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Thread Started by #nivinitya

Dear all
I have recently joined in the HR dept of a product based IT start up where am expected to handle all the HR activities, i am completly new in to the area of payroll. Can anyone please send me the complete ABC of payroll
Need advice in formulating a salary structure.
Thanks and Regards
5th June 2007 From India, Kochi
Hi Nivi, Am working as a payroll executive in a MNC, but am into US-payroll. If u want i can provide you all the info. abt it in detail.
7th June 2007 From United States, Hoffman Estates

While issuing appt. letter ( as per company policy) you need to work out the salary structure with various components like Basic, HRA, Conveyance, City Compensatory Allowance, Special Allowance, Medical Allowance, Gratuity, P.F. Employers' contribution and ESI Employers' contribution etc.

There are two components in payroll processing. One is monthly benifits and yearly benifits.

Again company to company it varies as per company's policy, whether all components of monthly pay attracts deduction based on number of days employee present during the month or only certain components are paid based on number of days present and other components are paid fully irrespective of number of days present.

As you know, P.F. is deducted on Basic and DA ( if such components is there) @ 12% and ESI is deducted @ 1.75% on the gross pay which includes all monthly components.

Further Professional Tax as per the respective state slab we need to deduct.

Then only his / her monthly net salary is arrived at.

Of course, there are other deductions such as Labour Welfare Fund, TDS etc.

This subject very vast one and I am trying to make it simple. In case you have any more doubt do revert back to me at .


14th June 2007 From India, Madras
Hi I am attaching stepwise payroll processing for your information. Hope this will be of some useful. Rgds Sampath
14th June 2007 From India, Madras

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Hi ,dear all, here i am attaching one file which can make you understand easily. Regards, Murty
14th June 2007 From India, Hyderabad

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Sampath thanks a lot, this information has given me a basic idea to go forward. expecting the same helping hand frm you always Thanks and regards Nivi
19th June 2007 From India, Kochi
This is shubha ,i wish to make my career in core hr activites ,so please help me sending some material pertaining to that .Also i would like to know is there any difference in such job profile with respective to the type of comapany say for example:A software firm and a manufacturng firm.
Please do respond me if possible.
7th August 2007
This is a great sheet for calculating salary. Though there is a small confusion. I am working in a software company and we calculate salary as follows:
Basic + HRA + Conveyance Allowance + Dress Allowance + Performance Allowance
For which,
HRA = 50% of Basic
Conveyance = Rs. 800 p.m. (fixed)
Performance Allowance = 30% of Basic.
PLease suggest if this calculation is fine.
9th August 2007 From United States, Cambridge
On reading lot of posts I feel there is a very clear confusion amongst new HR recruits about the difference between CTC and payroll. Payroll is a process and CTC is a management concept.

Payroll has many components - a payroll is a pay out made to an employee in cash and the same gets reflected in his pay slip.

CTC is a term used in Management accounting and MIS reporting. Cost To company varies from company to company and depends on their HR practices and accounting policy.

For the benefit of so many young and new HR executives starting their careers, the reality and practicality of payroll and CTC needs to be well documented and the the knowledge transferred. Unfortunately, I do not find any resource on net that clearly differentiates the two and explains the practical way to implement payroll in an organization.

I am willing to contribute a series of 7 articles if the moderator permits which can be used as basic guide to understanding and practice of employee compensation and employee benefits.

This will be My IP therefore am bit doubtful about how people use this knowledge. If the site owners agree for a copyright agreement and attribute the IP of this content to me I can share the same on this portal.
11th September 2007 From China
Hi Srived !
I shall be elated when you could forward the 7 reports on "basic guide to understanding and practice of employee compensation and employee benefits" to the forum or to my mail-id:
Presently concentrating on drafting of HR Policy for the engineering manufacturing company.
27th September 2007 From India, Bangalore
Few people did respond to my post regarding the 7 articles I had mentioned in my post. As I was traveling extensively I did not have the time to edit my manuscripts and send the relevant articles to you guys.
I shall do so during the christmmas holidays as I am on leave from 21st to 4th jan and I can finalise my book and post some of the excerpts of the book as articles for the community.
Be patient and bear with me...
I shall definitely post by the month end.
11th December 2007 From China
Hi Friend,,
I am arabindo patro,, working for a steel manufacturing company as Officer - HR.. Plz. send me the details of ur payroll to my e mail
"" or ""
good day
13th December 2007 From India, Mumbai
hi all
i just came across the thread about the complete abc of payroll information
being shared within the community
kindly do send me a copy of the same to ""
it would be of great help as i ve taken the new responsibilty with an SME company
thanks n regards
13th September 2008 From India, Madras
Hope this will help you.

Payroll Management

Human Resource is the most vital resource for any organization. It is responsible for each and every decision taken, each and every work done and each and every result. Employees should be managed properly and motivated by providing best remuneration and compensation as per the industry standards. The lucrative compensation will also serve the need for attracting and retaining the best employees.

Compensation is the remuneration received by an employee in return for his/her contribution to the organization. It is an organized practice that involves balancing the work-employee relation by providing monetary and non-monetary benefits to employees. Compensation is an integral part of human resource management which helps in motivating the employees and improving organizational effectiveness.

