means it is paying according to regulations of the state and central Government that govern minimum wages and overtime compensation to qualified workers, TDS deduction, PF, ESI, etc. Abstaining from any of these laws could result in legal penalties and threaten the business’s existence.

This is why every business needs to find a suitable way and system for processing payroll safely and legally.

What is Payroll Systems?

A payroll system is a tool that an organization uses to streamline their payroll process. The system assists in creating an adaptable policy that is beneficial to employees. This system collects information from attendance and timing management, leave management, and employee self-service and blends them to create an accurate, legal payroll.

So, the payroll system reduces the employer’s calculation efforts to allow him to concentrate on more strategic business goals.

It is essential to know how a payroll process operates for a flawless and error-free payroll and to select an efficient payroll program.

What exactly is payroll processing? And what is the Process Itself?

Payroll processing is a crucial business task that involves finding out the net wage of each employee by incorporating information about leaves, attendance, working hours, and more. A payroll accountant is authorized to gather all the data in a validated way to guarantee an accurate calculation of Payroll.

There are always jobs that are changed after a specific period. This could be a change in the company’s policies or taxes, investments schemes and even statutory laws.

To ensure that Payroll is current according to the changing regulations, the person who is authorized must be kept informed.

This Process of Payroll is divided into a couple of phases, defined as follows:

Set up your Pay Policy

The policy can be configured, which refers to how you would like to calculate the employees’ gross wages.

The most flexible policy allows employees to take advantage of specific benefits such as the right to work overtime, leave encashment, tax exemption and more. While also ensuring that the business’s interests by being statutory-compliant. When establishing the policy, HR does not have to spend time checking the policy regularly.

Additionally, it would help to incorporate your pay-policy configurations in the leave, performance and attendance management system when you use an online service. This will help reduce errors in the data caused by inputs and ensure that you have a reliable payment system.

Key Inputs and Validation

Following the creation of the Pay policy, you will require a deeper understanding of all the essential sources required for Payroll-related calculation. These elements vary from one firm to company. However, these are the most common ones, which are listed below.

Gross and net salaries are determined from attendance leaves, performance, and attendance data determined by your company’s pay policies.

Other information of employees, such as the amount of overtime, reimbursements, the encashment process, etc.

  • Allowances such as HRA, LTA, DA Child education, HRA, etc., that you pay.
  • Services like transportation, parking fees and food.
  • Ad hoc sums such as loss of asset identification card or access card etc.
  • Employees can avail of tax exemption schemes that the Government provides.

These vital sources, when combined, form the total amount of earnings, giving you specific information about changes and deductions that are made to the payroll processing.

After gathering all these details, it’s time to verify that the information is accurate and is accompanied by all the required evidence. No active employee is excluded, and no inactive employee is considered for payroll procedures.

Once you’ve completed all of the critical inputs or data required and their validation, now follow the Process of completing the Payroll by adding and subtracting the corresponding information. You must notify the bank you have linked to that you want to transfer the processed pay to the employee’s bank account. Don’t forget to verify your company’s bank account if it has the necessary amount that must be paid to employees.

If you’re using automated HR software, you are in the right place since it reduces most of your tasks. It is necessary to integrate all these inputs and connect the data to the system with a single mouse click; your finalized pay is now ready to be distributed.

However, suppose you’re employing traditional methods for maintaining spreadsheets and are using the built-in formulas and maths. In that case, it is recommended to double-check data to ensure there are no errors.

Companies’ Statutory Deductions

Your payroll management process will not be complete until it is 100 per cent legal conforming. Certain deductions such as TDS (Tax deduction from source), PF (Provident Fund), ESI (Employees’ State Insurance) along with PT (Professional Tax) for medical and social security, have to be deducted from the salary of employees during the Process of processing payroll according to Indian government rules and Regulations. In addition, after deduction, they are required to be placed in the correct banking institutions and trusts.

Payment slip distribution and payroll accounting

You can choose how to authenticate your payment, such as a check, cash, bank transfer, or even a bank. The most common method is to use a bank transfer. This can be done by distributing payslips at the workplace to employees.

Payroll accounting is about keeping documents of all financial transactions that are performed. It is crucial to maintain a record of the transaction’s history to allow in case of an inspection by an official such as an audit.

When you are easy to understand the Process of Payroll, Let’s look into the methods employed to calculate the Payroll.

What are the strategies used to handle Payroll?

