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Statutory Policy

HR Compliance, Payroll & Statutory Services Policy

Clear information about our HR compliance, payroll, statutory, registration, government coordination and related professional services, including client responsibilities and important service conditions.

Services HR, payroll, compliance and statutory support
Support Registrations, filings, documentation and coordination
Client Role Accurate information, documents and timely approvals
Jurisdiction Guwahati, Assam, India

01 Introduction

Maplores provides professional support in HR compliance, payroll management, statutory registrations, statutory filings, HR documentation, government coordination and related business support services.

This policy explains the general scope of these services, client responsibilities, service conditions, timelines, government-process limitations, payment-related matters and important responsibilities associated with engaging Maplores.

Important The exact scope, deliverables, professional fees and timelines may be defined separately through a quotation, proposal, invoice, work order, service agreement or written communication.

02 Scope of Services

Depending on the client's requirements, business structure, location and applicable regulations, Maplores may provide the following services.

Statutory Registrations Assistance with applicable EPF, ESIC, Professional Tax, GST, Shops & Establishment, Trade Licence, CLRA/CLC, PSARA, factory and other registrations.
Statutory Compliance Support for applicable periodic filings, returns, statutory records, compliance calendars and related documentation.
HR Compliance HR documentation, policies, employee records, compliance checks, attendance and leave frameworks and related support.
Payroll Outsourcing Salary processing, payslip generation, statutory deductions, payroll reports and compliance-based payroll support.
Government Coordination Assistance with government communication, follow-up, registrations, applications, inspections and notices where agreed.
Compliance Review Labour compliance audits, HR compliance reviews, vendor compliance checks and compliance health checks.

03 Statutory Registration Support

Where specifically engaged, Maplores may assist with applicable statutory and business registrations, including:

  • EPF registration
  • ESIC registration
  • Professional Tax registration
  • GST registration
  • Trade Licence assistance
  • Shops & Establishment registration
  • Factory Licence assistance
  • CLRA / Contract Labour related licence assistance
  • PSARA Licence assistance
  • MSME / Udyam registration assistance
  • PAN / TAN related assistance
  • Digital Signature Certificate related support
  • Other registrations where specifically agreed

Registration requirements vary according to business activity, establishment type, location, workforce structure and applicable law or government procedure.

04 Compliance and Return Filing

Maplores may assist clients with recurring statutory compliance and filing requirements within the agreed service scope.

  • Monthly, quarterly or annual statutory filings, where applicable
  • EPF and ESIC compliance support
  • Professional Tax compliance support
  • GST return support
  • Payroll-related statutory calculations
  • Employee registration and related updates
  • UAN and ESIC related support
  • Compliance reports and summaries
  • Compliance calendar and reminder support
  • Record maintenance guidance

Filing and compliance work depends on receiving accurate, complete and timely information from the client.

05 HR Compliance Services

HR compliance support may include:

  • HR policy drafting and maintenance
  • Employee documentation support
  • Appointment and employment documentation
  • HR forms and records
  • Attendance and leave compliance frameworks
  • Basic labour-law compliance guidance
  • Employee documentation reviews
  • HR compliance checklists
  • POSH-related documentation and support, where agreed
  • Other HR compliance activities included within the agreed scope
Service scope HR compliance support is based on the client's organisation, workforce, business activity, location and information supplied to Maplores.

06 Payroll Outsourcing and Payroll Support

Depending on the selected service, payroll support may include:

  • Salary processing
  • Salary structure support
  • Attendance and payroll data processing
  • Payroll calculations
  • EPF, ESIC and Professional Tax related deductions
  • TDS-related payroll inputs where included in the scope
  • Payslip generation
  • Payroll summaries and reports
  • Full and final settlement support
  • Payroll-related employee documentation

Payroll calculations depend on the accuracy of attendance, salary structure, employee master data, statutory information, leave records, deductions and other information provided by the client.

Client approval Where payroll approval is required, the client remains responsible for reviewing and confirming payroll information before finalisation or payment.

07 Government Liaisoning and Statutory Coordination

Where included in the agreed scope, Maplores may assist with communication and coordination involving government departments and statutory authorities.

Such support may include:

  • Application follow-up
  • Registration follow-up
  • Documentation coordination
  • Government correspondence coordination
  • Inspection-related coordination
  • Notice-related documentation support
  • Hearing preparation or coordination where separately agreed
  • Other procedural follow-up within the agreed scope
No government guarantee Maplores acts as a consultant and service facilitator. Government departments and statutory authorities independently control their decisions, approvals, inspections and processing timelines.

08 Client Responsibilities

Effective compliance and payroll support requires timely cooperation from the client.

Clients Should

  • Provide accurate and complete information.
  • Submit required documents on time.
  • Provide employee and payroll data accurately.
  • Inform Maplores about relevant changes.
  • Review documents, reports and filings where required.
  • Provide timely approvals and confirmations.
  • Maintain records required for their business.
  • Pay professional and statutory charges on time.

