Running Payroll

Omnivoo supports four types of payroll runs, each with its own dedicated page accessible from the Payroll Dashboard. Click the Create Payroll button on the dashboard to see all available types.

Payroll Type	When to Use	Dashboard Access
Regular	Standard monthly salary run	Create Payroll > Regular Payroll
Off-Cycle	Bonuses, reimbursements, supplemental payments	Create Payroll > Off-Cycle
Final Pay	Employee termination or resignation settlement	Create Payroll > Final Pay
Correction	Fix amounts from a previous completed run	Create Payroll > Correction

tip

The Payroll Dashboard also shows summary stats (total runs, total paid out, pending amount, average payroll size), a status breakdown of all runs, and your recent payroll history. Use the View History and Settings buttons for quick access to those pages.

---

Payroll Calendar

Indian payroll follows a monthly cycle:

Timeline	Activity
1st - 5th of the month	Omnivoo prepares payroll (attendance, leave, adjustments)
5th - 7th	Employer reviews and approves payroll
7th - 10th	Salary disbursement via HDFC bank
15th	PF contributions deposited with EPFO
15th	ESI contributions deposited (if applicable)
7th of following month	TDS deposited with government

info

Exact dates may shift slightly based on weekends and bank holidays. Omnivoo sends email reminders before each deadline.

---

Regular Payroll

Use Regular Payroll for your standard monthly salary run covering the current pay period for all employees.

Step 1: Setup

1. Navigate to Payroll > Create Payroll > Regular Payroll.
2. The period dates auto-fill to the current month (1st through last day). Adjust if needed.
3. Set the Pay Date (defaults to end of month).
4. Select the Currency (defaults to your configured payroll currency).
5. Add optional Notes for internal reference.
6. Click Preview Payroll.

Step 2: Preview

The preview shows every employee in the payroll with their calculated amounts:

• Gross salary -- Standard monthly amount based on CTC.
• Total deductions -- Employee PF, ESI, TDS, Professional Tax.
• Net pay -- Amount to be credited to the employee's bank account.
• Existing adjustments -- Any payroll adjustments already created for this period.

Adding adjustments during preview:

1. Click the Adjust button next to an employee's row.
2. Choose a category:
   • Additions: Performance Bonus, Signing Bonus, Festival Bonus, Equipment Reimbursement, Travel Reimbursement, Internet Reimbursement, Overtime / Extra Hours, Arrears (Back Pay).
   • Deductions: Advance Repayment, Overpayment Correction, Loss of Pay (LOP), Equipment Recovery.
3. Enter the amount and click Add.
4. The preview recalculates immediately with the new adjustment included.

For bulk adjustments, see Bulk Import Adjustments. If an adjustment exceeds your approval threshold, it must be approved before the payroll run can be finalized. See Adjustment Approval.

Step 3: Confirm & Pay

Once satisfied with the numbers, the approval flow depends on your company's billing country:

US companies (ACH):

1. Click Approve & Pay.
2. Confirm the total payout amount.
3. Funds are debited from your connected bank account via ACH.
4. Omnivoo proceeds with salary disbursement once the payment clears.

International companies (Bank Transfer):

1. Click Approve & Generate Invoice.
2. Confirm the total payout amount.
3. An invoice is generated for the payroll amount and appears on your Billing page.
4. Navigate to Billing and pay the invoice via local bank transfer (see Paying Invoices for details).
5. Once Omnivoo confirms receipt of your transfer, salary disbursement begins.

info

AI analysis is available on payroll runs before approval -- review anomalies and cost insights automatically. Look for the AI analysis banner on the payroll dashboard.

warning

Payroll must be approved by the 7th of each month. If not approved by the deadline, Omnivoo will send escalation emails. Delays in approval directly delay salary credit for employees. For international companies, salary disbursement begins only after the bank transfer is verified, so initiate payment promptly after approval.

---

Off-Cycle Payroll

Use Off-Cycle Payroll to make bonus, reimbursement, or supplemental payments to specific employees outside the regular monthly cycle.

Step 1: Select Employees

1. Navigate to Payroll > Create Payroll > Off-Cycle.
2. You'll see a list of all active employees with their name, role, and salary.
3. Use the checkboxes to select the employees who should receive this payment. Use Select All to include everyone.
4. Click Next.

Step 2: Enter Amounts

For each selected employee, configure:

• Type -- Choose the payment type from the dropdown:
  • Performance Bonus, Signing Bonus, Festival Bonus
  • Equipment Reimbursement, Travel Reimbursement, Internet Reimbursement
  • Overtime, Arrears, or Custom
• Amount -- Enter the payment amount.
• Notes (optional) -- Add context for this payment.
• Pay Date -- Set when this payment should be processed (defaults to today).

You can remove an employee from this run using the x button on their card. A running total is shown at the bottom.

Click Next when all amounts are entered.

Step 3: Review & Submit

Review the summary table showing each employee, their payment type, and amount. Confirm the pay date and total amount, then click Create Off-Cycle Payroll.

tip

Off-cycle runs are ideal for mid-month bonuses, one-time reimbursements, or any payment that shouldn't wait for the regular payroll cycle.

