Form 16

Form 16 is a statement of the TDS or taxes that have been deducted from your employee’s salary and deposited with the government. Form 16 helps your employees calculate how much tax they’ve already paid, and what is due to be paid in excess.

Through the Form 16 tab in Zoho Payroll, you can generate and issue Form 16s for all your employees.

Pre-requisites for Generating Form 16

You can issue Form 16 to your employees by following these 4 steps:

  1. Upload Form 16 - Part A
  2. Generate consolidated Form 16 (Part A + Part B)
  3. Digitally sign Form 16 (Using the Zoho Payroll - Form 16 Signer Tool)
  4. Publish the signed Form 16

STEP 1: Upload Form 16 - Part A

Generate Form 16 Upload Form 16 - Part A

Note: Each ZIP file that you upload will be considered as a batch. Each batch can contain the Part A details of a maximum of 500 employees. Also, the file size should not exceed 25MB.

Form 16 - Part A will contain the following details:

STEP 2: Generate Consolidated Form 16

Once you have uploaded Part A, it will be merged with the system generated Part B file, producing a single Form 16 PDF document for each employee.

Part B consists of the following employee details:

STEP 3: Digitally Sign Form 16

The next step involves digitally signing the generated Form 16s. Form 16 must be signed by your organisation’s Tax Deductor. To do this, you can use our Form 16 Signer tool. You can also use any third party tool to perform this.

Signer Tool

Note: The signer tool is only available for Windows 10.

Top Placement Initiate Sign Signer Certificate

STEP 4: Publish Form 16

The final step is to publish Form 16 to your employees. This step needs to be performed in the Zoho Payroll web app.

Publish Form 16 Confirmation

Your employees can view and download Form 16 as follows:

Pro-tip: In case you want to publish the forms at a later date, go to the Form 16 module, click View Details next to the batch you want to publish and then, click Publish.