How to Generate Government Compliance Forms in CrmLeaf
All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Which forms are relevant depends on the countries in which you employ people.
Availability: All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Which forms are relevant depends on the countries in which you employ people.
Overview
After payroll is processed, most organisations must report contributions and deductions to a government authority. CrmLeaf produces government-form compliance outputs for Provident Fund, Employees' State Insurance and Professional Tax, including the Electronic Challan cum Return, Form 5 and Form 10, and statutory filing outputs for the Gulf Cooperation Council countries. This article explains how to produce them and what to check first.
CrmLeaf produces the output file or document. It does not submit anything to an authority on your behalf.
How It Works
Compliance forms are generated from processed payroll data, so nothing can be produced until the payroll run for the period is complete and reviewed.
Run payroll → Review statutory report → Select form and period → Generate output → File with the authority
- Each form draws on the statutory components configured in your salary structures.
- Payroll reports per statutory type let you reconcile a period's totals before producing a form.
- Outputs are produced per period, so late corrections to payroll must be made before the form is generated.
- Filing itself, and payment of the contribution, happens outside CrmLeaf.
Who Can Use This Feature?
Administrator
- Generate Provident Fund, Employees' State Insurance and Professional Tax compliance outputs.
- Reconcile a period's statutory totals before generating a form.
- Download or Export the output for the organisation's advisor or filing agent.
This functionality is available only to Administrators.
Prerequisites
- The Payroll add-on module enabled for your account and your role.
- Statutory components configured and included in the relevant salary structures.
- Payroll generated, reviewed and processed for the period the form covers.
- Your organisation's statutory registration numbers to hand.
- Current form versions and submission deadlines confirmed with a qualified compliance advisor.
For Administrators
Step 1: Confirm payroll for the period is complete
What to do: Confirm that payroll for the period has been generated, reviewed and its status updated for every department you must report on.
What to verify: No department is still outstanding, because a partial period produces a partial form.
Step 2: Reconcile the statutory totals
What to do: Open the report for the statutory type you are filing and reconcile the employee and employer totals for the period against your payslips and your own expected liability.
What to verify: Totals agree before you generate an output. A form generated from unreconciled data will need to be revised after filing.
Step 3: Open the statutory filings screen
What to do: Open the statutory filings area and select the form you need.
What to verify: The forms available match the statutory items you have configured.
Step 4: Select the form and period
What to do: Select the statutory form and the payroll period it covers. For Provident Fund filing in India, this includes the Electronic Challan cum Return, and the Form 5 and Form 10 outputs.
What to verify: The period selected is the period you intend to file, especially near a month or quarter boundary.
Step 5: Generate and download the output
What to do: Generate the output, then Download or Export it. Check the employee count and the total contribution value in the output against the report you reconciled in step 2.
What to verify: Registration numbers, employee identifiers and totals in the output are correct and complete.
Step 6: File with the authority
What to do: Submit the output through the relevant authority's own portal or process, or pass it to your filing agent or advisor. Record the submission reference outside CrmLeaf according to your own record-keeping policy.
What to verify: Submission is completed within the statutory deadline that applies to you.
Expected Result
The selected government compliance output is generated for the chosen period from processed payroll data, and is downloaded ready for submission to the relevant authority by you or your filing agent.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Payroll is a paid add-on module. Confirm it is included in your plan.
- Form versions, formats, contribution rates, wage thresholds and filing deadlines are set by the relevant government authorities, change over time, and must be confirmed with a qualified compliance advisor before you rely on any generated output.
- CrmLeaf produces the filing outputs from your payroll data. It does not submit returns to any authority on your behalf, and it does not pay contributions.
- Deadlines are not advisory. In India, Provident Fund deposits are due by the fifteenth of the following month, and late deposits attract interest at 12% per annum under Section 7Q of the Employees' Provident Funds and Miscellaneous Provisions Act, 1952, plus damages under Section 14B of up to 25% of arrears.
- In the United Arab Emirates, non-compliance with the Wages Protection System can trigger a hiring ban after one month's delay, and the file must be submitted in the exact format specified by the Ministry of Human Resources and Emiratisation (MOHRE). In Qatar, Wages Protection System transfers must be completed within seven days of the agreed payment date.
- This article is documentation, not tax or legal advice.
Common Scenarios
Example: monthly Provident Fund filing in India. The Administrator completes payroll for all departments by the fifth of the month, reconciles the Provident Fund report, generates the Electronic Challan cum Return output, and passes it to the organisation's advisor for submission to the Employees' Provident Fund Organisation (EPFO) ahead of the fifteenth.
Example: quarterly tax reporting. Because tax deducted at source in India is filed quarterly as Form 24Q under the Income Tax Act 1961, the Administrator reconciles three processed monthly payroll periods before the quarterly filing is prepared.
Example: joiners and leavers in a month. A month with several joiners and exits is reconciled carefully before Form 5 and Form 10 outputs are generated, because employee movements are exactly what those outputs report.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A form cannot be generated for a period | Payroll has not been processed for that period, or not for all departments | Complete and process payroll for every relevant department, then generate the form. |
| Employees are missing from the output | Those employees do not carry the relevant statutory component in their salary structure | Add the statutory component to their salary structure and generate payroll for the period again. |
| Output totals do not match the statutory report | Payroll was regenerated after the report was reviewed | Re-reconcile the report for the period, then generate the output again. |
| The statutory filings screen is not available | The Payroll module or the required role access is missing | Ask your Administrator to enable the module for your role. |
| The authority rejects the submitted file | The form version or format required has changed, or registration details are incorrect | Confirm the current required format with your compliance advisor, correct the registration details, and generate the output again. |
Frequently Asked Questions
Does CrmLeaf submit my returns?
No. CrmLeaf produces the filing outputs. Submission is done by you or your filing agent through the authority's own process.
Which compliance forms are covered?
Government-form compliance is documented for Provident Fund, Employees' State Insurance and Professional Tax, including the Electronic Challan cum Return, Form 5 and Form 10, alongside statutory filing outputs for the Gulf Cooperation Council countries.
Can I generate a form before payroll is finalised?
Forms are produced from processed payroll data. Complete and review the run first.
What if a rate changed part way through the year?
Configure the correct rate for each period before that period's payroll is run, and confirm the treatment of any retrospective change with a qualified compliance advisor.
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