Dear Seniors,
In my organization, we have a practice of calculating the working days from the 1st to the 30th and paying salary by the 10th of the next month. I want to ensure that the salary is disbursed by the last working day of the same month and hence I have proposed to change the calculation of working days from the 1st to the 30th to the 21st to the 20th (New dates).
I have introduced this process in the middle of the existing process. Can someone suggest to me how to implement the new system without deducting 10 days' salary, as the new dates for calculating salary start from the 21st and end on the 20th of the next month?
Please email me your suggestions to santosh.yb@gmail.com.
Regards,
Santosh
From India, Madras
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8In my organization, we have a practice of calculating the working days from the 1st to the 30th and paying salary by the 10th of the next month. I want to ensure that the salary is disbursed by the last working day of the same month and hence I have proposed to change the calculation of working days from the 1st to the 30th to the 21st to the 20th (New dates).
I have introduced this process in the middle of the existing process. Can someone suggest to me how to implement the new system without deducting 10 days' salary, as the new dates for calculating salary start from the 21st and end on the 20th of the next month?
Please email me your suggestions to santosh.yb@gmail.com.
Regards,
Santosh
From India, Madras
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most of the leading companies have the attendance cycle of 16th to 15th. Iany any leave/absent take place, it will be reckoned in the next cycle. pon
From India, Lucknow
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From India, Lucknow
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That's fine. However, I am looking for a solution to the sudden change in the salary cycle. If I do not opt for any salary deductions, that would imply that I am paying them a salary for 10 days in advance since I have paid salaries up to 31st March for all employees. If I initiate the new cycle, I either need to deduct 10 days' salary or provide them with extra pay for 10 days. The first option will likely be objected to by the employees, while the second option will be objected to by the management.
Can you provide me with a solution to this typical problem?
Regards,
Santosh
From India, Madras
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Can you provide me with a solution to this typical problem?
Regards,
Santosh
From India, Madras
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Hi Garima,
I work in a manufacturing firm with 150 staff and 1500 workers. We create salaries in Excel format and distribute printed salary slips to all individuals, including workers and staff. This process consumes a lot of time and effort from our team members. Could you please assist me in finding ways to distribute the payslips to all 1600 employees with less time and effort from our HR team? Only 100 out of all employees have access to computers.
Thank you,
Garima
From India, Gurgaon
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I work in a manufacturing firm with 150 staff and 1500 workers. We create salaries in Excel format and distribute printed salary slips to all individuals, including workers and staff. This process consumes a lot of time and effort from our team members. Could you please assist me in finding ways to distribute the payslips to all 1600 employees with less time and effort from our HR team? Only 100 out of all employees have access to computers.
Thank you,
Garima
From India, Gurgaon
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Dear All, Greetings of the day! Is there any difference between "workers" or "staff". Pls clarify & what can be the format of salary slip prepared in excell sheet. Best regards, Sudhi
From India, New Delhi
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From India, New Delhi
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Since you have around 1600 employees. There must be different deptts. Thus send Slary/wage slips to respective deptts. and put responsbility of distribution on them for their depts.
From India, Nagpur
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From India, Nagpur
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Hi,
Just start this practice, and you will find that your doubt would prove to be unfounded. Everybody will be pleased with your move, even the management, when they also start receiving their salary on the last day of the month. Most importantly, you won't find overpayment even to 1% of the staff, as rare cases will be there where someone might be on leave. Even in that 1%, if leave becomes due, there will be no question of overpayment coming to the fore. In the rare event that such a case arises, you would be able to recover the overpayment from their next salary.
From India, Delhi
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Just start this practice, and you will find that your doubt would prove to be unfounded. Everybody will be pleased with your move, even the management, when they also start receiving their salary on the last day of the month. Most importantly, you won't find overpayment even to 1% of the staff, as rare cases will be there where someone might be on leave. Even in that 1%, if leave becomes due, there will be no question of overpayment coming to the fore. In the rare event that such a case arises, you would be able to recover the overpayment from their next salary.
From India, Delhi
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Dear Mr. Santosh,
Greetings!!
