ToR - HR Payroll Work Support required Room to Read India Trust

Terms Of Reference

HR Payroll Work Support required

Room to Read India Trust

Payroll Services: Work Scope

Total Employees base 300

Services:

A. Payroll Inputs

Room to Read (RtR) shall provide the following payroll inputs to the service provider by the 12^th of each month:

• Details of New Joiners (including valid PAN and income details from the previous employer, if applicable)
• Exit employee information
• Salary adjustments on an “as and when required” basis, including but not limited to:
  • Leave Travel Allowance (LTA)
  • 13^th Month Salary & Performance Bonus
  • Cost of Living Adjustment (COLA)
  • Step Increment
  • Salary Advances
• Any change requests related to employee department, location, donor designation, etc.

B. Payroll Outputs

The payroll vendor shall provide the following outputs within 4 working days of receiving inputs:

• Detailed salary sheets separately for Monitoring and Non-Monitoring staff
• Separate salary disbursement bank files for FC & NFC bank accounts
• Payroll reconciliation reports (Payments, Employees, Gross Salary)
• Updated Employee Master Database
• Final salary confirmation within 2 working days of payroll finalization
• Monthly payslips by the 1st working day of the following month
• Full & Final Settlement data by the 3rd working day of the following month
• Annual Salary & Benefits statement (Calendar Year & Financial Year)
• End-of-February Tax Computations shared with employees and Finance team
• Consolidated Payroll Register (MS & NMS)
• CTC Dump
• Investment Declarations Considered
• Tax Liability and Variance

C. TDS Compliance

Vendor shall ensure the following Tax Deduction at Source (TDS) compliance measures:

• Filing of Quarterly TDS Returns
• Generation of Form 16 (Part A & B) as a combined PDF by June of each year
• Organizing an annual Tax Advisory Camp in March at RTR offices
• Timely corrections and resolutions of any TDS filing errors or tax authority notices
• Investment Declaration emails to be sent to all employees in April
• Setup of a Tax Planning Helpdesk in April to support employees with investment planning
• Collection and verification of investment proofs in Q4 of each FY

D. Provident Fund (PF) Compliance

Vendor shall:

• Provide PF calculation sheets within 4 working days post payroll finalization
• Share PF Challan & ECR files within the required timeframe
• Support in account creation, PF transfers, and withdrawals for new joiners and exits
• Provide proactive intimation of required documentation and legal/statutory changes
• Share monthly/quarterly status updates on pending PF-related cases
• Organize a quarterly PF Helpdesk at RTR offices.
• Ensure compliance with:
  • KYC uploads on the PF portal
  • Updates to Authorized Signatories
  • Addressing queries or inspection requirements from PF authorities

E. ESIC Compliance

(Applicable if employees become eligible under ESIC)
Currently, ESIC is not applicable. However, the vendor must be prepared to support if eligibility arises.

F. Gratuity Administration

Vendor responsibilities include:

• Sharing monthly gratuity liability reports by the 3rd working day
• RTR to revert with signed sheet within 2 working days
• Submit final gratuity claim to LIC and share acknowledgment
• Visits to LIC office on an as-needed basis
• Annual premium advice report to be provided

G. Legal Advisory & Statutory Updates

Vendor will provide:

• Periodic updates and advisory on changes to HR, Labour Laws, Income Tax, and other payroll-related regulations
• Updates to tax laws and compliance changes relevant to payroll processes

H. Other Regulatory Compliances

Vendor will assist with filing or preparing statutory returns including:

• POSH Return
• Minimum Wages Compliance Return
• Equal Remuneration Return
• Maternity Benefit Return
• Bonus Act Return
• Payment of Wages Compliance
• Any Other.

I. Payroll Web Portal Support

Vendor must provide:

• Employee Self-Service (ESS) portal access
• Admin access for RTR HR and Finance teams
• Portal User Guide for employee investment declaration and payslip download

Technical Evaluation Criteria

The bidders will be evaluated on the following parameters. Each bidder is required to submit detailed documentation and relevant proof for each parameter as listed below:

Sl. No.	Evaluation Parameter	Criteria Description	Max. Marks
1	Vendor Experience	Vendor must be a registered CA firms with minimum 5 yrs of exp in providing Payroll services with 500+ employees.	15
2	Client Base and Industry Exposure	Diversity of clientele (corporate & NGO) and current client list.	15
3	Statutory Compliance Management	Capabilities in handling EPF, ESI, PT, LWF, TDS, Form 16, and other statutory filings with real-time updates.	20
4	Customization and Scalability	Ability to handle diverse pay structures, multi-state compliance, and adaptability to growth or organizational change.	15
5	Audit & Reporting Capabilities	Availability of payroll MIS, reconciliation reports, audit logs, and monthly/quarterly statutory reports.	15
6	Feedback from References/Existing Clients.	Feedback from at least 2 references regarding service satisfaction and reliability.	20

HOW TO APPLY

Proposals are invited from the interested agencies for the above assignment and the last date for receiving the proposal is 28^th May 2025. Proposals must be shared only on procurement.india@roomtoread.org [do not copy anyone from RtR]

• Kindly submit two separate emails with following subject lines:
  • EMAIL (1) : Payroll services 2025 -TECHNICAL PROPOSAL
  • EMAIL (2) : Payroll services 2025 - FINANCIAL PROPOSAL
• The agencies should apply with the following:
  • TECHNICAL PROPOSAL 

As part of the RfP submission, kindly include the following:

• A PowerPoint presentation covering the proposed methodology, company profile, overview of the requested services, relevant experience, software tools to be used, and any other pertinent details.
• References to relevant past work, including specific examples and copies of previous work orders where applicable.

FINANCIAL PROPOSAL

• Detailed financial proposal with costs breakdown.
• Copy of registration certificate, GST, MSME, PAN Card, Banck account details, of the organization and owners, etc.
• Read the ToR thoroughly before applying.
• Pricing should include the above requirements.
• Only Shortlisted agencies will be contacted and might be called for a face-to-face interaction with the panel.
• Any incomplete application or process deviation, the proposals will automatically be rejected.

Proposal received after the prescribed deadline will not be considered.

Selected agency will be required to sign and abide by the Child Protection policy of Room to Read.   

For queries, please contact:

Ms Neha Premchandani at Neha.Premchandani@roomtoread.org

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