Frequently Asked Questions - Gen Payroll Software

FAQs - Gen Payroll Software

Answer: Gen Payroll is a powerful payroll administration and employee management software/tool that has been designed exclusively for the human resource (HR) employees to make it easier for them to manage day-to-day payroll-related tasks.

Gen Payroll software consists of various components like salary earnings, TDS on salary, professional tax, bonus, arrears, MIS and statutory reports, e-returns, and deductions such as PF, ESI, loans, etc. that can be used by HR employees for payroll administration and employee management.

Gen Payroll is also updated regularly to work as per the latest Indian laws, rules, and regulations related to labor welfare, employees, etc.

Answer: Answer: The dynamic formula creation utility which calculates the complex or typical payout structure depending upon criteria and conditions very easily.

Answer: 'n' number of companies and employees' data can be created as the limitation to create and maintain a number of companies and employees is boundless in this software.

Answer: Yes, for security reasons, the important data can be scheduled which will be operable by the administration department or personnel and with this user can create different user IDs with distinct rights for login.

Answer: The following type of returns can be filed through Gen Payroll Software:

  • PF e-Return
  • ESI e-Return
  • TDS e-Return

Answer: Here is a complete list of the type of reports that can be generated through this software:

  • Employees and Labour Requirements:
  • Appointment Letter
  • Payslip generation (With E-mail & Export facility)
  • Pay Voucher
  • All other forms of labour and industrial laws such as:
  • Nomination Declaration
  • Withdrawal of PF and Pension amount forms
  • Daily Pay Slip
  • Arrear Slip
  • Form-16,16AA and 12BA
  • Salary Computation Sheet
  • ITR-1 (SAHAJ)
  • Bonus Slip
  • Payroll Registers
  • Muster Roll cum Payroll Register of wages and salary.
  • Salary Comparison Sheet
  • Memorandum of Differences
  • Any other Template Basis Letter or certificate.
  • Allotment of SSN number and many more.
  • HR or Management Requirements:
  • Attendance Reports
  • Status Report
  • Retirement Report

Answer: Here is a list of template basis letter or certificate that one can add in Gen Payroll software:

  • Letter of Intent
  • Salary Certificate
  • Relieving Letter
  • No Dues Certificate
  • Experience Certificate, etc.

Answer: Yes, the facility to take Backup and Restore is easily available in this software. The complete database can be backed by both individuals or organizations easily through this software.

Answer: There are six categories according to which you can distinguish employees through this software:

Branch Category Destination
Department Scale (Pay Grade) Shift

Answer: Yes, if there is a need to maintain a specialized leave structure for employee leaves, it can be done easily via this software on a monthly and annual basis. Here are a few of the examples:

  • Earned Leave
  • Casual Leave
  • Sick Leave
  • Bereavement Leave
  • Medical Leave
  • Maternity Leave
  • Paternity Leave
  • Personal leave of absence
  • Compensatory Off

Answer: Yes, an automatic tax computation facility is easily available with this software.

Answer: Yes, Automatic Tax computation facility is given within this software.

Answer: With the help of this facility, you can get miscellaneous information such as PIN codes, Bank BSR and Nodal banks Codes, MICR codes, TIN facilitation centers, STD Codes, ISD Codes, Distance Search, IFSC codes, PAN/TAN-AO codes, Service Tax ranges, Valid PAN/TAN, etc.

Answer: Yes, the facility to generate TDS Challan and filing the TDS quarterly report is available on a single click by this software.

Answer: Yes, the payslips will be mailed to all or selected employee's e-mail addresses saved in Master-Details with the user-defined message, subject and in Excel, Word, PDF and HTML Format.

Answer: Setups can be crafted for desired Loan structure e.g.

  • Soft Loan (usually of small amount): without Interest
  • Loan with Interest: It automatically deducts EMI from monthly salary, etc.

Answer: Yes, ESIC Challan can be filed online along with uploading the return. Further, we have also added following routine compliances:

  • Monthly Forms ==>> Monthly ESI, ESI Challan
  • Half-Yearly Forms ==>> Form-5, 6, 7, 37, 53, 86, etc.
  • On-line Form-1 (Declaration Form) Submission

Answer: Yes, Master Data of Employees, Salary Detail, Salary setup, Leave Setup to Next Financial Year with or without resigned employees can be transferred automatically.

Answer: Yes, you can easily calculate reverse salary as many times as you want with Gen Payroll software. Such an option is present in the “Utility” section of the software.

