Frequently Asked Questions

If the issue persists after removing the Date of Leaving, it’s usually due to an incorrect Date of Joining (DOJ) or because the Payroll is already finalized, preventing updated attendance from reflecting in the salary.

Actionable Steps to Resolve

Check Date of Joining (DOJ):

• Go to the employee’s Employment Details section.
• Verify the Date of Joining; if it’s incorrect (e.g., showing 8th July instead of 1st June), correct it to the actual joining date.
• Click Update Details to save.

Check Payroll Finalization Status:

• Go to the Payroll section.
• If the month’s payroll is Finalized, changes won’t reflect automatically.
• Click Unfinalize Payroll, review attendance and salary details, and then Finalize again.

After these checks, the full working days (e.g., 27 days) and the correct salary should display accurately.

This usually happens when a Date of Leaving remains saved in the employee’s profile. Removing or correcting this date ensures the salary is calculated accurately.

Actionable Steps to Resolve

1. Go to the employee’s Profile.
2. Click on the employee’s Name.
3. Open the Current Employment tab (second option).
4. Locate the Date of Leaving field.
5. Hover over the calendar icon next to the date box.
6. Click the cross (×) that appears to remove the date.
7. Click Update Details to save the changes.

Before finalizing payroll, you can review salary details by downloading the Salary Sheet from the web portal.

Actionable Steps to Resolve:

1. Log in to the SalaryBox web portal.
2. From the left menu, click Payroll → Run Payroll.
3. Select employees (or choose all).
4. Click Salary Sheet at the top of the page.
5. The file will download automatically.
6. Review each employee’s earnings, deductions, and net payable before clicking Finalize Payroll.

You can generate a Salary Sheet directly from the payroll run screen for a consolidated salary summary.

Actionable Steps to Resolve:

1. Go to the Payroll section.
2. Select all employees using the checkboxes next to their names.
3. Click on Salary Sheet.
4. The system will generate a report showing total salary, payable amounts, deductions (like PF), and attendance-based details.

You can use the Payroll History Report to view payments made over a selected date range.

Actionable Steps to Resolve:

1. Go to Payroll → Run Payroll.
2. Click on the employee’s name.
3. Scroll down to the History section.
4. Click Download Report.
5. Use the Select Date Range filter to define your period (e.g., last 6 months).
6. Download the Excel file to view salary details for that employee.

SalaryBox allows you to record and deduct employee advance payments directly from both the web portal and mobile app. Any recorded advance amount automatically adjusts in that month’s payroll.

Actionable Steps to Resolve:

From the Web Portal:

1. Log in to the SalaryBox web portal.
2. Click Payroll → Advance.
3. Select the payroll month.
4. Find the employee and click Pay Advance.
5. Enter:

• Amount – the advance to deduct.
• Date/Month – when the deduction applies.
• Notes (optional) – to display on the payslip.
• Click Save Payment.
• Confirm the entry appears in the Advance list.
• Run and finalize payroll for the deduction to apply.

From the Mobile App:

1. Open the SalaryBox app.
2. Select the employee.
3. Tap Salary → Pay Advance.
4. Enter the Amount, Date, and Notes (optional).
5. Tap Save Payment.
6. Confirm the advance reflects under that month’s salary.

Once a loan installment is manually deducted, the system automatically reflects it in the employee’s final salary calculation and payslip during payroll processing.

Actionable Steps to Resolve:

1. Log in to the SalaryBox Web Portal.
2. Go to Payroll → Run Payroll.
3. Tick the checkbox next to the employee’s name.
4. Click Finalize Payroll to confirm the updated salary after deduction.
5. After finalization, tick the checkbox again and click Save Payment.
6. Once saved, tick the checkbox again and click Pay Slips.
7. Choose Download Pay Slip for records or Share Pay Slip to send it to the employee.

Note: The generated payslip will display the deducted loan amount (e.g., ₹5,000) under the Deductions section.

You can add and manage employee loans directly through the Salary section in the mobile app.

Actionable Steps to Resolve:

1. Open the SalaryBox mobile app and tap on the employee’s name.
2. Go to the Salary section (beside Attendance and Notes).
3. Tap the three dots icon at the top-right corner, or scroll down the page and click on the Loan Repayment option.
4. Select Loan from the options.
5. Under Add Loan, enter the total loan amount and the Date of Payment.Under Deduct Loan, enter the monthly installment (e.g., ₹5,000) for the current payroll.

