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Tax Declarations

The Tax Declarations section in VoxHRM allows administrators and HR teams to review, verify, and finalize employee tax declarations for a financial year.

This is where all employee-declared investments are validated before being applied to payroll tax calculations.

Navigate to: Payroll → Settings → Tax Declarations

Tax Declarations Overview​

The main screen displays a list of all employee declarations.

Table Columns​

ColumnDescription
EmployeeName of the employee
Financial YearApplicable tax year (e.g., 2024–2025)
RegimeOld or New tax regime
Total DeclaredTotal amount declared by employee
Total ApprovedAmount approved after verification
StatusDraft / Submitted / Locked
ActionsView details and lock declaration

You can filter declarations using:

  • Status filter → Draft / Submitted / Locked
  • Financial Year filter → e.g. 2024-2025
  • Search → Employee name or relevant data

Declaration Statuses​

StatusMeaning
DraftEmployee is still editing the declaration
SubmittedReady for admin verification
LockedFinalized and cannot be modified

Viewing Declaration Details​

Click the View (👁) icon to open the declaration detail modal.

Declaration Detail Page​

The detail view provides a complete breakdown of the employee’s declaration.

Summary Section​

Displays:

  • Employee name
  • Tax regime (Old / New)
  • Status
  • Financial year

Totals Overview​

MetricDescription
Total DeclaredSum of all declared amounts
Total ApprovedSum of approved amounts
Pending ItemsNumber of items still awaiting verification

Form 12BB​

If uploaded:

  • Displays file name
  • Allows download

Section-wise Verification​

Each declaration contains multiple tax sections (e.g., 80C, HRA, etc.).

Table Columns​

ColumnDescription
SectionTax section name
DeclaredAmount declared by employee
ProofUploaded document
ApprovedVerified amount
StatusItem status
ActionsApprove / Reject / Partial Approve

Item Statuses​

StatusMeaning
PendingAwaiting verification
ApprovedFully accepted
RejectedNot accepted
Partially ApprovedApproved with reduced amount

Verifying Items​

Admins can take actions on each item:

1. Approve​

  • Accept the full declared amount
  • Sets approved amount = declared amount

2. Reject​

  • Reject the entire claim
  • Approved amount becomes 0

3. Partial Approve​

  • Enter a custom approved amount
  • Must be less than declared amount
  • Optionally add a comment

Partial Approval Behavior​

  • Employee receives only the approved amount
  • Comment is visible for transparency
  • Status becomes Partially Approved

Proof Documents​

For each item:

  • Proof file can be downloaded
  • Supported formats include PDF and images

If no proof is uploaded, the item can still be reviewed but should be validated carefully.

Locking a Declaration​

Once all items are verified, the declaration can be locked.

Lock Button Availability​

The Lock Declaration button appears only when:

  • Declaration status is Submitted
  • No items are in Pending status

What Locking Does​

  • Finalizes the declaration
  • Prevents any further changes
  • Freezes approved values for payroll

Confirmation Step​

Before locking, the system shows a confirmation message:

"Once locked, no further changes can be made."

Important Rules​

WARNING

A declaration cannot be locked if any item is still pending.

WARNING

Once locked, the declaration is permanently read-only and cannot be edited.

WARNING

Only submitted declarations can be verified. Draft declarations are not available for approval.

Payroll Impact​

Approved declaration values:

  • Are used for income tax (TDS) calculation
  • Affect employee net salary
  • Are applied during pay runs

Best Practices​

  • Always verify proof documents before approving
  • Use partial approval where necessary instead of full rejection
  • Ensure no pending items before locking
  • Lock declarations before final payroll processing
  • Tax Cycles — manage declaration and POI windows
  • Pay Runs — payroll processing with tax calculations