Free template template · Word

Payroll Approval Sheet

A payroll approval sheet is the one-page summary that management signs before salaries are released. It shows headcount, gross pay, deductions, net pay and employer statutory costs by department, compared with the previous month, so approvers can spot unusual changes quickly.

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[Company Logo][Company Name]

PAYROLL APPROVAL SHEET

Company:: [Company Name]
Payroll Month:: [Month YYYY]
Proposed Pay Date:: [DD/MM/YYYY]
Prepared By:: [HR Name]

A. Department-wise Summary (₹)

Department	Headcount	Gross Pay	Employee Deductions	Net Pay	Employer PF/ESI	Total Cost
[Department]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Department]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Department]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Department]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
Total	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]

B. Month-on-Month Comparison

Item	Previous Month	Current Month	Variance	Explanation
Headcount	[Number]	[Number]	[Number]	[Joiners / exits]
Gross Pay (₹)	[Amount]	[Amount]	[Amount]	[Explanation]
One-time Payments (₹)	[Amount]	[Amount]	[Amount]	[Arrears / incentives]
Net Pay (₹)	[Amount]	[Amount]	[Amount]	[Explanation]

C. Statutory Payables (₹)

Item	Employee Share	Employer Share	Total	Due Date
Provident Fund	[Amount]	[Amount]	[Amount]	[DD/MM/YYYY]
ESI	[Amount]	[Amount]	[Amount]	[DD/MM/YYYY]
Professional Tax	[Amount]	N/A	[Amount]	[DD/MM/YYYY]
Labour Welfare Fund	[Amount]	[Amount]	[Amount]	[DD/MM/YYYY]
TDS on Salary	[Amount]	N/A	[Amount]	[DD/MM/YYYY]

D. Attachments

Payroll register
Variance report
Joiners and exits list
Approvals for one-time payments
Held salary list with reasons

Approval: The payroll summarised above is approved for release of net pay of ₹[Amount] on [DD/MM/YYYY].

Prepared by
[HR Name]
Date: [Date]

Reviewed by
[Finance Head Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Payroll month and pay date
Department-wise headcount and pay totals
Month-on-month variance with explanations
Employer statutory contributions and total cost
Statutory payables summary
Approval signatures with date

When to use it

Monthly sign-off by the CFO, founder or director before salary release
Approving payroll prepared by an outsourced vendor
Multi-location companies consolidating unit payrolls
Audit evidence of payroll authorisation

How to customise this template

1Replace departments with your cost centres or locations
2Add a budget column if you track payroll against budget
3Set a variance threshold that requires explanation
4Attach the detailed payroll register as backup

HR tips

Explain every variance above your threshold in plain words
Get approval before the bank file is released, not after
Keep approvals with the payroll register for audit
Show one-time payments separately so they do not hide trends

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Frequently asked questions

Who should approve payroll?+

An authorised signatory such as the finance head, CFO or a director, after HR and payroll have reviewed it.

Why compare payroll with last month?+

Month-on-month comparison helps catch errors like duplicate payments, missed exits or wrong revisions before salaries are paid.

What should be attached to the approval sheet?+

The payroll register, variance report, list of joiners and exits, and approvals for one-time payments.

All 50 salary, payroll & compensation →

[Company Logo][Company Name]

MONTHLY PAYROLL INPUT SHEET

Company / Unit:: [Company Name] / [Unit]
Payroll Month:: [Month YYYY]
Attendance Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Input Cut-off:: [DD/MM/YYYY]
Prepared By:: [HR Name]

1. Attendance, LOP and Overtime

Emp. ID	Employee Name	Paid Days	LOP Days	OT Hours	Night Shift Days	Remarks
[Employee ID]	[Employee Name]	[Number]	[Number]	[Number]	[Number]	[Remarks]
[Employee ID]	[Employee Name]	[Number]	[Number]	[Number]	[Number]	[Remarks]
[Employee ID]	[Employee Name]	[Number]	[Number]	[Number]	[Number]	[Remarks]

