Daily, weekly and fortnightly wage runs
Pay workers daily, weekly, every two weeks or twice a month from their attendance, with statutory deductions held back on each wage slip. The monthly payslip stays the one statutory payslip and settles the balance.
PLANSFrom Growth
Why it matters
Factories, sites and farms pay workers every week or every day, but PF, ESIC and professional tax are monthly. Kept apart, the weekly cash book and the monthly payslip never agree, and advances slip through. In SmartMy HRMS each wage slip holds back the worker's statutory share on the month's wages so far. The monthly payslip takes off what wages already paid, and any shortfall goes to the next wage payment. Loans, the bank file and the accounts follow the same figures, so the register and the bank agree at month end.
The problem it solves
- Site workers are paid every Saturday in cash from a notebook. PF and ESIC are worked out once a month on a different sheet.
- At month end the weekly payments, the statutory deductions and the loan instalments never add up to what the payslip says.
- A worker who took an advance leaves mid-month, and nobody knows what is still to be recovered.
- An inspector asks for the wage slips and the register for a week three months ago.
How it works
- Set Wages Paid on the employment type or on one employee: daily, weekly, every two weeks, twice a month, or monthly with the payslip.
- Give these workers a salary from the Daily Wage template and type each worker's day wage. Overtime is paid at the day's wage divided by 8 an hour.
- Create a Wage Run under Payroll > Runs > Wage Runs: the Entity, the frequency, the dates and Paid By. Press Calculate. Each worker gets a wage slip for the days and hours worked.
- Check Wages Earned, Held Back and Net Paid. Approve the run, print the Wage Sheet and Wage Slips, make the bank file, pay and press Mark Paid.
- At month end the normal payroll run makes the one statutory payslip. Its Wages Already Paid line takes off what the wage slips paid, and income tax and monthly items are settled there.
Everything it does
Frequencies and periods
- Daily, Weekly, Every two weeks, Twice a month (1st-15th and 16th to month end)
- Wages Paid is set on the employment type, with an override on the employee; Monthly (with the payslip) to start with
- Wage Week Starts On: Monday to start with
- A Two-Week Wage Period Starts On: any first day of a two-week period; empty, it is counted from the wage week
- A new wage run suggests the next period of its frequency
The wage slip
- Days in This Slip, Days Worked, Hours Worked and Overtime Hours from the attendance
- Wages Earned: the earnings that follow the days, such as the day wage, overtime and monthly components reduced for the days
- Monthly inputs, amounts paid whole and quarterly or yearly components wait for the monthly payslip
- Held Back: the worker's PF, ESIC, professional tax and LWF on these wages, loan instalments, and what an earlier payslip could not take
- Statutory amounts use the month's wages so far, less what earlier slips held back, so the PF ceiling is the month's
- Income tax stays on the monthly payslip
- Days already on another wage slip, or already settled by an approved payslip, are not paid again; the slip says so in its notes
The monthly payslip and balances
- The monthly payslip stays the one statutory payslip; the line Wages Already Paid takes off the wage slips of the period
- When the payslip cannot take everything, the rest is Carried to the next wage payment
- Balances Carried Forward lists each amount, with where it was taken on wage slips and payslips
- A balance still open when the worker leaves is recovered in the full and final settlement
- The payslip cannot be approved if the wage slips or balances behind it changed after it was calculated
Loans, bank and accounting
- Take Loan Instalments from Wage Payments: on to start with; held back on the first wage slip of the month that can bear it
- Paid By: Bank transfer (cash for those without a bank account), the default, or Cash
- Bank File in the same bank formats as the salary file, split across a worker's accounts as the salary is
- A paid wage run is posted from bank or cash to wages paid in advance per employee, with loan instalments held back. The monthly payslip entry clears it
Run statuses and checks
- Draft, Computed, Approved, Paid, Cancelled
- Only a draft or computed run can be recalculated; an approved or paid run cannot be deleted
- A paid wage run cannot be cancelled, sent back to draft or reopened
- Approval re-checks that no day was paid or settled by a payslip after the run was calculated
- Confidential salaries are hidden from those without the role; the run shows how many are not shown
Prints and reports
- Wage Slips (PDF) per worker and the Wage Sheet (PDF) of the run
- Salary summary for labour: the wage runs of a range per Entity with bank, cash, total and head count
- The monthly payroll run's files include the register of wages and the muster roll
Who uses it
Payroll OfficerCreates, calculates, approves and marks paid the wage runs, and prints the sheet, slips and bank file.