Answer: First you need to enter 15 digits "Code no. allotted by EPF" department as a combination of Region code (2), Office Code (3), Establishment Code (7) and Extension Number (3) digits and then you can generate the ECR file i.e. (.txt) file which is finally going to upload on PF website.

Answer: ESI number is a 17 digit unique identification number, which is allotted by the ESIC department to all the applicants for registration on the ESIC portal.

Answer: It is the office of ESIC under which, the jurisdiction of your office is falling.

Answer: Once, you register your firm with the professional tax department, a Professional Tax Officer's Circle no. is allocated to you under whose jurisdiction your PTO is being handled.

Answer: There are two ways to set up leave with this software. Firstly, you can do it calendar year wise and second, you can do it financial year wise.

Answer: Yes, State-Wise Professional Tax Forms are there, with its monthly, quarterly and annual returns requirements


  • Statutory Body (State Govt. /Central Govt.)
  • Autonomous Body (State Govt. /Central Govt.)
  • Associate of Person (AOP/Trust)
  • Local Authority (State Govt./Central Govt.)
  • Company (as per Companies act, 1956)
  • Branch / Division
  • Body of Individual
  • Individual / HUF
  • Firm

Answer: User will need to add a Head of the salary as 'VPF' given by default in the software in 'Master Details' > 'Salary Setup' option. Command it for manual or auto calculation and this will include the amount of VPF in ECR Challan automatically.

Answer: If you have entered 'Advance Payment' in the 'Salary' option then for its deduction you need to select 'Advance' as Head for Salary in ‘Master Details’ > ‘Salary Setup’ for its deduction, this deduction can be made on Random or monthly basis. (Advance Type can also be created by going to ‘Master Details'>' Salary Heads' and add the new field as under the Advance category.)

Answer: Entering 'Employee Loan details' in the 'Salary' option will create a Head for its deduction automatically, but eventually, it must be added with deductions in 'Master Details' > 'Salary Setup' option.

Answer: Yes, bulk data can be imported into the software in a single go. Here is a list of items that can be imported altogether via Gen Payroll:

  • Employee details
  • Attendance sheet
  • Investment Declaration
  • Salary Sheet (Manual Inputs)
  • Arrears
  • HRA (House Rent allowance)
  • Perquisites
  • Leave balances
  • Monthly Leave consumed

Answer: PAO stands for the “Pay and Accounts Office” Code. This term is most frequently used in government offices when office payroll or salary is calculated/prepared. Pay and Accounts department, part of the Central and State Government or similar offices in different states or union territories are assigned the responsibility of maintaining details of the contribution made by individuals enrolled under the New Pension Scheme.

Answer: DDO code refers to "Drawing and Disbursing Officer" code . It is the government authority from where salary gets released to central and state government employee accounts. These officers belong to the Central and State government or similar officers part of the Indian Government/State government/union territories.

Answer: 'CTC' stands for "Cost to Company" which includes any amount payable by a company as salary, allowances, perquisites, incentives, yearly benefits such as Bonus & ESI; retirement benefits such as Provident Fund (PF), Gratuity, Superannuation, Pension, etc. collectively in a year to an employee.

Answer: Reimbursements, in context of employee salary refers to:

  • Medical
  • Revenue funds
  • Travel & Food expenses reimbursements
  • Telephone bill reimbursements,
  • Leave balances
  • Moving & Relocation
  • Personal reimbursements
  • Petty Cash
  • LTA, etc.

In case of a reimbursement, the employee must showcase the actual invoice/bill before the reimbursement issuing entity. The employees are required to pay the amount first, after which they get reimbursement is valid against the same from the employer end. The reimbursements are also given as per the company policies.


  • PF (Provident Fund contribution),
  • ESI (Employee State Insurance contribution),
  • Professional Tax (depending upon state),
  • TDS (Tax deducted at source),
  • LWF (Labour Welfare Fund),
  • The Loan deduction (if any; taken against Salary, PF, etc.)

Answer: It is an amount which is given by an employer to an employee for his/her exceptional long-term as well as wise services for 5 years or more.

  • Generally, the employees getting retired or leaving the job after this time period receive gratuity. In 1972, the law arrived, which says that paying gratuity would be compulsory for all employers having staff of more than 10 employees.
  • Trainees and interns are not eligible for this compensation.
  • The gratuity shall be payable to an employee on the termination of his employment after rendering continuous service for at least five years.
  • On his superannuation
  • On his retirement or resignation.
  • On his death or disablement due to accident or disease.

