Payroll Calendar: Important Dates for Indian Employers in 2026
Managing payroll compliance in India requires tracking dozens of statutory deadlines throughout the year. Missing a single due date can result in penalties, interest charges, and legal complications. This comprehensive calendar covers every critical payroll-related deadline that Indian employers need to track in 2026.
Monthly Recurring Deadlines
By 7th of Every Month
TDS (Tax Deducted at Source) deposit for the previous month. This includes TDS on salary, contractor payments, and other specified payments. Late deposit attracts interest at 1.5% per month and penalties under Section 271C. Use payroll management software to calculate TDS accurately and generate challans automatically.
By 15th of Every Month
EPF contribution deposit for the previous month (both employer and employee shares). ECR (Electronic Challan-cum-Return) filing on the EPFO unified portal. ESI contribution deposit for the previous month. Late PF deposits attract damages up to 100% of arrears plus interest at 12% per annum.
By Last Day of Every Month
Salary disbursement (most states require payment within 7 days of the wage period end). Professional Tax deposit (timing varies by state — some require monthly, others quarterly deposit). Attendance finalisation and leave reconciliation for payroll processing.
Quarterly Deadlines
TDS return filing (Form 24Q for salary TDS) is due by 31st July, 31st October, 31st January, and 31st May for Q1-Q4 respectively. ESI returns are filed semi-annually. Many states require quarterly professional tax returns. GST returns (if applicable for staffing companies) follow quarterly filing schedules.
Annual Deadlines
Form 16 issuance to employees by June 15th following the financial year. Annual PF return (Form 6A). Annual bonus payment within 8 months of accounting year end (typically by November 30th for April-March companies). LWF (Labour Welfare Fund) contributions — timing varies by state. Gratuity fund contributions. Income tax proof submission deadline for employees (typically January-February).
Technology for Compliance Tracking
Payroll management platforms with built-in compliance calendars automate deadline tracking, generate statutory reports, and send alerts before due dates. This reduces the risk of missed deadlines dramatically compared to manual tracking. Integrate attendance data with payroll to ensure seamless processing well before salary disbursement deadlines.
Frequently Asked Questions
What happens if we miss the PF deposit deadline?
Late PF deposits attract interest at 12% per annum from the due date until actual deposit. Additionally, damages ranging from 5% to 100% of arrears may be levied depending on the delay period. Repeated defaults can result in prosecution of the employer and principal officers.
Can we file TDS returns after the deadline?
Yes, but late filing attracts a fee of ₹200 per day (under Section 234E) until the return is filed, subject to a maximum of the TDS amount. Additionally, a penalty of ₹10,000 to ₹1,00,000 may be levied under Section 271H for delays exceeding one year.
Are there any extensions typically granted for payroll deadlines?
The government occasionally extends deadlines for specific filings, especially around financial year transitions. However, employers should plan for standard deadlines and treat extensions as bonuses rather than expectations. EPFO and ESIC rarely grant individual extensions.
How do we handle payroll deadlines during public holidays?
If a statutory deadline falls on a public holiday or bank holiday, the deposit is generally due on the next working day. However, electronic filings and payments through portals are available 24/7 and should be completed before the deadline regardless of bank holidays.
What records must we maintain for payroll compliance?
Maintain wage registers, attendance records, PF and ESI challans, TDS calculations and challans, bonus registers, and overtime registers. These must be preserved for a minimum of 3-8 years depending on the specific regulation. Digital records maintained through HRMS platforms are legally valid.