Managing Non-Standard Payroll Cycles for a Logistics and Supply Chain Management Company
The company provides end-to-end supply chain solutions, including tech-enabled warehousing, logistics, and fulfillment for B2B, B2C, and D2C brands across India
Non-Standard Cycle
21st to 20th payroll period
Quarterly Processing
Complex reimbursement structure
Accurate Tax Reporting
YTD Special Allowances tracking
Consistent Delivery
Zero payment disruptions
About the Client
A leading logistics and supply chain management company operating across India, providing integrated warehousing, transportation, and fulfillment services to modern commerce brands.
Industry
Logistics & Supply Chain Management
Services
Tech-enabled warehousing, logistics operations, and fulfillment services
Workforce
Large operational workforce with complex payment structures
Business Operations
- End-to-end supply chain solutions provider
- Serving B2B, B2C, and D2C brands
- Multi-location warehouse network across India
- Technology-driven fulfillment operations
Operational Complexity
- Diverse workforce including warehouse staff, logistics personnel, and operations teams
- Variable compensation structures based on operational metrics
- Quarterly reimbursement cycles aligned to business planning periods
- Non-standard payroll calendar matching operational schedules
Complex Payroll Requirements Beyond Standard System Capabilities
The logistics company's unique operational calendar and compensation structure created significant challenges for standard payroll systems, requiring manual intervention and custom processes.
Quarterly Reimbursement Structure
The company's quarterly reimbursement structure couldn't be processed automatically by the existing payroll system, requiring extensive manual intervention for each cycle.
Time-consuming manual calculations every quarter
Non-Standard Pay Cycle
The client operated on a non-standard pay cycle running from the 21st to 20th of each month, different from typical monthly periods, necessitating custom handling outside standard payroll parameters.
Misalignment with conventional payroll calendars
Taxable Portion Reporting Requirements
Client requirement for taxable portions of quarterly reimbursements to be accurately reflected in the YTD Special Allowances section for proper tax reporting and employee tax planning.
Complex tax compliance tracking needed
Manual Calculation Complexity
The complexity of manual calculations was significantly affecting payroll processing efficiency, increasing the risk of errors and delays in employee payments.
High error risk and processing delays
Custom Payroll Processes Designed for Operational Excellence
MYND implemented a tailored manual workflow system with dedicated payroll processing support to handle the client's unique requirements while maintaining accuracy and compliance.
Dedicated Manual Review Workflow
Established a comprehensive manual review and processing workflow specifically for quarterly reimbursements, handled by a dedicated payroll team trained in the client's unique requirements and calculation methodologies.
Custom Calendar Mapping
Mapped payroll timelines manually to align perfectly with the client's non-standard 21st to 20th cycle, ensuring seamless integration with operational schedules and business reporting periods.
Taxable Portion Calculation Process
Created a custom calculation process for determining taxable portions of quarterly reimbursements and automatically updated the YTD Special Allowances section to ensure accurate tax reporting and compliance.
Systematic Tracking Framework
Built a comprehensive systematic tracking mechanism to ensure accuracy despite non-automated processes, including validation checkpoints, audit trails, and reconciliation procedures at each stage of the payroll cycle.
Delivering Reliable Payroll Operations with Zero Disruptions
MYND's tailored approach ensured seamless payroll processing aligned to the client's unique operational calendar while maintaining perfect accuracy in all payments and tax reporting.
Perfect Cycle Alignment
Successfully managed the non-standard pay cycle without any disruption to employee payments, maintaining on-time salary disbursement every cycle.
Zero payment delays across all payroll cycles
Reimbursement Accuracy
Ensured quarterly reimbursements were processed correctly despite manual intervention, with systematic validation preventing errors.
100% accurate quarterly reimbursement processing
Tax Compliance Excellence
Achieved accurate reflection of taxable portions in YTD reports, enabling proper employee tax planning and ensuring full regulatory compliance.
Perfect YTD Special Allowances tracking for tax compliance
Process Reliability
Maintained consistent payroll delivery perfectly aligned to the client's unique operational calendar, supporting business continuity and employee satisfaction.
Reliable, on-schedule payroll aligned to 21st-20th cycle