Updated in July - 2024 | Subscribe to watch greytHR how-to video
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.
To view the Salary page, click Payroll > Payroll Inputs > Salary. Watch the following video for complete clarity:
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.
The Salary page helps you preview and download an employee's payslip. To preview and download the payslip of an employee, perform the following actions:
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.
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, perform the following actions:
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.
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 revise the salary of an employee, perform the following actions:
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.
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.
To search a salary component group for the selected employee, perform the following actions:
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.
To search for a specific salary component for the selected employee, perform the following actions:
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.
To view the current details/history of a salary component of an employee, perform the following actions:
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.
To edit/override the salary component of an employee, perform the following actions:
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.
To add a one-time income/deduction component to an employee's salary, perform the following actions:
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.
Processing salary is one of the essential functions of an admin. After processing the employee's salary, all the relevant records in the greytHR application automatically updates. Post salary processing, all the employees receive their salary. 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, perform the following actions:
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.
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