The system does not currently support automatic or recurring loan deductions. You need to manually enter the installment amount each month.

Actionable Steps to Resolve:

1. At the start of every payroll cycle, go to Payroll → Run Payroll → click on the employee’s name → Loan section.
2. Under Deduct Loan, enter the monthly installment amount (e.g., ₹5,000).
3. Save the entry, this deduction will reflect as a Loan Part on the employee’s payslip for that month.
4. Repeat the process in each subsequent month until the full loan amount is recovered.

The difference lies in how and when the deducted amount is recovered.

Actionable Steps to Resolve:

1. For one-time recovery, record the amount as an Advance under the current month’s payroll.
2. For installment-based recovery, record it as a Loan, specifying the total loan amount and the monthly deduction value.
3. Review deductions each payroll cycle to ensure the correct EMI is applied.

No, the remaining negative balance does not carry forward automatically. The system only calculates and adjusts the amount within the current payroll cycle.

Actionable Steps to Resolve:

1. If the employee’s salary cannot cover the full advance amount, reduce the deduction in the current month to match their payable salary.
2. In the next month’s payroll, manually add the remaining balance as a new loan or deduction entry.
3. This process ensures the total advance is recovered gradually without creating a negative salary balance.

This happens when the loan or advance deduction entered for the month exceeds the employee’s earned salary for that payroll cycle. The system automatically adjusts the available balance, showing the remaining unpaid deduction as a negative value to indicate the shortfall.

Actionable Steps to Resolve:

• Go to the Payroll → Run Payroll section.
• Click on the employee’s name to review details of their net salary and deductions.
• Under the Loan tab, verify if the deduction amount entered is higher than the salary earned for that month.
• If, for example, the employee’s net salary is ₹4,000 but the advance deduction entered is ₹10,000, reduce the deduction to ₹4,000 for the current month.
• Carry forward the remaining ₹6,000 to the next payroll cycle.
• After adjusting the deduction, click Recalculate or Refresh Payroll to ensure the payable amount is updated correctly.

By ensuring that the total deductions (including advances or loans) do not exceed the employee’s net salary, the negative or zero payable balance issue will be resolved.

Loan and advance deductions in SalaryBox are not automatically deducted every month; they must be managed manually within each payroll run. You need to record both the loan amount and the specific monthly deduction for it to reflect in salary processing.

Actionable Steps to Resolve:

• Log in to your SalaryBox Admin account.
• Navigate to the Payroll section and click on Run Payroll.
• Click on the employee’s name for whom you want to manage the deduction.
• Click on the Loan option.
• Enter the total advance or loan amount (e.g., ₹50,000) as an Add Loan entry.
• In the same section, enter the installment amount you want to deduct (e.g., ₹5,000) in the Deduction field.
• If the loan/deduction is entered during the current payroll period, it will be applied to the current month’s salary.
• If you need the deduction to reflect in a previous payroll, you must reopen or adjust that payroll period before entering the deduction.

This ensures that the installment is correctly reflected in the employee’s payslip and salary calculations for the selected month.

Payslips reflect only the salary amount officially saved in the system. If the payable amount is not correctly entered and saved under the “Pay Salary” section, the payslip will either show incorrect data or fail to generate.

Actionable Steps to Resolve:

1. Open the employee profile in SalaryBox.
2. Go to the Salary section and ensure all earnings and deductions are correct.
3. Click Pay Salary and confirm the correct payable amount is saved.
4. Re-generate the payslip after saving the final amount.

You can easily download an individual employee’s payslip directly from the SalaryBox mobile application.

Steps to Download Individual Employee Payslip via Mobile App:

1. Open the SalaryBox app on your mobile device.
2. Tap on the employee’s name for whom you want to download the payslip.
3. Go to the Salary section.
4. Select the desired month.
5. Review the earnings and deductions.
6. Tap Pay Salary at the bottom-right corner.
7. Add a note and tap I Have Already Paid (Optional).
8. Once the salary is saved, tap Download Payslip under the payable amount to save or share it.

