Payroll Module — Product Feature Specification Version 1.

0 | Confidential

PAYROLL MODULE
Product Feature Specification
Comprehensive Feature Set — Benchmarked Against Greythr & Saral
PayPack
Version 1.0 | June 2026

10+ 80+ 100% ESS

Modules Features Statutory Compliant Employee Portal

Executive Summary

This document defines the full feature specification for the Payroll Module to be developed as part of the
integrated HR platform. The feature set is modelled to be at par with or superior to leading Indian payroll products
— Greythr and Saral PayPack — covering the complete payroll lifecycle from employee setup through statutory
compliance, expense management, full & final settlement, and employee self-service.

Scope Highlights Competitive Benchmark

• End-to-end payroll processing • Greythr — Salary structure & groups

• Statutory compliance: PF, ESI, PT, TDS • Greythr — Approval workflows
• Expense & reimbursement management • Saral PayPack — PF challan & statutory
• IT declaration & TDS computation • Saral PayPack — TDS computation forms
• Full & Final Settlement (FNF) • Greythr — Appraisal management
• Employee Self-Service (ESS) portal • Saral PayPack — FNF with leave
• Bank transfer & payment management encashment
• Both — ESS payslip & IT declaration

Module 1 — Dashboard
Real-time payroll control centre

Feature Description Priority

Payroll Summary Widget At-a-glance view of processed/pending salary, total Core

Internal Use Only — HR & Payroll Product Team Page

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Feature Description Priority

payout, deductions and net pay for the current

month

Pending Actions Panel Alerts for pending approvals, missing bank Core
accounts, unclaimed expenses, ESI/PF due dates

Monthly Calendar View Payroll cycle calendar highlighting cut-off dates, High
processing deadlines, and statutory due dates

Statutory Due Date Tracker Visual tracker for PF challan, ESI return, PT Statutory
payment, and TDS deposit deadlines

Quick Links One-click access to Run Payroll, View Payslips, Core

Generate Challan, and Download Reports

Employee Count Snapshot Count of active, on-hold, and exited employees Core
impacting the current payroll run

Recent Activity Log Audit trail of last 10 payroll-related actions with High
user, timestamp, and change summary

Announcement Banner Admin-configurable notice board for payroll policy Medium

updates, deadline reminders, etc.

Module 2 — Setup & Configuration

Statutory rates, financial settings, and approval workflows

2.1 Step 1 — Organisation & Basic Setup

Feature Description Priority

Company Profile Setup Register company name, PAN, TAN, CIN, Core
registered address, and payroll cycle
(monthly/weekly)

Financial Year Configuration Set financial year start/end, salary month lock date, Core
and payroll closing dates

Leave & Attendance Integration Link leave module for LOP (Loss of Pay) High
calculations in payroll

Multi-Branch / Location Support Configure multiple work locations with location- High
specific PT slabs and payment banks

2.2 Step 2 — Statutory Rate Configuration

Feature Description Priority

PF Rate Setup Configure Employee PF (12%), Employer PF Statutory

(3.67%), EPS (8.33%), EDLI, and admin charges;
enable/disable VPF

PF Wage Ceiling Set PF wage ceiling (currently ₹15,000); toggle Statutory

restricted/unrestricted PF contribution

ESI Rate Setup Configure Employee ESI (0.75%) and Employer Statutory
ESI (3.25%); set ESI wage ceiling (currently

Internal Use Only — HR & Payroll Product Team Page

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Feature Description Priority

₹21,000)

Professional Tax Slab Setup State-wise PT slab configuration with monthly/half- Statutory
yearly deduction cycles

PT Portal Integration Optional integration with state PT portals for Advanced

automated challan generation and filing

Gratuity Settings Configure gratuity formula (15/26 * basic * years), Core

eligibility threshold (5 years), and provisioning rate

Financial Institute Setup Configure payout bank accounts for salary Core
disbursement, PF trust, and ESI payments

2.3 Salary Slip Settings

Feature Description Priority

Payslip Template Designer Drag-and-drop payslip layout builder with logo, Core
company header, earnings/deductions columns

