A Salary slip or a Payslip is the document issued by the employers to their employees in which the employee's income and deductions for the month are broken down in great detail. The employees may receive a printed copy of this document or receive a copy via mail. It is also downloadable in the PDF formats. In addition, as evidence of the payments of salary to its employees and the deductions that have been made, a business is required by law to issue salary slips on a regular basis.
Different companies may choose to represent the monthly salary slip differently, however, the prime components remain the same (or similar). These are as follows:
Under this header, all the monies paid to you by the company are reflected. These include (as example):
Basic Salary: This is the most important component in an employee’s salary slip. The basic salary usually comes up to around 35% to 40% of your total in-hand salary and is used as the base to calculate other salary components.
Dearness Allowance (DA): Dearness Allowance is usually offered to an employee to counteract the effect of inflation and is represented as a percentage of the basic salary.
House Rent Allowance (HRA): Organisations provide House Rent Allowance to their employees in a bid to help them pay for their accommodation. HRA is usually around 40% to 50% of one’s basic salary and is taxable if the employee doesn’t live in a rented house.
Leave Travel Allowance (LTA): Leave Travel Allowance is usually offered to government employees, which they can use to pay for their travel or vacation.
Medical Allowance: Medical allowance is provided to the employees of an organisation to help them pay their medical bills.
Conveyance Allowance: Conveyance allowance provided to employees covers the expenses that they incur for travelling from their home to their place of work.
Performance Linked Bonus: Organisations may choose to provide an incentive based on the performance of the employee. Unlike other allowances, this bonus amount may vary from one month to another.
Other (or Special) Allowance: All other allowances apart from the ones mentioned above are usually categorised as other other or special allowance in a salary slip.
All the amounts deducted from your salary are also reflected in your salary pay slip, such as:
Employees Provident Fund (EPF): It is a mandatory deduction that your employer makes each month from your salary. Around 12% of your basic salary is deducted and deposited in a PF account in your name on your behalf. The amount in your PF account can be withdrawn by you at the time of retirement to meet your needs.
Professional Tax : Some states in India levy a tax on working professionals. The percentage of tax may vary from one state to another. However, the maximum amount that any state can levy as professional tax is capped at ₹2,500 per annum.
Income Tax as Tax Deductible at Source (TDS): If your annual income exceeds the basic exemption limit, which is ₹2.5 lakhs, your employer will deduct income tax at the slab rate that you fall under. This tax is known as TDS or Tax Deducted at Source and is deposited with the Income Tax authorities on your behalf.
As the name suggests, a salary slip is only available to salaried employees. The responsibility for providing the salary pay slip to the employee rests with the employer. They can either choose to hand over the monthly salary slip as a hard copy or make the same available on a dedicated salary slip portal. If for some reason you are not provided with a monthly salary pay slip, you can also request a salary certificate that will list out the month-wise employee pay slip details.
Although there’s no set format for a salary payslip, there is a template that most organisations generally tend to follow. Here’s a quick look at a few of the items that you can typically find in a payslip irrespective of the organisation.
Name, logo, and registered address of the company
Month and year pertaining to the salary slip
Employee details such as their name, employee ID/code, department, and designation
PAN, Aadhaar, and bank account details of the employee
Universal Account Number (UAN) and EPF account number of the employee
Total number of working days in the month, the number of days actually worked, and the number of leaves availed by the employee
Detailed list of all of the income related salary components and deductions from salary
Gross salary and the net salary of the employee
We are in a digital era with large multi geographic conglomerates and global organisations. Most employers have chosen to make use of technology to provide e-payslips to their employees. This is an entirely online process wherein all the relevant information is available electronically, thus reducing manual effort for the HR team while also making it easy for employees to view and download online salary slips by logging into the organisation’s salary slip portal. The epayslips are completely valid and can be used as proof wherever needed, in case of seeking a loan or a credit card or any similar financial requirement.
If you study the pay slip format, you will find that there are many components listed on it. These components not only clarify your individual income statement for the month/year, but there are several other areas where they come in handy. Listed below are some of the uses of a salary slip.
Thorough knowledge of the salary slip components such as basic pay, house rent allowance, tax deductions, etc., can help you with your income tax planning so that you can maximise savings. For example, under Section 10 of the Income Tax Act, 1961, if you live in rented accommodation, you can claim a part of the House Rent Allowance (HRA) under tax deduction. Also, under Section 80C of the same Act, you can enjoy tax savings against EPF (Employees’ Provident Fund) contribution, which makes up to 12 percent of your basic salary.
Online systems can also be prone to technical errors. If you see a change (increase/ decrease) in your monthly salary amount, you can quickly refer to your online salary slip and raise the concern to the relevant HR or Finance departments.
Your payslip is legal proof of your employment status. If you are looking to get a loan, open a bank account, apply for a visa, etc., you would need to submit copies of your salary slips for the last three months as proof of your last drawn salary.
