✦ Business Set-up & ROC Compliance
Payroll services in Gurgaon
Partner-led incorporation that gets your name approved, your SPICe+ filed right the first time, and your post-incorporation deadlines met — before they become penalties.
Gupta Varundeep & Co. (GVC Audit) is a Chartered Accountant firm in Gurgaon handling end-to-end Private Limited Company registration — name reservation, DSC and DIN, MoA and AoA drafting, SPICe+ Part A and Part B, PAN, TAN and TDS set-up, and the INC-20A, ADT-1 and annual ROC filings that follow — for founders, MSMEs and foreign-owned subsidiaries across Gurgaon and Delhi NCR. Every incorporation is reviewed by a qualified CA, not handed to a junior processor.
- ICAI-Registered Chartered Accountants
- 100% On-Time Return Filing Record
- Serving Startups to ₹100+ Crore Enterprises
- Partner-Reviewed Filings, Every Month
20+ Years
200+
Missing the 15th of the month for EPF ECR or ESI challans triggers automatic damages up to 25% per annum under Section 14B and penal interest under Section 7Q. Similarly, incorrect Section 192 TDS deductions or delayed Form 24Q filings attract daily late fees under Section 234E and employee tax notices. GVC Audit delivers end-to-end CA-led payroll management, Haryana Labour Welfare Fund (HLWF) filings, CTC restructuring, and TRACES Form 16 generation across Gurgaon, Manesar, and Delhi NCR.
Payroll management combines tax-optimized CTC design with statutory labor compliance
A compliant corporate payroll process operates on two synchronized tracks: designing tax-efficient salary structures for employee take-home pay, followed by strict statutory remittances across Central and Haryana state portals.
CTC Structuring & Dual-Regime Tax Planning
Before running monthly payroll, we design structured compensation packages maximizing take-home pay while optimizing corporate employer contributions.
- Basic salary, HRA, Special Allowance, and Retiral contribution balancing
- Dual tax regime comparison (Section 115BAC New Regime vs Old Regime) for every employee
- Flexible Benefit Plan (FBP) setup: NPS (Section 80CCD(2)), telephone, meal allowances
- ESOP perquisite tax valuation under Section 17(2) and cashless exercise management
Monthly Processing, Challans & Filings
Executing monthly biometric attendance reconciliations, generating encrypted payslips, filing statutory challans, and issuing Form 16 certificates.
- EPF ECR generation, 12% contribution deposits, and UAN linking by 15th monthly
- ESI monthly contribution filing (0.75% employee + 3.25% employer) for eligible staff
- Haryana Labour Welfare Fund (HLWF) monthly remittance via the Haryana Labour Portal
- Quarterly Form 24Q e-TDS filing and annual TRACES Form 16 Part A/B generation
The four core pillars of our Gurgaon payroll practice
Our payroll engine integrates central EPFO/ESIC mandates, Income Tax Section 192 rules, and Haryana state labor department regulations.
Pillar 1: EPF & MP Act, 1952 Administration
Managing complete provident fund compliance for establishments with 20 or more employees.
- Monthly ECR (Electronic Challan cum Return) preparation and deposit by the 15th
- 12% Employee + 12% Employer split (3.67% EPF + 8.33% EPS capped at ₹15,000 wage ceiling or actual)
- 0.50% EDLI insurance and 0.50% EPF administrative charges calculation
- Universal Account Number (UAN) generation, Aadhaar seeding, and employee transfer/exit management
Pillar 2: Employees' State Insurance (ESI) Compliance
Managing social security healthcare coverage for employees with gross monthly wages up to ₹21,000.
- Monthly contribution calculation: 0.75% (Employee) + 3.25% (Employer) = 4.00% Total
- Online monthly contribution filing and challan generation on the ESIC portal by the 15th
- Pehchan card generation, family IP registration, and dispensary mapping
- Audit of wage components to ensure overtime, allowances, and bonuses are correctly treated
Pillar 3: Section 192 TDS & Form 16 (TRACES)
Comprehensive salary withholding tax management matching Income Tax Department mandates.
