Input checklist for [Month and year]
| Input | Source | Received on | Checked by | Approved |
|---|---|---|---|---|
| New joiners with pay, date of joining and bank details | HR | |||
| Leavers with last working day and settlement status | HR | |||
| Attendance and leave, final and locked | HR or managers | |||
| Loss of pay days and unpaid leave | HR | |||
| Overtime, shift allowances and other variable pay | Managers | |||
| Salary revisions, promotions and transfers with effective dates | HR | |||
| Incentives, bonuses and one-time payments | Business and finance | |||
| Reimbursements and claims | Finance | |||
| Advances, loans and recoveries | Finance | |||
| Tax declarations and proofs where you collect them | Employees and payroll | |||
| Changes to bank details | HR and payroll |
Variance review sheet
Compare each line with last month. Set your own tolerance for when a difference needs an explanation, for example anything above [percentage] or [₹ amount]. Every difference above the tolerance gets a written reason before release.
| Line | Last month (₹) | This month (₹) | Difference (₹) | Difference (%) | Reason and reference |
|---|---|---|---|---|---|
| Headcount paid | |||||
| Gross pay | |||||
| Fixed pay components | |||||
| Variable pay and incentives | |||||
| Overtime and allowances | |||||
| Deductions | |||||
| Employer contributions | |||||
| Net pay |
Checks on the individual level
- List the ten largest increases and decreases in net pay by employee and explain each.
- New joiners: pay matches the offer, and the first-month proration is right.
- Leavers: nothing is paid after the last working day unless it is a settlement item.
- Anyone with a zero or negative net pay is explained.
- Duplicate bank accounts or employee IDs are checked.
- Employees whose pay changed without a revision on file are investigated.
Release sign-off
Release the bank file only after the third signature. Late inputs go to next month's run with a note, unless the approver agrees to a specific correction.
| Step | Name | Signature | Date and time |
|---|---|---|---|
| Prepared by (payroll) | |||
| Reviewed by (HR) | |||
| Approved by (finance or director) |
After the run
- Payslips issued on [Date] and a sample checked.
- Errors found after release are logged with the cause and the fix.
- Statutory payments and returns for the month filed by their due dates for your registrations, with proof saved in the compliance folder.
- Registers and this sheet filed with the month's payroll papers.
A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.