This issue usually occurs when a Date of Leaving (DOL) has been mistakenly entered in the employee’s profile. Even if attendance is recorded, the system excludes days after the DOL, leading to an incorrect or zero salary calculation.

Actionable Steps to Resolve

1. Log in to your Admin Account via the web portal.
2. Go to My Team and select the affected employee.
3. Open Employment Details.
4. Locate the Date of Leaving field and remove the date if present.
5. Click Update Details to save the changes.
6. Re-run the payroll, the correct payable amount should now appear.

To generate and download payslips in bulk for multiple employees from the desktop system, you can easily complete the process through the SalaryBox web portal.

Actionable Steps to Resolve:

How to Generate & Download Payslips in Bulk (Quick Steps)

Open SalaryBox Web Portal

• Log in to your SalaryBox Admin account on a desktop.
• Go to Payroll → Run Payroll.

Finalize Payroll

• Select employees using the checkboxes.
• Click Finalize Payroll.

Save Payments

• Select employees again.
• Enter payment amounts (or leave full salary).
• Click Save to confirm.

Generate / Download Payslips

• Select the employees once more.
• Click Pay Slips at the top.
• Choose:
• Download Pay Slips – bulk download for records.
• Share Pay Slips – directly send to employees (stored in their Document section).

If a new employee’s salary is missing from payroll, it usually means their basic salary (CTC) hasn’t been configured yet.

Actionable Steps to Resolve:

From the Web Portal:

1. Log in using your Admin credentials.
2. Navigate to My Team → Salary Details.
3. Select the employee’s name.
4. Choose the Effective Date of Change (month the salary applies).
5. Select the Salary Type (per month, per day, or per hour).
6. Choose a saved Salary Structure or create a custom one.
7. Click Save to confirm.

• Once saved, run payroll, and the salary will appear automatically.

From the Android App:

1. Log in to the SalaryBox Admin app.
2. Tap the employee’s name.
3. Tap Edit → Salary Details.
4. Set the Effective Date of Change.
5. Select the Salary Type and choose or create a Salary Structure.
6. Tap Save, then run payroll to calculate the salary.

By default, SalaryBox calculates Basic Salary in proportion to attendance. To keep the Basic Salary fixed regardless of attendance, you need to adjust the salary calculation method in the system.

Actionable Steps to Resolve:

1. Go to Settings → Salary Settings.
2. Under Salary Calculation Method, locate the option Calculate salary based on attendance.
3. Change this to Fixed Monthly Salary (if available) or manually adjust in the employee’s salary structure.
4. Click Save/Update.

Note: This change applies to the entire salary, not just Basic, unless individual components are configured separately.

You can change the salary type directly in the employee’s profile on the web portal.

Actionable Steps to Resolve:

1. Go to My Team → Salary Details.
2. Open the employee’s profile.
3. Set the Effective Date of Change (from which month it applies).
4. Change Salary Type from Monthly to Hourly.Click Save/Update.

From the next payroll cycle, the system will calculate based on hourly wages.

The payroll process involves four steps: Run Payroll, Finalize, Save Payment, and Generate Payslips.

Actionable Steps to Resolve:

• Go to Payroll → Run Payroll on the web portal.
• Tick employees → Click Finalize Payroll → Review details.
• Select Employees → Click on ‘Save Payment’ → Enter full or partial payment → Click ‘Save’.
• Tick employees → Click Pay Slips → Choose Download or Share (visible in employee’s Documents section).

Yes, you can define a custom attendance cycle (e.g., 21st to 20th) for salary calculation.

Actionable Steps to Resolve:

1. Go to Settings → Attendance Cycle.
2. Select Custom Cycle.
3. Enter Start Date: 21st and End Date: 20th.Save changes, the system will calculate attendance and pay based on this cycle going forward.

You can configure whether Week Offs and Holidays are included in salary calculation based on your company’s policy.

• Include: If employees are paid for Week Offs/Holidays.
• Exclude: If salary is only for actual working days.

Actionable Steps to Resolve:

1. Go to Settings → Salary Settings → Salary Calculation.
2. Enable or disable Include Week Offs and Include Holidays.
3. Click Save.