Rounding Rules Set rounding rules for TDS, PF, ESI: round up, Core
round down, or nearest rupee

Password Protection Auto-generate employee-specific PDF password High

(e.g. DOB + last 4 digits of mobile)

Language / Format Toggle Payslip output in English; support for rupee symbol Medium
and Indian number formatting

Show / Hide Fields Toggle visibility of CTC, employer contributions, High

YTD figures on payslip

2.4 Approval Workflow — Manage Approvals

Feature Description Priority

Multi-Level Approval Chain Configure L1/L2/L3 approvers for salary revisions, Core
expense claims, and IT declarations

Approval Delegation Temporarily delegate approval authority to another High

user during absences

Email & In-App Notifications Trigger notifications at each approval stage with Core
pending action summary

Approval Audit Trail Complete log of approval actions — who Core

approved/rejected, date, and remarks

Bulk Approval Approve multiple expense claims or salary changes High

in a single click

Rejection with Remarks Reject with mandatory remark; auto-notify Core

originator with reason

Module 3 — Salary Structure

Heads, groups, and employee-level salary configuration

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3.1 Step 3 — Salary Heads Configuration

Feature Description Priority

Earnings Heads Library Pre-built heads: Basic, HRA, Conveyance, Medical, Core
Special Allowance, LTA, Bonus, Overtime

Deduction Heads Library Pre-built deductions: PF, ESI, PT, TDS, Loan EMI, Core
Advance Recovery, Canteen, Insurance

Perquisites Heads Configure taxable perquisites: car, accommodation, High

ESOP, interest-free loans per Form 12BB

Reimbursement Heads Non-taxable reimbursements: fuel, telephone, High

books, uniform — with ceiling limits

Additional Earnings Heads Custom heads with formula-based or open/manual Core

entry calculation

Additional Deduction Heads Custom deduction heads linked to employee, Core

department, or company-wide policies

TDS Reference Mapping Map each earning head to the relevant income tax Statutory
section (Sec 10, 17, 80C, 80D, etc.)

Calculation Formula Builder Define formulas: % of basic, % of gross, fixed Advanced

amount, slab-based, or custom JS expression

3.2 Salary Groups

Feature Description Priority

Create Salary Group Create named groups (e.g. 'Staff Grade A', Core
'Manager') with assigned earning & deduction
heads

View Salary Groups Tabular view of all groups with head count, creation Core
date, and last modified info

Edit Salary Group Modify heads, formulas, and ceiling limits; changes Core
tracked with effective date

Copy Salary Group Duplicate an existing group as a base for creating a High
new variant

Delete Salary Group Soft-delete with validation — prevents deletion if Core

employees are assigned

Assign Salary Heads to Group Drag-and-drop or checkbox selection of applicable Core

earning and deduction heads

Add Earning Heads to Group Add custom or library earning heads directly from Core
the group configuration screen

Add Deduction Heads to Group Add custom or library deduction heads with priority Core
sequence for net pay calculation

3.3 Assign Salary Groups to Employees

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Feature Description Priority

Bulk Assign Salary Group Assign a salary group to multiple employees Core
simultaneously via filter or CSV upload

Assign More Employees Add additional employees to an existing group Core

without affecting current assignees

Change Salary Group (WEF Date) Move employee to a different group with effective Core
date — historical group preserved for past payroll

Employee Group Summary View List all employees per group with CTC, joining date, High
and current salary details

3.4 Employee Settings

Feature Description Priority

Bulk Update — Salary Components Mass update specific salary heads (e.g. HRA Core
revision) across selected employees via CSV

Edit Single Employee Salary Inline edit of individual salary components with Core
WEF date and remarks

PF Enable / Disable Toggle PF applicability per employee; auto-stop Statutory

deduction from next payroll run

ESI Enable / Disable Toggle ESI applicability; system auto-validates ESI Statutory
wage ceiling eligibility

PT & TDS Setting Configure PT state for the employee; set TDS Statutory
computation method (old/new tax regime)

Salary Payment — Cash & Cheque Mark employee as cash/cheque payout; exclude Core
from bank transfer file

Salary Payment — Bank Transfer Assign bank account for NEFT/RTGS salary credit; Core
validate IFSC