2. New Joiners

Emp. ID	Employee Name	Date of Joining	Annual CTC (₹)	UAN / New	Bank Details Received
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Amount]	[UAN]	Yes / No
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Amount]	[UAN]	Yes / No

3. Exits

Template · Word

Payroll Input Sheet

Download .docx

[Company Logo][Company Name]
SALARY ADVANCE APPROVAL FORM
Approval No.:
[Reference Number]
Request Form No.:
[Request Reference Number]
Date Received:
[DD/MM/YYYY]
Section A – Employee Summary
Employee Name
Employee ID
Designation / Department
Date of Joining
Monthly Net Salary (₹)
Employment Status: Confirmed / Probation / Notice
Section B – Eligibility Check (HR)
- Minimum service of [Number] months completed
- Amount within policy limit of [Limit]
- No outstanding advance or loan
- Not serving notice period
- Deduction consent signed by employee
- Total monthly deductions within permitted limits after this recovery
Section C – Sanction
Form · Word
Salary Advance Approval Form
Download .docx
[Company Logo][Company Name]
PAYROLL CHANGE REQUEST FORM
Request No.:
[Reference Number]
Date of Request:
[Date]
Payroll Cut-off:
[DD] of every month
Section A – Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
UAN
PAN (last 4 characters)
Section B – Type of Change
- Bank account
- Salary / CTC revision
- Designation / grade
- Department / cost centre
- Work location / state (professional tax impact)
- Tax regime (old / new)
- Recurring deduction add / stop
- Name / personal details
- Other (specify)
Section C – Change Details
Form · Word
Payroll Change Request Form
Download .docx
[Company Logo][Company Name]
MONTHLY PAYROLL PROCESSING CHECKLIST
Company:
[Company Name]
Payroll Month:
[Month YYYY]
Salary Pay Date:
[DD/MM/YYYY]
Payroll Owner:
[HR Name]
Reviewer:
[Payroll Manager]
Phase 1 – Pre-Payroll Inputs (Owner: HR Operations)
- Attendance, leave and LOP finalised and locked
- Overtime and shift allowance data approved by department heads
- New joiner details, bank accounts and UAN collected
- Exit list with last working days received
- Salary revisions, promotions and arrears approvals received
- Incentive, bonus and reimbursement approvals received
- Advance recovery and other deduction consents on file
- Investment declarations / tax regime choices updated
Phase 2 – Calculation and Review (Owner: Payroll)
- Payroll master updated for all changes
- Gross pay computed with LOP pro-rating
- Employee and employer PF calculated on PF wages
- ESI computed for eligible employees (gross up to ₹21,000/month)
- Professional tax applied as per state slabs
- Labour Welfare Fund applied where applicable
- TDS projected and computed for the month
- Variance report against last month reviewed and explained
- Headcount reconciled (opening + joiners − exits)
- Negative or zero net pay cases investigated
Phase 3 – Approval and Payment (Owner: Finance)
Checklist · Word
Payroll Processing Checklist
Download .docx

Employee Name
Employee ID
Designation / Department
Date of Joining
Monthly Net Salary (₹)
Employment Status: Confirmed / Probation / Notice

Employee Name
Employee ID
Designation
Department
Work Location
UAN
PAN (last 4 characters)

[Company Logo][Company Name]

PAYROLL EXCEPTION REPORT

Company:: [Company Name]
Payroll Month:: [Month YYYY]
Report Date:: [Date]
Prepared By:: [HR Name]

1. Exception Rules Applied

Net pay change of more than [Percentage]% versus last month
Negative or zero net pay
Missing or invalid PAN, UAN or bank details
Same bank account linked to more than one employee
Overtime hours above [Number] in the month
Gross pay above [Amount] or one-time payment above [Amount]
Salary paid to an employee whose last working day has passed