Example: If you exclude 4 Week Offs from a 31-day month, the calculation basis becomes 27 working days.

You can choose from three options for salary calculation in Salary Settings: Calendar Month, 30-Day Month, or 26-Day Month.

• Calendar Month: Calculates based on the actual number of days in each month (e.g., 31, 30, or 28/29 days).
• 30-Day Month: Fixes salary calculation to 30 days every month.
• 26-Day Month: Fixes salary calculation to 26 days every month.

Actionable Steps to Resolve:

1. Go to Settings → Salary Settings → Salary Calculation Basis.
2. Select one of the three options — Calendar Month, 30-Day Month, or 26-Day Month.
3. Click Save to apply.
    

Recommendation: Choose Calendar Month if you want automatic adjustment for month length variations.

Yes, SalaryBox allows you to exclude specific salary components (such as Incentives or Special Allowances) from the ESI deduction calculation through the settings configuration.

Actionable Steps to Resolve:

Step 1: Configure ESI Calculation Settings

• Use your admin account credentials to access the web portal.
• Click on your profile icon (top-right corner).
• Select Settings → scroll down and click Salary Settings.
• Within Salary Settings, locate and open Salary Details Import Settings.
• Go to the Compliance section.
• Click on ESI Contribution (or the ESI settings link/button).
• You will see a list of salary components (e.g., Basic, HRA, Incentives, Special Allowance, etc.).
• Uncheck the components you want to exclude from ESI calculation (e.g., Incentives).
• Click Save or Update to apply your new ESI configuration.

Step 2: Apply the Updated Settings

• Log in to the SalaryBox Web Portal.
• Go to My Team → Salary Details.
• Click Update Staff Salary (top-right corner).
• Select the relevant Salary Type and click Download Template.
• Update the ESI option again in the downloaded template.

Once saved, the system will calculate ESI only on the selected components from the next payroll cycle onward.

When applying PF/ESI rule changes in bulk, you can selectively exclude employees with custom TDS deductions by adjusting their entries in the bulk salary update template before uploading.

Actionable Steps to Resolve:

Download the Bulk Staff Salary Template:

• Log in to the SalaryBox Web Portal.
• Go to My Team → Salary Details.
• Click Update Staff Salary (top-right corner).
• Select the relevant Salary Type and click Download Template.

Exclude Employees with Custom TDS Deductions:

• In the downloaded Excel file, locate the employees with custom TDS deductions.
• For these employees, select “None” in the PF/ESI Contribution columns.
• Set “No” under the Include in CTC column.

Upload the Updated File:

• Save the updated Excel sheet.
• Upload it back through Update Staff Salary.

This process ensures that the 60–70 employees with custom TDS deductions remain unaffected by the PF/ESI rule changes applied to the rest of the team.

SalaryBox allows you to switch between a percentage-based and a fixed amount deduction for PF. If your company follows a fixed deduction (e.g., ₹1,800), it can be configured through the bulk salary update process.

Actionable Steps to Resolve:

1. Go to Salary Details.
2. Select the appropriate Month (e.g., July).
3. Click Update Staff Salary on the right-hand side.
4. Download the salary template.
5. Enter the relevant CTC/Basic Salary for each employee.
6. In the PF/EPF column, choose the 12% up to ₹1,800 option (₹1,800) instead of the percentage options (e.g., 12% variable).
7. After updating all entries, upload the template back into the system.

Note: If an employee’s total monthly earnings are ₹15,000 or higher, a fixed Provident Fund (PF) amount of ₹1,800 will be deducted.

You can verify this by reviewing the ESI deduction breakdown under the employee’s Salary Details. The system displays the ESI deduction amount (e.g., ₹90), which should match 0.75% of the total salary components included in the configuration, not just the Basic Salary.

Actionable Steps to Resolve:

1. Go to My Team → [Employee Name] → Salary Details.
2. Check the ESI Deduction (0.75%) displayed for the employee.
3. Note the total earnings (Basic + HRA + Special Allowance + Incentives).
4. Manually calculate 0.75% of the total amount to confirm it matches the system’s deduction.

