Update employees’ PAN status

Updated in September - 2024 | Subscribe to watch greytHR how-to video

The Permanent Account Number (PAN) is a computer-generated unique identification number provided by the Income Tax Department. Each person/entity eligible for paying income tax must have this number. The PAN is the primary key for storing all the tax-related information for a person's tax records across the country. PAN is a statutory requirement.

The PAN Status page in the greytHR Admin portal provides you with a quick overview of employees' PAN details in the database. You can view the employee details such as name, number, joining date, PAN availability status, PAN no, and verification status.

To view the PAN Status page, navigate to Payroll > Admin > PAN Status.

You can perform the following actions on the PAN Status page:

1. Update PAN

2. Update PAN Status

3. Capture PAN linked with Aadhaar status

4. Verify employees' PAN

5. Bulk verify employees' PAN-Aadhaar link status

Update PAN

If employees have not updated their PAN during onboarding, you can use the PAN Status page to update the information. To add employees' PAN, perform the following actions:

1. From the greytHR Admin portal, navigate to Payroll > Admin > PAN Status. The PAN Status page opens and displays a list of all the employees.

2. Using the PAN Status, Employee, Employee Filter, and Employee Status filters, customize the employee list as per your requirements.

3. Under the PAN NO column, double-click the required employee's cell and add the PAN of the selected employee.

4. Click Save to update the employee's PAN in the database.

Note:

1. The PAN Status and PAN No columns are editable when your selection is PAN AVAILABLE. If the choice is any of the other options, then the PAN No column automatically reflects the value of PAN Status.

2. You must ensure to update your employees' PAN details on the Employee Profile page.

Update PAN status

You can update the availability status of employees' PAN on the PAN Status page. To view and edit the status, perform the following actions:

1. From the greytHR Admin portal, navigate to Payroll > Admin > PAN Status. The PAN Status page opens and displays a list of all the employees.

2. Using the PAN Status, Employee, Employee Filter, and Employee Status filters, customize the employee list as per your requirements.

3. Under the PAN Status column, double-click the required employee's cell to view the dropdown list.

4. Select the required status. The available statuses are PAN APPLIED, PAN NOT AVAILABLE, PAN INOPERATIVE, PAN VERIFIED, and PAN NOT VERIFIED.

   Note: The PAN Status column reflects the changes as per the changes made in the PAN linked with Aadhaar status column.

5. Click Save to update the availability status of the required employees.

Capture PAN linked with Aadhaar

As per the Income Tax Act linking PAN with Aadhaar is mandatory. Failing to do so, results in PAN becoming inoperative. The consequences of an inoperative PAN lead to:

• Inability to file e-TDS.

• Higher TDS rates applied.

• Incomplete or mismatched tax information in AIS.

• Unable to submit 15G/15H Declarations.

To capture the PAN linked with the Aadhaar status of employees, perform the following actions:

1. From the greytHR Admin portal, navigate to Payroll > Admin > PAN Status. The PAN Status page opens and displays a list of all the employees.

2. Using the PAN Status, Employee, Employee Filter, and Employee Status filters, customize the employee list as per your requirements.

3. Under the PAN linked with Aadhaar column, double-click the required employee's cell to view the dropdown list.

4. Select the status as Yes/No as per your requirements.

5. Click Save to update the changes.

Verify employees' PAN

The PAN Status page helps you to mark employees' PAN as verified. To mark employees' PAN as verified, perform the following actions:

1. From the greytHR Admin portal, navigate to Payroll > Admin > PAN Status. The PAN Status page opens and displays a list of all the employees. You can use the PAN Status, Employee, Employee Filter, and Employee Status filters to customize the employee list as per your requirements.

2. Under the Verified column, select the checkboxes of the employees whose PAN you want to mark as verified. A success message displays.

Note:

• The PAN status of the employees reflects in the IT statement, Payroll Statement, and while extracting the report using Query Builder.

• You can also bulk upload your employees' PAN details by using the Import from Excel option on the Excel Import page.

Bulk verify employees' PAN-Aadhaar link status

To bulk verify employees' PAN-Aadhaar link status, perform the following actions:

1. From the greytHR Admin portal, navigate to Payroll > Admin > PAN Status. The PAN Status page opens and displays a list of all the employees.

2. Click the Verify PAN Aadhaar Link Status button to auto-verify the employees' PAN-Aadhaar link status from the NSDL portal. The PAN Aadhaar Link Status pop-up appears.

3. Read the terms and click Confirm. A progress bar appears displaying the employees' PAN Aadhaar link verification status.

Note: In the PAN Status column, if an employee's PAN-Aadhaar link status is verified, it will be updated to Yes. If PAN and Aadhaar are not linked, it will change to Inoperative.

Other related links:

• Add/update employee details

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