What information do customers need to upload to onboard and offboard employees in India with Remote Payroll?

What information do we need from our customers to onboard and offboard employees in India for Remote Payroll?

To successfully onboard or offboard India employees, we ask Remote Payroll customers and their employees to provide the following information.

We ask our customers to upload the following documents in our secure shared folder we use during implementation.

• Employees’ work contracts
• Employees’ all payslips relevant to the current tax year
• Form 11
• Form 12BB
• • It is a document used in India for the reporting of various tax-related information by employees to their employers
  • The Form 12BB helps us accurately calculate the employee's tax liability and deductions
  • Exception: If employees choose the New Tax Regime, they do not need to submit Form 12BB.

Contact Details:

• Paid time off policy
• Privilege leave entitlement
• • Privilege Leave (PL), also known as Earned Leave (EL) or Annual Leave, is a type of leave that employees in India earn based on the number of days they have worked. The specifics of privilege leave entitlement can vary based on the industry, state laws, and the employer’s policies. Visit the government page here to read more.
• Sick and casual leave entitlement
• • Visit our blog to read more.
• Annual gross salary
• Employee Provident Fund - Is the employee eligible for PF (Provident Fund)?
• Is the employee eligible for excess EPS?
• • EPS (The Employees' Pension Scheme) is a social security scheme that provides pension benefits to employees in the organized sector after retirement.
• Is the employee eligible for ESI?
• • ESI (The Employees' State Insurance) is a comprehensive social security and health insurance program designed to provide various benefits to employees in the organized sector.
• Is the employee covered under LWF?
• • LWF (Labour Welfare Fund) is a statutory contribution contributed by the Employer, Employee, and in some states also by the Government. The fund provides housing, medical care, educational, and recreational facilities to the workers and their dependents.
• Job title
• Contract start date
• Gratuity nomination
• • If the employee has a lump sum payment made to an employee by the employer as a token of gratitude for the employee's service to the company.
• Does the employee have a seniority date?
• • Seniority date for employees refers to the date from which their length of service is calculated for purposes such as promotions, pay scale adjustments, and other employment benefits. Visit the government’s FAQ here to read more.

We ask new employees to upload copies of the following documents to their Remote profile.
See also: How to upload documents

• Aadhaar (both front and back side)
• • Aadhaar is a 12-digit unique identification number issued by the Unique Identification Authority of India (UIDAI) to residents of India. Here’s an overview of Aadhaar.
  • For right-to-work approval, employees must provide Aadhar card copy which will be a verification document of their personal details and address details. The employee needs to visit the Aadhar Enrolment Centre to get an Aadhar Card with his or her original proof of identity and original proof of address documents. Aadhar Enrolment Centre will provide a document to the employee once enrolment is completed.
• PAN (Permanent Account Number) card
• • It is a unique 10-character alphanumeric identifier issued by the Income Tax Department of India to individuals, companies, and other entities. Visit the official page here to read more.
  • This will be used as their tax information
• Address Proof (Current Address as well as Permanent Address)
• • The address in Aadhar or Passport has to match the address on the employee’s Remote Profile.
• Scanned passport (Bio page)

Additionally, employees need to make sure their EPF (Employees Provident Fund registration is completed.

Basic Personal Information

• Employee’s full legal name
• Employee’s sex
• Employee’s nationality
• Employee’s birthdate
• Employee’s mobile number
• Employee’s email (personal email)

Emergency Contact:

• Full name
• Relationship
• Email
• Phone number

Administrative Details

• Martial status
• Father's full name
• UAN Number
• PAN Number
• Aadhar Number
• Tax regime (old or new)
• • India's tax regime consists of several different types of taxes, categorized broadly into direct and indirect taxes. Visit the government page here and here to read more for AY 2024-2025.
• PF number
• • The Employees' Provident Fund (EPF) number, commonly referred to as the PF number, is a unique identification number that an employer assigns to employees who are members of the EPF scheme. This number is essential for tracking the contributions and transactions related to an individual's provident fund account. Every employee must acquire their PF number while they are employed. Once they quit their jobs, it would be difficult for them to know their PF number. Usually, the EPF account number is mentioned on the salary slip of every employee, or an employee can visit the EPFO office to check the number.

Payment information

• Account holder name:
• Account ownership type (This must be personal)
• Bank name
• Bank branch name
• Account Number
• IFSC code
• Currency
• Billing address

Optional items to share during onboarding for new employees in India

• Employee work email
• Department
• Manager
• Probation Periods in months
• Offer a signing bonus?Offer other bonuses?Offer commission?
• Role description
• Supervisor Name
• Work Hours per week
• Work Schedule
• Contract duration
• Relative's name

• Signed settlement contacts
• Provident Fund (PF) Transfer or Withdrawal Forms
• Form 16
• • The document is available through TRACES account