Account Setup

Checklist to set up the RazorpayX Payroll Dashboard for your organisation.

Available in🇮🇳 India

After you sign up with Payroll, you can begin to set up your account and Dashboard.

Set Up Payroll Account

The following guide provides a checklist of prerequisite steps and best practices to set up your organisation’s payroll account and system.

Watch Out!

Automated Professional Tax (PT) payments for employees in Karnataka are temporarily unavailable on Payroll. Know more about the PT rule change.

Add All Employees

You can add employees individually or in bulk on the Payroll Dashboard to set up the payroll recipients.

To add employees:

1. Log in to the Payroll Dashboard.
2. Navigate to ADMIN OPTIONS → People.
3. Click Add One to add an individual employee, or Add Multiple to add multiple employees. You can also invite your employees using their email ids using Invite many.
4. Enter the employees’ information such as joining date, authorised email id, salary information and more.
5. Click CONTINUE.

You have successfully added employees/contractors to the Dashboard. Your employees can complete their onboarding and profile set up using the welcome mail they receive at their registered email id.

Watch Out!

Sometimes your employees may not be added to your system due to operational discrepancies like not receiving the welcome mail. Re-trigger a welcome mail or invite them to your company and payroll system.

Enable Compliances

Update your organisation’s compliance details as applicable. We support and automate many monthly statutory compliance payments.

To enable compliances applicable:

1. Log in to the Payroll Dashboard.

2. Navigate to ADMIN OPTIONS → Company Details in the left menu.

3. Click Provident Fund / ESIC / Professional Tax / LWF → EDIT and enable compliances from the respective drop-down menu as applicable.

4. Click CONTINUE to save the changes.

   

If you want us to handle your external compliances, connect your Payroll account to your compliance portals as applicable.

1. Go to External Credentials in Company Details → EDIT.
2. Enter the user ids and passwords to authenticate your credentials.
3. Click CONTINUE to save the changes.

You have successfully enabled the applicable compliances. Know more about compliance payments and automation.

Upload Company Logo

You can upload your company logo to reflect on both the Dashboard and the payslips. Ensure you meet the following conditions for the logo:

• Must be a PNG file.
• Must have a 5:1 aspect ratio or be rectangular shaped.
• Must have a transparent background.

To upload the logo:

1. Log in to the Payroll Dashboard.

2. Navigate to Company Details → Name & Address → EDIT.

3. Upload the photograph and click PREVIEW.

   

Setup Default Salary Structure

To set up a default salary structure for your organisation:

1. Log in to the Payroll Dashboard.
2. Navigate to Settings from the left menu.
3. Locate the Default Salary Structure section and click Edit Structure.
4. On the setup page, you’ll see the components that can be included in the default structure:
   • Basic Salary: Usually set at 50% of CTC as per best practices.
   • House Rent Allowance (HRA): Typically 25% of basic salary.
   • Leave Travel Allowance (LTA): Usually 15% of basic salary.
   • Special Allowance: Set as a residual component to balance the CTC.

5. For each component, configure:
   • % age of CTC or Amount: Set either a percentage of total CTC or a fixed amount.
   • Percentage or Fixed?: Choose whether the component is calculated as a percentage or a fixed amount.
   • Taxable?: Specify if the component is taxable (Yes, No or Partially).
6. Click Save & Continue to apply the changes.

The default salary structure is now set and is applied to all new employees added to the system. To offer tax-friendly benefits such as Meal Allowance or Employer NPS Contribution on top of this structure, configure them separately in the Flexi Component Library.

Modify Existing Default Structure

If you need to update your organisation’s default salary structure:

1. Log in to the Payroll Dashboard.
2. Navigate to Settings from the left menu.
3. Locate the Default Salary Structure section and click Edit Structure.
4. Make the necessary changes to the existing components:
   • Adjust percentages or amounts
   • Change calculation methods (percentage vs. fixed)
   • Update taxability status
5. To remove a component, you can set its value to 0 or completely remove it.
6. To add new components, follow the steps outlined in the “Add Custom Components” section.
7. Click Save & Continue to apply the changes.

Watch Out!

Remember that changes to the default salary structure affect only new employees added after the changes are made. The salary structures of existing employees remain unchanged.

The updated default structure is applied to all new employees onboarded after the changes are saved.

Add Custom Components

You can add components to your default salary structure to better match your organisation’s compensation philosophy:

1. Follow steps 1-3 above to access the Default Salary Structure setup.
2. Scroll to the bottom of the components list, where you’ll see dropdown fields labelled Add component.
3. Click on the dropdown and select an existing component from your Salary Component Library. To define a brand-new component (Earnings, Deduction, Non-Payable Benefit or Perquisite), create it in the Component Library first, then return here to add it.
4. For the selected component (for example, Conveyance Allowance):
   • Set the Amount value or percentage.
   • Choose Fixed or Percentage from the dropdown.
   • Set the taxability status.
5. You can add multiple components by repeating steps 3-4 for each additional component.
6. Click Save & Continue to apply the changes.

Check for Missing Information

Before you execute payroll, ensure you your employees’ data is available and up-to-date.

To check for missing information:

1. Log in to the Payroll Dashboard.
2. Go to ADMIN OPTIONS → Reports → Missing Information. This opens the Missing Information page with a list of employees and their missing information.
3. Select the checkboxes against the employees’ names and click SEND EMAILS. You can also select all employees using the checkbox against Employee Name.
4. Click SEND EMAILS to re-confirm.

Your employee/s receive an email at their registered email address to update their missing information.

Confirm Salary Components

You should re-check the salary components and net salary calculations.

To re-check salary information:

1. Log in to the Payroll Dashboard
2. Navigate to ADMIN OPTIONS → Reports.
3. Select Salary Register and select the relevant month. You can filter the information, download the payslips for that month and download the data as a .CSV file to process the data better.

Employee Tax Declarations

You must ask your employees to update their tax deductions and declarations on the Employee Dashboard.

Employees must navigate to Tax Deductions on their Dashboard to update their tax details and minimise their deductible taxes.

Add RazorpayX Payroll as Beneficiary

To enable fund transfers, you need to add your Payroll Account as a beneficiary. You can find your account details in the Payroll Money Transfer page.

Update UAN

Update your employees’ Universal Account Number (UAN) if applicable.

To update UAN:

1. Log in to the Payroll Dashboard.
2. Navigate to ADMIN OPTIONS → People.
3. Select the employee From the list of employees and open their profile.
4. Update their PF details in Provident Fund → Professional Tax & ESI.

Enable Resignation

You can enable employee resignations and allow employees to submit resignation requests.

1. Log in to the Payroll Dashboard.
2. Go to Settings → Employee Resignation Setup → EDIT.
3. Select the Enable resignations feature check box.

With all of the above done, your account is completely set up to process payroll.

Related Information

• Execute Payroll
• Statutory Compliance
• Administrative Role
• Salary