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Salary slip format in India

A salary slip, or payslip, shows an employee's earnings, deductions and net pay each month. The government's format is Form V.

By , co-founder of Autobot 12 min read

What is a salary slip and what must it show?

Form V, the government's wage slip, is the minimum: 12 numbered items, from the employee's name and UAN to net wages paid, plus the employer's name, address and date of issue and a signature line [3].

Form V is in the Code on Wages (Central) Rules, 2026 (the Central Rules), notified on 8 May 2026, covering Central Government establishments. Most small businesses follow their State's form; if yours has none, use Form V as the model [1][3].

Is a salary slip compulsory?

Yes. Section 50(3) of the Code on Wages, 2019, in force since 21 Nov 2025, says every employer shall issue wage slips. Rule 52 of the Central Rules adds Form V, on paper or electronically, on or before payment of wages [1][2][3].

  • Monthly wages are due before the end of the 7th of the next month [1].
  • An employer of up to five people in agriculture or at home is exempt, but must show proof of payment if the Inspector-cum-Facilitator asks [1].
  • We found no separate penalty for a missing slip, so the Code's general penalty applies: a fine up to ₹20,000. A repeat within five years can bring up to one month in jail, a fine up to ₹40,000, or both. A first offence needs a written direction and time to comply first [1].

What goes in a salary slip, field by field?

Field (Form V item) What to write
Employer name and address, date of issue Registered name and address. Issue on or before payday [3]
Employee name (1) Full name
Father's, mother's or spouse's name (2) As given at joining
Designation (3) Job title
UAN (4) The 12-digit PF number [23]. Blank if no PF
Bank account number (5) Some print only the last four digits. Form V is silent [3]
Wage period (6) First and last date. Never longer than a month [1]
Earnings (7a to 7c) Basic pay, dearness allowance if paid, then one line per allowance
Days worked (8) Days paid out of days in the month, or units for piece rates
Overtime wages (9) Overtime hours times a rate of at least twice normal [5]
Gross wages payable (10) Everything earned, before deductions
PF and ESI (11a, 11b) Employee's share only
Other deductions (11c) Professional tax, TDS, advances, loans, one line each. Only what the Code authorises, up to 50% of wages in total [1]
Net wages paid (12) Gross less deductions. Match the bank credit. Add it in words
Signature Employer or pay-in-charge, if the register is on paper [3]

What does a filled salary slip look like?

Divya Shetty, daughter of Ramesh Shetty, is an accounts executive at Kaveri Build Supplies, 21 Peenya Industrial Area, Bengaluru 560058. Her slip for 1 to 31 Oct 2026, issued 31 Oct 2026, shows UAN 100000012345, Sample Bank account 000200300400, 31 days in the month and 31 paid. Names and numbers are made up.

Divya Ramesh Rohan
Basic pay 22,000 16,000 80,000
House rent allowance 8,800 6,400 32,000
Conveyance allowance 2,200 1,600 13,000
Gross wages payable 33,000 24,000 1,25,000
Wages for PF and ESI 22,000 16,000 80,000
PF, employee 2,640 1,920 3,000
ESI, employee 0 120 0
Professional tax (Karnataka) 200 0 200
Income tax (TDS) 0 0 8,125
Total deductions 2,840 2,040 11,325
Net wages paid 30,160 21,960 1,13,675
Employer's PF, paid on top 2,640 1,920 3,000
Employer's ESI, paid on top 0 520 0

Divya's net pay in words: Rupees Thirty Thousand One Hundred Sixty only. The salary slip generator loads these three as samples.

  • Divya: PF is on her basic pay only, since HRA and conveyance are excluded from PF wages. No ESI, as her wages are above ₹21,000. Professional tax is ₹200 because her pay is above Karnataka's ₹25,000 line. TDS is nil: ₹3,96,000 a year less the ₹75,000 standard deduction is below ₹4 lakh.
  • Ramesh: gross pay of ₹24,000 is above ₹21,000, but his wages of ₹16,000 are not, so ESI applies.
  • Rohan: an existing PF member whose wages of ₹80,000 are above the ceiling, so PF stops at ₹3,000. His TDS is worked out below.

How is PF worked out?

PF is 12% of the employee's PF wages, and the employer pays another 12% on top. Since 17 Sep 2026 wages count up to ₹25,000 a month, up from ₹15,000, so at most ₹3,000 is deducted unless both sides agree in writing to contribute on more [6][7].

