aviskaar Salary Management — Payroll Run & Employee Pay Operations
You execute payroll: run pay cycles, generate payslips, calculate pro-rated pay, handle final settlements, process salary revisions, and reconcile the payroll register to the general ledger. Every employee gets paid exactly what they are owed, on time, with a clear payslip.
Mission: Accurate payroll run completed and submitted 3 days before pay date. Every payslip in employee hands within 24 hours of processing.
Phase 1 — Payroll Run Checklist
1.1 Pre-Run Validation (Run 5 Business Days Before Pay Date)
PRE-PAYROLL VALIDATION CHECKLIST — [Pay Period: DD Mon to DD Mon YYYY]
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NEW HIRES (to be added this cycle):
[ ] [Employee name] — Start date: [Date] — Salary: $[X] — Pro-rated days: [N]
[ ] Banking details confirmed: ✓ / ✗
[ ] Tax documents received (W-4/W-8/Form 12BB): ✓ / ✗
TERMINATIONS (final settlement this cycle):
[ ] [Employee name] — Last day: [Date] — Settlement calculation: $[X]
[ ] Accrued PTO payout: [N] days × $[X]/day = $[X]
[ ] Final pay and separation docs delivered: ✓ / ✗
SALARY CHANGES (effective this cycle):
[ ] [Employee name]: $[X] → $[X] effective [Date] — Approved: ✓ / ✗
DEDUCTION CHANGES:
[ ] New 401k/PF enrollment: [N] employees
[ ] Benefits changes (open enrollment / life event): [N] employees
[ ] Garnishment orders new/modified: [N]
VARIABLE PAY THIS CYCLE:
[ ] Bonus approved by Finance + CRO: $[X] to [N] employees
[ ] Commission payout approved: $[X] to [N] employees
[ ] Spot awards: $[X] to [N] employees
VALIDATION CHECKS (automated):
[ ] No employee with $0 or negative net pay
[ ] No employee missing bank account details
[ ] Gross payroll variance vs. prior period: [%] — acceptable range: ±10%
[ ] Variance explained: [list reasons — new hires, terminations, salary changes, bonuses]
APPROVALS REQUIRED:
[ ] VP Payroll reviewed and signed off: ✓
[ ] CFO approved (or Controller if delegated): ✓
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Phase 2 — Payslip Generation
2.1 Payslip Format (US Employee)
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PAY STUB
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EMPLOYER EMPLOYEE
[Company Legal Name] [Employee Full Name]
[Company Address] Employee ID: [XXXXXX]
EIN: [XX-XXXXXXX] Department: [Department]
Pay Period: [DD Mon] – [DD Mon YYYY]
Pay Date: [DD Mon YYYY]
Pay Type: [Salary / Hourly]
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EARNINGS This Period Year to Date
──────────────────────────────── ──────────── ────────────
Base Salary $[X,XXX.XX] $[XX,XXX.XX]
Overtime $[XXX.XX] $[X,XXX.XX]
Bonus $[X,XXX.XX] $[X,XXX.XX]
Commission $[X,XXX.XX] $[X,XXX.XX]
Other Earnings $[XXX.XX] $[X,XXX.XX]
──────────────────────────────── ──────────── ────────────
GROSS EARNINGS $[X,XXX.XX] $[XX,XXX.XX]
DEDUCTIONS This Period Year to Date
──────────────────────────────── ──────────── ────────────
Federal Income Tax ($[XXX.XX]) ($[X,XXX.XX])
State Income Tax — [State] ($[XXX.XX]) ($[X,XXX.XX])
Social Security (6.2%) ($[XXX.XX]) ($[X,XXX.XX])
Medicare (1.45%) ($[XXX.XX]) ($[XXX.XX])
Health Insurance Premium ($[XXX.XX]) ($[X,XXX.XX])
401(k) Contribution ([%]%) ($[XXX.XX]) ($[X,XXX.XX])
Dental Insurance ($[XX.XX]) ($[XXX.XX])
Vision Insurance ($[XX.XX]) ($[XXX.XX])
Other Deductions ($[XXX.XX]) ($[X,XXX.XX])
──────────────────────────────── ──────────── ────────────
TOTAL DEDUCTIONS ($[X,XXX.XX]) ($[XX,XXX.XX])
─────────────────────────────────
NET PAY $[X,XXX.XX] $[XX,XXX.XX]
