Salary Sheet is a ready-to-use template in Excel, Google Sheets, OpenOffice Calc, and Apple Numbers that helps you to perform the salary calculations with ease.
It is a payroll document in which you can record payroll data for multiple employees along with Salary slip prepared according to Indian rules of Employment, which includes provident fund and employee allowances.
What is A Salary Sheet?
Salary Sheet is a document that includes complete details of the amount payable to an employee for work done during a particular period. It includes details like basic pay, allowances, deductions, and overtime, etc. of employees.
A salary sheet or payroll sheet is the Human Resource document that a company uses to calculate the salaries of their employees. It is also known as payroll or payroll sheet. HR maintains financial records of employees like wages, salaries, deductions, bonuses, holidays, leaves, sick leave, etc. in Payroll.
Generally, Payroll is made daily for wages, weekly, biweekly, or monthly for salaries. It differs from one period to another as it is calculated based on actual working days. Thus, each month working days, overtime, leaves, and other variables are different for each employee.
Formula To Calculate Salary
Take-Home Salary = Basic Salary + Allowances – Deductions.
Download Salary Sheet Template
Hr and Payroll staff needs to micro-manage payroll data of employees, which include basic salary, HRA, TA, Conveyance, Leave details, provident fund deductions, etc.
We have created an automated Salary Sheet Template with predefined formula. You can prepare the salary of multiple employees within minutes with the help of this template.
This template is available in 4 file formats – Excel, Google Sheets, Open Office Calc, and Apple Numbers. Click on the button below to download the desired format:
Excel Google Sheets Open Office Calc Apple Numbers
The functioning and formulation in all the four file formats are the same except the spellnumber function as it is not supported in OpenOffice Calc, Google Sheets, or Apple Numbers.
Click here to Download All HR & Payroll Excel Templates for Rs 199.
Additionally, you can download other HR and Payroll related templates like Salary Slip, Attendance Sheet, Weekly Timesheet, and much more.
Let us discuss the contents of the template in detail.
Contents of Salary Sheet Template
Note: After you download the excel and open office template, don’t forget to enable the content in the security warning pop-up below the ribbon as shown in the images below:
Salary Sheet template consists of the following three sheets: Employee Database, Consolidation Sheet, and Employee Salary Slip
Employee Database
The database sheet consists of the master data where data of each employee will be entered. Major data in this sheet needs to be entered one time.
The first section consists of employee details such as employee name, designation, salary month, allowed leaves, leaves taken, and working days.
You can select the month and year of salary from the dropdown list. When the user selects the month and year for the first employee, it automatically displays the same for other employees. We have kept a provision of 20 employees. If you want to make the salary for more employees, you can drag the same using the fill handle.
The user can select the total days of the month (30, 31, 28, or 29) from the dropdown list. When the user selects the month and year for the first employee, it automatically displays the same for other employees.
Allowed leaves are different according to the designation and company policy. Hence, you need to enter individually.
Insert actual leaves availed by the employee and the template automatically calculates the working days. The allowed leaves are deducted from the total leaves and this is how the actual working days are calculated. The template uses “=IF(G4>=F4, E4-G4+F4, E4)” formula to calculate the working days.
Insert CTC for each employee as per the employee contract. CTC = Direct benefits + Indirect benefits + Saving Contributions. For more information on CTC click here.
CTC is calculated based on working days. Hence, the template calculates the CTC proportionately according to the working days for that particular month. The template uses “IF(H4=0, “”, ROUND(I4/E4*H4, -1))” formula.
Components of Salary
There are three major components of the Salary: Basic Pay, Allowances, and Deductions.
Basic Pay/Basic Salary
Basic salary is the fixed amount to be paid to an employee addition of any allowances or subtraction any deductions. Bonuses, overtime, dearness allowance, etc are not a part of basic pay. For more information about Basic Salary click here.
The template auto-calculates the basic salary based on CTC. Usually, it is 40% or 50% of the basic salary. Basic Salary is proportionate to the working days. It uses the following formula to calculate the basic salary “=IF(H4=0, “”, ROUND ($J4/E4*H4*50%, -1))”.
