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greytHR Admin portal

Manage employees’ POI

The Proof of Investment (POI) module consists of the complete process of declaration of employees' investments to save tax. To ensure minimum tax deduction, all the employees must declare the number of investments they plan at the beginning of every financial year. Employees' taxable income is then computed based on their investment declarations, and subsequently, tax is then deducted from employees' salaries every month.

At the end of the financial year, a payroll/finance manager enables the declaration window for employees. Employees must then submit the proof of the declared investments.  Planning and submitting the proof of investments for saving tax is solely the responsibility of employees. After submission of POIs, it is the responsibility of a payroll/finance manager to review and submit the investment for tax calculation.

The POI Overview page in the greytHR Admin portal offers a systematic process for managing the complicated process of submitting POI for admins. The page displays the Yet to be released, Released, Pending for Review, Pending for Payroll, and Considered for Payroll tabs.

Each tab helps you in performing specific tasks. These tasks enable you in completing the POI process smoothly. You can perform the following tasks on the POI Overview page:

  • Customize POI settings.

  • Yet to be released tab.

    • Release POI form in bulk.

    • Release POI for individual employees.

  • Released tab.

    • Remind employees to declare POI.

    • Reject and lock POI form.

    • Change auto-lock due date.

    • Delete POI form (optional).

    • View POI form for individual employees.

  • Pending for review tab.

    • Change an employee's regime.

    • Consider POI items for individual employees.

    • Re-release POI items.

    • Upload attachments in bulk.

  • Pending for payroll tab.

    • Re-Release POI forms.

    • Push POI forms for payroll.

    • Delete POI form.

    • Review POI forms again.

  • Considered for payroll tab.

    • Re-release POI forms.

    • Review POI forms again.

    • Re-consider POI forms.

  • Download proofs of an employee.

To view the POI Overview page, click Payroll > Admin > POI Overview.

POI settings

The POI Settings help you adjust the settings related to POI as per your requirements. POI Settings includes the following settings:

  1. General settings

  2. Family Details Mandatory for dependent Claims?
    Select this option to collect family details.

  3. General Instructions
    Enter the instructions related to POI declaration for your employees. These instructions are displayed on the POI declaration page.

  4. Attachments

  5. Enable Attachments
    Select this option for allowing employees to attach their POI for declaration.

  6. Mandatory
    Select this option to make the POI attachment mandatory for the employees either section-wise or for all the components. Employees cannot submit the declaration until they attach the proof of their investment to the form.

  7. Attachment For

  8. Section Wise: Select this option to enable individual attachments for each section in the employees' POI form.

  9. Common: Select this option to enable proof attachment in bulk upload for employees. 

  10. Employee ESS settings

  11. Allow employees to change regime while submitting POI: Select this option for allowing the employees to change their regime at the time of submitting their POI form.

  12. Allow new Joinee without IT declaration to select regime during POI declaration: Select this option for allowing a new hire to select regime at the time of declaring POI without declaring IT.

  13. Allow employees to acknowledge their declaration: At the time of submitting the POI, you have the option to provide a declaration note to the employees, which they must acknowledge before submitting POI.

  14. Declaration Note: In the Declaration Note description box, you can enter the note that employees must acknowledge before submitting the POI.

To customize POI Settings, perform the following actions:

  1. On the POI Overview page, click the Settings icon on the right side of the screen. The POI Settings window opens.

  2. Make the changes in settings as per your requirements.

  3. Click Save Settings to save your changes in the POI Settings

Filter employees as per regime

This option helps you in viewing the employees based on their regime selection. You can view the following three options under Filter employees as per regime list:

  • New Regime: This option displays the list of employees who chose the new regime.

  • Old Regime:  This option displays the list of employees who chose the old regime.

  • Both: Select this option to view all the employees regardless of their regime selection.

Filter employees based on employment status

This option helps you filter the employee list based on the employment status, i.e., Active and Resigned. Select Active to view the current employees. Select Resigned to view the separated employees for the current financial year.

Excel Export 

You can download and export the POI Overview tab information in Excel format. To export POI forms, perform the following actions: 

  1. On the POI Overview page, click any tab for which you want to download the POI information. 

  2. Click Excel Export. The excel file automatically downloads to your system.


POI Tabs

Yet to be released tab

On the POI Overview page, under the Yet to be released tab, you can view the count and list of employees for whom you are yet to release the POI form. You can release the POI declaration form to the employees individually or in bulk.

