Payslips & Bank Advice
Once a payrun has been processed and approved, the final outputs are payslips for employees and bank advice for salary disbursement. Payslips provide a detailed breakdown of each employee's earnings and deductions, while bank advice consolidates the payment data needed for bank transfers.
This chapter covers viewing, downloading, and distributing payslips, generating bank advice files, and exporting the TDS worksheet.
What You Will Learn
- What a payslip contains
- How employees view their payslips (self-service)
- How administrators generate and distribute payslips
- How to download payslips as PDF
- What bank advice is and how to generate it
- How to export the TDS worksheet
- How to access historical payslips
Prerequisites
Required: A payrun must be in Approved (or Processed) status before payslips and bank advice can be generated. See Chapter 28: Running Payroll — The Payrun Process.
Understanding Payslips
A payslip is a document issued to each employee for every payroll period. It serves as a record of compensation and is often required for loan applications, visa processing, and tax filing.
Payslip Contents
A standard Udyamo HRMS payslip includes the following sections:
| Section | Details Included |
|---|---|
| Header | Organization name, logo, payslip month/year, employee name, employee ID, department, designation |
| Pay Summary | Total working days, paid days, LOP days, gross pay, total deductions, net pay |
| Earnings Breakdown | Each earning component with its amount for the month (Basic Pay, HRA, DA, Special Allowance, etc.) |
| Deductions Breakdown | Each deduction component with its amount (PF, ESI, PT, TDS, Loan EMI, etc.) |
| Reimbursements | Any approved reimbursements included in this payroll period |
| Net Pay | The final amount payable to the employee |
| Year-to-Date (YTD) | Cumulative earnings and deductions from the start of the fiscal year |
| Bank Details | Employee's bank account number and IFSC code (for reference) |
Employee Self-Service: Viewing Payslips
Employees can view their own payslips without needing to contact HR.
Steps for Employees
- Log in to Udyamo HRMS.
- Navigate to Payroll (or My Payslips) in the left sidebar.
- The page displays a list of available payslips by month.
- Click on a month to view the payslip details.
- The payslip displays all earnings, deductions, and the net pay amount.
Payslip List View
| Month | Year | Gross Pay | Deductions | Net Pay | Status |
|---|---|---|---|---|---|
| January | 2026 | INR 43,750 | INR 5,929 | INR 37,821 | Paid |
| December | 2025 | INR 43,750 | INR 5,929 | INR 37,821 | Paid |
| November | 2025 | INR 43,750 | INR 5,929 | INR 37,821 | Paid |
Tip: Encourage employees to check their payslip each month and report any discrepancies promptly. Early detection of errors is far easier to correct than discovering issues months later during tax filing.
Downloading Payslips as PDF
Both employees and administrators can download payslips in PDF format.
Employee Download
- Navigate to Payroll > My Payslips.
- Click on the desired month to open the payslip.
- Click the Download PDF button.
- The payslip is downloaded as a PDF file to the employee's device.
Administrator Bulk Download
Administrators can download payslips for multiple employees:
- Navigate to Payroll > Payruns.
- Open the approved/paid payrun for the desired month.
- Click Download Payslips (or Export Payslips).
- Select options:
- All employees — Download payslips for everyone in the payrun
- Selected employees — Choose specific employees
- By department — Download for a specific department
- The system generates a ZIP file containing individual PDF payslips.
- Download the ZIP file.
Each PDF file is typically named using a convention such as Payslip_EmployeeName_Month_Year.pdf.
Payslip Distribution
Udyamo HRMS supports multiple methods for distributing payslips to employees.
Self-Service Access
The default distribution method. Employees log in and view/download their payslips from the portal. No action is required from the administrator.
Email Distribution
To email payslips to employees:
- Navigate to Payroll > Payruns.
- Open the approved payrun.
- Click Email Payslips.
- Select the recipients:
- All employees — Send to everyone in the payrun
- Selected employees — Choose specific employees
- Click Send.
- Each employee receives an email with their payslip attached as a PDF.
Warning: Ensure employee email addresses are up to date before sending payslips via email. Payslips sent to incorrect email addresses pose a data privacy risk.
Manual Distribution
For organizations that distribute physical payslips or use other channels, the bulk PDF download provides the raw files for printing or manual distribution.
Understanding Bank Advice
Bank advice (also called a payment instruction file or salary transfer file) is a consolidated document that contains the payment details needed by the bank to process salary transfers for all employees.
Bank Advice Contents
| Column | Description |
|---|---|
| Employee Name | Full name of the employee |
| Employee ID | The employee's identifier in Udyamo HRMS |
| Bank Name | The employee's bank name |
| Account Number | The employee's bank account number |
| IFSC Code | The IFSC code of the employee's bank branch |
| Net Pay Amount | The amount to be transferred to this employee |
| Narration | A description field (e.g., "Salary for January 2026") |
Generating Bank Advice
To generate a bank advice file:
- Navigate to Payroll > Payruns.
- Open the approved payrun for the desired month.
- Click Bank Advice (or Generate Bank Advice).
- The system generates the bank advice file.
- Review the generated data:
- Total number of employees
- Total disbursement amount
- Any employees with missing bank details (flagged with warnings)
- Click Download to save the file.
