Generate Form 16 from Paybooks
As the links indicate, select the option “24Q has been filed before 12th of May 2019”, if the Q4 of 24Q has been filed before 12/05/2019 or click on 24Q4 has been filed on or after 12th of May if that has been filed later.
After selecting the first option in the above screenshot, the user is redirected to the below screen:
1:Generate Part B of Form 16: This option needs to be selected only if the Part B has to be generated.
2:Upload Part A and generate merged Form 16 Part A&B for signing digitally: Select this option to upload Part A of Form 16, merge with Part B and then affix DSC.
3:Upload signed Form 16 Part A&B: Select this option to upload the signed Form 16 after merging Part A and Part B.
4:View and publish Form 16-Part A&B: Select this option to publish the signed Form 16 after uploading them into the Portal so as to enable the Employees to access them.
Now we shall go into each of the above 4 steps in detail:
1:Generate Part B of Form 16:
After clicking on Generate Part B of Form 16, the below screen will be on display
Tick the relevant check boxes and click “Generate Form 16”, Part B of Form 16 gets generated and saved in a folder.
Once the above task is completed, the user needs to click on “Upload Part A and generate merged Form 16 Part A&B for signing digitally”, to get to the below screen:
2. Upload Part A and generate merged Form 16 Part for Signing digitally:
There are 3 steps involved here.
1:Firstly, the user needs to upload the already downloaded Part A of Form 16 into the application by choosing the “Choose File” option.
2:Then tick the checkbox appropriately: “Is uploaded forms are signed”, if Form 16 Part a is not signed then untick this option.
3:And finally upload Part A by clicking “Upload” option.
Note: The Form16 Part A file name should be in the format of PAN_ Assessment Year
Example: ABCDP1234A _ 2019-20
4:Once done, select the Employees for whom Form 16 need to be merged. Then click “Done”, so that this task is completed successfully.
Digital Signature through application for merged Part A & Part B.
If the user wants to sign the “merged Form 16(Part A and Part B) Digitally” through application then “PayMSign” tool to be downloaded, to do the same please refer the shared procedure.
2.(a). The user needs to redirect to the second option because the PayMSign tool is available on the second option i.e. “The 24Q4 has been filed on or after 12th of May2019”, as shown below.
To get the PayMsign tool downloaded.
The user needs to click the option “Click here” tab and a software “PayMSign” would get downloaded; user needs to open that fileand extract the same to the desired folder.
2.(b). Once the user opens the desired folder where in the PayMSign tool is stored, then below screen opens up.
1: The user needs to click on Setup, then PayMSign tool gets installed
2: Once the Setup is done, the user needs to click on PayMSign tool which has been installed.
Note: The PayMSign tool is one-time download.
2.(c). Then the below screen appears, click “Sign” and follow the below steps:
1:Click Browse “Select the folder which contains the merged Form16”, to select the folder where the merged Form 16 is saved.
2:Click Browse “Specify the folder where the signed Form 16 is to be saved”, to select the folder where you need to save the signed Form 16.
3:Click Browse “I want the digital Signature image to appear on” and click on the dropdown arrow to select how many pages of Form 16 needed to be signed.
4:Click “Sign”, the Form 16 gets signed and saved at the designated folder.
Note:
1: While browsing, the folder should not be zipped.
2: If the user already signed the Form 16(Part A & Part B) outside the application then ignore the Digital Signature process.
3: After saving the signed Form 16(Part A & Part B), the user needs to upload the same in the application by clicking the below tab:
3:Upload signed Form 16 Part A & B
1:Once done, upload the merged Form 16 by clicking “Choose File” option.
2:And tick the checkbox “Publish in ESS” to allow the user to enable this Form 16 to be visible to all the Employees at their respective ESS ends.
3:Then finally click “Upload” option, and the Employees would be able to access their Form 16 at their ESS ends.
4:View and publish Form 16 Part A&B
If the user needs to publish the Form 16 of selected Employees alone, then they can Click on “View and Publish”; they will access the above screen:
1:Here the user has the option to publish the Form 16 for the Employees of their choice.
2:For this, the user needs to select the relevant Employees from the list by ticking the checkboxes under the column “Publish” against their names and click “Apply”
3:Then the Form 16 of only selected Employees would get published for them to access at their ESS ends.
Note: The signed Form 16 cannot be deleted, instead it can be overridden by following the same process.
(End of “24Q has been filed before 12th of May 2019” process).
“24Q has been filed on or after 12th of May 2019” process is in following page.
2.(A). If the 24Q(Q4) have been filed after 12th May, then the user would click the second option to access the below screen:
Note: (Form 16 Part A & Part B downloaded from TRACES website)
Once the user clicks on 24Q(Q4) have been filed after 12th May, the below screen appears.
Case 1: If the Form 16 Part A & Part B is already Merged and Signed Digitally then the user can directly upload the Zipped folder by clicking on “Choose File” and “Upload” the same, once done the Form 16 will be published in ESS portal.
Case 2: If the Form 16 Part A & Part B should be Merged and Signed digitally using application then.
The user needs to click the option “Click here” tab and a software “PayMSign” would get downloaded; user needs to open that file and extract the same to the desired folder.
2.(B). Once the user opens the desired folder where in the PayMSign tool is stored then below screen opens up.
1:The user needs to click on Setup, then PayMSign tool gets installed
2:Once the Setup is done, the user needs to click on PayMSign tool which has been installed,then the below screen appears.
Note: The PayMSign tool is one-time download.
2.(C). To merge Form 16 Part A & Part B, the user needs to click on Merge option.
1:Click Browse “Select the folder which contains the downloaded form 16 Part A”, to select the folder which contains the downloaded Form16 Part A
2:Click Browse,” Select the folder which contains the downloaded form 16 Part B”, to select the folder which contains the downloaded Form16 Part B
3:Click Browse “Specify the folder where the merged Part A and Part B are to be saved “to select the folder where you need to save the Merger Form 16 Part A and Part B
4:Click “Merge Part A & B”; the Form 16 gets merged and saved at the designated folder.
2.(D). Once Merged please click “Sign” and follow the below steps:
1:Click Browse, “Select the folder which contains the merged Form 16 (Part A +part B)”, to select the folder where the merged Form 16 is saved
2:Click Browse, “Specify the folder where the signed Form 16 to be saved”, to select the folder where you need to save the signed Form 16
3:Click the drop-down arrow under” I want the digital signature image to appear on” option, to select how many pages of Form 16 needed to be signed
4:Click “Sign”, the Form 16 gets signed and saved at the designated folder.
2.(E). After saving the signed Form 16, the user needs to zip the signed Form 16 folder and upload the same in the application by clicking the below tab:
1:Click Browse, “Select the folder which contains the merged Form 16 (Part A +part B)”, to select the folder where the merged Form 16 is saved
2:Click Browse, “Specify the folder where the signed Form 16 to be saved”, to select the folder where you need to save the signed Form 16
3:Click the dropdown arrow under” I want the digital signature image to appear on” option, to select how many pages of Form 16 needed to be signed
4:Click “Sign”, the Form 16 gets signed and saved at the designated folder.
2.(E). After saving the signed Form 16, the user needs to zip the signed Form 16 folder and upload the same in the application by clicking the below tab:
1: Click “Choose File”.
2: Click “Upload.
3: Once the Zipped Form 16 is uploaded the same will be visible in the ESS portal.
Note: The signed Form 16 cannot be deleted, instead it can be overridden by following the same process.