What does Outsourcing mean?

Ans: Outsourcing is the strategy of an organization partnering with an external service provider for specific processes or functions done traditionally done in house. These works could be either in the support services or in the core of the enterprises operations. Popular examples of areas outsourced BPO Partners are Payroll Processing, Claims Processing, Accounting, Taxation, and statutory compliances etc.

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Is it necessary that DIYA CONSULTING would take over processing of Accounting functions, Payroll and statutory compliances only at the beginning of the year?

Ans : No. DIYA CONSULTING can take over the client Accounting functions, Payroll and statutory compliances at any time of the year. DIYA CONSULTING can build up Accounting, payroll and statutory filings records beginning of the year onwards upto the current month, in order for smooth processing of the year-end returns and related forms.

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Will I be completely dependent on DIYA CONSULTING systems? What is the Business Continuity plan?

Ans: You can rely on DIYA CONSULTING systems completely. As we provide end-to-end solutions in Accounting functions, Payroll and statutory compliances, we will be an extension of your system. However, if for any reasons you wish to withdraw from the service, there is a business continuity plan to take care of your interests.

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Are there adequate Disaster Recovery Procedures?

Ans: Yes, there are elaborate Disaster Recovery procedures, which shall be communicated to you at the time of commencement of service, in detail. DIYA CONSULTING also maintains off-site tape back-ups to ensure the client does not suffer in case of a disaster situation.

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How does DIYA CONSULTING takeover the processing of Accounting functions, Payroll and statutory compliances from the client systems to its own?

Ans: DIYA CONSULTING will undertake a detailed transition during which the database is set up in our system, the various heads in each category etc. We conduct dry runs and at least one parallel run and compare our results with the Client. After fine-tuning of our system if necessary, we undertake live functions.

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How would data transfer happen from us to DIYA CONSULTING on inputs and vice versa on outputs?

Ans: Data transfer from DIYA CONSULTING to Client and vice versa can happen by the following modes:
The client transfers the data on specified data take-on formats
To be completed after discussion

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How does the client get his Outputs/Reports?

Ans : DIYA CONSULTING sends the following outputs every month after the payroll process- Pay slips; Bank advice; Pay register; Accounting Journal voucher; Loans/Voluntary deductions register; Variance report and statement of full and final settlements. These outputs are usually e-mailed to the designated interface at the clients end. If the client so desires, the above outputs are sent in hardcopy also. Further, the client is issued an Administrator level user id and password and security questions.

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Do you have contracts and service level agreements?

Ans: Yes, DIYA CONSULTING does have contracts (Letter of Agreement), which highlight the confidentiality undertaking, duration of the agreement to be signed before the commencement of service as well as Service Level Agreements once the Transition phase is through. The Service Level Agreement lays down the terms and conditions of the outsourcing contract, detailing among others the scope of work, fees and charges and the obligations of DIYA and Client under the agreement, etc.

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What are the control points for data for payroll processing? How do you ensure quality of output?

Ans: Data received from the client is checked for adequacy and correctness. Then the data is migrated to Standard Excel data templates, which are used to input data in to the payroll software package. Also, there is a post process quality audit before the output is sent to the client.

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Is there clearly defined escalation process?

Ans: DIYA CONSULTING offers a single point contact in an Account Manager. This person will interact with the client for all issues related to Accounting, Payroll and statutory compliances. Should the client wish to talk about an issue other than the Account Manager he/she can speak to the Relationship Manager.

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How do employees contact DIYA CONSULTING directly?

Ans: Employees can send e-mails to relevant persons in DIYA CONSULTING for passing over information or getting clarification on payroll administration issues. Besides, employees can meet DIYA CONSULTING people at their own office at the time of query resolution by DIYA CONSULTING at the client's facility.

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Is your Payroll data completely secured? Would you store our payroll data separately from others?

Ans: DIYA CONSULTING has a comprehensive Security Policy and we use a combination of techniques like high end Firewalls, Access Control Lists to ensure complete security. DIYA CONSULTING also uses a security consultant to independently audit the security controls/policies on a regular basis. The data would also be stored as a separate Schema in the same database server. However technologically the data is segregated and secured.

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What about confidentiality of information? How secure is our data?

Ans: Our technology platform has multiple layers of security and access control. Access to the network is also controlled through firewalls and Intrusion Detection systems. The office environment is also access controlled. DIYA takes a holistic approach to Confidentiality from the perspective of HR policies, password usage policy, clean desk policy, ensuring the same processor does not handle competing agencies, etc. Confidentiality is our business and we sign a Confidentiality Agreement with all our customers.

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STATUTORY COMPLIANCE

How frequently do you send monthly return?

Ans: As soon as we file the returns with the statutory authorities. We will send you originals to your office.

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Do you handle reimbursements? What is the methodology or logistics for collection of bills and validation?

Ans: Yes. We handle all direct benefits administration. Normally the bills with claim forms are sent or collected by us on a monthly basis. We apply pre-decided business rules on the same to provide payroll inputs. Exception reports are generated for clearances by your coordinator to ensure that no assumptions are made. Claim forms can also be collected more frequently if required. Drop boxes are recommended for high transaction situations.

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Who keeps track of changes in the statutes governing compliances?

Ans: DIYA CONSULTING does. As and when amendments to the statutes are enacted. DIYA CONSULTING will send the client an update of the changes. DIYA also makes the necessary changes in their software in order to be compliant with the amended statutes at no additional cost to the Client.

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What about remittances to the statutory authorities like PF/PT/IT etc.?

Ans: We take care of all such remittances on behalf of your organization. This includes filing of annual returns on your behalf.

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Can you help us set up relationship with the RPFC or ESIC or LIC or create a Trust?

Ans: Yes. We can take care of all of this for you.