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The Proof of Investment (POI) module consists of the complete process of declaration of employees' investments to save tax. To ensure minimum tax deduction, all the employees must declare the number of investments they plan at the beginning of every financial year. Employees' taxable income is then computed based on their POI(s) and subsequently, tax is then deducted from employees' salaries every month. At the end of the financial year, a payroll/ finance manager enables the declaration window for employees. Employees must then submit the proof of the declared investments.  Planning and submitting the proof of investments for saving tax is solely the responsibility of employees. After submission of POIs, it is the responsibility of a payroll/ finance manager to review and submit the investment. The greytHR offers a systematic process of managing the complicated process of submitting POI for admins as well as employees.

You can perform the following tasks using the POI Module:

  • Release, track, review and consider POI easily and have complete control of employees' POI form.
  • Set auto-lock date for POI.
  • Releasing the POI form for the selected or all employees.
  • Uploading and downloading the documents of individual employees in bulk.

  • Send a reminder to employees to submit POI.
  • Review individual proof attachment for each employee and take actions (Approve/Reject/Override).
  • Capture family details as part of the POI declaration.
  • Re-Release individual items for employees to declare.
  • Section-wise declaration.
  • Easy tracking of POI form for admin and employees both.

You can learn and perform the following tasks through this documentation page: 

  1. POI Settings
  2. Yet to be released
  3. Released
  4. Pending for Review
  5. Pending for Payroll 
  6. Considered for Payroll

To view the POI Overview page, navigate to Payroll > Admin > POI Overview.


POI Settings

The POI settings help you in adjusting the settings related to POI as per your requirements. To open POI Settings, click the Settings icon on the right side of the screen. The POI Settings widget opens.

POI Settings includes the following settings:

  1. General Settings
    1. Family Details Mandatory for dependent Claims?
      Select this option to collect family details.
    2. General Instructions
      Enter the instructions related to POI declaration for your employees. These instructions are displayed on the POI declaration page.
  2. Attachments
    1. Enable Attachments
      Selecting this option will allow employees to attach their POI for declaration.
    2. Mandatory
      Selecting this option will make the POI attachment mandatory for the employees either section-wise or for all the components. Employee(s) will not be able to submit the declaration until they attach the proof of their investment to the form.
    3. Attachment For
      1. Section Wise: Selecting this option will enable individual attachments for each section in the employees' POI form.
      2. Common: Selecting this option will enable proof attachment in bulk upload for employees. 
  3. Employee ESS Settings
    1. Allow employees to change regime while submitting POI: Selecting this option allows employees to change their regime at the time of submitting their POI form.

    2. Allow new Joinee without IT declaration to select regime during POI declaration: This option allows a new joiner to select regime at the time of declaring POI without declaring IT.

    3. Allow employees to acknowledge their declaration: At the time of submitting POI, you now have the option to provide a declaration note to the employees which they must acknowledge before submitting POI.

    4. Declaration Note: In the Declaration Note description box, you can enter the note which employees must acknowledge before submitting the POI.

      You must click Save Settings to save your changes in the POI Settings

Filter employees as per regime

This option helps you in viewing the employees based on their regime selection. The Filter employees as per regime list have the following three options:

  • New Regime: Selecting this option will help you to view all the employees who have chosen the New Regime.
  • Old Regime: Selecting this option will help you to view all the employees who have chosen the Old Regime.
  • Both: Selecting this option will help you to view all the employees.

Filter employees based on employment status

This option helps you to filter the employee list based on the employment status i.e. Active and Resigned. Select Active to view the current employees. Select Resigned to view the separated employees for the current financial year.

Excel Export 

You can download and export the POI Overview tab information in Excel format. To export POI forms, perform the following actions: 

  1. Navigate to the POI Overview page. To navigate to the POI Overview page, click Payroll > Admin > POI Overview.
  2. On your POI Overview page, click any tab for which you want to download the POI information. 
  3. Click Excel Export. The excel file automatically downloads to your system.  

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POI Tabs

Yet to be released

On the POI Overview page, under the Yet to be released tab, you can view the count and list of employees for whom you are yet to release the POI form. You can release the POI declaration form for the employees either individually or in bulk. 

Release Employees' POI Form in Bulk

  1. On the POI Overview page, under the Yet to be released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select Bulk Select option.
  3. Select multiple or all employee(s) for whom you want to release POI. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header. 
  4. Under Employees Selected, select Release
  5. Click Submit to release POI for selected employees. A Release pop-up appears.
  6. You can set the auto lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto lock due date from the calendar.  
  7. Click Release to release POI form for employees.

