In this article, we will go through how to set up payroll in Asanify

Step-1: Add work locations

Step-2: Add custom earnings

Step-3: Add custom deductions

Step-4: Add employee

Step-5: Add employee salary

Step-6: Upload past payroll data

Step-7: Upload company logo

Step-8: Run Payroll

Step 9: Transfer salaries

Step-1: Add work locations

You have already added one work location while signing up in Asanify, follow this steps to create new work locations if you have multiple work locations

From the Dashboard. Use the Company dropdown
From the company dropdown, go to the work locations tab.

On the right side given options:
Fill in the name of the work location and
Fill in the address of the work location (Note: all the fields are compulsory).
Hit the submit button to add the new work location to the list.

Now by adding all your work locations you are helping us to enable support for location specific compliances (PT)

Step-2: Add custom earnings

Standard Earnings which are already available in Asanify : Basic, HRA, Bonus, Commission, Telephone Reimbursement Special Allowance

If you want to create custom earnings then follow this steps:

Go to Salary Components->Custom Earnings and click on (+New Custom Earning) button on right

Fill in the necessary details and click on Create

Now you can add this custom earning in an employee salary

Step-3: Add custom deductions

Statutory Deductions which are already available in Asanify : Provident Fund (PF), Professional Tax (PT), Employee State Insurance (ESI), Tax Deducted at source (TDS)

If you want to create custom deductions then follow this steps:

Go to Salary Components-> Custom Deductions and click on (+New Custom Deduction) button on right

Fill in the necessary details and click on Create

Note: The standard payroll deductions such as Professional Tax, Provident Fund, Professional Tax, and TDS get auto-calculated when you run payroll and don't need to be defined separately here.

Now you can add this custom deduction in an employee salary

Step-4: Add employee

By following this steps you can create/view your employee's for whom you want to run payroll

If you want to view your employee's, Go to People tab
You may add employees using 2 ways:

Add a single employee:
You may click on the button below to add a single employee on Asanify.

Add a single employee now

Go to the Dashboard.
Choose the Add Employee option on the right side of your screen.

Choose the type: Add a single employee.

Enter the appropriate details divided and hit Submit.
You can give portal access to the employee by using the Give Portal Access switch in summary page
You can check for the new employee in the People tab.

2. Add multiple employees (Import employee core data)

You may click on the button below to add multiple employees on Asanify.

Add multiple employees now

Go to the People tab
Use the Import Data option
Select the Import data type
In this case, select Employee Core from the drop-down.

If you do not have the template, you can download the template and upload the Employee Information basis on the template file.
You can give portal access to the uploaded employees by using the Give Portal Access switch.

You can click on Continue button to upload your file
You can either add more files or go back to the People tab

Below is the Directory for the employee core data format

Column	Details
EMPLOYEE_ID	Employee ID as per joining records
FIRST_NAME	First Name
MIDDLE_NAME	Middle Name
LAST_NAME	Last Name
GENDER	Male / Female / Other
DATE_OF_BIRTH	Date of Birth (age) required for tax calculations in YYYY-MM-DD format
DATE_OF_JOINING	Date of joining required for calculating current financial year total gross salary in YYYY-MM-DD format
WORK_EMAIL	Work email required for sending payslip
PERSONAL_EMAIL	Personal email required for sending Full and Final (FnF) and other communication in future and alumni connect.
PERSONAL_ADDRESS_STATE_ID	Please enter only from the drop-down as per the State IDs sheet
PERSONAL_ADDRESS_CITY	Please enter only from the drop-down as per the City sheet
PERSONAL_ADDRESS_XXX	Personal address required for various communication
WORK_ADDRESS_NAME	Work Address State required for professional tax calculations (please enter the name as per company work locations
EMERGENCY_CONTACT_NAME	For emergency purposes
EMERGENCY_CONTACT_NUMBER	For emergency purposes
FATHER_NAME	Various statutory compliances
MOTHER_NAME	Various statutory compliances
SPOUSE_NAME	Various statutory compliances
PAN	Various statutory compliances
HAS_PF	TRUE or FALSE for employees opting for statutory compliance. Should be TRUE for Basic <= Rs. 15,000
PF_NUMBER	Required to pay PF. Can skip for now.
UAN	Required to pay PF. Can skip for now.
HAS_ESI	TRUE or FALSE for employees opting for statutory compliance. Should be TRUE for Basic <= Rs. 15,000
ESI_NUMBER	Required to pay ESI. Can skip for now.
HAS_LWF	TRUE or FALSE for employees opting for statutory compliance. TBD
LWF_NUMBER	Required to pay LWF. Can skip for now.
AADHAR_NUMBER	Various statutory compliances. Can skip for now
HAS_PT	Expected to be TRUE as it's mandatory
PT_NUMBER	Required to pay PT. Can skip for now.
MOBILE_NUMBER	For communication/log in through OTP. Can skip for now
PAYMENT_MODE	Cash/ Cheque/ Bank transfer
BANK_NAME	Details required for salary payment
BRANCH_NAME	Name of branch: required for salary payment
ACCOUNT_NUMBER	Details required for salary payment
IFSC_CODE	Details required for salary payment
ACCOUNT_TYPE	Details required for salary payment
DEPARTMENT	Department (if not already present in Company->Departments, will get created)
DESIGNATION	Designation (if not already present in Company->Designations, will get created)

Step-5: Add employee salary

This is an important step because without any salaries for the employees payroll will not run .

