• The Salary Template in payroll is a predefined structure that outlines all earning and deduction components applicable to an employee or group of employees. 

• It serves as the framework for salary calculation, ensuring consistency and accuracy across payroll cycles. 

• The template includes details such as basic pay, allowances, bonuses, overtime, and any other earning components, as well as statutory and non-statutory deductions like PF, ESI, PT, and income tax. 

• Once configured, the salary template links directly with employee records, so when payroll is processed, the system automatically applies the defined components and calculation rules.

Configuration

• To create a new salary template, navigate to Settings → Payroll → Salary Template and click +Add Template. 

• A pop-up window will appear, displaying on the left-hand side the options to select Earnings, Reimbursement Allowances, FBP Components, Bonuses, and Retirals, which are already configured in the Allowances module.

• Basic Pay and Fixed Allowances (formula-based allowances) are included by default in every salary template. 

• Enter a name for the salary template according to your requirement and select all applicable Earnings, Retrials etc for that template. 

• Enter the Annual CTC, and the system will automatically populate the percentage-based calculations. 

• Select the relevant Retirals as per government norms, and the system will calculate them automatically.

• In the Provident Fund section, click the Edit icon to choose whether the contribution is calculated as 12% of the actual PF wage or as a restricted contribution based on ₹15,000 PF wage, applicable to both employer and employee contributions. After making your selection, click Save.The default contribution setting will be automatically retrieved from the Provident Fund Rules configuration.

• Once all components are configured, click Preview in the System Calculated Components Total field. This step is mandatory before the Save button becomes available. If the total value of the components exceeds the configured CTC, the difference will be displayed in the System Calculated Components field for review. You can then adjust the CTC accordingly and click Save to finalize.

• If you need to create additional templates, repeat the same process to set up multiple salary templates as per your organization’s requirements.

• To edit and view an existing salary template, click the three dots in the Actions column and select Edit or View.

• To delete a salary template, click the three dots in the Actions column and select Delete. The system will allow deletion only if the template is not associated with any employee.
  

Fig: Add Salary Template

Fig: Save Salary Template

Fig: View Salary Template

Fig: Actions for View, Edit & Delete

Fig: Provident Fund Contribution