About Run Payroll

Execute Payroll

You can execute the payroll for any month under Pay Employees → Run Payroll tab.

To execute payroll:

1. Log in to the

   XPayroll Dashboard

   .
2. Check the following:
   • Make the additions and deductions as necessary.
   • Skip salary or stop salary for the applicable employees.
   • Ask your employees to declare their investments before the payroll execution date.
   • Fulfil other components from the

     execute payroll checklist

     .
3. Click FINALIZE PAYROLL to imply that you are satisfied with the current payroll details.
   • If required, you can still make changes to your payroll by clicking on MAKE CHANGES.
   • If your payroll looks good, you can click on REQUEST EXECUTION.

Stop Salary

If you wish to stop the salary for an existing payroll member, you have the following options to do so:

Set CTC to 0

Stop Salary

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to People and select the employee's profile.
3. Click on Compensation & Perquisites → EDIT the annual Salary.
4. Set the annual salary to 0.

On the other hand, if you wish to only pause an employee's salary for a particular month, you can

Skip Salary

You can skip employees' salaries on the XPayroll Dashboard:

• Individually

• In Bulk

Filter the employees by their departments or locations and select them to skip their salary using the check box. You need not manually skip employees one-by-one with this add-on.

Individual Skip Salary

To individually skip or pause payroll:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to ADMIN OPTIONS → Pay Employees → Run Payroll.
3. If required, select the month you want to skip the employee's salary.
4. Search the employee's name and click on the Edit icon on the right-most column.
   
5. Select SKIP THIS to skip the employee's salary for that month.

Bulk Skip Salary

To skip salary in bulk:

1. Log in to the

   XPayroll Dashboard

   .
2. Go to ADMIN OPTIONS → Pay Employees → Run Payroll.
3. On the Payroll Summary page, click the check box above the employee's list view. You can search and filter the employees via Location or Department.
   
4. Select the employees you want to skip salary for.
5. Click SKIP SELECTED to skip the salaries.

Resume Skipped Salary

To pay the same employee's salary later:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate back to Run Payroll.
3. Select the payroll month and the employee's profile whose salary you have skipped.
4. Click on EDIT, and click Resume Pay.
5. Finalise the payroll again.

If you want to exclude an employee from all future payroll processes, indefinitely or until chosen manually, you can

Execute Payroll for One Employee

Your employee is availing their salary earlier than usual, or is exiting the company and the final settlement needs to be done immediately. In such cases, you can run payroll for just that employee. To do so:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to Run Payroll, and select the payroll month if required.
3. Search the employee for whom you want to execute payroll and click on the Edit icon in the last column.
4. Click on SKIP ALL EXCEPT THIS. This will pause all the other employees' salaries for that month.

Now you can finalise your payroll and request execution.

Resume Other Employees' Skipped Salaries

Remember to resume the salaries for the rest of the employees. To do so:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to Run Payroll, and select the payroll month if required.
3. Click on any of the skipped employees' profiles (from step 2 to

   execute payroll for one employee

   ) and then on the Edit icon.
4. Click on Resume all skipped.

Revise Salary

You can set an employee-level salary revision with an effective date on the XPayroll Dashboard:

• Individually

• In bulk

Know how XPayroll treats

Individual Revision

To revise employees' salary with an effective date individually:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to People → Employee name.
3. Go to EDIT against Compensation & Perquisites.
4. Click REVISE COMPENSATION.
   
5. On the Revise compensation page, modify the following as applicable:
   1. CTC in case of default salary structure adopted by XPayroll. Or you can select

      custom salary structure

      as applicable to your organisation.
   2. Add Voluntary Provident Fund.
   3. Perquisites.
   4. Deductible benefits.
      
   5. In the Add Salary effective date section, click Add salary effective date to customise the date for the salary changes to reflect in the employee's payslip. This is optional.
      
6. Click NEXT to verify the arrears and finalise the revised salary.
7. Click CONFIRM.

You have successfully revised an employee's salary.

Bulk Revision

To revise salaries for multiple employees, you can bulk upload revisions with the respective effective dates.

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to People → Employee name.
3. Go to Compensation & Perquisites → EDIT.
4. Click Bulk Salary Revision.
   

The Salary revision & arrear calculation page opens.

