Zoho Payroll - Full Demo

welcome to the overview video on Zoho payroll I am Irene and I am here to demonstrate how you can make the best use of Zoho payroll to automate your payroll process Zoho payroll is a cloud-based tax compliant payroll software which automatically calculates salaries taxes and deductions sends payslip out every month and performs all other payroll activities you will learn its fundamentals which will include how you can set up your organization profile on both employees configure salary structure and get your statutory tax set up run your first pay run and gaining insights into your payroll process and other administrative functions to get started sign in to your Zoho payroll account after which you will be logged into the home page the home page gives you an Insight of all your organization summary details here the deduction summary gives you the EPF ESI and TDS deduction details in the employee summary you can view a list of all the active employees in your organization and here in the payroll cost summary you can see a graphical representation of the monthly payroll cost incurred by your organization further you can drill down to get net pay taxes statutories and deduction details the tasks which are in pending status appear under the to-do task section on the left sidebar you can find all the different modules in Zoho payroll the employees module lets you add and manage all of your employees details in the pay runs module you can process payments for employees based on the pay schedule the approvals module lets you review each reimbursement claim proof of investment and salary revision of your employees in the taxes and forms module you can track your TDS filings and generate form 16 for your employees if you have provided loans for your employees you can keep track of it in the loans module also the reports module provides a wide range of reports for payroll reporting statutory compliance and more now that you're familiar with the user interface let's see how to configure your organization go to settings and click organization profile here you can add or modify the details including your company logo date format and the filing address which will be displayed in all payslips and forms the email address which you will provide here will be a primary contact for your organization if your organization as offices spread across you can add all their addresses in the work locations it impacts the contribution towards the professional tax and labor welfare fund of your employees moving on to the next most important part using Zoho payroll you can stay statutory compliant and configure EPF ESI professional tax and labor welfare fund the employees Provident fund is a retirement benefit scheme which aims to provide Financial Security to employees if your company is registered with employees Provident fund organization you can enable EPF and add your organization's EPF number under contribution details you can configure employers and employees contribution rate from the drop down the contribution selected here will be applicable to all employees across the organization check in the box if you want to include employees contribution in the CTC however if you want to change the contribution rate at employee level you can enable the override option given year you can also calculate PF contribution based on the number of working days by the employee by enabling the prorate option in case the basic is less than the pfh Restriction of 15 000 other PF components such as traveling allowance and telephone allowance may be included in the pfh computation to bring the EPF to 15 000. to enable this check the consider all applicable salary components if PF wage is less than 15 000 after loss of pay option if you have registered for Atman Bharat rozgar yojana scheme activate the eligible for abry scheme option and check the relevant option you can preview the sample calculation attached here for better understanding moving on to the employee State insurance which is a self-financing social security and health insurance scheme applicable only to employees whose monthly salary is 21 000 or less you will see the employer and employees contribution rate of ESI pre-configured in the system as per current rates instructed by government also check the box next to include employees contribution in the CTC if applicable as professional tax is State specific it varies from state to state So based on the work location the tax slab and the deduction cycle the professional tax will be automatically calculated similarly labor welfare fund deduction will happen based on work location and deduction cycle also you will be allowed to enable or disable the labor welfare fund for each state all the discus statutory components can be enabled or disabled at the employee level as well next let's set up the core elements that significantly impact your employees salary structure in the organization in this screen you can configure the earnings deductions and reimbursements components you can customize the salary components as per your organization's requirements to do this you can edit the name of the component select the type of calculation and configure your preferences from the component click mark this as active if you want to set up payroll for this component in case you are unable to find any variable pay or standard component of your choice click here to add a component where you can choose custom allowance as the earning type and create them with settings as per your requirement similarly with Zoho payroll's out of the box customizations you can add deduction components and configure reimbursement components as required once you have configured the salary components you can create the salary templates for commonly used salary structures and assign them to your employees instead of manually entering them click this option fill in all the necessary details you can also include your salary components and click save now you will be able to associate the template with your employees in the taxes section you can configure your organization tax details and tax deductor details these details help Zoho payroll generate form 16 for your employees in the pay schedule section you can configure your organization's work week how to calculate employees monthly salary payday and when you would like to start processing regular pre-run in the system see payroll also allows you to invite multiple