EVA’s Proposal to

For

Payroll Administration Outsourcing

About Us
EVA has been founded by two prodigy executives with over 15 years of experience with the best of fortune 500
companies, in the fields of Finance & Accounting, HR & Payroll Management. EVA has emerged to be the best-in-
class ONE-STOP SHOP for businesses across all verticals around the world. EVA’s domain focused and result
oriented approach, industry best practices and unique customized services, with top-notch technology, cater to
your every specific Payroll need.

Why Choose EVA? - EVA’s HR & Payroll Management Advantage

End-to-End Customized Services

EVA’s world class operational model efficiently manages your entire payroll operations including audit facing and
payroll statutory compliance, bringing real meaning to “Outsourcing”. This helps your organization keep its
resources and energies focused on the core aspects of your business.

EVA’s expertise in tailor making services to best suit your requirements is sure to add value to your business in
every aspect.

Expertise Edge - Quality Deliverables

While EVA’s recruiting experts, using continually re-engineered top-notch recruiting and staffing models, promise
to efficiently manage the entire process, your business reaps the benefits of acquiring proficient employees IN
TIME.

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Dedicated Quality Assurance Team
Understanding the gravity of compliance adherence and need for quality deliverables, EVA has a dedicated and
qualified team of Chartered Accountants who ensure that all compliance and quality standards are met, policing
every aspect of every process. EVA also ensures that your business stays in line with all labor regulations that are
amended from time to time. The following is an indicative list of labor regulations that EVA complies with:

1. Payment of Wages Act

2. PF & Misc Provisions Act
3. Minimum Wages Act
4. Professional Tax Act
5. Maternity Benefit Act
6. Factories Act
7. Shop and Establishment Act
8. Labor Welfare Fund
9. Bonus Act
10. ESI Act
11. Contract Labor Regulation and Abolition Act
12. Other Labor Regulations as applicable

Employee Centric Services

EVA’s payroll management services are meticulously crafted to address varying concerns of each of your
employees. While your employee-satisfaction lies at the heart of EVA’s every activity associated with your
business, EVA ensures that your employees have a hassle-free “HR & payroll-experience”, taking all necessary
steps to align your processes with any amendments in the law.

Resource Optimization & Reduced Cycle Times

EVA’s Payroll Processing solutions are cost-efficient, time-saving, and highly proficient. This also means that your
need for infrastructure and manpower is reduced to a great extent with only a positive effect on you business.

EVA’s established service strategies guarantee a significant reduction in service delivery/turn-around times.

Data Security Assurance

Data protection, integrity and confidentiality are EVA’s top priority. EVA follows industry best data security and
integrity measures in the facility. EVA follows complex data encryption and secured file upload and download
system for all data exchanges. All employees of EVA are bound by stringent integrity and confidentiality clauses.
EVA signs confidentiality clause as part of agreement with your organization.

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Cost Advantage
EVA seeks to add utmost value in all aspects of its commitment to and relationship with your company and
employees, including value for money. Your business and employees’ profitability is of prime importance to us.

While EVA’s services cost much lesser than standard market rates, our quality-promise is never compromised and
unparalleled.

EVA’s Scope Of Payroll Administration Services

Payroll activities
1. Receipt of pre-payroll input data from the client viz.,
a. Attendance details
b. New employee details
c. Deductions – other than income tax
d. Leave details
e. Performance bonus or any other additional allowances
f. One-time payments
2. Input verification and preparation for processing
3. Payroll processing, output file generation, post process output validation and quality checks
4. Pay-slip generation
5. Capturing employees yearly tax plan & determination of monthly tax computation
6. Circulate following to company designated official for review & approval:
a. Salary Register
b. Bank advice
c. Other agreed reports (if any)
7. Fund transfer of salaries into bank accounts of employees
8. Web based Employee Self Service

Benefits Administration (reimbursements - travel & others)

1. Collection of supporting documents for reimbursement
2. Vouching as per standard control procedures and company guidelines
3. Reimbursement processing from application validation and quality checks