- Monthly TDS computation under default New Tax Regime (Section 115BAC) vs Old Regime
- Verification of employee tax investment proofs (80C, 80D, HRA rent receipts, home loan 24(b))
- Quarterly e-TDS Return in Form 24Q with Annexure I and Q4 Annexure II salary breakups
- Digitally signed Form 16 (Part A from TRACES + Part B) generation and distribution
Pillar 4: Haryana State Labor Compliance & Retirals
Managing state welfare funds, shops and establishments rules, and statutory retiral benefits.
- Haryana Labour Welfare Fund (HLWF) monthly remittance (₹25 employee + ₹50 employer)
- Haryana Shops and Commercial Establishments Act registration and annual leave register audit
- Payment of Gratuity Act calculations (15 days wages per year of service for 5+ year staff)
- Payment of Bonus Act compliance (8.33% to 20% allocable surplus calculation for eligible staff)
Customized payroll architecture for Gurgaon's diverse corporate sectors
From stock option perquisites in Cyber City to double overtime calculations in Manesar factories, we handle the exact operational requirements of your sector.
CA-led payroll management vs generic HR software & brokers
Generic software generates payslips but leaves statutory labor returns, TDS reconciliation, and tax litigation unmanaged. GVC Audit delivers end-to-end statutory and tax governance.
Comprehensive Statutory Governance
- Partner-led supervision by CA Varundeep Gupta with deep labor and tax insights
- 100% automated challan filing across EPF ECR, ESIC, and Haryana Labour portals
- Rigorous verification of employee tax declarations, rent receipts, and investment proofs
- Form 24Q quarterly e-TDS filing and TRACES-generated Form 16 Part A & B
- Full integration with statutory accounting balance sheets and Form 3CD Clause 34
- Handling notices and inspections from EPFO, ESIC, and Income Tax authorities
Basic Payslip Calculation
- Software generates PDF payslips but requires internal staff to manually file EPF/ESI challans
- Cannot evaluate complex cross-state remote employee taxation or ESOP perquisite tax
- Accepts employee tax investment claims without verification, risking company TDS defaults
- Fails to file Form 24Q Annexure II accurately, leading to rejected employee tax returns
- Zero knowledge of Haryana Labour Welfare Fund rates or Factories Act overtime rules
- Leaves company directors personally exposed when labor inspectors issue inspection notices
Complete outsourced payroll and statutory compliance services
From monthly salary processing and employee tax helpdesks to EPF/ESI challan generation, Haryana labor filings, and year-end Form 16 distribution.
Monthly Payroll Processing & Disbursal Management
Seamless monthly salary calculations, attendance synchronization, and encrypted payslip delivery.
- Importing biometric attendance logs, leave balances, overtime hours, and unpaid leaves (LWP)
- Processing gross earnings, statutory deductions, loan recoveries, and net pay calculations
- Generating automated bank upload disbursement files (HDFC, ICICI, SBI, Axis, Kotak)
- Publishing password-protected, encrypted PDF payslips directly to employee inboxes
Statutory Compliance (EPF, ESI & Haryana LWF)
End-to-end statutory return filing and challan generation by the 15th of every month.
- Preparation and upload of Electronic Challan cum Return (ECR) on the EPFO portal
- Monthly ESI contribution computation and payment challan generation on the ESIC portal
- Filing Haryana Labour Welfare Fund (HLWF) remittances on the Haryana Labour portal
- Managing new employee UAN generation, KYC member seeding, and exit date marking
Employee Tax Advisory & Form 16 Issuance
Managing salary withholding taxes, investment proof auditing, and TRACES certifications.
- Collecting and auditing employee tax investment declarations (80C, 80D, HRA, 24(b))
- Quarterly Form 24Q e-TDS filing with accurate PAN validation and salary Annexures
- Generating digitally signed Form 16 (Part A from TRACES + Part B) by the statutory deadline
- Dedicated employee tax query helpdesk resolving payroll tax withholding queries
Full & Final (F&F) Settlement & Retirals
Fast, legally compliant exit settlements and statutory retiral calculations.
