Get a view on our approach to payroll services for the Indian market

2. Key Contents
About TopSource
Why do we exist?
How do we solve problems?
Our Experience in Payroll Processing
Our Approach
‘PayOne’ – Web based payroll portal
Online Leave Management System
Quality
Infrastructure
In-House Vs Outsourced Payroll
TopSource – your outsourcer of choice

3. About TopSource
Offices in – India & UK
Mumbai, Pune, London & Kent
14000 Sq.ft. Operations Center
Core team of CAs & IT
Professionals
In-house IT Infrastructure
& Systems
Total Team of
180+ People

4. About our Clients
200 + Clients in India & UK
150000 Payslips/Month
75 Mgmt Accounts/Month
50,000 + Invoices/Month
300+ Bank Reco/Month
2000 Supplier Reco/Month
10000+ Journals/Month
• IT-ITES
• Manufacturing
• Engineering
• Telecom
• Pharma
• Internet Media
• Consulting
• Shipping

5. Why do we exist?
Save Money
Free up Reduce
Time Risk
TopSource
Process Scalability
Timely & &
Accurate Flexibility
Payroll
Reduce
Salary &
information
leakages

6. How do we solve problems?
With Payroll
Competitive rates team with
well mapped data & process
processes backup
& documentation Save Money
Free up Reduce
Time Risk
With With
Qualified In-house IT
& Experienced How do Development
CAs & Payroll we solve team at
Professionals 14K sq.ft
Process
problems? office
Scalability
Timely &
&
Accurate
Flexibility
Payroll
Reduce
With Salary &
Technical & Information
Human Security leakages
measures

7. Sample Payroll Process Flow

8. Our Experience in Payroll
End-to-end payroll processing
Payslips, banking upload, TDS, professional tax
e-TDS and statutory returns filing, etc.
Standard and bespoke reports
Statutory reports – Form 16, 12BA, Q24, 27A
Provident Fund Forms 12-A, 3-A, 6-A, 5, 10
Bonus, ex-gratia, overtime, leave encashment, PF
Loans and advances tracking
EMI calculation for loans
Arrears calculation
Payroll journal preparation
All annual reports

9. Our Experience in Statutory Compliances
Provident Fund
 A/c opening, Nomination for new joinees
 Computation of PF contribution
 Monthly Filing of Form 5, 10, 12-A
 Filing of annual returns in 3A, 6A in March
 Help the employees in filling of form 10C, 13, 19 etc.
for withdrawal/ Transfer of outgoing members
ESIC
 Preparation of monthly ESIC challan
 Maintenance of Form 7 in ESIC register
 Preparation, verification and submission of all statutory
forms
 Collection of temporary and permanent insurance
cards
Labour Welfare Fund
 Preparation & filing of Half Yearly return
Profession Tax
 Preparation & filing of monthly challan

10. TopSource's Delivery of Services across the Globe
At TopSource we work with our clients parent/holding companies
across the Globe
Our Program Managers & Project Managers interacts on a regular basis
to deliver outputs to our client contacts located in US, UK, Denmark,
Germany, Singapore, Spain and India.

11. TopSource's Pan-India Delivery of Services
Our project managers and
perations staff serve our
customers and
their employees across India.

12. Our Approach to Outsourcing
Document key processes Run trial and/or parallel
Adjust processes to improve service
Identify risk areas
Determine workflow flow dynamics

13. PayOneTM Web-based Payroll - 1
Employee Self Service provided 24X7 over the web
Employees can have secured access to ‘PayOne’
Individual login and password for viewing payroll data
See and download historical payslips
Update Investment Declarations
Review latest income-tax computation and Provident Fund
calculation
Raise queries online – Turn around time of 24 hrs
100% secured and restricted access to only self records

14. PayOneTM Web-based Payroll - 2
Client Self Service for department heads and HR
Flexible querying and reporting on data in PayOne
Customised functionality as per user requirement
Integrated leave Management and Attendance Recording System
Bespoke Timesheet and overtime recording systems can be provided as
per custom needs
Flexible compensation structure definition permissible along with the
ability for employees to change predefined components
Complete Employee Self Service implemented on a Touch Screen Kiosk
to enable easy access anywhere in the workplace

15. PayOneTM Touch Screen Kiosk
Employee Self Service available on Touch Screen Kiosks
PayOne application view is changed for ease of use via a Touch Screen
Same data – Different views via Touch Screen Kiosk and Desktop internet
application
Can easily be implemented for Shop Floor usage or in environments
where application access is restricted in the work place
Lock-down browser ensures that no access is allowed to any other
websites
Attract pages can be viewed on the Kiosk when it is idle. Daily
announcements can be configured on these attract pages.
It is a HR and Payroll data ATM !

