What’s the best way to handle payroll for 500+ employees across multiple GCCs in India

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Managing payroll for 500+ employees across multiple Global Capability Centers in India requires a robust, centralized, and compliant approach. The best practice is to use an advanced payroll software that supports **multi-location management regional compliance, and automation.

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Best Practices to Handle Payroll Efficiently

  1. Choose a Centralized, Cloud-Based Payroll Platform
    Opt for a reliable, India-compliant payroll software that scales with your organization.
    Recommended Platforms (India-specific):
    • Keka
    • GreytHR
    • Zoho Payroll
    • ADP India
    • SAP SuccessFactors (for large enterprises)
    • Darwinbox (popular among GCCs)
    • ZingHR
    Look for features such as:
    • Automated salary calculations
    • Statutory compliance (PF, ESI, PT, TDS)
    • Employee tax declarations
    • Arrears, bonus, and incentive processing
    • Integration with T&A systems and ERP

  2. Maintain State-Wise Compliance
    • Register separately under Shops & Establishment Act and Professional Tax rules in each state where you operate.
    • Update state-specific minimum wages and leave policies in the system.
    • File Form 24Q (TDS) and PF/ESI challans correctly, linked to respective branches.

  3. Integrate with Core HRMS
    Integrate payroll with your:
    • HRIS (employee data, onboarding/offboarding)
    • Attendance systems (leaves, work hours, overtime)
    • Finance/ERP (cost center allocation, GL entries)
    • Benefit platforms (insurance, reimbursements)
    This ensures real-time syncing and reduces manual reconciliation.

  4. Automate Tax & Compliance Management
    • Automate income tax projections, declarations, and Form 16 generation.
    • Use APIs to directly file PF, ESI, and PT through the software.
    • Schedule reminders for quarterly TDS filings and annual returns.

  1. Offer Employee Self-Service Portals
    For 500+ employees, it’s crucial to have:
    • Access to payslips and Form 16
    • Online tax declaration and proof submission
    • Expense claims & reimbursements
    • Query/Helpdesk ticketing for payroll issues

  2. Data Security and Auditability
    • Use platforms with SOC 2, ISO 27001 compliance
    • Enable role-based access and audit logs
    • Maintain backup policies and secure storage of payroll records

  3. Set Up Internal Controls and Service SLA
    • Define cut-off timelines for attendance and data changes
    • Automate workflow approvals (e.g., bonuses, reimbursements)
    • Regular payroll audits (monthly/quarterly) to avoid errors
    • Maintain an internal Payroll SOP document

Operating Model Options

Model : In-house using HR Tech
Description : Manage with internal HR/payroll team using platforms like Keka or GreytHR
When to Use : When you want control and have HR capacity

Model : Outsourced Payroll
Description : Engage providers like Paybooks, ADP, or Nexdigm to manage end-to-end payroll
When to Use : When compliance risk is high or HR capacity is low

Model : Hybrid Model
Description : Internal team handles inputs; outsourced team executes processing & compliance
When to Use : For GCCs scaling from 500 to 1000+ employees

Metrics to Track
• Payroll Accuracy (% errors)
• Turnaround Time (payroll processing SLA)
• Compliance Score (filing adherence)
• Employee Satisfaction (HR queries resolved)
• Cost per Employee per Month (PEPM)

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