- Processing Full & Final (F&F) settlements within 48 to 72 hours of employee exit
- Accurate computation of unavailed leave encashment, notice pay, and gratuity entitlements
- Issuing formal exit tax sheets, Form 16 interim certificates, and PF transfer guidance
- Drafting actuarial valuation schedules for gratuity and leave encashment provisions
TDS
How Section 192 salary TDS works under dual tax regimes
Under Section 192 of the Income-tax Act, every employer paying salary income exceeding the basic exemption limit must deduct tax at source (TDS) on an estimated average monthly basis. With the New Tax Regime (Section 115BAC) established as the default regime, employers must compute monthly tax withholdings based on the employee's active regime choice.
Failing to deduct adequate TDS due to accepting unverified employee investment claims exposes the company to 1% to 1.5% monthly interest penalties under Section 201, late filing fees of ₹200 per day under Section 234E, and disallowances in Tax Audit Form 3CD.
- Default New Regime (115BAC): Flat standard deduction of ₹75,000, revised tax slabs, zero requirement for HRA/80C proofs
- Old Tax Regime: Requires physical/digital verification of HRA rent receipts, landlord PAN (if rent > ₹1 Lakh/yr), 80C proofs, and home loan interest certificates
- Employee Declaration Window: Employees intimate their regime choice at the start of the year; employers deduct TDS on that basis throughout the year
- Quarterly Form 24Q: Quarterly filing detailing monthly employee-wise salary breakups, PAN validation, and tax deposited
- Q4 Annexure II: Mandatory annual salary schedule filed with the Q4 Form 24Q detailing gross salary, deductions, and final tax computed
- TRACES Form 16 Part A: Downloaded directly from the TRACES government portal, certifying exact tax deposited against employee PAN
The corporate payroll compliance calendar
A disciplined execution schedule ensuring timely salary credits, zero-penalty statutory deposits, and quarterly tax filings.
Payroll & Labor Compliance Health Checklist
Five critical parameters to evaluate before the monthly payroll run and statutory labor inspection.
Audit my payroll process ↗- All eligible employees are enrolled on the EPFO portal with active UANsEnsure new hires are enrolled within statutory timelines and that basic wages comply with minimum wage notifications.
- ESI contributions are calculated on gross wages for staff earning under ₹21,000Verify that gross monthly wages including allowances are correctly tracked to identify ESI eligibility.
- Section 192 TDS is deducted based on active dual-regime declarationsEnsure every employee has an active tax regime declaration and that rent receipts over ₹1 Lakh hold landlord PAN.
- Haryana Labour Welfare Fund (HLWF) is deducted and deposited monthlyConfirm that establishment contributions (₹25 + ₹50) are remitted on the Haryana Labour portal.
- Quarterly Form 24Q salary totals reconcile 100% with P&L payroll ledgersEnsure zero variance between gross salary debited in audited financials and compensation reported in e-TDS returns.
Chartered Accountants managing your payroll, tax, and labor compliance
Partner-Led CA Supervision
CA Varundeep Gupta personally oversees payroll tax structuring, Section 192 withholding computations, and Form 24Q reconciliations, ensuring institutional precision.
Deep Gurgaon & Haryana Depth
Extensive experience managing payroll for MNCs in Cyber City, manufacturing plants in IMT Manesar, retail brands in Udyog Vihar, and startups across Delhi NCR.
Total Statutory Harmony
We harmonize your payroll with Tax Audit Form 3CD Clause 34, corporate ITR-6 returns, EPFO/ESIC inspection defenses, and Section 43B(h) / Section 37(2)(g) compliance.
Complete corporate assurance, tax, and labor advisory.
Outsource your payroll to Chartered Accountants and eliminate compliance risk.
Schedule a 30-minute consultation with CA Varundeep Gupta to evaluate your company's CTC structure, EPF/ESI compliance, and payroll tax workflows.
Payroll Services in Gurgaon: CA-Led Salary Processing, EPF, ESI & Tax Compliance
Managing payroll in Gurgaon is far more complex than simply running a spreadsheet or using cloud software to disburse monthly salaries. As the corporate and industrial headquarters of North India, Gurgaon hosts a diverse workforce: high-earning software architects and executive leadership in Cyber City and Golf Course Road, contractual and factory workers in IMT Manesar and Khandsa, and high-attrition retail and customer support teams in Udyog Vihar. Each employee category requires distinct statutory handling across provident fund rules, health insurance, withholding taxes, and state welfare regulations.