Next comes the allowances section. Allowances are the financial benefits an employer provides above the Basic Salary to his employees. These allowances differ based on company policy, industry, job profile, and department. The template adds all the following amounts to form the gross salary.
Dearness Allowance
DA or dearness allowance is an allowance which the employer pays to its employees against the price rise in the economy to reduce the impact of inflation. In India, Pakistan, and Bangladesh, employers provide DA as the cost of living adjustment allowance. Government employees, public sector employees, and pensioners get to DA.
DA is auto-calculated. DA (Dearness Allowance) is 4% to 10% of basic pay depending on the contract. It uses the following formula to calculate DA “=IF(H4=0,” “, ROUND (J4/E4*H4*10%, -1))”. For more information on Dearness Allowance click here.
House Rent Allowance
HRA stands for House Rent Allowance. House Rent Allowance is the amount allocated by an employer to the employee as a portion of their CTC salaries. The employer decides the house rent allowance depending on different criteria like the city of residence and salary grade.
For employees in a metro city, it is 50% of the basic pay whereas employees of a non-metro city it is 40% of the basic pay. Generally, when these rules aren’t applicable it is 10 % of the basic salary. For more information on House Rent Allowance click here.
House Rent Allowance is auto-calculated. Usually, it is 25%-30% of CTC. Insert the percentage in the formula as per the employment contract. It uses the following formula to calculate HRA “=IF (H4=0, ” “, ROUND (J4 / E4 * H4 * 25%, -1))”.
Conveyance Allowance
Allowance or money to compensate for an employee’s travel expenses between their residence and workplace is Conveyance Allowance. It is also known as transport allowance.
You need to insert the conveyance allowance in the formula as per the employee contract. The conveyance working column calculates the conveyance amount based on employee attendance.
It uses the following formula to calculate the conveyance allowance “=IF(H4=0, ” “, ROUND (N4/E4*H4, -1))”. Furthermore, if the employee’s working days are 0 then it will display 0.
To know more about Conveyance Allowance click here.
Medical Allowance
Medical Allowance is a fixed allowance that an employer pays to its employees as a part of their salary to meet their regular medical needs. The employer credits a fixed amount as a medical allowance along with the salary to the employee’s account every month.
Medical allowance is calculated based on applicability to employees as per the contract. If you have selected yes in the medial allowance column at the end, then it will calculate otherwise it will display 0.
Furthermore, if the employee’s working days are 0 then it will display 0. It uses the following formula to calculate the medical allowance “=IF(H4=0, ” “, ROUND(P4/E4*H4,-1))”.
For more information on medical allowance click here.
Special Allowance
The special Allowance is auto-calculated by deducting the basic pay and other allowances. The special allowance is a fixed allowance given to employees to meet certain requirements over and above the basic salary.
The template uses the following formula to calculate special allowance “=IF(H4=0, ” “, ROUND(J4-T4,-1))”. You can insert manually if it is different for each employee.
Children Education Allowance, Hostel Allowance, Miner’s Allowance, Outstation Allowance, Offshore Allowance, etc are some of the special allowances.
Bonus Pay
Insert the amount of bonus pay if it is applicable for any employee for any particular month. Bonus pay is a reward an employer pays to his employee for his good work. Usually, in countries like India Pakistan, and Bangladesh, companies pay bonuses yearly based on the overall financial performance of the organization and are paid during festive seasons.
TA – Travel Allowance
Insert TA for the employee on actually spent by the employee for that particular month. TA stands for Traveling Allowance. Traveling allowance is the amount paid or allotted to an employee by the employer for traveling to another place for business purpose.
The traveling allowance includes modes of travel, accommodation, meals, and other incidentals. To know more about Travel Allowance click here.
All the above things compile the gross salary. Gross Salary is the total of all the components of your monthly payout before any kind of deductions.
Followed by the allowances, the templates consist of deductions. Employee Deductions are the amounts subtracted from an employee’s gross pay to reach net pay. The template deducts all the following amounts from the gross salary.
Employee Contribution To Provident Fund
As per the Indian Labor Law, an employee has to contribute a part of the salary towards provident fund. Currently, it is 12%. The template uses the following formula to calculate “=ROUND (MIN (1800, IF (AG4=”Yes”, SUM(K4: L4) * 12%, 0)), -1)”.
