Free template template · Word

Payroll Input Sheet

A payroll input sheet collects every variable that changes month to month, such as attendance, loss of pay, overtime, joiners, exits, arrears, incentives and one-time deductions, so that HR can send a single, verified set of inputs to the payroll team or outsourced vendor before cut-off.

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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

Emp. ID	Employee Name	Last Working Day	Salary Treatment	F&F Status
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Process / Hold till F&F]	[Pending / Done]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Process / Hold till F&F]	[Pending / Done]

4. One-time Earnings

Emp. ID	Employee Name	Type (Arrears / Incentive / Bonus / Referral)	Amount (₹)	Approval Ref.
[Employee ID]	[Employee Name]	[Type]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Type]	[Amount]	[Reference Number]

5. One-time Deductions

Emp. ID	Employee Name	Type (Advance / Notice Recovery / Asset)	Amount (₹)	Consent / Approval Ref.
[Employee ID]	[Employee Name]	[Type]	[Amount]	[Reference Number]
[Employee ID]	[Employee Name]	[Type]	[Amount]	[Reference Number]

6. Headcount Reconciliation

Opening Headcount	Add: Joiners	Less: Exits	Closing Headcount
[Number]	[Number]	[Number]	[Number]

Prepared by
[HR Name]
Date: [Date]

Approved by
[HR Manager]
Date: [Date]

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What this template includes

Payroll month and cut-off date
Attendance and LOP by employee
Overtime and shift allowance hours
New joiners and exits
One-time earnings (arrears, incentives, bonus)
One-time deductions (advance recovery, notice pay recovery)
Sign-off by HR before release

When to use it

Sending monthly inputs to an outsourced payroll vendor
Consolidating inputs from multiple branches or plants
Small HR teams running payroll in-house
Standardising what each department submits each month

How to customise this template

1Use one tab or table per input type
2Add plant-specific columns such as night shift days
3Include the approval reference for each one-time payment
4Agree the format with your payroll vendor

HR tips

Send only changes; fixed salary stays in the payroll master
Attach approvals for every one-time payment
Freeze inputs at cut-off; late items go to next month
Reconcile headcount: last month + joiners − exits = this month

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Frequently asked questions

What are payroll inputs?+

Payroll inputs are the monthly variables, such as attendance, overtime, joiners, exits and one-time payments or deductions, that payroll needs in addition to fixed salary data.

When should payroll inputs be sent?+

Before the agreed payroll cut-off date, typically a few working days before salary processing, so the payroll team has time to compute and check.

Who prepares the payroll input sheet?+

Usually HR operations, with attendance from the time office or managers and approvals from department heads.

All 50 salary, payroll & compensation →

[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

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
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

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[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

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[Company Logo][Company Name]

ANNUAL COST TO COMPANY STATEMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Financial Year:: [FY YYYY-YY]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation / Department:: [Designation] / [Department]
Date of Joining:: [Date of Joining]
UAN:: [UAN]

Dear [Employee Name],
This statement summarises the total amount [Company Name] invested in your employment during the financial year [FY YYYY-YY]. It includes cash salary as well as contributions and benefits that do not appear in your monthly in-hand pay.

Part A – Salary Paid

Component	Approved Annual (₹)	Actual Paid (₹)
Basic Salary	[Amount]	[Amount]
House Rent Allowance	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]
Other Allowances	[Amount]	[Amount]
Bonus / Incentives Paid	[Amount]	[Amount]
Arrears Paid	[Amount]	[Amount]
Total Salary Paid (A)	[Amount]	[Amount]

Part B – Employer Statutory Contributions

Component	Approved Annual (₹)	Actual (₹)
Employer PF (EPF + EPS)	[Amount]	[Amount]
Employer ESI (if covered)	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Labour Welfare Fund (employer share, if applicable)	[Amount]	[Amount]
Total Contributions (B)	[Amount]	[Amount]

Report · Word

Cost to Company Statement

Download .docx

Payroll Input Sheet

Preview of the template

1. Attendance, LOP and Overtime

2. New Joiners

3. Exits

4. One-time Earnings

5. One-time Deductions

6. Headcount Reconciliation

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