In India, payroll is governed by strict labor and taxation statutes. Non-compliance triggers immediate financial damages: delayed EPF ECR submissions attract penal damages up to 25% per annum under Section 14B; unverified employee tax declarations lead to corporate TDS defaults under Section 192; and errors in Form 24Q quarterly returns result in late fees of ₹200 per day under Section 234E alongside notices from the Income Tax Centralized Processing Centre (CPC-TDS).
GVC Audit (Gupta Varundeep & Co.) is a premier Chartered Accountant firm based in Sushant Lok-1, Sector 43, Gurugram. We provide comprehensive, partner-led payroll outsourcing services: monthly gross-to-net salary processing, automated bank disbursals, EPF and ESI challan generation, Haryana Labour Welfare Fund (HLWF) compliance, Section 192 dual-regime tax optimization, Form 24Q e-TDS filing, and TRACES Form 16 generation across Delhi NCR.
EPF & ESI Statutory Compliance Norms in Gurgaon
Every commercial establishment and factory operating in Gurgaon must maintain strict monthly adherence to central social security statutes:
| Statutory Parameter | Employees' Provident Fund (EPF & MP Act, 1952) | Employees' State Insurance (ESI Act, 1948) |
|---|---|---|
| Applicability Threshold | Mandatory for establishments employing 20 or more persons (voluntary registration available below 20). | Mandatory for factories and establishments employing 10 or more persons (in implemented areas). |
| Wage Eligibility Ceiling | Statutory wage ceiling of ₹15,000 per month (Basic + DA). Contributions on higher actual wages permitted under joint declaration. | Gross monthly wage ceiling of ₹21,000 per month (₹25,000 for employees with disabilities). |
| Contribution Rates | Employee: 12% of Basic + DA. Employer: 3.67% (EPF) + 8.33% (EPS capped at ₹1,250) + 0.50% (EDLI) + 0.50% (Admin). |
Employee: 0.75% of Gross Wages. Employer: 3.25% of Gross Wages. Total Contribution: 4.00% of Gross Wages. |
| Monthly Due Date | On or before the 15th of the following month via online Electronic Challan cum Return (ECR). | On or before the 15th of the following month via online payment on the ESIC portal. |
Haryana Specific Labor Regulations: HLWF & Professional Tax Clarity
A critical consideration for companies operating in Gurgaon is understanding the specific labor laws enforced by the Department of Labour, Haryana:
- No Professional Tax in Haryana: Unlike Maharashtra, Karnataka, Tamil Nadu, or Telangana, the State of Haryana does NOT impose Professional Tax (PT) on salaried employees or employers. Incorporating PT deductions in Gurgaon payroll ledgers is an error frequently seen in unguided cloud software setups.
- Haryana Labour Welfare Fund (HLWF): Under the Haryana Labour Welfare Fund Act, 1965, all commercial establishments, IT companies, and factories in Haryana employing 5 or more workers must contribute to the welfare fund. The mandatory monthly rates are ₹25 per month (Employee contribution) and ₹50 per month (Employer contribution), totaling ₹75 per month per employee, remitted online on the Haryana Labour portal.
- Haryana Shops and Commercial Establishments Act, 1958: Regulates working hours, weekly rest days, overtime computation, national holidays, and maintenance of statutory Form C registers for commercial and IT offices.