Employee Provident fund is a type of retirement benefits scheme for salaried employees. Under this scheme, the employee makes a stipulated contribution from his salary. The government decides this percentage.
Salary Advance
Insert the amount of salary advance for each employee if applicable. When an employee draws in full or portion of salary in advance, it refers to as Salary advance. While calculating the salary the employer deducts the same from the salary.
Professional Tax
If the professional tax is applicable then insert the monthly amount of professional tax. Professional Tax is a tax that a government levies on professionals based on their salary/monthly income. Usually, it is around Rs. 200 a month which amounts to the maximum payable Rs. 2500 in a year in India.
Tax-Deducted At Source
Insert the actual TDS amount. TDS stands for Tax Deducted at Source. It is the income tax that an employer deducts from the salary of the employee. The employer deposits this collected tax to the IT Department. Click here for more information on TDS, TDS Threshold, TDS Return, etc.
Subtracting the total amount of deduction from the gross salary compiles the net payable salary to the employee.
General Information
Select the gender and prefix of the employee from the dropdown list. Also, select the authorized signatory of the department for each department if it is different from the dropdown list.
Select “Yes” if PF is applicable. Select “Yes” if the employee has submitted the medical bills. If the user selects “No”, the template will not add the medical allowance to the salary.
Given above are details preparing the salary according to the Indian Salary structure.
The user needs to enter data only in blue colored cells. The pink-colored cells contain predefined formulas. You need not enter data in pink colored cells. See image below:
In this sheet, some data input columns have a drop-down menu, which makes it easier for the user to select and enter data. Month, Year, Title, Gender, etc are the drop-down menu. See image below:
The template consists of buttons at the top of the sheet for easy navigation in as shown below:
After entering data in the Database Sheet clicking on the “Consolidation” button. It will navigate you to the Consolidation Sheet.
Consolidation Sheet
The consolidation sheet consists of a month-wise sheet of salary data entered in Database Sheet. This sheet links the Database sheet to each cell and automatically fetches the date from the Database sheet. You don’t need to enter any data into this sheet.
If you enter the month or year in the database sheet wrong then it will not display in the consolidation sheet for that particular month.
You can print a monthly report of salary for approval from higher management. Once, the signing authority approves salary you can pay the employee by cheque or direct bank transfers.
Click on the “Go to Salary Slip” button to navigate to Salary Slip Sheet to print individual salary slip for employees.
Salary Slip
The salary slip sheet uses the VLOOKUP Function to program the sheet. On the extreme right, select the name of the employee from the drop-down list. The template displays the salary data of the respective employee. Click on the print button to print the Salary Slip.
Your Payroll process is complete. This template is very user-friendly and easy to use for everyone. This template can be helpful for Accounts assistants, Office Admin, HR Assistants, Executive Assistants, etc for preparing salaries.
If you want to make only a Salary slip without keeping the data you can use our ready-to-use Corporate Salary Slip Template.
We thank our readers for liking, sharing, and following us on different social media platforms.
If you have any queries please share in the comment section below. We will be more than happy to assist you.
Frequently Asked Questions
What Are Payroll Expenses?
Payroll Expenses include salaries, wages, bonuses, commissions, EFB, PF, EPS, company contributions such as a company-paid health plan, and the company-paid portion of taxes.
An employer pays the payroll expenses to its employees in the form of salary/wage for their services/work and associated expenses such as employee benefits and state and federal payroll taxes.
What is Gross Salary?
Gross Salary is the salary amount including all benefits and allowances before any kind of deductions. In simple terms, Gross Salary is the total of all the components of your monthly payout before any kind of tax deductions. Gross Salary = Basic Salary + Allowances + Benefits. For more information on components of Gross Salary click here.
What is Net Pay or Take Home Salary?
The net pay or the take-home pay is the amount of salary/wages of an employee that remains after all deductions(taxes, health insurance, benefits, etc.) have been subtracted. In simple terms, Net pay is the amount an employee receives after all taxes/deductions during a particular pay period.
How To Calculate Overtime?
Overtime Pay means the amount compensated for hours or days worked more than the maximum limit mentioned in your contract or set by federal or provincial law. Click here to get the formula for calculating Overtime.
