Step 1: Make sure you have the right permissions

uKnowva introduced functionality allowing HR Admin to upload documents in bulk for employees (including Form 16)

Step 2: Prepare your Form 16 files

1. Download individual Form 16 Part A or B in PDFs from the TRACES portal.
2. Place all PDFs in a folder and compress it into a ZIP file (recommended: ensure file names follow Employee PAN).

Step 3: Configure settings

1. Log in with your admin account and go to Documents (the “folder” icon on the top navigation bar)
2. Create a new folder, eg, Form 16 FY 2025-26
3. Go to uKnowva Configuration > Employee Onboarding and Exit Management App. Search for the setting Payslips Folder, select the form 16’s created folder, and save settings.

Step 4: Use the Bulk Upload Functionality

Once the ZIP is prepared, leverage the system’s bulk document attachment feature.

• Go to Menu > Upload Payslips
• Select Folder created i.e Form 16 and Click on Upload Zip File
• After upload you can see success message on screen 

After upload, trigger system emails to employees informing them that their Form 16 is available.

Data Access & Privacy Control

• Employee Access:Each employee can view only their own Form 16 document from the uploaded list. They will not have access to view or download any other employee’s Form 16 or personal tax-related documents.

• Admin Access:
  Designated HR or Admin users have access to view, upload, and manage Form 16 files for all employees within the system.