Tax-Optimized CTC Structuring Framework
Designing a tax-efficient Cost-to-Company (CTC) structure enables employees to maximize their legal take-home pay while keeping corporate payroll costs fully deductible as business expenses:
| Salary Component | Recommended % of CTC | Income Tax Treatment & Optimization Strategy |
|---|---|---|
| Basic Salary | 40% to 50% of CTC | Fully taxable. Forms the baseline calculation for EPF contributions, Gratuity, and HRA exemption calculations. |
| House Rent Allowance (HRA) | 40% (Non-Metro) / 50% (Metro) of Basic | Exempt under Section 10(13A) under the Old Tax Regime based on actual rent paid. Rent receipts > ₹1 Lakh/year require landlord PAN. |
| Corporate NPS (Section 80CCD(2)) | Up to 10% of Basic Salary | Employer contribution to NPS is 100% tax-free for the employee under BOTH Old and New Tax Regimes, and 100% deductible for the company. |
| Flexible Benefits (FBP) | 10% to 15% of CTC | Reimbursements for telephone/broadband (Rule 3(7)(ix)), fuel, meal coupons, and books/periodicals against actual invoices under Old Regime. |
| Retirals (Employer EPF & Gratuity) | 12% EPF + 4.81% Gratuity Provision | Employer social security contributions; fully deductible for the corporate entity under Section 36(1)(va) and Section 43B. |
Form 24Q Quarterly Filings & TRACES Form 16 Issuance
Salary withholding taxes under Section 192 require quarterly e-TDS reconciliation and statutory certificate generation:
- Quarterly Form 24Q Returns: Filed by 31 July (Q1), 31 October (Q2), 31 January (Q3), and 31 May (Q4). Quarters 1 to 3 detail monthly employee-wise TDS deductions and challan credits (Annexure I). Quarter 4 includes the comprehensive Annexure II schedule detailing annual gross salary, allowances, regime selection, and final tax computed.
- TRACES Form 16 Part A: Downloaded directly from the TRACES portal of the Income Tax Department, certifying the exact quarterly tax deposited against the employee's verified PAN.
- Form 16 Part B: Detailed salary computation sheet drafted by the employer, showing gross salary, Section 10 exemptions, standard deductions (₹75,000 under New Regime / ₹50,000 under Old Regime), Chapter VI-A deductions, and net tax payable/refunded.
Full & Final (F&F) Settlement & Gratuity Computations
When an employee exits an organization, executing a rapid, legally binding exit settlement is essential to maintain goodwill and prevent labor disputes:
- 48-to-72 Hour F&F Turnaround: Reconciling attendance up to the last working day (LWD), adjusting notice pay recovery or buyout, calculating unavailed paid leave encashment, and releasing net settlement proceeds.
- Payment of Gratuity Act, 1972: Payable to employees who have completed at least 5 years of continuous service (or without 5 years in case of death or disablement). Calculated as: (15 × Last Drawn Basic Salary × Number of Completed Years of Service) ÷ 26, capped at ₹20,00,000. Gratuity received is exempt from tax up to statutory limits under Section 10(10).
- Exit Documentation: Issuing formal exit salary slips, provisional Form 16 certificates, relieving letters, and marking the exit date on the EPFO portal to facilitate seamless UAN pension transfers.
How GVC Audit Powers Your Payroll Operations
1. End-to-End Monthly Processing
We import attendance records, compute gross-to-net earnings, generate bank disbursement payout files, and distribute encrypted payslips to your staff on time every month.
2. Zero-Defect Statutory Filings
Our team prepares and deposits monthly EPF ECR challans, ESI contribution returns, and Haryana Labour Welfare Fund (HLWF) payments on government portals by the 15th.
3. Employee Tax Helpdesk & Proof Auditing
We collect and physically audit employee investment proofs (HRA, 80C, 80D, 24(b)), manage dual-regime tax choices, and resolve employee tax queries through a dedicated helpdesk.
4. Form 24Q & TRACES Form 16 Issuance
We file quarterly Form 24Q e-TDS returns, generate digitally signed TRACES Form 16 Part A and Part B certificates, and ensure complete harmony with your annual corporate tax audit.
Frequently Asked Questions: Payroll Services in Gurgaon
Is Professional Tax (PT) applicable to employees in Gurgaon, Haryana?
No. The State of Haryana does NOT levy Professional Tax on salaried employees or corporate employers. However, all establishments employing 5 or more persons in Haryana must mandatorily contribute to the Haryana Labour Welfare Fund (HLWF) at ₹25 per month (Employee) and ₹50 per month (Employer).
What is the deadline for depositing monthly EPF and ESI contributions?