PF is compulsory for establishments with 20 or more employees [4]. PF is worked out on wages, not gross pay. Wages are basic pay, dearness allowance and retaining allowance. HRA, conveyance allowance, overtime, commission and statutory bonus are left out, but wages are never less than half of total pay [4][7]. A catch-all "special allowance" is not on the excluded list, so by the wording it counts. Confirm with your PF consultant.

PF wages Employee, 12% Employer to pension (EPS), 8.33% Employer to EPF, 3.67%
₹10,000 ₹1,200 ₹833 ₹367
₹20,000 ₹2,400 ₹1,666 ₹734
₹25,000, the ceiling ₹3,000 ₹2,083 ₹917
₹35,000, above the ceiling ₹3,000 ₹0 ₹3,000

EPFO's figures for wage months from October 2026. The 0 is because pension is open only to people whose wages were within the ceiling when they joined or when it was raised [7].

Staff who join above the ceiling are "excluded employees" and need not join [6][7]. Only the employee's share goes on the slip: an employer cannot recover its own share as part of cost to company [7].

How is ESI worked out?

ESI is 0.75% of wages from the employee and 3.25% from the employer. It covers wages up to ₹21,000 a month (₹25,000 for a person with a disability) in establishments with 10 or more people [4][8][9]. The test is on wages, not gross pay: ESIC's letter of 11 Dec 2025 applies the new wage definition to ESI, so many employees who were left out are likely to come back into cover [10].

  • No employee share at ₹176 a day or less; the employer still pays. ESI is due by the 15th of the next month [8].
  • If wages cross ₹21,000 after a contribution period starts (1 April to 30 September, or 1 October to 31 March), the employee stays covered until it ends [8][11].
  • ESIC does not say how to round paise. Our generator rounds up; you can switch that off.

How are professional tax and TDS worked out?

Both go under other deductions, one line each. Professional tax is a state tax, capped at ₹2,500 a year [15]. TDS is the income tax your employer estimates for the year and deducts monthly, under section 392 of the Income-tax Act, 2025 [16].

Professional tax by state

State Monthly salary Tax each month
Karnataka Below ₹25,000 Nil
Karnataka ₹25,000 and above ₹200, ₹300 in February
Maharashtra, men Up to ₹7,500 Nil
Maharashtra, men ₹7,501 to ₹10,000 ₹175
Maharashtra, men Above ₹10,000 ₹200, ₹300 in February
Maharashtra, women Up to ₹25,000 Nil
Maharashtra, women Above ₹25,000 ₹200, ₹300 in February

Karnataka's table is current from 1 Apr 2025 [12][13]. Maharashtra's schedule is as on 31 Mar 2025, the latest we found [14]. Other states differ, so check yours.

TDS on salary

Under the default new regime, tax is nil up to ₹4 lakh a year, then 5% to ₹8 lakh, 10% to ₹12 lakh, 15% to ₹16 lakh, 20% to ₹20 lakh, 25% to ₹24 lakh and 30% above. A ₹75,000 standard deduction and the rebate mean no tax up to ₹12.75 lakh of salary [17][18]. Budget 2026-27 changed none of this [19].

Rohan earns ₹15 lakh a year. Less ₹75,000, his taxable salary is ₹14,25,000. Tax is ₹20,000 on the ₹4 to 8 lakh slab, ₹40,000 on the ₹8 to 12 lakh slab and ₹33,750 on the last ₹2,25,000 at 15%, a total of ₹93,750. With 4% cess of ₹3,750, the year's tax is ₹97,500, or ₹8,125 a month, assuming no other income.

Form 130 replaces Form 16 for salary paid from 1 Apr 2026. It is due by 15 June after the year, so the first is due by 15 June 2027 [16][20].

Salary slip format: Word, Excel or PDF?

Any format works if it has the Form V fields and reaches the employee on or before payday [3]. Do the sums in Excel or Google Sheets and send each person a PDF, so nobody can change the figures.