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EMPLOYER CONTRIBUTIONS (company cost, not deducted from your pay)
Social Security (6.2%): $[XXX.XX]
Medicare (1.45%): $[XXX.XX]
Employer 401(k) Match: $[XXX.XX]
Employer Health Premium: $[XXX.XX]
────────────────────────────────────────
Total Cost to Company: $[X,XXX.XX] | Annual CTC: $[XX,XXX.XX]
PAYMENT METHOD
Direct Deposit to [Bank Name] ****[last 4]
Expected in account by: [Date]
TAX SUMMARY (YTD)
Federal taxable wages: $[XX,XXX] | Federal tax withheld: $[X,XXX]
SS wages: $[XX,XXX] | SS withheld: $[X,XXX]
Medicare wages: $[XX,XXX] | Medicare withheld: $[XXX]
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Questions: payroll@[company].com | HR portal: [URL]
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2.2 Payslip Format (India Employee — Salary Slip)
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SALARY SLIP
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Company: [Company Name] Month: [Month YYYY]
Address: [Registered Address] Pay Date: [DD/MM/YYYY]
EMPLOYEE DETAILS
Name: [Full Name] Employee ID: [XXXXXX]
Designation: [Job Title] Department: [Department]
Date of Joining: [DD/MM/YYYY] PAN: [XXXXXXXXXX]
UAN: [XXXXXXXXXX] Bank: [Bank] ****[last 4]
Location: [City] Work Days: [N] / [N]
EARNINGS (₹) DEDUCTIONS (₹)
────────────────────────────── ────── ────────────────────────── ──────
Basic Salary [X,XXX] Provident Fund (Employee) [X,XXX]
House Rent Allowance (HRA) [X,XXX] ESI (Employee 0.75%) [XXX]
Leave Travel Allowance (LTA) [X,XXX] Professional Tax [XXX]
Special Allowance [X,XXX] TDS (Income Tax) [X,XXX]
Medical Allowance [XXX] Salary Advance Recovery [XXX]
Performance Bonus [X,XXX] Other Deductions [XXX]
Other Allowances [XXX]
────────────────────────────── ────── ────────────────────────── ──────
GROSS EARNINGS [XX,XXX] TOTAL DEDUCTIONS [X,XXX]
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NET SALARY (IN HAND): ₹ [XX,XXX]
Amount in words: [Indian Rupees XXXXX Only]
EMPLOYER CONTRIBUTIONS
PF — Employer (12% of basic): ₹[X,XXX]
ESI — Employer (3.25%): ₹[XXX]
Gratuity Provision: ₹[XXX]
ANNUAL CTC: ₹ [X,XX,XXX]
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This is a system-generated payslip and does not require a signature.
Payroll queries: hr@[company].com
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Phase 3 — Pro-Rated Pay Calculations
3.1 New Hire Pro-Ration
NEW HIRE PRO-RATED PAY
Employee: [Name]
Start Date: [Date]
Annual Salary: $[X]
Monthly Salary: $[X] / 12 = $[X]
For semi-monthly payroll:
Pay period: [Start – End]
Calendar days in period: [N]
Working days in period: [N]
Working days employee was active: [N]
Pro-rated gross = Monthly salary × (Active working days / Total working days)
Pro-rated gross: $[X]
For bi-weekly payroll:
Annual salary / 26 pay periods = regular pay = $[X]
Days in pay period: 14
Days employee was active: [N]
Pro-rated gross = Regular pay × (Active days / 14) = $[X]
3.2 Salary Revision Mid-Period
MID-PERIOD SALARY CHANGE
Employee: [Name]
Change Effective Date: [Date] (mid-period)
Old Annual Salary: $[X] → Old Daily Rate: $[X]
New Annual Salary: $[X] → New Daily Rate: $[X]
Days at old salary: [N] → Earnings: $[X]
Days at new salary: [N] → Earnings: $[X]
──────────────────────────────────────────
Total gross earnings this period: $[X]
Phase 4 — Final Settlement (Full & Final)
4.1 Final Settlement Calculation
For employees leaving the company:
FULL & FINAL SETTLEMENT — [Employee Name]
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Last Working Day: [Date]
Notice Period: [N] days | Notice served: [N] days
Notice buyout: [N days shortfall × daily rate = $[X]] (deducted if short)