• Example: If Basic = ₹12,000, HRA = ₹6,000, and Allowance = ₹1,587 → Total ₹19,587.
• ESI should be ₹19,587 × 0.75% = ₹146.90, not ₹90 (which would be 0.75% of Basic only).
• If it doesn’t match, revisit Settings → Salary Import Settings and ensure all relevant components are selected for ESI calculation.

By default, ESI is calculated only on the salary components included in your ESI configuration. If only the Basic Salary is selected in your settings, ESI will apply only to that amount. You must configure the system to include other allowances (HRA, Special Allowance, Incentives) for accurate calculation.

Actionable Steps to Resolve:

Step 1: Configure ESI Calculation Settings

1. Go to Settings → Salary Import Settings.
2. Under ESI Configuration, select all the allowances (e.g., HRA, Special Allowance, Incentives) that should be included in the ESI base.
3. Click Save to apply changes.

Step 2: Apply the Updated Settings

1. Go to My Team → Salary Details.
2. Select the relevant employees (or all, if applicable).Click Update Staff Salary to refresh their salary structure with the new ESI calculation logic.

If overtime shows as zero, it’s usually because the shift-hour completion rule or overtime configuration is incomplete. Overtime is only calculated after full shift hours are met.

Actionable Steps to Resolve:

1. Go to My Team → Penalty and Overtime → Overtime Policy.
2. Configure:

• Grace Period (minutes) before overtime starts.
• Extra Hours Pay Rate (e.g., 1.5x or 2x).
• Public Holiday/Week Off Pay if applicable.
• Save and ensure employees complete full shift hours before extra time is counted.

You can automate this using the Late Coming Policy under the Penalty and Overtime settings.

Actionable Steps to Resolve:

• Go to My Team → Penalty and Overtime → Late Coming Policy.
• Select the employee or policy group.
• Set Allowed Late Days: 3
• Set Grace Period: 15 minutes
• Under Deduction Rule, choose No, use a fixed deduction for late arrival → select Half Day Salary.
• Click Save.

Yes, SalaryBox can automatically apply a half-day deduction if an employee exceeds the allowed late limit. This can be set up under Automation Rules.

Actionable Steps to Resolve:

From the Web Portal:

1. Log in using your Admin account.
2. Go to My Team → Attendance Details → Automation Rules.

To apply in bulk:

• Select employees using the checkbox (or choose all).
• Click Update Automation Rules (top-right corner).
• Under Auto Half Day if Late By, enter the delay time (e.g., 30 minutes).
• Save the changes.

To apply for individual employees:

• Open the employee’s profile under My Team → Attendance Details.
• Click Automation Rules, then set the Auto Half Day if Late By time.

From the Mobile App (Android):

1. Open the SalaryBox app and log in as Admin.
2. Tap the employee’s name.
3. Tap Edit → Attendance Settings → Automation Rules.
4. Set the time under Auto Half Day if Late By and save.

Once configured, the system will automatically mark a half day if the check-in delay exceeds the set limit.

If employees are frequently using the allowed late days for regular half-days, you can modify the Late Coming Waiver settings to better align with your company’s attendance policy.

Actionable Steps to Resolve:

• Open the SalaryBox web portal.
• Navigate to My Team → Penalty and Overtime.
• Click Late Coming Policy.
• Select the employee whose policy you wish to update.
• Adjust the Allowed Late Days based on your company rules.
• Save the changes to enforce the updated policy.

You can check and update the overtime policy on the SalaryBox Desktop Portal under Penalty & Overtime. This allows you to confirm whether the policy is Fixed or Hourly and adjust pay rules accordingly.

Actionable Steps to Resolve:

1. Log in to the SalaryBox Desktop Portal.
2. Go to My Team → Penalty & Overtime.
3. Review the current Overtime Type (Fixed or Hourly).
4. Set or adjust the following as needed:

• Grace Period (minutes for unpaid overtime)
• Extra Hours Pay Rate
• Public Holiday Pay and Week Off Pay (if applicable)
• Click Save to apply the updated overtime policy.

The safest time is after the current month’s payroll is fully finalized and cleared. Changing it before finalizing may alter historical daily rates and cause discrepancies in past payrolls.

