Every person needs a pay profile. At the Standard level you can also pay by salary structure. At the Basic level each person has one monthly gross figure. The level is a setting under Payroll > Payroll settings. See Payroll settings and statutory rules.
Pay profiles
Open Payroll > Pay profiles. The table shows the staff member, who pays them, the pay mode, the pay, the bank account (masked), PAN and UAN (masked) and the date it applies from. Search by name or employee code. Filter by Paid by and Pay mode.
Add a pay profile
- Press Add pay profile and choose a staff member who has none yet.
- Who pays and how: choose Paid by. If the government pays, enter the ID given by the state payroll portal. Such a person shows with zero pay and is left out of bank files and payslips. Choose the Pay mode.
- Bank: account number, IFSC, bank name and the name on the account. Leave the name empty to use the staff name.
- Tax and social security numbers: PAN, UAN (provident fund) and ESI number.
- Deductions that apply: the income tax regime. For the old regime you can enter the yearly deductions declared. You can also set the TDS of each month by hand. Leave it empty to work it out from the tax slabs.
- Pay terms: the Monthly gross, or a Salary structure, and Effective from. A raise with a later date leaves earlier months alone. If the pay terms change you must give a reason of five letters or more. The Revisions tab keeps every change.
- Under This person's own amounts you can replace an amount or percent of the structure for this person only, for example their own basic pay.
- Press Create pay profile.
Bank account and PAN are shown masked. Type a new number to replace one. Leave the box empty to keep it. A person with approved or locked pay runs cannot be deleted.
Salary structures
Open Payroll > Salary structures. There are two tabs.
- Components: earnings, deductions and employer contributions. Press Add a component. Give a Code (capital letters, digits and the underscore, up to 20, starting with a letter), a name, the Kind, how it is Worked out as and the Order on the payslip. A component can be a fixed amount, a percent of basic, a percent of gross, or a percent of other components you choose. Codes used by the calculation itself (salary, provident fund, ESI, taxes and loans) cannot be used.
- Salary structures: press Add a structure. Name it and add components in order. Fixed components take an amount and the others take a percent. Saving replaces the components with the list shown.
You can switch a structure or a component off. People who have a structure keep it until their profile is changed. A component that is off is not used in pay runs calculated from now on.
Salary structures are shared by every institution of the organisation.
Common questions
The staff member is not in the loans list.
They have no pay profile. Add one here.
I changed a structure but the pay run is the same.
A pay run that is already calculated keeps its amounts. Recalculate a draft run. See Run payroll for a month.