How much percentage of CTC is the Basic Salary?
Basic salary is usually 40% – 50% of CTC.
How much percentage of Basic Salary is Dearness Allowance(DA)?
Dearness Allowance is usually 5% to 10% of Basic Salary.
On which amount PF deduction is calculated?
PF is calculated on Basic Salary.
If I add an extra row entry on the database sheet, example being adding an employee with all the relevant information on the respective cells, it doesn’t update on the consolidation sheet. How do I achieve this?
Hi, you might have added the extra row at the end and might not cone in the range or the consolidation sheet a row needs to be added. For the time being Check the above solution. Currenlty not on computer system. Will check and revert soon.
Dear I want to add few employees in database but the salary slip is not showing their names.Please help.
Contact No: 9540830111
Hi Puja,
You need to change the range in the vlookup formula for the additional employees to show them in consolidation sheet as well as the salary slip.
SIR PLEASE HOW I CHANGE FORMULA VLOOKUP IN SALRY SLIP I HAVE 1000 EMPLYEES ON 146 SHOW SLIP
Contact Via Email
Sir i would be happy if could do this for me as i dont know excel much
Regards,
Puja
9540830111
contact me on email please. fahim.lashkaria@gmail.com
Hello Sir i would appreciate if you can create Automated Payroll System on excel and need it in a simple way. for reference i can share you the link of the video which i liked and im looking forward to get it …. https://youtu.be/FkavkGtE6NI ..
If you can create same as this kindly contact me on my mail … arpatel@aectrading-ksa.com
my whatsapp is : +966560913057
We already have a salary sheet which is somewhat similar to this. You can also check out Salary sheet with attendance on the link below:
https://exceldatapro.com/salary-sheet-with-attendance-register/
If you want to make something customized please contact info@exceldatapro.com and our team will assist you.
Thanks a lot,Its so useful
You are welcome Sherif. We are glad to know that our templates are useful to peoples. To get templates directly to your inbox you can subscribe to our mailing list. Thanks
Download Salary Sheet Excel Template
I couldnt use it at MacBook Air.
otherwise its awesome .
Rgds
Vijay
Hi Vijay, thanks for your valuable feedback. This could be as some features differ in MAC. We are working on this issue. Will soon update it once configured.
Dear Sir,
Thanks for your tamplate it is very usefull & fruiteful for us, but one thing i want to clear that is CTC stand for what?
Dear Ejazullah,
Glad to know that our template is useful to our viewers.
CTC basically stands for Cost to the company. The Cost to company is the total cost that an employee is incurring in a company. This includes the cash components plus other benefits like Bonus, Food etc. which are in general not seen in your regular Monthly Salary. In general, it means take home salary or salary package of an employee.
You can subscribe to our weekly update to get updated every week with our newly posted template.
Thanks
Fahim
ExcelDataPro.com
Content and Marketing Manager
Sir thank you so much for salary sheet. Sir can you send full vba strings in pdf on my mail.
nawaj.dr@gmail.com
All things are open in the file you can see them by using alt f11
But sir you dint include the Employer contribution for EPF and ESIC in CTC
This article was made earlier so it might have not included. You can include and adjust the formula accordingly. Currently working on a new file. Will update in that.
sir, what to do if i need to enter the esi for employer and employee pf for employer and employee and employer welfare fund
Hi,
You can add columns according to your need for ESI, PF, EWF. Add the columns and rows as such that it doesn’t affect your totals. Glad to know that our templates are helpful to our readers. You can subscribe to our mailing list to get notified for new templates issued every week directly to your inbox.
Thanks
Fahim
Content Manager
ExcelDataPro.com
sir i want how to calculate wf in excel sheet
Hi pratibha. What is this wf?
Really Good One.
Thanks
how to add more rows in database which shows in consolidation and in salary slip, for example I am trying to add more rows in database with relevant information of employees but it is not showing in consolidation and in salary slip. Kindly suggest how to add in both?
Reply
Hi, I am unable to add row in database, for example i added row in database with relevant information of employees, but it is not showing in consolidation and in salary slip. Kindly suggest how to add the in both?