users to your organization and assign them specific roles control access at module and feature level to delegate payroll admin duties you will be able to customize roles based on the level of access you wish to provide Zoho payroll offers various payslip templates you can select the template of your choice from your you can also customize a template as per your requirement you can preview the payslip to check how the components will be displayed click save and choose to set it as default you can also check the format of full and final settlement payslip which will be generated once after processing termination param in the system you can now manage your hrms payroll and accounting all Under One Roof thanks to Zoho payroll's multiple integration options let's look at the Zoho people integration first you can enable the integration from your specify the work location and the type of employees that are to be synchronized from people and also map all the key Fields required for payroll processing for the loss of pay select the pay schedule configured in Zoho people now with this integration the employee details and the loss of pay details will be pulled into Zoho payroll from Zoho people and you can process the monthly pay runs accordingly you can integrate Zoho payroll with our online accounting software Zoho books on integrating you can link the bank account you used to disperse salaries and match the dispersal transactions to bank feeds in Zoho books you can customize the chart of accounts in Zoho books where all your journal entries will fall into or you can simply use the existing chart of accounts the wages you pay and the taxes you deposit will also be recorded in your accounting books once the integration is complete the journal entries will be posted automatically in Zoho books with Zoho payroll connected banking feature credit your employee salaries in few clicks if you have a corporate bank account in ICICI yes bank or HSBC Bank you can easily integrate it with your Zoho payroll organization enter your CIB details and configure the integration you're all set to initiate salaries every month with the help of a single click button please note that the connected banking feature will be available only in organizations created in the Indian Data Center now let's look at how you can configure automation of key payroll functions that would otherwise take up a lot of time and manual efforts in the preferences section you can enable or disable the employee portal access from where employee view their payslips and perform all payroll related activities if you wish to convey any important messages to your employees through the portal you can enter the message in the space provided under Banner message select the date till when you want this message to be displayed and click save in the flexible benefit preference you can release the flexible Benefit Plan declaration for your employees specify the log date and manage the alerts which will be sent to the employees automatically in the reimbursement claims section you can select the last date to submit the reimbursement claim which will be applicable for all months in the income tax declaration section you can release the it declaration select the log date for submittal and set reminders as required you can add custom reminders as well similarly you can release the proof of Investments declaration Additionally you will get an option to select a month from when you want to consider the approved investment amount for pay runs if you wish to create any additional fields in the employees module you can use the employee custom Field section now let us see how to onboard your employees the employees module lets you add and manage all of your employee details you can add employees in three different ways you can click add employee and enter the employee details in four steps using this screen alternatively if you have a list of employees and their salary details you can import them to Zoho payroll to do this click the more option import data you would need to follow the file format and can also download a sample file for your reference if you are using Zoho people then you can integrate it with Zoho payroll and pull in all the employee details click on an employee to quickly View and edit key details the overview tab shows a snapshot of the employee's basic personal and payment details you will be able to enable or disable specific statutory components for an employee from your view the currently assigned salary structure for the employee from your you can also quickly edit or revise the salary structure from this tab in multiple ways by assigning a new salary template applying a percentage based change or individually updating the salary components use the Investments tab to view the it declaration and proof of Investments you can also edit or submit these on behalf of the employee get a summary of the reimbursement eligibility and claim status of the employee from you the payslips and forms tab gives you access to the month-on-month payslips and tedious sheets for the employee apart from the monthly payslip Zoho payroll also automatically generates the TDA sheets for the employees this shows the detailed breakup of the income tax calculation including earnings exemptions applied under various sections and deductions in the loans tab you can view any ongoing loans availed by the employee Additionally you can also perform other actions such as assigning custom deductions to the employees releasing or locking the it declaration terminating the employee Etc from your now we will come to an important part of Zoho payroll as we know processing pay runs wholly depends on the configured payroll structure let's see how to approve and process the Pay Run as you can see the Pay Run is in ready state just click create payroll here we see Zoho payroll has already done all your calculations such as payroll cost employee net pay payday employee summary and taxes and deduction before you finalize the Pay Run you would need to give some key inputs such as the loss of pay or Lop applicable for employees and any one time or variable earnings or deductions you have enabled Zoho people integration with your payroll organization by simply clicking on the fetch data option in case you're not using Zoho people you can use the import option here to apply the lopds for employees from a DOT CSV or dot XLS file you can also use the import option to provide