16. PayOneTM Touch Screen Kiosk

17. PayOne – LMS Leave Management System
Employees can have secured access to ‘Leave Management System’
Works in three levels – Employee User, Manager, Admin
Employees can apply for leave online, can see leave records like – Leaves
- Availed, Accrued, Encashed & Balance
Respective Managers can View/Approve/ Reject leave applications for their
team members and system generates auto-mailers for the actions taken
Complete flexibility to define any type of leave policy
Multiple leave policies can be defined based on types of leave (PL,SL,CL
etc.), locations, group of people (Staff, Workers, Top Managers etc.),
nature of work etc.
Outdoor duty can be configured as a leave type
Employees can be assigned to leave policies and the assignment can be
changed online.
Reports are available for leave tracking, MIS and for interface to Payroll.
100% secured and restricted access to only self records for
employees and managers.

18. PayOne Attendance Recording System
Integrated with swipe card and biometric access systems
Integrated with Leave Management System
HR can override system recorded attendance to handle exception cases.
The Attendance records provides a view on leaves, weekly offs and
worked / not worked days summary
Overtime can be calculated on the basis of predefined rules for the
company
Directly integrates with Payroll Processing
Reports are available for Monthly attendance, Shift worked, late entry and
Early out, Overtime hours, Shift Count and leave Card.
100% secured and restricted access to only self records for employees
(read only) and managers.

19. Project Support
 One Project Manager owns day-to-day relationship, supported by his ops
team for payroll and PF
 One Programme Manager available for process escalation
 One Director available for further escalation and all business issues

20. Quality
 We are serious about quality
 We have a focused QA group responsible for QA and
process improvement
 We invest in rigorous quality checks
 We do 100% QA for:
 All employee amendments
 Every email containing instructions for payroll
 All banking information
 Estimated/Actual investments for the purpose of
calculation of IT
 All statutory reports, challans

21. Infrastructure
8 Mbps bandwidth
Additional bandwidth available on demand
Dual back-up power supply via generator and UPS
On premise back-up for all workstations

22. Infrastructure
Batch management, daily ongoing data back-up facility and clear
disaster recovery plans
Linux-based proxy server and firewall for Internet and data security
Anti-virus protection on all workstations and servers
All workstations are password protected with regular periodic forced
change of passwords
Restricted access to documentation to concerned and responsible
personnel only
Log time-in / time-out in access control register
24x7 manned security for the STP
NDA signed with all employees

23. Outsource Vs In-house
Various Cost of Resources Payroll Done Payroll Outsourced to
In-house with Software TopSource
Hardware Yes
Software Licenses Yes
Database Licenses Yes
Systems Cost No Cost
Software Development & Customization Yes
Software Training and Operation Yes
Administration Yes
Cost of Analysis/Study Yes
Maintenance/AMC Yes
Recruitment Cost Yes
Training Cost Yes
People Cost No Cost
Salary Cost Yes
Retaining Cost Yes
Infrastructure Overheads Seat Cost x Number of People into Payroll Yes No Cost
Opportunity Cost Salary Information Leakage & Other issues Yes No Cost
Much Wider Scope of Payroll Services
Investments Verifications Not Done Done by TopSource
End-to-end
F& F Cases & Form 16 Not Done Done by TopSource
Payroll
E-TDS Filling Not Done Done by TopSource
Statutory Compliances – PF, PT, ESIC, LWF Not Done Done by TopSource
Query Handling Not Done Done by TopSource

24. TopSource Your Outsourcer of choice
Continuous process improvement
Experts managing the teams
Rigorous implementation planning
Detailed process study supported by documentation,
ready for internal and external audits
Global experience at competitive price
Excellent client references

25. The End
Thank You!