Submitting your Income Tax Declaration in HRMS is one of the most important financial tasks an employee performs every year. This process is also known as Investment Declaration or Form 12BB submission. It tells your employer how much tax-saving investment you plan to make so they can calculate and deduct the correct TDS (Tax Deducted at Source) from your salary.
If you skip or delay this step, your employer will deduct higher tax, and your monthly take-home salary will reduce. The good news is that HRMS makes this process structured and mostly simple.
This guide explains how to submit income tax declaration in HRMS, what sections to fill, deadlines to remember, and common mistakes to avoid.
When Do You Need to Submit Income Tax Declaration?
There are usually two important windows in a financial year:
1. Provisional Declaration (April–May)
- You declare what you plan to invest
- No proof required at this stage
2. Proof Submission Window (January–February)
- You must upload actual documents/receipts
- If you fail to submit proofs, earlier declarations are ignored
Both steps are important.
Step-by-Step Process to Submit Income Tax Declaration in HRMS
The process is largely the same across government portals and private HRMS platforms like Keka or greytHR.
Step 1: Log in to HRMS Portal
Log in using your Employee ID / Username and Password.
Make sure you are using the official HRMS link provided by your organization.
Step 2: Go to Payroll or Tax Section
After login, navigate to one of the following menus:
- Payroll
- My Finance
- Income Tax
- Tax & Investments
Click on Income Tax or Tax Declaration.
Step 3: Open “Investment Declaration”
Look for options like:
- Investment Declaration
- Tax Declaration
- Form 12BB
This opens the tax declaration dashboard.
Step 4: Select Tax Regime (Very Important)
You will be asked to choose between:
Old Tax Regime
Allows deductions like 80C, 80D, HRA, home loan interest
New Tax Regime
Lower tax rates but no major deductions
Most HRMS portals provide a Tax Planner / Comparison Tool.
Use it to see which regime gives you lower tax liability.
Some systems allow regime change only once per financial year.
Step 5: Enter Investment Amounts
Now enter the amounts you plan to invest under different sections.
Common Sections You’ll See
| Section | What You Can Declare | Maximum Limit |
| 80C | PF, LIC, ELSS, PPF, Tuition Fees | ₹1,50,000 |
| 80D | Health Insurance (Self/Parents) | ₹25,000–₹50,000 |
| 24(b) | Home Loan Interest | ₹2,00,000 |
| 80CCD(1B) | NPS (Additional) | ₹50,000 |
| HRA | House Rent Paid | As per rules |
Enter realistic amounts that you can actually invest.
Step 6: Save and Submit Declaration
After filling all sections:
- Review the entries carefully
- Tick the declaration checkbox
- Click Submit
Once submitted, HRMS calculates your monthly TDS accordingly.
Uploading Proofs (During Jan–Feb Window)
During the proof submission period:
- You must upload actual documents
- Accepted formats usually: PDF, JPEG, PNG
- File size is often limited (around 500 KB–1 MB)
Examples:
- LIC premium receipt
- ELSS statement
- Rent receipts (for HRA)
- Home loan interest certificate
After upload, click Submit for Verification.
Important Deadlines You Must Remember
- April–May: Provisional declaration
- Jan–Feb: Proof submission
If proofs are not submitted:
- HR will ignore your declaration
- Heavy tax is deducted in Feb–March salary
Common Problems and Solutions
“Tax Declaration Module is Locked”
HRMS opens this module only during fixed windows.
If closed, contact Payroll / Finance team.
“Invalid File Format / Size”
- Upload only PDF/JPEG/PNG
- Compress files if needed
“Regime Selection Greyed Out”
You may have already locked your regime for the year.
Contact HR only if there’s a genuine error.
Best Practices for Tax Declaration in HRMS
- Submit declaration as early as possible
- Don’t over-declare unrealistic investments
- Use HRMS tax planner tools
- Keep all receipts safely
- Track approval or verification status
Final Thoughts
Submitting your income tax declaration in HRMS is not just a routine task—it directly affects your monthly take-home salary and year-end tax burden. HRMS provides transparency and planning tools, but the responsibility of accuracy lies with you.
Declare wisely, submit proofs on time, and review your tax status regularly. A well-filled tax declaration ensures smoother payroll processing and prevents last-minute tax shocks in February and March.
