Accessing Payroll Reports

Accessing Payroll Reports

You want to get comprehensive reports on payroll data for analysis and compliance. Accessing payroll reports in SalaryBox helps you monitor salary expenses and audit payroll effectively.

Below are the different types of Payroll Reports available:
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Types of Payroll Reports:

I. Payslip

The Payslip report provides monthly salary slips for all employees. Before downloading payslips, ensure that staff salaries are finalized and payments are saved in the app. The report facilitates sharing payslips via email.

II. Salary Sheet

The Salary Sheet contains detailed payroll information for each employee in CSV format, including:

  • Employee Details: Name, ID, Branch, Department, Designation, PAN, UAN, PF Number

  • Salary Information: Salary Amount, Salary Type, Days in Month, Pay per Day, Present Days, Double Present Days, Half Days, Absent Days, Holidays (including Week Offs), Paid Leaves, Unpaid Leaves, Total Payable Days, Total Payable Hours, Base Salary

  • Overtime: Overtime Hours, Overtime Days, Overtime Pay

  • Additional Earnings: Other Earnings, Bonuses, Work Basis Earnings, Incentives, Reimbursements

  • Deductions: Other Deductions, EPF, ESI, Professional Tax, Employee LWF, Employer LWF, Loan Deductions, Early Leaving Fine, Late Coming Fine, Employer EPF, PF EDLI Admin, Employer ESI, TDS

  • Bank Details: Account Number, Bank Name, IFSC, ESI Account Number

  • Final Salary: Total Earnings, Total Deductions, Net Salary, Salary Paid, Salary Pending, Loan Outstanding

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III. CTC Breakdown Report
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The CTC Breakdown report, available in XLSX format, provides a detailed breakdown of each employee's salary package:

  • Employee Details: Name, Job Title, ID, Branch, Department

  • CTC Details: Salary Type, Earnings, Compliances, and Deductions

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IV. Incentive Report
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This report shows staff incentive details in XLSX format, including:

  • Employee Name, ID, Job Title, Branch, Department

  • Date, Incentive Amount, and Notes

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V. Provident Fund Challan Report
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The Provident Fund Challan report is available in TXT and CSV formats and provides employee EPF details. Ensure that:

  • Valid UANs are stored in SalaryBox

  • Employer and Employee PF types match (either 1800 limit or 12% variable)

Mismatched or incomplete data will cause staff records to be omitted from the report.

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VI. ESI Report
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The ESI report, in XLSX format, covers employee ESI records:

  • Details include Staff Name, ID, Job Title, Branch, Department, ESI Number

  • Employer and Employee ESI contributions are shown for the payroll month

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VII. ESI Challan Report
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This report provides ESI Challan details in XLSX format, covering:

  • IP Number (10 digits), IP Name (only alphabets and spaces)

  • Number of Days Wages Paid/Payable, Total Monthly Wages

  • Reason Code for Zero Working Days (0 for all other reasons)

  • Last Working Day (DD/MM/YYYY or DD-MM-YYYY format)

Ensure the following for generating the report correctly:

  1. All covered staff have valid ESI numbers stored in the app.

  2. Employer and Employee ESI are calculated on the same salary components.

  3. Staff Monthly Wages do not exceed ₹21,000.

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VIII. Loan Report
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For employees who have taken loans from the company, this report provides loan details in CSV format, including:

  • Employee Name, ID, Branch, Department, Designation

  • Loan Given, Loan Outstanding, and Loan Repaid

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IX. Tax Deducted at Source (TDS) Report
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The TDS report details tax deductions in PDF and XLSX formats, including:

  • Employee ID, Name, PAN, and TDS Amount

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X. Consolidated Salary Report
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This report provides an overview of the company's salary records at the branch level in XLSX format:

  • Branch Name, Total Staff, Staff with Monthly/Daily/Hourly Wages

  • Earnings Breakdown (Basic, HRA) and Deductions (EPF, ESI, Other)


Access Permissions

Payroll reports can be accessed and downloaded by:

  • Admins

  • Branch Admins (restricted to their branches and departments)

  • Chartered Accountants (CA)

These reports can be downloaded from both the mobile and web versions of the SalaryBox app.


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