the inputs for variable earning components such as bonus or incentives and one-time deductions such as canteen bills fines Etc you can select an employee to see more details on the right pane if you wish you can manually add Lop details one-time earnings and deductions from your you can export the payroll summary and comparison report as well after providing your inputs click submit and approve to put up this pay run for a review before finalization you can assign the Pay Run reviewer role to an authorized person for this activity if you have integrated with Zoho books you can choose to post expense and journal entries in Zoho books if you have enabled direct deposit you will get an option to initiate payment on the payday if you have not enabled direct deposit you can download the bank advice file from your and submit it to your respective Banker after confirmation you can record the payment click record payment to record the salary dispersal on or after the payday to release the payslips now here under payroll history you can view the completed pay runs we make it totally effortless for you to migrate from your current payroll system if you have already run a payroll in The Current financial year outside Zoho payroll enable this option to upload the prior payroll details the imported prior payroll details will help the application in calculating the tax accurately now we will see how to import prior payroll in our system the process consists of three steps that is employee information pay information and summary you will be provided with a sample.csv and or XLS file formats to help you fill in and upload your prior payroll data each month moving on to the approvals module here you can review and approve the reimbursement claims proof of Investments and salary division of your employees reimbursement claims and proof of Investments submitted through employees portal will be appearing here you can review and approve or reject the claims from you the salary revision done in the employees module will be displayed here for approval you can approve or reject them accordingly next we have TDS payment and form 24 Q module using which you will be able to record monthly tedious payment details and generate quarterly form 24q file also we have form 16 module which facilitates you to electronically generate and publish the form 16 to your employees for this you would need to First upload the form 16 part A which can be downloaded from the traces application the system will generate a Consolidated form 16 with part A and Part B the tax deductor of your organization can then digitally sign the forms using digital signer tool you can also use the Zoho payroll form 16 sander tool which is available free of cost once the forms are digitally signed you can publish them in the system this will make the form 16 available to your employees by other self-service portal now let me take you through the employee experience console Zoho payroll plays a vital role in empowering your employees with an exceptional payroll experience once employees accept the portal invitation and set up their account they can access the portal through any browser or a mobile application the home screen gives the overview of employees recent payslips reimbursement claims taxes liability and employee Provident fund deductions the reminders related to flexible benefit plan it declaration proof of investment and reimbursement claims will be displayed here as well in salary details employees can view their salary structure download the payslip and download the tax worksheet of each month they can also view the graph of their earnings in this financial year the reimbursement section allows employees to track and raise reimbursement claims once the admin releases the ID declaration and proof of Investments employees will have an option to submit the same from you if the employee has availed for a loan or an advance they can track its status from the loans module employees can download their form 16 from year once it gets published from the admin portal employees can get access to their portal Anytime by downloading the mobile app from the app store for Apple devices or Android devices now let's understand how Zoho payroll can help you manage all the loans or advances that you have provided to the employees you can create your own loan types from here and record loans using this option specify the monthly repayment deduction year while recording the loan now let's understand how Zoho payroll can help you manage all the loans or advances that you have provided to the employees the system will automatically deduct repayments from the employee salaries each month after recording a loan you can view all running employees loans from you you can record manual repayments using this option to back your employees during any financial crisis you can use the pause installment deduction option to haul the loan deductions temporarily lastly we have the reports module which offers an array of reports to track all aspects of your payroll process the payroll overview category provides the key reports on the core payroll process for example here is the monthly salary register which will give you a detailed component wise breakup of the salary dispersed to employees in a given period all these reports can be customized based on both location Department designation Pay Run status and employee status you can also export all reports in the CSV XLS and xlsx formats the statutory reports category gives reports for filing purposes so here you have the reports for APF Asic and professional tax deductions this is an example of the EPF ECR report you can export the report in the government-mandated ECR format directly from Zoho payroll and use the same for filing on the government portal apart from this you also have deduction reports loan reports taxes and forms payroll Journal summary activity logs and investment reports if you have any questions you can click this question mark symbol and refer to our user guide and FAQs you can click here to get in touch with us for support to book a demo or to request a call we are just one click away to respond to all your queries this brings us to the end of this session we hope you found this video interesting and informative thank you for watching

Channel: Zoho Payroll

Views: 39,486

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Length: 24min 44sec (1484 seconds)

Published: Tue Mar 07 2023