How to generate Form 16 on greytHR?

Prerequisites to generate Form 16:

1. Ensure all employee's salary and income tax details are updated.
2. Ensure all employees' PAN card details are correct and not mismatched.
3. Download the Form 16 part A and part B files from TRACES in pdf format. Do not rename the original file name.
4. Ensure that the files downloaded from TRACES are not digitally signed.

To customize Form 16, perform the following actions:

1. Navigate to Payroll > Admin > Form 16. The Form 16 page appears.
2. Click Settings to set the financial year and customize the Form 16 details.
3. From the Financial Year dropdown list, select the year as the one previous to the current assessment year.
4. Under the Particulars of the person responsible for form16 section, fill in the Name, Designation, Father's Name, and Location details in the respective text boxes. 
5. Select Use above location as signing location option.
6. Under the Preferences section, in the TDS Circle Address text box, fill the address of the employee.
7. In the Signing Date dropdown calendar, select the date on which form 16 is signed by the authorities. This date appears on the employees' form 16.
8. In the Generated Date dropdown calendar, select the date on which form 16 is generated. This date appears on the employees' form 16.
9. Using Part B Configuration and Form 16 Generation options customize your form 16 even further.
10. Click Save to save the customized options.
11. Click Back to Form 16 to navigate to the Form 16 page.

To generate and sign the Form 16 digitally, perform the following actions:

1. On the Form 16 page, click Generate Form 16. Form 16 form appears.

2. Under Step 1: UPLOAD PART A, click Upload File to upload the Form 16 part A file that you have downloaded from TRACES in pdf format. Ensure that the name of the file is the same as when downloaded from the TRACES portal.

3. Click Next. 
4. Under Step 2: VERIFY PART A, verify all the part A details of the employees.
5. Click Next.
6. Under Step 3: Upload Part B, click Upload file to upload the Form 16 part B file that you have downloaded from TRACES in pdf format. Ensure that the name of the file is the same as when downloaded from the TRACES portal.
7. Click Next.
8. Under Step 4: VERIFY PART B, verify all the part B details of the employees.
9. Under Step 5: Generate Form 16, click Next to generate the form 16 document. A success message appears.
10. Click Next to sign the forms digitally.
11. If you are signing a document for the first time digitally, click Download greytHR Digital Signer to download the application.
12. Click Run to run the installation wizard.
13. Click Next to download the installation wizard of the greytHR Digital Signer.
14. Click Finish to finish the process and close the wizard.
15. Navigate to the folder where you have downloaded the file.
16. Double click to start the installation.
17. Follow the instructions on the installation wizard to install the digital signer successfully.
18. After installation is complete, double click the greytHR Digital Signer icon on your desktop to open the application. 
19. In the login window of the greytHR Digital Signer application, in the User Name text box, enter your greytHR account username.
20. In the Password text box, enter your greytHR account password.
21. Click Login to log in to the greytHR Digital Signer application.
22. Click the Refresh icon.
23. From the dropdown list available next to the Refresh icon, select the Form 16 Signer.
24. Under the Available Form 16 Batches column, you can view the details of Part A and Part B you have uploaded.
25. Click Sign to sign the forms digitally. 
26. The greytHR Digital Signer automatically downloads, signs, and uploads the files in greytHR.
27. In your greytHR application, under Step 6: Sign, you can now view the details of the forms signed.
28. Click Next.
29. Under Step 7: Publish, from the Status dropdown list, select signed.
30. Select the employees to whom you want to publish form 16.
31. Click Publish to Portal to publish the digitally signed form 16 to your employees.
32. Click Email to email Form 16 to the employees. A mail template pop-up appears.
    You can customize the email template by clicking Edit Message.
33. Click Send to send form 16 via email to the selected employees.
34. Click Finish to close the form 16 wizard.

Related Links:

• Documentation Page - To learn more about generating form 16 from our documentation page, click here.
• Product Update - To read our product update, click here.
• Video:
  • To learn more about generating form 16 by watching our video, click here.
  • To learn how to download, install and sign the forms digitally, click here.