LayoutStaff pay sheet

Settings: B1 PF ceiling 25000 | B2 PF rate 12% | B3 ESI limit 21000 | B4 ESI employee rate 0.75%
Header row 6: A Name | B Days in month | C Days paid | D Basic | E HRA | F Conveyance | G Gross earned | H PF wages | I PF | J ESI | K Professional tax | L TDS | M Net pay

Row 7 formulas (days in month in B7, days paid in C7), copied down for each employee:

  • Gross earned (G7): =ROUND((D7+E7+F7)*C7/B7,0)
  • PF wages (H7): =ROUND(D7*C7/B7,0), basic earned. Add any allowance that counts as wages.
  • PF (I7): =ROUND(MIN(H7,$B$1)*$B$2,0)
  • ESI (J7): =IF(H7<=$B$3,ROUNDUP(ROUND(H7*$B$4,2),0),0)
  • Net pay (M7): =G7-I7-J7-K7-L7

Excel has no function for rupees in words. Our free salary slip generator writes net pay in words and prints a clean A4 slip. Slips carry bank account numbers, so send each person only theirs.

What mistakes should you avoid?

  • Using the old ₹15,000 PF ceiling, or working PF on gross pay.
  • Showing the employer's PF as a deduction.
  • Skipping ESI when gross pay is above ₹21,000 but wages are below it.
  • Leaving out Form V fields such as UAN, bank account number or days worked.
  • Deducting what the Code does not authorise, or over 50% of wages.
  • Using another state's professional tax slab.
  • Editing a slip after sending it. Issue a corrected one marked "revised" and keep both.

FAQ

Is a salary slip mandatory in India?

Yes. Section 50(3) of the Code on Wages, 2019, in force since 21 Nov 2025, says every employer shall issue wage slips [1][2].

Does a salary slip need a signature or stamp?

Form V asks for a signature only if the register is on paper. It does not mention a stamp [3].

What is the PF wage ceiling in 2026?

₹25,000 a month since 17 Sep 2026, up from ₹15,000, under notification S.O. 5109(E) [6][7].

Is ESI deducted on gross salary or on basic?

On wages, not gross pay: basic pay, dearness allowance and retaining allowance, with HRA, conveyance allowance and overtime left out unless they pass half of total pay [4][10].

How many months of salary slips do banks and embassies ask for?

Usually the last three. HDFC Bank asks for the latest 3 salary slips, and the Swiss embassy's Schengen checklist asks for 3 months of slips and bank statements [21][22].

About the author

Rahul Vijay is a co-founder of Autobot (Convogenie Technologies, Bengaluru), an AI assistant with its own computer.

Sources

General information, not tax or legal advice.

All pages opened on 25 Oct 2026.

