By Mentrox Digital Solutions · Product and workflow guidance
Gather the period inputs
Begin with employee salary versions, effective dates and the population included in the period. Review attendance, approved leave and any loss-of-pay inputs. Then inspect supported deduction settings and employee eligibility with your qualified payroll adviser. This guide is a workflow checklist, not tax or legal advice.
Avoid copying statutory rates from an old spreadsheet or a marketing page. Use current official guidance and the company’s actual circumstances. EPF, ESI, professional tax and TDS requirements are not interchangeable, and applicability must be reviewed independently.
Keep salary and reimbursements separate
Gross salary, loss of pay, deductions and reimbursement are different accounting inputs. A payslip should make their relationship clear. Use the reimbursement amount saved for the actual payroll record; do not add every claim that happens to be marked reimbursed in the expense dashboard.
A late claim may have an expense date in a closed month but a submission date after payroll. Check cutoff and allocation history. If it remains unpaid, use an authorized supplementary process that preserves the original record instead of silently changing an already processed total.
Verify the result and preserve the history
Review employee-level results before publication, including a case with no reimbursements and one with multiple eligible claims. Inspect the saved PDF and the underlying record. Treat payroll processing and bank settlement as separate facts unless a payment reference establishes the transfer.
When a historical discrepancy appears, establish what was processed, what was paid and what remains uncertain. Record the evidence and authorized decision. A rerun must not turn an ambiguous status into a second payment.
Consult current official guidance
For applicable statutory rules and employer guidance, use the EPFO, ESIC and Income Tax Department. Check professional tax with the applicable state authority. This article intentionally publishes no rates or filing deadlines.