Components of Compensation System

Compensation systems are designed keeping in minds the strategic goals and business objectives. Compensation system is designed on the basis of certain factors after analyzing the job work and responsibilities. Components of a compensation system are as follows:

Types of Compensation

Compensation provided to employees can direct in the form of monetary benefits and/or indirect in the form of non-monetary benefits known as perks, time off, etc. Compensation does not include only salary but it is the sum total of all rewards and allowances provided to the employees in return for their services. If the compensation offered is effectively managed, it contributes to high organizational productivity.

Direct Compensation

Direct compensation refers to monetary benefits offered and provided to employees in return of the services they provide to the organization. The monetary benefits include basic salary, house rent allowance, conveyance, leave travel allowance, medical reimbursements, special allowances, bonus, Pf/Gratuity, etc. They are given at a regular interval at a definite time.

Indirect Compensation

Indirect compensation refers to non-monetary benefits offered and provided to employees in lieu of the services provided by them to the organization. They include Leave Policy, Overtime Policy, Car policy, Hospitalization, Insurance, Leave travel Assistance Limits, Retirement Benefits, Holiday Homes.

Need of Compensation Management
  • A good compensation package is important to motivate the employees to increase the organizational productivity.
  • Unless compensation is provided no one will come and work for the organization. Thus, compensation helps in running an organization effectively and accomplishing its goals.
  • Salary is just a part of the compensation system, the employees have other psychological and self-actualization needs to fulfill. Thus, compensation serves the purpose.
  • The most competitive compensation will help the organization to attract and sustain the best talent. The compensation package should be as per industry standards.
Strategic Compensation

Strategic compensation is determining and providing the compensation packages to the employees that are aligned with the business goals and objectives. In today’s competitive scenario organizations have to take special measures regarding compensation of the employees so that the organizations retain the valuable employees. The compensation systems have changed from traditional ones to strategic compensation systems.

Evolution Of Compensation

Today’s compensation systems have come from a long way. With the changing organizational structures workers’ need and compensation systems have also been changing. From the bureaucratic organizations to the participative organizations, employees have started asking for their rights and appropriate compensations. The higher education standards and higher skills required for the jobs have made the organizations provide competitive compensations to their employees.

Compensation strategy is derived from the business strategy. The business goals and objectives are aligned with the HR strategies. Then the compensation committee or the concerned authority formulates the compensation strategy. It depends on both internal and external factors as well as the life cycle of an organization.

Evolution of Strategic Compensation

Traditional Compensation Systems

In the traditional organizational structures, employees were expected to work hard and obey the bosses’ orders. In return they were provided with job security, salary increments and promotions annually. The salary was determined on the basis of the job work and the years of experience the employee is holding. Some of the organizations provided for retirement benefits such as, pension plans, for the employees. It was assumed that humans work for money, there was no space for other psychological and social needs of workers.

Change in Compensation Systems

With the behavioral science theories and evolution of labour and trade unions, employees started asking for their rights. Maslow brought in the need hierarchy for the rights of the employees. He stated that employees do not work only for money but there are other needs too which they want to satisfy from there job, i.e. social needs, psychological needs, safety needs, self-actualization, etc. Now the employees were being treated as human resource.

Their performance was being measured and appraised based on the organizational and individual performance. Competition among employees existed. Employees were expected to work hard to have the job security. The compensation system was designed on the basis of job work and related proficiency of the employee.

Today’s Modern Compensation Systems

Today the compensation systems are designed aligned to the business goals and strategies. The employees are expected to work and take their own decisions. Authority is being delegated. Employees feel secured and valued in the organization. Organizations offer monetary and non-monetary benefits to attract and retain the best talents in the competitive environment. Some of the benefits are special allowances like mobile, company’s vehicle; House rent allowances; statutory leaves, etc.

Payroll Management Process

Calculation of gross salaries and deductible amounts is a tedious task which involves risk. Some of the organizations use the traditional manual method of payroll processing and some go for the advanced payroll processing software. An organization opts for any of the following payroll processing methods available

Manual System

Manual payroll system is the traditional payroll system which involves pen and ink, adding machine, spreadsheet, etc instead of computers, software and other computerized aids. The process was very popular when there were no computerized means for payroll processing.

Now-a-days it is only few small scale organizations in the remote areas that use the manual payroll. Sometimes the construction industry and manufacturing industry also use the manual payroll systems for the contractual labour, as theses contracts are on daily/weekly basis.
There is full control in the hands of owner. But the process is tedious, time consuming and risky as it is more prone to errors.


Accountant is a professional having a degree/diploma course in finance/accountancy. He/she is responsible for all the activities related to payroll accounting. He/she has the sound knowledge of accounting principles and globally accepted standards.
The process adds costs to the organization. It involves paying someone who is responsible for calculating the salaries of others. The financial control regarding salary goes in the hand of accountant.

Payroll Software

In today’s computerized environment, payroll system has also developed itself into automated software that performs every action needed by the payroll process. It helps in calculating the payable amounts and deductions very easily. It also helps in generating the pay slips in lesser time. Automated calculations result in no errors. Data is validated automatically by the software.
It needs professionals to make use of the software for its efficient working.

