Managing Year-End Processing

This chapter provides an overview of year-end processing and discusses how to:

Define year-end reports.
Generate year-end reports.

Understanding Year-End Processing

Certain legislation requires the annual processing and reporting of relevant payroll data. Global Payroll for India enables you to define the year-end report parameters and generate the following reporting forms:

Form 3A.
Form 5.
Form 6.
Form 7.
Form 12BA.
Form 16.
Form 24.
Form 24Q e-filing.

Year-end processing with Global Payroll for India requires that you:

Define the data values of the reporting form.
Run the report.

Note. Form 24 and Form 16 are year-end reports that are produced by a unique combination of PAN (permanent account number) and TAN (tax deduction account number) numbers. For a single pay entity there might be several combinations of PAN/TAN and each is generated separately.

Understanding Form 24Q e-Filing Requirements

As per the provisions of the Income Tax Act, 1961, specific entities making payments to deductees for salaries and certain services are required to deduct or collect taxes on these payments at the source (TDS – Tax Deducted at Source / TCS – Tax Collected at Source). The taxes can be deposited at any designated branch of an authorized bank.

In an effort to automate the collection and processing of TDS/TCS tax returns, and provide guidance about who must file electronically, the Income Tax Department has issued notifications “Electronic Filing of Returns of Tax Deducted at Source Scheme, 2003” and “Electronic Filing of Returns of Tax Collected at Source Scheme, 2005.” According to these provisions:

Beginning June 1, 2003, corporate deductors must filed TDS forms electronically, and beginning fiscal year 2004–2005, TCS forms must filed electronically.
Starting fiscal year 2004–2005 and thereafter, government deductors must file all their returns electronically (e-TDS/e-TCS).
Deductors, other than corporate or government, may file either electronic or physical returns.

The National Securities Depository Ltd. (NSDL) is authorized to act as intermediary and receive the e-TDS/e-TCS returns on behalf of the Income Tax Department, through TIN-Facilitation Centers established by the NSDL, or directly uploaded to the NSDL via their website.

Form 24Q Tax Data Files

The table below lists the tax data files generated by Global Payroll for India, for Form 24Q and electronic delivery to the NSDL:

File Name	Description
Annexure1.csv	Line item breakdown of the TDS detail, by employee. Includes only column numbers 313 to 326.
Annexure2.csv	Continuation of the breakdown of the TDS detail, by employee. Includes column numbers 327 to 352.
Annexure3.csv	Continuation of the breakdown of the TDS detail, by employee. Includes column numbers 353 to 368.
Form24Q.txt	ASCII text file of the tax data for Form 24Q.
GPINQT01_<process_instance>.PDF	Generated tax form 24Q in PDF format. The system populates the form field entries from information provided in the tax form setup, and from Global Payroll employee tables. Print the form for signature.
GPINQT01_<process_instance>.out	This file is blank if the process runs successfully. It has content only when an error occurred in the process, or it is expected to read a message.
SQR_GPINQT01_<process_instance>.log	System log of the tax report generation process. Not required for submission.

Defining Year-End Reports

This section discusses how to:

Define Form 3A reports.
Define Form 5 reports.
Define Form 6 reports.
Define Form 12BA reports.
Define Form 24 and Form 16 reports.
Define Form 24Q reports and tax files.

Pages Used to Define Year-End Reports

Page Name	Object Name	Navigation	Usage
Form 3A	GPIN_YE_F3A	Global Payroll & Absence Mgmt, Year-End Processing, Define Form 3A Data IND, Form 3A	Define the report for the annual statement of individual payees detailing provident fund contributions and other information during the currency period.
Define Form 5 Data IND	GPIN_YE_F5	Global Payroll & Absence Mgmt, Year-End Processing, Define Form 5 Data IND, Define Form 5 Data IND	Define the report containing details of contributions and remittances to the profession tax authorities for the financial year.
Define Form 6 Data	GPIN_YE_F6	Global Payroll & Absence Mgmt, Year-End Processing, Define Form 6 Data IND, Define Form 6 Data	Define the report for consolidated detailing of contributions and other information for the currency period to the employee state insurance authorities.
Define Form 12BA	GPIN_YE_F12BA	Global Payroll & Absence Mgmt, Year-End Processing, Define Form 12BA Data IND, Define Form 12BA	Define the report submitted to the statutory authorities containing details of perquisites that are provided by the employer to the employees and their valuation and tax status.
Form 24 and Form 16	GPIN_YE_F24_F16	Global Payroll & Absence Mgmt, Year-End Processing, Define Form 24 and 16 Data IND, Form 24 and Form 16	Define the report for: The annual return for income tax that is submitted regarding salaries paid to all the payees during the preceding financial year. The annual statement that contains details of the remuneration paid and tax deducted and remitted during the previous year by an employer.
Form 24Q Details	GPIN_QT_F24Q_DTL	Global Payroll & Absence Mgmt, Authority Correspondence, Define Form 24Q Data IND, Form 24Q Details	Define tax receipt data for Form 24Q quarterly return and statement.