1. Select the salary effective date applicable for all employees.
2. Download the Salary Revision Sheet.
3. Enter the revised salary details against the relevant employee's names.
   • Delete the employee rows for whom salary revisions are not applicable.
   • Enter the revised CTC amount in the template in the Default Structure sheet.
   • In the Custom Structure sheet, enter the revised CTC breakdown for each employee under

     Custom Salary Structure

     .
4. Save the file and upload the template.
5. Click Continue.
6. Preview the changes and confirm the revised salary and arrears. Download the arrear report to view the caclulations.
7. Click Proceed to Confirm.

You have successfully revised salary in bulk for multiple employees.

After revision, all the arrears are auto-applied for the particular employee. To check that:

1. Go to Pay Employees → Run Payroll.
2. On the Payroll Summary page, click the Edit icon against the employee's name.
3. Check the Arrears drop-down. You can further edit the arrears amount.

Resolve Errors

In case of errors in the upload file, the system provides an error report that download, fix and reupload.

1. Click Get error report.
2. In the downloaded file, fix the errors highlighted in the errors column.
3. Click Replace file to reupload the fixed error file.

Terminate and Run Last Payroll

You can terminate employees on the XPayroll Dashboard and process their

After you submit the FNFS form, we update the employee's payroll for the month when they were dismissed. Employees can no longer log in to their XPayroll accounts after dismissal.

To terminate/dismiss an employee:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to People and click on the particular employee's profile.
3. Click DISMISS EMPLOYEE at the bottom of the page.
   

This initiates the full and final settlement process for the employee. On the Initiate exit process page:

1. Select the Last working date (LWD) from the drop-down calendar and provide a reason for dismissal. If you have enabled the

   resignation module

   , we automatically add the LWD once the employee submits their resignation.

2. Provide the leave encashment details. You can either enter the number of leaves to encash for XPayroll to automatically calculate the amount, or enter the total leave encashment amount.

3. Enter any additions or deductions to the employee's salary.

   1. You can also enter the

      Loss of Pay days

      , or the

      Jibble Integration

      to automatically sync the LOP data.

   2. Select whether the deductions happen from the employee's gross pay or the net pay.

      Watch Out!

      Ensure you do not include loan recovery, bonus clawback, gratuity payments and other salary components or deductions here.

4. Provide the employee's personal email address for further communication. If XPayroll had been handling the employee's

   Form 16s

   , then the employee will receive it on their personal email address at the end of the financial year.

5. Click Process Settlement.

You have successfully dismissed the employee from the organisation. View the employee's payslip to verify the payroll amounts before

Pay Employee Level Arrears

You can pay employees' arrears on the XPayroll Dashboard. Manually calculate and add component-wise arrears to employee salaries, including allowances and deductible benefits.

To add arrears to employee's salaries:

1. Log in to the

   XPayroll Dashboard

   .

2. Go to ADMIN OPTIONS → Pay Employees → Run Payroll.

3. Click the Edit icon against the employee's profile you want to add arrears.

   

4. In the Edit Salary page, click to the Arrears section.

5. Enter the arrears amounts against the respective salary components. You can also reverse LOP deductions.

   

   How to pay LOP Reversal Arrears?

   In some cases, you may need to reverse the LOP deductions made from your employees' salaries for the previous six months. This creates LOP reversal arrears.

   On the XPayroll Dashboard, you can reverse LOP and pay the reversal arrears. However, you can pay them only after you finalise the previous months' payrolls.

   To pay LOP reversal arrears:

   1. Click Add Reverse LOP.

      

   2. Select the month from the drop-down menu for which you are reversing the LOP deductions and add the number of Loss of pay days. We automatically verify and compute the arrears amount.

      You can also click + For another month to reverse LOP for more than one month.

   3. Go to NEXT to view the total arrears amount for the reversed LOP days.

   4. Click ADD RLOP ARREARS to confirm the amounts.

   You have successfully reversed LOP to the employee/s. Until you execute payroll, you can edit the RLOP days. To edit RLOP, click Manage RLOP Arrears.

   

   How to pay Salary Revision Arrears?

   You need not manually pay any salary revision arrears. After you

   revise salary

   effective from a past date, we automatically calculate and display the arrears payable.

   

   We add and process the salary revision arrears automatically in the upcoming payroll cycle.

6. Click DONE after finalising the component-wise arrears.

You have successfully added component-wise arrears to your employee's salaries.

