By CA Surekha S Ahuja
The gratuity charge in P&L is not automatically the tax deduction
Gratuity is a classic year-end tax-audit trap.
A company may recognise an actuarial gratuity liability in its accounts, but the closing liability is not itself the tax deduction.
The tax treatment depends on what actually happened:
PROVISION → PAYABILITY → PAYMENT → APPROVED FUND CONTRIBUTION → WRITE-BACK
For AY 2026-27, FY 2025-26 is governed by the Income-tax Act, 1961. Income from 1 April 2026 onwards falls under the Income-tax Act, 2025 and the new Tax Year regime.
The law in one view
| Transaction | Tax treatment | Legal basis |
|---|---|---|
| Provision for future gratuity | Generally disallowed | s. 40A(7)(a) |
| Gratuity that became payable during the year | Exception to the above | s. 40A(7)(b) |
| Contribution to approved gratuity fund | Deductible subject to payment conditions | s. 36(1)(v) + s. 43B(b) |
| Contribution to unapproved fund | Generally disallowed | s. 40A(9) |
| Direct gratuity payment out of provision disallowed earlier | Deduction may arise on payment | s. 37(1), read with s. 40A(7) |
| Provision allowed earlier and subsequently paid | No second deduction | Explanation to s. 40A(7) |
| Write-back of provision disallowed earlier | Generally not taxable merely because of write-back | No earlier tax deduction |
| Write-back where deduction was allowed earlier | May be taxable | s. 41(1) |
Section 40A(7)(a) disallows a provision for gratuity, subject to the specific exceptions in section 40A(7)(b). The Explanation also prevents a second deduction where the original provision had already been allowed.
1. Provision is not payment
Suppose the gratuity charge debited to P&L for FY 2025-26 is ₹30 lakh.
If that charge represents future gratuity liability and the gratuity has not otherwise become payable during the year, the amount is generally added back under section 40A(7).
But the correct statement is not: "Every gratuity provision is disallowed."
Section 40A(7)(b) creates an exception for a provision for gratuity that has become payable during the previous year.
Therefore:
Future gratuity provision
→ generally disallow.
Gratuity that became payable during FY 2025-26
→ examine the section 40A(7)(b) exception.
The closing actuarial liability should never simply be equated with the amount to be added back. The tax working should identify the current-year charge and separately examine amounts that became payable.
2. What happens when the previously disallowed provision is paid?
Suppose: Opening tax-disallowed provision: ₹10 lakh
- Current-year gratuity charge: ₹3 lakh
- Gratuity paid during the year from the provision: ₹4 lakh
If the ₹4 lakh relates to a provision that was disallowed earlier, deduction may arise when the gratuity is actually paid, subject to the applicable provisions.
The legal basis is the general deduction provision in section 37(1), read with section 40A(7).
But if the same payment has already been charged to P&L and thereby claimed in arriving at accounting profit, it should not be deducted again.
Equally, where the underlying provision had already been allowed as a deduction, the Explanation to section 40A(7) prevents a second deduction when the amount is subsequently paid.
The practical test : Was the amount already allowed for tax, or is the payment now releasing a provision on which tax deduction was denied earlier?
That is why a tax-disallowed gratuity provision register is essential.
3. Do not put every gratuity payment under section 43B
This distinction is important.
Section 43B(b) deals specifically with an employer's contribution to a gratuity fund.
It is therefore not correct to treat every gratuity paid directly to an employee as a section 43B payment.
Direct payment to employee
Analyse under the section 40A(7) framework, including whether the gratuity had become payable and whether a previously disallowed provision is being utilised.
Contribution to approved gratuity fund : Analyse under section 36(1)(v) read with section 43B(b).
The legal character of the payment determines the tax treatment.
4. LIC Group Gratuity: the policy is not the tax test
An employer may have an LIC Group Gratuity arrangement. But the relevant question is not merely: "Is there an LIC policy?"
It is: Is the contribution being made to an approved gratuity fund and are the statutory conditions satisfied?
Section 36(1)(v) provides the deduction for contributions to an approved gratuity fund, while section 43B(b) governs the timing of deduction by reference to actual payment.
Tax computation for a funded arrangement -
As a practical computation:
Add back: the full gratuity charge recognised in the books under AS 15 / Ind AS 19, to the extent not otherwise deductible.
Deduct: the eligible contribution actually paid to the approved gratuity fund, subject to section 43B.
And importantly: Gratuity paid by LIC/fund to employees does not give the employer a second deduction where the employer's eligible contribution has already been allowed.
Before claiming the contribution, verify:
- approval of the gratuity fund;
- irrevocable trust documentation;
- LIC policy/scheme;
- contribution demand;
- actual payment date; and
- fund statement.
An LIC policy by itself is not the statutory test for deduction.
5. A write-back follows the tax history of the provision
Suppose actuarial remeasurement reduces the liability and ₹50,000 is credited to P&L.