Payroll Outsourcing

Payroll outsourcing involves a third party (an outsourcing company) in the calculations of salaries and deductions. The outsourcing organization is responsible for all the activities of the payroll accounting. It saves time and cost for the organization. If there is more number of employees (say more than 900-1000) in the organization, payroll outsourcing would be very much beneficial.

The data is provided to the consultants/outsourcing firms. The various payroll functions undertaken by the outsourcing organizations are as follows:

<ul>Analysis of Payroll records, payroll taxes
Medical claim processing
Employee Insurance & Provident fund processing

17th September 2008 From India, Calcutta
I would appreciate if u could mail the complete ABC of Payroll.
Pradeep Mahale

25th September 2008 From India, Bangalore
Hi Srived,
I feel u r right. But just in case if the site do not permit, u can definetly help us by mailing across the details.........if u dont mind.
My mail id is
14th October 2008 From India, Bangalore
i had the calculation u may feel free in this calculation you can get this
basic=from gross40%
hra =80%from basic
cca =20%from basic
education=20%from basic
sp.alw=balance in the calculation
this will be very useful i think so
12th November 2008 From India, Pune
Hi friend,:)

this below article are found in, it may help to you.

No matter what industry it is that you are in, it helps to know how the services offered by a payroll bureau will benefit your company. By law, those who are not self-employed should calculate the taxes and insurance costs of their employees along with their salaries.

But if you're no expert in payroll legislation and you do not have the technical know-how in using the latest payroll software, what's a more practical option? You can either hire an employee whose sole task is to process the company payroll ?or you can simply hire the services of an outside payroll bureau.

To make a decision between the two, compare the costs associated with each option and take your pick from there.

A Look at the Tasks Performed by a Payroll Bureau

So what exactly can a payroll bureau do for your company? The primary function of a payroll bureau is to process the payroll for your company. Payroll is actually a tedious process which involves the following tasks:

- Calculating the basic pay of each individual employee based on the hours that they work.

- Calculating the taxes, national insurance costs, P60's, P45's and similar aspects which affect the net pay of each individual employee.

- A payroll bureau also keeps up with the latest legislations or changes in the laws concerning payroll. This way, you can rest assured that employees get the wages that they deserve and everything is in perfect legal order.

- Some payroll bureaus print out the pay slips of employees which they can use as a reference for the correct calculation of their wages.

- It is up to the payroll bureau to make sure that the employee's salaries are directly deposited to their accounts or the checks are sent out on a timely manner.

- The management of payroll bureaus also handles disputes in case calculation errors are made.

What to Look for in a Payroll Bureau

When looking for the services of a payroll bureau, take a look at the length of experience that they have in the business. Ask whether they regularly update the payroll services that they have.

Finally, make sure that the costs of the services that they offer are reasonable. There are a lot of payroll bureaus out there ?so you can make a comparison of the rates that they offer, as well as the quality of service that they provide.

All in all, the services offered by payroll bureaus are definitely useful for small-scale to medium scale entrepreneurs ?so look for the company that will suit your business needs to a tee.


24th December 2008 From India, Madras
Hi All,
I work for a MNC (Software) with about 150 employees.
I wish to know about the variable pay OR the Incentive paid. We are planning to design a Incentive scheme soon. Can anyone share the practices followed at similar organisiations please

what’s the % of variable pay to the total compensation?
How frequent is the incentive paid?
How is the budget determined?
How is the individual incentive amount determined? What’s the measurement matrix?
How about incentive calculation for management team (and support team )?

Requesting teh members of CiteHR to help me.
Awaiting your reply.
Thanks and Regards
5th January 2009 From India, Pune
hi my name is Siva Kumar am working as a H.R. executive for compensation and benefits i need salary break up format for above Rs.10000/- to 4,00,000/- so please could anybody help me on this please
5th January 2009 From India, Hyderabad
Hi Satish You may post the same in this site for reference of our froum members instead of sending them to individual emails which might take time for you. Regards Vamsi:)
7th January 2009 From India, Hyderabad
Hi Srived
It Could be very helpful if you can send me the 7 reports on "basic guide to understanding and practice of employee compensation and employee benefits" to the forum or to my

27th January 2009 From India, Pune
If any one tell me that HRA is compulsory ..And what is HRA minimum limit%
Also tell the component of ctc with minimum LIMIT% in UTTARPRADESH& Also for other states...If possible send me a good format...
I shall be honestly very greatful to all the members......
Other Allowance=
Professional Tax=
Gross Salary=
3rd February 2009 From India, Calcutta
Hi sir I am a new user and am a student of MBA final semester. Please enlighten me how can I make myself well suited in the field of HR. Also I want to learn pay rolling. I did my SIP from Bharti Telemedia Services, a customer care center of Airtel Noida, where I learnt recruitment and selection and conducted interviews of around 1000 candidates. I want to make my career in the same field. Kindly stretch your hand to let me move faster.
Sachin, Lucknow
10th February 2009 From India, New Delhi
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