---

Correction Payroll

Use Correction Payroll to fix amounts from a previously completed payroll run. The system calculates the difference (delta) between original and corrected amounts and processes only the difference.

Step 1: Select a Completed Run

1. Navigate to Payroll > Create Payroll > Correction.
2. You'll see a list of all completed payroll runs showing the run name, period, employee count, and total net amount.
3. Click on the run you want to correct.

Step 2: Edit Corrected Amounts

A table shows every employee from the selected run with:

Column	Description
Employee	Employee name
Original Gross	The gross amount from the original run (read-only)
Corrected Gross	Edit this field to enter the correct gross amount
Delta	Auto-calculated difference (green for underpayment, red for overpayment)

• Only employees with a non-zero delta will be included in the correction run.
• The footer shows totals for original, corrected, and net delta amounts.
• Click Review Corrections when done editing.

Step 3: Review & Create

Review the correction summary showing only affected employees with their original, corrected, and delta amounts. Set the Pay Date for the correction payment, then click Create Correction Run.

info

Corrections automatically categorize deltas: underpayments become "Arrears" additions, and overpayments become "Overpayment Correction" deductions. Only the delta amount is processed -- not the full salary.

---

Final Pay

Use Final Pay to process a termination or resignation settlement for an employee. This calculates all final earnings and deductions including pro-rata salary, leave encashment, gratuity, and recovery amounts.

Step 1: Select Employee

1. Navigate to Payroll > Create Payroll > Final Pay.
2. Select the departing employee from the dropdown. The dropdown shows each employee's name, role, and monthly salary.
3. After selection, you'll see a summary card with the employee's name, role, start date, and monthly salary.
4. Click Continue.

Step 2: Termination Details

Fill in the termination information:

• Last Working Date (required) -- The employee's final day of work.
• Termination Type (required) -- Choose one:
  • Resignation (employee-initiated)
  • Termination by Employer
  • Mutual Agreement
• Notice Period Served (days) -- Defaults to 30 days. Adjust based on actual notice served.
• Additional Deductions (optional):
  • Advance Recovery -- Outstanding salary advances to recover.
  • Equipment Recovery -- Company equipment not returned.
  • Other Deductions -- Add custom deductions with a description and amount using the + Add Other Deduction button.

Click Preview Settlement to calculate the full settlement.

Step 3: Settlement Preview

The settlement preview shows a detailed breakdown:

Earnings:

• Pro-rata Salary (final month, based on days worked)
• Leave Encashment (unused paid leave)
• Gratuity (eligible after 5+ years of service; shows "Not eligible" if tenure is under 5 years)
• Notice Period Pay (if applicable)
• Statutory Bonus (if applicable)

Deductions:

• Notice Period Shortfall (if notice period not fully served)
• Advance Recovery
• Equipment & Other Deductions

The Net Settlement Amount is highlighted at the bottom. Review the breakdown, then click Create Final Pay Run to process.

tip

Gratuity is automatically calculated based on tenure. Employees with 5+ years of service are eligible. The formula is: (Monthly Salary / 26) x 15 x Years of Service.

---

Salary Disbursement

Omnivoo disburses salaries through HDFC bank after payment is received from the employer. For US companies, this happens once the ACH debit clears. For international companies, disbursement begins after the bank transfer is verified.

1. After payment is confirmed, Omnivoo generates the bank payment file.
2. Salaries are transferred to each employee's registered bank account. Each employee receives an email confirming their salary transfer has been initiated, including the amount and transfer mode (NEFT/RTGS/IMPS).
3. Employees receive salary credit within 1-2 business days after processing. Each employee receives an email when their salary is credited, including a UTR number they can use to track the transaction with their bank.
4. A payslip is automatically generated and available in the employee's dashboard. Each employee receives an email when their payslip is ready, with a summary of earnings and deductions.

Employees can use any bank account -- the transfer works across all Indian banks via NEFT/RTGS/IMPS.

tip

Employers receive email notifications at every step of the payroll process — from creation through completion. See Email Notifications for a complete list.

What Gets Deducted

Each month, these amounts are deducted from the employee's gross salary:

Deduction	Calculation
Employee PF	12% of Basic (capped at ₹15,000 Basic = ₹1,800/month)
Employee ESI	0.75% of gross (if gross ≤ ₹21,000/month)
TDS (Income Tax)	Based on projected annual income and declared investments
Professional Tax	State-specific, typically ₹200/month (max ₹2,500/year)

Payroll Reports

Employers can download the following reports from the dashboard:

• Monthly payroll register -- Complete breakdown for all employees.
• Bank transfer summary -- Payment file details.
• Statutory contribution report -- PF, ESI, PT amounts per employee.
• TDS computation -- Tax deduction details per employee.

Handling Exceptions

• Mid-month joining: Salary is prorated based on the number of days worked.
• Mid-month exit: Pro-rata salary is part of the Final Pay run.
• Unpaid leave: Deducted as Loss of Pay (LOP) based on Basic + DA for the leave days.
• Salary advances: Contact Omnivoo support -- these are handled on a case-by-case basis.