Before the cycle starts
- Lock the salary structure. Confirm any increments, role changes, or grade-shifts are reflected. Once payroll runs, retroactive changes become arrears next month.
- Sync attendance & OT. Pull final attendance from biometric / RFID / mobile. Confirm shift swaps, regularisations, and OT hours are approved.
- Process leave & LOP. Apply leave deductions per policy. Auto-LOP for unauthorised absence. Confirm comp-off credits.
During the cycle
- Apply monthly adjustments. Arrears, bonuses, deductions, ex-gratia. One-off payments outside the regular components.
- Process variable / bonus pay. KPI-linked variable pay, festival bonus, performance bonus. Confirm tax pro-ration on lump sums.
- Process claims & advances. Approved expense claims, salary advances, recoveries — rolled into payroll posting.
- Run the salary calculation. Bulk process for all employees. Variance check vs. last month — anything > 10% gets flagged for review.
Before release
- Review variance flags. Investigate any salary variance > 10%. Usually a missed input — bonus not approved, attendance partial sync, leave forgotten.
- Approve payslips. HR head approves the run. Audit log records who approved what, when.
- Generate bank disbursement file. NEFT / RTGS / IMPS file in your bank's format (HDFC, ICICI, SBI, Axis). Upload to corporate banking portal.
After release
- Statutory filings — PF / ESI / PT. Generate ECR for EPFO, ESI challan, state PT challans. Upload to respective portals.
- TDS deposit & 24Q quarterly. Deposit TDS by 7th of next month. 24Q quarterly return generation, FVU validation.
- Publish payslips to the employee app. Auto-push to mobile with old / new tax regime breakdown. Yearly statement updates.
How long does this actually take?
On Digiclove HRMS, an experienced HR person closes a 200-employee payroll in under 3 hours. The bottlenecks are real — variance review, statutory filing portals — but the data plumbing between attendance, leaves, claims, and salary doesn't bottleneck anymore.
The before-Digiclove version of this same workflow used to take 2–3 days of spreadsheet juggling, with a CA on speed-dial for the FVU. The "audit-survival" benefit isn't a marketing promise — it's because every step above leaves an audit trail with timestamps and approver IDs.
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