Towards the end of the year, after a certain date specified by your company, the declarations you enter online are stored as “final” declaration. Once your declaration is marked as “final” in HRWorks, you need to take a print out of the declaration, and submit the investment proof (house rent receipts, insurance premium receipts, etc.) along with the declaration sheet to your HR department.
Please note that even if you do not wish to make any change to the initial declaration you made at the beginning of the year, you still need to log into HRWorks and submit the same declaration as “final” for the declaration to be considered for tax calculation purposes at the end of the year.
Submit Final Declaration in HRWorks
Log into HRWorks and visit the tax declaration screen.
On clicking the “Add New Declaration” button, you can view the tax declaration screen at the bottom. If you had submitted any declaration for the year earlier, you would see the last submitted declaration being displayed. You can edit the last submitted declaration and submit it as final declaration. In case you are submitting the declaration for the first time in the year, you will see a blank table under the title “Declarations for the year.
On clicking the “Add new declaration” button you will see a screen on which you can enter the declaration. For your convenience, your last entered declaration is displayed. You could edit the same, if required, and submit it as final declaration.
Please note that this will be your final declaration for the year. On the screen, you will be able to see “Final” for the Declaration Type (please see the above screenshot). In case you see “Initial” in the disabled dropdown instead of “Final,” please report it to us by sending an email to support@hinote.in.
For your declaration to take effect, the Declaration Type field should display “Final” instead of “Initial.”
Fill in tax declaration information on the screen by clicking the different tabs. If you do not have anything to declare under a particular tab, you can choose to ignore the tab. After you complete entering the declaration, scroll down to the bottom of the screen and click the “Submit” button.
As soon as you submit the declaration, you will see an entry for the final declaration bearing the time stamp in the table which lists all the declarations made during the year.
If you do not see an entry for the final declaration similar to the above, you should assume that your declaration has not been recorded by HRWorks and you have to submit your declaration once again.
If you make a mistake while submitting final declaration, you can make the correction and re-submit the final declaration. You can make multiple final declarations until the last date as specified by your HR team. Beyond the last date, your final declaration will be frozen and you will not be able to modify it.
Upload Proof Documents
Uploading of relevant proof documents for final declaration is mandatory. Without the relevant proof documents, your final declaration may be fully or partially rejected.
Print the Declaration
After you submit the declaration, click the “Generate Top Sheet” button at the bottom of the screen. You would see the declaration sheet opening in a PDF file.
In the PDF file, you should see “Final Declaration” in the title. If you see “Initial Declaration” please re-submit your declaration and take a print out of the declaration.
Print the PDF file, and affix your signature on the last page of the declaration sheet. Declaration sheet without employee signature will not be considered for exemption calculation.
Please go through the declaration sheet to check if all your entries have been accurately presented. Submit the declaration sheet stapled along with the receipts of your investments, to your HR department. Please note that all house rent, home loan, and investments stated in the declaration should have a corresponding receipt. If receipts are not furnished, your declaration may be rejected, and consequently your tax liability may go up.
Form No.12BB should be submitted
As part of the PDF file containing the declaration sheet, you would find what is called Form 12BB. Employers need to collect from employees Form 12BB (as mandated by the Income Tax Department) along with the investment proof documents. When you take a print out of your final declaration from HRWorks, you will be able to download the filled in Form 12BB. Please submit the signed Form 12BB along with the declaration sheet and investment proof.
Form 12BB requires certain information which was not sought until now. For example, if you have taken housing loan, you will need to submit the PAN and address of the lender from which you have taken the housing loan. You need to enter such information as part of the declaration submission.
Print Form 12BB and affix your signature on the last page. Form 12BB without employee signature will not be considered for exemption calculation. Also, investment proof without Form 12BB will be rejected.
