Processing Form 16
Accessible to : Payroll Manager
Form 16 is required to be given to the employees in the month of May or June, it can be given earlier also if the employee is leaving the company. There are two parts to it
Part A : this is available from TRACES and can be downloaded
from there after May
Part B : this earlier was generated in EazeWork HRMS but from May 2019
is being generated in TRACES and can be uploaded and emailed from EazeWork HRMS
From May 2019 the process has under gone significant changes and now the generation of Form 16 and also digitally signing Form 16 needs to be done outside EazeHR.
Steps to be followed in TRACES
1. Logon to TRACES and request the Form 16 Part A / Part B. This option will be available only after you have successfully filed 24Q for the fourth quarter and the token number of 24Q and some more details are needed
2. Please note that even if there are errors in 24Q TRACES will still allow you to create these Form 16s except for those cases where there are PAN Number errors (Invalid PAN Number)
3. Zipped file with the Form 16 data in txt format can be downloaded. The utility to convert this txt file into pdf is also available in TRACES
4. Use your digital signature to sign the Form 16 before you convert them in PDF form. Do not change the file name.
Steps to be followed in EazeHR
1. Click on Menu - Payroll > Files and then on the top left of the page you will see "Form 16" button. Click on it
2. Select the Type of Form 16 you want to process and then select the financial year as shown below
You will see the status of all employees as pending. Click on "Upload Form 16 Part A" button.
3. You will be able to select the pdf files in bulk and upload them. The uploaded files are checked against the PAN Numbers of employees in the table and if any file has a PAN number which is not matching you will get an error message. You can proceed with upload of remaining files.
4. Status of the record will change to Uploaded for the employees whose Form 16 has been successfully uploaded. To email the Form 16 in bulk select all the records and use the "Email" button on top of the table to email or you can send one by one by using the Email action button on the row.
5. If you want to change the uploaded Form 16 you can use bulk Delete or Cancel button on the row. This can done even after emailing the document.
If closing of payroll months and updation of TDS payment details is pending even for even one month form 16 part B can not be uploaded.
Once form 16 has been emailed you can download all form 16 from Payroll >
Employee reports > Form 16 in Zip for all or single in pdf.
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