Add Bank Account Add / update employee bank account — account Core
number, IFSC, bank name, account type

3.5 Salary Details

Feature Description Priority

View Single Employee Salary Full CTC breakup: gross, net, employer Core
Breakup contributions, YTD summary, and payslip history

Salary Revision History Timeline view of all salary changes with effective Core
dates, revised amounts, and approver details

Salary Comparison (Pre/Post Side-by-side view of salary before and after a High
Revision) revision for validation

3.6 Appraisal Management

Feature Description Priority

Appraisal Cycle Setup Create appraisal cycles with review period, Core

Internal Use Only — HR & Payroll Product Team Page

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Feature Description Priority

increment effective date, and increment type (% or

flat)

Bulk Increment Upload Upload increment data via CSV: employee ID, new Core
CTC or % hike, effective date

Individual Increment Entry Manual increment entry for individual employees Core
with approval routing

Increment Letter Generation Auto-generate increment/offer letters with new CTC High
breakup in branded format

Appraisal Summary Report Department-wise and band-wise appraisal High

summary with average hike %, cost impact

Module 4 — Expenses & Reimbursements

Claim management, fuel, advances, and payouts

4.1 Expense Management

Feature Description Priority

Add Expense Head Create custom expense categories: Travel, Hotel, Core
Meals, Office Supplies with GL code mapping

Upload Expense Bills / Claims Employee self-upload of bills (PDF/JPG) with Core
amount, date, category, and project tagging

Monthly Expense Summary Aggregated view of all claims for the month by Core
employee, department, and category

Expense Approval Workflow Multi-level approval with rejection remarks and Core
resubmission capability

Expense Payouts Disburse approved expense claims via payroll or Core

out-of-cycle bank transfer

Expense Policy Limits Configure per-category daily/monthly limits; auto- High

flag over-limit claims

Expense Analytics Visual dashboard: spend by category, top Medium

claimants, YTD trend, budget vs. actual

4.2 Fuel Expense Management

Feature Description Priority

Fuel Rate Chart Maintain fuel rate per litre (manual entry or portal Core
integration) updated periodically

Fuel Portal Integration Optional integration with IOCL/HPCL retail price Advanced
APIs for auto-rate updates

Process Fuel Expenses Calculate fuel claim: distance × fuel rate / mileage; Core
support odometer-based and flat-rate methods

Vehicle Type Configuration Set different mileage/rate for 2-wheeler, 4-wheeler, High

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Feature Description Priority

and company vehicle

4.3 Advance & Loan Management

Feature Description Priority

Monthly Advance Setup Configure salary advance eligibility, max limit (% of Core
net pay), and recovery schedule

Advance Request & Approval Employee requests advance via ESS; manager Core
approval with auto-recovery from next salary

Loan Type Configuration Define loan types: personal loan, vehicle loan, Core
education loan — with interest rate and tenure

Loan Allotment Sanction loan to employee with disbursement date, Core

EMI amount, and total deductions schedule

Loan Closure & Foreclosure Close loan early with outstanding balance; High
generate loan statement for the employee

Advance / Loan Ledger Employee-wise outstanding advance and loan Core

balance report with payment history

4.4 Reimbursement Management

Feature Description Priority

Allot Reimbursement Type Assign eligible reimbursement heads to employees Core

or salary groups with annual/monthly limits

Upload Bills / Create Claim Submit reimbursement claims with supporting bills; Core
OCR-assist for amount extraction (optional)

Reimbursement Approval Approve/reject claims with remarks; route to HR Core

and Finance approvers

Reimbursement Payouts Process approved reimbursements in payroll or as Core

separate bank transfer

Tax Exemption Validation Auto-validate reimbursement against tax-exempt Statutory

limits (e.g. LTA every 2 years)

Annual Reimbursement Utilisation Track utilised vs. available reimbursement balance High
per employee per head

Module 5 — Income Tax Declaration

IT declaration, TDS, and government-form compliance

Feature Description Priority

IT Declaration Section Setup Configure declaration windows by section: 80C, Statutory

80D, 80E, 80G, 80TTA, 10(14), HRA, LTA etc.