2. Exceptions Identified

Sr.	Emp. ID	Employee Name	Exception	Severity	Root Cause	Action Taken	Owner	Status
1	[Employee ID]	[Employee Name]	[Exception]	[High / Medium / Low]	[Root Cause]	[Action]	[Owner]	[Open / Closed]
2	[Employee ID]	[Employee Name]	[Exception]	[High / Medium / Low]	[Root Cause]	[Action]	[Owner]	[Open / Closed]
3	[Employee ID]	[Employee Name]	[Exception]	[High / Medium / Low]	[Root Cause]	[Action]	[Owner]	[Open / Closed]
4	[Employee ID]	[Employee Name]	[Exception]	[High / Medium / Low]	[Root Cause]	[Action]	[Owner]	[Open / Closed]

3. Summary

Report · Word

Payroll Exception Report

Download .docx

[Company Logo][Company Name]
PAYROLL RECONCILIATION CHECKLIST
Company:
[Company Name]
Period:
[Month YYYY] / [Quarter]
Prepared By:
[Payroll Executive]
Reviewed By:
[Finance Head Name]
1. Payroll Register to Bank
- Total net pay in register matches total bank debit
- Employee-wise credits match register (no missing or extra names)
- Failed or returned transfers identified and re-paid
- Off-cycle payments (F&F, advances) included
- Held salaries listed and carried forward
2. Payroll Register to General Ledger
- Gross salary expense matches GL salary accounts
- PF, ESI, PT and TDS payable balances match register deductions
- Employer contribution expense posted correctly
- Accruals for unpaid salary / bonus recorded
- Cost-centre allocation matches department totals
3. Statutory Filings
Checklist · Word
Payroll Reconciliation Checklist
Download .docx

[Company Logo][Company Name]

SALARY STRUCTURE – GRADE-WISE

Company:: [Company Name]
Effective From:: [Date]
Version:: [Version Number]
Prepared By:: [HR Name]

1. Component Rules

Basic Salary: [Percentage]% of CTC
HRA: [Percentage]% of Basic (metro / non-metro as per policy)
Special Allowance: balancing figure after all fixed components
Employer PF: 12% of Basic + DA, subject to wage ceiling rules as per policy
Employer ESI: 3.25% of gross for employees earning up to ₹21,000/month
Gratuity provision: as per company policy, payable after 5 years' continuous service

2. Monthly Structure by Grade (₹)

Component	Grade [G1]	Grade [G2]	Grade [G3]	Grade [G4]
Basic Salary	[Amount]	[Amount]	[Amount]	[Amount]
House Rent Allowance (HRA)	[Amount]	[Amount]	[Amount]	[Amount]
Conveyance / Transport Allowance	[Amount]	[Amount]	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]	[Amount]	[Amount]
Gross Salary (A)	[Amount]	[Amount]	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]	N/A	N/A
Gratuity Provision	[Amount]	[Amount]	[Amount]	[Amount]
Employer Contributions (B)	[Amount]	[Amount]	[Amount]	[Amount]
Monthly CTC (A + B)	[Amount]	[Amount]	[Amount]	[Amount]
Annual CTC	[Amount]	[Amount]	[Amount]	[Amount]

3. Estimated Deductions and In-hand (₹ per month)

Template · Word

Salary Structure Format

Download .docx

[Company Logo][Company Name]

ANNEXURE – CTC BREAKUP

Employee / Candidate Name:: [Employee Name]
Designation:: [Designation]
Department:: [Department]
Work Location:: [Work Location]
Annual CTC:: [CTC]
Effective Date:: [Date of Joining]

A. Fixed Earnings

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
House Rent Allowance	[HRA]	[Amount]
Leave Travel Allowance	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]
Total Gross Salary (A)	[Amount]	[Amount]

B. Employer Contributions

Component	Monthly (₹)	Annual (₹)
Employer Provident Fund (12% of Basic)	[Amount]	[Amount]
Employer ESI (3.25%, if applicable)	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Total Employer Contributions (B)	[Amount]	[Amount]

C. Variable Pay (Target)

Template · Word

CTC Breakup Format

Download .docx

Payroll Approval Sheet

Preview of the template

A. Department-wise Summary (₹)

B. Month-on-Month Comparison

C. Statutory Payables (₹)

D. Attachments

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates