The need to add or revise salary usually arises due to several factors, such as changes in market conditions, an employee's performance, increased responsibilities or job duties, cost of living adjustments, or as part of a promotion or retention strategy.

It is important for organizations to regularly review and adjust employees' salary structure to remain competitive in the job market, retain high-performing employees, and attract new talent.

The Salary page in the greytHR Admin portal displays the detailed salary structure of each employee in your organization. An employee's salary structure includes income, deductions, and other components.

On the Salary page, you can add, update, edit, override, and process an individual employee's salary. You can also view information about an employee, such as Join Date, Date of Birth, Location, Payroll Processed On date, Settlement Date, and Leaving Date.

You can perform the following actions on the Salary page:

Preview and download the payslip of an employee.
Add salary for a newly joined employee.
Update/revise the salary of an existing employee.
Search for a salary component.
View current details and history of a salary component.
Edit/override the salary components.
Add a new income/deduction component.
Process salary for an individual employee.

Preview and download the payslip of an employee

The Salary page helps you preview and download an employee's payslip. To preview and download the payslip of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the employee for whom you want to view and download the payslip.
Click the Preview Payslip button to preview the payslip of the selected employee. The Preview pop-up appears.
Click the Download button at the top right corner of the Preview pop-up to download the payslip.

Add the salary of a newly joined employee

Whenever an employee joins an organization, you must add his/her salary structure to the application. Adding salary is an essential step while onboarding an employee.

To add the salary of a newly joined employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the new employee whose salary information you want to add.
Click Add Salary. The Salary Revision page appears.
You can view multiple editable components, such as Annual CTC and Monthly CTC, based on your organization's salary structure configuration. For example, specify the amount in Annual CTC under the Current Salary column. You can also update different Salary Items individually based on the defined structure.
From the Effective From dropdown calendar, select the date from which the selected employee's salary is effective.
From the Payout Month dropdown list, select the month for which the employee received the salary.
In the Employee Remarks text box, enter the remarks for the employee.
In the Notes text box, enter the note for future purposes. The Notes are confidential and visible only to the admin.
Click Save to add the salary for the selected employee. A success message appears.

Update/revise the salary of an existing employee

Salary revision is one of the most regularly used processes in an organization. A company can revise an employee's salary for various reasons such as performance appraisal, wage standardization (market correction of pay), transfer of an employee from one department to another, amendments to statutory regulation, and promotion of an employee.

To update/revise the salary of an existing employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the employee whose salary information you want to update/revise.
Click Update Salary. The Salary Revision page appears.
Click Add New Revision.
You can view multiple editable components, such as Annual CTC and HRA, based on your organization's salary structure configuration. For example, specify the amount in Annual CTC under the Revised Salary or Revision% column. You can also update different Salary Items individually based on the defined structure.
From the Effective From dropdown calendar, select the date from which the revised salary is effective. Adding the effective date helps the system to compute arrears, if any.
From the Payout Month dropdown list, select the month from which the employee received the revised salary.
In the Employee Remarks text box, enter the remarks for the employee.
In the Notes box, enter the note for future purposes. The Notes are confidential and visible only to the admin.
Click Save to process the revised salary for the selected employee. A success message appears.

Search for a salary group/component

The salary structure of an employee consists of many components. These components are grouped under various categories such as Gross, Deduction, and PF. You can search for the specific component groups and salary components on the Salary page.

Search for a salary component group

To search a salary component group for the selected employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the employee whose salary information you want to view. All the salary-related information of the selected employee is now visible on the Salary page.
Click the Component Group filter icon to view the component groups. Select the required group from the list, or enter the required group name in the text box. You can also search the component by entering the component name in the component search box.
Click Apply. The components under the selected component group appear in the Component Name table.

Search for a salary component

To search for a specific salary component for the selected employee,from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the employee whose salary information you want to view. All the salary-related information of the selected employee appears.
In the Search by component search box, enter the name of the required component. Under the Component Name column, the required component appears.

View current details and history of a salary component

To view the current details/history of a salary component of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, open the component for which you want to view details/history. Let us consider the example of PF.
Select the PF component. On the right side of the screen, you can view the current PF details of the selected employee.
Click the History button. The History pop-up appears, displaying the complete history of the employee's PF.

