Print Program for Form 16
Use
This function enables you to print for a financial year, for an employee, the following sections of Form No. 16 and Form No. 16AA:
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1. Details of Salary Paid and Any Other Income and Tax Deducted
This section displays the income, deductions and tax details of the employee for the financial year.
2. Details of Tax Deducted and Deposited into Central Government Account
This section displays the:
¡ Tax Deducted at Source (TDS)
¡ Surcharge
¡ Education Cess
¡ Total Tax Deposited
¡ Cheque/DD No. (if any)
¡ BSR Code of Bank Branch
¡ Date on Which Tax Deposited
¡ Transfer Voucher/Challan Identification Number
The two sections mentioned above form the main part of Form 16. The following two reports are also printed along with Form 16:
This report displays, the amounts for the different components of:
¡ Emoluments Paid
¡ Perks
¡ Income from Other Sources declared by the employee and processed in the payroll runs
¡ Exemptions u/s 10
This report is a statement showing particulars of:
¡ Perquisites
¡ Other fringe benefits or amenities
¡ Profits in lieu of salary
A copy of the Form 16 is given to the employee by the employer at the end of the financial year or on termination of the employee.
Form No. 16AA contains a Header and a Footer.
Form No. 16AA is printed for employees for whom both of the following conditions are fulfilled:
● Have an annual income less than INR 150,000
● Do not have any income from other sources to be processed by the SAP payroll
● Multiple Form 16
If you have implemented the SAP Payroll across a group of companies, you can issue separate Form 16 to an employee for the period of his or her employment in each of these companies.
If you are already live with the SAP Payroll, you can enable Multiple Form 16 from the beginning of the financial year, example, from April 1, 2002.
Once you have enabled Multiple Form 16, you should not revert it.
If an employee has been with the same group for discontinuous periods in the same financial year, the employee will get a separate Form 16 for each continuous employment with a Group. For example, an employee has been with:
¡ Group 1 of ABC between April 1, 2001 - July 31, 2001
¡ Group 2 of ABC between August 1, 2001 - December 31, 2001
¡ Group 1 of ABC between January 1, 2002 - March 31, 2002.
In this case, the employee will get three separate Form 16, two from Group 1 and one from Group 2.
Integration
The report reads the:
● PAN/GIR Number of the employee from the Personal Ids infotype (0185) 0002 subtype.
● PAN Number, TAN and the GIR of the employer through the Feature to return Employer ITax related data (40ECC). To configure this feature, go to the IMG under Payroll India ® Tax ® Basic Settings ® Maintain Feature to Return Employer IncomeTax Related Data.
● TDS Circle address from the table view Personnel Subarea grouping for Tax (V_T7INT5).
Prerequisites
● You must have the payroll results for all the periods in the financial year, for which, the employee has been with your organization.
● You must have defined the Tax Groupings, and assigned a TDS Circleand Payee Key to a Tax Grouping. To do this, go to the IMG under Payroll India ® Tax ®Basic Settings ®Define Personnel Area and Subarea Groupings for Tax.
● You must have assigned an employee to a Tax Grouping according to his/her Personnel Area and Personnel Subarea. To do this, go to the IMG under Payroll India ® Tax ® Basic Settings ® Assign Tax Groupings for Personnel Areas and Subareas.
● You must have maintained the Employee Address constant (ADDSS) of table view Payroll Constants (V_T511K). To do this, go to the IMG under Payroll India -> Other Reports -> Form 16 -> Maintain the Addresss to be Printed on Form No. 16AA.
● To enable Multiple Form 16, you must have implemented the following in all the systems and all the clients:
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a. In the Implementation Guide for Customizing (IMG), go to General Settings ® Field Display Characteristics ® Global Field Display Characteristics ® Preallocate global field values.
b. Select Payroll ® India in the Application Component Hierarchy.
c. Create the Global Field for the PIN_MUF16 data element.
d. Set the value of this Global Field to the begin date of the financial year, from which you want to enable Multiple Form 16.
For example, you want to enable Multiple Form 16 in your organization from April 1, 2002. In this case, you must set the Global Field Value to 20020401. Once you have activated this Global Field value, you must not revert it.
● To capture the tax on non-monetary perquisites, if the employer pays this tax on behalf of the employee, you must have implemented the Business Add-In (BAdI), HR_IN_TAX_EMPLOYER. This tax amount is printed on Form 16 under point 16b (Tax paid by the employer on non-monetary perquisites u/s 192(1A) on perquisites u/s 17 (2)). To implement this BAdI, go to the IMGunder Payroll India ® Other Reports ® Form 16 and Form 24 ® BAdI: Tax on Non Monetary Perk Paid by Employer for Form 16 Reporting.
● To determine the name and address of the employer, which is printed on Form 16, based on parameters other than the standard, you must have implemented the Business Add-In (BAdI), HR_IN_ER_ADDRESS. To implement this BAdI, go to the IMG under Payroll India ® Other Reports ® Form 16 and Form 24 ® BAdI: Determine Address of Employer Based on Different Parameters.
● You must have executed the Print program for form 24 report (HINCF240). The system reads the TemSe file that is generated by the Form 24Q report to print the data in the Details of Tax Deducted and Deposited into Central Government Account section of Form 16.
Features
● It is mandatory to enter the Company Code of the employee.
● If you enter the Personnel Area, Personnel Subarea or Payroll Area, the report reads records for all employees that exist for that Personnel Area, Personnel Subarea or Payroll Area only.
● You have to enter the financial year for which the report is valid. In the printed report, the From date displays either the financial year begin date or the date on which the employee joins the organization, whichever is later. The To date displays either the financial year end date or the date on which the employee leaves the organization, whichever is earlier.
● In the Person Responsible field, you must enter the name of a person from your organization. The name of this person will appear at the bottom of the form. This person has to sign against his or her name on the form.
● If you want Original Document to be printed on the report, select the Original Document indicator.
● If you do not want to print the form in the layout given by SAP, select Customer Layout and enter the name of the layout created by you. You can create your own layout through transaction SE71.
● The TemSe files, which are generated by the Print program for form24 report (HINCF240), may not exist for a quarter. You can execute either of the following so that the details are printed in the Details of Tax Deducted and Deposited into Central Government Account section of Form 16:
○ Generate Form 24Q again for the the relevant quarter. In this case, you can leave the File Path field blank. You must not have selected the TemSe File (Test)option on the selection screen of Print program for form24 report (HINCF240) while generating Form 24Q. The Form 16 report does not read the TemSe files that are generated as test runs.
○ Upload the worksheet with the tax data for the relevant quarter. In this case, in the File Path field, enter the path where the file is stored in your local machine. The data in this worksheet is given preference over the data in the TemSe file.
● If you want the system to print the standard Form No. 16 instead of Form No. 16AA for the employee, select the Execute the Standard Form indicator.
● You can enter the text to be printed at the footer of the report in the Free text for footer field.
Activities
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1. From SAP Easy Access menu, choose Human Resources ® Payroll ® Asia/Pacific ® India ® Subsequent Activities ® Annual ® Legal Reports ® Income Tax ® Form16.
The Print program for Form 16 screen appears.
2. Enter the relevant selection criteria.
3. Enter the Company Code.
4. Enter the Date of Payment and the Bank where tax is deposited details for the 12 regular payroll runs, if required. For details see Tax Deducted and Deposited into Central Government Account.
5. Enter the User Parameters.
6. Enter the Output Format.
7. Enter the Footer Text.
8. Choose Program ® Execute.