File Format
Bank advice is typically generated in one or more of the following formats:
| Format | Use Case |
|---|---|
| CSV | General-purpose; can be uploaded to most banking portals |
| Excel (XLSX) | For manual review and editing before bank upload |
| Bank-specific format | Pre-formatted files compatible with specific banks (e.g., HDFC, ICICI, SBI) |
Warning: Verify that every employee has valid bank details (account number and IFSC code) before generating bank advice. Employees with missing or incorrect bank details will be flagged, and their payments may fail if not corrected.
Bank Advice Workflow
The typical bank advice workflow is:
- Generate the bank advice from the approved payrun.
- Review the file for accuracy — verify total amount, employee count, and flagged records.
- Download the file in the required format.
- Upload the file to your organization's banking portal or submit it to the bank.
- Bank processes the salary transfers.
- Mark the payrun as Paid once the bank confirms successful transfers.
Verifying Before Bank Upload
Before uploading to the bank, perform these checks:
| Check | What to Verify |
|---|---|
| Total amount | The total net pay in the bank advice matches the payrun total |
| Employee count | The number of records matches the expected headcount |
| Missing bank details | No employees have blank or incomplete bank information |
| Account format | Account numbers are in the correct format for the target bank |
| IFSC codes | All IFSC codes are valid and current |
TDS Worksheet Export
The TDS worksheet provides a detailed breakdown of Tax Deducted at Source for each employee. It is used for:
- Monthly TDS deposit with the government
- Quarterly TDS return filing
- Annual Form 16 generation
Generating the TDS Worksheet
- Navigate to Payroll > Payruns.
- Open the payrun for the desired month.
- Click TDS Worksheet (or Export TDS).
- The system generates a worksheet containing:
| Column | Description |
|---|---|
| Employee Name | Full name |
| PAN | Employee's Permanent Account Number |
| Taxable Income (Month) | Taxable income for the month |
| TDS Deducted (Month) | TDS amount deducted this month |
| Taxable Income (YTD) | Year-to-date taxable income |
| TDS Deducted (YTD) | Year-to-date TDS deduction |
| Projected Annual Income | Estimated annual taxable income |
| Projected Annual Tax | Estimated total tax for the year |
- Click Download to save the worksheet as CSV or Excel.
Using the TDS Worksheet
| Purpose | How to Use |
|---|---|
| Monthly TDS deposit | Sum the TDS Deducted (Month) column to determine the total TDS to be deposited with the government via challan (Form 26QB / Form 281). |
| Quarterly return | Use the quarterly cumulative data for filing Form 24Q. |
| Employee queries | Share individual employee TDS data when they request a breakdown of their tax deductions. |
Tip: Export the TDS worksheet every month as part of your payroll closing routine. This ensures you have a complete record for quarterly return filing and annual Form 16 generation.
Historical Payslips
Udyamo HRMS retains all payslip data for as long as the organization is active on the platform.
Accessing Historical Payslips
Employee view:
- Navigate to Payroll > My Payslips.
- Use the month/year filter or scroll through the list.
- Click on any past month to view or download the payslip.
Administrator view:
- Navigate to Payroll > Payruns.
- Use filters to locate the desired month and year.
- Open the payrun and access individual employee records.
- Download individual or bulk payslips as needed.
Historical Data Use Cases
| Use Case | Data Needed |
|---|---|
| Employee loan application | Last 3 -- 6 months of payslips |
| Visa processing | Last 6 -- 12 months of payslips and bank statements |
| Income tax return filing | Full year payslips and Form 16 |
| Salary verification for new employer | Last payslip and appointment letter |
| Full-and-final settlement | All payslips from the current fiscal year |
Payslip Security and Privacy
Payslips contain sensitive personal and financial information. Udyamo HRMS implements the following security measures:
| Measure | Description |
|---|---|
| Role-based access | Employees can only view their own payslips. Managers cannot view their team's payslips unless specifically authorized. |
| Administrator access | Only administrators with payroll permissions can view or download any employee's payslip. |
| PDF encryption | Downloaded PDF payslips may be password-protected (depending on organization settings). |
| Audit trail | All payslip views and downloads are logged for security auditing. |
Warning: Payslip data is classified as confidential. Ensure that emailed payslips are sent only to the employee's registered email address. Never share payslip data via unsecured channels.
Troubleshooting
| Issue | Likely Cause | Resolution |
|---|---|---|
| Payslip not available for an employee | Employee was skipped in the payrun | Check the payrun for skip_payroll flag on that employee |
| Bank advice shows missing bank details | Employee profile incomplete | Update the employee's bank details in their profile |
| TDS amounts seem incorrect | Tax declarations not updated or regime not selected | Review the employee's tax declarations and verify TDS calculation |
| PDF download fails | Browser popup blocker | Disable popup blocker or try a different browser |
| Email delivery failed | Invalid email address | Update the employee's email address and resend |
Best Practices
- Generate payslips immediately after payrun approval. This ensures employees have access to their payslip as soon as salary is processed.
- Verify bank advice before uploading to the bank. A few minutes of verification can prevent costly bank transfer errors.
- Export and archive TDS worksheets monthly. This simplifies quarterly and annual tax compliance.
- Communicate the payslip availability date. Let employees know when they can expect to see their payslip on the portal.
- Review bank detail completeness quarterly. Run a report of employees with missing bank details so that new joiners' information is captured promptly.
What Comes Next
For situations that require payments outside the regular monthly payrun — such as one-time bonuses, corrections, or contractor payments — Udyamo HRMS offers off-cycle payroll. Proceed to Chapter 30: Off-Cycle Payroll & Corrections.