Are Signatures Really Necessary on Computerized Payslips? Seeking Legal Insights

Dear Friends,

We are implementing computerized payslips to be issued to our team members. Our HR audit requires that these payslips should be signed by both the employee and the employer. For computer-generated printouts, manual signatures are not necessary – this is a general opinion.

If you have any insights or perspectives on this matter, it would greatly assist our team. Please provide specific references to the laws that support your explanation.

With regards,
N. Vaideesvaaran

Hi,

N. Vaideesvaaran,

Legally, you are correct that the payslip must bear the employees' and the employer's signature. However, there is no law that supports this requirement.

What you can do is:
1. Mention below the payslip that this is a computer-generated payslip and does not require any signature.
2. Also, contact the local labor officer and explain the situation to him, seeking confirmation for the same.

Regards,
Bhavin Vahia

Hi,

N Vaideesvaaran,

Legally, you are right that the Payslip must bear Employees' and Employers' Signatures. What you can do is:

1. Mention below the payslip that this is a computer-generated payslip and does not require any signature.
2. Also, contact the Local Labour officer and explain the fact, and try to get confirmation for the same.

Regards,
Bhavin Vahia

Hi, I have to check with the labor office for my company as well. How do I find out the contact person at the labor office? I haven't dealt with them before. Would they also help me out with regards to Mumbai Labour Welfare Fund queries?

Regards,
Maggi

Hi,

I would like to ask both of you, N. Vaideesvaaran & Maggi, how do you receive your salary – CASH or BANK? If it is through the bank, then the bank statement itself serves as an acknowledgment receipt of the salary for the employees.

Maggi, you can reach out to any government office and inquire about the Assistant Labour Commissioner's Office. That's where you can meet the Government Labour Officer (GLO), who will be able to assist you with resolving your Labour Welfare Fund queries. Alternatively, you can also post your questions in the forum.

Regards,
Bhavin Vahia

Hello all,

I would like to know whether every payslip given by the employer to the employee should be signed by both parties. In my organization, the payslip is available on the internal employee portal. We can access it any number of times and print it out.

Regards

Hi All,

No known law regulates the necessity of signatures on payslips. In the new dispensation of cyber law in India, most states, Courts, and Commissioners have ruled in favor of signatureless 'computerized payslips provided they indicate that 'it is a computer-generated slip and needs no signatures'.

The law construes it as being signed provided it is generated on the official computer system with slip encryption number/slip number and Company stamp/letter pad indicating legal completeness. In earlier years, the Labour Commissioners were not satisfied with official documents such as these without signatures. Now, due to wider acceptance of computerization and automation in legal/financial and banking procedures, it has gained acceptance.

Rahul 09968270580

Hi all,

I work with a small IT-enabled services company that consists of 9 members. I used to receive my salary by hand. Since our company is small, there is no PF or other benefits. I just want to confirm if a small company is required to provide a payslip. If so, could you please provide the format for it? Your assistance is greatly appreciated as this is urgent; I have an interview to attend.

Thank you.