Payroll Executive

Job Description – Payroll Executive

Company: Utthunga Technologies Pvt. Ltd.
Designation: Payroll Executive
Department: Human Resources / Payroll
Industry: Product Engineering & Technology Services
Location: Bengaluru, India
Experience: 4–6 Years (Suggested)
Employment Type: Full-time

Job Summary

We are looking for a detail-oriented Payroll Executive to manage end-to-end payroll processing for a workforce of 1,000+ employees in a product engineering and technology services organization. The role involves payroll computation, salary processing, statutory compliance, employee reimbursements, payroll reconciliations, and coordination with HR, Finance, and external payroll vendors.

The ideal candidate should have strong knowledge of Indian payroll regulations, statutory deductions, payroll systems, and employee compensation structures, with the ability to ensure accurate, timely, and confidential payroll operations.

Roles and Responsibilities
Key Responsibilities 1. End-to-End Payroll Processing

• Manage monthly payroll processing for 1,000+ employees, ensuring accuracy and timely salary disbursement.
• Validate attendance, leave balances, loss of pay (LOP), overtime, shift allowances, incentives, and other payroll inputs.
• Process new joiners, full and final settlements, employee exits, salary revisions, promotions, arrears, bonuses, and variable pay.
• Calculate gross salary, net salary, deductions, reimbursements, and employer contributions.
• Handle payroll inputs for employees across different business units, projects, and employment categories.
• Review payroll registers and salary statements before final approval and disbursement.
• Coordinate with Finance and banking teams for salary disbursement and payroll accounting.

2. Statutory Compliance and Taxation

• Ensure accurate calculation and deduction of Provident Fund (PF), Employee State Insurance (ESI), Professional Tax (PT), Tax Deducted at Source (TDS), and Labour Welfare Fund (LWF), wherever applicable.
• Support compliance with applicable Indian labour laws, payroll regulations, and statutory filing timelines.
• Manage monthly and annual payroll-related statutory returns, challans, and reconciliations.
• Support income tax declarations, proof verification, tax calculations, and Form 16 generation.
• Coordinate with statutory auditors and internal stakeholders for payroll audits and compliance reviews.
• Track changes in payroll legislation and implement required updates in payroll processes.

3. Full and Final Settlement

• Process full and final settlements for resigned and separated employees within defined timelines.
• Calculate notice pay recovery, leave encashment, gratuity, recoveries, and other applicable settlement components.
• Coordinate with HR Operations, IT, Administration, and Finance for exit clearances and outstanding dues.
• Ensure accurate settlement documentation and timely communication with employees.

4. Payroll Reconciliation and Reporting

• Reconcile payroll data with attendance, HRMS records, bank statements, and Finance records.
• Prepare monthly payroll summaries, salary registers, cost-centre reports, and employee cost reports.
• Support payroll accounting entries, accruals, provisions, and month-end financial closure.
• Investigate payroll discrepancies and implement corrective measures.
• Generate payroll MIS reports covering headcount, salary costs, deductions, reimbursements, and statutory liabilities.

5. Employee Support and Stakeholder Coordination

• Respond to employee queries related to salary, payslips, tax deductions, reimbursements, PF, and other payroll matters.
• Coordinate with HR Business Partners, Talent Acquisition, HR Operations, Finance, and project managers to validate payroll inputs.
• Manage payroll-related employee documentation and maintain accurate records.
• Handle sensitive employee compensation information with strict confidentiality.
• Coordinate with external payroll service providers, where applicable, and monitor service delivery against agreed SLAs.

6. Payroll Systems and Process Improvement

• Maintain accurate payroll and employee master data in HRMS and payroll systems.
• Identify opportunities to automate payroll processes and reduce manual errors.
• Establish payroll validation controls, checklists, approval workflows, and standard operating procedures.
• Support HRMS/payroll system implementation, testing, upgrades, and process integration.
• Ensure payroll data is secure, access-controlled, and available for authorized audits.

Required Skills and Qualifications

• Bachelor’s degree in Commerce, Accounting, Finance, Business Administration, or a related discipline.
• 4–6 years of experience in end-to-end payroll processing in a mid-sized or large organization.
• Experience handling payroll for 1,000+ employees or a high-volume payroll environment is strongly preferred.
• Strong knowledge of Indian payroll processing, salary structures, statutory deductions, and payroll compliance.
• Hands-on experience with PF, ESI, Professional Tax, TDS, LWF, Form 16, and full and final settlements.
• Experience with HRMS/payroll software such as SAP, Oracle, greytHR, ADP, or equivalent systems.
• Advanced Excel skills, including PivotTables, VLOOKUP/XLOOKUP, and payroll data reconciliation.
• Good understanding of payroll accounting, employee compensation, and financial reconciliation.
• Strong analytical skills, attention to detail, problem-solving abilities, and time management.
• Ability to maintain confidentiality and meet strict monthly payroll deadlines.

Preferred Qualifications

• Experience in IT services, software product engineering, engineering services, or technology organizations.
• Experience managing payroll for employees deployed across multiple client projects or business units.
• Exposure to variable pay, incentives, reimbursements, employee benefits, and complex salary structures.
• Experience supporting internal audits, statutory audits, and payroll process improvements.
• Knowledge of payroll automation, HRMS integrations, and data validation controls.

Key Performance Indicators (KPIs)

• 100% on-time payroll processing and salary disbursement.
• High payroll accuracy with minimal errors and reprocessing.
• Timely completion of statutory payments, filings, and reconciliations.
• Timely closure of full and final settlements as per applicable requirements and company timelines.
• Accurate payroll MIS and financial reporting.
• Timely resolution of employee payroll queries.
• Compliance with payroll audit requirements and internal controls.
• Reduction in manual payroll errors through process improvement and automation.

Key Competencies

• End-to-End Payroll Management
• Indian Payroll Statutory Compliance
• Payroll Reconciliation and MIS
• HRMS and Payroll Systems
• Advanced MS Excel
• Financial Accuracy and Audit Readiness
• Employee Query Management
• Confidentiality and Data Security
• Process Improvement and Automation
• Manage monthly payroll processing for employees deployed across multiple client projects, business units, and cost centres.
• Validate employee project mapping, billing status, attendance, timesheets, leave, loss of pay (LOP), overtime, and shift allowances before payroll processing.