Employee onboarding and exit · HivePayroll
Clean data on day one, a settlement that stands up on the last day.
A payroll system is usually judged on the monthly run. In practice, most of the bad data in it arrives on someone’s first day and most of the expensive mistakes happen on their last.
Both ends of employment are where payroll data breaks
On the first day
A joiner whose PAN was never captured becomes a rejected TDS return nine months later.
On the last day
A leaver settled from a spreadsheet becomes a dispute, and occasionally a legal one.
Joining: add someone in four fields
Hiring does not deliver a complete record on day one. The PAN arrives a week late, the bank proof after the first weekend, the UAN when the previous employer gets around to it.
Four fields to start
Add an employee in four fields and finish the rest from their profile as it arrives, instead of a twenty-field form nobody can complete, which is how placeholder data gets typed in and never corrected.
A guided joining checklist
Makes sure nobody actually starts work on a half-finished record, and flags what is still outstanding.
One profile, not six spreadsheets
Everything in one place
Pay, leave, attendance, documents, statutory details and history on a single profile per employee.
Who changed what, and when
A full change record. Six months later, when a figure is questioned, the answer is in the record rather than in somebody’s memory.
Documents with the person
Employee documents are stored against the person, and employees can see their own.
The check that prevents next year’s problem
Letters, from a template
Leaving: notice, settlement and the statement
An exit in HivePayroll is a record, not an email thread.
The exit record holds
- Resignation date✓
- Last working day✓
- Notice periodin days
- Reason for leaving✓
- Settlement date✓
- Settlement days✓
- Leave encashment days✓
The F&F statement shows
- Every earning✓
- Every deduction✓
- Gross✓
- Total deductions✓
- TDS✓
- Net payable✓
The employee gets a document that explains itself, and you keep one that stands up later.
The parts people get wrong
Approvals that route themselves
Frequently asked questions
Can I add an employee before I have all their documents?
Yes — four fields is enough to create the record, and the rest is completed from the profile as it arrives. A joining checklist tracks what is still missing.
Does HivePayroll produce a full and final settlement statement?
Yes. The F&F statement shows every earning and deduction with gross, total deductions, TDS and net payable, generated from the exit record and the payroll year behind it.
How is leave encashment handled at exit?
From the same leave ledger that ran all year, so the encashed balance is traceable, valued either at a fixed rate per day or from a salary component depending on your policy.
What happens to a salary that was held?
Held salary is released and settled through the exit rather than being handled outside the system — including months a leaver was never paid for.
Can I check which employees have incomplete statutory details?
Yes. The statutory KYC check lists employees missing a PAN, UAN or bank detail, which is where most filing rejections originate.
Can I generate offer and experience letters?
Yes, from letter templates for offer, confirmation and experience letters.
Test it on your last exit
Bring your most complicated F&FTake the most complicated full and final settlement you have run in the last year and ask a vendor to reproduce it. Book a free demo and bring it, or see HivePayroll pricing. HivePayroll is free for up to 10 employees.