Clients Should Not

  • Provide false or misleading information.
  • Withhold material information relevant to compliance.
  • Delay required approvals without informing Maplores.
  • Assume government approval is guaranteed.
  • Use incorrect employee or statutory information.
  • Represent Maplores as a government authority.

09 Accuracy of Information and Documents

Maplores relies on information and documents supplied by the client for payroll, compliance, registration, filing and documentation work.

The client is responsible for ensuring that submitted information is accurate, complete, current and appropriately authorised.

If incorrect or incomplete information results in a correction, revision, additional filing, delay, penalty, interest or other expense, the related consequences may remain the responsibility of the client.

10 Timelines and Service Delivery

Maplores will make reasonable efforts to complete work within agreed timelines.

Service timelines may depend on:

  • Timely receipt of client information and documents
  • Client approvals and confirmations
  • Government portal availability
  • Government processing timelines
  • Statutory authority requirements
  • Third-party system availability
  • Changes in applicable procedures
  • Unexpected technical or operational circumstances

A government or statutory processing period cannot be controlled by Maplores and therefore cannot automatically be treated as a guaranteed service completion date.

11 Service Charges and Payment Terms

Professional fees are communicated through the applicable quotation, proposal, invoice, service agreement or published pricing information.

Unless otherwise agreed in writing:

  • Professional fees are payable according to the agreed payment schedule.
  • Applicable GST and taxes may be additional.
  • Government fees and statutory charges are separate unless specifically included.
  • Penalties, interest, late fees and official charges are borne by the client.
  • Additional work outside the agreed scope may attract additional professional fees.
Detailed payment conditions For professional fee schedules, advance-payment requirements, monthly payment conditions, delayed-payment charges and related commercial terms, please refer to the Maplores Service Policy & Payment Terms .

12 Additional Work and Change in Scope

Additional professional charges may apply where work falls outside the original agreed scope.

Examples may include:

  • New registrations or amendments
  • Revision or correction of previously submitted filings
  • Late filing or historical compliance work
  • Replies to notices or show-cause notices
  • Additional inspections or hearings
  • Departmental representation
  • Additional payroll corrections
  • Historical data reconstruction
  • Custom HR documentation
  • Urgent or priority assignments
  • Site visits or outstation assignments
  • Other work specifically requested outside the agreed scope

Additional work may be taken up after the applicable scope and charges are communicated to the client.

13 Government Fees, Statutory Charges and Penalties

Government and statutory charges are generally separate from Maplores professional fees unless expressly included in writing.

These may include:

  • Government application fees
  • Registration and licence fees
  • Statutory contributions
  • Government penalties
  • Interest and late fees
  • Portal charges
  • Stamp duty
  • Notarisation charges
  • Courier or official delivery expenses
  • Other official or third-party charges

Where such payments are required from the client, they must be provided within the required timeline so that the relevant process can proceed.

14 Limitation of Liability

Maplores acts as a professional service provider, consultant and facilitator. Maplores does not act as a government authority, statutory authority or employer unless a separate written arrangement expressly states otherwise.

To the extent permitted by applicable law, Maplores shall not be responsible for losses, penalties, delays or consequences arising from:

  • Incorrect, incomplete or delayed information supplied by the client.
  • Client-side non-compliance or failure to meet statutory obligations.
  • Delayed approvals or instructions from the client.
  • Government rejection, delay or non-approval.
  • Changes in law, rules, notifications or government policy.
  • Government portal or technical system failures.
  • Third-party system or service failures.
  • Decisions taken by government or statutory authorities.
  • Indirect, consequential or business losses arising outside the agreed scope.
Final compliance responsibility The client remains responsible for fulfilling the legal, statutory and business obligations applicable to its organisation. Maplores provides professional support within the agreed scope.

15 No Guarantee of Government Approval or Outcome

Maplores does not guarantee:

  • Approval of any registration or licence.
  • Acceptance of any application by a government authority.
  • A particular government processing time.
  • Approval of a statutory application or request.
  • Prevention of penalties where information or payments are delayed.
  • A specific outcome from an inspection, hearing or departmental process.

Final decisions remain with the relevant government or statutory authority.

16 Confidentiality and Data Handling

Maplores understands that payroll, employee, business and compliance assignments may involve confidential information.

Information received for service delivery will be handled with reasonable care and used for legitimate service-related purposes, subject to applicable law and the terms of the Maplores Privacy Policy.

Information may be shared with government departments, statutory authorities, payment providers, professional partners or other relevant parties where necessary to provide the requested service, fulfil legal obligations or complete a statutory process.

For additional information about personal data handling, please review the Maplores Privacy Policy .

17 Changes in Laws and Government Procedures

Labour, payroll, tax, employment and statutory requirements may change through legislation, notifications, circulars, rules, portal changes or government instructions.

Maplores may communicate relevant changes to clients where reasonably possible and where such changes materially affect the agreed service.

However, the client remains responsible for maintaining its business in accordance with the laws and requirements applicable to it at the relevant time.