You can apply this calculation while calculating the salary. Since you said you want to calculate for the period 21st to 20th of every month and you have already paid till the 30th of the previous month. Calculate the salary from 1st to 20th for the first month and assume the last 10 days of the employees would be present. For example, from 1st March to 31st March = Already paid. New Salary Dates Implemented from 1st April-20th April = 20 Days + 10 days (Assumed Employee will be present). If any Leave or LOP is availed by the employee, calculate it in the second month, i.e., for the cycle 21st April to 20th May. From the second month, this will come in order.
Regards,
Videet
From India, Pune
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Greetings!!
You can apply this calculation while calculating the salary. Since you said you want to calculate for the period 21st to 20th of every month and you have already paid till the 30th of the previous month. Calculate the salary from 1st to 20th for the first month and assume the last 10 days of the employees would be present. For example, from 1st March to 31st March = Already paid. New Salary Dates Implemented from 1st April-20th April = 20 Days + 10 days (Assumed Employee will be present). If any Leave or LOP is availed by the employee, calculate it in the second month, i.e., for the cycle 21st April to 20th May. From the second month, this will come in order.
Regards,
Videet
From India, Pune
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Dear Mr. Balaji,
I appreciate your effort. It is not wrong to change to a convenient pay cycle. In fact, we, with a strength of 3500 employees in our company, follow this practice. So, you need not panic. There is nothing wrong or illegal about it. The only thing is, as per labor laws, the salary should be paid on or before the 10th of the following month. The date of salary disbursement should be notified on all notice boards permanently. I suggest the following steps:
1. For the first time you change over, you may have to work out the salary for the broken period. I suggest, as we also follow, for the purpose of closing the attendance, you may consider the salary month from the 19th of the current month to the 20th of the following month. When you close the month with attendance on the 20th, it will be easy for you to calculate the salary and disburse it on or before the 30th of any calendar month. This will solve many problems like TDS, PT, etc. Only for the first month of the changeover, you have to disburse the salary for the initial broken period. For example, if the new system will be introduced from 19.4.2011, then the salary for 1.4.2011 to 18.4.11 shall be calculated separately and paid on or before say 20.4.11 or merged in the salary for the period from 19.4.11 to 20.5.11 and disbursed for the initial month of the new system. Then from May onwards, you will have no problem following the cycle. By this method, all related aspects like leave, allowances, etc., will be deemed to cover the 19th to 20th month system.
There is no ambiguity regarding either payment in advance or delay in payment. Many companies follow such methods.
2. You are brilliant in how you manage with Excel files for payroll calculation and distributing pay slips. It is cumbersome. I suggest you try to have a suitable program written to suit your requirements, either in-house or from external software developers. I may suggest a program based on any one platform such as PowerBuilder, Oracle, SAP, and so on. I think using Excel files for this purpose is very risky. This new program, if linked with the attendance recording network, will ease your workload. All your records related to payroll can be maintained online and processed quickly, minimizing manual work or data entry (batch processing), etc.
If you have any queries, please continue this link.
All the best.
Kumar, Bangalore
9.4.11
From India, Bangalore
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I appreciate your effort. It is not wrong to change to a convenient pay cycle. In fact, we, with a strength of 3500 employees in our company, follow this practice. So, you need not panic. There is nothing wrong or illegal about it. The only thing is, as per labor laws, the salary should be paid on or before the 10th of the following month. The date of salary disbursement should be notified on all notice boards permanently. I suggest the following steps:
1. For the first time you change over, you may have to work out the salary for the broken period. I suggest, as we also follow, for the purpose of closing the attendance, you may consider the salary month from the 19th of the current month to the 20th of the following month. When you close the month with attendance on the 20th, it will be easy for you to calculate the salary and disburse it on or before the 30th of any calendar month. This will solve many problems like TDS, PT, etc. Only for the first month of the changeover, you have to disburse the salary for the initial broken period. For example, if the new system will be introduced from 19.4.2011, then the salary for 1.4.2011 to 18.4.11 shall be calculated separately and paid on or before say 20.4.11 or merged in the salary for the period from 19.4.11 to 20.5.11 and disbursed for the initial month of the new system. Then from May onwards, you will have no problem following the cycle. By this method, all related aspects like leave, allowances, etc., will be deemed to cover the 19th to 20th month system.
