Configure Form 16

Updated on May-2023

Form 16 is a certificate issued by an employer to its employees, typically in India, that provides details of the salary earned, taxes deducted, and other related information for a specific financial year. It serves as proof of income and tax deductions and is used by employees to file their income tax returns.

Configuring Form 16 involves adjusting the settings and parameters in the payroll or tax software used by the organization to generate Form 16 documents. This includes configuring the structure and format of the document, mapping the relevant salary components and tax deductions, incorporating the company's logo and other necessary information, and ensuring compliance with the tax laws and regulations governing the Form 16.

By configuring Form 16 accurately, organizations can generate the required certificates for their employees in a standardized and compliant manner. This simplifies the tax filing process for employees and facilitates accurate reporting of income and deductions to the tax authorities.

The Form 16 Options page in the greytHR Admin portal allows you to configure the options related to Form 16 and sign it digitally. The page displays the options to configure the form such as details of the person responsible for Form 16, preferences, and details of the Income Tax commissioner.

You can perform the following actions on the Form 16 Options page:

1. Enter details of the person responsible for Form 16.

2. Enter Form 16 details.

3. Configure Part B details.

4. Configure Form 16 generation.

5. Enter commissioner of Income Tax details.

To view the Form 16 Options page, click the Settings icon > System Settings > Income Tax > Form 16 Options. 

Enter details of the person responsible for Form 16

To enter details of the person responsible for Form 16, perform the following actions:

1. On the Form 16 Options page, in the 1. Particulars of the person responsible for form 16 section, enter the details of the person accountable for form 16 such as Name, Designation, Father’s Name, and Location.

2. Select the Use above location as signing location check box if you want the location detail to be the same as the signing location.

3. Click Save. A success message appears.

Enter Form 16 details

To enter Form 16 details, perform the following actions:

1. On the Form 16 Options page, under the 2. Preferences section, in the Form 16 Details part, enter the required details such as TDS Circle Address, Signing Date, and Generated Date.

2. Click Save. A success message appears.

Configure Part B details

To configure Part B details, perform the following actions:

1. On the Form 16 Options page, under the 2. Preferences section, in the Part B Configuration part, select the required check boxes such as Show With Previous Employment, Show With Form 12BA, Show Annexure B, Suppress Zero Tax, Enable GreytHR Part B Verification Form, and Show Employee Information in Part B.

2. Click Save. A success message appears.
   Note: The selections you make in Part B Configuration reflect in Form 16.

Configure Form 16 generation

To configure Form 16 generation, perform the following actions:

1. On the Form 16 Options page, under the 2. Preferences section, in the Form 16 Generation part, select the required check boxes such as Show Form 16 Cover Page, Merge Part A and Part B, Use Default Appearance for the digital signature, Whether Form 16 should be digitally signed, and Show Digital Signature text in Part A Section.

2. Click Save. A success message appears.
   Note: The selections you make in Form 16 Generation reflect in Form 16.

Enter commissioner of Income Tax details

To enter the commissioner of Income Tax details, perform the following actions:

1. On the Form 16 Options page, under the 3. Commissioner of Income Tax Details section, enter the required details such as Address, City, and Pincode. 

2. Click Save. A success message appears. 

Note: The Back to Form 16 button redirects you to the Form 16 page. 

Other related links:

• Generate Form 16

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