Claims and Declarations

The Claims and Declarations settings help you control submission windows, approvals, and notifications for different claim and declaration types, ensuring compliance and timely payroll processing.

Flexible Benefit Plan (FBP)

The Flexible Benefit Plan (FBP) allows employees to personalize their salary structure based on anticipated expenses, helping them reduce their taxable income. From this section, you can control when employees can submit their FBP declarations and manage related notifications.

Release Flexible Benefit Plan (FBP) Declaration

To release FBP declarations:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Flexible Benefit Plan tab.
• Click Release FBP Declaration.
• Select the lock date. This is the date on which FBP declarations will be automatically locked.

Manage Alerts for Employees

You can automatically notify employees about important FBP events via email.

Enable the required alerts:

• Notify when FBP Declaration is RELEASED: Employees will be notified via email when FBP declaration is made available in the portal.

• Notify when FBP Declaration is LOCKED: Employees will be notified via email once the declaration window is closed.

• Click Save.

Once released, employees can submit or modify their FBP declarations from the employee portal only within the allowed period.

Lock FBP Declaration

To lock FBP declarations:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Flexible Benefit Plan tab.
• Click Lock FBP Declaration to immediately stop employees from submitting or editing their FBP declarations, even if the lock date has not been reached.

Once locked, employees will no longer be able to make changes to their FBP declarations unless you release it again.

Configure FBP on Behalf of Employees

If required, you can configure FBP details for employees manually. Here’s how:

• Click People on the left sidebar.
• Click Employees on the top bar and open an employee’s profile.
• Switch to the Salary Details tab.

You can configure FBP from here on behalf of the employee. This is useful when employees are unable to submit their declarations themselves or when changes are required after the declaration window is locked.

Reimbursement Claims

Reimbursements are components of an employee’s salary that help cover expenses incurred during the course of work. From this section, you can define the monthly submission deadline for reimbursement claims and manage employee notifications related to claim submissions.

Set Deadline for Reimbursement Claim Submission

Use this setting to define the last day of every month by which employees must submit their reimbursement claims.

To set the submission deadline:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Reimbursement Claims tab.
• Select a Day as the last date for submitting reimbursement claims.

Manage Alerts for Employees

You can automatically notify employees about changes and availability of reimbursement claim submissions via email.

Enable the required alerts:

• Notify when the last day to submit reimbursement claims is changed: Employees will be informed if the submission deadline is updated.

• Notify when reimbursement claim submission is RELEASED: Employees will be notified when reimbursement claim submission is made available.

• Notify when reimbursement claim submission is LOCKED: Employees will be notified once reimbursement claim submissions are closed.

• Click Save to apply your changes.

Once configured, employees can submit their reimbursement bills on or before the selected day of every month through the employee portal.

Submit Reimbursement Claims on Behalf of Employees

If required, you can submit reimbursement claims for employees manually. Here’s how:

• Click People on the left sidebar.
• Click Employees on the top bar and open an employee’s profile.
• Switch to the Reimbursements tab and click New Claim.

You can submit reimbursement claims from here on behalf of the employee.

Income Tax Declaration

The Income Tax Declaration settings allow you to control when IT declarations are released, configure submission options, and manage tax-related preferences.

Release Income Tax (IT) Declaration

By default, IT declaration submission is locked for employees. You must release it to allow employees to submit their declarations through the employee portal.

To release IT declarations:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Income Tax Declaration tab.
• Click Release IT Declaration.
• Select the lock date. This is the date on which IT declarations will be automatically locked.

Manage Alerts for Employees

You can automatically notify employees and send reminders based on the configured lock date.

Enable the required options:

• Notify when IT Declaration is RELEASED: Employees will be notified when IT declaration submission is enabled.
• Enable e-mail reminder to employees to submit before lock date: Sends reminder emails before the declaration window closes.
  • Configure reminder schedules, such as 5 days or 1 day before the lock date, or add custom reminders.
• Notify when IT Declaration is LOCKED: Employees will be notified once the declaration window is closed.

Other Configurations

Use these options to control additional tax-related behaviours during the payroll year:

• Allow employees to switch tax regimes: Enables employees to choose between applicable tax regimes during the financial year.

• Allow TDS modification to exceed the current fiscal year’s calculated tax amount: Allows manual TDS adjustments even if the amount exceeds the system-calculated tax for the financial year.

• Click Save to apply your changes.

Once released, employees can declare their tax-saving investments and expenses from the employee portal.

Submit IT Declarations on Behalf of Employees

If required, you can submit IT declarations for employees manually. Here’s how:

• Click People on the left sidebar.
• Click Employees on the top bar and open an employee’s profile.
• Switch to the Investments tab and click Submit Declaration.

You can submit IT declarations from here on behalf of the employee.

Proof of Investments

The Proof of Investments (POI) settings allow you to control the POI submission window, configure alerts and reminders, and define how approved investment amounts are considered for payroll processing.

Release Proof of Investments (POI)

By default, POI submission is locked. You must release it to allow employees to upload investment proofs through the employee portal.

To release POI submission:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Proof of Investments tab.
• Select the lock date. This is the date on which POI submission will be automatically locked.

Manage Alerts for Employees

You can automatically notify employees and send reminders based on the configured POI lock date.

Enable the required options:

• Notify when POI Submission is RELEASED: Employees will be notified when POI submission is enabled.
• Enable e-mail reminder to employees to submit before lock date: Sends reminder emails before the submission window closes.
  • Configure reminder schedules such as 5 days or 1 day before the lock date, or add custom reminders.
• Notify when POI Submission is LOCKED: Employees will be notified once POI submission is closed.

• Under Process payroll with approved POI amount, select the payroll month from which the approved POI amount will be considered while calculating and deducting income tax in subsequent payrolls.

Other Configurations

Use these options to control additional behaviours related to POI submission and approval:

• Allow employees to switch tax regimes: Allows employees to change their tax regime while submitting POI.

• Allow TDS modification during Payroll: Enables manual TDS adjustments during payroll processing.

• Mandate investment proof attachments for POI submission: Requires employees to upload supporting documents while submitting POI.

• Mandate reviewer comments for partial investment amount approval: Requires approvers to provide comments when approving a partial investment amount.

• Click Save to apply your changes.

Once released, employees can submit their proof of investments from the employee portal only within the allowed period.

Lock Proof of Investments

To lock Proof of Investments:

• Click Settings in the top-right corner.
• Under Setup & Configurations, click Claims and Declarations.
• Switch to the Proof of Investments tab.
• Click Lock Proof of Investments to immediately stop employees from submitting or editing POI, even if the lock date has not been reached.

Once locked, employees will no longer be able to make changes to their Proof of Investments unless you release it again.

Submit Proof of Investments on Behalf of Employees

If required, you can submit Proof of Investments for employees manually. Here’s how:

• Click People on the left sidebar.
• Click Employees on the top bar and open an employee’s profile.
• Switch to the Investments tab and click Proof of Investments.

You can submit Proof of Investments from here on behalf of the employee.