For Indian companies if the first payroll month is in the middle of financial year then Year Till Date (YTD) data is required from April to till one month before the first payroll month. If company's first payroll month is April then YTD data is not required.

Quick Access : Payroll Manager > YTD Upload
Accessible to : Payroll Manager

There are four sections on this page each with a different type of YTD data to be uploaded.

1. YTD Salary Paid

In this section, you need to upload details of salary including both earnings and deductions of all active employees. Data for an employee becomes pending for YTD Salary only when
a) their salary structure is updated
b) their date of joining is before the first payroll month

Steps to be followed -

1. When you select the Data Type - "YTD Salary Paid" you will see a prompt for the pending data which is to be uploaded.

1. Salary heads will be pre-selected based on salary heads selected in template 
   
2. You can uncheck the salary heads which not required
   

3. Click on "Download Template" to download template

4. Fill up the template for each employee. In the excel template the columns which have to be uploaded will have green background

5. Click on "Upload" to upload the data

Approved data you can review by download approved data, if any data is getting rejected you can view it by downloading rejected data excel.

All the statutory deductions / payments which have been made need to be uploaded in the relevant heads. For example - if have made payments as per Bonus Act you need to update the details in the system defined head "Category - Annual Taxable" and "Head - Bonus Act" should be used. Failure to do a proper updation will lead to wrong calculations.

2. YTD Eligibility

If payroll claims/reimbursement are part of salary structure then you will have to upload eligibility details till first payroll month.

Data for an employee becomes pending for YTD Salary only when their salary structure is updated and has Reimbursement head in salary structure

Steps to be followed -

1. When you select the Data Type - "Eligibility Details" you will see a prompt for the pending data which is to be uploaded.

2.  Click on "Download Template" to download template

3. Complete the template for pending employees

4. Click on "Upload" to upload YTD Eligibility

Note - you would not be able to run payroll for an employee until you upload the YTD eligibility details in this section.

3. YTD Claim Paid

Reimbursement claims paid before the first payroll month need to be uploaded from this section. Even if no reimbursement claims have been paid a null upload will have to be done. Amount uploaded here is treated as tax free reimbursement in the annual tax calculations.

Data for an employee becomes pending for YTD Salary only when their salary structure is updated and it has Reimbursement head in salary structure.

Steps to be followed -

1. When you select the Data Type - "YTD Claims Paid" you will see a prompt for the pending data which is to be uploaded.

2. Click on "Download Template" to download template

3. Complete the template for pending employees

4. Click on "Upload" to upload YTD Claims data

Note - you would not be able to run payroll for an employee until you upload the YTD claim paid details in this section.

4. YTD Data Deletion

To delete uploaded data in any of the above three sections you can use the "Delete YTD Data" button.

If no Payroll of Full and Final have been processed then you can delete YTD data of all employees in single click. count of employees which data getting delete you can see on popup.

Employees where claim amount has been paid in system or challan details has been updated for ytd uploaded month then these employee will not be delete.

Once Payroll or Full and Final has been process even for a single employee in the system then the option to delete data for all employees will not be available. Data can now be deleted for one employee at a time and here also certain conditions will be applied.

1. YTD Salary data can be deleted only if the March payroll for the first year of payroll processing has not been done or if 24Q for any quarter has not been made

2. YTD Claims or YTD Eligibility data can be deleted only if employee has not claimed any amount or if the first payroll has not been run in the software

In the popup you can enter the name of the employee and click on "Confirm Deletion" button, system will check and if the conditions are met then data can be deleted.

5. Uploading Past salary slips

You can upload salary slips of previous period in the system. Select employee and month to upload salary slip.

The uploaded salary slip will be visible to the employee on the same page where he sees the salary slips generated by the software.