HelloHRMS advanced payroll calculates Basic + HRA + Transport Allowance (TDA), applies LOP from attendance, adds overtime and optional Gems, then deducts PF, ESIC, Professional Tax, and TDS to arrive at net pay.
One-time company setup
- Payroll Settings (payroll_settings.php) — PF wage ceiling, ESIC limits, Professional Tax state, pay date offset, TDS default regime.
- Salary Components (salary_components.php) — review system components: BASIC, HRA, TDA, PF, ESIC, PT, TDS.
Per-employee setup
- Add employees with Basic salary (and optional HRA/TDA on signup) under Resources → Employees.
- Click the salary (₹) icon on any employee row to open Salary Structure — set monthly Basic, HRA, TDA, UAN, ESIC IP, PF/ESIC flags, and tax declarations (80C, HRA rent, regime).
- Ensure bank account and IFSC are on the employee profile for bank exports.
Before you run payroll
- Complete attendance for the month under Resources → Attendance.
- Approve pending leave and overtime requests.
- Approve company holidays and weekly offs are configured.
Navigation
- Resources → Payroll Runs (payrolls.php) — create periods and generate payslips.
- Resources → Payslips (payslips.php) — browse all payslips with live pay-stub sidebar.
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Configure Payroll Settings
Open Payroll Runs → Settings (payroll_settings.php). Set your state for Professional Tax (Maharashtra, Karnataka, or flat fallback), PF wage ceiling (default ₹15,000), ESIC ceiling (₹21,000), and standard hours per day for overtime rate calculation. Save.
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Set employee salary structure
Resources → Employees → salary (₹) icon on each row (employee_salary.php). Enter monthly Basic, HRA, and TDA. Add UAN and ESIC IP; toggle PF Applicable / ESIC Applicable. Save tax declaration (old/new regime, 80C, HRA rent paid) for TDS.
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Create a payroll period
Resources → Payroll Runs. Create Payroll Period — Regular for a calendar month or OffCycle for custom dates. Status starts as Open.
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Generate payroll snapshot
Click Generate Payroll for the month. This snapshots employee data and gems for the legacy payroll grid.
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Generate advanced payslips
Select the period and click Generate Payslips (HRA / PF / Tax). HelloHRMS computes: Total Earnings = Basic + HRA + TDA; LOP deduction from absent/unpaid/half days; Overtime from approved OT requests; Gross Pay; then PF (12%), ESIC (if applicable), Professional Tax, TDS; plus Gems bonus if enabled.
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Review on Payslips page
Open Resources → Payslips. Click any row to see the right sidebar: Attendance Summary, Gross Pay Calculation, Earnings/Allowances, Deductions, Net Pay. Use the eye icon for full printable payslip (view_payslip.php) or Download PDF.
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Approve and pay
Approve Draft payslips. Export bank file from Reports → Bank Exports. Mark payroll Paid and lock the period when complete.