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Form 16 is a document issued by employers in India to their employees, which provides details of the salary paid to the employee during the financial year, along with the taxes deducted from their salary and deposited with the government.
The Form 16 page in the greytHR Admin portal allows you to generate Form 16 and sign the form digitally. It contains details such as the TDS deducted from the employee and paid to the government for the financial year. You can also configure Form 16 by selecting the appropriate options on the page.Â
Watch the following video to understand the whole process of generating Form 16 in greytHR:
You must perform the following steps to generate Form 16:
Download Part A & Part B documents from the Traces.
Generate Form 16.
Sign the Form 16 document digitally.
Part A contains a summary of income paid and tax deducted. Part B has a summary of the salary paid to the employee.
To download Part A & Part B documents from your greytHR Admin portal, hover over the 9 dots and click Payroll > Admin > Form 16. Â
On the Form 16 page, click Generate Form 16. Step 1: UPLOAD PART A section appears.
On Step 1: UPLOAD PART A section, click Login. The page redirects to the Traces website.
On the Traces site, enter the User Id, Password, and TAN for Deductor in the respective text boxes.
On the website, under the Download tab, click Form 16A to request Form 16 Part A. Authorized person details appear on the screen.
Click Submit to proceed. Financial year, Form type, and Quarter fields auto-populate on the screen.
Fill in the required KYC details.
After providing KYC details, an authentication code is generated, which is valid for the same calendar day.
After submission of the request, a unique request number generates. The number helps you to track the status of your Form 16A.
Note: Form 16A is available under the Request Download tab. For more clarity, you can refer to the Official site: Traces
While generating Form 16, you must upload and merge Form 16 Part A & Part B. To generate Form 16, from the greytHR Admin portal, hover over the 9 dots and click Payroll > Admin > Form 16.
On the Form 16 page, click Generate Form 16. Step 1: UPLOAD PART A section appears.
Under Upload Form 16 Part A Zip/PDF files, click Upload File. The dialog box appears.
Browse to the folder, select the file, and click Open to upload the file.
Click Next. Step 2: VERIFY PART A section appears.
Note: Ensure Form 16 Part A is accurate.
Click Next. Step 3: UPLOAD PART B section appears.
Under Upload Form 16 Part B Zip/PDF files, click Upload file. The dialog box appears.
Browse to the folder, select the file, and click Open to upload the file.
Click Next. Step 4: VERIFY PART B section appears.
Note: Ensure Form 16 Part B is accurate.
Click Next. Step 5: SIGN section appears.
Note: If you are signing the Part A and Part B files for the first time on greytHR, you must download the greytHR digital signer.
Click Download greytHR Digital Signer to download the digital signer.
Install the greytHR Digital Signer in your system with administrator permission and digitally sign the documents.
Click Next. Step 6: Publish section appears.
Click Publish to Portal to publish Form 16 to the employees' ESS portal.
Alternatively, click Email to send Form 16 to the employees' email addresses. Below mail will be sent to employee pop-up appears.
Click Send. Email Form 16 pop-up appears.
Click Confirm to send Form 16 to the employees' mail address.
To sign Form 16 digitally, hover over the 9 dots and click Payroll > Admin > Form 16.Â
On the Form 16 page, click Generate Form 16 to start generating Form 16.
Upload and verify the Part A and Part B documents under Step 1, Step 2, Step 3, and Step 4.
In Step 5: SIGN section, under Digital Signature, click Download greytHR Digital signer.
Double-click the GreytHR Form 16 Digital Signer.exe. The login window appears.
Enter your greytHR account login credentials to log in to the digital signer.
Under Please insert the token text box, insert your eToken.
Click the Refresh icon to refresh the Form 16 Signer page.
From the Utility dropdown list, select the signatory’s name for whom you want to sign the documents.
Click Reload batches to refresh the utility with the latest Part B upload.
The utility automatically uploads and signs the file.Â
After signing the files, the utility automatically uploads them back to greytHR.
Note: The domain name is the greytHR account URL. The username and password are the same that you use to log in to the application.
To download the Form 16 Digital Signer .exe file, click here.
Form 16 is a statutory certificate issued by employers in India that provides details of salary paid and tax deducted at source (TDS) for a financial year.
Part A contains details of TDS deducted and deposited with the government, while Part B provides a detailed breakup of salary, exemptions, deductions, and taxable income.