Answer: Condition: (i) the amount received under the Applicability of Payment of Gratuity Act, exemption will be up to the extent of following:

  • Amount of Rs. 10,00,000/-
  • [Last drawn salary * 15/26 * No. of year of service] (Here, Last drawn salary is for every completed year of service (OR) part of the year in excess of six months will be treated as a complete year i.e. 11 years 7 months will be counted as 12 years)
  • The actual amount received as Gratuity.
  • The exemption will be: Which ever is lower among the above three amount.
  • Note: Salary for condition (i) purpose means (Basic salary plus dearness allowance).

Condition: (ii) If Payment of Gratuity Act is not applicable; exemption will be up to the extent of following:

  • Amount of Rs. 10,00,000/-
  • [Last drawn salary * 1/2 * No. of year of service] (Here, Last drawn salary is for every completed year of service (or) part of the year in excess of six months will not be treated as a complete year i.e. 11 years 10 months and 25 days will be counted as 11 years).
  • The actual amount received as Gratuity.
  • Note: Salary for condition (ii) purpose means (Basic salary plus dearness allowance plus Commission on sales on Turnover basis).
  • The exemption will be: Which ever is lower among the above three amount.

Condition: (iii) Gratuity for government employees is fully exempt.

Answer: TAN refers to the Tax Deduction account Number (TAN). It is an unique10-digit alphanumeric code that is given by the Income Tax department to taxpayers to deduct tax at source (TDS). It is mandatory to mention TAN number on all TDS payment challan, TDS returns, etc.


  • In India, professional tax is collected at the state level tax where each state have its own slab rates for PT. When professional services are rendered by individuals for which they get paid, PT is levied on the amount/salary received.
  • Based on the earnings, such people need to pay professional tax. Such tax collected from the employees are transferred to the state government account at the end of the month by the employer in a preset time period.
  • In “Gen Payroll” software, PT gets applied automatically depending upon the state you have entered or selected under 'Master Details' > 'Employee Details' > 'Other details' > 'PT Group'. The slab of rates also has an auto input option, just need to enable it once.

Answer: Yes, you can generate computation in excel for more than one employee.

Answer: Yes, it is possible to import Daily attendance directly from Biometric machine.

Answer: Yes, there is an option to generate and upload PF KYC Text file.

Answer: Yes, by entering Traces Login ID and Password, you can verify the PAN.

Answer: First, you have to download UAN Number Text file from PF website and then through Employee Master Details you can import that.

Answer: Yes, on all places there is an option to show employees and generate reports according to their categorization.

Answer: Yes, with our SMS Facility you can send SMS to Employees.

Answer: Yes, with our Document Manager you can save the scan document received from employees and by report section, we can generate the report of the documents submitted by an employee.

Answer: Yes, by utility option you can change the single as well as multiple employee codes.

Answer: By going on Individual employee master details you can upload the photo. In Utility, the bulk photo import can be used to import in bulk, but the file name should be same as employees' code.

Answer: Yes, in salary with the Stop Payment option you can hold salary and a reason can also be mentioned for that.

Answer: In the TDS – Salary Certificate, there is an option to feed previous employer details and salary details.

Answer: Yes, you can send it to all the employees as an investment declaration form through e-mail.

Answer: Yes, you can generate ITR-1 or ITR-2 in PDF Format.

Answer: Yes, with Bonus set up you can define the bonus percentage and period and bonus payable month. Then software will calculate bonus for all employees.

Answer: Yes, through TDS option you can generate Form 16 for all employees and can be sent in bulk to employees through their e-mail ID.

Answer: Yes, there is pre-defined small salary setup is available by default. And can be customized according to your requirement.

Answer: Yes, for this purpose you can export the salary setup from one company and import it in another company.

Answer: Yes, by using utility-Import Employee Details option, we can import the employees from another company. So we need not to create same employee again and again.

Answer: Yes, First we have to add Overtime in salary setup and then the software will calculate the overtime amount while updating overtime hours.

Answer: Yes, by our Cheque Printing utility you can do so.

Answer: Yes, according to your requirement you can change the month days and From-To Dates.

Answer: Yes, using Import/Export bank details in master details can update bank details for all employees.

Answer: Yes, first you have to add Arrear Head in salary setup and then after entering percentage, the arrear amount will be generated automatically.

Answer: Yes, by utility options we can calculate the employees monthly TDS Amount.

Answer: Yes, with the Lock Month option you can protect the data till month.

Answer: The software will show resigned employees in RED colour.