Payroll operations

The Operations tools HR uses between runs: standing overrides, PF options, payroll status, pay group moves, financial details, tax tools, imports and shift allowance rates.

Payroll › Operations › Tools holds the changes HR makes to a person’s pay outside a single run. Each card opens one tool. Every tool page has the same bar at the top: the pay group, the financial year (and the month where it matters), and Back to Tools.

You can never change your own payroll from these tools. Another HR admin, or the tenant admin, does it for you.

How a change reaches a run

A tool saves a fact that runs read: an override, a PF option, a payroll status, a rate. When you save one:

Open runs recompute. A run of those months that is still a draft, in review, or unlocked is worked out again, and the stages after the change are marked for review again.
A locked run refuses the change. If Finance has locked the run for a month the change covers, the tool says to unlock that month’s run or wait for its release. Nothing is saved.
Released months stay as they were. The change applies from the next month that is not yet released.

Standing overrides: TDS, ESI, PT and LWF

Use a standing override when a statutory amount must differ for a period, for example “no TDS from October to December”.

Open the tool for the deduction (TDS override, ESI override, PT override or LWF override).
Choose Add override, then the person, the months from and to, the monthly amount (₹0 means none), and a note of at least 10 characters.
Save. The table shows the system’s regular figure beside the override.

To stop an override early, revoke it with a reason. The months already released keep what they paid.

In Run payroll › Stage 6 each deduction’s step lists the standing overrides in force for that month, read-only, for example “from TDS override, Oct–Dec 2026”. You can still add an override for the run itself; a run override wins for that run only. Finance sees Statutory override as a reason on the net salary review.

PF options and VPF

The PF options tool lists each person’s PF status (member, not eligible or opted out), wage basis (statutory ceiling or full wage), EPS membership, whether PF wages follow loss-of-pay proration, and voluntary PF (VPF).

Bulk set changes one option for everyone you select, from a month.
Import sets exact values from a file.
VPF is set by HR on the employee’s request. Employees cannot set it themselves.

Component overrides

When one person’s amount for a structure line (a rent allowance, for example) differs from the structure, set an annual amount for them in the Component override tool. The structure’s balancing line absorbs the difference, so the CTC stays the same. If the balancing line cannot absorb it, the row says by how much the override exceeds the CTC.

Only components marked Overridable per employee appear in the tool. Mark one in Settings › Components: open the component’s actions, choose Edit, and turn the switch on. Balancing, statutory and per-run lines cannot be overridden.

The salary sheet and the person’s profile show an Overridden chip on each line an override set.

Payroll status

The Payroll status tool turns a person’s payroll on or off from a month, with a reason. Select people, then Enable or Disable. A disabled person is not paid by the run: they appear in Review all employees › Unprocessed salaries as Payroll disabled, with a link back to this tool. New joiners with a salary structure are enabled.

Move pay group

Pick people, the new pay group and the first month (a window that has not started). Maska refuses a move when:

the person joined in a window that is not yet released, or
the person’s payroll is disabled.

If the person’s structure does not belong to the new pay group, pick a structure from that group.

Employee financial details

One page with four views: Payment (mode, bank, IFSC, last four digits of the account), PAN (masked), Statutory (UAN, ESI number, eligibility) and Remuneration (pay group, structure, CTC, status). A banner counts the people with missing details. Full account numbers and PANs are never shown.

Income tax tools

Tax regime lists each person’s regime, declaration status and proof status for a financial year.
Approvals › Tax declarations filters by proof status, regime, department and location. An approved proof can be reopened with a reason: it goes back to “To verify”, its amount leaves the verified total, and TDS rises in any open run.
Declaration due dates and Proof due dates state the organisation’s window in one sentence, and let you unlock selected people until a date, or lock them so they can’t submit whatever the organisation’s window says.

Imports

Each import is three steps: upload the file, map the columns, then review and import. Download the template first. The review shows every row’s result, and rows for your own record are refused.

Pay group assignment: employee, pay group, structure, CTC and first month.
Financial details: payment mode, bank account, IFSC, PAN, UAN and ESI number. The review shows the last four digits at most.
Investment declarations: entered by HR for a financial year; employees still upload their proofs.
Salaries with effective date: each row is a salary revision. A back-dated row creates arrears for the months already paid.

Shift allowance rates

Shifts and day rules record allowance codes on worked days, such as NIGHT for a night shift. To pay them:

Open Payroll › Settings › Components and choose Ad-hoc.
Under Shift allowance rates, choose a code, then Set rate.
Pick the ad-hoc earning it pays through, the amount per occurrence (for example ₹150), and the first month.

In Run payroll › Stage 3 › Shift allowance each person’s line reads code × count × rate = amount, for example NIGHT · 4 × ₹150 = ₹600. Days added in Month close count too.

A code with no rate shows No rate — runs block until set. Anyone who carries that code is blocked in the run until the rate is set; Maska never pays it at ₹0.

On the profile

A person’s Pay tab shows their payroll facts read-only: payroll status, payment mode, PF options with VPF, and standing overrides with their months. Each fact links to the tool that changes it. Managers do not see this section.