Part A contains a summary of income paid and tax deducted. Part B has a summary of the salary paid to the employee.
To download Part A & Part B documents from your greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Form 16. Â
On the Form 16 page, click Generate Form 16. Step 1: UPLOAD PART A section appears.
On Step 1: UPLOAD PART A section, click Login. The page redirects to the Traces website.
On the Traces site, enter the User Id, Password, and TAN for Deductor in the respective text boxes.
On the website, under the Download tab, click Form 16A to request Form 16 Part A. Authorized person details appear on the screen.
Click Submit to proceed. Financial year, Form type, and Quarter fields auto-populate on the screen.
Fill in the required KYC details.
After providing KYC details, an authentication code is generated, which is valid for the same calendar day.
After submission of the request, a unique request number generates. The number helps you to track the status of your Form 16A.
Note: Form 16A is available under the Request Download tab. For more clarity, you can refer to the Official site: Traces
While generating Form 16, you must upload and merge Form 16 Part A & Part B. To generate Form 16, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Form 16.
On the Form 16 page, click Generate Form 16. Step 1: UPLOAD PART A section appears.
Under Upload Form 16 Part A Zip/PDF files, click Upload File. The dialog box appears.
Browse to the folder, select the file, and click Open to upload the file.
Click Next. Step 2: VERIFY PART A section appears.
Note: Ensure Form 16 Part A is accurate.
Click Next. Step 3: UPLOAD PART B section appears.
Under Upload Form 16 Part B Zip/PDF files, click Upload file. The dialog box appears.
Browse to the folder, select the file, and click Open to upload the file.
Click Next. Step 4: VERIFY PART B section appears.
Note: Ensure Form 16 Part B is accurate.
Click Next. Step 5: SIGN section appears.
Note: If you are signing the Part A and Part B files for the first time on greytHR, you must download the greytHR digital signer.
Click Download greytHR Digital Signer to download the digital signer.
Install the greytHR Digital Signer in your system with administrator permission and digitally sign the documents.
Click Next. Step 6: Publish section appears.
Click Publish to Portal to publish Form 16 to the employees' ESS portal.
Alternatively, click Email to send Form 16 to the employees' email addresses. Below mail will be sent to employee pop-up appears.
Click Send. Email Form 16 pop-up appears.
Click Confirm to send Form 16 to the employees' mail address.
Yes. Part A must be downloaded from the TRACES portal, as it is issued by the Income Tax Department and contains government-validated TDS details.
No. You must upload and verify both Part A and Part B before generating and publishing Form 16.
You can upload Part A and Part B in ZIP or PDF format.
Verification ensures that the salary and tax details are accurate before signing and issuing Form 16 to employees.
Yes. Form 16 must be digitally signed before it is published or shared with employees.
To sign Form 16 digitally, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Form 16.Â
On the Form 16 page, click Generate Form 16 to start generating Form 16.
Upload and verify the Part A and Part B documents under Step 1, Step 2, Step 3, and Step 4.
In Step 5: SIGN section, under Digital Signature, click Download greytHR Digital signer.
Double-click the GreytHR Form 16 Digital Signer.exe. The login window appears.
Enter your greytHR account login credentials to log in to the digital signer.
Under Please insert the token text box, insert your eToken.
Click the Refresh icon to refresh the Form 16 Signer page.
From the Utility dropdown list, select the signatory’s name for whom you want to sign the documents.
Click Reload batches to refresh the utility with the latest Part B upload.
The utility automatically uploads and signs the file.Â
After signing the files, the utility automatically uploads them back to greytHR.
Note: The domain name is the greytHR account URL. The username and password are the same that you use to log in to the application.
To download the Form 16 Digital Signer .exe file, click here.
The greytHR Digital Signer is a utility required to digitally sign Form 16 using an authorized signatory’s eToken.
Yes. Admin permission is required to install the greytHR Digital Signer on your system.
Yes. After signing, you can publish Form 16 directly to the employees’ ESS portal.
Yes. You can email Form 16 to employees’ registered email addresses from the Publish step.
Yes. Form 16 can be generated and shared for all employees for whom salary and TDS were processed during the financial year.
You must correct the data at the source, re-download or re-upload the respective part, and then regenerate Form 16.
Yes. Form 16 is typically generated once after the financial year is closed and TDS returns are finalized.
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