Payroll that can't skip a step
Every Kvcare HRMS run moves through the same six stamps. A locked run can be reopened for a correction until salaries go out; once it's paid it's final, and any later correction comes through as arrears.
Six stamps, in order
Scroll to run October's payroll. It can't calculate until attendance is locked, and once it's paid it can't change at all.
- DraftPick the cycle and the sites in scope.
- CalculatedEvery component prorated by payable days, every deduction applied.
- In reviewVariance, negative net pay and compliance checks.
- ApprovedSigned off by finance or the HR head.
- LockedPayslips published, bank and statutory files generated. Can still be reopened for a correction.
- PaidDisbursement recorded. From here the run is final.
Checks before anyone approves
Kvcare HRMS stops the mistakes that usually surface after payday.
Attendance gate
The run won't calculate until every site in scope has finalised and locked its month.
Variance
Month-on-month changes are flagged per employee before review.
Negative net pay
Anyone whose deductions exceed earnings is listed before approval.
Compliance check
Statutory deductions are checked against the rules for the period.
Minimum wage
Pay is checked against the minimum wages you configure.
Joiners and leavers
Mid-month joiners are prorated from their joining date.
The statutory engine
Each rule is stored with the dates it applies from and to. A payroll always uses the rule that was in force for its period, and a new government rate is a dated setting, not a software release.
| Act | How Kvcare HRMS applies it | Output |
|---|---|---|
| PF | 12% employee and 12% employer, with the EPS split, on PF wage capped at ₹15,000 or actual, as you choose | PF ECR upload file |
| ESIC | 0.75% employee and 3.25% employer on gross up to ₹21,000; eligibility held for the whole April–September or October–March period | ESIC upload file (.xls) |
| PT | Each state's slabs, by the employee's work location, including exceptions such as Maharashtra's February deduction | PT summary by state |
| LWF | Each state's amounts and frequency: monthly, half-yearly or annual | LWF summary by state |
| Gratuity | Under the Payment of Gratuity Act, after five years of continuous service, in the full and final settlement | FNF statement |
| Bonus | Under the Payment of Bonus Act, paid in annual bonus batches | Bonus register |
Every statutory file, built from the locked run
Each one is laid out in the format its portal asks for, with an exception report that flags what would be rejected before you file.
- ECR upload file for the EPFO portal
- Challan summary and paysheet
- New joiner and leaver report
- Annual PF register
- Exceptions: members without a UAN, payroll mismatches
- Monthly contribution upload file (.xls)
- Exit reason codes for every IP who left
- Challan summary and contribution register
- New and exit IP report
- Exceptions before you file
- Professional tax by state, with PTRC and PTEC
- Labour Welfare Fund by state, employee and employer share
- Annual PT summary
- Warnings for a state with no registration
- Monthly TDS report
- Quarterly 24Q return data
- TDS challan summary and reconciliation
- Annual tax computation sheet
- Form 16 PDF, one per employee
Income tax, worked out monthly
Each employee chooses the old or new regime for the financial year. Kvcare HRMS projects their annual income and deducts TDS every month, so March isn't a shock.
- Investment declarations under 80C, 80D and HRA, with proof status
- Annual projection view for every employee
- Form 16 for every employee, and for leavers in their exit year
- Form 24Q quarterly data and a monthly TDS report
Sample employee
Everything else payroll touches
Bring last month's payroll to the demo
We'll run it through Kvcare HRMS with you and show where every figure comes from.