 

Release POI form in bulk

To release POI form in bulk, perform the following actions:

  1. On the POI Overview page, under the Yet to be released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Bulk Select option.

  3. Select the employees for whom you want to release the POI using the checkboxes adjacent to their names.

  4. On the right side of the screen, under the Employees Selected, select Release

  5. Click Submit to release POI for selected employees. The Release pop-up appears.

  6. You can set the auto-lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto-lock due date from the calendar.  

  7. Click Release to release the POI form in bulk.

Release POI for individual employee  

To release an individual employee's POI form, perform the following actions:

  1. On the POI Overview page, under the Yet to be released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Individual Details option.

  3. From the Enter Emp. Name or ID search box, search for the employee for whom you want to release the POI. You can also select the employee by clicking the employee name displayed under the Employee Name list. 

  4. On the right side of the screen, under the View Form tab, click Release Form. The Release pop-up appears.

  5. You can set the auto-lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto-lock due date from the calendar.

Click Release to release the POI form for the selected employee.


Released tab

After you have released the POI form for the employees through the Yet to be released tab, the employees move under the Released tab. The Released tab displays a count and list of all the employees to whom you have released the POI declaration form.

Remind employees' to declare POI

This option helps you to send a reminder email to the selected employee(s) for declaring IT. To send a reminder to the employee(s) for declaration, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active option.

  3. Select the Bulk Select option.

  4. Select the employees using the checkboxes adjacent to their names. To select all employees with one click, select the checkbox adjacent to the Employee Name column header.  

  5. On the right side of the screen, under the Employees Selected list, select Remind option.

  6. Click Submit. Remind pop-up appears.

  7. In the Remarks textbox, enter the remarks for the employee(s).  

  8. Click Remind to send a reminder email to the employee(s). A success message appears.

Reject and lock POI form

This option allows you to reject and lock the POI declaration form for selected employee(s). To reject POI forms for the selected employee(s), perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. Select the Bulk Select option.

  4. Select the employees’ from the list using the checkbox. 

  5. On the right side of the screen, under the Employees Selected list, select the Reject POI and Lock option.

  6. Click Submit. Reject POI and Lock pop-up appears.

  7. Select all the checkboxes that inform you about the after-effects of rejecting a POI form. Note: This is a mandatory step.

  8. Click Confirm to reject and lock the POI. The form moves to the Pending for Review tab.

Change auto-lock due date

This option allows you to edit the Auto-Lock Due Date for the selected employee(s). To change the auto-lock due date, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active option.

  3. Select the Bulk Select option.

  4. Select the employees’ from the list using the checkbox. 

  5. On the right side of the screen, under the Employees Selected list, select Change Auto lock Due Date option.

  6. Click Submit. The Change Auto lock Due Date pop-up appears.

  7. From the Due Date dropdown calendar, select the auto-lock due date.
    Note: This is a mandatory step. 

  8. Click Confirm to change the Auto-lock Due Date.

Delete POI form

This option lets you delete the POI declared by an individual or multiple employees. Kindly note that this option is available based on user requests. To delete POI, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. Select the Bulk Select option.

  4. Select the employees’ from the list using the checkbox.  

  5. On the right side of the screen, under the Employees Selected list, select the Delete option.

  6. Click Submit. Delete pop-up appears.

  7. Select all the checkboxes that inform you about the after-effects of deleting a POI form. Note: This is a mandatory step.

  8. Click Delete to delete the POI and move it to the Yet to be released tab.

View POI form of individual employees 

You can view the POI form saved by an employee under the Released tab too. There are two tabs available for Individual employees: View Form and Information.  To view POI for an individual employee, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Individual Details option.

  3. From the Enter Emp. Name or ID search box, search for the employee for whom you want to view the POI. You can also select the employee by clicking the employee name displayed under the Employee Name list.

  4. On the right side of the screen, under the View Form tab, you can view a summary of the form. To view the form in detail, click View Form. The page redirects to the Overview tab of the Review POI page. This page displays the items that the employee has saved but not declared.
    Note: Admin cannot edit the employee's POI form under the Released tab.
    You can also view Additional Details such as the Released Date, and Auto locked Date under the Information tab on the POI Overview page.


Pending for review tab

After POI is released, the employees must fill, attach relevant documents, and submit their POI form for the admin's review. Admin can view these forms under the Pending for Review tab. Under the Pending for Review tab, you can change the regime of the employees, add attachments, view, accept/reject, and re-release each item of POI for individual employees. You can also select the employees in bulk and delete their forms. In such cases, deleted forms move back to the Yet to be released tab. 

