Pay Slip Format: A salary slip is a document that will be issued by the employer to their employees. It should contain a detailed breakdown of the employee’s salary, a list of deductions made from the salary, and the contribution of the salary to various sources such as PF, EPF, etc. Usually, the salary slip is shared in soft copy format with their employees, who post the credit of their salary in PDF format. Each organization follows a different format as per their organizational guidelines. All companies that are established legally as a company are bound to provide salary slips to their employees periodically. These pay slip acts as proof that the employer has paid the salary to the employee.
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- Simple Salary Slip Format Free Download in Excel with Formula, Word, PDF
- Salary Slip Format in Word Template 1
- Salary Slip Format in PDF Template 2
- Salary Slip Format in Excel Template 2
- Salary Slip Format in Word Template 4
- Salary Slip Format in Word Template 2
- Salary Slip Format in Word Template 3
- Salary Slip Format in Word Template 3
- Salary Slip Format in Word Template 5
- Salary Slip Format in Excel Template 3
- Salary Slip Format in Excel Template 4
- Salary Slip Format in Excel Template 5
- Salary Slip Format in Excel Template 6
- Salary Slip Template Excel Free Download with Formula
- Salary Slip Format in Word Free Download
- Basic Template of a Salary Slip
- Components of an Employee Salary Slip
- Employee Salary and AllowancesProvided by Company
- Deductionsin Salary Slip Format by Employers
- Key Points to Remember for a Monthly Pay Slip To Use It as Proof
- Importance of Salary Slip for Employees
- Last 3 Months Salary Slip Format
- How to Create a Salary Slip Format for Employees?
- Payment Slip Format for Contract Employees
- Top Payslip Generators Companies in India
- FAQs on Payment Slip Format
Simple Salary Slip Format Free Download in Excel with Formula, Word, PDF
We have listed out salary slips in various formats, such as Word, Excel, PDF, and Google Sheets, below. All you have to do is click on the given link below and download them, and the salary slip will be downloaded to your device.
Apart from the above links, one can also download the online salary slips from the table below:
| Salary Slip Format Files | Pay Slip Download PDF |
| Simple Salary Slip Format PDF | Download Here – Link 1 (Google Sheet File) Download Here – Link 2 (Excel File) |
| Simple Salary Slip Format in Excel File | Download Here |
| Simple Salary Slip Format in Excel with Formula – Sample 2 | Download Here |
| Simple Salary Slip Format in Word Doc – Sample 1 | Download Here |
| Simple Salary Slip Format in Word Doc – Sample 2 | Download Here |
| Simple Salary Slip Format Word Doc – Sample 3 | Download Here |
| Monthly Pay Slip PDF | Download Here |
Salary Slip Template Excel Free Download with Formula
The sample salary slip template Excel files can be accessed from the following page. Everything can be downloaded with just a click:
| Sample Salary Slip Format in Excel File Free Download 1 | Download Here |
| Sample Salary Slip Format in Excel File Free Download 2 | Download Here |
| Sample Salary Slip Format in Excel File Free Download 3 | Download Here |
| Sample Salary Slip Format in Excel File Free Download 4 | Download Here |
| Sample Salary Slip Format in Excel File Free Download 5 | Download Here |
Salary Slip Format in Word Free Download
The various employee salary certificate slip word formats have been tabulated below:
| Simple Salary Slip Format in Word Doc – Sample 1 | Download Here |
| Simple Salary Slip Format in Word Doc – Sample 2 | Download Here |
| Simple Salary Slip Format Word Doc – Sample 3 | Download Here |
Basic Template of a Salary Slip
The payment slip format of the salary slip is more or less the same at different workplaces. Here are some of the important factors that a payslip should include.
- Companys name
- Companys logo
- Name of the employee
- Employees ID number
- Designation of the employee
- Employees PAN number
- Leaves taken by the employee
- Employees Bank Account details
- Operative workdays of the employee
- Employees PF Account number
- Earning and deductions
- Gross payment
- Net payment
Components of an Employee Salary Slip
While the format of a salary slip model may vary from company to company, the components stay the same. The salary slip is usually divided into two halves, and each segment represents the financial details of an employee. These different yet equally important segments include the income, expenses, obligations, gross earnings, and net pay of an employee. The two parts are as follows:
- Salary & Allowances
- Deductions
Lets talk about these components in detail.
Employee Salary and AllowancesProvided by Company
Here are the payslip components that appear under “Salary and Allowances” in a standard Monthly Pay Slip .
