--- title: "Salary Slip Format in Excel and PDF, Explained | LekhaHR" description: "Free salary slip format for India in Excel and PDF: a filled September 2026 example with PF on the ₹25,000 ceiling, ESI on Code wages, LOP and LWF." canonical: https://lekhahr.in/resources/salary-slip-format/ last_updated: 2026-09-30 --- Free template · Excel and PDF · updated 30 Sep 2026 # Salary slip format, with every line explained. A wage slip for Indian payroll, filled in with one month: Rohan Das at Paiteq, September 2026, the month the EPF wage ceiling moved from ₹15,000 to ₹25,000. Download the blank file. No email, no sign-up. [Download Excel (.xlsx)](https://lekhahr.in/downloads/salary-slip-format.xlsx) [Request an invite](https://lekhahr.in/request-invite/) [Open the PDF version](https://lekhahr.in/downloads/salary-slip-format.html) · fill it in the browser, then print or save as PDF ## Key facts - A wage slip is a legal duty for every employer under the Code on Wages, 2019, s.50, in force since 21 Nov 2025. - Form V under the Code on Wages (Central) Rules, notified 8 May 2026, prescribes the slip for central-sphere employers; states may prescribe their own. - Since 21 Nov 2025, PF and ESI are worked on wages as the Code on Social Security defines them, not on gross pay. - The EPF wage ceiling is ₹25,000 a month from 17 Sep 2026 (₹15,000 to 16 Sep 2026), so September 2026 is split on calendar days. - ESI covers Code wages up to ₹21,000 a month, at 0.75% from the employee and 3.25% from the employer, rates in force since 1 Jul 2019. salary-slip-format · filled example Wage slip Paiteq Technologies Koramangala, Bengaluru, Karnataka September 2026 · 1–30 Sep · issued 30 Sep 2026 - **Employee**: Rohan Das - **Father's, mother's or spouse's name**: masked on this example - **Employee ID**: PT-0112 - **Designation**: Customer Success Associate - **Department**: Customer Success - **Date of joining**: 4 Aug 2025 - **Work state**: Karnataka - **PAN**: ABCPD••••K - **UAN**: 1011••••4418 - **ESIC IP no.**: 53••••••27 - **Bank account**: HDFC Bank ••••2291 - **Tax regime**: New regime - **Days in month**: 30 - **LOP days**: 0.5 - **Paid days**: 29.5 - Work state because professional tax, LWF and holidays follow the state where he works - ESIC IP no. because his wages as the Code defines them are under ₹21,000, so ESI covers him - Tax regime because the new regime applies unless he opts out, and it decides whether HRA is exempt - LOP days because 16 Sep was a half day with no fix before the cutoff; 29 Sep goes to October's run - Paid days because 30 days in the month, less 0.5 day of loss of pay Earnings Monthly rate This month (₹) Basic 8,000 7,867 because ₹8,000 a month × 29.5/30 paid days Special allowance 3,000 2,950 because it counts as wages for PF and ESI, as it is not one of the listed exclusions House rent allowance 5,000 4,917 because HRA stays out of PF and ESI wages while exclusions are under half of pay, and is tax-exempt only under the old regime Conveyance 1,600 1,573 because with HRA it is 37.5% of pay, under half, so nothing is added back to wages Overtime wages 0 because no overtime was worked in September; the line stays so the slip follows Form V Arrears 0 because no earlier month was revised; an arrear sits on its own line, with the month it belongs to Gross earnings 17,600 17,307 Deductions This month (₹) EPF, employee 12% 1,298 because 12% of ₹10,817 wages, below the EPF ceiling all month (₹15,000 to 16 Sep 2026, ₹25,000 from 17 Sep 2026), so PF is on all of it ESI, employee 0.75% 82 because 0.75% of ₹10,817 wages is ₹81.13, rounded up to the next rupee Professional tax, Karnataka 0 because Karnataka levies no PT below ₹25,000 gross a month Income tax (TDS) 0 because the tax on his projected income for tax year 2026-27, after the rebate, is nil, so no tax is deducted and no Form 130 (earlier Form 16) is due Labour Welfare Fund 0 because LWF is a state levy collected in the months the state sets; Karnataka collects it once a year, in January, so none falls in