Payroll

Overview

The Staff page records a salary one person at a time. This page runs the whole month. Set up each person's salary structure once. Each month, prepare the payroll: everyone's pay is worked out from their structure and the staff attendance register, with the statutory deductions. Check it, lock it, and pay. Paying writes the same payslip the Staff page does, so staff see it under their payslips, and Accounts counts it as salary.

Salary structures

On Salary structures, tap a person. If they already have a monthly salary on the staff list, it starts as their basic pay.

• Monthly pay: basic, dearness allowance, house rent, conveyance, special and other allowances, or your own components. Tick Wages on the parts that count as wages under the Code on Social Security: basic, DA and retaining allowance. The screen shows the gross, and the wages PF and gratuity are worked out on.
• Statutory: PF on or off; PF on full wages above the ceiling (if the school pays it that way); ESI; exempt from professional tax; a fixed-term contract (for gratuity).
• Income tax: the new regime (the default), the old regime with the deductions they declare for the year (80C including PF, 80D, the HRA exemption and so on), or no TDS. A fixed monthly TDS can replace the working-out.
• IDs and bank: PAN, UAN, ESI insurance number, bank account and IFSC, for the files.

The structure shows what a month at full attendance comes to. Saving it also updates the monthly salary on the staff list.

Preparing a month

On Month's payroll, pick the month and press Prepare. For each active staff member with a structure:

• Days paid: the days in the month, less a day for each absence and half a day for each half day on the staff register. Approved paid leave is paid; leave without pay is marked absent, so it isn't. Days before someone joined aren't paid.
• Every component is paid for the days paid.
• Leave encashed on the Leave page, and not yet paid, is added: wages ÷ 26 (or 30) a day.
• This month's advance recovery is deducted.
• PF, ESI, professional tax and TDS are worked out (below).

Tap a person to see every line, including what the school pays on top. Add a line by hand while the month is a draft: arrears, a bonus, a fine. Work it out again after any change to attendance or structures keeps those lines.

People already paid for the month on the Staff page are left out, and so is anyone being settled that month. Staff without a structure are listed so you can set them up.

How each deduction is worked out

Locking and paying

• Lock the month when it's right. Nothing changes while it is locked; Unlock is there until anyone is paid.
• Pay everyone at once, choosing how (bank transfer, UPI, cheque or cash), or one person from their row.
• Each payment becomes that month's payslip, with every earning and deduction as a line. Staff with a login are told it's ready.
• The advance recovered is taken off what they owe, and encashed leave is marked paid, so neither happens twice.

To correct a paid month, undo that person's payment on the Staff page; the entry becomes unpaid again.

Files for the portals and the bank

• Salary register: everyone's days, components, deductions, net pay and the employer's PF and ESI.
• Bank transfer list: name, account, IFSC and amount, for your bank's bulk upload. It tells you whose bank details are missing.
• PF ECR: the EPFO ECR 2.0 text file, one line per member with eleven fields separated by #~#. Names are put in capitals; check they match EPFO's records, the commonest reason a file is rejected. It tells you whose UAN is missing.
• ESI contribution sheet: insurance number, name, days paid and wages, for those with ESI.
• Professional tax: each person's gross and PT for the month.

Advances

On Advances, Give an advance: who, how much, how much to recover a month, and why. From the next payroll, that amount is deducted each month until it's paid back; the list shows what is left. Close stops recovering (for example, if the rest was repaid in cash).

Full and final settlement

When someone leaves, on Full & final press Settle someone leaving, pick them, their last working day, and any notice days not served. It works out:

• their pay for the days worked in the last month, less absences, with PF, ESI and professional tax on it;
• every encashable leave balance, at wages ÷ 26 (or 30) a day;
• gratuity: 15 days' wages (wages ÷ 26 × 15) for each completed year, with more than six months counting as a year. It is paid after five years of service, or pro rata after one year for a fixed-term contract, up to ₹20 lakh;
• less any advance still owed and the notice-period recovery (gross pay a day).

Change any line or add one (TDS on the settlement, a bonus), then Pay. It becomes their payslip for the month, the encashed leave and advances are closed, and they're marked as left on the staff list. The month's regular salary must not be paid separately: if it was, undo it first.

Settings

• Professional tax: your state, or Another state with your own slabs, or none.
• Leave encashment a day: monthly wages ÷ 26 or ÷ 30.
• Your PF establishment code and ESI employer code, for your records.

Questions

Someone was absent but we pay them anyway. Change the day on the staff register (or approve it as paid leave) and work the month out again.

The school pays PF on full basic above ₹25,000. Tick PF on full wages in their structure.

Can a member see salaries? Only with the Payroll part. The Staff part alone shows the roster and attendance, never pay.

Several schools? Pick a school in the switcher and its staff are paid as a separate run; with All schools, everyone is in one run.