1. Basic Salary
A basic salary is the amount employers pay their employees before any deduction or increase occurs. The reason for either could be overtime, a bonus, or an allowance. Also known as “base pay,” “basic salary” is the initial compensation rate.
2. House Rent Allowance (HRA)
Employers pay HRA to meet the employees accommodation requirements while they live on rent.
3. Leave Travel Allowance
It is that allowance that employees receive for travel. Such an allowance covers all the travel costs within the nation.
4. Conveyance Allowance
Also known as “transport allowance,” “conveyance allowance” is provided to the employees of a company for travel. However, this allowance applies only from their residence to the workplace.
5. Variable Allowance
Employers issue employees a variable allowance when the latter reach their goals or fall far behind them.
6. Medical Allowance
This one is a fixed allowance given to employees to meet their medical needs. It is provided to workers irrespective of the fact that they submit medical bills for reimbursement or not.
7. Personal Allowance
It is the amount of income that an individual is entitled to receive free of charge every year. The calculation of a personal allowance is based on these:
- Gross pay
- Gross salary, CTC, total deduction, and net pay
- Basic salary (40% of CTC)
- DA (50% of basic)
- HRA (20% of basic pay)
8. Special Allowance
Most organizations pay a special allowance to meet their employees unique demands or needs regarding their work performance. That is, it is the fixed amount paid above the basic salary to the employees by their employer.
In general, the CTC of an employee will be calculated as follows:
| Basic Salary (BS) = CTC * Basic Salary % |
| House Rent Allowance (HRA) = Basic Salary * HRA % |
| Special Allowance (SA) = CTC – (BS + HRA + Other Allowances) |
| Provident Fund (PF) = Basic Salary * PF % |
| Gratuity = (15/26) * (BS / 12) * (Number of years of service) |
| Medical Allowance = Fixed amount or percentage of CTC |
| Bonus = Fixed amount or performance-based |
| Other Allowances = Fixed amounts or percentages of CTC |
| Total CTC = Sum of all components |
Deductionsin Salary Slip Format by Employers
A standard format for a salary slip contains the following deductions:
1. Provident Fund (PF)
It is a savings tool for a companys employees. PF is a scheme that most organizations handle under the Employees Provident Fund and Miscellaneous Provisions Act of 1952.
As per this scheme, an employee has to deduct a fixed amount from his salary. The employer pays an equal amount of the PF. This amount earns interest and allows the employee to create wealth over time.
2. Professional Tax
The next deduction in the usual format of a salary slip is the professional tax. It is the tax levied on workers by the state government. Employees earning through any medium need to pay it from their earnings. Such taxes vary from state to state. In most states, the professional tax is always Rs.200, which is deducted from your salary. The deductions made in salary also vary depending on the union territory where the employee has earned the income. The following table depicts the detailed deduction made in the employee’s salary as per their state and their union territory.
| State | Professional Tax Limit |
|---|---|
| Assam | Rs 208 |
| Bihar | Rs 2,500 |
| Chattisgarh | Rs 1,200 |
| Jharkhand | Rs 2,100 |
| Kerala | Rs 1,250 |
| Madhya Pradesh | Rs 208 |
| Maharashtra | Rs 300 |
| Meghalaya | Rs 750 |
| Tamil Nadu | Rs 208 |
| Telangana | Rs 2,500 |
| Tripura | Rs 208 |
Also, there are a few states where professional tax is not charged, and those states are tabulated below:
| States Where Professional Tax is Not Deducted in Salary | States Where Professional Tax is Not Deducted in Salary |
|---|---|
| Arunachal Pradesh | Daman & Diu |
| Himachal Pradesh | Dadra and Nagar Haveli |
| Delhi | Lakshadweep |
| Haryana | Jammu & Kashmir |
| Uttar Pradesh | Punjab |
| Uttarakhand | Rajasthan |
| Andaman and Nicobar Islands | Chandigarh |
| Goa |
3. Tax Deductible at Source (TDS)
TDS is a particular amount that gets deducted from the salary. It is paid by the company that makes the payment. Conversely, the individual who receives the deposit (employee) is reasonably obligated to pay the tax.
4. Employees State Insurance (ESI)
Another deduction in the salary slip format is ESI. It is a health insurance plan designed to offer cash and medical benefits to employees. The employer must contribute to the ESI fund by deducting the employees contribution from his salary.
5. Gratuity
It is a monetary benefit given to employees at the time of their retirement. Companies typically deduct a percentage (4.81%) of an employee’s basic pay + DA to pay for gratuity.
