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Payroll Management

Brief Discussion On Proceeding payroll & Different Stages

The payroll accounting involves various crucial elements other than salary payments; some of these include statutory compliance, accounting, reporting, etc. To know about each consecutive step, check out this article on payroll accounting in the Indian subcontinent.

In India, the payroll action is complicated as it involves elaborate financial components such as net salary and gross pay. These terms are associated from the beginning till the end of an employee’s tenure in an enterprise or organization. Companies consider their staff as the most valuable asset. Firms invest a considerable portion of their time in hiring, developing, and establishing a standard protocol for each working professional. 

A significant aspect of the payroll action is the execution of the payroll. In a nutshell, the staff relies on the employer to get monthly payments without any possible delays. Human Resource managers play a vital role in payroll irrespective of the scale of operation of the organisation they are working for.

What Do You Understand By The Term ‘Payroll’?

‘Payroll’ is defined as the complete list of staff who must receive compensation from the company. In addition to the money that must be laundered to each worker for their respective working hours or completed tasks, payroll points to an organisation’s historical record of transactions furnished to the professionals the company hired. This list of payments consists of salaries, wages, incentives, bonuses, and so on.

Brief Discussion On ‘Payroll Accounting

The entire process deployed in evaluating each professional employee’s net remuneration is referred to as Payroll System in terms of accounting. 

The payroll action can usually be broken down into three to four phases and responsibilities such as outlining the Salary slip format, integrating employee profiles, components, allowances, and Payroll Deductions and establishing company policies and values adhering to TDS levies and additional adjustments. After considering all these elements, the net salary of each staff member is calculated. While carrying out the procedure, company policies are prioritised from beginning to end. 

Once the monthly wages or salaries are distributed, particulars are filed along with necessary reporting, followed by the disbursement of payslips to each worker. This defines a complete payroll action.

In layman’s terms, if payroll happens to be the sum of money disbursed by the hirer to his organisation’s staff, then the payroll action is the head-to-toe mechanism to precisely calculate the net payment of the professional workers abiding by company policies and statutory laws.

Different Stages of the Payroll Action

The payroll action is segregated into three distinct phases: 

Pre-payroll events

  • Outlining the payroll norms: At this stage, the company sets up policies for the bank. To convert these terms into standards, managerial approval becomes crucial. Some of these policies are – attendance policy, pay procedure, benefits policy, etc.
  • Collecting inputs: To measure the payroll precisely, data is derived from each department and evaluated by the accounting team. For example, inputs like income tax declaration and facilities extended to are derived from all the active employees. On the other hand, major information like the deduction for recoveries is sought from the finance department. Similarly, data is collected from other departments, including the HR team, general service providers, mechanised attendance systems, etc. This procedure involves dealing with chunks of data; therefore, efficient payroll management software is induced by the management that duly tracks employee self-service systems, leave and attendance records etc.
  • Input validation: The payroll action may be affected if minute mistakes occur while collecting the necessary information. Therefore the inputs should be verified without fail.

The management confirms that the payroll lists only active staff, not those who have left the organisation. Next, they have to confirm that the inputs are in accordance with the company policies. Lastly, everything needs to be arranged in the prescribed format. The responsive personnel must ensure these events.

The actual action of payroll

Once all the data are verified and arranged at a centralized location, now is the moment to fetch them into our payroll software. After the calculation, you will determine the net pay post deduction of all compulsory taxes. The accountant reviews the procedure manually to minimize the possibility of error.

Post-payroll phase

This stage is further analyzed by referring to four sub-action –

  • Statutory compliance: At the time of payroll action, the administrator shall strictly follow the legal framework of the organisation as designed by the HR department. While action the salary disbursement amount, a few statutory deductions like TDS, EPF, ESI, etc., are cut off. Government taxes are paid with these funds.
  • Payroll accounting: Each company has to present its accurate record of accounts. One of the crucial inputs stated in these folios is salaries credited to the employees. Thus feeding the salary amount into the ERP system is a basic step that must be adhered to in a payroll action
  • Payout: Salary payments usually take place through cash, online bank transfers, cash and so on. It is desirable to arrange for respective employee salary accounts to minimise the hassle involved in the payment action Certain particulars like employee ID, salary amount, bank account number, etc., must be conveyed to the bank branch while delivering the salary account statements. 
  • Reporting: This is the final stage where reports show department-wise staff costs. Further discussion occurs among the managers once these reports reach the finance and managerial teams.