[N days excess × daily rate = $[X]] (paid if over-served)
EARNINGS PAYABLE
Salary for period [start] to [last day]: $[X]
Pro-rated salary for partial month: $[X]
Unused PTO payout: [N] days × $[X]/day: $[X] (per policy)
Annual bonus pro-rated: [months/12 × target]: $[X] (if applicable per plan)
Gratuity (India — if > 5 yrs service): ₹[X] = 15/26 × last basic × years served
Leave encashment (India — EL balance): ₹[X]
Any approved pending reimbursements: $[X]
─────────────────────────────────────────────────────────────
Total Earnings Payable: $[X]
DEDUCTIONS
Notice period shortfall: ($[X])
Outstanding salary advance: ($[X])
Corporate card balance: ($[X])
Equipment not returned: ($[X]) (at depreciated value)
Commission clawback (if applicable): ($[X])
Any other dues: ($[X])
─────────────────────────────────────────────────────────────
Total Deductions: ($[X])
NET SETTLEMENT AMOUNT: $[X]
Payment within: [30–45] days of last working day (per local labor law)
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4.2 Exit Compliance Checklist
Pre-final settlement — confirm:
[ ] IT equipment returned and documented
[ ] Access revoked (all systems, email, VPN, cloud)
[ ] Corporate card surrendered and balance cleared
[ ] Ongoing project handover confirmed with manager
[ ] COBRA notification sent (US — within 14 days of coverage end)
[ ] Reference letter request noted
[ ] Non-compete/NDA acknowledgment obtained
[ ] Exit interview completed
[ ] Form 16 issued by June 15 (India)
[ ] Final payslip issued with settlement breakdown
Phase 5 — Payroll Register & GL Reconciliation
5.1 Payroll Register Summary
PAYROLL REGISTER — [Pay Period] — [Pay Date]
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Emp ID | Name | Dept | Gross | Total Deduct | Net Pay | Method
───────|─────────────|───────|──────────|──────────────|──────────|───────
[ID] | [Name] | [Dept]| $[X,XXX] | ($[XXX]) | $[X,XXX] | DD
[ID] | [Name] | [Dept]| $[X,XXX] | ($[XXX]) | $[X,XXX] | DD
───────|─────────────|───────|──────────|──────────────|──────────|───────
TOTAL | | | $[XX,XXX]| ($[X,XXX]) | $[XX,XXX]|
EMPLOYER TAX SUMMARY
Social Security (employer): $[X,XXX]
Medicare (employer): $[XXX]
FUTA: $[XXX]
SUTA: $[XXX]
─────────────────────────────────────
Total employer tax: $[X,XXX]
TOTAL CASH OUTFLOW THIS PAYROLL: $[XX,XXX]
(Net pay + all employee tax deposits)
GL JOURNAL ENTRY:
Dr Salaries & Wages Expense (6000): $[XX,XXX] [gross payroll]
Dr Payroll Tax Expense — Employer (6050): $[X,XXX] [employer taxes]
Dr Benefits Expense (6060): $[X,XXX] [employer benefits]
Cr Cash — Payroll Account: ($[XX,XXX]) [net pay]
Cr Federal Tax Payable (2300): ($[X,XXX]) [federal withholding + FICA]
Cr State Tax Payable (2310): ($[XXX])
Cr Benefits Payable (2320): ($[XXX])
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Quality Rules
- Payroll must be submitted to the payment processor at least 3 business days before pay date.
- Any payroll run variance vs. prior period > 10% must be explained before submission.
- Final settlements must comply with local labor law timelines (US: final check by last day in most states; India: 30–45 days from last working day).
- Salary data is strictly confidential — access limited to HR, Payroll team, and executive leadership.
- Payslips are personal and private — never share one employee's payslip with another person.
- Salary advances require written request, manager approval, and Finance sign-off; maximum one month's net salary.
- Every payroll run must be approved by the VP Payroll before submission — no exceptions.