Running Payroll

Omnivoo processes payroll monthly for all employees. This guide explains the payroll cycle, what employers need to review, and how salary disbursement works.

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

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

For Employers: Reviewing Payroll

Each month, you will receive a payroll summary for review:

Step 1: Access Payroll Review

1. Log in to your Omnivoo employer dashboard.
2. Navigate to Payroll > Current Month.
3. You will see a summary of all employees with their payroll details.

Step 2: Review the Summary

For each employee, review:

• Gross salary -- Standard monthly amount based on CTC.
• Leave adjustments -- Unpaid leave (Loss of Pay) deductions, if any.
• Arrears -- Any salary revisions or corrections from previous months.
• Total deductions -- Employee PF, ESI, TDS, Professional Tax.
• Net pay -- Amount to be credited to the employee's bank account.

Step 3: Flag Issues (If Any)

If you spot discrepancies:

• Click on the employee's name to view the detailed breakdown.
• Use the Flag Issue button to raise a query with Omnivoo's payroll team.
• Common issues: incorrect leave data, missing salary revision, wrong reimbursement amount.

Step 3b: Review and Add Adjustments

The payroll preview includes any payroll adjustments that were created for this period -- bonuses, reimbursements, deductions, and other one-off changes. Review them alongside each employee's row:

• Additions (bonuses, reimbursements, overtime) increase the employee's net pay.
• Deductions (advance repayments, overpayment corrections, LOP) decrease it.
• Recurring adjustments are applied automatically based on their schedule.

To add a last-minute adjustment during review:

1. Click the Adjust button next to the employee's row.
2. Fill in the category, type, name, and amount (or use a template).
3. Click Add Adjustment -- the payroll preview updates immediately.

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 4: Approve Payroll

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.

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.

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 Full & Final Settlement.
• 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.