There is no ambiguity regarding either payment in advance or delay in payment. Many companies follow such methods.
2. You are brilliant in how you manage with Excel files for payroll calculation and distributing pay slips. It is cumbersome. I suggest you try to have a suitable program written to suit your requirements, either in-house or from external software developers. I may suggest a program based on any one platform such as PowerBuilder, Oracle, SAP, and so on. I think using Excel files for this purpose is very risky. This new program, if linked with the attendance recording network, will ease your workload. All your records related to payroll can be maintained online and processed quickly, minimizing manual work or data entry (batch processing), etc.
If you have any queries, please continue this link.
All the best.
Kumar, Bangalore
9.4.11
From India, Bangalore
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Hello Santosh,
I think psdhingra is right. You haven't mentioned which industry you are working in. If it's manufacturing, you would have an Employees Union. And even if you don't have any, just sound out this idea with those whom you know or those who are likely to have a say in the other employees' decision (union leaders, so to say). Highlight the positive aspects of your step--since at some point the 10 days' salary will need to be handled, better do it right at the start of the change. Once you feel comfortable, you can take the issue to the management.
Regards,
TS
From India, Hyderabad
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I think psdhingra is right. You haven't mentioned which industry you are working in. If it's manufacturing, you would have an Employees Union. And even if you don't have any, just sound out this idea with those whom you know or those who are likely to have a say in the other employees' decision (union leaders, so to say). Highlight the positive aspects of your step--since at some point the 10 days' salary will need to be handled, better do it right at the start of the change. Once you feel comfortable, you can take the issue to the management.
Regards,
TS
From India, Hyderabad
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Hi, this is Sudhakar. I am working in the Cement Industries as an HR Officer. We calculate attendance from the 26th to the 25th and pay salaries on the 29th or 30th. If you need to change the dates, the ten days' salary will be paid on the voucher payment.
From India, Hyderabad
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From India, Hyderabad
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Dear friend, I suggest you to take 26th to 25th (eg:25Jan To 26Feb) as working days and calculate the process and pay them on 1st of every month. Regards, pdlravi
From India, Hyderabad
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From India, Hyderabad
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You have the following two options.
[B]Option 1:
Supposing you wish to implement a new salary cycle from 1st April '11. You will calculate and pay only 20 days' salary for the period 1st to 20th April, since this is the first month of the new system. You may communicate this decision to all employees by issuing an official communication in advance. From the next month onwards, payment will be for 30 or 31 days, for the salary period 21st April to 20th May, and so on.
[B]Option 2:
You will pay salary for the entire 30 days of April, but you will consider actual attendance, leave, absence for the period 1st to 20th April, and assume that all employees were present on all days for the period 21st to 30th April and pay salary accordingly. You will adjust leaves and absences of the assumed period of attendance in the next month's salary. The same cycle will be followed every month.
[B]Comparison of the two Options:
The second option is a little complicated for employees to understand. Your time office software also needs to be customized accordingly and should have that scalability. There is a risk of an employee abruptly leaving the organization during the last days of the month, walking away with a full salary. You stand a good chance of recovering excess salary only from other dues payable, if any. The first option is very easy to understand and easy to implement. This will also need some customization in your time office software. The only hitch is you will have to convince your employees and management to accept only 20 days' salary for the first month against the promise of payment of salary on the last day of every month without fail.
From India, Pune
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[B]Option 1:
Supposing you wish to implement a new salary cycle from 1st April '11. You will calculate and pay only 20 days' salary for the period 1st to 20th April, since this is the first month of the new system. You may communicate this decision to all employees by issuing an official communication in advance. From the next month onwards, payment will be for 30 or 31 days, for the salary period 21st April to 20th May, and so on.
[B]Option 2:
You will pay salary for the entire 30 days of April, but you will consider actual attendance, leave, absence for the period 1st to 20th April, and assume that all employees were present on all days for the period 21st to 30th April and pay salary accordingly. You will adjust leaves and absences of the assumed period of attendance in the next month's salary. The same cycle will be followed every month.