Year-end Process (in January, every year)

1. Collection of supporting documents of investment from employees

2. Verification & vouching of documents
3. Processing, validating and quality checks
4. Determination of final tax liability of employee and withholding taxes that were short deducted so far -
from January through March of every year
5. Issuance of Form 16 & 12B

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Full & Final Settlement
1. Input collection from the HR team
2. Collection of exit clearance form to ensure no-dues from the employee
3. Collection & verification of supporting documents of tax investments
4. Generation of F&F statement for payment
5. Settlement or recovery of amount due to/from employee
6. Issuance of Form-16 & 12B

EVA’s Regulatory & Compliance Services

RPFC, PT, IT, ESI, S&E Compliance for Payroll

1. Transfer of Monthly PF deduction data to PF Trust books for all the employees on payroll i.e. Monthly
Contribution, Loans & Repayment
2. Deductions and Remittance of monthly contributions & deductions of Provident Fund, Profession tax,
Income tax and ESI to respective Government authorities
3. Submission of forms / returns at stipulated intervals (monthly, quarterly & annual) to the PF, PT & IT, ESI,
S&E authorities
4. Submission of transfer-ins & transfer-outs to RPFC
5. Filing quarterly, semi-annual and annual returns with IT, PF, ESI and S&E departments

EVA’s Statutory Compliance Services

1. Statutory Advisory Services
2. Statutory Benefit Administration
3. Statutory Compliance Audit
4. HR & Statutory Due Diligence Audit

Payroll Process Migration Schedule

Week 1 to Week 3
1. Study of proposed payroll process
2. Defining mutual roles and responsibilities, control points, timelines, SLAs , PLAs etc.
3. Introduction on templates and data migration process flow
4. Migrate master data on to the payroll application
5. Report templates

Week 4 - Go live

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Deliverables

Monthly Quarterly & Semi-Annual Year-End

Payroll: Payroll Compliance: Employee:
1. Receipt of pre-payroll input data Form 24q, ESI and S&E return 1. Collection of supporting documents
from the client viz., of investment from employees
a. Attendance details 2. Verification & vouching of
b. New employee details documents
c. Deductions – other than 3. Processing, validating and quality
income tax checks
d. Leave details 4. Determination of final tax liability
e. Performance bonus or of employee and withholding taxes
any other additional that were short deducted so far -
allowances from January through March of
f. One-time payments every year
2. Input verification and preparation 5. Issuance of Form 16 & 12B
for processing
3. Payroll processing, output file Compliance:
generation, post process output Form 24q, PF, ESI and S&E return
validation and quality checks
4. Pay-slip generation
5. Capturing employees yearly tax
plan & determination of monthly
tax computation
6. Circulate following to company
designated official for review &
approval:
a. Salary Register
b. Bank advice
c. Other agreed reports (if
any)
7. Fund transfer of salaries into bank
accounts of employees
8. Web based Employee Self Service

Payroll Reimbursement:
1. Collection of supporting documents
for reimbursement
2. Vouching as per standard control
procedures and company guidelines
3. Reimbursement processing from
application validation and quality
checks

Full & Final Settlement:

1. Input collection from the HR team
2. Collection of exit clearance form to
ensure no-dues from the employee
3. Collection & verification of
supporting documents of tax
investments
4. Generation of F&F statement for
payment
5. Settlement or recovery of amount
due to/from employee
6. Issuance of Form-16 & 12B

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If you have any queries or need any clarification, please do contact me.

Prabhu Nandan
Head-Business Relations

D: +91 40 4044 8698 | M: +91 99 1296 1871 | F: +91 91 40 4044 8698 | E: prabhu.nandan@evacorporate.com

EVA Corporate Services Private Limited

204, Eshwari Plaza, Opp. Bakers Inn Nizampet, Hyderabad 500090
+91 99 1296 1871 | partner@evacorporate.com | www.evacorporate.com

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