The present market offers three business options to manage Payroll. However, the best option always stands out as a cloud-based platform. With numerous advantages, you can pick among these options based on your needs as a business and budget.


The primary and most popular method of implementing a payroll management system is creating spreadsheets that show all the information we talked about earlier. The Payroll authorized person who is predefined for the workflow is responsible for revising and updating the monthly payroll data and the calculation of earnings and CTC using built-in math functions.

It is easy to conclude that this method is very susceptible to errors and human error. This kind of method is appropriate for smaller businesses because of the small number of employees.


Suppose a company transfers the management of its Payroll to an external person or a human or transfers the work on Payroll to a person known as outsourcing. It is possible to use this method to avoid having a person who can manage the financing.

Payroll Outsourcing reduces financial transparency and is of top importance for any company. It can also be more expensive, but with the assurance of fault-free payroll solutions.


In the context of whether you want to use a system that is error-free and financial, The payroll management system is a great money-saving alternative. It allows you to automate the management of your Payroll and calculate the monthly Payroll and statutory compliance in one click.

Indian Government Payroll Compliance

After you understand why Payroll is crucial and how it is handled, the next important step is to comprehend the Government’s mandatory payroll compliance. To ensure a smooth and well-organized payroll statement, it is essential to update your company’s policy on pay promptly. The regulations cover every aspect of your employee’s and company’s benefits. Here are a few essential statutory deductions you need to adhere to 

Tax Deduction at Source (TDS)

TDS is the tax deduction that an employee receives from his earnings during the Payroll-related calculation for salary-based and non-salaried income such as rent interest earned from fixed deposits or fixed deposits. To prevent tax fraud later. Different amounts come with various deduction rates that the Government finalizes.

Employers’ State Insurance (ESI)

ESI is accountable for each company and establishment with at least ten people. The principal goal for ESI is to provide medical care for the employees.

Provident Fund (PF)

PF funds are used to pay post-retirement earnings and benefits based on the employee’s and the employer’s contributions. The PF is divided into two distinct funds: EPF (Employees’ Provident Fund) and EPS (Employees’ Pension Scheme).

What are the significant challenges that Payroll Managers face in managing their Payroll?

There are two significant issues in ensuring that you have a total payroll.

Conformity to Statutory Compliance

As we have discussed, the pay policy of any business must be entirely in line with the laws enacted by the Federal Government. This will avoid any penalties or fines that are required to be imposed.

If you’re still using the old-fashioned method of processing your Payroll with spreadsheets, the authorized accountant must review the compliance requirements. Or, you could opt for an automatic payroll administration software that can provide you with an in-built system compliant with these regulations.

Keep all the Data intact.

Because information like time, leave, and attendance time management is crucial for payroll processing, it is necessary to update the same data to date with the proper verification. Modern platforms ensure the seamless administration of all of these details to facilitate Payroll processing.

The characteristics of an ideal E-Payroll System

There are various features of the electronic payroll system that differ from one company to the next. Therefore, it is essential to define the most critical elements that adhere to your priorities and best fit your company.

Statutory Compliant

A Payroll Administration system that complies with regulations and rules should be the top priority. The specific platform available on the market can streamline a payroll that is in line with the Government’s guidelines for tax deductions and taxes. Selecting a platform that meets these standards can make it more accessible to amend these laws regularly.

Integrated Accounting

After the distribution of salary to employees, The financial data is saved in your business’s accounting/ERP system to be used for future needs. The platform can provide the complete integration of accounting management to ensure secure post-payroll processing.

The Integrated Management of Leave and Attendance

A system that integrates attendance and leaves helps simplify collecting data and ensures that the Payroll process is completed with virtually no human error compared to traditional human-driven methods.


If the scope of the business expands, your platform needs to be able to scale up appropriately. It should be able to provide you with efficiency in any scenario.

Employee Self-Service Module for Employee Self Service

Imagine if your employee can give information about tax exemptions and information on investments through their employee portal without HR involvement. The payroll management system can help your employees by providing them with an ESS login, which will allow your business to run a more accessible and flexible payroll. Employees can also create a form-16 concerning tax deductions in the next year.

As an organization helps you with several considerable tasks, auto in HRMS will create it all easy for you. Try UBS HRMS for one of the finest payroll management systems. HRMS Payroll is a once-only procedure that can help you to be at to leave and payroll management. Well, get a demo with us and revise your best payroll software in India!


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