The salary of an employee consists of both Fixed and Variable pay. Creating and editing salary components is a simple process.
To create a salary component
On the Home Page click “Payroll”.
Scroll down to “Utilities”.
Click “View Settings”.
All the created salary components will be displayed.
Click “New”.
Update the following details:
Name: Enter the name of the Salary Component
Abbreviation: Enter the short name of the component. Example: “CONV” for Conveyance, “MEDAL” for Medical Allowance, etc…
Note: There shouldn’t be any space or special character
It should be one word containing 7 characters.
- Effective Date: By default, the effective date will be 1st April of the Current Financial Year.
You can change the date if the component is created during the year.
This is required to know the effective date of the component.
- Paid Component: Check the box if the Component is part of the employee's salary and needs to be displayed in the payslip.
You don’t have to check the box:
- When creating employer contributions of statutory components like PF, ESIC, etc or
- Components paid outside payroll or
- Components that are part of CTC but not to be paid like Performance Bonus, Commission, etc.
- Pay Type: 5 options of pay types can be selected from the drop-down.
Earnings: All income like Basic, HRA, Conveyance, etc., are earning components. They can be fixed or variable.
Deductions: All recoveries that are not statutory like Salary Advances, Loans, etc
- Reimbursement: Reimbursement refers to the monetary compensation paid to its employees for incurring expenses out of their pocket for official purposes. e.g. Boarding, Lodging, Local Conveyance, etc.
- Overtime: Amount that is paid for work done beyond working hours. For example, if the employee works more than 40 hours a week (considering 8 hours per day for 5 working days), then the employee will be eligible to receive Overtime for the excess hours.
- Statutory Component: The statutory component is a mandatory deduction from the employee’s salary under various statutes like Provident Fund, Professional Tax, Income Tax, etc.
- Taxable: Check this box if the component needs to be considered for tax calculation.
- Non-Taxable: Check this box if the component has "no tax implication" like all reimbursement components.
- Tax is Distributed across Year: Check this box only if the component has been checked as taxable and tax deduction needs to be distributed across the Financial Year.
- Round-off Values: Select from the Drop-down list to round off the salary component as per your Company policy.
- Calculation Type: There are 2 types of Calculations i.e., Flat and Formula based.
- Flat: Select this option if the component is not formula-based and should be entered manually / open-ended while employee creation or salary changes.
- Formula: Select this option if the component is formula-based.
Click on the Formula button to write a formula.
Define the formula by selecting an appropriate function (from Brackets, abbreviations & Operators). The formula can be derived using only abbreviations available in the formula bar.
Click on Add and then click on Validate.
A message will be displayed - “Valid Expression” if the formula is valid.
If the formula defined is incorrect, a message will be displayed - “Invalid Expression”.
Try to redefine the formula and validate it until the message is displayed as “Valid Expression”.
Click on Save.
- Sample Formula Syntax: If(A>B; A*40%; A*50%)
Pl note that components like Professional Tax and Income Tax are pre-configured in the system and are slab-based as per prevailing statutory rules.
- Calculated On: You will have two options if the calculation type is selected as Formula.
Deducted Amount: The system will consider the ‘Prorated Amount’ based on attendance.
Actual Amount: The system will consider the ‘Fixed Amount’ per the Salary Structure.
- JV Code: To pass salary entries into your financial accounting software, you need to update the JV code as per your chart of accounts. A ledger report will be generated based on the updated JV code.
- Map To: There are pre-configured rules that are set in the system. You need to map the created components to apply the respective configurations.
Example: HRA must be mapped to IT HRA. As per this mapping, HRA exemption shall be calculated.
Another example is the VPF Component, which should be mapped to VPF, this will be reflected in the PF Report and calculate exemption under 80C.
- Variable Component: Select this option if the salary component is not fixed and varies monthly like bonuses, Incentives, Overtime, etc.
- Fixed Component: Select this option if the salary component is fixed and does not change monthly. Example: Basic, HRA, Conveyance, etc.,
- Is an FBP component: Enable this option if you have opted for the Flexible Benefit Plan and want the component to be part of FBP.
- Attendance Dependent: Check the box if this component needs to be paid based on attendance.
Note: Select “Calculated on” as “deducted amount”, if Attendance Dependent is enabled.
Part of CTC: Check the box if you want this component to be part of the CTC.
Create Dependant Component: Check this box to create the arrears/recoveries component separately. This is applicable if the dependent component is fixed in nature.
Is Active: If the “Active” box is checked, the component will reflect in the pay register and all the reports.
If unchecked the created component will not reflect in the Pay Register and other reports.
"Is an FFS component" - Check the box if the component should be part of the FFS calculations.
Is Scheduled Pay - Enabling the check box allows you to create standing instructions to pay/recover a pre-defined amount for a fixed period.
Payable if full month LOP- By checking this box, the components will be paid despite full month LOP, i.e. the component payment will not be affected by LOP days.
Payable if an employee joined on or before- You can select the cut-off days from the drop-down i.e. if the component will be payable only if the employee has joined on a certain date.
Overtime: If you select the Pay type as Overtime, you must configure the Days or Hours and enter the maximum OT unit, per company policy.
Click on ‘ADD’ to create the component.
Once the component is created, it should be assigned to the employees so that this becomes part of the salary.
Go to Employees > Payroll Settings > Salary Components
Click “Pay Allocation”
To know more about allocating salary components, please click here to refer to “How to allocate the salary component”.
Note: You can also create the salary component by clicking Settings>>Salary Components