September on this slip Loan or advance recovery 0 because the ₹1,140 left from his Mysuru travel advance was returned on 11 Sep Total deductions 1,380 Net pay **₹15,927** Rupees fifteen thousand nine hundred and twenty-seven only because ₹17,307 gross less ₹1,380 of deductions, paid to HDFC Bank ••••2291 Wages for PF and ESI 10,817 because basic ₹7,867 plus special allowance ₹2,950; HRA and conveyance are 37.5% of pay, so nothing is added back Paid by the employer, not deducted because these are part of the cost of employing him, not of his pay EPS, 8.33% 901 because 8.33% of wages up to the ceiling goes to the pension scheme EPF, employer balance 397 because the rest of the employer's 12% goes to his PF account ESI, employer 3.25% 352 because 3.25% of ₹10,817 is ₹351.55, rounded up Employer contributions 1,650 - Issued under the Code on Wages, 2019, s.50 (in force 21 Nov 2025). - Identifiers are masked on this example. The downloadable template is blank. because since 21 Nov 2025 a wage slip is a legal duty under the Code on Wages, and every line on it should survive a question. No. 01 How to use it --- because a slip is easiest to check when it is filled in the order the month happened. ## How do I fill in a salary slip format in Excel? Fill four blocks in order: the letterhead and period, the employee block with days in month and LOP days, earnings at their monthly rates, then deductions and the employer's contributions. The file works out paid days, prorates each earning and totals gross, deductions and net pay. Save a copy per person per month. 1. 1 ### Letterhead and period Company name, the address of the workplace, the month and the date you issue the slip. 2. 2 ### The employee block ID, designation, date of joining, PAN, UAN, ESIC IP number (only if ESI covers the person), bank, work state and tax regime. Enter days in month and LOP days; paid days works itself out. 3. 3 ### Earnings at the monthly rate Type each component's monthly rate. The file prorates it by paid days and adds arrears, if any, on their own line. Gross is the sum. 4. 4 ### Deductions, employer block, net Enter PF, ESI, PT, TDS, LWF and any loan or advance recovery. Net pay is gross less deductions; write it in words. The employer's contributions go in their own block and are not deducted. No. 02 Field by field --- because each field is there for a reason someone will ask about. ## What does each line on a salary slip mean? Each line records one part of the month: who was paid and for how many days, what each component earned, what was deducted and why, and what the employer paid on top. Since 21 Nov 2025 the Code on Wages, 2019, s.50 makes the slip a duty for every employer. Rates below are those in force for September 2026. - **Days in month, LOP days, paid days**: Paid days are days in the month less loss of pay, from the attendance record (the [monthly attendance sheet format](https://lekhahr.in/resources/attendance-sheet-template/) works them out): a full absence is one day, a half day is half. This template prorates on calendar days. Under the Code on Wages, 2019, s.20, a deduction for absence may not exceed the share of the month's wages that the days absent bear to the days the employee was required to work, so a fixed 26-day divisor can over-deduct in a month with 27 working days. - **Parent's or spouse's name, wage period**: Form V asks for the father's, mother's or spouse's name and the wage period. Both are fields in the file, next to the employee's name. - **Work state**: Professional tax, the Labour Welfare Fund and the holiday list are set by the state where the person works, not where the company is registered. - **UAN and ESIC IP number**: The UAN is the PF member number that stays with the person from job to job. The ESIC insurance number appears only when ESI covers them. - **Tax regime**: Salary TDS is worked out under the new regime unless the employee opts for the old regime. The HRA exemption, and most deductions claimed through Form 124 (earlier Form 12BB), apply