[B]Comparison of the two Options:
The second option is a little complicated for employees to understand. Your time office software also needs to be customized accordingly and should have that scalability. There is a risk of an employee abruptly leaving the organization during the last days of the month, walking away with a full salary. You stand a good chance of recovering excess salary only from other dues payable, if any. The first option is very easy to understand and easy to implement. This will also need some customization in your time office software. The only hitch is you will have to convince your employees and management to accept only 20 days' salary for the first month against the promise of payment of salary on the last day of every month without fail.
From India, Pune
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Dear Mr. Balaji,
I appreciate your effort. It is nothing wrong to change to a convenient pay cycle. In fact, we ourselves in our company, with a strength of 3500 employees, follow the practice. So you need not panic. This is nothing wrong or illegal. The only thing is, as per labor laws, the salary should be paid on or before the 10th of the following month. And the date of disbursement of salary should be notified on all the notice boards permanently. I suggest the following steps:
For the first month when you change over, you may have to work out the salary for the broken period. I suggest, as we also follow, for the purpose of closing the attendance, you may follow a salary month from the 19th of the current month to the 20th of the following month. When you close the month with attendance on the 20th, it will be easy for you to calculate salary and disburse on or before the 30th of any calendar month. This will solve many problems like TDS, PT, etc. Also, the only thing for the first month of changeover is that you have to disburse the salary for the initial broken period. For example, if the new system will be introduced from 19.4.2011, then the salary for 1.4.2011 to 18.4.11 shall be calculated separately and paid on or before say 20.4.11 or merged in the salary for the period from 19.4.11 to 20.5.11 and disbursed for the initial month of the new system. Then from May onwards, you will have no problem in following the cycle. By this method, all related aspects like leave, allowance, etc., will be deemed to cover the 19th to 20th of the month system.
There is no ambiguity of neither payment in advance nor delay in payment. Many companies follow such methods.
You are brilliant in how you are managing with Excel files for payroll calculation and distributing payslips. It is cumbersome. It would be better if you try to have a suitable program written to suit your requirements, either in-house or from external software developers. I suggest a program based on any one platform such as PowerBuilder, Oracle, SAP, and so on. I think using Excel files for this purpose is very risky. This new program, if linked with an attendance recording network, will ease your burden. All your records related to payroll can be maintained online and processed faster, minimizing manual work or data entry (batch processing), etc.
If you have any queries, please continue this link.
All the best. Kumar, Bangalore 9.4.11
From India, Pune
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I appreciate your effort. It is nothing wrong to change to a convenient pay cycle. In fact, we ourselves in our company, with a strength of 3500 employees, follow the practice. So you need not panic. This is nothing wrong or illegal. The only thing is, as per labor laws, the salary should be paid on or before the 10th of the following month. And the date of disbursement of salary should be notified on all the notice boards permanently. I suggest the following steps:
For the first month when you change over, you may have to work out the salary for the broken period. I suggest, as we also follow, for the purpose of closing the attendance, you may follow a salary month from the 19th of the current month to the 20th of the following month. When you close the month with attendance on the 20th, it will be easy for you to calculate salary and disburse on or before the 30th of any calendar month. This will solve many problems like TDS, PT, etc. Also, the only thing for the first month of changeover is that you have to disburse the salary for the initial broken period. For example, if the new system will be introduced from 19.4.2011, then the salary for 1.4.2011 to 18.4.11 shall be calculated separately and paid on or before say 20.4.11 or merged in the salary for the period from 19.4.11 to 20.5.11 and disbursed for the initial month of the new system. Then from May onwards, you will have no problem in following the cycle. By this method, all related aspects like leave, allowance, etc., will be deemed to cover the 19th to 20th of the month system.
There is no ambiguity of neither payment in advance nor delay in payment. Many companies follow such methods.
You are brilliant in how you are managing with Excel files for payroll calculation and distributing payslips. It is cumbersome. It would be better if you try to have a suitable program written to suit your requirements, either in-house or from external software developers. I suggest a program based on any one platform such as PowerBuilder, Oracle, SAP, and so on. I think using Excel files for this purpose is very risky. This new program, if linked with an attendance recording network, will ease your burden. All your records related to payroll can be maintained online and processed faster, minimizing manual work or data entry (batch processing), etc.
