Free download - rules verified November 2026
Salary slip format in Excel with formulas (India)
Three free Excel salary slip templates with working formulas: a simple layout, an India version that calculates PF on the new Rs 25,000 ceiling, ESI, professional tax and loss of pay, and a register that builds a slip for each employee. No signup, no watermark.
Prefer not to use a spreadsheet? Try the online salary slip generator.
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Pick a salary slip template
Simple salary slip
Best for: Tiny teams, freelancers' pay records, anyone who just wants a clean layout.
Earnings and deductions columns with totals and net pay as formulas. You type PF, PT and TDS yourself.
Download .xlsxIndia salary slip with PF, ESI, PT and LOP
Best for: Founders and HR who run payroll in Excel and want the statutory maths right.
Settings cells for days paid, PF ceiling, ESI limit and PT. PF (with the 50% wage rule), ESI and loss-of-pay proration calculate by formula.
Download .xlsxMulti-employee register with auto slip
Best for: Teams of 5 to 30 people paid in one cycle.
Enter every employee once on the Register sheet. Type an employee ID on the Slip sheet and the whole slip fills itself. Room for 30 employees.
Download .xlsxWant it without editing cells? Use the online salary slip generator, which makes a PDF or an Excel copy of a single slip.
What a good Excel slip contains
Layout of the India template
Settings sit at the top, earnings in the middle and deductions below, so you change inputs in one place and read the result at the bottom. Nothing is hard-coded inside a formula that you would have to hunt for next April.
| Days in month / days paid | Input cells (LOP proration) |
|---|---|
| PF mode (capped, full, none) | 1, 2 or 0 |
| PF wage ceiling | Rs 25,000 (editable) |
| 50% wage rule | On or off |
| ESI gross limit | Rs 21,000 (editable) |
| Professional tax, TDS, other deductions | Input cells |
Build it yourself
The salary slip formulas in Excel
If you would rather add this to your own sheet, these are the formulas the template uses. Replace the names with your cell references.
Earned amount after LOP (each component)
=ROUND(B21*DaysPaid/DaysInMonth,0)Gross
=SUM(C21:C25)PF wages (50% wage rule)
=MAX(Basic,ROUND(Gross*0.5,0))PF wages with ceiling
=MIN(PFWages,25000)Employee PF
=ROUND(PFWagesUsed*0.12,0)Employee ESI
=IF(AND(FullGross>0,FullGross<=21000),ROUNDUP(EarnedGross*0.0075,0),0)Net pay
=Gross-TotalDeductions
Note ROUND on every component after loss of pay, and ROUNDUP only on ESI. Rounding the total instead of each line makes the printed slip not add up by a rupee, which is the first thing an auditor notices.
Spreadsheet traps
Four ways an Excel payslip goes wrong
A hard-coded PF of Rs 1,800
Sheets copied from before 17 September 2026 carry a PF of Rs 1,800 typed into a formula. Anyone with PF wages of Rs 25,000 or more now owes Rs 3,000. Keep the ceiling in a labelled cell, as these templates do.
Displayed rounding versus real rounding
Formatting a cell to show no decimals does not round it. Totals then differ from the visible lines by a rupee. Use ROUND in the formula, not number formatting.
Overwriting a formula with a number
One person types over a net-pay cell and every later copy inherits the typed value. Protect the formula cells (Review, Protect Sheet) and leave only the input cells editable.
Emailing the workbook instead of a PDF
A workbook contains every employee's pay in the register tab. Send the single PDF slip to each person, never the file that holds everyone.
Related
More free payroll tools
Fill the Days paid cell from the attendance sheet format in Excel. Check take-home with the in-hand salary calculator, work out exit dues with the gratuity calculator, or see how Zeba covers payslips and Form 16 and attendance-linked payroll.
Got questions?
Salary slip format in Excel: FAQs
Templates, formulas and the PF ceiling.
- Use the simple one if you only need a clean layout. Use the India version if you want PF, ESI, professional tax and loss of pay calculated for you. Use the register version once you pay more than a handful of people each month, because you enter employee data once and generate any slip by ID.
- Yes. The PF wage ceiling cell is set to Rs 25,000, the ceiling in force since 17 September 2026 (notification S.O. 5109(E)). It is an input cell, so if EPFO changes it again you edit one cell instead of rewriting formulas. Check the notification for your own filings.
- The Code on Social Security treats wages as at least half of total pay. If your basic is below 50% of gross, the template lifts PF wages to 50% of gross (up to the ceiling). Switch the 50% rule off in the settings if your CA advises a different treatment.
- They use standard functions only: SUM, ROUND, ROUNDUP, MIN, MAX, IF, AND, INDEX and MATCH. They were checked in a spreadsheet engine against the same maths used on our generator, but not opened in every app, so test one slip in the program you use.
- Editable Excel is easy to alter, so banks and embassies usually want a PDF printed from company letterhead, often stamped by HR. Print or export to PDF before sharing and send the PDF, not the workbook.
- The register holds 30 rows. Copy the last row's formulas down and extend the lookup ranges on the Slip sheet if you need more. Beyond that, a payroll system saves the retyping and the errors that come with it.
More free tools
More free HR and payroll tools
Related to payroll and salary, and the rest of the toolkit.
- Salary slip generatorPDF and Excel payslips with PF, ESI, PT and LOP.
- Salary sheet format in ExcelEmployer payroll register with challan totals.
- In-hand salary calculatorCTC to take-home, new and old regime.
- CTC calculatorThe CTC you need for a target take-home.
- Gratuity calculatorGratuity payout with Labour Code wage rules.
- Leave encashment calculatorValue of unused leave on exit.
Outgrown the spreadsheet? Zeba reads paid days from attendance, applies PF, ESI, PT and TDS, and sends every payslip automatically.