Salary sheet format in Excel

A monthly payroll register for small teams in India. Enter each employee’s basic, HRA and other allowances and their paid days for the month; the sheet pro-rates the gross for days worked, deducts employee PF at 12% of basic up to the wage ceiling and ESI at 0.75% when gross is within the limit, adds the professional tax, TDS and any advance you enter, and gives net pay with column totals for the month.

Templates

Salary sheet (Excel spreadsheet): A monthly salary sheet format in Excel: basic, HRA and allowances, paid days, PF, ESI, professional tax, TDS and net pay for each employee.
Employee attendance sheet (Excel spreadsheet): A monthly employee attendance sheet in Excel: mark present, absent, leave, half day or holiday, with automatic totals and attendance %.
Weekly timesheet (Excel spreadsheet): A weekly timesheet template: start, finish and break times give daily hours, regular and overtime hours, and total pay.

How to use these templates

Set the month; the number of days in it is filled in for you.
Check the PF wage ceiling and ESI gross limit against current rules and change them if they have been revised.
Enter each employee’s monthly basic, HRA and other allowances, and their paid days from the attendance sheet.
Enter professional tax for your state, TDS and any salary advance, then use the Net pay column to make payments.

Running payroll from a spreadsheet

Paid days usually include weekly offs, holidays and paid leave as well as days present. Take them from the attendance sheet totals.
PF is calculated on basic pay, capped at the wage ceiling, and pro-rated for paid days. The employer also contributes; add columns if you want cost-to-company totals.
ESI applies only while monthly gross is within the limit; above it the column shows zero.
Professional tax slabs differ from state to state, and some states charge none, so it is a manual column.
Keep the sheet with your salary slips and bank transfer records; they are what an inspector or auditor will ask for.

Frequently asked questions

Is this salary sheet suitable for statutory compliance?

It applies the common PF and ESI rules, but rates, ceilings and state taxes change. Check the current figures, or ask your accountant, before relying on it for filings.

How is earned gross calculated?

Monthly gross multiplied by paid days and divided by the number of days in the month, rounded to the rupee.

Can I make salary slips from it?

Yes. Use the salary slip template and copy each employee’s figures across, or ask the document writer to fill it from this sheet.

Does it work outside India?

The layout does, but PF and ESI are Indian deductions. Replace those columns with your own, such as National Insurance and pension in the UK.