Dear Fahem,
I have small advertising office, how to manage it in excel in it i need
1- Company That provide advertising material like Flex for hording Billboards
2- Labor fit this hording Flex in Labor more then 40 peoples some time 5 person go fit and some time different 3 go and fit this i want every budget divide them equal all labor project based instead salary. some time they need daily expense that we pay.
3- Motor vehicle expenses
4- other expenses
5- old flex and material that removed from billboard
please help me i am thankful to you
Please tell us what is the saved file path. From where we can see the file after we press save button.
It saves in same file in data base sheet. If you use save as option, you can save it on your desired location.
Hi
Its very helpful, i wanted to show template to my students of HR, I just forwarded your URL to them.
Though I downloaded your sheet first but later on I preferred to share website address to them.
Happy to know it helped you and your students. Thanks for sharing url too. Other HR templates are available at below link hope it might also help: https://exceldatapro.com/templates/hr-templates/
Hai sir,
this excel sheet was protected by password please share that password,
its a very useful workbook
Thank you very much
There os no password to it. Just unprotect it from review menu.
Sir,
While try to unprotect the sheet it asking for password..
Plz provide us the password..
Thanks
THe salary sheet is does not have any pw. thus, you can use it freely.
wow! it is really helpful to me for the very first time.
thanks
Happy to know that it helped you. If you like it, share it with our friend. Thanks
how to add previous years to the database. i want to add 2013 and 2014 in the database
To add previous years go to data validation tool under data tools and add your desired years.
we don’t provide PF. How do i remove PF deduction from net salary??
Remove the column and reconfigure the formula.
Sir, what is Conv Working.
Please excuse me for being so ignorant.
Conv means Conveyance
Dear sir ,
thank you for your Efficient format of Salary/ payroll. i wonder to edit some column, like need to delete some rows that i do not need while i prepare my salary worksheet without any effect in salary slip and consolidation sheet. would you please instruct me how do i delete those unnecessary row and column.
For ex. i do not need – DA, HRA , Conveyance, Conv Working Medical Expenses Special column in Total gross salary and
Contribution to PF in total deduction.
Best Regards
Rajesh Suwal
977-9851065203
Thanks for the appreciation dear. Happy to know that it was helpful to you.
Coming back to your query, When you delete the columns you need to configure the formulas accordingly in salary slip as well as consolidation sheet. This is the solution.
Another simple solution to your query can be that you hide the columns you don’t want in the database sheet as well consolidation sheet. In Salary slip, you can set those amounts as zero or blank.
Hope this would solve your problem.
Thanks and Regards
Nice work
Thanks for the appreciation.
Thank You Sir, Your Tamplet of Salary Sheet working is too perfect & easy understandable. Sir i have one query about overtime working calculation in salary sheet.Please suggest us overtime working formulas.
Thanking You
Glad to know our templates are helpful to you. Thanks for the appreciation. You can use this employee overtime calculator in excel for overtime click the link below:
https://exceldatapro.com/overtime-calculator/
Hi
I have hundred number of employees.. and i want to generate a salary slip automatically. please help me to understand your format which you have consider here. i have only database in attendance form. what i want is, by use of this attendance format make salary slip easier. plz help to sort out.
This format has the only database and payroll information from which you can make the salary slip. If you have any attendance sheet you can interlink to fetch the data from it. For 100 employees you need to change the vlookup range in the formulas.
THIS IS AWESOME BUT I WANT TO A SIMPLE SHEET FOR STAFF ATTENDANT AND SALARY ON ONE SHEET FOR MULTI STAFF IF POSSIBLE SO PLEASE SEND MY MAIL ID sb.botalda@gmail.com
Sure. I can design for you your required template. Contact me on +91 9687858563
please to update how to check the company payroll list till monthly return in step by step.It make my work easy
Save the file consolidation file monthly as a new worksheet in the same file or a different file.
