Setting up Zoho Payroll
Before you can start processing pay runs using Zoho Payroll, you need to set up your organisation, which is a simple and breezy five step process.
To get started, go to the signup page and create a Zoho account. If you already have one, log into your existing Zoho account.
Step 1: Organisation Setup
- Enter your Organisation Name, Business Location and Industry.
- Enter your Organisation Address. This address will be reflected across all your Zoho Finance applications and it will be your primary work location in Zoho Payroll. If your business operates from multiple locations, you can add them by going to Settings > Work Locations.
- Choose whether you’ve already run payroll for this year or you’re running your first payroll of the year with Zoho Payroll. If you’ve been running your payroll already, you need to record/import all the previous payments you’ve made to your employees before you run your first payroll using Zoho Payroll.
- Click Save & Continue.
Step 2: Tax Information
In this page, you need to enter your tax details such as your Personal Account Number (PAN), Tax Deduction and Collection Account Number (TAN), TDS Circle / AO Code and Tax Deduction Frequency. These details will be displayed in the Form 16 we generate for your employees.
A Permanent Account Number (PAN) card is a vital document for any taxpayer. PAN is a 10-digit alphanumeric number. Any corporate organisation doing business in India requires a PAN card whether it is registered in India or abroad.
Tax Deduction and Collection Account Number (TAN) is a unique 10 digit alpha numeric code whose primary purpose is deduction or collection of tax. All businesses who deduct or collect tax must have a TAN, quoting it in their TDS documents.
TDS Circle / AO Code
AO Code (Assessing Officer Code) is a combination of Area Code, AO Type, Range Code and AO Number. You can get this number from the Income Tax Office or by logging into your online Income Tax Account and navigating to the My Profile section.
Tax Payment Frequency
Tax Payment Frequency tells us how often you deposit your Tax Deducted at Source (TDS) to the Income Tax Department. It will be set as Monthly by default. If your business follows a different tax payment frequency, write to us at email@example.com and we’ll enable it for you.
Click Save & Continue once you’ve entered the tax information.
Step 3: Pay Schedule
Pay Schedule is the combination of two things - your pay frequency, which is how often you pay your employees and your pay date. This will help us to remind you to process your payrolls on time.
- Select your Work Week, which is the number of days your business works in a calendar week.
- Select whether you want to calculate your employees’ monthly salary based on the actual number of days in a month, or a fixed number of days (say 28) per month.
- If you select actual number of days in a month, salary will be calculated as per the work week that you’ve configured (Weekends are considered as work days).
- If you select fixed number of days, pay will be calculated only based on the number that you provide.
- Select when you want to pay your employees’ monthly salaries.
- Select the First Pay Period, which is the month on which you wish to run your first pay run in Zoho Payroll.
Step 4: Statutory Components
These are components defined under certain enactments passed by government bodies like Employee Provident Fund Organisation (EPFO) and Employees’ State Insurance Corporation (ESIC). Contributions are made by employees and the employer towards the employees’ long term financial and social well-being.
There are 4 main statutory components in India:
- Employee Provident Fund (EPF)
- Employee State Insurance (ESI)
- Professional Tax (PT)
- Labour Welfare Fund (LWF)
Employee Provident Fund
EPF is a retirement benefit scheme available to all employees. The main purpose of this scheme is to help employees save a fraction of their salaries every month (12% of Basic Pay + DA), so that they can use it when they retire or if they develop any disability.
To set up EPF for your organisation,
- Enter your EPF Number. You can find this in the registration letter received from the Employee Provident Fund Organisation (EPFO).
- Select whether you want to include the employer’s contribution as a part of employees’ CTC.
- Select whether you want to restrict employer’s contribution calculation to ₹15,000 of Basic Pay. If you enable this option, employer’s contribution will be calculated only for ₹15,000, even if the Basic Pay exceeds that amount.
Once you’ve set up EPF for your organisation, all you need to do is configure it when you add a new employee. Their PF contributions will be deducted automatically every month.
Employee State Insurance
This is a self-financing social security and health insurance scheme applicable only to employees whose monthly salary is ₹21,000 or less. The employees’ contribution for ESI is 1.75% of Gross Pay and your contribution would be 4.75% of Gross Pay. It is available in all states except Manipur, Sikkim, Arunachal Pradesh and Mizoram.
To set up ESI for your organisation,
- Enter your ESI Number.
- Make sure that you configure ESI when you add a new employee, if it applies to them.
It is a tax levied on all professionals and salaried individuals by the State Governments. Employees belonging to different salary slabs would need to pay different amounts as Professional Tax. The tax slabs vary for each state or municipality. The deduction cycle may be monthly, half-yearly or yearly depending on your state.
To set up Professional Tax for your organisation,
- Enter your Professional Tax Number.
- The tax slabs will be pre-configured based on your state.
- Modify the existing tax slabs (if needed).
All you need to do now is configure PT when you add a new employee.
Labour Welfare Fund
It is a scheme which ensures social security and improved working conditions for employees. It is applicable only for employees whose monthly salary is ₹15,000 or less. The deduction cycle may be monthly, half-yearly or yearly depending on your state. Click the button to enable LWF for your organisation.
Click Continue once you’ve enable the necessary statutory components.
Step 5: Salary Components
In this section, you can select all the earnings, deductions and reimbursements that your organisation offers to its employees.
- Mark the checkbox to the left of each salary component to include or exclude it from your active components.
- Click the salary component to modify its Name in Payslip, Calculation Type, Amount / Percentage and so on.
- Click the + New Earning button to create a new salary component.
- You can also preview how the payslip looks by clicking the Preview Payslip button.
Once you’ve finished configuring all the salary components, click Finish Setup.