Income tax declarations allow organizations to collect investment information from employees at the start of the financial year. Accurate income tax declarations are critical to:

Ensure proper tax deductions during payroll processing.
Comply with tax laws and avoid penalties.
Prevent employees from being over or under-taxed.

The greytHR IT Declaration process makes managing payroll effortless. It helps organizations streamline payroll management, stay compliant, and make tax deductions hassle-free. The greytHR Employee IT Declaration page takes the stress out of handling investment declarations, saving you time and reducing errors.

For a detailed walkthrough on the admin guide for greytHR IT declarations, refer to the video tutorials for admins.

Key actions on the Employee IT declaration page

Release IT declaration to employees.
Lock employees' IT declarations.
Consider employees' IT declarations.
Export the considered employees' list.
Send reminders to employees to declare income tax.

Release IT declaration to employees.

As an admin, you must release IT declarations from the greytHR Employee IT Declaration page at the beginning of the financial year to collect the employees’ investment declarations. To release IT declaration to employees, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

Access the Release / Lock tab to view the employee list.
From the Status dropdown, select Locked to view employees with locked IT declarations.
Use filters (Employee, Employee Filter, Declaration Status, and Join Date) to customize the list.
Note: Select Declaration Status as NOT YET DECLARED to view the new or existing employees who are yet to declare their IT declarations for the current financial year.
Click Release Options to configure:
1. Allow employees to acknowledge their Business Income, if any: Select Yes or No.
2. Allow employees to select a regime till: Choose a deadline month.
3. Click Save.
Select employees using the checkboxes or click Release All for all eligible employees.
Click Release Selected or Release All.

Lock employees' IT declarations

Locking IT declarations ensures payroll accuracy.

ℹ️ You can automate IT declaration locking on the greytHR Employee IT Declaration page for accurate payroll processing and stop further employee inputs on a specific date.

To lock employees' IT Declaration, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Release / Lock tab to view the employee list.
From the Status dropdown, select Released to view employees with released IT declarations.
Select employees using checkboxes or click Lock All for all employees.
Click Lock Selected or Lock All.

Consider employees' IT declarations

You can approve IT declarations from the greytHR Employee IT Declaration page before processing payroll. This ensures valid and reviewed declarations are considered.

To consider employees'IT declarations, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Consider Declarations tab.
From the Status dropdown, select Pending for review to display pending declarations.
Customize the list using Payroll Date, Employee, and Employee Filter filters.
Select employees using checkboxes or click Consider All for all employees.
Click Consider or Consider All.

💡 You can consider a plan from the IT Savings page under the Select Regime tab.

Export the considered employees' list

You can download a detailed report of employees with reviewed and considered IT declarations from the greytHR Employee IT Declaration page.

To export the considered employees' list, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Consider Declarations tab.
From the Status dropdown, select Considered to view approved declarations.
Select employees using checkboxes or click Download All.
Click Download Selected or Download All to export the list in Excel format.

Send reminders to employees to declare income tax

You can send reminders to employees who have not yet submitted their income tax declarations. This ensures timely submissions without the need for manual follow-ups.

From the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Release / Lock tab to view the employee list.
From the Status dropdown, select Released to view employees with released IT declarations.
Select employees using checkboxes and click Send Reminder.
A pop-up message appears. Click Confirm and a reminder email is sent to the employee(s).

Frequently Asked Questions:

What is an IT declaration?

An IT (Income Tax) declaration is the information submitted by employees about their investments, savings, and other tax-related details at the beginning of a financial year. These details help calculate accurate monthly tax deductions.

Why are IT declarations important?

IT declarations help organizations:

Deduct the correct amount of tax during payroll processing
Comply with income tax regulations
Avoid over-taxation or under-taxation of employees

When should IT declarations be released to employees?

IT declarations should be released at the beginning of the financial year so employees have sufficient time to submit their investment details.

Can IT declarations be released to selected employees only?

Yes. Admins can release IT declarations to:

Selected employees, or
All eligible employees using the Release Selected or Release All options.

What does “NOT YET DECLARED” status indicate?

The NOT YET DECLARED status indicates employees (new or existing) who have not submitted their IT declarations for the current financial year.

What happens after IT declarations are released?

Once released:

Employees can submit their investment declarations
Admins can monitor declaration status
Reminder emails can be sent to pending employees

Why should IT declarations be locked?

Locking IT declarations:

Prevents employees from making further changes
Ensures payroll accuracy
Helps finalize tax calculations before payroll processing

How can admins lock IT declarations?

Locking IT declarations ensures payroll accuracy.

To lock employees' IT Declaration, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Release / Lock tab to view the employee list.
From the Status dropdown, select Released to view employees with released IT declarations.
Select employees using checkboxes or click Lock All for all employees.
Click Lock Selected or Lock All.

Can IT declaration locking be automated?

Yes. Admins can automate IT declaration locking on a specific date to stop further employee inputs and ensure timely payroll processing.

What does “Consider IT declaration” mean?

Considering an IT declaration means the admin has reviewed and approved the employee’s submitted investment details, making them eligible for payroll tax calculation.

How can admin consider employees'IT declarations in greytHR?

To consider employees'IT declarations, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Consider Declarations tab.
From the Status dropdown, select Pending for review to display pending declarations.
Customize the list using Payroll Date, Employee, and Employee Filter filters.
Select employees using checkboxes or click Consider All for all employees.
Click Consider or Consider All.

Is it mandatory to consider IT declarations before payroll?

Yes. Only considered IT declarations are taken into account during payroll processing and tax deduction calculations.

How can admins view pending IT declarations for review?

Admins can:

Open the Consider Declarations tab
Select Pending for review from the Status dropdown
Filter employees using Payroll Date, Employee, or Employee Filter

Can admins consider IT declarations in bulk?

Yes. Admins can use Consider All to approve IT declarations for all listed employees at once.

What is the purpose of exporting considered IT declarations?

Exporting considered IT declarations helps:

Maintain audit and compliance records
Share data with finance or audit teams
Verify tax-related payroll inputs

How can admin export considered employees list?

As an admin you can download a detailed report of employees with reviewed and considered IT declarations from the greytHR Employee IT Declaration page.

To export the considered employees' list, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Consider Declarations tab.
From the Status dropdown, select Considered to view approved declarations.
Select employees using checkboxes or click Download All.
Click Download Selected or Download All to export the list in Excel format.

In which format can IT declaration data be exported?

The considered IT declarations can be exported in Excel format using the Download Selected or Download All options.

Can reminder emails be sent to employees who have not declared IT?

Yes. Admins can send reminder emails to employees whose IT declarations are released but not yet submitted, ensuring timely compliance without manual follow-ups.

To send reminder to employees who have not declared IT, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > Employee IT Declaration.

On the Employee IT Declaration page, open the Release / Lock tab to view the employee list.
From the Status dropdown, select Released to view employees with released IT declarations.
Select employees using checkboxes and click Send Reminder.
A pop-up message appears. Click Confirm and a reminder email is sent to the employee(s).

Will employees be notified when a reminder is sent?

Yes. Once the admin confirms the action, a reminder email is automatically sent to the selected employee(s).

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