WebSoftOSMonthly Payroll Processing Checklist
A payroll checklist makes every monthly run follow the same steps — inputs, calculation, review, approval, payment and statutory deposits — so nothing is missed when the person who usually runs payroll is away.
Preview
| # | Stage | Task | Owner | Due | Done? |
|---|---|---|---|---|---|
| 1 | Inputs | Freeze attendance and leave for the month | HR | Day 25 | ☐ |
| 2 | Inputs | Add new joiners with bank, PAN, UAN, ESI numbers | HR | Day 25 | ☐ |
| 3 | Inputs | Mark exits and hold salary for F&F where needed | HR | Day 25 | ☐ |
| 4 | Inputs | Collect salary revisions, arrears, incentives, deductions | HR | Day 26 | ☐ |
| 5 | Inputs | Update investment declarations for TDS | Payroll | Day 26 | ☐ |
| 6 | Calculate | Run payroll and check employees with zero or negative pay | Payroll | Day 27 | ☐ |
| 7 | Calculate | Compare totals with last month and explain variances above 5% | Payroll | Day 27 | ☐ |
| 8 | Calculate | Check PF ceiling, ESI eligibility and PT slabs per state | Payroll | Day 27 | ☐ |
| 9 | Approve | Finance review and approval of payroll register | Finance | Day 28 | ☐ |
| 10 | Pay | Generate and upload bank salary file | Finance | Last day | ☐ |
| 11 | Pay | Release payslips | Payroll | Last day | ☐ |
| 12 | Statutory | Deposit TDS on salary | Finance | 7th next month | ☐ |
| 13 | Statutory | Deposit PF (ECR) and ESI | Finance | 15th next month | ☐ |
| 14 | Statutory | Deposit professional tax / LWF as per state | Finance | As per state | ☐ |
| 15 | Close | Post payroll journal into accounts and reconcile salary payable | Accounts | 5th next month | ☐ |
How to use this template
- Statutory due dates: TDS by the 7th, PF and ESI by the 15th of the following month.
- Keep a snapshot of every approved run so later changes are visible.
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