The full monthly payroll stack
- Monthly payroll run — gross-to-net, deductions, exempt allowances, reimbursements.
- Statutory withholding — TDS under Section 192, PF, ESI, PT.
- Salary register — per-employee detail; per-state PT split.
- Disbursement file — bank-format CSV / NEFT-RTGS file.
- Payslip generation — password-protected PDF, distributed via email or HRMS.
- Statutory remittance — PF challan, ESI challan, PT challan, TDS deposit by 7th of following month.
- Statutory return filing — quarterly TDS (24Q / Form 138 from FY 2026-27), half-yearly ESI return, monthly EPF ECR.
- Year-end — investment proof collection, final tax computation, Form 16, Form 16A, salary advance reconciliation.
- CTC structuring guidance — tax-efficient salary mix within Wage Code constraints.
The teams we work with
Indian SMEs with 10–500 employees, foreign subsidiaries with smaller India teams, professional firms (architects, consultants, healthcare practices) where a partner-equivalent doesn’t want to run payroll, and family businesses inheriting workforce from earlier generations.
The Acts that govern payroll
Payroll outsourcing operates under:
- Income-tax Act, Sections 192, 192A, 194 (TDS on salary, premature PF, dividend).
- EPF & Misc Provisions Act 1952 — ECR by 15th of following month.
- ESI Act 1948 — monthly contribution by 15th, half-yearly returns.
- Karnataka PT Act 1976 — monthly Form 4-A by 20th.
- Code on Wages 2019 (in force in stages) — unified wage definition, payment of wages timeline.
- Payment of Gratuity Act 1972 — for terminal benefits.
From onboarding to year-end Form 16
- Onboarding — employee master, CTC structures, PF / ESI / PT registrations, bank account, opening balances.
- Monthly cycle — attendance / leave inputs by client (we accept HRMS exports or manual sheets), variable inputs (overtime, incentive), one-time inputs (joining bonus, exit pay).
- Pre-payroll review — 1 working day before scheduled payday.
- Payroll run — payslips and disbursement file delivered T-1 / payday morning.
- Statutory deposit — we file PF, ESI, PT and TDS challans on the same day.
- Quarterly returns — TDS Form 24Q (renamed Form 138 from 1 April 2026), ESI half-yearly.
- Year-end — investment proof drive in January / February, tax adjustments in March, Form 16 issued by 15 June.
What you receive each month & year
- Salary register with full breakup.
- Bank-ready disbursement file.
- Password-protected employee payslips.
- Statutory challans and ECR receipts.
- TDS quarterly returns.
- Form 16 and Form 16A.
- State-wise PT registers.
- Annual employer P&L impact analysis.
How we charge
Monthly retainer based on headcount bands. Indicative starting points: 1–25 employees, 26–100, 101–250, 250+. Annual investment-proof drive and Form 16 generation included in the headcount-band fee. CTC restructuring projects priced separately on a one-time basis.
Common questions on payroll outsourcing
What if an employee disputes their payslip?
We respond directly to the employee with the breakup and supporting policy reference. The client is copied. Most queries resolve within 2 working days.
Do you handle exit settlements and full-and-final?
Yes — including notice-period adjustments, leave encashment, gratuity (if eligible), final TDS, and Form 16. F&F typically settled within 30 working days of last working day.
Can we keep our own HRMS and just outsource the payroll engine?
Yes. We accept attendance / leave / variable inputs from any HRMS export. We integrate with greytHR, Zoho People, Keka and SAP SuccessFactors as standard.
Are bonus and ex-gratia payments included?
Yes. Annual bonus, performance bonus, retention bonus, joining bonus — all handled including TDS and accrual treatment.
Talk to a partner.
A 30-minute call with a partner — no deck, no follow-up email blasts. Just a read on whether we’re the right team to run your payroll.