Salary Slip Generator in Excel: Employee Master, Monthly Inputs and a Printable Payslip for Any Employee

By Ravindra Bagale · Last updated: 17 October 2026

Download the template: salary-slip-generator-system-template.xlsx: a 8-sheet system with example data and real formulas (Read me, Setup, Employees, Monthly, Salary register, Salary slip, Report, Dashboard). Yellow cells are inputs you can type over; green cells hold formulas; blue rows are headers and totals. Replace the example data with your own and every report and the dashboard recalculate.

Made-up data: every name, amount, business and date on this page is made up for practice. Cities are used only to make the examples feel real.

1. The business story

October 2026 has 31 days. Unpaid days come from the attendance system (31 minus final payable days). Shahrukh, machine operator, monthly gross ₹15,000:

The rates are real (checked 17 October 2026): PF 12% with the wage ceiling raised to ₹25,000 from 17 September 2026 by the EPFO, ESI 0.75% employee share for wages up to ₹21,000 (esic.gov.in), and the Maharashtra PT slabs from the MAHAGST schedule. TDS is typed from the employee's declaration, not calculated. For the salary components themselves see salary calculation: basic, HRA, DA, PF; the brief 21.11 salary slip creation is the one-sheet version (it was written with the older ₹15,000 PF ceiling).

2. Build it sheet by sheet

Step 1. Setup: company, month and statutory rates

1. On Setup type the company in B3 and the salary month (first day) in B4. In B5 type =DAY(EOMONTH(B4,0)) for days in the month: 31.
2. From row 10, keep the rates in yellow cells with their source next to them: PF ceiling ₹25,000 (B11), PF 12% (B12), EPS 8.33% (B13), ESI ceiling ₹21,000 (B14), ESI 0.75% (B15), ESI employer 3.25% (B16).
3. Type the Maharashtra PT slabs as notes below. When a rate changes, you change one cell, not 8 formulas.

Step 2. Employees and Monthly sheets

1. On Employees type Emp ID, Name, Gender, Designation, Department, Basic, HRA, Conveyance, Special allowance and the bank account (masked). In J5 type =SUM(F5:I5) for the monthly gross.
2. On Monthly bring the IDs with =Employees!A5, then type the unpaid days (LOP), incentive, advance recovery and TDS. These are the only cells you touch each month.

Step 3. Salary register: earned pay

1. On Salary register, in D5 (paid days) type =Setup!$B$5-XLOOKUP(A5,Monthly!$A$5:$A$12,Monthly!$C$5:$C$12): 31 − 4 = 27 for Shahrukh.
2. In E5 (earned basic) type =ROUND(XLOOKUP($A5,Employees!$A$5:$A$12,Employees!$F$5:$F$12)*$D5/Setup!$B$5,0) (ROUND). Copy it to F5:H5 changing the column: HRA, conveyance, special.
3. In J5 total the gross earned: =SUM(E5:I5).

Step 4. Salary register: deductions and net pay

1. PF in K5: =ROUND(MIN(E5,Setup!$B$11)*Setup!$B$12,0): 12% of earned basic, capped at the ₹25,000 ceiling.
2. ESI in L5: =IF(XLOOKUP($A5,Employees!$A$5:$A$12,Employees!$J$5:$J$12)<=Setup!$B$14,ROUNDUP(J5*Setup!$B$15,0),0). Coverage depends on the monthly gross; the share is on the earned gross, rounded up.
3. PT in M5: =IF(C5="F",IF(J5<=25000,0,IF(MONTH(Setup!$B$4)=2,300,200)),IF(J5<=7500,0,IF(J5<=10000,175,IF(MONTH(Setup!$B$4)=2,300,200)))) (nested IF).
4. TDS and advance come from Monthly with XLOOKUP. P5 =SUM(K5:O5) and net pay Q5 =J5-P5.

Step 5. The printable slip

1. On Salary slip, put a yellow cell B4 with a drop-down of Emp IDs (=Employees!$A$5:$A$12).
2. Fill name, designation and department with =XLOOKUP($B$4,Employees!$A$5:$A$12,Employees!$B$5:$B$12) and so on.
3. For each earning and deduction, look up the register row: basic in B11 is =XLOOKUP($B$4,'Salary register'!$A$5:$A$12,'Salary register'!$E$5:$E$12).
4. Net pay B18 =B16-E16 and a check cell B19 =B18-XLOOKUP(...Q...) that must show 0 (red if not).
5. Select A1:F24 > Page Layout > Print Area > Set Print Area (print area). Pick E04, print; pick the next ID, print.

Step 6. Report and dashboard

1. On Report, by department: =COUNTIF(Employees!$E$5:$E$12,A5) employees and =SUMIFS('Salary register'!$Q$5:$Q$12,Employees!$E$5:$E$12,A5) net pay. This works because both ranges have the employees in the same order.
2. On Dashboard, KPI cards read the register total row: gross earned (₹1,72,913), deductions (₹16,825), net pay to bank (₹1,56,088) and the highest net pay. Add two column charts.

3. Formulas used

Every formula above is written in the template, so you can click a cell and see it in the formula bar. All values on this page were recalculated in LibreOffice with zero errors.

4. Common mistakes

1. Using the old ₹15,000 PF ceiling. From 17 September 2026 the EPF wage ceiling is ₹25,000 (EPFO). Keep the ceiling in a Setup cell so a change is one edit, and check the EPFO site at the start of each year.
2. Rounding only the total. Round each earned component, as payroll software does, or the slip and the bank transfer can differ by a rupee.
3. Deciding ESI on the earned gross. Coverage depends on the wage rate (monthly gross ≤ ₹21,000); the contribution is a share of what is actually paid that month.
4. Charging women PT from ₹10,000. In Maharashtra women pay no PT up to ₹25,000 a month (since 1 April 2023). The formula checks the Gender column.
5. Typing numbers on the slip. Every number on the slip must be a lookup. If you type over one, the check cell turns red.

5. More real examples

Example 1: Shop with daily-wage helpers. Use a daily rate column instead of monthly salary: earned = daily rate × days worked. PF and ESI still use the same Setup rates.

Example 2: Office paying a quarterly bonus. Add a Bonus column in Monthly and in the register; it adds to gross earned in the bonus month only.

Example 3: Saving slips as PDF. Pick each Emp ID and use File > Export > PDF with Selection; name each file with the ID and month.

Quick revision cards

Englishमराठीहिंदी

Quick revision

Each card shows formulas from this page, each with an example and its answer from the template. Scan the QR code on a card to open this lesson. All names and numbers are made up for practice.

More cards: Ravi Sir's Cards.

6. Frequently asked questions

How do I make a salary slip in Excel?

Keep employee details in a master sheet, calculate everyone in a salary register, and build one slip sheet where a drop-down Emp ID drives XLOOKUPs into the register. Set the print area to the slip.

How is salary calculated for unpaid days?

Earned amount = monthly amount × paid days ÷ days in the month, rounded: =ROUND(Basic*D5/Setup!$B$5,0).

What is the PF ceiling in 2026?

The EPFO raised the statutory wage ceiling from ₹15,000 to ₹25,000 a month from 17 September 2026. PF is 12% of basic wages up to the ceiling unless the employer contributes on higher wages.

Is ESI deducted from every employee?

No. ESI applies to employees whose wages are up to ₹21,000 a month (₹25,000 for persons with disability). The employee share is 0.75% and the employer share 3.25% (esic.gov.in).

Does this template calculate TDS?

No. TDS depends on the tax regime and declarations. Type the monthly TDS your accountant works out; the slip shows it as a deduction.

7. Quick quiz

Ten questions on this page. Sign in to save your score.