Salary Slip Format
Download Salary Slip Format
A salary slip is a monthly document issued by employers that contains a detailed breakdown of employee compensation, including earnings, allowances, and deductions. It serves as official proof of employment and income, making it essential for loan applications, tax return preparation, visa applications, and various financial transactions. This document helps employees understand their pay structure and track their financial records.
Our free salary slip templates are designed to accommodate various organizational requirements, from startups to medium-sized companies. Each template follows standard payroll practices and includes comprehensive fields for earnings and deductions, ensuring professional documentation. Select from our available formats to match your company's specific payroll structure and maintain consistent employee records.
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.
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Salary Slip Components
Understanding each field in the salary slip template
- Company Name
- Enter the full legal name of your company or organization.
- Company Logo
- Upload or insert your company's official logo. This helps with brand recognition and gives the payslip a professional appearance.
- Company Address
- Enter your company's complete address including city and postal code.
- Payslip Month and Year
- Select the month and year for which this payslip is being generated.
- PAN (Permanent Account Number)
- Enter your company's 10-character PAN issued by the Income Tax Department. Format: ABCTD1234E. Required for tax compliance and legal documentation.
- GST (Goods and Services Tax) number
- Enter your company's 15-digit GST registration number if applicable. Required for businesses with turnover above ₹40 lakhs (for goods) or ₹20 lakhs (₹10 lakhs in some states). Format: 22AAAAA0000A1Z5.
- Employee Name
- Enter the employee's full name as it should appear on official documents.
- Employee ID or Employee Code
- Enter the employee's unique identification number or code in your organization.
- Designation
- Enter the employee's job title or position within the organization (e.g., Software Engineer, Manager, Accountant).
- Department
- Enter the department or division where the employee works (e.g., IT, Human Resources, Finance, Marketing).
- Date of Joining
- Enter the date when the employee officially joined the company. Format: DD/MM/YYYY. This is important for calculating service benefits and tenure.
- PAN/Aadhaar Number
- Enter the employee's PAN (for tax purposes) and/or Aadhaar number (12-digit unique identification). PAN is mandatory for salary above ₹2.5 lakhs annually. Aadhaar linking may be required for certain benefits.
- Bank Account Number
- Enter the employee's bank account number where the salary will be deposited. Include IFSC code if required. This is essential for direct salary transfers.
- EPF (Employee Provident Fund) Account Number
- Enter the Employee Provident Fund account number assigned by EPFO. This is required for employees earning more than ₹15,000 per month and is mandatory for PF contributions.
- UAN (Universal Account Number)
- Enter the 12-digit Universal Account Number issued by EPFO. UAN remains constant throughout an employee's career, even when changing jobs, and helps in tracking PF contributions.
- Pay Period
- Select the pay period covered by this payslip, typically a month and year.
- Total Paid Days
- Enter the actual number of days for which the employee is being paid. This is calculated as Total Work Days minus LOP Days. For example: if Total Work Days = 26 and LOP = 2 days, then Total Paid Days = 24 days.
- LOP (Loss of Pay) Days
- Enter only the unpaid leave days that result in salary deduction (unauthorized absence, 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 (typically 26-30 days per month, excluding weekends and holidays). This is a fixed number based on the company's working calendar, regardless of employee attendance.
- Number of Leaves
- Enter the total leaves taken by the employee during this pay period, including both paid leaves (sick leave, casual leave, 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. Format: DD/MM/YYYY.
- Earnings
- Add all components that contribute to the employee's gross earnings such as basic salary, allowances, bonuses, overtime pay, commissions, and other benefits specific to your organization or country.
- Basic Salary
- Enter the fundamental component of salary, typically 40-60% of total salary. This is the base amount used to calculate other allowances and contributions like PF and gratuity.
- Dearness Allowance (DA)
- Enter the allowance given to offset inflation impact, calculated as a percentage of basic salary. Primarily applicable to government and public sector employees. Fully taxable under Income Tax.
- House Rent Allowance (HRA)
- Enter the allowance provided to help with accommodation expenses. HRA exemption under Income Tax depends on actual rent paid, salary, and city of residence (metro/non-metro).
- Leave Travel Allowance (LTA)
- Enter the allowance for travel expenses during leave periods. LTA is tax-exempt if used for domestic travel within India and proper bills are submitted as per IT rules.
- Medical Allowance (MA)
- Enter the allowance for medical expenses. Previously exempt up to ₹15,000 annually, now replaced by standard deduction. Some companies still provide this as a taxable component.
- Conveyance Allowance
- Enter the allowance for daily commute expenses. Previously exempt up to ₹1,600 per month, now replaced by standard deduction but may still be provided as a taxable benefit.
- Performance and Special Allowance
- Enter any performance-based incentives, bonuses, or special allowances. These are typically variable components based on individual or company performance and are fully taxable.
- Other Allowance
- Enter any additional allowances not covered above, such as shift allowance, overtime pay, education allowance, mobile allowance, or any company-specific benefits.
- Deductions
- Add 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 employee's PF contribution. This is mandatory for employees earning above ₹15,000/month. Contribution is eligible for tax deduction under Section 80C up to ₹1.5 lakhs.
- Professional Tax (PT)
- Enter the state-specific professional tax levied on salaried individuals. Varies by state (₹200-2,500 annually). Not applicable in all states. Tax deduction is available under Section 16.
- Tax Deducted at Source (TDS)
- Enter the income tax deducted based on employee's projected annual income and applicable tax slab. Calculation considers investments under 80C, HRA exemptions, and other deductions.
- 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.
- Gross Earnings
- Total of all earnings before any deductions are applied.
- Total Deductions
- Sum of all deductions from the gross earnings.
- Total Net Payable
- The final amount payable to the employee after all deductions (Gross Earnings - Total Deductions).
- Amount In Words
- The net payable amount written in words for clarity and to prevent any misunderstanding or errors in payment processing. For example, if the net pay is ₹45,000, write 'Rupees Forty Five Thousand Only'.
- Signatures
- For printed payslips, an authorized person's signature (HR manager or employer) may be required. For digital payslips, signatures are typically not required as the document is system-generated and sent through official company channels.
Frequently asked questions
Visit our full FAQ page or get in touch with Frederic, Co-Founder of PayrollRabbit.
- A salary slip format is a pre-designed template that provides the standard structure for creating employee payslips. It includes all essential fields like employee details, earnings, deductions, and net pay, ensuring professional and consistent documentation.
- Yes! We offer free payslip template downloads in both Word and Excel formats. These editable payslip templates are professionally designed and can be customized with your company branding and employee information.
- Our editable payslip templates are available in .docx and .xlsx formats. Both formats are compatible with Microsoft Office, Google Workspace, and other popular office applications. You can easily open and edit these templates on any device.
- Absolutely! Our simple payslip template Excel free download options are fully editable. You can easily modify company details, add your logo, adjust calculation formulas, and customize the layout to match your organization's requirements.