What goes on a salary slip, and how the numbers add up
The parts of an Indian salary slip, how gross pay, PF, professional tax, TDS and loss of pay are worked out, and how to print or save the payslip as a PDF.
Last reviewed · 1,212 words
In short
- A salary slip lists the month's earnings, then the deductions, then the net pay. Net pay = gross earnings − total deductions, and it is written in words too.
- The employee's PF is 12% of basic pay plus DA. On the ₹15,000 statutory wage ceiling that is ₹1,800 a month.
- For loss of pay, multiply each earning by the paid days and divide by the days in the month. ₹30,000 with 2 unpaid days of 30 becomes ₹28,000.
- The example slip has ₹50,000 gross, ₹2,000 of deductions and ₹48,000 net pay. The amounts are counted in whole paise, so they always add up exactly.
- Nothing is uploaded or saved. Print the slip, or choose Save as PDF in the print window.
A salary slip, or payslip, is the monthly statement an employer gives an employee: what was earned, what was deducted and what was paid. Employees need it for loan and credit card applications, rental agreements, visa files and their own tax return. Small businesses, shops, clinics and offices that do not run payroll software still have to produce one every month. This page makes a clean, printable slip from the figures you enter. This guide explains what belongs on it and how each number is worked out.
How to make a salary slip
- Fill in the company: its name, address and the month the salary is for.
- Fill in the employee: name, employee ID, designation, department and date of joining, and if you wish PAN, UAN and the bank account, which many employers show only by its last four digits.
- Enter the earnings, one per line, such as basic salary, HRA and special allowance. Add or remove lines as needed.
- Enter the deductions, such as provident fund, professional tax and income tax (TDS).
- Press Print or save as PDF. In the print window, choose Save as PDF as the printer for a PDF file.
The slip on the right updates as you type, adds everything up and writes the net pay in words.
The parts of a salary slip
Header. The employer's name and address, and the month and year of the salary.
Employee details. Name, ID, designation and department identify the employee. The date of joining, PAN and UAN, the Universal Account Number for provident fund, are what banks and the tax return usually ask for. Days in the month and paid days show whether any loss of pay applied.
Earnings. Every amount paid for the month:
| Earning | What it is |
|---|---|
| Basic salary | The fixed core of the salary; PF and gratuity are worked out on it |
| Dearness allowance (DA) | Inflation allowance, common in government and some private jobs |
| House rent allowance (HRA) | For rent; partly tax-free for employees who pay rent, under the old regime |
| Special allowance | The balance of the agreed salary, fully taxable |
| Conveyance, medical, LTA | Other fixed allowances, where the employer uses them |
| Overtime, bonus, incentive | Variable pay for the month |
Deductions. Every amount held back:
| Deduction | What it is |
|---|---|
| Provident fund (PF) | The employee's 12% contribution to EPF |
| Professional tax | A state tax on employment, up to ₹2,500 a year; ₹200 a month in Maharashtra and Karnataka, nil in states that do not levy it |
| Income tax (TDS) | Tax deducted at source under Section 192, spread over the year |
| ESI | 0.75% of wages for employees earning up to ₹21,000 a month |
| Loan or advance recovery | Repayment of money the employer lent |
Net pay. Gross earnings minus total deductions: the amount actually credited to the bank account. It is written in figures and in words, which makes the figure harder to alter.
The formula
Gross earnings = sum of all earnings
Total deductions = sum of all deductions
Net pay = gross earnings − total deductions
The example on the page:
| Earnings | ₹ | Deductions | ₹ |
|---|---|---|---|
| Basic salary | 25,000.00 | Provident fund (employee 12%) | 1,800.00 |
| House rent allowance (HRA) | 10,000.00 | Professional tax | 200.00 |
| Special allowance | 15,000.00 | Income tax (TDS) | 0.00 |
| Gross earnings | 50,000.00 | Total deductions | 2,000.00 |
Net pay: 50,000 − 2,000 = ₹48,000, written as "Forty-eight Thousand Rupees Only".
The page counts every amount in whole paise, not in decimal rupees, so the lines and totals always agree to the paisa. Amounts with paise, such as ₹20,000.25 of TDS, are added exactly and written in words with the paise.
Working out PF
The employee's provident fund contribution is 12% of basic pay plus dearness allowance. The employer pays a matching 12%, but that does not appear as a deduction on the employee's slip, since it is not taken from the salary.
Many employers apply the 12% to at most ₹15,000 of basic, the wage ceiling of the EPF scheme, giving at most ₹1,800 a month. Others apply it to the full basic. In the example, basic is ₹25,000:
- on the ₹15,000 ceiling: 15,000 × 12% = ₹1,800
- on the full basic: 25,000 × 12% = ₹3,000
The Fill PF as 12% of basic button does this for whichever you choose, using the line named Basic salary. Add DA into basic first if your employees get DA. For the long-run picture of what PF builds up to, see the EPF calculator.
Working out loss of pay
When an employee is absent without paid leave, the salary for those days is not paid. The usual method divides each earning by the days in the month and multiplies by the days paid:
Paid amount = monthly amount × paid days ÷ days in the month
With 2 days of loss of pay in a 30-day month, a ₹30,000 salary becomes 30,000 × 28 ÷ 30 = ₹28,000. Half days work the same way: 1.5 days of loss of pay leaves 28.5 paid days.
Enter the days in the month (filled in automatically from the month you choose) and the loss-of-pay days, then press Reduce earnings once. It scales every earning, to the rupee. Use it on the full monthly amounts, and only once; pressing it again would reduce the already-reduced figures. Some employers divide by a fixed 26 or 30 days instead of the calendar month; type the amounts directly if yours does.
Printing and saving as a PDF
Print or save as PDF opens your browser's print window with only the slip on an A4 page; the form and the rest of the website are left out.
- On a computer: choose Save as PDF (Chrome, Edge) or Microsoft Print to PDF as the printer, then Save.
- On Android: choose Save as PDF from the printer list at the top.
- On iPhone: in the print window, tap the Share button and choose Save to Files.
Because the browser draws the slip, names and addresses in Hindi, Marathi, Tamil or any other script print correctly.
A slip is only as good as its figures
A salary slip records what the employer paid. It is genuine when it comes from the employer and matches the salary actually credited. Banks, landlords and embassies routinely check slips against bank statements and Form 16, so the figures must be true. This page does not check or certify anything; it lays out what you enter.
For employees: if the net pay on your slip does not match what reached your account, the difference is usually a deduction, such as TDS starting mid-year or a loan recovery, that the slip should show. To see what a CTC should become in hand, use the in-hand salary calculator.
What this tool assumes
- Earnings and deductions are entered as monthly amounts in rupees, with up to two decimal places; Indian digit grouping such as 1,20,000 is accepted.
- Net pay is gross earnings minus total deductions, counted in whole paise; it is written in words in the Indian system.
- PF is 12% of the line named Basic salary, on at most ₹15,000 if the ceiling is ticked, rounded to the rupee.
- Loss of pay scales each earning by paid days ÷ days in the month, rounded to the rupee.
- Nothing you enter is uploaded or stored; closing the tab clears it.