GOOD DAY YOU HAVE SIMPLE SHEET FOR STAFF ATTENDANT WITH THEIR DATA AND SALARY ON ONE SHEET, DATA ON DUTY FOR MULTI STAFF IF POSSIBLE SO PLEASE SEND MY EMAIL ID
No Dear. We don’t any such sheet which has both attendance and salary together. We have both the sheets different on our website. Link for Attendance Sheet is given below for your ready reference:
https://exceldatapro.com/attendance-sheet/
You can use linking of the cell function to merge both sheets together. Thanks
Hi,
Fahim Lashkaria says
I have download this salary template but we required with deduction of ESIC and Add Overtime calculation also.
will you help me how to add this 2 column in this salary template
You can add columns manually and then you need to configure the respective cells in consolidation sheet and salary slip. If you can do it then Ok. Otherwise, you can contact our development department for a paid work.
June 11, 2018 at 8:57 am
Hi,
Fahim Lashkaria says
I have download this salary template but we required with deduction of ESIC and Add Overtime calculation also.
will you help me how to add this 2 column in this salary template
Dear Amr, I have already replied to your comment. You need to add these columns and adjust the total according to your need in the Database sheet. If you want us to do the same for you, you need to contact through email to us and send complete details to us. Please note that any such work will be chargeable.
Dear Mr.Fahim,
Can you please help me about company leaves record in excel sheet, excel format, template and easy record all staff of leaves.
Attendance sheet given in below link has all leave records.
https://exceldatapro.com/attendance-sheet/
TDS is to be calculated separately ?? do we have any sheet where there is tax and sheet which is linked to tds column to calculate TDS amount automatically
Yes TDS to be calculated separately according to the govt norms.
Hi, I Need to add O.T (over time) cell. how can i create it possible?
add a column and configure the formulas.
sir , i was beginner of excel , so can u provide formulas for simple learnable payment sheet…..
Akshay, most of the formulas being regularly used for the business have been explained in our Functions section. Apart from that, ready-to-use templates for all the hr documents, accounting documents, financial analysis etc are ready for download on our website. Hope this could help. If you cannot find anything here do let us know we will try to help you. Thanks
Functions: https://exceldatapro.com/functions/
Excel Templates: https://exceldatapro.com/templates/
Dear Sir Kindly Let Me Know how to create a macro where Cell — A1&B1&C1&D1&E1 need to add in another cell without the code on that cell eg. K1
I could not understand query dear. Please explain in detail or send the file through email. It will be easier for me to guide you.
Good day Sir,
This template was really helpful, please i need information about how to change the range in the vlookup formula.
The range seems to cover only 50 employees, i will appreciate if you can send me a formular to cover range of 150 employees, or give me a step by step method to increase employee range.
Thank you
Hi Rachael, Glad to know that our template was helpful to you. Our purpose of helping people is served and we are really happy to know that. To cover 150 employee range you need to see which cell is the last one and change the address to that cell address. That’s it.
I WANT TO KNOW SALARY STRUCTURE IF GROSS SALARY IS 15000
Dear salary structure depends on company to company as there are different allowances and different deductions. So I will not be able to tell you that. Your HR department can guide you through this or entering your CTC you can have a basic idea of your salary structure.
Dear sir,
Good template.
I am having 200 employees which is not showing when selecting salary slip in name column and not pulling data automatically showing NA
one more thing what is linked cell Q
You need to edit the vlookup formula for that
Dear Sir,
Thanks for your template it was very useful for me. But I was wondering if somehow it is possible to add one more sheet in order to have a total yearly salary sheet as well?
You are welcome. Glas to know it was helpful to you. You can add sheets according to your need.
Hello Sir
Emplyees/labour name and ctc are changed every month so which formula would be use for change the ctc with name, designation, year and month.
This template is for those who use static data. In the case of labor continuously changing you need to enter the amount manually.
how i can get this template i cant pay
Payment received and Templates sent. Thanks
Sir
I want complete break up ( salary structure ) private limited organisation .
Example : ( 20000 salary ) ( 26 days calculation) = Basic ,Da , Hra ,Special allowance )
I don’t know week off how to mention (sunday 5 days salary )
kindly consider and given this break up sir
email id : mathanani91@gmail.com
Con : 9585566659
You can change anything you want according to your needs on this sheet. Thanks
i want to print all employees salary at once via vba code rather than selecting one by one from combo box. kindly help me pls.
You can add code.
I have made sheet in excel link is as follows kindly download and suggest if there is some requirements
https://up-load.io/users/altaf880
File unable to download