In case you wish to apply for a loan, an important criterion that you need to fulfil is your financial eligibility to repay the loan. Your salary slip provides proof of your monthly income and is accepted as an official proof of your employment. It is accepted by almost all the banks and financial institutions as a proof of your financial eligibility and increases your chances of getting the loan approved.
You need the monthly salary payment slip even when you apply for a credit card. This is irrespective of whether you have chosen to opt for an RBL Bank credit card, Axis Bank credit card, SBI credit card, ICICI Credit Card, YES Bank credit card or Citibank Credit Card, the salary slip is mandatory if you are a salaried individual. The document serves as proof of your regularised income and backs your eligibility for the selected credit card.
When you are looking to seek employment in a different organisation, you would need to provide your salary slip to the employer to initiate salary negotiations. This is because your new salary (and the increment thereupon) is decided based on your current salary.
As an employee of an organisation, it is important for you to know the difference between in-hand salary, gross salary, and Cost to Company (CTC). This will help you plan your finances in a much better manner.
Cost to Company (CTC) includes all the direct and indirect benefits that an organisation provides you with. It includes things like basic salary, all allowances, all salary deductions, employer’s contribution towards your EPF or NPS account, and premiums paid towards health or life insurance coverage. As you can see, not all the components under a CTC would be payable to you directly.
Gross salary, on the other hand, only includes basic salary, all allowances, all salary deductions, and employee’s contribution towards EPF or NPS.
And finally, in-hand salary is the amount that you receive in-hand each month after accounting for all the deductions. It only includes the basic salary component and all other cash allowances payable to you. In-hand salary is also referred to as net salary.
With your pay slip, you can quickly find out the amount of taxable income that you’ve earned during a financial year. The components listed in an employee salary slip can be categorised into three types based on their taxability - fully exempt, partially taxable, fully taxable. Here’s a quick look at the components and how they’re taxed.
Employer’s and employee’s contribution towards PF and NPS
House Rent Allowance, Conveyance Allowance, and Transport Allowance
Basic salary, Dearness Allowance, Medical Allowance, Special Allowance, Leave Salary
With this information, you can not only quickly calculate the amount of tax that you would have to pay, but also determine the amount of tax that you get to save as well.
A pay slip is a written record of the monthly salary payment. Only salaried individuals have access to a salary slip, which is provided by the employer. Along with the amount received as a salary, an employee pay slip lists out several critical details related to one’s employment status such as designation, tenure of employment, etc.
At the end of every month, your employer will either hand over the pay slip to you as a hard copy or upload it on the salary slip portal. In case it is available online, you can log in to the portal and download the e-pay slip for the particular month.
To check your salary slip online, you can visit your organisation’s salary slip portal and login with your credentials. Once logged in, you can view and download the salary slip from the side menu or dashboard.
If you are a salaried individual, you would need a salary slip to apply for a new credit card, open a bank account, request for a loan, save on your income taxes, resolve payment discrepancies, switch jobs, etc.
The payslip is a documented breakup of the money paid to you and deducted from you by your employer. It is directly related to your annual cost to the company (CTC) and serves as a means to document all employment related financial information consolidated in one place.
Usually, the HR team ensures that each employee receives their e-pay slip via email at a stipulated time each month. However, it is also possible to download your online salary slip by logging into the digital salary slip portal. The usual steps involved are:
Log in to the online pay slip portal
Find the ‘Employee Pay Details’ or ‘Salary Slip’ option and click on it
Select the month and/or FY for the pay slip to be downloaded
Choose the option to download as excel or pdf
Click on download and save somewhere convenient
The employee pay slip comes in handy in a variety of ways. The uses range from professional ones - such as, salary negotiations in new job, salary market correction in existing job, optimising your earnings and tax savings etc; to financial ones such as applying for lending products like personal loan, home loan, credit card, opening a savings/current account; and many more.
Ideally, it is a good practice to store and save employee pay slips for the recent 3 months. This can come in handy in several instances and having them available offline helps in quick reference. In case you weren’t able to do so and have now changed jobs, and require your salary slip from your previous company, then you will need to send an official request to the HR team or the department that looks after ex-employee welfare. By explaining the requirement and the duration for which salary slips are required, they will process the request and email them to you.
An employee salary slip contains details of all the salary components including deductions. Some of these components are fully taxable, partially taxable, or fully exempt. By getting to know which of the components are taxable in what kind of way, you can estimate your total taxable income and then plan your investments in such a way that you maximise your tax savings.
Yes. If you approach a bank for a credit facility, you will be required to submit a copy of your original salary slip as part of the credit application process.
Both the terms payslip and salary slip are the same and are used interchangeably. There’s absolutely no difference between them.
Yes. Handwritten salary slips are legal as long as they carry the company’s name, logo, address, and the signature of an authorised signatory. Handwritten salary slips can even be submitted as proof of your income in banks and other organisations.
If you’re an employer wanting to create salary slips for your employees, you can do it through a spreadsheet software or a dedicated pay slip software. You can find salary slip templates online for free, which you can use as a reference to create one for your employees.