only under the old regime. - **Basic, DA and special allowance**: These are wages for PF and ESI. A special allowance is not one of the listed exclusions, so it counts, whatever it is called. - **HRA, conveyance and other exclusions**: Left out of PF and ESI wages, until together they pass half of total pay. The excess over half is added back. On ₹30,000 of pay with ₹20,000 of exclusions, ₹5,000 is added back and wages become ₹15,000. - **Reimbursements**: A claim paid with salary, such as a cab fare for a client visit, sits on its own line. It repays a cost; it is not wages for PF or ESI. - **Overtime wages**: Overtime has its own line, typed as an amount for the month, because Form V lists it separately. It is one of the exclusions from wages for PF and ESI, but it counts towards the half of total remuneration that exclusions may not pass, so a heavy overtime month can add to wages (MoLE FAQ, 16 Mar 2026, replies 1 and 8). Overtime is paid at twice the ordinary rate to an employee whose minimum wage is fixed, beyond 8 hours a day or 48 a week, with the wage period's pay (MoLE FAQ, 16 Mar 2026, replies 5 and 24). - **Arrears**: A revision for an earlier month is shown separately, with that month named, so PF and tax can be traced to the month it belongs to. - **EPF**: The employee pays 12% of PF wages, capped at the wage ceiling unless both sides opt to pay on more. The ceiling was ₹15,000 to 16 Sep 2026 and is ₹25,000 from 17 Sep 2026; September 2026 is split on calendar days. - **ESI**: 0.75% from the employee and 3.25% from the employer, on wages as the Code defines them, for people whose wages are up to ₹21,000 a month. Contributions round up to the next rupee. - **Professional tax**: A state tax, capped at ₹2,500 a person a year by the Constitution. Each state sets its own slabs, and some levy none. Enter the figure for the work state. - **Income tax (TDS)**: Worked out on the year's projected income under the chosen regime and spread over the months left, not as a flat share of one month. Nil where the tax on the projected income, after any rebate, is nil. - **Labour Welfare Fund**: A state levy with its own amount and months, often once or twice a year. Leave the line at zero in the other months. - **Loan or advance recovery**: Recovering a salary advance or loan is an allowed deduction. All deductions in a month together may not exceed 50% of the wages (Code on Wages, 2019, s.18). - **Employer contributions**: The employer's EPS and PF share and its ESI are shown for information. They are part of CTC and are never taken from the person's pay. ### Two questions about Rohan's slip #### Why is TDS zero on this slip? Because the tax on Rohan's projected income for tax year 2026-27, after the rebate, is nil, so no tax is deducted and no Form 130 (earlier Form 16) is due. Form 130 (earlier Form 16) is issued only for people from whom tax was deducted. The TDS line stays on the slip at zero so the month is complete. #### Is HRA exempt from tax? Only under the old regime. Under the Income-tax Act, 2025 (in force 1 Apr 2026), salary TDS is worked out under the new regime unless the employee opts for the old one, and the HRA exemption and most Form 124 (earlier Form 12BB) claims apply only under the old regime. That is why the slip has a tax regime field. No. 03 The law behind it --- because a rate without its start date is a guess about which month it applies to. ## Which laws govern a salary slip in India? The Code on Wages, 2019 (from 21 Nov 2025) makes the slip a duty and limits deductions; the Code on Social Security, 2020 sets PF and ESI on Code wages; the Income-tax Act, 2025 (from 1 Apr 2026) governs TDS; and each state sets professional tax and LWF. Values that did not change keep their original start date. - **A wage slip to every employee**: from 21 Nov 2025 Code on Wages, 2019, s.50 and the Central Rules (notified 8 May 2026); earlier under the Payment of Wages Act, 1936 (repealed) - **Wages for PF and ESI, with the 50% add-back**: from 21 Nov 2025 