Edit/override a salary component

To edit/override a salary component, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, open the component you want to edit/override. Let us consider the example of Gratuity.
To edit Gratuity, click the Edit/Override icon available next to the Gratuity component. Edit/Override pop-up appears. You can also click Edit/Override, available on the right side of the screen.
On the Edit/Override pop-up, click +Add row.
Under From Date column, double-click in the column to select the effective date of the new gratuity value.
Note: If you override a component, you can view an additional column, i.e., To Date. From the To Date dropdown calendar, select the date up to which overridden value of gratuity is applicable.
In the Amount text box, enter the new amount of gratuity you want to pay the employee.
In the Remarks column, specify the remarks for the employee.
Click Save to save the new value of the gratuity. On the top right corner of the screen, Gratuity details saved successfully appear.
On the Salary page, click Process Payroll to update the new value of gratuity in the employee's salary structure. This step is essential to complete the process of editing components.

Note:

After you override a component, the Override icon displays a green tick.
If you click the Edit/Override icon for a salary component such as Income tax, Reimbursement, Loan, and LOP of an employee, you are redirected to the respective page. You can then edit/override the salary component information as per your requirements.

Add a new income/deduction component

To add a one-time income/deduction component to an employee's salary, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, click the Gross component.
On the right side of the screen, click +Add Income Component/-Add Deduction Component. +Add Income Component/-Add Deduction Component pop-up appears.
In the Name text box, enter the component name you want to add.
Select the Taxable Income option using the checkbox to add the new component as taxable income.
In the Taxable Type checkbox, you can select either the One Time Tax/Split Across Months option as per your requirements.
Click Save to add the one-time income/deduction component.

Note: The Add Income Component/-Add Deduction Component is available for the users who can edit the salary repository.

Process salary for individual employee

Processing salary is one of the essential functions of an admin. After editing an employee's salary, you must process his/her salary to update the edited component in the salary structure.

To process an employee's salary, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, edit the components as per requirements.
Click the Process Payroll button to process the salary of the selected employee. A success message appears.

Frequently Asked Questions:

What is the Salary page in greytHR?

The Salary page allows payroll admins to view, add, revise, override, and process an individual employee’s salary structure, including income, deductions, and statutory components.

When should I add salary for an employee?

You must add salary details when:

A new employee joins the organization
An employee is onboarded but salary was not added earlier

Adding salary is mandatory before processing payroll.

How to add a salary for a newly joined employee on greytHR?

Adding salary is an essential step while onboarding an employee.

To add salary for newly joined employees from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the new employee whose salary information you want to add.
Click Add Salary. The Salary Revision page appears.
You can view multiple editable components, such as Annual CTC and Monthly CTC, based on your organization's salary structure configuration. For example, specify the amount in Annual CTC under the Current Salary column. You can also update different Salary Items individually based on the defined structure.
From the Effective From dropdown calendar, select the date from which the selected employee's salary is effective.
From the Payout Month dropdown list, select the month for which the employee received the salary.
In the Employee Remarks text box, enter the remarks for the employee.
In the Notes text box, enter the note for future purposes. The Notes are confidential and visible only to the admin.
Click Save to add the salary for the selected employee. A success message appears.

How to revise the employee salary on greytHR?

A company can revise an employee's salary for various reasons such as performance appraisal, wage standardization (market correction of pay), transfer of an employee from one department to another, amendments to statutory regulation, and promotion of an employee.

On the Salary page, from the Search Employee search box, search for the employee whose salary information you want to update/revise.
Click Update Salary. The Salary Revision page appears.
Click Add New Revision.
You can view multiple editable components, such as Annual CTC and HRA, based on your organization's salary structure configuration. For example, specify the amount in Annual CTC under the Revised Salary or Revision% column. You can also update different Salary Items individually based on the defined structure.
From the Effective From dropdown calendar, select the date from which the revised salary is effective. Adding the effective date helps the system to compute arrears, if any.
From the Payout Month dropdown list, select the month from which the employee received the revised salary.
In the Employee Remarks text box, enter the remarks for the employee.
In the Notes box, enter the note for future purposes. The Notes are confidential and visible only to the admin.
Click Save to process the revised salary for the selected employee. A success message appears.