Site or plant HRKeeps the attendance right so the days and overtime on each slip are right.
WorkerSees their own wage slips with the breakup and the PDF once approved.
AccountsSees each paid run posted as wages paid in advance and cleared by the monthly payslip.
Where you use it
- Web: Payroll > Runs > Wage Runs, Payroll > Payslips > Wage Slips and Balances Carried Forward, Payroll > My Wage Slips
- The SmartMy HRMS app: workers see their wage slips with the PDF. Payroll can calculate, approve and mark paid wage runs (built and in testing, not in the app stores yet)
- Not built: paying wages straight from the product to a bank, or a reopen for a paid wage run
What you control
Settings
- Wages Paid per employment type and per employee: Monthly (with the payslip) to start with
- Wage Week Starts On: Monday
- A Two-Week Wage Period Starts On: empty (counted from the wage week)
- Take Loan Instalments from Wage Payments: on
- Paid By on each run: Bank transfer, the default, or Cash
- Daily Wage template: day wage per worker, overtime at the day wage divided by 8
Approvals
- Wage run: one chain per Entity, decided in the approvals inbox; payroll or the payroll manager approve to start with, with levels you add
Notifications
- Approvers of wage runs get each run waiting in their approvals inbox
Questions
Do weekly-paid workers still get a monthly payslip?
Yes. The monthly payslip is the one statutory payslip. Its Wages Already Paid line takes off what the wage slips paid, and it settles income tax and monthly items.How is PF worked out if wages are paid every week?
Each wage slip works out PF, ESIC, professional tax and LWF on the month's wages so far. It holds back the part not held yet, so the total matches a monthly calculation.What if deductions are more than the month's pay?
The payslip carries the rest to the next wage payment. Balances Carried Forward shows each amount and where it was taken. If the worker leaves first, the full and final settlement recovers it.Can we pay some workers in cash?
Yes. Choose Paid By Cash on the run, or Bank transfer. With bank transfer, workers without a bank account are paid in cash and the rest go in the bank file.Can a paid wage run be corrected?
No. A paid wage run cannot be reopened or cancelled. Correct the difference through the monthly payslip or a monthly input.Related features
PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.LOANS, INCREMENTS, BONUSLoans, advances and recoveries from salarySalary advances and staff loans with your eligibility rules, interest free, flat or reducing balance, recovered through payroll with EMI holidays, pauses, top-ups and foreclosure. Canteen, hostel and shop purchases come off the same payslip, and whatever is left is settled at exit.STATUTORY AND TAX, INDIAPF, ESI, professional tax, LWF and minimum wageEvery payslip works out PF with VPF, pension and EDLI, ESI, professional tax and the labour welfare fund from your Entity's settings. The ECR file, the ESIC sheet, the register of wages and the muster roll come out of the same payroll run.PAYROLLPayslips, bank files and accounting entriesOnce a payroll run is approved, each employee gets a password-protected PDF payslip by email. The bank gets a transfer file in its own format with a covering letter. The salary posts to each Entity's accounts.ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.PROJECTS, TIME AND AGENCY STAFFAgency workers, attendance and billsKeep the attendance of workers from manpower agencies and build each month's bill from it at the agreed rates. Compare it with the agency's invoice, approve it only with a valid licence and the month's challans, and get a vendor bill.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.