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Set Up Payroll Account

The following guide provides a checklist of prerequisite steps and best practices to set up your organisation’s payroll account and system.
Watch Out!Automated Professional Tax (PT) payments for employees in Karnataka are temporarily unavailable on Payroll. Know more about the PT rule change.

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Add All Employees

You can add employees individually or in bulk on the Payroll Dashboard to set up the payroll recipients. To add employees:
  1. Log in to the Payroll Dashboard.
  2. Navigate to ADMIN OPTIONS → People.
  3. Click Add One to add an individual employee, or Add Multiple to add multiple employees. You can also invite your employees using their email ids using Invite many.
  4. Enter the employees’ information such as joining date, authorised email id, salary information and more.
  5. Click CONTINUE.
You have successfully added employees/contractors to the Dashboard. Your employees can complete their onboarding and profile set up using the welcome mail they receive at their registered email id.
Watch Out!Sometimes your employees may not be added to your system due to operational discrepancies like not receiving the welcome mail. Re-trigger a welcome mail or invite them to your company and payroll system.

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Enable Compliances

Update your organisation’s compliance details as applicable. We support and automate many monthly statutory compliance payments. To enable compliances applicable:
  1. Log in to the Payroll Dashboard.
  2. Navigate to ADMIN OPTIONS → Company Details in the left menu.
  3. Click Provident Fund / ESIC / Professional Tax / LWF → EDIT and enable compliances from the respective drop-down menu as applicable.
  4. Click CONTINUE to save the changes.
If you want us to handle your external compliances, connect your Payroll account to your compliance portals as applicable.
  1. Go to External Credentials in Company Details → EDIT.
  2. Enter the user ids and passwords to authenticate your credentials.
  3. Click CONTINUE to save the changes.
You have successfully enabled the applicable compliances. Know more about compliance payments and automation. You can upload your company logo to reflect on both the Dashboard and the payslips. Ensure you meet the following conditions for the logo:
  • Must be a PNG file.
  • Must have a 5:1 aspect ratio or be rectangular shaped.
  • Must have a transparent background.
To upload the logo:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Company Details → Name & Address → EDIT.
  3. Upload the photograph and click PREVIEW.

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Setup Default Salary Structure

See default salary structure set up.

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Check for Missing Information

Before you execute payroll, ensure you your employees’ data is available and up-to-date. To check for missing information:
  1. Log in to the Payroll Dashboard.
  2. Go to ADMIN OPTIONS → Reports → Missing Information. This opens the Missing Information page with a list of employees and their missing information.
  3. Select the checkboxes against the employees’ names and click SEND EMAILS. You can also select all employees using the checkbox against Employee Name.
  4. Click SEND EMAILS to re-confirm.
Your employee/s receive an email at their registered email address to update their missing information.

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Confirm Salary Components

You should re-check the salary components and net salary calculations. To re-check salary information:
  1. Log in to the Payroll Dashboard
  2. Navigate to ADMIN OPTIONS → Reports.
  3. Select Salary Register and select the relevant month. You can filter the information, download the payslips for that month and download the data as a .CSV file to process the data better.

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Employee Tax Declarations

You must ask your employees to update their tax deductions and declarations on the Employee Dashboard. Employees must navigate to Tax Deductions on their Dashboard to update their tax details and minimise their deductible taxes.

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Add RazorpayX Payroll as Beneficiary

To enable fund transfers, you need to add your Payroll Account as a beneficiary. You can find your account details in the Payroll Money Transfer page.

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Update UAN

Update your employees’ Universal Account Number (UAN) if applicable. To update UAN:
  1. Log in to the Payroll Dashboard.
  2. Navigate to ADMIN OPTIONS → People.
  3. Select the employee From the list of employees and open their profile.
  4. Update their PF details in Provident Fund → Professional Tax & ESI.

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Enable Resignation

You can enable employee resignations and allow employees to submit resignation requests.
  1. Log in to the Payroll Dashboard.
  2. Go to Settings → Employee Resignation Setup → EDIT.
  3. Select the Enable resignations feature check box.
With all of the above done, your account is completely set up to process payroll.