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Generate Form 16 with Part A and Part B

Updated inย February- 2024 |ย Subscribe to watch greytHR how-to video

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. Form 16 contains the 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.ย 

To view theย Form 16ย page, clickย Payroll > Admin > Form 16.ย ย Watch the following video to understand the whole process:

You must perform the following steps to generate Form 16:

  1. Download Part A & Part B documents from the Traces.

  2. Generate Form 16.

  3. Sign the Form 16 document digitally.

Download Part A & Part B documents

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, perform the following actions:

  1. Navigate to Payroll > Admin > Form 16. The Form 16 page opens.

  2. On the Form 16 page, Click Generate Form 16. Step 1: UPLOAD PART A section appears.

  3. On Step 1: UPLOAD PART A section, click Login. The page redirects to the Traces website.

  4. On the Traces site, enter the User Id, Password, andย  TAN for Deductor in respective text boxes.

  5. On the website, under the Download tab, click Form 16A to request Form 16 Part A. Authorized person details appear on the screen.

  6. Click Submit to proceed. Financial year, Form type, and Quarter fields auto-populate on the screen.

  7. Fill in the required KYC details.

  8. After providing KYC details, an authentication code generates, which is valid for the same calendar day.

  9. 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

Generate Form 16

While generating Form 16, you must upload and merge Form 16 Part A & Part B. To generate Form 16, perform the following actions.

  1. Navigate to Payroll > Admin > Form 16. The Form 16 page opens.

  2. On the Form 16 page, Click Generate Form 16. Step 1: UPLOAD PART A section appears.

  3. Under Upload Form 16 Part A Zip/Pdf files, click Upload File. The dialog box appears.

  4. Browse to the folder, select the file, and click Open to upload the file.

  5. Click Next. Step 2: VERIFY PART A section appears.
    Note: Ensure Form 16 Part A is accurate.

  6. Click Next. Step 3: UPLOAD PART B section appears.

  7. Under Upload Form 16 Part B Zip/Pdf files, click Upload file. The dialog box appears.

  8. Browse to the folder, select the file, and click Open to upload the file.

  9. Click Next. Step 4: VERIFY PART B section appears.
    Note: Ensure Form 16 Part B is accurate.

  10. 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.

  11. Click Download greytHR Digital Signer to download the digital signer.

  12. Install the greytHR Digital Signer in your system with administrator permission and digitally sign the documents.

  13. Click Next. Step 6: Publish section appears.

  14. Click Publish to Portal to publish Form 16 to the employees' ESS portal.

  15. Alternatively, click Email to send Form 16 to the employees' email addresses. Below mail will be sent to employee pop-up appears.

  16. Click Send. Email Form 16 pop-up appears.

  17. Click Confirm to send Form 16 to the employees' mail address.

Sign Form 16 digitally

To sign Form 16 digitally, perform the following actions:

  1. Navigate to Payroll > Admin > Form 16. The Form 16 page opens.

  2. On the Form 16 page, Click Generate Form 16 to start generating Form 16.

  3. Upload and verify the Part A and Part B documents under Step 1, Step 2, Step 3, and Step 4.

  4. In Step 5: SIGN section, under Digital Signature, click Download greytHR Digital signer.

  5. Double-click the GreytHR Form 16 Digital Signer.exe. The login window appears.

  6. Enter your greytHR account login credentials to login into the digital signer.

  7. Under Please insert the token text box, insert your eToken.

  8. Click the Refresh icon to refresh the Form 16 Signer page.

  9. From the Utility dropdown list, select the signatoryโ€™s name for whom you want to sign the documents.

  10. Click Reload batches to refresh the utility with the latest Part B upload.

  11. The utility automatically uploads and signs the file.ย 

  12. 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 login into the application.

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