Set declaration windows and review declarations

HR controls when employees can declare investments and upload proofs, and reviews what they submit. This article covers both.

Before you start

• Your company needs the Tax & TDS module.
• Viewing needs View payslips & salary structure. Approving, rejecting and changing windows needs Run payroll, edit salary, FnF, deduction rules & adjustments.

Open the windows for the year

1. Go to Payroll → Tax & TDS ( open Tax & TDS).
2. Pick the financial year at the top right.
3. Open the Windows tab.
4. Under Declaration window, set Opens and Closes. Employees choose a regime and declare investments in this window — usually April–May, often reopened in December.
5. Under Proof submission window, set Opens and Closes — usually January–February.
6. Click Save windows.

Find declarations to review

1. Open the Employees tab. The banner shows which windows are open.
2. Use the filter chips: All, Not started, Draft, To review, Proofs to verify, Approved and Locked.
3. The table shows each employee's PAN, regime, declaration status, declared and approved amounts and TDS so far this year.
4. Click Review on a row.

Review one employee

1. Under Declared items, check each item and its details (metro city, landlord, previous employer, employee note).
2. To decide one item, adjust the amount if needed and click the tick to approve or the cross to reject. A rejection needs a reason, which the employee sees.
3. To accept everything at once, click Approve declaration. When proofs have been uploaded, click Verify all proofs.
4. To send the declaration back for changes, type what should change and click Return to employee. Until they resubmit, it isn't used for TDS.
5. Click Lock to stop the employee editing (or Unlock to allow it again).

Employees get an in-app notification for each approval, rejection or return.

Set or lock an employee's regime

1. On the review page, find Tax regime.
2. Choose New regime or Old regime.
3. Tick Lock (employee can't change) if the choice must stay fixed.
4. Click Save.

The review page also shows the employee's Tax sheet and a Form 16 Part B button.

Next steps

• TDS quarterly report and Form 16 for employees