Can I revise salary multiple times for an employee?

Yes. You can create multiple salary revisions for an employee. Each revision is tracked with an effective date and is available in the salary history.

What is the difference between Effective From and Payout Month?

Effective From: Date from which the salary change applies
Payout Month: Month in which the employee receives the salary payout

Both must be selected correctly to ensure accurate payroll calculation.

Can I preview or download an employee’s payslip from the Salary page?

Yes. You can preview and download the employee’s payslip directly from the Salary page using the Preview Payslip option.

To preview and download the payslip of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, from the Search Employee search box, search for the employee for whom you want to view and download the payslip.
Click the Preview Payslip button to preview the payslip of the selected employee. The Preview pop-up appears.
Click the Download button at the top right corner of the Preview pop-up to download the payslip.

How can I search for a specific salary component?

You can:

Filter by Component Group (Gross, Deduction, PF, etc.)
Search directly using the Search by component field

This helps quickly locate a specific salary component.

Can I view the history of a salary component?

Yes. Each salary component (such as PF or Gratuity) has a History option that displays all previous changes with effective dates.

To view the current details/history of a salary component of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, open the component for which you want to view details/history. Let us consider the example of PF.
Select the PF component. On the right side of the screen, you can view the current PF details of the selected employee.
Click the History button. The History pop-up appears, displaying the complete history of the employee's PF.

What does editing or overriding a salary component mean?

Edit: Updates the component as per current configuration
Override: Temporarily replaces the configured value for a specific period

Overridden components show a green tick to indicate an active override.

To edit/override a salary component, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, open the component you want to edit/override. Let us consider the example of Gratuity.
To edit Gratuity, click the Edit/Override icon available next to the Gratuity component. Edit/Override pop-up appears. You can also click Edit/Override, available on the right side of the screen.
On the Edit/Override pop-up, click +Add row.
Under From Date column, double-click in the column to select the effective date of the new gratuity value.
Note: If you override a component, you can view an additional column, i.e., To Date. From the To Date dropdown calendar, select the date up to which overridden value of gratuity is applicable.
In the Amount text box, enter the new amount of gratuity you want to pay the employee.
In the Remarks column, specify the remarks for the employee.
Click Save to save the new value of the gratuity. On the top right corner of the screen, Gratuity details saved successfully appear.
On the Salary page, click Process Payroll to update the new value of gratuity in the employee's salary structure. This step is essential to complete the process of editing components.

Note:

After you override a component, the Override icon displays a green tick.
If you click the Edit/Override icon for a salary component such as Income tax, Reimbursement, Loan, and LOP of an employee, you are redirected to the respective page. You can then edit/override the salary component information as per your requirements.

Do I need to process payroll after editing or overriding salary components?

Yes. Salary changes take effect only after you click Process Payroll for the employee. This step is mandatory to apply updates.

How can I add a new income/deduction component to an employee's salary

To add a one-time income/deduction component to an employee's salary, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Payroll Inputs > Salary.

On the Salary page, under the Component Group table, click the Gross component.
On the right side of the screen, click +Add Income Component/-Add Deduction Component. +Add Income Component/-Add Deduction Component pop-up appears.
In the Name text box, enter the component name you want to add.
Select the Taxable Income option using the checkbox to add the new component as taxable income.
In the Taxable Type checkbox, you can select either the One Time Tax/Split Across Months option as per your requirements.
Click Save to add the one-time income/deduction component.

Note: The Add Income Component/-Add Deduction Component is available for the users who can edit the salary repository.

Can I add a one-time income or deduction for an employee?

Yes. You can add one-time income or deduction components, mark them as taxable if required, and choose whether the tax is applied once or split across months.

Why am I unable to add an income or deduction component?

The option to add income or deduction components is available only to users who have permission to edit the salary repository.

Are Notes and Employee Remarks visible to employees?

Employee Remarks: For internal reference during salary processing
Notes: Confidential and visible only to admins

Neither is visible to employees.

What happens after processing an individual employee’s salary?

After processing:

Salary changes are updated in payroll
All dependent calculations are refreshed
The employee becomes eligible for salary payout in the selected payroll month

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