Release Individual Employee's POI  

  1. On the POI Overview page, under the Yet to be released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Individual Details option.
  3. Select the employee for whom you want to release the POI. To select the employee, click the employee name displayed under the Employee Name list. You can also search and select the employee by entering the employee name or employee ID in Enter Emp. Name or ID search box

  4. On the right side of the screen, under the View Form tab, click Release Form

  5. Click Submit to release POI for the selected employees. A Release pop-up appears.
  6. You can set the auto lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto lock due date from the calendar.   
  7. Click Release to release the POI form for the selected employee.

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Released

After you have released the POI form for the employees from the Yet to be released tab, the employees move under the Released tab. The Released tab displays a count and list of all the employees, to whom you have released the POI declaration form. Under the Release tab, you can perform the following actions: 

Remind Employees' to Declare POI

This option helps you to send a reminder email to the selected employee(s) for declaring IT. To send a reminder to the employee(s) for declaration, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active option.
  3. Select Bulk Select option.
  4. Select multiple or all employee(s) for whom you want to send reminders regarding the declaration of POI. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header.  
  5. Select Remind option.
  6. Click Submit. Remind pop-up appears.
  7. Enter the remarks for the employee(s) in the text box.  
  8. Click Remind for sending a reminder email to the employee(s).

Reject and Lock POI Form

This option allows you to reject and lock the POI declaration form for selected employee(s). To reject POI forms for the selected employee(s), perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. Select Bulk Select option.
  4. Select employee(s). 
  5. Select Reject POI and Lock to move the employee's POI form to the Pending for Review tab.
  6. Click Submit. Reject POI and Lock pop-up appears.
  7. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of rejecting a POI form. Kindly note that this is a mandatory step.
  8. Click Confirm to reject and lock the POI. The form is then moved to the Pending for Review tab.

Change Auto-Lock Due Date

This option gives you an option to edit the Auto_Lock Due Date for the selected employee(s). To change the Auto-lock Due Date, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active option.
  3. Select Bulk Select option.
  4. Select employee(s). 
  5. Select Change Auto lock Due Date.
  6. Click Submit. Change Auto lock Due Date pop-up appears.
  7. You need to set the auto lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto lock due date from the calendar.  Kindly note that this is a mandatory step. 
  8. Click Confirm to change the Auto-lock Due Date.

Delete POI Form

Delete option lets you delete the POI declared by an individual or multiple employees. Kindly note that this option is available based on user requests. To delete POI, perform the following actions:

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. Select Bulk Select option.
  4. Select employee(s). 
  5. Select Delete.
  6. Click Submit. Delete pop-up appears.
  7. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of deleting a POI form. Kindly note that this is a mandatory step.
  8. Click Delete to delete the POI and move it to the Yet to be released tab.

View Individual Employee's POI Form

You can also view the POI form saved by an employee under the Released tab. There are two tabs available for Individual employees: View Form and Information

  1. On the POI Overview page, under the Released tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Individual Details option.
  3. Select the employee for whom you want to view the POI form. To select the employee, click the employee name displayed under the Employee Name list. You can also search and select the employee by entering the employee name or employee ID in Enter Emp. Name or ID search box.
  4. On the right side of the screen, under the View Form tab, you can view a summary of the form. To view the form in detail, click View Form. You will be redirected to the Overview tab of Review POI page. This page displays the items that the employee has saved but not declared. Kindly note that an admin cannot edit the employee's POI form under the Released tab.

  5. You can also view Additional Details such as Released Date and Auto locked Date under the Information tab on the POI Overview page.

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Pending for Review

After POI is released for employees, the employees must fill, attach relevant documents and submit their POI form for admin's review. Admin can view these forms under the Pending for Review tab. Under the Pending for Review tab, you can change the regime of the employees, add attachments, view, accept/ reject, and re-release each item of POI for individual employees. You can also select the employees in bulk and delete their forms. In such cases, deleted forms move back to the Yet to be released tab. 

Kindly note that the delete option for bulk employees is not available by default. You must activate the same in the application.