If you have any queries, please continue this link.
All the best. Kumar, Bangalore 9.4.11
From India, Pune
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Dear Mr. Santosh,
Please initiate the move considering the cycles for calculating the attendance from the 1st to the 20th of the salary date-changing month, and the second one from the 21st to the 20th of the following month. The cycles are only meant for the calculation of Leave/Absenteeism, etc. Salary shall be payable for the full month (being paid on the last day of the month).
Regards
From India, Delhi
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Please initiate the move considering the cycles for calculating the attendance from the 1st to the 20th of the salary date-changing month, and the second one from the 21st to the 20th of the following month. The cycles are only meant for the calculation of Leave/Absenteeism, etc. Salary shall be payable for the full month (being paid on the last day of the month).
Regards
From India, Delhi
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We too have a system of attendance from the 20th to the 20th, but this creates a lot of problems in the long run, especially with regards to attendance and unauthorized absence for which salary has to be deducted.
My advice would be to continue with the present system of the 1st to the 30th and payment on the 10th. If required, you may change the payment date to the 5th of the following month.
From India, Mumbai
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My advice would be to continue with the present system of the 1st to the 30th and payment on the 10th. If required, you may change the payment date to the 5th of the following month.
From India, Mumbai
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Dear all (who feel confused),
This is further to add to what has been suggested earlier -
Assume the following:
1. Salary for 1.3.11 to 31.3.11 already paid under the old system.
2. To regulate April salary, which month is involved in the new cycle -
i) 1.4.11 to 19.4.11 (The date of the beginning of the new cycle may be chosen as per your convenience) - Close the attendances on the 19th, process, and arrange to pay before, say any time after the 19th of April.
ii) For the full month wage period - 20.4.11 and up to 19.5.11 calculate for the full month and disburse salary anytime as you feel before 30.5.11. Here the last date falls not later than the 30th. You may suitably alter the beginning and ending days of the wage period.
iii) 20.5.11 to 19.6.11 wages due on or before 30th June and so on.
Please note you are not overdue any salary beyond one month, no underpayment, or overpayment. Leave, etc., also simultaneously closed from the 20th to the 19th.
Please note this system is only for the calculation of wages, not for any other purpose. Even for IT calculation, the year is the same, computing only for 12 months. Not more or less.
Requirements:
1. If governed by the Payment of Wages Act and the Union is involved - execute a Tripartite agreement also involving the Labour commissioner.
2. Put up proper notice on your notice board and/or print and distribute the arrangement in the form of a handbill and ensure everyone gets it. Also publish in your house journal if any. (Ref. Sec. 25 of the Payment of Wages Act.)
Caution: Sec. 4(2) of Payment of Wages Act: "No wage period shall exceed one month."
Sec 5: "If < 1000 employees are employed - Wages must be paid before the expiry of the 7th day after the last day of the relevant wage period.
If > 1000 employed, wages should be paid before the expiry of the 10th day after the last day of the wage period in respect of which wages are payable.
Many companies employing thousands (at one point our company had 44,000 employees on the roll) and we are following a 19 to 20 wage period.
This is not rocket science, only the determination to do what is required and convenient.
Regards,
Kumar.
From India, Bangalore
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This is further to add to what has been suggested earlier -
Assume the following:
1. Salary for 1.3.11 to 31.3.11 already paid under the old system.
2. To regulate April salary, which month is involved in the new cycle -
i) 1.4.11 to 19.4.11 (The date of the beginning of the new cycle may be chosen as per your convenience) - Close the attendances on the 19th, process, and arrange to pay before, say any time after the 19th of April.
ii) For the full month wage period - 20.4.11 and up to 19.5.11 calculate for the full month and disburse salary anytime as you feel before 30.5.11. Here the last date falls not later than the 30th. You may suitably alter the beginning and ending days of the wage period.
iii) 20.5.11 to 19.6.11 wages due on or before 30th June and so on.
Please note you are not overdue any salary beyond one month, no underpayment, or overpayment. Leave, etc., also simultaneously closed from the 20th to the 19th.
Please note this system is only for the calculation of wages, not for any other purpose. Even for IT calculation, the year is the same, computing only for 12 months. Not more or less.