Key Points to Remember for a Monthly Pay Slip To Use It as Proof
- Always have the necessary information about your employees, like their official names, addresses, contact details, and bank account details.
- Write the name of your company in the top left corner. Under that, you can enter the name and professional details of your employees.
- The majority of people create two columns. You can enter salary and allowances on the left side and deductions on the right.
Importance of Salary Slip for Employees
Salary slips are useful in many aspects. People usually preserve their salary slips for the following reasons:
- Employment Proof – The salary slip is the legal employment proof of your job.
- Income Tax Planning – Salary slips are useful to calculate taxes, TDS returns, and income tax returns. It is important to keep track of the payment breakdown when dealing with income tax.
- Future Employment – A salary slip is proof of how much you are getting in your current job and will help you negotiate for your next job.
- Availing Loans – Salary slips will also help in availing of the loans when you apply for them. The salary slip is proof that the candidate is able to pay back the loan or not.
The recipients of a payslip receive either a hard or soft copy of the same. Although it is generally large or medium-sized organizations that provide a salary slip to their employees, most startups and small organizations shy away from doing that.
Last 3 Months Salary Slip Format
When most of you try to switch jobs, HR will request previous pay stubs. Most importantly, HR requests the last three months’ pay stubs. This is because of the following reasons:
- To check if you are in the salary range for the position. If your current salary is more than the offered salary, then HR will reject you. If your current salary is less than the offered salary, then the HR department will check on your designation and offer a designation such as senior manager, VP, etc.
- HR sent a request for a salary slip to check if you have been employed for the last 3 months. There might be a few candidates who would have switched companies in 2 months or 1 month. To check the previous background of an employer, ask for a payslip.
- Additionally, HR will try to make an offer with other compensations apart from the take-home salary. Further, HR will check if you have any other benefits and try to provide some additional benefits.
- To carefully evaluate your pay stub, HR requests only the last 3 months’ salary slip. Here is a sample last three months’ salary slip format that you can use for preparing the salary slip.
| Sample Salary Slip Format or Pay Slip Format 1 | Download Here |
| Sample Salary Slip Format or Pay Slip Format 2 | Download Here |
| Sample Salary Slip Format or Pay Slip Format 3 | Download Here |
| Sample Salary Slip Format or Pay Slip Format 4 | Download Here |
| Sample Salary Slip Format or Pay Slip Format 5 | Download Here |
How To Download Sample Salary Slip from Google Sheets?
Click on the first 2 links from the above give table. After clicking users will be promoted to the Google Sheets. To edit and optimize those company Salary slips, format them according to the desired needs. The steps are summarized below:
- Step 1: Click on the following link: Salary Slip Download.
- Step 2: A Google Sheet will open on the screen. Now click on the File tab in the menu bar.
- Step 3: Choose ‘Download‘ from the drop-down menu, and the salary slip will be downloaded to your device.
Now make the necessary changes to the salary slip as per the organization’s needs.
Alternatively, click on the File tab and choose ‘Make a Copy‘. By doing this, the original document copy will be created on your system. Now, modify the cash salary slip format as per your needs.
How to Create a Salary Slip Format for Employees?
In order to create a salary slip for employees, one will have to involve the following components:
- Company Name and Logo: A salary slip or pay slip should have the company’s name and logo on it.
- Employee Information: It should also contain all the employee details, such as the employee’s ID, department, designation, and other important details.
- Earnings: It should have details on the employees’ earnings. These earnings should be divided into multiple components, such as allowances, overtime pay, allowances, medical insurance, and any other benefits that the employee is receiving along with their salary.
- Deductions: The salary slip should also show the employee’s deducted salary. As with deferred wages, HRA, basic pay, and so on,
- Net Pay: Once all the above things are declared, the format of the salary slip should have a box that says the net pay of the employee. The in-hand salary of the employee
Here is an example of a salary pay slip format.
| Company Name and Logo Employee Information Name: ____________ Employee ID: ____________ Department: ____________ Designation: ____________ Earnings Deductions Net Pay: ____________ |
Payment Slip Format for Contract Employees
It is important for companies to issue salary slips or wage slips to their contract employees. The salary slip that is issued to the contract employees should be issued as per Form XIX. The form XIX covers all the important components of a salary slip, which include employee details with reference to their salary cycle, meaning if the salary is issued monthly, weekly, or fortnightly, contract employees nature of work, wage rates, overtime work details, gross wage, deductions if any, and the actual wage paid.
The overview of the contract employee salary slip is as follows:
| Wage Slip – Form XIX Name and address of contractor: Name and father’s/husband’s name of the employee: Nature and location of work: For the week/fortnight/month ending: 1. Number of days worked: |
Microsoft Excel is capable of performing difficult calculations, computations, pivot tables, and much more. Most companies prefer to prepare salary slips using Microsoft Excel since it is one of the most widely used tools. Most people use the Excel file for dealing with huge datasets. The steps to create a formatted Payment Slip Format India in Excel for companies are explained below.
Before creating a salary slip, keep the following things handy.
1. Employee Database and Salary Structure Format
The first step towards creating a salary slip in Excel format is to establish the employee database. This database should include all the necessary components of the employee, such as name, employee ID, basic salary, and the detailed salary structure. It should also contain information such as which allowances are deducted from the employee’s salary and a list of deductions that are made from the employee’s salary.
2. Gross Salary Calculation
The formula to calculate gross salary is as follows:
Gross Salary = Basic Salary + Allowances
In the gross salary portion, the allowances of the employee are calculated. The allowances in gross salary refer to things such as house rent allowance, transportation allowance, disability allowance, flexible plans, etc. Hence, the basic salary and the allowances are added to calculate the gross salary.
| Gross Salary (GS) = Basic Salary (BS) + House Rent Allowance (HRA) + Additional Allowances CTC (Option 1) = Gross Salary (GS) + Gratuity + Provident Fund (PF) CTC (Option 2) = Basic Salary (BS) + Benefits + Provident Fund (PF) Net Salary (Take-Home Pay) = Gross Salary (GS) – Professional Tax – Public Provident Fund (PPF) – Income Tax Deductions |
3. Calculation of the Deduction
The next and most important part of the format of the salary slip is to mention deductions. Many organizations have various deduction policies such as PF (provident fund), insurance, medical insurance, and tax deductions that are deducted from the salary. Under this section, the deductions of the employees are calculated on the basis of their basic salary and the database deduction percentage.
4. Net Payable Salary
The last and most important component of a salary slip in Excel is the net payable salary. Net salary is the salary that is credited to employees after all deductions are made. The net payable salary is calculated on the basis of the gross salary minus all deductions. Hence, the formula for the net payable salary is as follows:
Net Payable Salary = Gross Salary Deductions
Advantages of Creating Monthly Pay Slip in Excel
Excel is one of the most popular spreadsheet programs, and it is widely used for creating salary slips by individuals, small businesses, and large organizations.
Excel has various advantages when compared to other spreadsheet software which makes it a preferred choice for creating salary slips. Some of the advantages of creating salary slips using Excel are as follows:
- Flexibility: Excel allows users to customize the salary slips as per their requirements. When creating salary slips, they can add or remove columns, rows, and formulas based on their needs.
- Ease of use: Excel has a user-friendly interface that is used to create and modify salary slips, even if the user doesn’t have advanced technical skills.
- Accuracy: Excel has built-in formulas and functions that can perform calculations accurately and quickly, minimizing the chances of errors in the salary slip.
- Cost-effective: Excel is more affordable when compared to other software solutions. Hence, it can be accessed and used by anyone with a basic understanding of the software.
Overall, creating salary slips in Excel is a practical and convenient way to manage payroll and salary-related information, especially for small businesses or individuals who may not have access to more sophisticated payroll software.
Salary Slip Format Without Deductions for Salaries below Rs. 3 Lakhs
If you are based in India and earn a salary below Rs 3 lakhs, then there will be no deductions made from your salary. Here is a sample example of a salary slip without deductions.
Top Payslip Generators Companies in India
Also, there are many tools that allow you to create salary slips quickly and with no hassle. Besides, they offer you customizable payroll solutions and minimize mistakes. Some structured salary slip format software that you can rely on includes RazorPayX Payroll, Asanify, QuickBooks Payroll, OnPay, and Gusto. However, if you want the freedom to draft an entirely customized payslip, you can always use Google Sheets or Excel.
| S.No | Payslip Generator Website | Features | Pricing (Approximate) |
|---|---|---|---|
| 1 | RazorPayX | Payroll management solutions | Contact Website |
| 2 | Asanify | HR and payroll solutions, including payslip gen. | Contact Website |
| 3 | QuickBooks | Comprehensive accounting and payroll services | Contact Website |
| 4 | OnPay | Online payroll services with various features | Contact Website |
| 5 | Gusto | Payroll and HR solutions for businesses | Contact Website |
| 6 | Qandle | HRMS and payroll software | Contact Website |
| 7 | Keka | Payroll and HR management platform | Contact Website |
| 8 | Saral PayPack | Payroll processing software | Contact Website |
| 9 | Zoho Payroll | Payroll and compliance management | Contact Website |
| 10 | 247HRM | HR and payroll solutions | Contact Website |
| 11 | Spine Payroll | Payroll and HRMS software | Contact Website |
| 12 | Peopleworks | Payroll and HR solutions | Contact Website |
| 13 | Nitso Payroll | Payroll management software | Contact Website |
| 14 | sumHR | HRMS and payroll software | Contact Website |
| 15 | ZingHR | Cloud-based HR and payroll solutions | Contact Website |
FAQs on Payment Slip Format
The frequently asked questions on Salary Slip Format are given below:
Are Salary Slips Confidential?
Salary slips are private records. Employers have an obligation to safeguard the financial information of their workers, making sure that only authorized staff members and the workers themselves have access to it.
What To I Do if There is an Error in My Salary Slip?
In order to prevent more issues, it is crucial to notify your HR or payroll department right away if you find any irregularities or inaccuracies on the pay statement.
An employees payslip can be created using software designed especially for the salary slip. However, you can also draft salary slips manually, using an HR/payroll platform.
What is a “salary slip” for a private employee?
The salary slip for a private employee is an important document that he or she receives month after month from their employer. The salary slip acts as proof of employment for the employee that he or she has been working for a company. Also, the salary slip states the total salary or in-hand salary the employee was receiving.
Can HR ask for a salary slip?
Yes, HR can ask for a salary slip to determine if that particular person has worked for a company or not. Also, check how much salary the employee is receiving.
What information should be included in the format of a salary slip for organizations?
A salary slip format that is created by the organization should include all the employee details, such as name, designation, employee ID, and period of payment. The salary slip should also include other important details, such as gross salary, deductions, and net salary for the period.
How often should organizations provide employees with a salary slip?
Organizations are entitled to provide salary slips to their employees at least once a month. The salary slip provided by the organization should include all the important details, such as salary paid, deductions made, number of working days, and so on.
Can organizations customize their salary slip format?
Yes, organizations can customize their salary slip format to suit their specific needs. However, even after the customization, the salary should contain all the details required by law, and the language of the salary slip should be provided in an easy-to-understand format.
How do I make last 3 months salary slip format?
You can make a salary slip format for the last three months by using an online template or a software program. Also you can download free salary slip templates from this page. Some of these programs allow you to customize the format and add your required information. You can also find simple templates online that you can fill out manually.
What are the components that I should include in salary slip format for Pvt Ltd company?
For a private limited company, the components usually included on a salary slip format are the employee name and number, the number of hours worked, wages earned, deductions, any taxes or contributions, and the net salary amount.
How can I make a simple salary slip?
You can create a simple salary slip by using an online template or a software program. Most of these programs allow you to customize the format and add the information you need to the slip. Additionally, you can find templates online that you can fill out manually.
What components to include in salary slip format for cash payment?
When creating a salary slip format for cash payment, it is important to include the employee name and number, wages earned, deductions, any taxes or contributions, and the net salary amount. These components will ensure that the salary slip is accurate and that all payments are recorded properly.
How can I get my salary slip?
There are multiple ways through which you can get your salary slip. One of them is by asking the HR of your company for your salary slip. Another way of getting it is through your bank. Since your salary directly gets credited to your bank account, they can provide you with the salary slip.
Can I make or create my own salary slip?
It is illegal to make your own salary slip. Since the salary slip is generated by the employer, employees cannot create one on their own. Both manual and online processes are available to businesses and organizations for creating salary slips.
What is proof of salary?
A salary certificate letter is proof of salary. Basically, A salary certificate letter is a document that serves as proof of your employment and the company that you are employed, and it is provided by your employer.
Should I create a salary slip format for a small organisation?
Yes, creating a salary slip format for a small organization is recommended as it helps to ensure accuracy and transparency when paying salaries to employees. Additionally, the salary slip can help with tax calculations and compliance with legal regulations.
Where is a salary slip required?
A salary or wage slip is an important legal document that acts as proof that you are a salaried employee. Salary slips are requested at many places, such as when applying for new jobs by HR, by banks when you take out loans, by credit card companies, by income tax departments, and many more.
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