Salary slip format for contract staff (Excel)
A salary slip for contract staff shows what the person earned, what was deducted, and the net pay for the month: paid days × rate, overtime, any other earnings, then the advance recovered, PF, ESI and other deductions. This free Excel salary slip format does the arithmetic for daily-wage and monthly staff, and prints on one page or goes out as a photo on WhatsApp.
Part of our guide: How to calculate salary for contract staff (daily and monthly wage)
By HaazriPro Team · Last updated
Salary slip format for contract staff
Excel (.xlsx) · free · no sign-up · opens in Excel, Google Sheets and WPS
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What does the salary slip contain?
| Column | What goes in it |
|---|---|
| Agency, address, month | Your agency name and address, and the wage period (for example July 2026). |
| Staff name, code, designation, site | Who the slip is for and where they worked. |
| UAN, ESI number, bank account | Optional: the staff member's PF UAN, ESI number and bank account. |
| Pay type | Daily wage or Monthly salary (drop-down). |
| Rate | The daily wage, or the full monthly salary. |
| Salary basis (monthly) | What one day of a monthly salary is worth: 26, 30 or the calendar days in the month. |
| Days paid (daily wage) | Paid days from the attendance sheet (half-day = 0.5). |
| Unpaid days (monthly salary) | Absent days + half-days × ½. Weekly offs and paid leave are not unpaid. |
| Basic + DA earned | Worked out: rate × days paid (daily), or salary − salary ÷ basis × unpaid days (monthly). |
| Overtime hours, overtime pay | Worked out: hours × one day's pay ÷ 8 × the overtime multiplier. |
| Other earnings | Any allowance or bonus paid this month. |
| Gross pay | Worked out: basic + DA earned + overtime + other. |
| Advance recovered, PF, ESI, other deductions | This month's deductions. |
| Total deductions, net pay | Worked out: the deductions added up, and gross − deductions (never below zero). |
| Carried forward | Worked out: any advance left over when deductions are larger than the pay. |
How do I fill it in?
- Fill your agency name, address and the month once, then make one copy of the sheet per staff member.
- Choose Daily or Monthly and enter the rate. For a monthly salary, also enter the salary basis: 26, 30 or the calendar days in the month.
- For a daily wage, enter the paid days from your monthly attendance sheet (a half-day is 0.5). For a monthly salary, enter only the unpaid days (absent days + half-days × ½); weekly offs and paid leave are not deducted.
- Enter overtime hours. The multiplier is set to 2: the Code on Wages, 2019 requires overtime pay at not less than twice the normal rate of wages.
- Enter this month's advance recovery, the PF and ESI staff shares, and any other deduction. Net pay fills in.
- Write the advance balance still to recover, hand over the slip on or before payday, and take a signature or thumb impression.
Why give contract staff a salary slip?
Most payday arguments come from a number the staff member cannot check. A slip that shows the paid days, the day rate, the overtime and each deduction answers the question before it is asked. It also shows the advance balance going down, which stops the common complaint that "the advance was already cut".
The Code on Wages (Central) Rules, 2026 require employers in the central sphere to issue wage slips, on paper or electronically, on or before the payment of wages (rule 52, Form V). Form V lists the rate of wages (basic, DA, allowances), attendance, overtime wages, gross wages, deductions (PF, ESI, others) and net wages paid. This template carries the same items. If your establishment is under a state government, check your state's rules for the exact format.
For the rules behind each line (daily vs monthly pay, half-days, overtime and advances), read our guide to calculating salary for contract staff.
Frequently asked questions
How does the slip work out a monthly salary?
A monthly salary is paid in full, less one day's pay for each unpaid day. One day's pay is the salary divided by the basis you enter: 26, 30, or the calendar days in the month. Weekly offs are never deducted, so a staff member who works every scheduled day gets the full salary.
How is overtime calculated on the slip?
One overtime hour is one day's pay divided by 8, multiplied by the overtime multiplier. The Code on Wages, 2019 requires overtime at not less than twice the normal rate of wages, so keep the multiplier at 2 for staff pay, and check with your CA.
How much can I deduct in one month?
Under the Code on Wages, all deductions in a wage period together cannot exceed 50% of the wages. If an advance is larger, recover the rest in the following months.
Can I send the slip on WhatsApp?
Yes. Fill the slip, save it as PDF or take a clear photo of the printed page, and send it to the staff member. Keep a copy with your wage records.
Is this the official wage slip form?
No. It is a format aid that carries the items of Form V under the Code on Wages (Central) Rules, 2026. Use the format your rules prescribe if you are inspected.
HaazriPro does this automatically from your attendance every month
Supervisors mark attendance by tapping each staff member's face photo, even offline. The salary sheet and the client bill are ready at month end.
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