Form

Form 16 can be accessed from the Forms dropdown in the payroll section. Navigate to Forms → Form 16 to open the Form 16 generation screen.

In Pletox, the Form 16 module enables authorized users to generate, download, and issue Form 16 certificates directly from payroll data. Form 16 is an Income Tax certificate issued by the employer to employees, summarizing salary paid and TDS deducted during a financial year.

This module ensures:

• Compliance with Income Tax Act (India)

• Accurate TDS reporting based on payroll

• Easy distribution of Form 16 to employees for ITR filing

Form 16 generation in Pletox is permission-based and primarily controlled by the Super Admin.

Form 16 – Filters and Actions:

The Form 16 screen includes filter options to generate certificates for specific employees and assessment years.

1. Assessment Year:

• Used to select the financial year for which Form 16 needs to be generated.

• Example: 2025–26

• The system fetches payroll and TDS data relevant to the selected year.

Purpose: Ensures Form 16 is generated for the correct tax period.

2. Employee:

• Used to select a specific employee.

• Form 16 will be generated only for the selected employee.

3. File Type:

• Used to select the output format of Form 16.

• Available option:

• PDF

• CSV

4. Generate Certificate Button

• Generates Form 16 based on:

• Selected Assessment Year

• Selected Employee

• Payroll and TDS data

• Once generated, the certificate can be:

• Downloaded and Shared with the employee

Access Control & Permissions (Form 16)

The Form 16 module is permission-based and controlled from employee settings.

Permission Path:

Settings → Employee → Employee Edit → Permission Tab → Payroll → Form 16

Available Permission Toggles:

Each permission has a separate toggle:

1. View (My All)

• Allows viewing Form 16 details of all employees.

• Typically enabled for Super Admin only.

2. View (My Team)

• Allows managers to view Form 16 for their team members only.

3. View (My Self)

• Allows employees to view their own Form 16 (if enabled).

Default Access:

Only Super Admin users have the authority to generate Form 16 certificates, as this action involves statutory tax data and official income tax disclosures. Restricting this capability ensures data accuracy, compliance with income tax regulations, and prevents unauthorized creation or modification of Form 16 documents

• Super Admin: Full access (View + Generate)