Payroll Software Questions & Answers

Paysquare doesn’t have a built-in Power BI connector out of the box, but you can export payroll data (reports, attendance, payslips, compliance summaries) or sync it via your HR/ERP system into Power BI for dashboards and deeper analytics; many teams use CSV/Excel exports or third-party connectors to feed Paysquare payroll and compliance data into Power BI for insights on costs, headcount trends, taxes, and payroll variances.

• Activation steps message – Explain that UAN must now be activated through the UMANG mobile app using Aadhaar + Face Authentication, with a short 3-step guide.
• Pre-requisites alert – Tell employees to ensure Aadhaar is updated, mobile number is linked, and the Face RD app is installed.
• Deadline & impact note – Clarify that PF services (KYC, passbook, updates) won’t work until activation is complete.
• Support & fallback info – Provide helpline details, common error fixes, and a reminder to upload confirmation/screenshot for HRMS tracking.

• Let onboarding capture all PF-required fields but mark UAN as pending FAT verification so payroll can run with a temporary placeholder ID.
• Trigger employee-led UAN creation via UMANG/FAT in parallel and poll status daily until activation.
• Add a PF compliance holds only for contribution filing, not salary processing, so payroll isn’t blocked.
• Auto-update UAN in HRMS once FAT succeeds and regenerate PF challans retrospectively for that month

• Allow backdated ESIC registration only after validating that the employee falls within the amnesty scheme’s eligible period and documentation requirements.
• Record the actual joining date and the amnesty-approved coverage start date separately so payroll doesn’t auto-calculate penalties for the waived period.
• Generate a compliance note (proof of amnesty, employer declaration, portal screenshot) and lock edits to prevent retroactive manipulation.
• Apply contributions prospectively from the approved start date and track any exceptions in a monthly audit report.

• Add fields in the payslip for UAN, Aadhaar-seeded status, and masked Aadhaar (XXXX-XXXX-1234) to match EPFO’s latest displayed format.
• Use name and DOB exactly as per EPFO KYC to avoid mismatch—pull these from the HRMS KYC-verified fields only.
• Ensure PF components show employee PF, employer PF (EPS + EPF split), and total contributions in the same structure EPFO shows in passbooks.
• Keep statutory IDs in a fixed, non-editable block so formatting remains consistent with EPFO/ESIC statutory templates.

• Use an authorized EPFO or vetted third-party UAN verification API (sandbox first) to do real-time/batch checks, call the API and receive verification + transaction ID rather than scraping the portal. 
• Transmit only minimal, non-recoverable identifiers (e.g., HMAC/hash of UAN or one-way token) to the API; never store raw Aadhaar or unmasked PII, persist only verification status, API transaction ID, timestamp and consent record. 
• Design the flow: upload CSV → client/service hashes UANs → call vendor API in throttled batches → store only masked UAN/status/txn-ID → purge raw files and keep encrypted audit logs for compliance. Also keep an opt-in/consent record for each employee.

• Activation steps message – Explain that UAN must now be activated through the UMANG mobile app using Aadhaar + Face Authentication, with a short 3-step guide.
• Pre-requisites alert – Tell employees to ensure Aadhaar is updated, mobile number is linked, and the Face RD app is installed.
• Deadline & impact note – Clarify that PF services (KYC, passbook, updates) won’t work until activation is complete.
• Support & fallback info – Provide helpline details, common error fixes, and a reminder to upload confirmation/screenshot for HRMS tracking.

• Set a KYC verification cutoff (e.g., T-3 days before payroll lock) after which pending Aadhaar/UAN updates won’t affect the current cycle.
• Freeze PF-sensitive fields (name, DOB, gender, Aadhaar) at cutoff and defer any unverified changes to the next cycle.
• Allow payroll to run but block PF challan generation until EPFO approves the update.
• Generate a daily KYC Pending vs Cutoff exception list for HR to follow up.

• Treat profile updates as member-led: block employer edits where EPFO requires self-KYC and prompt employees to update via UAN/UMANG after Aadhaar/FAT verification.
• Build a simple 3-step workflow: (1) pre-check (mobile/Aadhaar linked), (2) trigger & guide employee to self-update (UMANG/UAN) with OTP/FAT, (3) poll EPFO/APIs and auto-set HRMS status when KYC confirmed.
• HRMS changes: disable employer edit for restricted fields, add immutable audit trail (who/when), store EPFO KYC transaction IDs and timestamped statuses for payroll gating.
• Exceptions & SLAs: route mismatches to a JD/verification queue (manual review), allow document upload with strict access control, and surface daily exception reports to HR until EPFO approval.

• Pending UAN Activation Report – List employees whose UAN exists but isn’t activated because Aadhaar Face-Auth is incomplete.
• Face-Auth Failure Report – Capture failed FAT attempts with reason codes (mismatch, poor lighting, invalid Aadhaar mobile).
• KYC Status Report – Show Aadhaar-seeding status vs. activation status to identify who is stuck only due to FAT.
• Compliance Dashboard – Daily summary of total pending activations, retries, and ageing (e.g., 0–7 days, 7–15 days)."