Defining Form 3A Reports

Access the Form 3A page.

Claim Date

Enter the date of the availing advance.

Amount

Enter the amount of the advance amount taken.

Days

Enter the number of days of non-contribution service.

Defining Form 5 Reports

Access the Define Form 5 Data IND page.

Total Tax Payable for the Year

Enter the total tax payable for the year.

Tax Paid

Enter the tax paid for the year.

Balance Tax Payable

Enter the tax balance that still needs to be paid for the year.

Tax Paid Under Challan

Enter tax paid under challan.

Challan Date

Enter the challan date.

Month

Select the month for which taxes are deducted and remitted.

Tax Deducted

Enter the amount of tax deducted.

Tax Paid

Enter the tax paid for the specific month.

Balance Tax

Enter the tax balance.

Check No (check number)

Enter the number of the check used to pay the tax.

Check Date

Enter the date of the check used to pay the tax.

Defining Form 6 Reports

Access the Define Form 6 Data page.

Challan Date

Enter the date on which the challan was submitted.

Amount

Enter the amount paid.

Defining Form 12BA Reports

Access the Define Form 12BA page.

Period ID

Enter the period ID for the period on which you want to report.

Amount Paid by the Employee

Enter the amount to be paid by the employee.

Taxable Amount

Displays the amount of the perquisite that is taxable.

Defining Form 24 and Form 16 Reports

Access the Form 24 and Form 16 page.

Period ID

Enter the period ID for the period on which you want to report.

Amount Deducted

Enter the remittance amount.

Voucher Number and Voucher Date

Enter the remittance voucher number and date.

Bank ID and Bank Branch ID

Select the bank ID and bank branch ID for the bank branch from which the monthly remittance was transferred to the central government account. The description appears after you select a bank ID and bank branch.

Defining Form 24Q Reports and Tax Files

Access the Form 24Q Details page.

SR. No. (sequence number)

Enter a sequence number for each line item in the report.

Month

Enter the month for which the tax deposits were made.

TDS, Surcharge, Education Cess, Interest, and Others

Enter the amounts of the various taxes that were collected and deposited for the month.

Provisional Receipt No. (provisional receipt number)

Enter a bank Challen number if the deposit was made into a bank, or a transfer voucher number in the case of government deductors.

Voucher Date

Enter the date the deposit was made.

Cheque No. (cheque number)

Enter the number of the cheque with which the deposit was made.

BSR Code

Enter the bank branch code of the bank where the deposit was made. This field is required of non-government deductors for each challan record.

Book Entry

For government deductors only, select if the deposit was made by book entry.

Section under payment made

Enter the income tax section under which this deposit was made.

Total Nos of Empl for whom tax deposited (total number of employees for whom tax deposited)

Enter the total number of employees for which this deposit was made.

Generating Year-End Reports

This section discusses how to:

Generate year-end reports.
Generate form 7 reports.
Generate form 24Q reports.

Page Used to Generate Year-End Reports

Page Name	Object Name	Navigation	Usage
Year End Reports	GPIN_PR_RC	Global Payroll & Absence Mgmt, Year-End Processing, Create Year End Reports IND, Year End Reports	Use to generate forms 3A, 5, 6, 12BA, 16, and 24.
Print ESI Form 7	GPIN_FORM7_RC	Global Payroll & Absence Mgmt, Authority Correspondence, Print ESI Form 7 IND, Print ESI Form 7	Use to generate form 7 half-year report of consolidated employer and employee insurance contributions.
QT Reports	GPIN_24Q_RC	Global Payroll & Absence Mgmt, Authority Correspondence, Print Form 24Q IND, QT Reports	Use to generate Form 24Q and related tax files for electronic submission.

Generating Year-End Reports

Access the Year End Reports page.