Employee IT Declaration (ESS) Employees declare investments via ESS with Statutory

Internal Use Only — HR & Payroll Product Team Page

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Feature Description Priority

amount, proof upload deadline, and section

mapping

Previous Employer Income Capture previous employer income, TDS deducted, Statutory
PF, and PT for accurate annual TDS computation

Proof Submission & Verification Upload investment proofs; HR verifies and Core
approves/rejects with remarks

Download Declaration Summary PDF summary of employee's submitted declaration Core

for their records and HR audit

TDS Computation Summary Month-wise and cumulative TDS computation with Statutory
taxable income, exemptions, and projected TDS

Form 12BB Generation Auto-generate Form 12BB (Investment Declaration) Statutory

with employee signature field

Form 16 (Part A & B) Generation Generate Form 16 after year-end TDS Statutory
reconciliation; digitally sign with employer TAN

New vs. Old Tax Regime Toggle Employee selects preferred regime in ESS; system Statutory
computes TDS under both for comparison

TDS Shortfall Alert Flag employees with TDS shortfall based on High
projected annual income vs. deducted TDS

Monthly TDS Calculation Auto-calculate TDS per employee each month Statutory
based on declaration, regime, and projected
income

Calculate TDS Button Trigger on-demand TDS recalculation after Core

declaration updates before payroll lock

Module 6 — Payroll Processing

Pre-process, run, and post-process payroll

6.1 Pre-Processing
Feature Description Priority

Additional Earnings — Open Entry Manually enter one-time earnings for selected Core
employees: bonus, incentive, ex-gratia

Additional Earnings — Formula Add formula-driven earnings: performance bonus = Advanced

Entry % of basic based on rating

Additional Deductions Entry Enter one-time deductions: fine, notice period Core
recovery, excess leave deduction

LOP (Loss of Pay) Import Import LOP days from attendance/leave module; Core
auto-calculate proportionate deduction

Arrear Calculation Auto-calculate salary arrears for revised salary High

effective mid-month or prior months

Attendance Integration Pull present days, overtime hours, and shift High
differentials from attendance module

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6.2 Payroll Run
Feature Description Priority

Run Payroll (All / Selected) Process payroll for all employees or selected Core
department/group/individual

Payroll Preview / Dry Run Preview computed salaries before final lock — flag Core
anomalies (negative net pay, zero TDS)

Payroll Lock Lock finalised payroll to prevent changes; only Core

CFO/HR Admin can unlock with reason

Put Salary On Hold Freeze salary for specific employees (dispute/legal Core
hold) without affecting rest of payroll

Payroll Unlock / Revise Unlock and reprocess payroll for corrections before High
bank file generation

Multi-Month View Compare current month payroll with previous High

month — highlight variance > threshold

6.3 Salary Register & Reports

Feature Description Priority

Monthly Salary Register Detailed register: employee-wise gross, deductions, Core

net pay, PF, ESI, TDS for the month

Yearly Salary Summary Annual CTC vs. actual payout summary per Core
employee with total employer cost

Department-wise Cost Report Total salary cost per department/cost centre for High
finance and budgeting

Variance Report Month-on-month salary variance with reason codes High

for HR and Finance review

CTC vs. Take-Home Report Breakdown of CTC components to highlight Medium

employer vs. employee cost

Export to Excel / PDF All registers and reports downloadable in XLSX and Core
PDF formats

Module 7 — Payslips & Disbursement

Payslip generation, email, and bank transfers

Feature Description Priority

Generate Payslips Bulk payslip generation as password-protected Core

PDFs after payroll lock

View Individual Payslip HR view of any employee's payslip with full Core
component breakup

Mail Payslips Bulk email payslips to all employees or selected Core

group — with email delivery status tracking

Issue Payslip to ESS Publish payslips to the Employee Self-Service Core

Internal Use Only — HR & Payroll Product Team Page

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Feature Description Priority

portal for employee download

Payslip Revision & Reissue Revise and reissue corrected payslip after High
unlocking payroll

Bank Transfer Statement Generate NEFT/RTGS-compatible bank advice file Core

(bank-specific format: SBI, HDFC, ICICI, etc.)

