Help Category: Running Payroll

Payroll often requires mid-cycle or post-cycle corrections. INDPayroll provides a structured and transparent adjustment system to maintain compliance and traceability.

Types of Adjustments

Pre-Run Adjustments

Made before running payroll for the month.

Examples:

• Incorrect attendance entries
• Missing leave approvals
• Wrong shift or roster mapping
• Incomplete salary component setup

Pre-run corrections ensure the payroll is clean before final computation.

Post-Run Adjustments

These corrections apply after payroll has already been processed.

Examples include:

• Salary revision effective from a past date
• Arrears calculation
• Overlooked incentives or deductions
• Manual corrections requested by HR/Finance

All post-run adjustments are automatically applied in the next payroll cycle under “Adjustments & Arrears.”

Audit Trail & Compliance Logging

INDPayroll maintains a complete digital audit log of:

• Who made each adjustment
• What was modified (before vs after values)
• Timestamp of change
• Reason or remarks entered by the user

This ensures full transparency, supports compliance audits, and protects organizational integrity.

Payroll approvals in INDPayroll are designed to ensure accuracy, compliance, and financial accountability. The system follows a dual-approval model for robust internal control.

1. HR Approval

The HR team validates:

• Employee salary structure and revisions
• Attendance and leave inputs
• Overtime eligibility and correct calculation
• Additions/deductions applied

HR’s focus: Data correctness, policy adherence, and fairness.

2. Finance Approval

Once HR approves, the workflow automatically moves to Finance.

The Finance team verifies:

• Final payout amounts
• Budget and financial projections
• PF/ESI/PT/TDS statutory deductions
• Reconciliation with financial records

Finance’s focus: Financial accuracy, statutory compliance, and fund allocation.

3. Automated Notifications

At every stage, INDPayroll sends notifications via:

• Email
• In-app alerts
• Dashboard widgets

This ensures no delay in payroll processing or approvals.

Best Practice:

Always maintain dual-approval (HR + Finance). This ensures:

• Zero salary inconsistencies
• Accurate statutory reporting
• A strong audit trail for compliance and governance
• Prevention of fraudulent or erroneous payroll changes

Processing payroll in INDPayroll is designed to be systematic, compliant, and highly transparent. The platform ensures every salary component, statutory rule, and organizational parameter is validated before final computation. Here is the Step-by-Step Workflow

1. Select Payroll Period

Navigate to Payroll → Run Payroll, then choose the month or specific payroll cycle (Monthly, Mid-Month, LOP Correction Cycle).

• Only unlocked periods are selectable
• Any pending approvals or corrections from the previous month are highlighted

2. Review Employee Records

Before running payroll, the system automatically fetches:

• Attendance logs (present days, absences, overtime, WFH)
• Leave balances and approvals
• Shift/roster changes
• Previous month’s pending adjustments
  

Reviewing this data ensures that salary outputs are accurate and free of discrepancies.

3. Enter Additions & Deductions

HR/Payroll teams can enter or upload:

• Additions: Bonuses, incentives, performance rewards, arrears, shift allowances
• Deductions: Loan EMIs, salary advance recovery, penalties, LOP corrections

Bulk upload via Excel/CSV is supported for large teams.

4. Preview Payroll Summary

INDPayroll provides a detailed preview with:

• Gross Earnings
• Total Deductions (Statutory + Non-Statutory)
• Net Pay
• Department-wise cost distribution
• Employee-level drill-down view

This stage is critical for detecting anomalies such as:

• Excessive deductions
• Missing salary components
• Wrong attendance entries
• Unusual spikes in payouts

5. Submit for Approval

Once the payroll preview is reviewed, click Submit for Approval.

This action triggers the formal approval workflow:

• HR and Finance approvers receive notifications
• Payroll is locked for edits unless approval is rejected
• Audit logs capture the submitter’s name, date, and remarks

Tip:

Always verify the payroll preview thoroughly. Early detection of errors avoids re-runs, financial discrepancies, and compliance issues.