Note: The delete option for bulk employees is not available by default. You must activate the same in the application.

Change an employee’s regime

You can change the regime of an employee only from the Pending for Review tab. To change the regime of an employee, perform the following actions:

  1. On the POI Overview page, click the Pending for Review tab.

  2. From the Filter employees as per regime list, select the required regime. You can choose New Regime, Old Regime, or even Both.

  3. Select the Individual Details option. 

  4. From the Enter Emp. Name or ID search box, search for the employee for whom you want to change the regime. You can also select the employee by clicking the employee name displayed under the Employee Name list.

  5. On the right side of the screen, under the View Form tab, click View Form. You are redirected to the POI Review page of the selected employee.

  6. Click Change regime. The Regime Selection pop-up appears.

  7. From the Change Regime list, select the required regime.

  8. Click Save to change the regime of the selected employee. 

Consider POI items for individual employees  

This option helps you to review and consider each item submitted by an employee and take appropriate actions for each item. You can consider, accept, reject or even re-release individual items in an employee's POI form.

To consider the POI form, perform the following actions:

  1. On the POI Overview page, under the Pending for Review tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Individual Details option.

  3. From the Enter Emp. Name or ID search box, search for the employee for whom you want to review the POI form. 

  4. On the right side of the screen, under the View Form tab, click View Form. You will be redirected to the Overview tab of the Review POI page. This page displays the items that the employee has declared. 

  5. Click the → icon to go to a particular POI component. You can then view all the details and attachments of the selected POI component.

  6. Click Approve or Reject. Accept/Reject pop-up appears.

  7. In the Admin Remarks text box, enter the remarks. It is important to add remarks, especially when you are rejecting a declaration. The remarks help the employee to rectify and resubmit the form.

  8. Click Yes to approve the POI component.

  9. Similarly, review all the components. To review the components, kindly follow the steps from 1 to 7. 

  10. Click Review and Consider. You are redirected to the Overview tab of the Review POI page.

  11. Click Consider POI. The POI form moves to the Pending for Payroll tab.  

Re-release POI items

While reviewing an employee's POI form, there can be items that may not comply with the guidelines, and you want to reject them. In such cases, you can re-release those items to the employee. You can do this from the Pending for Review/Pending for Payroll/Considered for Payroll tab.

To re-release the specific items in POI, perform the following actions:

  1. On the Review POI page, click Re-Release. The list of employees appears.

  2. From the dropdown list, select All Items/ Declared Items.
    Note: Selecting the All Items option displays the list of all the components available. You can even release the items which were not declared by the employee. The Declared Items option displays the list of all the components declared by the employee. 

  3. Select the items using the checkbox against the items.

  4. Click Re-Release Selected to release the selected items to the employees for resubmission. The Re-Release pop-up appears.

  5. Click Re-Release to confirm the re-release of the selected item.

Note: You can also refer to the family details of the selected employee on the Review POI page under the Re-Release tab. To view family details, click Family Details. The Family Details pop-up appears. You can refer to and add employee's family members and Save the details.

Upload attachments in bulk

The default setting to upload attachments is the item-wise individual document upload. To upload attachments in bulk, perform the following actions:

  1. On the POI Overview page, click the Settings icon available on the right side of the screen. The POI Settings window opens.

  2. Under Attachment For, select any one of the following options:

  3. Section Wise: Select this option to enable individual attachments for each section in the employees' POI form.

  4. Common: Select this option to enable proof attachment in bulk upload for employees. 

Note: In case you want to collect additional documents apart from their proof of investments, you can raise a request to our support team. The support team can activate the Other Attachments option in the employees' POI form.

After the Enable item wise attachment in POI declaration option is disabled and you have released a fresh POI for an employee, you can view the bulk upload option under the POI Components on the Review POI page. The bulk upload option is called Proof Attachment.


Pending for payroll tab

After an employee's POI form is considered, the form moves to the Pending for Payroll tab. You can filter employees based on regime and employee declaration. Under this tab, you can view the form in read-only mode for the individual employees.

Re-release POI forms

You can re-release the POI form for multiple employees at a time. Re-releasing the POI form will move the form back to the Released tab. However, re-releasing the POI form does not clear the current POI information.

To re-release the POI, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to review the POI form. You can also select the employees using the checkboxes adjacent to their names. 