Cash / Cheque Payment List Generate payment list for cash/cheque payees with Core
acknowledgement sheet

Payment Reconciliation Match bank credit confirmation with payroll High

disbursement records; flag pending credits

Module 8 — Full & Final Settlement (FNF)

Exit payroll, leave encashment, and gratuity computation

Feature Description Priority

FNF Initiation Trigger FNF process upon resignation acceptance; Core

auto-link last working day from HRMS

Pro-rata Salary Calculation Calculate salary for partial month based on last Core
working day and LOP adjustment

Leave Encashment Calculate encashable leave balance × last drawn Core

daily basic; include in FNF payout

Gratuity Calculation Auto-compute gratuity for eligible employees; Statutory

configure in FNF or separate payout

Notice Period Recovery / Waiver Deduct unserved notice period salary or waive on Core
management approval

Outstanding Advance / Loan Auto-recover pending advance/loan balance in FNF Core

Recovery settlement

TDS on FNF Components Compute TDS on gratuity, leave encashment, Statutory

bonus, and retrenchment compensation per Income
Tax Act

FNF Summary Statement Itemised settlement statement: earnings, Core

deductions, net payable — shareable with exiting
employee

FNF Payment Processing Disburse FNF via bank transfer or cheque; Core
generate payment advice

FNF Lock & Archive Lock FNF record after disbursement; maintain in Core
employee history for audit

Module 9 — Statutory Compliance

PF, ESI, PT, and government return filings

Internal Use Only — HR & Payroll Product Team Page

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9.1 Provident Fund (PF)
Feature Description Priority

PF Challan Generation Auto-generate ECR (Electronic Challan-cum- Statutory

Return) in EPFO-prescribed format

ECR File Upload Ready Export ECR in .txt format for direct upload to EPFO Statutory
Unified Portal

PF Monthly Register Employee-wise PF register: EE contribution, ER Statutory

contribution, EPS, EDLI, admin charges

PF Annual Return (Form 3A / 6A) Generate Form 3A (individual) and 6A Statutory

(consolidated) annual PF return

UAN Seeding & Validation Validate UAN linkage for all employees; flag Statutory
missing/invalid UANs before challan generation

New Joiner PF Registration Auto-generate PF registration data for new Statutory

employees in ECR format

PF Transfer / Withdrawal Assist HR in Form 13 (transfer) and Form 10C/19 High

(withdrawal) data preparation

9.2 Employee State Insurance (ESI)

Feature Description Priority

ESI Challan Generation Generate monthly ESI contribution challan with Statutory
employer and employee shares

ESI Monthly Register Employee-wise ESI register with IP number, gross Statutory
wages, and contribution amounts

ESI Half-Yearly Return Generate Form 5 (half-yearly return) for submission Statutory
to ESIC portal

ESI Portal File Export Export contribution data in ESIC-compatible format Statutory
for online filing

ESI Wage Ceiling Auto-Trigger Auto-disable ESI for employees crossing ₹21,000 Statutory
gross wages in a month

IP Registration Support Generate new employee ESI registration data for Statutory
submission to ESIC portal

9.3 Professional Tax (PT)

Feature Description Priority

State-wise PT Challan Generate PT challans per state with correct slab- Statutory
based deduction amounts

PT Return Filing Generate PT monthly/half-yearly returns as per Statutory

state-specific formats

PT Portal Integration Optional integration for auto-filing PT returns and Advanced

challan payment with state PT portals

PT Register Employee-wise PT deduction register by month and Statutory

half-year

Internal Use Only — HR & Payroll Product Team Page

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9.4 TDS Compliance

Feature Description Priority

TDS Reference (Government) Map all salary components to IT Act sections per Statutory
latest Finance Act

Monthly TDS Register Employee-wise monthly TDS computation and Statutory

deduction register

Quarterly TDS Return (24Q) Generate Form 24Q (quarterly TDS return for Statutory
salary) with annexure details

Form 16 / 16A Generation Year-end Form 16 (Part A & B) generation with Statutory
digital signature integration

