Do We Still Need Physical Wage Registers When Using Digital Payslips in a Small Startup?

Hi Team,

I work for a startup IT company in Chennai which has fewer than 20 employees. I need clarification regarding the Wage Register (Forms R & J) where the signatures of the employees are to be received in the wage register. Since we all receive a soft copy of the payslip, do we need to maintain these registers? Is there any possibility of exemption by submitting a letter or form to the labor office? Please reply.

Thanks, S. Narasimhan

Use of Computerized Formats for Wage Registers

Computerized formats can be used provided you have taken permission from the Labour Department. This permission is granted only when you apply to the department with all forms generated from the system/HRMS, ensuring that the forms contain all details required as per the hard forms under the various Acts.

The above is the law. However, in practice, many are using soft copy or computer-generated forms, and the officials do not object to it. The only requirement is that you should show a salary statement with details of employees' bank accounts and proof of having sent the pay slips to employees. That would be sufficient.

Regards,
Madhu.T.K

Dear Mr. Madhu,

Thank you for your reply. We had a labor inspector visit our office. He mentioned that a hard copy of the wage slip should be maintained, and no soft copies are allowed. Although I explained to him the process we usually follow, he did not accept it. That is why I am posting this query here. Could you please clarify what you mean by the forms?

Thank you,
S. Narasimhan

Forms refer to the various forms, registers, returns, etc., that an employer should maintain and submit to the appropriate authorities as per various Acts.

Madhu.T.K