Change Employee's Regime

From the POI Review page of the employee, you can change his/her regime. To change the regime of an employee, perform the following actions:

  1. Navigate to Payroll > Admin > POI Overview.
  2. Click the Pending for Review tab. The regime can be changed only from the Pending for Review tab.
  3. From the Filter employees as per regime list, select the required regime. You can choose New Regime, Old Regime, or even Both.
  4. Select the Individual Details option. 
  5. Select the employee for whom you want to change the regime. To select the employee, click the employee name displayed under the Employee Name list. You can also search and select the employee by entering the employee name or employee ID in Enter Emp. Name or ID search box.
  6. Click View Form. You are redirected to the POI Review page of the selected employee.

  7. Click Change regimeRegime Selection pop-up appears.
  8. From the Change Regime list, select the required regime.
  9. Click Save to change the regime of the selected employee. 

Consider Individual Employee's POI Items 

This option helps you to review and consider each item submitted by an employee and take appropriate actions for each item. You can consider, accept, reject or even re-release individual items in an employee's POI form. To review the POI form, perform the following actions:

  1. On the POI Overview page, under the Pending for Review tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Individual Details option.
  3. Select an employee. 
  4. On the right side of the screen, under the View Form tab, click View Form. You will be redirected to the Overview tab of the Review POI page. This page displays the items that the employee has declared. 

  5. Click the Right Arrow icon to go to a particular POI component. You can then view all the details and attachments of the selected POI component.

  6. Click Approve or Reject. Accept/Reject pop-up appears.
  7. Enter the remarks in the Admin Remarks text box. It is important to add remarks, especially when you are rejecting a declaration. This helps the employee to rectify and resubmit the form.
  8. Click Yes to approve the POI component.

  9. Similarly, review all the components. To review the components, kindly follow the action steps from 1 to 7. 
  10. After you have reviewed all the components, click Review and Consider. You are redirected to the Overview tab of Review POI page.
  11. Click Consider POI. The POI form is moved to the Pending for Payroll tab.  

Re-Release POI Items

While reviewing an employee's POI form, there can be items that may not meet the compliance as per the guidelines, and you want to reject them. In such cases, you can re-release those items to the employee. This can be done from the Pending for Review/ Pending for Payroll/ Considered for Payroll tab. To re-release the POI, perform the following actions:

  1. On the Review POI page, click Re-Release.
  2. From the dropdown list select All Items/ Declared Items.
    Note: All Items displays the list of all the components available. You can even release the items which were not declared by the employee. Declared Items displays the list of all the components declared by the employee. 
  3. Select the check box against the items you require the employee to resubmit.
  4. Click Re-Release Selected to release the selected items to the employees for resubmission.  The Re-Release pop-up appears.
  5. Click Re-Release to confirm the rerelease of the selected item.

You can also refer family details of the selected employee on the Review POI page under Re-Release tab. To view family details, click Family Details. The Family Details pop-up appears. You can refer and also add employee's family members and Save the details.


Upload Attachments in Bulk

The default setting to upload attachments is the item-wise individual document upload. To upload attachments in bulk, perform the following actions:

  1. Navigate to Payroll > Admin > POI Overview.
  2. Click the Settings icon on the right side of the screen. The POI Settings widget opens.
  3. Under Attachment For, select any one of the following options:
    1. Section Wise: Selecting this option will enable individual attachments for each section in the employees' POI form.
    2. Common: Selecting this option will enable proof attachment in bulk upload for employees. 

In case, if you want to collect additional documents apart from their proof of investments, you can raise a request to our support team. They will activate the Other Attachments option in the employees' POI form.


After Enable item wise attachment in POI declaration option is disabled and you have released a fresh POI for an employee, you can view the bulk upload option under the POI Components in the Review POI page. The bulk upload option is called Proof Attachment


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Pending for Payroll

After an employee's POI form is considered, the form is moved to the Pending for Payroll tab. You can filter employees based on regime and employee declaration. Under this tab, you can view the form in read-only mode for the individual employees. Also, you can perform the following actions for employees in bulk:

  1. Re-Release 
  2. Push to Payroll
  3. Delete
  4. Review Again

Re-Release POI Forms

You can Re-Release the POI form for multiple employees at a time. Re-releasing the POI form will move the form back to the Released tab. However, re-releasing the POI form does not clear the existing POI information. To re-release the POI, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select multiple or all employee(s) for whom you want to re-release POI. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header. 
  6. Select the Re-Release option.
  7. Click Submit. A Re-Release pop-up appears. You can set the auto lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto lock due date from the calendar.  
  8. Click Re-Release to release the POI form again.