Report Name

Select the report name. Define report names on the Report Setup page.

Period ID

Select the appropriate period ID. The begin date and end date appear as soon as you select the period ID.

Payee Sort Option

Select a sort order for the report. Options are:

Employee ID, Employee Rcd Nbr: Employee ID, employee record number.

Name, Employee Rcd Nbr: Name, employee record number.

Note. This field is available only when you select the following reports: Form 16, Form 3A, and Form 6A.

Establishment ID

Select an establishment ID only if you are running the Form 5 report.

Generating Form 7 Reports

Access the Print ESI Form 7 page.

Year

Enter the fiscal year of the report period.

Contribution Period

Select the six month period covering the social insurance contributions.

ESI Challan Number

Enter the challan number(s) with which the social insurance payments were made.

Generating Form 24Q Reports

Access the QT Reports page.

Payee Sort Option

Select a method to display employee information. Available options are: Employee ID, Employee Rcd Nbr (employee record number) or Name, Employee Rcd Nbr.

Report Filed for Quarter

Select the Report Filed for Quarter check box if the answer to the question listed in the column 1 (e) of the Form 24Q is Yes.

The question listed in the column 1 (e) is: Has any statement been filed earlier for this quarter (Yes/No)?

Provisional Receipt No. (provisional receipt number)

Enter the provisional receipt number that is available in Form 24Q, column 1 (f), if the answer to the column 1 (e) question is Yes.

Claim Date	Enter the date of the availing advance.
Amount	Enter the amount of the advance amount taken.
Days	Enter the number of days of non-contribution service.

Total Tax Payable for the Year	Enter the total tax payable for the year.
Tax Paid	Enter the tax paid for the year.
Balance Tax Payable	Enter the tax balance that still needs to be paid for the year.
Tax Paid Under Challan	Enter tax paid under challan.
Challan Date	Enter the challan date.
Month	Select the month for which taxes are deducted and remitted.
Tax Deducted	Enter the amount of tax deducted.
Tax Paid	Enter the tax paid for the specific month.
Balance Tax	Enter the tax balance.
Check No (check number)	Enter the number of the check used to pay the tax.
Check Date	Enter the date of the check used to pay the tax.

Challan Date	Enter the date on which the challan was submitted.
Amount	Enter the amount paid.

Period ID	Enter the period ID for the period on which you want to report.
Amount Paid by the Employee	Enter the amount to be paid by the employee.
Taxable Amount	Displays the amount of the perquisite that is taxable.

Period ID	Enter the period ID for the period on which you want to report.
Amount Deducted	Enter the remittance amount.
Voucher Number and Voucher Date	Enter the remittance voucher number and date.
Bank ID and Bank Branch ID	Select the bank ID and bank branch ID for the bank branch from which the monthly remittance was transferred to the central government account. The description appears after you select a bank ID and bank branch.

SR. No. (sequence number)	Enter a sequence number for each line item in the report.
Month	Enter the month for which the tax deposits were made.
TDS, Surcharge, Education Cess, Interest, and Others	Enter the amounts of the various taxes that were collected and deposited for the month.
Provisional Receipt No. (provisional receipt number)	Enter a bank Challen number if the deposit was made into a bank, or a transfer voucher number in the case of government deductors.
Voucher Date	Enter the date the deposit was made.
Cheque No. (cheque number)	Enter the number of the cheque with which the deposit was made.
BSR Code	Enter the bank branch code of the bank where the deposit was made. This field is required of non-government deductors for each challan record.
Book Entry	For government deductors only, select if the deposit was made by book entry.
Section under payment made	Enter the income tax section under which this deposit was made.
Total Nos of Empl for whom tax deposited (total number of employees for whom tax deposited)	Enter the total number of employees for which this deposit was made.

Report Name	Select the report name. Define report names on the Report Setup page.
Period ID	Select the appropriate period ID. The begin date and end date appear as soon as you select the period ID.
Payee Sort Option	Select a sort order for the report. Options are: Employee ID, Employee Rcd Nbr: Employee ID, employee record number. Name, Employee Rcd Nbr: Name, employee record number. Note. This field is available only when you select the following reports: Form 16, Form 3A, and Form 6A.
Establishment ID	Select an establishment ID only if you are running the Form 5 report.

Year	Enter the fiscal year of the report period.
Contribution Period	Select the six month period covering the social insurance contributions.
ESI Challan Number	Enter the challan number(s) with which the social insurance payments were made.