The statutory due date for depositing monthly Employees' Provident Fund (EPF ECR) and Employees' State Insurance (ESI) contributions is on or before the 15th of the following month. Delaying payment beyond the 15th attracts penal damages under Section 14B and interest under Section 7Q of the EPF Act.
How does the New Tax Regime (Section 115BAC) affect salary TDS under Section 192?
The New Tax Regime is the default regime under the Income-tax Act. It offers a higher flat Standard Deduction of ₹75,000 and lower tax slab rates but disallows exemptions like HRA, LTA, and Section 80C. Employers must deduct monthly TDS based on the employee's declared regime choice, auditing proof documents if the employee opts for the Old Regime.
What is the wage ceiling for mandatory EPF and ESI coverage?
For EPF, the statutory wage ceiling is ₹15,000 per month (Basic + DA). Contributions above ₹15,000 are voluntary. For ESI, the gross wage ceiling is ₹21,000 per month (₹25,000 for employees with disabilities). Once an employee's gross wage crosses ₹21,000, they exit the ESI scheme at the end of the contribution period.
What is Form 24Q and when must it be filed?
Form 24Q is the quarterly e-TDS return for salary payments under Section 192. It is filed on the Income Tax portal by 31 July (Q1), 31 October (Q2), 31 January (Q3), and 31 May (Q4). Quarter 4 includes Annexure II detailing individual employee annual salary breakups and tax computations.
What is the difference between Form 16 Part A and Part B?
Form 16 Part A is downloaded directly from the TRACES portal, certifying the quarterly tax deducted and deposited against the employee's PAN. Part B is drafted by the employer, providing a comprehensive breakdown of gross salary, perquisites, Section 10 exemptions, standard deductions, Chapter VI-A deductions, and net tax computed.
What is the formula for calculating Gratuity under the Payment of Gratuity Act?
Gratuity is payable to employees completing at least 5 years of continuous service. It is calculated as: (15 × Last Drawn Basic Salary × Completed Years of Service) ÷ 26. The statutory gratuity ceiling is ₹20,00,000.
Can employers contribute to the National Pension System (NPS) for tax benefits?
Yes. Under Section 80CCD(2), employer contributions to an employee's Tier-1 NPS account up to 10% of Basic Salary (14% for public sector) are 100% tax-free for the employee under BOTH Old and New Tax Regimes, while remaining 100% tax-deductible for the employer as a business expense.
How are ESOP perquisites taxed during payroll processing?
When an employee exercises vested stock options, the difference between the Fair Market Value (FMV) certified by a SEBI Registered Merchant Banker and the exercise price is treated as a taxable perquisite under Section 17(2). The employer must calculate and deduct TDS on this perquisite value in the month of allotment.
How fast can GVC Audit process Full & Final (F&F) settlements for exiting employees?
With reconciled attendance, asset clearance, and notice period confirmations on hand, our team computes and delivers verified Full & Final (F&F) settlement statements, leave encashment calculations, and exit tax sheets within 48 to 72 hours.
What happens if an employer fails to deposit employee EPF deductions on time?
Under Section 36(1)(va) of the Income-tax Act, employee EPF/ESI contributions deducted from salaries must be deposited on or before the 15th of the following month. If deposited even one day late, the entire employee contribution is permanently disallowed as a business deduction and treated as taxable corporate income.
Do you provide payroll management services outside Gurgaon?
Yes. GVC Audit is based in Sushant Lok-1, Sector 43, Gurugram, and we manage multi-state payroll, EPF/ESI returns, and statutory labor filings for corporate clients across IMT Manesar, Delhi NCR, Bangalore, Mumbai, and nationwide through automated digital payroll systems.
Chartered Accountants & Payroll Specialists in Gurgaon
Visit our Sushant Lok office for an in-person review of your company CTC structures, labor compliance, and payroll tax workflows.
Gupta Varundeep & Co.
ICAI Certified Chartered Accountants
- AddressH-312, Sushant Shopping Arcade, near Huda Metro Station, Sushant Lok Phase I, Sector 43, Gurugram, Haryana 122009
- Phone+91 97173 55517
- Emailvarun@gvcaudit.com
- Office HoursMonday to Saturday, 10:00 AM to 7:00 PM