Code on Social Security, 2020, s.2(88) "wages"; ESIC circular dated 10 Dec 2025 - **Employee EPF, 12% of PF wages**: from 22 Sep 1997 Code on Social Security, 2020 and the EPF Scheme, 2026 (G.S.R. 525(E), in force 1 Jul 2026) - **EPF wage ceiling, ₹15,000**: 1 Sep 2014 to 16 Sep 2026 EPFO notification GSR 609(E) dated 22 Aug 2014 (Employees' Pension (Amendment) Scheme, 2014), continued under the Code on Social Security by notification of 29 May 2026 - **EPF wage ceiling, ₹25,000**: from 17 Sep 2026 Ministry of Labour & Employment notification S.O. 5109(E), under the Code on Social Security, 2020; September 2026 split on calendar days - **ESI, 0.75% employee and 3.25% employer**: from 1 Jul 2019 coverage up to ₹21,000 of wages, tested on Code wages from 21 Nov 2025 - **Professional tax, at most ₹2,500 a year**: from 20 Dec 1988 Constitution of India, Article 276(2); slabs set by each state - **Karnataka PT: none below ₹25,000 a month**: from 1 Apr 2025 Karnataka Tax on Professions, Trades, Callings and Employments Act, 1976 (schedule), as amended in 2025 - **New tax regime by default; HRA exempt only under the old**: from 1 Apr 2026 Income-tax Act, 2025 (in force 1 Apr 2026) and the rules made under it; Income-tax Act, 1961, s.115BAC (new regime the default from 1 Apr 2023) - **Form 130 (earlier Form 16), only where tax was deducted**: from 1 Apr 2026 Income-tax Act, 2025 - **Deductions within 50% of wages**: from 21 Nov 2025 Code on Wages, 2019, s.18 (deductions which may be made from wages) - **Labour Welfare Fund**: set by each state Each state's Labour Welfare Fund Act and rules - **Karnataka LWF, collected once a year**: January Karnataka Labour Welfare Fund Act, 1965 and rules; not a monthly line - **The wage slip form**: Form V, Central Rules The Central Rules prescribe a wage slip form (Form V), issued electronically, for central-sphere establishments; your state's rules may prescribe their own form. Check this layout against it. Check the PF line with the [EPF calculator](https://lekhahr.in/tools/pf-calculator/), which splits September 2026 at 17 Sep, and the ESI line with the [ESI calculator on Code wages](https://lekhahr.in/tools/esi-calculator/). The [EPF wage ceiling guide](https://lekhahr.in/guides/epf-wage-ceiling-25000/) explains the move to ₹25,000, and the [Labour Codes HR checklist](https://lekhahr.in/guides/labour-codes-hr-checklist/) covers what counts as wages. A leaver's last slip feeds the [full and final settlement](https://lekhahr.in/guides/full-and-final-settlement/). All our [free HR and payroll calculators](https://lekhahr.in/tools/) show their working the same way. The monthly rates on the slip should match the components in the [offer letter](https://lekhahr.in/resources/offer-letter-format/) and the appointment letter. [LekhaHR payroll software](https://lekhahr.in/payroll-software/) writes the same slip from locked attendance, with the reason beside every line. Code on Wages, 2019 and Code on Social Security, 2020, in force 21 Nov 2025 · Central Rules 8 May 2026 · checked by the LekhaHR team, 30 Sep 2026 No. 04 Common mistakes --- because each of these turns up in slips made from older templates. ## What are the most common salary slip mistakes? Six lines go wrong most often: PF on basic alone, one EPF ceiling for all of September 2026, ESI tested on gross, the HRA exemption under the new regime, paid days that don't add up, and the repealed Payment of Wages Act in the footer. Each one comes from an older template. 1. ### PF on basic alone Leaving the special allowance out of PF wages understates PF. Since 21 Nov 2025 it counts unless it is a listed exclusion. 2. ### One ceiling for September 2026 The EPF ceiling was ₹15,000 to 16 Sep 2026 and ₹25,000 from 17 Sep 2026. September is split on calendar days, not set wholly on either. 3. ### ESI tested on gross Coverage up to ₹21,000 is tested on wages as the Code defines them. Someone on a larger gross can still be covered. 