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Digital signature in Form 16

Former Member
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Hi all,

This time our indian Client needs Digital signature in Form 16.

Can you please Update me what is Digital signature and how to bring that in Form16.



Accepted Solutions (0)

Answers (1)

Answers (1)

Active Contributor
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When i raised this to Service.SAP.Com i got the following reply from SAP

Regarding your query, Pls see below the clarification , we have

recieved from our legal counsel on the recent change of Form 16.

Kindly revert with inputs from your legal department on what

constitutes digital signature? It seems to be more of a "code" .




1. while the circular restricts digital signature only to form 16, the

Information Tech Act permits it to other certificates also. look at

this, more particularly section 5!

4. Legal recognition of electronic records.

Where any law provides that information or any other matter shall be in

writing or in the typewritten or printed form, then, notwithstanding

anything contained in such law, such requirement shall be deemed to have been satisfied if such information or matter is-

· (a) rendered or made available in an electronic form; and

(b) accessible so as to be usable for a subsequent reference.

5. Legal recognition of digital signatures.

Where any law provides that information or any other matter shall be

authenticated by affixing the signature or any document shall be signed

or bear the signature of any person (hen, notwithstanding anything

contained in such law, such requirement shall be deemed to have been

satisfied, if such information or matter is authenticated by means of

digital signature affixed in such manner as may be prescribed by the

Central Government.

Explanation.- For the purposes of this section, "signed", with

its grammatical variations and cognate expressions, shall, with

reference to a person, mean affixing of his hand written signature or

any mark on any document and the expression "signature" shall be

construed accordingly.

6. Use of electronic records and digital signatures in

Government and its agencies.

(1) Where any law provides for-

(a) the filing of any form. application or any

other document with any office, authority, body or agency owned or

controlled by the appropriate Government in a particular manner;

(b) the issue or grant of any licence, permit,

sanction or approval by whatever name called in a particular manner;

(c) the receipt or payment of money in a

particular manner,then, notwithstanding anything contained in any other

law for the time being in force, such requirement shall be deemed to

have been satisfied if such filing, issue, grant, receipt or payment, as the case may be, is effected by means of such electronic form as may be prescribed by the appropriate Government.

(2) The appropriate Government may, for the purposes of

sub-section (1), by rules, prescribe-

(a) the manner and format in which such

electronic records shall be filed, created or issued;

(b) the manner or method of payment of any fee

or charges for filing, creation or issue any electronic record under




2. digital signature is an electronic secure signature. Look at this;

2(p) "digital signature" means authentication of any

electronic record by a subscriber by means of an electronic method or

procedure in accordance with the provisions of section 3;

3. Authentication of electronic records.

(1) Subject to the provisions of this section any

subscriber may authenticate an electronic record by affixing his digital signature.

(2) The authentication of the electronic record

shall be effected by the use of asymmetric crypto syfunction which envelop and transform the initial electronic record into

another electronic record.

Explanation.- For the purposes of this sub-section, "hash function"

means an algorithm mapping or translation of one sequence of bits into

another, generally smaller, set known'as "hash result" such that an

electronic record yields the same hash result every time the algorithm

is executed with the same electronic record as its input making it

computationally infeasible-

(a) to derive or reconstruct the original

electronic record from the hash result produced by the algorithm;

(b) that two electronic records can produce the same hash result using the algorithm.

(3) Any person by the use of a public key o the subscriber can verify the electronic record.

(4) The private key and the public key are

unique to the subscriber and constitute a functioning key pair.



3. digital signature is individual specific and not organization

specific. Therefore, if there are several signatories, each of them can

have separate digital signatures.



4. the control no. with log : as i understand, it is only a control

procedure. Assign a unique no. to each certificate with digital

signature and keep an inventory of the certificates so issued.



5. The next requirement that the contents cannot be changed does not

mean reprinting is prohibited. A digitally signed doc can be printed

any no. of times (as i understand). Once a digital signature is placed

on an electronic record using the private and public key, the contents

of the document cannot be changed.



Alternatively I have attached the same as an attachment also.

Please feel free for any other queries.

Thanks & Regards

Jagjit Singh Chawla

Active Global Support - HCM


SAP has released the India Country page for SAP ERP HCM. This page

contains the latest updates on solutions released for India payroll

including legal changes and other developments. Additional information

is also available on the product capabilities. This page will be updated on an ongoing basis. The India Country page for SAP ERP HCM can be

accessed through the link

Can you Please tell me how to get the digital signature.

inputs given by priya k