Payroll & Compliance

This article covers statutory setup in Qrew HR: Provident Fund (PF), Employees' State Insurance (ESI), Professional Tax (PT), Labour Welfare Fund (LWF), and Tax Deducted at Source (TDS). Once these are configured, deductions are calculated in every payroll run and the matching statutory reports are ready when you need to file.

For the monthly run itself, see Payroll. For a product overview, see Payroll & Compliance.

Note: Qrew HR calculates contributions based on the settings you enter. Rates and limits change from time to time, so confirm your settings with your CA or compliance advisor.

1. Set up Provident Fund (PF)

Go to Payroll → Statutory Settings → PF.
Enter your establishment code and choose which salary components count as PF wages (usually Basic, sometimes Basic plus DA).
Choose whether contributions are calculated on actual PF wages or restricted to the statutory wage ceiling (currently ₹15,000 a month).
Choose whether the employer's share is part of CTC or paid on top.
Add each employee's UAN on their profile and mark employees who are not covered.

2. Set up ESI

Open Payroll → Statutory Settings → ESI and enter your ESI code.
Qrew HR applies ESI to employees whose gross wages fall within the eligibility limit you configure (currently ₹21,000 a month).
Add the ESI IP number for each covered employee.

3. Set up Professional Tax and LWF

Open Payroll → Statutory Settings → Professional Tax.
Add each state where you have employees, with your PT registration number for that state.
PT slabs differ by state, and Qrew HR deducts PT based on the employee's work location.
If Labour Welfare Fund applies in your states, enable it in the same section.

4. Set up TDS on salary

Open Payroll → Statutory Settings → TDS and enter your TAN and the details of the person responsible for deduction.
Make sure every employee has a valid PAN on their profile.
At the start of the financial year, ask employees to choose their tax regime and submit investment declarations from their profile.
Before the year-end cut-off, collect proof of investments. TDS for the remaining months is recalculated using verified amounts.

5. Download statutory reports

After a payroll run is processed, go to Reports → Statutory.
Download monthly PF, ESI, PT, and LWF contribution reports and the TDS summary.
Use these reports to make deposits and file returns on the relevant government portals.
At year-end, generate salary TDS details for employee tax certificates.

6. Track due dates

Keep a compliance calendar so deposits are never missed. Common monthly due dates are the 7th for TDS deposits and the 15th for PF and ESI. PT due dates vary by state.

Common questions

Does Qrew HR file returns for me?

Qrew HR calculates deductions and prepares the reports. Deposits and filings are made by your team or your CA on the government portals.

An employee's PF or ESI eligibility changed mid-year. What should I do?

Update the employee's statutory settings with the effective date. Future payroll runs use the new setting.

Can employees change their tax regime?

They can choose during the declaration window you open. After that, HR can update it if your policy allows.

Who can see statutory reports?

Only roles with payroll permissions. See Roles & Permissions.