4. ### HRA exemption on the new regime The exemption applies only when the person has opted for the old regime. Show the regime on the slip so the TDS line can be checked. 5. ### Paid days that do not add up Paid days plus LOP days should equal the days in the month. A half day is half a day of LOP, not a full one. 6. ### The repealed Act in the footer The Payment of Wages Act, 1936 is repealed. The duty to issue the slip now sits in the Code on Wages, 2019, s.50. No. 05 In LekhaHR --- because a slip that writes its own reasons is easier to trust than one checked by hand. ## The same slip, written by the payroll run. LekhaHR builds each payslip from locked attendance and the rules in force that month, and writes the reason beside every line. Employees open it by a secure link and can question any line. You or your accountant still file the returns and make the payments. [Request an invite](https://lekhahr.in/request-invite/) [Read about payroll](https://lekhahr.in/payroll-software/) No. 06 Questions --- Statutory answers carry the date the rule took effect. ## What people ask about salary slips. ### Is a salary slip mandatory in India? Yes. Since 21 Nov 2025 the Code on Wages, 2019, s.50 requires every employer to issue a wage slip to each employee. It replaced the Payment of Wages Act, 1936, which is repealed. The Central Rules notified on 8 May 2026 prescribe a wage slip form (Form V), issued electronically, for central-sphere establishments; your state's rules may prescribe their own form. ### What should a salary slip contain in India? Form V under the Code on Wages Central Rules (8 May 2026) lists: the establishment's name and address; the employee's name and parent's or spouse's name; designation, UAN and bank account; the wage period and the rate of each component; attendance, overtime, gross wages, each deduction and net pay; and the date of issue, on or before payday. States may prescribe their own form. ### What is the difference between a salary slip, a payslip and a wage slip? None in practice. The Code on Wages calls it a wage slip; most offices say salary slip or payslip. All three mean the monthly statement of what was earned, what was deducted and what was paid. ### Does special allowance count for PF and ESI? Yes, unless it is one of the listed exclusions. Since 21 Nov 2025, wages for PF and ESI under the Code on Social Security, 2020, s.2(88) are basic, DA and retaining allowance, and exclusions such as HRA and conveyance are added back where they pass half of total pay. A special allowance is not a listed exclusion, so it counts. ### How is PF worked out for September 2026? The EPF wage ceiling was ₹15,000 to 16 Sep 2026 and is ₹25,000 from 17 Sep 2026. September 2026 is split on calendar days: 1 to 16 Sep on ₹15,000 and 17 to 30 Sep on ₹25,000, ₹19,666.67 for the month. Someone whose PF wages are below both ceilings pays 12% on all of them, as Rohan does. ### What is the difference between CTC, gross and net pay? Gross is what the month earned, before deductions (₹17,307 on this slip). Net is what reaches the bank (₹15,927). CTC also counts what the employer pays on top, such as the employer's PF and ESI shown in the last block of the slip (₹1,650 this month). ### Is the Excel file free, and does it work out PF, ESI and TDS? Yes, it is free: an Excel.xlsx download and a print-to-PDF version, with no email and no account. The Excel file works out paid days from days in month less LOP, prorates each earning, and totals gross, deductions and net pay. You enter PF, ESI, PT, TDS and LWF, because they depend on the wage base, the state and the tax regime. ### Can this template be used for a loan, a visa or a credit card? Only as the layout for a genuine slip that your employer issues, with your real figures. Lenders compare slips with bank credits and, where tax was deducted, with Form 168 (earlier Form 26AS). A slip made up for an employer you do not work for is fraud. Code on Wages, 2019 and Code on Social Security, 2020, in force 21 Nov 2025 · Central Rules 8 May 2026 · checked by the LekhaHR team, 30 Sep 2026