Income tax: declarations, proofs and Form 16

This works from the Advanced payroll level. Tax on salary (TDS) is worked out each month from the year's projected pay and the person's declaration. The figures are marked "verify". Your accountant checks them.

For every staff member: My income tax

Open My space > My income tax.

1. Under Declaration (for the year) choose your Tax regime. Switching to the new regime asks you to confirm.
2. Under Investments and deductions for the year enter amounts by section. Each shows its limit ("up to ..." or "no limit").
3. For a home loan enter the lender and the lender's PAN. For house rent enter the rent a month, the landlord's name, and the landlord's PAN when the rent is above 1 lakh a year.
4. Add Other income and, if you changed jobs this year, the Salary from an earlier employer and the Tax deducted by that employer.
5. Press Save draft, then Submit to the accounts office. A PAN you have saved shows only as the last four characters. Type a new one to replace it.
6. Form 16 statement so far shows your year's figures: gross salary, exempt allowances, standard deduction, professional tax, taxable income, tax for the year, tax deducted and still payable.

The window for declarations is a payroll setting. If it is closed, ask the office.

For the office: check the proofs

Open Payroll > Tax declarations.

1. Filter by status. Open a declaration to see Proofs of the person.
2. For each section type the Amount proved, and a note such as a receipt number.
3. Press Verify. Tax is then worked out on the proved amounts. Reopen lets the person correct it.

Form 16 and the quarterly return

Open Payroll > Income tax.

• Form 16 for the year lists each person. Print their Part B statement, which shows the figures from salary to tax.
• Quarterly return data: choose the Quarter. The page shows Annexure I: tax deducted and Annexure II: the year's salary. Press Download CSV. You use it to file the return on the government's own system. SunRuby files nothing.
• A quarter with no tax says "No tax deducted in this quarter".

Part A of Form 16 comes from the government portal after you file. SunRuby makes the Part B figures.

Common questions

Tax looks too high.

The person may not have submitted a declaration, or proofs are not verified. Check Payroll > Tax declarations.

I cannot print the statement.

You need the permission to export tax statements.