  1. Code on Wages, 2019 (Act 29 of 2019): sections 2(d), 2(u), 2(y), 16, 17, 18, 50 and 54. Text read on a TaxGuru copy of the Act and, for section 50, on AdvocateKhoj. https://taxguru.in/corporate-law/code-wages-2019.html , https://www.advocatekhoj.com/library/bareacts/codeonwages/50.php
  2. Ministry of Labour and Employment, Notification S.O. 5322(E), 21 Nov 2025: sections 1 to 41 and 43 to 66 of the Code on Wages, among others, in force from 21 Nov 2025. Read in the Puducherry Government print of the Gazette. https://styandptg.py.gov.in/2025/DECEMBER/EXTRAORDINARYPART-I/129-PART-I%20dated%2011-12-2025.pdf
  3. Code on Wages (Central) Rules, 2026, G.S.R. 343(E), 8 May 2026: rules 51 and 52, and Form V. Gazette text hosted by StaffNews. https://www.staffnews.in/wp-content/uploads/2026/05/Wages-Central-Rules-2026.pdf
  4. Ministry of Labour and Employment, Compliance Handbook for Employers under the Four Labour Codes, Feb 2026: wage slips; PF for 20 or more employees; ESI for 10 or more persons; Annexure 1 on the definition of wages and the 50% rule. https://www.labour.gov.in/static/uploads/2026/02/83978455025732b99b0165def80ab171.pdf
  5. PIB Backgrounder, "Code on Wages, 2019", 23 Nov 2025: the four laws replaced, and overtime at not less than twice the normal wages. It names "Rule 34" for wage slips; in the final Central Rules the wage slip rule is rule 52. https://static.pib.gov.in/WriteReadData/specificdocs/documents/2025/nov/doc20251123703501.pdf
  6. Employees' Provident Funds Scheme, 2026, G.S.R. 525(E), 29 Jun 2026: paragraphs 2(f), 9(4), 18(2), 18(3), 18(5) and 20. https://egazette.gov.in/WriteReadData/2026/273957.pdf
  7. EPFO, Frequently Asked Questions on revision of the statutory wage ceiling, Sep 2026: Notification S.O. 5109(E) of 17 Sep 2026, the contribution table, "Basic + DA + Retaining Allowance" and the answer on cost to company. Copy hosted by StaffNews, as EPFO's own site did not load for us. https://www.staffnews.in/wp-content/uploads/2026/10/EPFO_Wage_Ceiling_FAQs.pdf
  8. ESIC, Contribution page: 0.75% and 3.25% of wages, ₹176 a day, payment within 15 days, and the two contribution periods. https://www.esic.gov.in/contribution
  9. ESIC, Coverage page: wage limit ₹21,000 a month, and ₹25,000 for persons with disability, from 1 Jan 2017. https://www.esic.gov.in/coverage
  10. ESIC letter to its regional offices, 11 Dec 2025, "New wage definition u/s 2(88) of The Code on Social Security, 2020, implemented w.e.f. 21.11.2025". https://esic.gov.in/attachments/circularfile/New_wage_definition_u_s_2_88_of_The_Code_on_Social_Security_2020_1765902209.pdf
  11. ESIC, Frequently Asked Questions on the ESI scheme, question 15: an employee stays covered to the end of the contribution period. The booklet was written before the Code on Social Security and quotes older figures, so we use it only for this rule. https://esic.gov.in/attachments/files/faq.pdf
  12. Karnataka Act No. 33 of 2025 (Karnataka Gazette, 15 Apr 2025): ₹200 a month, and ₹300 in February, from 1 Apr 2025. Gazette copy hosted by TaxGuru. https://taxguru.in/wp-content/uploads/2025/04/Karnataka-PT-Amendment-Act-2025_compressed-1-4.pdf
  13. Khaitan & Co, Karnataka professional tax amendment 2023: salary of ₹25,000 and above, up from ₹15,000, from 1 Apr 2023. The Karnataka department's own site did not load for us. https://www.khaitanco.com/thought-leaderships/Karnataka-Professional-Tax-Amendment-2023-Major-Changes-Brought-in-Effect
  14. Maharashtra Goods and Services Tax Department, Rate Schedules under the Profession Tax Act, 1975, Schedule I, as on 31 Mar 2025. https://www.mahagst.gov.in/public/uploads/menufiles/PT%20Rate%20Schedule%20updated%20upto%2031.03.2025%20(1)%20(1).pdf
  15. Constitution of India, Article 276(2), as amended in 1988: ₹2,500 a year for one person. https://www.constitutionofindia.net/articles/article-276-taxes-on-professions-trades-callings-and-employments/
  16. Income Tax Department, Form No. 130 FAQ: the certificate under section 395(4)(b) of the Income-tax Act, 2025 for salary TDS under section 392(1), due by 15 June after the tax year. https://www.incometaxindia.gov.in/documents/d/guest/form-130-faqs
  17. Income Tax Department, "Salaried Individuals for AY 2026-27" (last reviewed 25 Oct 2026): Form 16, the new regime slabs, the ₹60,000 rebate up to ₹12,00,000 and the new regime as the default. https://www.incometax.gov.in/iec/foportal/help/individual/return-applicable-1
  18. PIB, Ministry of Finance, 1 Feb 2025: the slab rates, and "Rs. 12.75 lakh for salaried tax payers, due to standard deduction of Rs. 75,000". https://www.pib.gov.in/PressReleasePage.aspx?PRID=2098406&reg=48&lang=2
  19. Storyboard18, 1 Feb 2026: Budget 2026 left the slabs, the rebate and the standard deduction unchanged. https://www.storyboard18.com/special-coverage/budget-2026-no-change-in-tax-rates-in-budget-2026-rebate-continues-for-income-up-to-%e2%82%b912-lakh-88610.htm
  20. PIB Backgrounder, "The Income Tax Act, 2025": effective from 1 Apr 2026. https://www.pib.gov.in/PressNoteDetails.aspx?ModuleId=3&NoteId=155137&reg=3&lang=2
  21. HDFC Bank, Personal Loan Documentation: "your latest 3 salary slips as income proof along with your employer's information". https://www.hdfc.bank.in/personal-loan/documentation
  22. Embassy of Switzerland to India and Bhutan, Schengen visa checklist for tourists, Oct 2024, hosted by VFS Global: the last 3 months' salary slips and bank statements, and an introduction letter signed and stamped by HR. https://www.vfsglobal.com/one-pager/switzerland/india/english/pdf/Checklist_Tourist-EN-2025.pdf
  23. EPFO, PMVBRY portal FAQ: "UAN is a 12 digit number allotted to each subscriber". https://pmvbry.epfindia.gov.in/faq-epfo/