Four remittances, four deadlines
Payroll Administration in India
An Indian payroll generates several separate monthly remittances to different authorities on different dates.
GCC business setup specialists
The calendar is the difficulty, not the calculation
Salary withholding goes to the tax authorities, provident fund contributions to the provident fund organisation, state insurance contributions to its own authority, and professional tax to the state — each monthly, each with its own due date and its own penalty for lateness. The calculation is manageable; keeping four separate deadlines across potentially several states is where employers come unstuck.
- Every remittance stream calendared with its own deadline
- Multi-state professional tax handled where staff are spread
- Gratuity and leave provisioning tracked alongside
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Companies successfully established.
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What runs monthly
Indian payroll obligations
Separate authorities, separate dates.
| Item | Paid to | Frequency |
|---|---|---|
| Salary withholding | Tax authorities | Monthly, with quarterly returns |
| Provident fund | Provident fund organisation | Monthly |
| State insurance | Insurance authority | Monthly |
| Professional tax | State authority | Monthly or as prescribed |
| Annual salary certificates | Issued to employees | Annually |
| Gratuity provision | Internal provisioning | Ongoing |
Withholding rates, contribution rates and ceilings, professional tax rules and filing deadlines are set by central and state authorities and change. Yours are applied as currently in force.
How it works
Running payroll properly
One calculation, four payments.
01
Set up
Employer registrations across all streams, employee records built and the deadline calendar established per authority and state.
02
Run the month
Payroll calculated, payslips issued, and each remittance made to its own authority by its own due date.
03
Report periodically
Quarterly withholding returns filed, salary certificates issued annually and payroll reconciled to the accounts.
- Employee details and start dates
- State where each employee is based
- Agreed salary and structure
- Bank details for salary payment
- Permanent account numbers for employees
- Provident fund member details
- Investment declarations for withholding
- Rent and allowance claims where relevant
- Joiners and leavers in the month
- Prior payroll records on transfer
- Gratuity records on transfer
- Financial year end
Scope
What is included, and what is not
Stated plainly, so nothing is added once the engagement starts.
Included in the service fee
- Employer registrations across all streams
- Monthly payroll calculation
- Payslip preparation
- Withholding computation and monthly remittance
- Provident fund and insurance remittances
- Professional tax remittances by state
- Quarterly withholding returns and salary certificates
- Reconciliation to the accounting records
Not included, quoted separately
- Taxes and contributions, paid at cost
- Salaries and gratuity payments
- Bank transaction charges
- Penalties for periods before engagement
- Payroll software licences
- Recruitment
- Benefit scheme administration
- Employment dispute handling
Verify independently
Official Indian authorities
We file directly with these bodies on your behalf.
Reserve Bank of IndiaSecurities and Exchange Board of IndiaEmployees’ Provident Fund OrganisationForeigners Regional Registration OfficeTrade Marks RegistryState labour departments
Questions
India payroll — FAQs
Why are there so many separate payments?
Because withholding, provident fund, state insurance and professional tax each go to a different authority with its own deadline. Consolidation is not available.
What happens if one is late?
Interest and penalties apply per stream, and late provident fund remittance can also disallow the deduction. Each deadline matters independently.
Does professional tax apply everywhere?
No, only in states that levy it, and the rules differ between them. Staff spread across states means multiple professional tax positions.
Are salary certificates required?
Yes, issued annually to each employee, supporting their own tax filing. Late issue creates problems for them and for you.
Can you take over payroll mid-year?
Yes. We need year-to-date figures, contribution histories and gratuity records to carry forward correctly before the first run.
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