How Do I Calculate and Show Leave Without Pay Deductions on a Salary Slip?

Query on Leave Without Pay and Salary Breakdown

I need everyone's advice on the following query:

In our company, the rule for leave without pay is to deduct the salary per working day. For example, if the salary of an employee is Rs. 26,000 per month (breakup is BASIC-13,000, DA-4,500, CONVEYANCE ALLOWANCE-1,600, HRA-4,000, MEDICAL ALLOWANCE-1,300, AND SPECIAL ALLOWANCE-1,600) and the total days in a month are 30. If the employee takes leave without pay for 3 days, 3 x 26,000/30 = 2,600 would be deducted.

Need for Salary Breakdown Formula

So, I want the full breakdown of the salary. Is there any formula? Basically, I want to create a salary slip. Please help.

Thanks and await your response urgently.

Sameer

Sameer,

The deductions will be for all the components. So, all the components will be divided by the number of days for that month, and the salary will be calculated. Not directly on the gross. Therefore, the deductions will also vary.

Additionally, the salary slip will show the present days, leave days, and absent days. The total should be more than the number of days for that month.

Regards,

Hi,

The attached file will assist you with your query.

Thank you.

All the components will be processed on a pro-rata basis. As statutory calculations are done on basic and gross, hence statutory will be processed for 27 days only.

Thank you for the help, @SHWETANAIR.11. There was one more thing I needed to know - if there is a professional tax deduction of Rs 208, how will the calculation be done? I mean, will the professional tax be deducted first from the total salary, and then the deduction will be for all the components percentage-wise, or vice versa? Please reply urgently.

Dear all,

In the payment slip, there should not be any deduction for unpaid days. You should only pay him for the days he attended work, including weekly offs, etc. Additionally, the professional tax slab is based on the gross salary earned and not on any deductions. Therefore, do not deduct unpaid days but pay according to the actual days worked.

Regards,
Clement

Understanding Professional Tax Deductions

You first need to arrive at the gross salary payable for the month. (Gross salary is before any deductions.) Professional Tax deduction is based on gross salary slabs. Then, as per the gross salary, you need to determine what Professional Tax you will deduct. The amount will differ for different states. In my example, I have shown the same for the Mumbai location. (Gross Salary above Rs 10,000 has Professional Tax as Rs 200.) So, instead of Rs 200, you need to show the amount applicable to your state. Please note that any deduction, be it Professional Tax, PF, ESIC, TDS, or any other deduction, will always be done after we compute the gross salary of the employee based on payable days.

Dear all,

From Sameer's query, I understand that he wants to be paid in full without a deduction of 2600, which is incorrect. He needs to be paid for 27 days and all statutory deductions should be made accordingly.

Regards,
Clement

How much should the medical allowance be? What are the breakups for medical allowances? Is there any basic formula for HRA, i.e., should it be 40% or 50% of Basic? Please let me know if there is anything like that.

@shweta - In this case, how will the tax calculation (TDS) be done for this employee who has been paid for only 26 days? Do we need to deduct TDS based on his gross salary or the net amount credited to his account (i.e., after adjusting the salary for absent days)? Please advise.

Thanks