Platform
Book a walkthrough
Platform
Book a walkthrough

PayrollFolio 02

Indian payroll, computed to the rupee and explained line by line.

PF, ESI, Professional Tax, LWF and TDS from dated, sourced tables. Maker-checker approval. Payslips, ECR and ESIC files ready when you lock the month.

Book a walkthrough Opening your payslip
Steps, inputs to locked register
7
PF wage ceiling from 17 Sep 2026
₹25,000
PT & LWF tables
36 states & UTs
TDS under the Income-tax Act 2025
s.392

01 · The monthly workflow

Seven steps from inputs to a locked register.

Every month runs the same way, and nothing moves forward until the step before it is clean. Scroll through one September run for a fictional employer.

  1. 01Employees & salaries

    The month's joiners and exits are listed automatically. Anyone without a salary is flagged.

  2. 02Attendance & LOP

    Enter loss-of-pay days in half-day steps, or upload your attendance export. Muster rolls, day grids, CSV and greytHR-style statements are recognised.

  3. 03One-time earnings & deductions

    Bonus, incentive, arrears, reimbursement and recoveries, each with its own PF, ESI and tax flags.

  4. 04Statutory & bank checks

    The run is blocked on a missing bank account or IFSC, or when two employees share one bank account. Missing UAN, PAN, state or PT/LWF gaps raise a warning.

  5. 05Compute & review

    Full register with statutory summary. Net pay that moves 20% or more from last month is flagged. Draft payslips are available.

  6. 06Approval

    Submit. A different person approves or sends it back with a reason, or your employer approves it in the client portal.

  7. 07Finalize & outputs

    The month is locked and payslips and statutory files are generated. Liabilities are posted to the compliance calendar.

A finalized month can be reopened by an administrator, with a reason, only until any statutory return for that month (PF, ESI, PT, LWF or TDS) is marked filed. Figures above are illustrative; Sahyadri Looms is a fictional employer.

02 · Statutory engine

Every rate dated. Every rate sourced.

Rates live in versioned tables with effective dates and citations, never as constants in code. When the law changes mid-month, so does the calculation.

Provident Fund · EPF, EPS, EDLI

The ceiling moved on 17 September. So did the maths.

  • Employee 12%. Employer split 8.33% EPS and 3.67% EPF. EDLI 0.5%. Admin charges 0.5% (minimum ₹500).
  • Wage ceiling ₹25,000 from 17 Sep 2026 (S.O. 5109(E)). September 2026 split: days 1–16 on ₹15,000, days 17–30 on ₹25,000.
  • EPS stops at age 58. NCP days reported. Contribution on the ceiling or on actual wages, per client and per employee.
Until 16 Sep
₹15,000
From 17 Sep
₹25,000
EPS cap
₹1,250 → ₹2,083
September 2026 · PF wage ceiling by day
17 Sep 2026: ceiling ₹25,000 · EPS cap ₹2,083
Example: an employee with PF wages of ₹30,000 in September 2026
Example: PF wages ₹30,000Amount
Days 1–16 at ₹15,000 × 16/30₹8,000
Days 17–30 at ₹25,000 × 14/30₹11,667
PF wage base for September₹19,667
Employee PF at 12%₹2,360
Employer EPS at 8.33% · EPF balance₹1,638 · ₹722

Payslip note, as the engine writes it“PF ceiling changed this month (₹15,000 → ₹25,000): wage base split by days = ₹19,667.”

Employees' State Insurance

ESI at ₹21,000

  • Employee 0.75%, employer 3.25%. Ceiling ₹21,000, or ₹25,000 for persons with disability.
  • Coverage fixed per contribution period (Apr–Sep, Oct–Mar). Employees on up to ₹176 a day pay no employee share.

Professional Tax

36 states & UTs mapped. 20 levy PT.

States and union territories that levy Professional Tax on salaries: Andhra Pradesh, Assam, Bihar, Gujarat, Jharkhand, Karnataka, Kerala, Madhya Pradesh, Maharashtra, Manipur, Meghalaya, Mizoram, Nagaland, Punjab, Sikkim, Tamil Nadu, Telangana, Tripura, West Bengal and Puducherry.

Monthly, half-yearly and annual schedules; gender slabs (Maharashtra); February and March top-ups; dated changes (West Bengal from Oct 2026; Odisha abolished from Apr 2026).

Labour Welfare Fund

36 mapped. 16 levy LWF.

States and union territories that levy Labour Welfare Fund: Andhra Pradesh, Chhattisgarh, Goa, Gujarat, Haryana, Karnataka, Kerala, Madhya Pradesh, Maharashtra, Odisha, Punjab, Tamil Nadu, Telangana, West Bengal, Chandigarh and Delhi.

Monthly, half-yearly or annual; fixed or percentage, with dated caps (Haryana 0.2%, capped at ₹35).

Income tax · TDS

s.392, Income-tax Act 2025. Both regimes.

  • New regime by default: ₹75,000 standard deduction, rebate up to ₹60,000 for income to ₹12 lakh, with marginal relief.
  • Old regime with age bands. Surcharge with marginal relief. 4% cess. Year-to-date projection spread over the remaining months.
Annual salary
₹12,75,000
Standard deduction
−₹75,000
Taxable income
₹12,00,000
Tax on slabs
₹60,000
Rebate (to ₹12 lakh)
−₹60,000
Monthly TDS
₹0

Illustrative: resident employee under 60, tax year 2026-27, no other income. The old-regime example assumes the full ₹1.5 lakh 80C is declared, with no PT or HRA exemption; without 80C it would be ₹15,600 a month. The engine also projects year-to-date pay and prior-employer figures (Form 12B).