Form 12BA Generate Form 12BA for perquisite reporting per Statutory
employee

TAN-wise Aggregation Aggregate TDS data by TAN for multi-location High

companies with multiple TANs

TRACES Integration (Optional) Connect to TRACES portal for 26AS reconciliation Advanced
and TDS credit verification

Module 10 — Employee Self-Service (ESS)

Employee-facing portal for payslips, declarations, and claims

Feature Description Priority

Payslip Download (ESS) Employee downloads current and historical Core

payslips from ESS portal

IT Declaration Submission Employee submits investment proofs and Statutory

declarations through ESS with section-wise
breakdown

Tax Liability View Employee views projected tax liability, TDS High
deducted, and form 26AS reconciliation summary

Expense Claim Submission Submit expense claims with bill upload from mobile Core
or web; track claim status

Reimbursement Claim Submission Submit reimbursement claims with document Core

upload and claim status tracking

Advance Request Request salary advance with reason; track Core

approval and recovery schedule

Salary Breakup View View CTC breakup, in-hand salary, and employer Core
cost contribution

Form 16 Download Download Form 16 / 16A from ESS after HR Statutory

publishes post year-end

Bank Account Update Employee updates/adds bank account details via High
ESS (subject to HR approval)

Loan Statement View Employee views outstanding loan balance, EMI High

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Feature Description Priority

schedule, and payment history

FNF Statement View Exiting employee views and downloads their FNF High
settlement statement

Integration & Technical Architecture

Third-party integrations, APIs, and security

Integration / Feature Details Priority

HRMS / Core HR Integration Sync employee master, designation, department, Core

and joining date from core HR module

Attendance Module Integration Pull present days, OT hours, shift allowance Core
triggers from attendance system

Leave Module Integration Auto-import LOP and leave encashment data for Core
payroll computation

EPFO Portal Integration Push ECR file to EPFO Unified Portal; pull TRRN Advanced
and challan receipt

ESIC Portal Integration Upload monthly contribution file to ESIC portal; Advanced
receive acknowledgement

PT Portal Integration State-specific PT portal integrations (Maharashtra, Advanced

Karnataka, West Bengal priority)

Bank ERP Integration Generate bank-format salary advice files: SBI Core
YONO, HDFC Payroll, ICICI iConnect

IT / TDS — TRACES Optional TRACES integration for 26AS Advanced

reconciliation and Form 16 download

Fuel Price Portal Integration Pull retail fuel prices from IOCL / HPCL APIs for Advanced
automated fuel rate update

Audit Log & Data Security Role-based access control, field-level audit trail, Core
data encryption at rest and transit

API for Third-Party Integration REST APIs for ERP (SAP / Oracle / Tally) High
integration for cost centre booking and GL posting

Feature Count Summary

Module Features Greythr Parity Saral

Parity

Dashboard 8 Yes Yes

Setup & Configuration 19 Yes Yes

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Payroll Module — Product Feature Specification Version 1.0 | Confidential

Module Features Greythr Parity Saral

Parity

Salary Structure 22 Yes Partial

Expenses & Reimbursements 20 Yes Yes

IT Declaration & TDS 12 Yes Yes

Payroll Processing 12 Yes Yes

Payslips & Disbursement 8 Yes Yes

Full & Final Settlement 10 Yes Yes

Statutory Compliance 21 Partial Yes

Employee Self-Service (ESS) 11 Yes Partial

Integrations & Tech 11 Roadmap Roadmap

TOTAL 154 ~95% ~92%

Document Notes

• Priority Key: Core (must-have for MVP), High (Phase 1 add-on), Statutory (regulatory
requirement), Advanced (Phase 2 / optional integration), Medium (nice-to-have)
• WEF = With Effect From — all salary/group changes support effective dating for correct
historical payroll
• ESS = Employee Self-Service portal accessible via web browser and mobile app
• All statutory features (PF, ESI, PT, TDS) are mandatory and non-negotiable for market launch
• Portal integrations (EPFO, ESIC, PT, TRACES, Fuel) are optional and can be enabled per
client licence

Internal Use Only — HR & Payroll Product Team Page