Push POI Forms for Payroll

After you have reviewed an employee's POI form, you can consider it for payroll. This helps in calculating income tax for the employee. To push a POI form to payroll, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option. 
  5. Select employee(s).
  6. Select the Push to Payroll option.
  7. Click SubmitPush to Payroll pop-up appears.
  8. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of pushing a POI form and the month for which the payroll is considered. Kindly note that this is a mandatory step.
  9. Click Push to Payroll. The POI items will be moved under the Considered for Payroll tab.

Delete POI Forms

After you have reviewed an employee's POI form, you can also delete the form. Deleting a form will move the form back to the Yet to be released tab and all the changes made to the form in the whole POI process will be deleted. To delete a POI form, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select employee(s).
  6. Select Delete.
  7. Click SubmitDelete pop-up appears.
  8. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of deleting a POI form. Kindly note that this is a mandatory step.
  9. Click Delete. The POI items will be moved under the Yet to be released tab.

Review POI Forms Again

You can review the POI form again even if the POI form is considered for payroll. If you select and proceed with Review Again option, the POI form will move the form back to the Pending for Review tab. To review the POI again, perform the following actions:

  1. On the POI Overview page, under the Pending for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select multiple or all employee(s) for whom you want to review the POI form again. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header.  
  6. Select the Review Again option.
  7. Click Submit. A Review Again pop-up appears.
  8. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of reviewing again a POI form. Kindly note that this is a mandatory step.
  9. Click Review Again to review the POI form again. The POI form is moved under the Pending for Review tab. 

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Considered for Payroll

After you have considered an employee's POI form for payroll, the form is moved under the Considered for Payroll tab. A form is considered for payroll from the Pending for Payroll tab. Under the Considered for Payroll tab, you can perform the following actions for employees in bulk:

  1. Re-Release 
  2. Review Again
  3. Re-Consider POI


Re-Release POI Forms

You can Re-Release the POI form for multiple employees at a time. Re-releasing the POI form will move the form back to the Released tab. However, re-releasing the POI form does not clear the existing POI information. To re-release the POI, perform the following actions: 

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select multiple or all employee(s) for whom you want to re-release POI. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header. 
  6. Select the Re-Release option.
  7. Click Submit. A Re-Release pop-up appears.
  8. You can set the auto lock due date here. To set the same, under Due Date, click the calendar icon. Select the auto lock due date from the calendar.  
  9. Click Re-Release to release the POI form again.

Review POI Forms Again

You can review the POI form again even if the POI form is considered for payroll. If you select and proceed with Review Again option, the POI form will move the form back to the Pending for Review tab. To review the POI again, perform the following actions:

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select multiple or all employee(s) for whom you want to review the POI form again. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header.  
  6. Select the Review Again option.
  7. Click Submit. A Review Again pop-up appears.
  8. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of reviewing again a POI form. Kindly note that this is a mandatory step.
  9. Click Review Again to review the POI form again. The POI form is moved under the Pending for Review tab. 

Re-Consider POI Forms

You can Re-Consider the POI form even if the POI form is considered for payroll. You must be assuming now what are the scenarios where a payroll admin has to re-consider the POI. Here is an ideal example: Consider a scenario where employee declarations are modified manually or cleared by payroll admin after considering for payroll. Now, you need to revert back to the previous declarations submitted by employees. In this scenario, you can easily revert back to the previous declarations submitted by employees by using the Re-Consider POI option.  
To re-consider the POI, perform the following actions:

  1. On the POI Overview page, under the Considered for Payroll tab, from the Filter employees as per regime list, select a regime as per your requirements.
  2. Select the Active/Resigned option.
  3. From the Has Employee Declared dropdown list, select the relevant option.
  4. Select Bulk Select option.
  5. Select multiple or all employee(s) for whom you want to re-consider the POI form again. You can select the employees using the check boxes adjacent to their names. To select all employees in one action, select the checkbox adjacent to the Employee Name column header.  
  6. Select the Re-Consider POI option.
  7. Click Submit. A Re-Consider POI pop-up appears.
  8. Read and select all the check boxes. You must select all the check boxes that inform you about the after-effects of re-considering a POI form. Kindly note that this is a mandatory step.
  9. Click Re-Consider to re-consider the POI form again. 

Download proof for an individual employee

To download proofs submitted by an individual employee, you can perform the following actions:

  1. On the POI Overview page, under the Pending for Review/ Pending for Payroll/ Considered for Payroll tab, select the Individual Details option.
  2. Select the employee whose proofs you want to download. 
  3. Click Download Proofs. The proofs are downloaded in your system as a zip folder.
    Note: You can also click View FormDownload Proofs.

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