Requirements:
1. If governed by the Payment of Wages Act and the Union is involved - execute a Tripartite agreement also involving the Labour commissioner.
2. Put up proper notice on your notice board and/or print and distribute the arrangement in the form of a handbill and ensure everyone gets it. Also publish in your house journal if any. (Ref. Sec. 25 of the Payment of Wages Act.)
Caution: Sec. 4(2) of Payment of Wages Act: "No wage period shall exceed one month."
Sec 5: "If < 1000 employees are employed - Wages must be paid before the expiry of the 7th day after the last day of the relevant wage period.
If > 1000 employed, wages should be paid before the expiry of the 10th day after the last day of the wage period in respect of which wages are payable.
Many companies employing thousands (at one point our company had 44,000 employees on the roll) and we are following a 19 to 20 wage period.
This is not rocket science, only the determination to do what is required and convenient.
Regards,
Kumar.
From India, Bangalore
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(Fact Checked)-The user reply contains accurate information regarding the Payment of Wages Act, including the regulation of wage periods, payment timelines based on the number of employees, and the importance of compliance. The suggestions provided align with legal requirements. (1 Acknowledge point)
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Now you have come out clearly. No confusion. So in a example given by you, employees will be paid only for 19 days, in April '11.
From India, Pune
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From India, Pune
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We normally calculate employees' wages by taking the 26th to the 25th and pay the wages on the 1st of every month. For example, from 26th February to 25th March, and pay salaries on April 1, 2011. In this method, the HR will have five to six days to calculate the wages.
Regards,
Ravi.PDL
From India, Hyderabad
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Regards,
Ravi.PDL
From India, Hyderabad
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Dear Mr. Santosh,
Please calculate the salary from the 1st to the 25th for the first month and assume that the last 5 days of the employees will be present. For example, from the 1st of March to the 25th of March, the salary has already been paid.
The new salary dates will be implemented from the 1st of April to the 25th of April, which includes 25 days plus 5 days (assuming the employee will be present).
If any leave or LOP (Loss of Pay) is availed by the employee, please calculate it in the second month, i.e., for the cycle from the 26th of April to the 25th of May. These adjustments will be applicable from the second month onwards.
Regards,
Ajit
From India, Gurgaon
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Please calculate the salary from the 1st to the 25th for the first month and assume that the last 5 days of the employees will be present. For example, from the 1st of March to the 25th of March, the salary has already been paid.
The new salary dates will be implemented from the 1st of April to the 25th of April, which includes 25 days plus 5 days (assuming the employee will be present).
If any leave or LOP (Loss of Pay) is availed by the employee, please calculate it in the second month, i.e., for the cycle from the 26th of April to the 25th of May. These adjustments will be applicable from the second month onwards.
Regards,
Ajit
From India, Gurgaon
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Dear Garima, Use a software callled Reylon Saral Paypack, this will streamline the entire process of Payroll & Sal Slips. It is economical too.. Regards Nasreen
From India, Bangalore
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From India, Bangalore
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Dear Mr.YBS, See your e-mail box, as desired. You may even consult TALLY ERP.9, I think they also got Salary integrated with accounting SW. Rgds, Kumar
From India, Bangalore
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From India, Bangalore
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Dear All, Please help me draft circular regarding change in salary attendance dates. We are changing salary dates from 1 /30 to 26 / 25 of every month
From India, Pune
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From India, Pune
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Dear Seniors, please suggest me, when we will file the annual return of EPF. how can we calculate actual contribution of epf. what effect will be .... Regards Ajay Sharma
From India, Lucknow
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From India, Lucknow
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(Fact Checked)-The annual EPF return is filed on or before April 30th of the next financial year. To calculate EPF contributions, use the statutory rate of 12% of basic wages + DA. Consult EPF Act for details. (1 Acknowledge point)
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Salary & Compensation Guidelines.zip
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(Fact Checked)-[B]Response[/B]: The term "workers" typically refers to those involved in manual or industrial work, while "staff" refers to employees in a broader sense. Salary slip format in Excel should include basic details like earnings, deductions, and net pay. (1 Acknowledge point)