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Release, lock, and consider employees’ IT declarations

IT declaration is collecting investment declarations from employees at the beginning of the financial year. You must collect an IT declaration whenever there is a change in an employee's salary or when a new employee joins the company. As the IT declaration process affects every employee's take-home salary, you must do it accurately.

The Employee IT Declaration page in the greytHR Admin portal helps you to collect employees' investment declarations in a hassle-free manner. You can calculate and deduct TDS for each employee. The page displays the Release / Lock and Consider Declarations tab.

You can perform the following actions on the Employee IT Declaration page:

  1. Release IT declaration to employees.

  2. Lock employees IT declarations.

  3. Consider employees' IT declarations.

  4. Configure greytHR to automate the IT declaration locking process.

  5. Export the considered employees' list.

To view the Employee IT Declaration page, click Payroll > Admin > Employee IT Declaration.

Release IT declaration to employees

To collect investment declarations from your employees, you must release IT declarations at the beginning of the financial year. Option of declaring investments is unavailable to employees by default.

To release IT declaration for employees, perform the following actions:

  1. On the Employee IT Declaration page, click the Release / Lock tab. A list of employees appears.

  2. Under the Release / Lock tab, from the Status dropdown filter, select Locked. You can view all the employees with locked IT declarations.

  3. Using the Employee, Employee Filter, Declaration Status, and Join Date dropdown filter, customize the employee list.
    Note: To select the new employees or existing employees who are yet to declare their IT declarations for the current financial year, select the Declaration Status as NOT YET DECLARED.

  4. Click the Release Options button. The Release Options pop-up appears. The pop-up displays the following options:

    1. Allow employees to acknowledge their Business Income, if any:
      Select Yes or No as per your requirements.

    2. Allow employees to select a regime till:
      Choose a month from the dropdown list.

  5. Click Save to save the Release Options.

  6. From the employee list, select the employees using the checkbox adjacent to the Employee No column.

  7. Click Release Selected to release the IT declaration for the selected employees.
    Note: You can also click Release All to release the IT declaration for all the employees whose IT declaration is Locked.

Lock employees' IT declarations

After your employees declare their investments, you must lock their declarations at the end of each payroll month. Locking IT declarations help you in processing each month's payroll accurately. You must stop taking further inputs from the employees for each payroll month at the end of each month. You can configure greytHR to automate the locking process on a specific date.

To lock employees' IT declarations, perform the following actions: 

  1. On the Employee IT Declaration page, click the Release / Lock tab. The list of employees appears.

  2. Under the Release / Lock tab, from the Status dropdown filter, select Locked. You can view all the employees with locked IT declarations.

  3. Using the Employee, Employee Filter, Declaration Status, and Join Date dropdown filter, customize the employee list.

  4. From the employee list, select the employees using the checkbox adjacent to the Employee No column.

  5. Click Lock Selected to lock IT declaration for the selected employees.
    Note: You can also click Lock All to lock IT declaration for all the employees for whom IT declaration is Released.

Watch our employee IT declaration ESS video for more clarity:

Consider employees' IT declarations

After locking the employees' IT declarations and before processing payroll, you must consider all the IT declarations. The Consider Declarations tab displays all the declarations that are pending approval.

To consider declarations, perform the following actions:

  1. On the Employee IT Declaration page, click Consider Declarations tab. A list of employees appears.

  2. From the Status dropdown filter, select the status as Pending for review. A complete list of the employees whose IT declarations are pending for your review displays.

  3. Using the Payroll Date dropdown calendar, Employee, and Employee Filter dropdown filters, customize the employee list.
    Note: You can consider a plan from the IT Savings page too. To consider a plan from the IT Savings page, review and save details under all the tabs. Under the Select Regime tab, click Consider to consider the plan from the IT Savings page.

  4. From the employee list, select the employees using the checkbox adjacent to the Employee No column.

  5. Click Consider to consider the selected employees' IT declarations.
    Note: You can also click Consider All to consider IT declaration for all the employees.

Export the considered employees' list

To export a list of employees whose IT declarations you have considered, perform the following actions:

  1. On the Employee IT Declaration page, click Consider Declarations tab. A list of employees appears.

  2. From the Status dropdown filter, select the status as Considered. The list of employees appears whose IT declarations you have considered. You can view details such as Employee No, Employee Name, View Declaration, Submitted On, Considered From, and Considered On for each employee.

  3. From the employee list, select the employees using the checkbox adjacent to the Employee No column.

  4. Click Download Selected/Download All to download a report with details of considered employees in excel format.

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