Labour Codes

The 50% wage rule, on by default.

  • Allowances above half of pay are added back to PF wages.
  • Pay heads classified by Code-on-Wages class.

Statutory tables compiled 27 Sep 2026. Low-confidence items (for example, PT in Goa and Puducherry, and LWF in Kerala and Odisha) are listed openly and checked with local practitioners.

03 · Reconciliation

A real employer's month, matched to the rupee.

We took a real employer's final August 2026 salary statement from their previous payroll system and ran the same month on Shardhan. Every cell matched, for all 22 employees.

Their statementAugust 2026 · previous payroll system

  1. Employee 01: figures withheld
  2. Employee 02: figures withheld
  3. Employee 03: figures withheld
  4. Employee 04: figures withheld
  5. Employee 05: figures withheld
  6. Employee 06: figures withheld
  7. Employee 07: figures withheld
  8. Employee 08: figures withheld
  9. Employee 09: figures withheld
  10. Employee 10: figures withheld
  11. Employee 11: figures withheld
  12. Employee 12: figures withheld
  13. Employee 13: figures withheld
  14. Employee 14: figures withheld
  15. Employee 15: figures withheld
  16. Employee 16: figures withheld
  17. Employee 17: figures withheld
  18. Employee 18: figures withheld
  19. Employee 19: figures withheld
  20. Employee 20: figures withheld
  21. Employee 21: figures withheld
  22. Employee 22: figures withheld
Total₹8,13,843₹7,70,251
22/ 22

rows matched

Every cell

ShardhanAugust 2026 · same inputs

  1. Employee 01: figures withheld, matched
  2. Employee 02: figures withheld, matched
  3. Employee 03: figures withheld, matched
  4. Employee 04: figures withheld, matched
  5. Employee 05: figures withheld, matched
  6. Employee 06: figures withheld, matched
  7. Employee 07: figures withheld, matched
  8. Employee 08: figures withheld, matched
  9. Employee 09: figures withheld, matched
  10. Employee 10: figures withheld, matched
  11. Employee 11: figures withheld, matched
  12. Employee 12: figures withheld, matched
  13. Employee 13: figures withheld, matched
  14. Employee 14: figures withheld, matched
  15. Employee 15: figures withheld, matched
  16. Employee 16: figures withheld, matched
  17. Employee 17: figures withheld, matched
  18. Employee 18: figures withheld, matched
  19. Employee 19: figures withheld, matched
  20. Employee 20: figures withheld, matched
  21. Employee 21: figures withheld, matched
  22. Employee 22: figures withheld, matched
Total₹8,13,843₹7,70,251
Employees
22 of 22
Gross, both ledgers
₹8,13,843
Net, both ledgers
₹7,70,251
Difference
₹0

Individual salaries are withheld and the employer is not named. We will walk you through the reconciliation on a call.

04 · Employee lifecycle

From joining day to full and final.

  1. 03 Jun 2024JoinsPAN, 12-digit UAN, 10-digit ESIC IP number, IFSC and account number checked on entry.
  2. 01 Apr 2025RevisionEffective-dated salary revision.
  3. 15 Jul 2026Mid-month revisionBlended by days when a revision falls mid-month.
  4. 20 Sep 2026ExitLast month prorated to the exit date.
  5. Oct 2026Full & finalMaker-checker, then a branded, password-protected statement.

One record, every system

  • One employee record shared by Company Data, payroll and the client portal
  • Validation on entry: PAN, 12-digit UAN, 10-digit ESIC IP number, IFSC, 9–18-digit account number, duplicate code or PAN
  • Statutory flags per person: PF, EPS, PF on actual wages, ESI (auto/yes/no), PT, LWF, disability, international worker, tax regime
  • Year-to-date opening balances from a previous payroll or a previous employer

Full & final settlement

Gratuity = 15/26 × wages × years

  • After 5 years, or 1 year for fixed-term staff; ceiling ₹20 lakh
  • Leave encashment, notice pay or recovery, pending bonus, incremental TDS
  • Goes through maker-checker and produces a branded, password-protected statement

05 · Payslip delivery

Payslips that reach employees, under your name.

  • Sent as “Shardhan Payroll for <Employer>” with your HR as reply-to, and your logo on the payslip
  • Sent when someone on your team clicks Send payslips. Never automatically.
  • Delivery status per employee, with resend
  • Password-protected attachment; the e-mail body never contains the password or salary figures
  • E-049 · Ananya RaoDelivered
  • E-050 · Imran QureshiDelivered
  • E-012 · Suresh PillaiDelivered
  • E-027 · Bhavna JoshiNo e-mail on file

For employees

Got a payslip from your employer through Shardhan?

Your payslip is a password-protected PDF. Your employer chooses the password rule. It is usually your date of birth, your PAN, or both.

  1. 1

    Check the e-mail from your employer's payroll address for the password hint.

  2. 2

    Questions about the amounts? Reply to the e-mail; it goes to your employer's HR.

  3. 3

    Shardhan will never ask for your password.

An employee self-service login (payslips, Form 130, tax declarations) is Coming

Roadmap

What we are building next.

Order and timing may change. Ask us for the current plan.

  • Off-cycle runs for bonus and F&F
  • Clients uploading monthly inputs through the portal
  • Automatic arrears and LOP reversal
  • Loans, advances and reimbursements
  • Bank bulk-upload formats (HDFC, ICICI, SBI, Axis)
  • Form 138 and Form 130
  • Old-regime declarations and proofs
  • Later: employee self-service, leave and attendance, state returns

Bring one month of your payroll. We will run it alongside.

Book a parallel run Talk to us