• To check the arrears in future, refer to the Salary Register.
• The arrears reflect on the payslip as additions. Click Gross Pay in the Payroll Summary page to view the updated payslip.
  
• TDS on arrears is deducted in the same month as arrears are added.

Advance Salary

You can provide salary advances to your employees on the XPayroll Dashboard.

When you provide a salary advance, XPayroll automates the process. We settle the advance amount against future payroll executions via monthly deductions. You can also set an EMI for the employee to pay the advance over several months.

Give Advance Salary

To provide advance salary to your employees:

1. Log in to the

   XPayroll Dashboard

   .
2. Navigate to Pay Employees → Advance Salary.
3. Enter the employee's name, the amount of advance salary to be given and the EMI amount. Enter 0 in the EMI field if you do not wish to recover advance salary via EMI. You can also provide a reason.
4. Click ADD TO PENDING PAYMENTS.
5. Click PAY NOW from the right pane to instantly credit the advance salary amount.

Record External Payment

If you have paid advance salary outside of XPayroll, you must record it on your XPayroll Dashboard.

1. Log in to the

   XPayroll Dashboard

   .
2. Go to People → click specific employee's profile.
3. Click EDIT against Compensation & Perquisites.
4. Enter the advance salary amount in the Current Advance Salary field. You can add the EMI amount, if any.

Attendance-based Salary Calcuation

You have three ways with which you can calculate

Additions and Deductions

XPayroll supports adding incentives, bonuses and other components to the monthly payroll activity. You can also make deductions in the employee's payroll.

The additions and the deductions reflect in the employee's payslip and are taxable as applicable.

Additions

To add incentives and others to your employees' payroll, you must:

1. Navigate to Run Payroll → Select employee.
2. Click the EDIT icon under the last, right-most column.
   
3. Add the amounts under Additions and click DONE.
4. Click on Gross Pay after you add a bonus to view the new payslip instantly.

Deductions

To make deductions from your employee's payroll, you must:

1. Navigate back to Run Payroll and select the employee.
2. Click the EDIT icon under the right-most column against the employee's name.
3. Navigate to Deductions enter the amount for Recovery or the

   Loss of Pay

   Days.

Loss of Pay

XPayroll does not automatically deduct the loss of pay based on attendance. By default, attendance is considered present for all calendar days of the month in XPayroll. Know more about

Following are some ways to deduct salary for the Loss of Pay days:

• Standard recovery of an amount: Enter the total amount directly after calculating the total amount to be deducted from the employee's salary.
• Loss of Pay days: Enter the number of days to prorate the value automatically.
• Jibble Integration: Sync the loss of pay data from the Jibble Dashboard to automatically calculate and deduct loss of pay amount. Know more about the

  Jibble attendance integration

  .

To

Calculations

Loss of Pay is usually calculated on the total number of days in the month and not on the total working days of the month.

Bulk Upload

You can change the additions, deductions and loss of pay for all your employees in bulk on the XPayroll Dashboard.

To navigate to the bulk upload feature:

1. Log in to the

   XPayroll Dashboard

   .
2. Go to ADMIN OPTIONS → Pay Employees → Run Payroll.
3. On the Run Payroll page, click the Edit icon against any employee.
   
   The Edit Salary pop-up page opens.
4. Click Bulk Upload.
   
5. The Bulk Additions/Deductions/Loss of Pay page appears.
   

On the Bulk Additions/Deductions/Loss of Pay page:

1. Select the month for which you want to make the attendance-based salary modifications.

2. Click Download Now. The .xlsx template containing the employee details for the month is generated. Skipped employees' details are not downloaded.

3. Follow the on-screen instructions to finalise the template.

   • Delete the rows for employees with unmodified salary details.
   • Add new rows for each employee having any combination of additions/deductions/loss of pay.
   

4. Upload the updated .xlsx file. You can click Replace File to upload a different file.

5. Preview the file uploaded. When satisfied with the changes, click Confirm → Proceed.

You have successfully uploaded the template with the attendance-based salary modifications.

Resolve Template Errors

When you upload an incorrect file, you see:

• The Processing failed message on the Bulk Additions/Deductions/Loss of Pay page.
• Total number of errors in the file.
• Option to download the Error Report.

To resolve errors during template upload:

1. Click Get error report.
2. Make the required changes in the error file.
3. Reupload the error file to validate the corrections.

Related Information

• Salary

• One-time Payments

• Reimbursements