You can add salaries in 2 ways:

1) Adding/revising salary for a single employee:

From the Dashboard, use the people option.
Search the employee based on name, department, or designation.
Click on the name of the employee to go to the Profile of the employee.

Once in the profile of the employee, Go to the Salary tab.
Click on the Revise Salary option to begin the salary revision process
OR
Add salary if you adding salary for that employee first time

This are the following steps :

Decide the Change in CTC by:
- Using the increase % by providing the increase%, we can get the new CTC based on the current CTC.
- Or we can enter the Revised CTC to declare the new CTC.
In the Effective date: enter the date from which the revised CTC comes into play.
In the Payout From the day from which the new salary would be paid from.
Now confirm the Basic% and the HRA%.
You can also add optional salary components ,custom earnings components and custom deductions components to the data (which we created before in the process)

Refer to the salary data and make any necessary changes by clicking on the field.
Use the Submit option to complete the revision/addition of the salary data.

2) Adding salaries for multiple employee's :

If you want to add/ upload salaries for multiple employee's follow this steps:

Go to the People tab.
Use the Import Data option in Actions dropdown
Select the Import data type.
In this case, select Salary Breakup from the drop-down.

Fill the necessary options and If you do not have the template, you can download the template and upload the Employee Information basis on the template file.
Click on Continue button to upload salaries

You can either add more files or go back to the People tab.

Here is a directory of salary breakdown template

Column	Details
EMPLOYEE_ID	Employee ID as per joining records
FIRST_NAME	First Name (only for validation)
MIDDLE_NAME	Middle Name (only for validation)
LAST_NAME	Last Name (only for validation)
CTC	Latest annual CTC
BASIC	Latest annual Basic, as per salary structure (typically 40-50% of CTC)
HRA	Latest annual House Rent Allowance as per salary structure (typically 50% of Basic)
BONUS	Latest annual Bonus as per salary structure
COMMISSION	Latest annual Commission as per salary structure
EMPLOYER_CONTRI_PF	Latest annual Provident Fund (employer contribution) as per salary structure: Note that this includes both EPF and EPS. (Typically 12% of Basic)
LTA	Latest annual Leave Travel Allowance as per salary structure
TELEPHONE_REIMBURSEMENTS	Latest annual Telephone Reimbursements as per salary structure
SPECIAL_ALLOWANCE	Latest annual Special Allowance as per salary structure (Typically CTC - all other components)
Custom component 1	Enter any custom component name (which are already created in the Salary Components section) as a column name and the respective values
Custom component 2	Enter any custom component name (which are already created in the Salary Components section) as a column name and the respective values

Step-6: Upload past payroll data

If you have any past payroll data then you can upload them by following this steps. (Note that past payroll data helps to generate past month payslips and also to calculate TDS and other taxes accurately)

From the Dashboard.

Go to the People tab

Use the import data option from the Actions dropdown

Select the data type, in this case, Past payroll
Select the month in the select a month to upload past payroll statements(Note that you have to upload past payroll data for each month separately)
Import the data from your PC in the right format.
Download the template file for the right format. (Directory at Last)
Hit Continue to upload the file
And the Past Payrolls get updated.

Directory of the Template:

EMPLOYEE_ID	ID of the employee
Full Name	Full name of the employee
BASIC	Basic Amount
HRA	HRA Amount
SPECIAL_ALLOWANCE	SPECIAL allowance of the employee
LOP_DAYS	LOP days of the employee
REIMBURSEMENTS	Reimbursements Amount
TELEPHONE_REIMBURSEMENTS	TELEPHONE reimbursements of the employee
BONUS	Bonus Amount
COMMISSION	Commission Amount
ADJUSTMENTS	Adjustments Amount
EPF_EMPLOYER	EPF employer of the employee
EPF_EMPLOYEE	EPF employee of the employee
EPS_EMPLOYER	EPS employer of the employee
EPF_ADMIN_EMPLOYER	Epf_Admin_Employer pf the employee
EPF_EDLI_EMPLOYER	Epf_Edli_Employer of the employee
ESI_EMPLOYER	ESI employer of the employee
ESI_EMPLOYEE	ESI employee of the employee
GROSS_SALARY	GROSS salary of the employee
PROF_TAX	PROF tax of the employee
TDS_AFTER_CESS	Tds_After_Cess Amount
NET_SALARY	NET salary of the employee

Step-7: Upload company logo

Uploading company logo is an important process so that your payslip reflects your Company Logo , to upload logo follow this steps :

From the Dashboard. Use the Company dropdown
From the company dropdown, go to the Basic tab.

In the Basic Tab, you can upload the company logo(250*250 pixels, max 100kb)
The logo will automatically be generated on the payslip when you run the payroll.

Step-8: Run Payroll

Now we are ready to run payroll. You may follow the steps provided below to run payroll. Additionally, you may also view a video on how to run payroll.