18 Records and Client Approvals

Clients should maintain appropriate internal records relating to employees, payroll, attendance, statutory payments, registrations, licences, filings and other business matters.

Where Maplores provides reports, payroll summaries, compliance reports or draft documents for client review, the client should examine them and communicate any correction or clarification within a reasonable time.

Client approval may be required before certain filings, payments or submissions are completed.

19 Compliance Audit and Review Services

Where Maplores performs an HR, labour or statutory compliance audit or review, the findings are based on the records, documents, information and scope available during the assignment.

An audit or compliance review is not necessarily a guarantee that every historical or future compliance issue has been identified.

Clients remain responsible for implementing corrective actions and maintaining ongoing compliance after the review.

20 Notices, Inspections and Hearings

Maplores may provide documentation, coordination, preparation or procedural assistance relating to statutory notices, inspections or hearings where separately agreed.

Such assistance does not mean that Maplores controls the authority's decision or guarantees a particular result.

Where formal legal representation or specialised legal advice is required, the client may need to engage an appropriately qualified legal professional.

21 Termination of Services

Either party may terminate an ongoing service arrangement in accordance with the applicable agreement or reasonable prior written notice.

On termination:

  • Outstanding professional fees become payable according to the agreed terms.
  • Government and statutory payments already incurred remain payable by the client.
  • Work already performed is not automatically refundable.
  • Pending work may be affected by termination or non-payment.
  • Documents or information may be provided subject to applicable payment and contractual conditions.

Specific termination provisions in a written service agreement will apply where such provisions exist.

22 Suspension of Services

Maplores may temporarily suspend or withhold services where reasonably necessary, including where:

  • Professional fees remain unpaid.
  • Required information has not been supplied.
  • Client approvals are significantly delayed.
  • Required statutory payments have not been provided.
  • Continuing the assignment creates a legal, security or compliance concern.
  • The client materially breaches the applicable terms.

23 Government Portals and Third-Party Systems

Some services depend on government portals, statutory systems, payment gateways, software platforms, internet connectivity and other third-party infrastructure.

Maplores does not control the operation, availability, processing speed or technical performance of such external systems.

A portal outage, technical error, authentication issue or government-system change may affect the timing or completion of a service.

24 Communication and Client Cooperation

Clients should provide a reliable email address, telephone number or other agreed communication channel for service-related communication.

Clients should promptly communicate changes in:

  • Business address
  • Employee strength
  • Payroll structure
  • Statutory registration details
  • Business activity
  • Authorised signatories
  • Government notices or correspondence
  • Other information that may materially affect compliance

26 Governing Law and Jurisdiction

This policy is governed by the applicable laws of India.

Subject to applicable law and any specific written agreement, disputes relating to services covered by this policy may be subject to the jurisdiction of competent courts at Guwahati, Assam, India.

27 Acceptance of This Policy

By engaging Maplores for HR compliance, payroll, statutory, registration, government coordination or related professional services, the client acknowledges that it has had an opportunity to review this policy and agrees to the applicable conditions.

Continued use of the relevant services may also constitute acceptance of updated policy terms where such updates are published or otherwise communicated.

Final responsibility Maplores provides professional support within the agreed scope. The client remains responsible for the accuracy of its information, timely cooperation and compliance obligations applicable to its business.

Frequently Asked Questions

Does Maplores guarantee government approval?
No. Maplores may assist with applications, registrations, filings and government coordination, but approval and final decisions remain with the relevant government or statutory authority.
Who is responsible for the accuracy of payroll data?
The client is responsible for providing accurate employee, attendance, salary, deduction and other payroll information. Where required, the client should also review and approve payroll information before finalisation.
Are government fees included in professional fees?
Generally, government fees, statutory charges, penalties, interest, portal charges and other official expenses are separate unless specifically included in writing.
What happens if the client provides incorrect information?
Incorrect, incomplete or delayed information may result in corrections, additional work, delays, penalties or other consequences. The related responsibility may remain with the client.
Can compliance requirements change after the service starts?
Yes. Laws, rules, notifications, government procedures and portal requirements may change. Additional work resulting from material changes may require a revised scope or fee.
Does Maplores handle statutory notices and inspections?
Maplores may provide documentation, preparation, coordination or liaisoning support where such work is included in the agreed scope. Formal legal representation or specialised legal advice may require an appropriately qualified professional.
Can services be suspended for unpaid fees?
Yes. Subject to the applicable service agreement and payment terms, Maplores may withhold, suspend or discontinue services where outstanding professional fees remain unpaid.
Where can I find detailed professional fee terms?
Detailed professional fees and payment conditions are available in the Maplores Service Policy & Payment Terms and the applicable quotation or service agreement.

Need HR, Payroll or Compliance Support?

If your organisation needs professional support with payroll, HR compliance, statutory registrations, filings or government coordination, talk to Maplores about your requirements.

Talk to Maplores

Maplores Consulting Services
Guwahati, Assam, India

HR Compliance, Payroll & Statutory Services Policy