  6. Select the Re-Release option.

  7. Click Submit. The Re-Release pop-up appears. 

  8. From the Due Date dropdown calendar, select the auto-lock due date from the calendar.

  9. Click Re-Release to release the POI form again.

Push POI forms for payroll

After reviewing an employee's POI form, you can consider it for payroll. Considering POI forms help in calculating income tax for the employee. To push a POI form to payroll, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option. 

  5. From the Enter Emp. Name or ID search box, search for the employee whose POI form you want to push. You can also select the employees using the checkboxes adjacent to their names.

  6. Select the Push to Payroll option.

  7. Click Submit. Push to Payroll pop-up appears.

  8. Select all the checkboxes that inform you about the after-effects of pushing a POI form and the month for which the payroll is considered.
    Note: this is a mandatory step.

  9. Click Push to Payroll. The POI items move to the Considered for Payroll tab.

Delete POI forms

After reviewing an employee's POI form, you can also delete the form. Deleting the form moves it back to the Yet to be released tab, and all the changes made to the form in the POI process are deleted.

To delete a POI form, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to delete the POI form. You can also select the employees using the checkboxes adjacent to their names.

  6. Select Delete.

  7. Click Submit. Delete pop-up appears.

  8. Select all the checkboxes that inform you about the after-effects of deleting a POI form. 

  9. Click Delete. The POI items move to the Yet to be released tab.

Review POI forms again

You can review the POI form again even if the POI form is considered for payroll. If you select and proceed with the Review Again option, the POI form will move the form back to the Pending for Review tab.

To review the POI form again, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to review the POI form. You can also select the employees using the checkboxes adjacent to their names. 

  6. Select the Review Again option.

  7. Click Submit. The Review Again pop-up appears.

  8. Select all the checkboxes that inform you about the after-effects of reviewing a POI form again.

  9. Click Review Again to review the POI form again. The POI form moves to the Pending for Review tab. 


Considered for payroll tab

After you have considered an employee's POI form for payroll, the form is moved under the Considered for Payroll tab. A form is considered for payroll from the Pending for Payroll tab.

Re-release POI forms

You can re-release the POI form for multiple employees at a time. Re-releasing the POI form moves the form back to the Released tab. However, re-releasing the POI form does not clear the current POI information.

To re-release the POI form, perform the following actions: 

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to re-release POI. You can also select the employees using the checkboxes adjacent to their names.

  6. Select the Re-Release option.

  7. Click Submit. A Re-Release pop-up appears.

  8. From the Due Date dropdown calendar, select the auto-lock due date from the.  

  9. Click Re-Release to release the POI form again.

Review POI forms again

You can review the POI form again even if the POI form is considered for payroll. If you select and proceed with the Review Again option, the POI form moves the form back to the Pending for Review tab.

To review the POI forms again, perform the following actions:

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to review the POI form. You can also select the employees using the checkboxes adjacent to their names.  

  6. Select the Review Again option.

  7. Click Submit. A Review Again pop-up appears.

  8. Select all the checkboxes that inform you about the after-effects of reviewing a POI form again.
    Note: This is a mandatory step.

  9. Click Review Again to review the POI form again. The POI form moves under the Pending for Review tab. 

Re-consider POI forms

You can re-consider the POI form even if the POI form is considered for payroll. You must now assume the scenarios where a payroll admin has to re-consider the POI. Here is an ideal example: Consider a scenario where employee declarations are modified manually or cleared by payroll admin after considering for payroll. Now, you need to revert to the previous declarations submitted by employees. In this scenario, you can quickly revert to the previous declarations submitted by employees with the help of the Re-Consider POI option. 

To re-consider the POI forms, perform the following actions:

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.

  2. Select the Active/Resigned option.

  3. From the Has Employee Declared dropdown list, select the appropriate option.

  4. Select the Bulk Select option.

  5. From the Enter Emp. Name or ID search box, search for the employee for whom you want to re-consider the POI form. You can also select the employees using the checkboxes adjacent to their names.  

  6. Select the Re-Consider POI option.

  7. Click Submit. A Re-Consider POI pop-up appears.

  8. Select all the checkboxes that inform you about the after-effects of re-considering a POI form.
    Note: This is a mandatory step.

  9. Click Re-Consider to consider the POI form again.


Download proofs of an employee

To download proofs submitted by an individual employee, you can perform the following actions:

  1. On the POI Overview page, under the Pending for Review/ Pending for Payroll/ Considered for Payroll tab, select the Individual Details option.

  2. Select the employee whose proofs you want to download. 

  3. Click Download Proofs. The proofs download to your system as a zip folder.
    Note: You can also click View Form > Download Proofs.