Free form template · Word

Payroll Change Request Form

A payroll change request form is used to request and approve any change to an employee's payroll master data, such as bank account, salary, designation, cost centre, tax regime or recurring deduction, before the monthly payroll cut-off. It ensures every change is authorised and traceable.

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[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

Field	Current Value	New Value	Supporting Document
[Field Name]	[Current Value]	[New Value]	[Letter / Cancelled Cheque / Declaration]
[Field Name]	[Current Value]	[New Value]	[Document]
[Field Name]	[Current Value]	[New Value]	[Document]

Effective Date
Payroll Month to Reflect
Reason for Change

Section D – Approvals

Requested by
[Employee Name / HR Name]
Date: [Date]

Approved by
[HR Name]
Date: [Date]

Approved by (pay changes)
[Finance Head Name]
Date: [Date]

Section E – Payroll Use

Updated in Payroll System On
Updated By
Verified By
Remarks

Declaration

I confirm that the details above are correct and that supporting documents are attached. I understand that changes received after the cut-off date will be processed in the following payroll month.

Employee Signature
[Employee Name]
Date: [Date]

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What this template includes

Type of change with checkboxes
Current value and new value
Effective date and payroll month
Supporting document reference
Requester and approver signatures
Payroll processing confirmation

When to use it

An employee changes their salary bank account
HR needs to update salary after a revision letter
Transfer to a new cost centre or work location
Employee opts for a different tax regime or adds a deduction

How to customise this template

1Add your payroll cut-off date in the header
2Adjust change types to match your payroll system fields
3Set approval levels by type (e.g. salary changes need finance)
4Add a cancelled-cheque requirement for bank changes

HR tips

Verify bank changes directly with the employee to prevent payroll fraud
Never process salary changes without an approved letter
Keep a change log and review it during payroll reconciliation
Reject incomplete forms rather than guessing

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Frequently asked questions

How do I change my salary bank account?+

Submit a payroll change request form with the new account details and a cancelled cheque or bank letter before the payroll cut-off date.

What is payroll cut-off?+

It is the date after which changes are not included in the current month's payroll and move to the next month.

Who approves payroll changes?+

Usually HR approves employee data changes, and finance or a payroll manager approves pay-related changes.

All 50 salary, payroll & compensation →

[Company Logo][Company Name]

SALARY ADVANCE REQUEST FORM

Form No.:: [Reference Number]
Date of Request:: [Date]

Section A – Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
Mobile Number
Current Monthly Net Salary (₹)

Section B – Advance Details

Advance Amount Requested (₹)
Amount in Words
Required By (Date)
Purpose: Medical / Education / Marriage / Housing Repair / Relocation / Other (specify)
Brief Description of Need
Supporting Document Attached (if any): Yes / No

Section C – Proposed Repayment

Form · Word

Salary Advance Request Form

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[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
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[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

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[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

[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 (₹)

Template · Word

Payroll Approval Sheet

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[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

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[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
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[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

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

Payroll Change Request Form

Preview of the form

Section A – Employee Details

Section B – Type of Change

Section C – Change Details

Section D – Approvals

Section E – Payroll Use

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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