Salary Slip Format
Download Salary Slip Format
Download our free salary slip templates in Word and Excel formats. Our payslip formats are suited for all types of businesses and sizes, so you can quickly create a customised salary slip of your choice.
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Salary Slips Categories
3 Salary Slip Formats
At the moment, we have three salary slip format categories:
Basic Salary Slip
This basic salary slip format is a simple, minimalistic, and clean design. Perfect for small businesses that need to create a quick payslip.
Professional Salary Slip
This is a professional salary slip format, which is more detailed and is suitable for corporate environments.
Indian Salary Slip
This template is specifically designed for Indian organisations, respecting local payroll standards.
Every payslip format provides comprehensive wages, deductions, allowances, and other sections, and adheres to standard payroll norms. Download the Word or Excel and adjust it to your needs, or add new required fields.
Do you want an additional format, have a question or feedback regarding our salary slip formats? Feel free to to contact us here.
Step-by-Step Explainer
How can you use our salary slip format?
Create salary slips in Excel or Word format in 2 simple steps:
Download Your Preferred Format
Download our professionally designed salary slip templates available in both Word (.docx) and Excel (.xlsx) formats to match your company's needs.
Customise Excel or Word document
Easily edit the template by adding your company logo, modifying employee details, and adjusting calculation formulas to fit your payroll structure.
Want to automise your payroll? Generate compliant and highly accurate salary slips with our free payslip generator tool or automise your payroll with our paid version.
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Salary Components Explained
This section explains what you need to fill out for each salary component in all of the templates.
Want to learn more about payslips? Read our blog post on salary slips.
- Company Name
- Enter the complete legal name of your company or organisation.
- Company Logo
- To help with brand recognition and a professional appearance, upload or insert your company's official logo.
- Company Address
- Enter your company's complete address, which includes city and postal code.
- Payslip Month and Year
- Enter the month and year for which this payslip is being generated for.
- PAN (Permanent Account Number)
- PAN is a 10-character identification number primarily used by taxpaying Indians and is usually required for tax compliance and legal documentation in India. The Income Tax Department issues it. Here is an example format: ABCTD1234E.
- GST (Goods and Services Tax) number
- GST is a tax on services and goods sold in India. Enter your company's 15-digit GST registration number if applicable. GST is required for businesses with a turnover above ₹40 lakhs (for goods) or ₹20 lakhs (₹10 lakhs in some states). Here is an example format: 22AAAAA0000A1Z5.
- Employee Name
- Enter the employee's full name as it is written on official documents.
- Employee ID or Employee Code
- If applicable, enter the employee's unique identification number or code in your organisation.
- Designation
- Enter the employee's job title or position, such as Software Engineer, Manager, or Accountant, within your organisation.
- Department
- Enter the department or division where the employee works, such as the IT, Human Resources, or Marketing department.
- Date of Joining
- This is the date when the employee officially joined the company. We use the format 'DD/MM/YYYY', but feel free to change it. The joining date is important for calculating service benefits and tenure.
- Aadhaar Number
- This is the employee's Aadhaar number (12-digit unique identification), which is relevant for Indian employers, as it is required for certain benefits. Here is an example format of aadhaar: 1234-5678-9012.
- Bank Account Number
- This is where the employee salary will be deposited. For Indian employers, it may be useful to also enter the IFSC code.
- EPF (Employee Provident Fund) Account Number
- Employee Provident Fund is a retirement savings plan for Indian employees. Employees that earn more than ₹15,000 per month are required for PF contributions. In this field, please enter the EPF account number. Here is an example format: MH/BOM/0012345/678
- UAN (Universal Account Number)
- Every employee that contributes to the EPF is given a UAN. The EPFO (Employees' Provident Fund Organisation) assigns all UANs.
- Pay Period
- Enter the pay period covered by this specific salary slip. It typically includes a specific month and year.
- Total Paid Days
- Enter the actual number of days for which the employee is being paid for. This is calculated as Total Work Days minus Loss of Pay (in short LOP) Days. For example, if the individual has total work days of 26 and a LOP of 2 days, then the total paid days are equal to 24 days.
- LOP (Loss of Pay) Days
- Enter only the unpaid leave days that result in salary deduction, such as unauthorised absence or leave without pay when no leave balance exists. This is different from 'Number of Leaves' which includes paid leaves. LOP days are deducted from total work days to calculate total paid days.
- Total Work Days
- Enter the total calendar working days in the pay period as per company policy, which is typically 26-30 days per month, excluding weekends and holidays. This is a fixed number based on the company's working calendar, regardless of the employee attendance.
- Number of Leaves
- Enter the total leaves taken by the employee during this pay period, which includes paid leaves (i.e., sick leave, casual leave, or earned leave) and unpaid leaves. This is different from LOP Days, which only counts unpaid absences that affect salary.
- Payment Date
- Enter the date when the salary payment was processed or will be credited to the employee's account. We use the format 'DD/MM/YYYY', but feel free to change it.
- Earnings
- Add all components together, which make up the employee's gross earnings. This usually includes basic salary, allowances, bonuses, overtime pay, commissions, and other benefits specific to your organisation or country.
- Basic Salary
- A basic salary is the amount of money an employee receives before any specific additions or deductions are made. It is the base amount used to calculate other allowances and contributions, such as PF and gratuity.
- Dearness Allowance (DA)
- Enter the DA, which is given to offset the impact of inflation in India, calculated as a percentage of basic salary. It is primarily applicable to government and public sector employees and is fully taxable under the Income Tax.
- House Rent Allowance (HRA)
- HRA is an exemption under the Income Tax and depends on actual rent paid, salary, and city of residence (metro/non-metro) in India. Enter the allowance provided to help with accommodation expenses.
- Leave Travel Allowance (LTA)
- LTA is a crucial element of the salary structure that is tax-exempt if used for domestic travel within India. Only travel fare or tickets purchased within India are eligible for LTA; hotel costs or other fees are not. Enter the allowance for travel expenses during leave periods.
- Medical Allowance (MA)
- MA is a set sum of money that businesses provide their workers as part of their compensation package to aid with medical costs. It was previously exempt up to ₹15,000 annually, and has been replaced by a standard deduction. Some companies still provide this as a taxable component. If applicable, enter the allowance for medical expenses.
- Conveyance Allowance
- Conveyance Allowance is the sum of money employees receive from their employers to help with the cost of their commute to work. It is meant to lessen the financial burden of daily travel for the employee. Previously exempt up to ₹1,600 per month, this amount is now replaced by a standard deduction but may still be provided as a taxable benefit. If applicable, enter the allowance for daily commute expenses.
- Performance and Special Allowance
- Performance and Special Allowance is the amount that an organisation gives its workers for various reasons, which can be bonuses, company incentives, or special allowances. This component is variable and is based on the individual or company's performance and is fully taxable. If applicable, enter any performance-based incentives or special allowances.
- Other Allowance
- Enter any additional allowances not covered before, such as shift allowance, overtime pay, education allowance, mobile allowance, or any company-specific benefits.
- Deductions
- Enter all deductions from the employee's gross salary, such as income tax, social security contributions, insurance premiums, loan repayments, advance salary recovery, and other deductions as per local regulations or company policies.
- Employee Provident Fund (EPF)
- Enter 12% of basic salary (minimum) as the EPF contribution. This is mandatory for employees earning above ₹15,000 a month in India. Section 80C of the Income Tax Act Contributions offers tax deductions of up to ₹1.5 lakhs.
- Professional Tax (PT)
- PT is a state-level tax based on earnings from salaried employees in India. The employer deducts the tax, or if the person works for themselves, they are responsible for paying it, and it is not applicable in all states. If applicable, enter the state-specific professional tax levied on salaried individuals. Varies by state (₹200-2,500 annually).
- Tax Deducted at Source (TDS)
- As the name implies, when paying your employees, your company must deduct a specific proportion of taxes, which are subsequently sent to the Indian government. Enter the TDS based on the employee's projected annual income and applicable tax slab.
- Medical Insurance
- Enter deductions for health insurance premiums paid by the employee. Group health insurance premiums are often shared between employer and employee and may qualify for tax benefits under Section 80D of the Income Tax Act.
- Gross Earnings
- Enter the gross earnings. It is the total of all earnings before any deductions are applied.
- Total Deductions
- Enter total deducations, which are the sum of all deductions from the gross earnings.
- Total Net Payable
- Total Net Payable is final amount paid after reducing all the deductions. In other words it means 'Gross Earnings' minus 'Total Deductions'.
- Amount In Words
- Amount in Words is the net payable amount written out in words to prevent any misunderstanding and show transparency. For example, if the net pay is ₹45,000, write 'Rupees Forty Five Thousand Only'.
- Signatures
- If you print the salary slip, the authorised managers may be required to sign it, depending on your country. For digital payslips, you are typically not required to sign it, as it system-generated and sent through your companies official channel. But always double-check with your local laws.
Frequently asked questions
Visit our full FAQ page or get in touch with Frederic, Co-Founder of PayrollRabbit.
- A salary slip format is a template of a salary slip, primarily in Excel or Word format. It is filled out by the employer to document their employees' pay package, including their earnings breakdown and deductions. Once filled and signed, this payslip serves as an official documentation of the employee's earnings and is frequently requested by banks, credit card firms, income tax offices, loan applications, and new jobs.
- Yes! We offer a free payslip template to download in both Word and Excel formats. We put a lot of effort into these payslip templates, and they can be customised with your company branding and employee information.
- The main difference is the format of these payslip templates, as they are either in .docx and .xlsx formats. Both formats are compatible with Microsoft Office, Google Workspace, and other typical work applications. You can easily open and edit these templates on all standard devices.
- Absolutely! Our payslip templates are fully customisable. You can easily modify the company details, add your logo, adjust calculation formulas, and customise the layout to match your organisation's requirements.
What is a salary slip format and why do I need one?
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