Payroll Work Process — KT Document

Prepared for: Payroll Work Process

Purpose: This document provides a detailed, step-by-step process to execute the monthly
payroll using GreytHR and ICICI Bank for salary uploads.
Scope: Covers the entire monthly payroll cycle - from attendance verification to salary
disbursement and post-processing communication

1. Roles & Responsibilities

 Payroll Lead: Execute steps 2 - 13, prepare payroll review sheet, prepare Bizpay sheets and
encrypted file.
 HR Head: Verify departmental payroll review sheet.
 COO & CFO: Final verification and approval to process payroll.
 Finance: Submit final OTP on bank portal for salary release.

2. Pre-Payroll Checklist (Before creating month)

1. Need to check the previous month payroll is locked/frozen before creating the new payroll month.
2. Need to verify the attendance for all employees is complete and accurate.
3. Complete all attendance regularizations and ensure all leave approvals are done.
4. Once the verification is completed, send an email to all employees informing them that
attendance will be frozen, and no further changes will be allowed thereafter
5. Ensure that all new joiners’ CTC/Salary details are entered in GreytHR and that their PF and ESI
accounts are created, with UAN and ESI numbers updated.
6. Full employer PF need to be Zero to all sub staff
7. Ensure that all salary inputs are added under the respective employees. (PA, LA, Incentives, R&D
Allowance, CRM Incentive, Creative Team Incentives, SMB Incentives, NPS Deductions, Salary
Advance deductions if any, Insurance Deductions etc)
8. Need to update PAN details for all employees in GreytHR (required for Professional Tax and tax
calculations).
9. Need to check the PF deductions to all new employees before processing the payroll (see Section
6).

3. Freeze Previous Month / Create New Payroll Month

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 Important: Always we have to lock the previous month’s payroll before processing the current
month.

To lock previous month:

Payroll -> Payroll -> Overview

1. Click on the previous payroll month (e.g., July)

2. Click Lock in Payroll (ensure payroll is final)

To create new payroll month:

1. Payroll -> Payroll -> Overview

2. Select Create Payroll of the month (choose the current month, e.g., November)

4. Attendance Verification (Detailed)

1. First, make sure that attendance for all employees is completes and accurate in GreytHR.
2. Verify that daily punches are marked correctly and there are no missing punch-ins or punch-outs.
3. Check that all attendance regularizations and leave approvals are completed.
4. Resolve any attendance discrepancies with respective department managers before proceeding.

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 5. Once everything is finalized, attendance should reflect the correct working days and LOP (Loss of
Pay) days.
6. Once everything is finalized, we have to process the attendance for payroll process.
7. Attendance Process: Leave → Admin → Process Attendance. After this, click on Process Attendance
located at the right-hand corner

8. The above screen will appear, where we need to select the dates from the start of the month to
the end of the month for all employees.
9. Attendance will then be updated based on the configured settings, regularizations, and approved
leaves.

5. Add Payroll Inputs (Order-wise)

1. After completing this process, we have to add all payroll inputs for the respective month before
processing the payroll.

o Project Allowance

o Location Allowance

o CRM Incentives

o Social Media Allowance

o SMB Incentives

o Full Employer PF

o NPS deductions

o R&D Allowance

o Salary Advance

o Previous month or Arrears (If any)

o Any other allowances or deductions

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 2. Example to Add Salary inputs: For LOPs: Payroll → Payroll Inputs → Search Employee → search
LOP → enter LOP Days → Save → Process Payroll.

3. For salary revisions or CTC updates: Payroll → Payroll Inputs → Search Employee → Update Salary
or Add Salary → Add New Revision → Select Effective Date & Payroll Month → Update Annual CTC.

4. Ensure Project/Location allowances are pro-rated based on deployed date & working days.

5. Same the R&D Allowances are pro-rated based on their R&D date and working days.

Note: The same input workflow applies for other salary inputs like PF Employer portion, Salary advances,
Insurances, NPS, etc.

6. PF / ESI Deductions & Rules

1. For New joiners: Need to create PF and ESI without fail before the pay process only and update
UAN and ESI numbers in GreytHR.

2. Verify PF deductions before processing payroll:

o If employee Basic < ₹15,000, PF employee contribution = 12% of Basic.

o If employee Basic ≥ ₹15,000, PF employee contribution = ₹1,800 (fixed).

3. Verify Full employer PF portion for Sub Staff.

4. Verify the ESI deductions for all applicable employees. If an employee’s salary exceeds the ESI
threshold, disable their ESI deduction according to the prescribed norms.

7. PAN & Professional Tax

1. Ensure that the PAN number of all employees are updated in the portal, as it is mandatory for
Professional Tax compliance.

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 8. Process Payroll & Download Statements

1. Once all inputs are added and verified, then we have to process the payroll. For processing the
payroll:

o Payroll → Process → Process Payroll → Quick Process (or full process if required)

2. Once completed, the above screen will be displayed. Click on "View Salary Statement" and then
Export to Excel

3. Download the salary statement and save it locally for review and records.

9. Payroll Review & Approval Flow

1. We have to ensure that all employees are included in the payroll department wise

2. Verify that all deductions are accurate. Compare the Actual CTC with the Review Sheet CTC (Gross
+ PF) to identify any discrepancies.

3. If everything is correct, need to complete the payroll review with the HR Head.

4. Once the HR review completed, need to complete the review with COO and CFO

10. Prepare Bank Upload (Bizpay) Files

1. We need to prepare the Bizpay sheets department-wise. These sheets are used for uploading
salaries on the bank portal

Format rules:

o For ICICI accounts, set Account Type = "I".

o For non-ICICI accounts, set Account Type = "N".

2. Ensure all mandatory columns and formats exactly match bank specifications.

3. We need to ensure that all account numbers and IFSC details are accurate.

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 4. Save the final file in the designated folder.

11. Encrypt & Upload File in ICICI CMS

1. In the ICICI CMS application, we have to copy the respective file in “IN”.

2. Open AESEncrypter (application in CMS suite).

3. Browse and select the saved Bizpay file from the “IN” application section.

4. In select input File, we have to browse the file, which we have saves “IN” folder

o Select Input File → Browse → Select the File → Open

o Select Output Dictionary → Browse → Select the File → Open

o Please select the file to be encrypted → Continue

5. Once this is done, the encrypted file will automatically appear in the “OUT” folder.

6. Login to the ICICI portal and upload the encrypted file.

ICICI Corporate Login → CMS → Collections & Payments → CMS Payment → CMS File Upload

7. Once the above process is done, need to inform Finance team to complete final OTP submission for
salary release.

12. Post-Processing Steps

1. We need to check with the Finance team whether all payments have been completed and if there
are any reversals.

2. In case of any payment rejections, we need to verify the details, obtain approval from the COO
again, and then re-upload the payment in the CMS portal.

3. Once all salary releases are completed, we must share the TDS details with the Finance team on or
before the 7th of every month.

4. Once all salary releases are completed, we must share the PT details with the Finance team on or
before the 10th of every month.

5. Once all salary releases are completed, we must share the PF & ESI details with the Finance team
on or before the 15th of every month.

6. After completing all statutory requirements, we need to share the salary register with the Finance
team. Ensure that all payments listed in the salary register match the amounts processed and
approved during the payroll process

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 13. Contacts

 Payroll Lead: Rukmini Janjanam

 HR Head: Aswini Pasam

 COO & CFO: Prasanth Kumar Surabhi

 Finance Lead: Sravya Patlolla

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