Do not automatically treat ₹50,000 as taxable income.
Ask: Was the original provision allowed as a tax deduction?
If disallowed earlier: the write-back generally should not become taxable merely because it is credited to P&L.
If allowed earlier: section 41(1) may bring the corresponding benefit to tax.
The principle : The tax treatment of the write-back follows the tax treatment of the original provision.
The current year's accounting entry cannot be examined in isolation.
6. The reconciliation that catches the mistake
Assume:
| Particulars | ₹ |
|---|---|
| Opening tax-disallowed provision | 10,00,000 |
| Current-year gratuity charge | 3,00,000 |
| Gratuity paid from provision | (4,00,000) |
| Excess provision written back | (50,000) |
| Closing provision | 8,50,000 |
Assuming the opening provision was entirely disallowed in earlier years:
Add back: current-year provision — ₹3,00,000
Less: eligible gratuity payment — ₹4,00,000
Less: write-back of previously disallowed provision — ₹50,000
Net tax adjustment: ₹1,50,000 deduction
The movement independently confirms the number:
₹10 lakh opening − ₹8.50 lakh closing = ₹1.50 lakh
If the tax computation does not reconcile with the movement in the tax-disallowed provision, stop and investigate before filing.
7. Form 3CD and ITR: do not force the wrong section
For AY 2026-27, the relevant Form 3CD provisions include:
| Clause | Gratuity relevance |
|---|---|
| 21(e) | Provision for payment of gratuity not allowable under section 40A(7) |
| 21(f) | Amounts covered by section 40A(9) |
| 26 | Amounts covered by section 43B, including relevant gratuity-fund contributions |
CBDT's current tax-audit guidance expressly identifies Clause 21(e) for provision for gratuity not allowable under section 40A(7) and Clause 21(f) for section 40A(9).
The important distinction
A gratuity provision belongs to the section 40A(7) analysis.
An eligible contribution to an approved gratuity fund belongs to the section 43B analysis.
A direct gratuity payment should not be shifted into Clause 26 merely to make the numbers appear to match.
On the ITR side, a direct payment that is not a section 43B item should be claimed through the appropriate deduction route, including the relevant "any other amount allowable as deduction" field where applicable, rather than being put into the 43B row.
The objective is not to make 3CD and ITR mechanically identical by using the wrong statutory provision.
It is to make the legal character, 3CD disclosure and ITR computation tell the same story.
8. FY 2025-26: the gratuity valuation deserves another look
The Code on Social Security, 2020 gratuity provisions became applicable from 21 November 2025. The Ministry of Labour's FAQ confirms that the gratuity calculation provisions apply from that date and that a fixed-term employee becomes eligible for gratuity on completing one year of service under the contract.
This can affect the underlying gratuity liability and the actuarial valuation for FY 2025-26.
But keep the two laws separate:
A liability under labour law does not automatically become a deductible provision under income-tax law.
The tax question remains whether the amount is merely provided, has become payable, has been paid, or represents an eligible contribution to an approved fund.
AY 2026-27 — 10-point gratuity audit check
Before signing the tax audit report:
1. Obtain the actuarial valuation.
2. Reconcile the opening and closing gratuity liability.
3. Identify gratuity that became payable during FY 2025-26.
4. Separate it from the future gratuity provision.
5. Trace every payment — through provision or directly through P&L.
6. Maintain the tax-disallowed gratuity register.
7. For LIC/approved-fund arrangements, verify approval + contribution + payment.
8. Trace every write-back to the year in which the provision was originally dealt with for tax.
9. Reconcile Clause 21(e), 21(f) and 26 with the computation.
10. Ensure the 3CD, computation and ITR tell the same legal story.
Final Perspective
The real mistake is not making a gratuity provision.
It is losing the tax history of that provision.
For AY 2026-27, follow the legal sequence:
PROVISION → PAYABILITY → PAYMENT → WRITE-BACK
For a funded arrangement:
APPROVAL → CONTRIBUTION → PAYMENT → DEDUCTION
For every material amount, the working paper should answer four questions:
What was provided?
When did it become payable?
When and how was it paid?
Was a tax deduction already claimed?
That is the real control.
Do not deduct the accounting provision merely because it is an expense.
Do not disallow the same amount twice.
Do not claim the same payment twice.
And do not treat an LIC policy as a substitute for approved-fund verification.
For AY 2026-27, a properly maintained gratuity tax reconciliation can prevent a small year-end accounting entry from becoming a tax-audit or return-processing problem.
One final transition point
The above analysis is for AY 2026-27 under the Income-tax Act, 1961. From 1 April 2026, the Income-tax Act, 2025 applies. The terminology, section numbering and tax-audit reporting framework change; for Tax Year 2026-27, the erstwhile Forms 3CA/3CB/3CD are replaced by the unified Form No. 26 under section 63 of the new Act.