Objectives Of Businesses To Conduct Payroll

Businesses have to keep track of more information other than recording net salary disbursements. The payroll action seriously impacts an enterprise’s actual return on investment. All state commercial laws also mandate this business function for all professional limited companies. Maintaining a spotless history of the company’s payroll is essential considering the legal and ethical factors related to the payroll action itself. Management is considered untrustworthy, and the employees doubt an organization’s long-term market stability when the enterprise fails to maintain a record of payroll.

Challenges Faced In The Payroll Action

The payroll Action is a complicated and elaborate chore that comes with a set of challenges:

  • Coordination breakdown often occurs among departments like Finance, HR, and Purchase teams regarding the submission of multiple invoices that are needed to support transaction claims. Thus the period involving these tasks keeps increasing, specifically when businesses cannot afford modern ERP systems.
  • Another challenge is rigid adherence to payroll policies. Miscalculating components like PF, PT, LWF, etc., ultimately leads to the wrong adjustment of the net salary. This causes serious harm to the commercial proceedings.
  • The payroll Action sometimes delays the payouts, lowering the morale of professional workers.


The payroll action involves long-drawn calculations that can be eased by incorporating accounting software. Human verification of data still becomes mandatory to reduce the chances of mistakes. The outcome of the whole action determines the monthly payouts given to the staff.  Vakilsearch has come up with a one-stop solution for all your payroll queries in India. To read more on this topic, you can check our latest updates related to payroll evaluation.


What is payroll processing?

Payroll processing is a vital business operation that entails calculating the employees' 'net pay' after accounting for the required taxes and deductions.

What are the different stages of payroll processing?

The payroll process can be categorised into three distinct stages: pre-payroll, post-payroll, and actual payroll processing. Within each of these stages, there are various steps and activities that need to be carried out.

What is involved in the pre-processing stage of payroll?

Pre-payroll activities encompass tasks that need to be accomplished before the actual payroll processing begins. These tasks involve making fundamental payroll management decisions, registering with local authorities, and undertaking necessary preparations for each payroll run.

How does the data collection process work in payroll processing?

In payroll processing, the data collection process involves gathering and inputting employee-related information, such as working hours, attendance, and any changes in wages or deductions. This data is then used to calculate the employees' net pay after considering taxes and other deductions.

What are the key considerations during the calculation stage of payroll processing?

The Payroll Management System in India comprises four key components: gross salary, net salary, Ad-hoc pay, and benefits.

What are the main components of payroll processing reports?

The primary elements present in payroll processing reports consist of allowances, house rent allowance, transport allowance, medical allowance, and leave travel allowance.

How does the validation and verification process occur in payroll processing?

In payroll processing, the validation and verification process involves cross-checking and validating the accuracy of employee data, such as hours worked, leave taken, and deductions applied, to ensure error-free calculations and reliable payroll outcomes. This meticulous process helps in preventing potential discrepancies and ensures the payroll is processed accurately and in compliance with company policies and legal regulations.

What are the challenges faced during the payroll processing cycle?

During the payroll processing cycle, some challenges that may arise include untimely submission of attendance sheets, requesting salaries before the scheduled date, failure to inform the payroll department about a closed bank account, submitting incorrect tax forms, and providing incorrect paid-leave information or experiencing delays in approval for reimbursements and paid leaves, among others. These issues can lead to errors and delays in the payroll process, affecting employee payments and compliance.

How can automation and technology enhance payroll processing efficiency?

Automation and technology can enhance payroll processing efficiency by streamlining data collection, calculations, and report generation, reducing manual errors and processing time, resulting in more accurate and timely payments to employees. Additionally, automated systems can facilitate easy integration with attendance tracking, tax filing, and HR management, providing a comprehensive and efficient solution for payroll management.

What are some best practices for ensuring accuracy and compliance in payroll processing?

Some best practices for ensuring accuracy and compliance in payroll processing include regular auditing and verification of data, staying updated with tax laws and regulations, maintaining proper documentation, and implementing robust internal controls to prevent errors and discrepancies. Additionally, providing regular training to payroll staff and using automated payroll systems can further enhance accuracy and compliance.

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