Actionable Steps to Resolve:

1. Ensure the current month’s payroll is finalized and all payments are recorded.
2. Go to Settings → Salary Settings → Payroll Cycle.
3. Change the setting from Calendar Month to 30 Days.
4. Verify that all future payroll calculations reflect the new 30-day basis.

Yes, if both policies are active, the system may apply the Half Day mark and deduct the Late Coming Fine. To avoid double deductions, manual intervention is needed.

Actionable Steps to Resolve:

1. Review the employee’s attendance for the day in Attendance → Dashboard → Employee Name.
2. If a Half Day is applied due to long lateness, manually set the Late Coming Fine to zero for that day.
3. Save the changes to ensure only the Half Day deduction applies.
4. Consider updating your policy rules to automatically prevent overlapping deductions in the future.

No, you don’t have to set them one by one. SalaryBox allows you to update Grace Time and fine policies in bulk using a downloadable Excel template.

Actionable Steps to Resolve:

1. Go to My Team → Penalty & Overtime.
2. Click on the Late Coming Fine option.
3. Select Update Late Coming Policy.
4. Download the template provided.
5. In the Excel sheet, enter the required Grace Time (e.g., 30 minutes) and fine values for all applicable employees.
6. Save and upload the updated Excel file back into the system.
7. For employees exempt from fines, set the fine amount to zero in the sheet or remove it from their individual profile.

If no grace period is defined, the system charges a fine even for a one-minute delay. You can configure a Grace Time within the Late Coming Policy to allow employees to punch in within a buffer period without penalty.

Actionable Steps to Resolve

1. Log in to the SalaryBox Web Portal (Admin access).
2. Go to My Team → Penalty & Overtime.
3. Click on the Late Coming Fine option.
4. Locate the Grace Time Allowed field.
5. Enter the desired buffer period (e.g., 30 minutes).
6. Verify the deduction rule (e.g., per hour or per day).Click Update Details to save changes.

Example:
If the shift starts at 10:00 AM and grace time is set to 30 minutes, an employee arriving at 10:30 AM will not be fined. Arriving at 10:31 AM will trigger a deduction for the full late duration.

This issue occurs due to syncing when the fine policy is saved multiple times from the desktop. The final save must be done using the mobile app to correctly apply the fine.

Actionable Steps to Resolve:

1. Log in to the SalaryBox Mobile App (Android recommended).
2. Open the employee’s profile facing the issue.
3. Click on the Edit → Penalty & Overtime Settings.
4. Open the Late Coming Policy section.
5. Without changing any values, tap Save or Update.Reopen Payroll on the desktop and finalize the fine amount will now reflect correctly.

Overtime calculations are only visible and processed correctly on the SalaryBox Web Portal, not on the mobile app.

Actionable Steps to Resolve

1. Log in to the SalaryBox Web Portal on a desktop or laptop.
2. Go to Payroll → Run Payroll.
3. Check if overtime hours and amounts appear under the Earnings section.
4. If missing, click Recalculate Payroll after confirming attendance and overtime policies.

Overtime is only calculated after an employee completes their full mandatory working hours. If an employee arrives late and then compensates by staying back, the extra time worked merely adjusts the late arrival; it doesn’t qualify as overtime.

Actionable Steps to Resolve

Understand the Calculation Logic:

• If a shift is 9 hours and an employee arrives 1 hour late, they must first complete those 9 hours before overtime starts.
• The extra hour worked only makes up for the lost hour due to late arrival.

Verify Shift & Attendance Policy:

• Go to Settings → Attendance Settings → Shift and confirm the total shift duration.
• Check the Penalty & Overtime Policy to see if mandatory full-day hours are correctly defined.

Optional Configuration:

Suppose you want to allow late arrival adjustments to count as overtime. In that case, you must handle it manually via the Payroll → Other Earnings section, as the system does not offset these automatically.

The monthly salary calculation depends on your selected Payroll Cycle setting. You can choose between a fixed 30-day basis or an actual calendar month basis (which varies between 28, 30, or 31 days).

Actionable Steps to Resolve

1. Go to Settings on the SalaryBox web portal.
2. Scroll down to the Salary Setting section.
3. Under Payroll Cycle, choose one of the following options:

• 30 Days: The monthly salary will always be divided by 30 days.
• Calendar Month: The monthly salary will be divided by the actual number of days in that specific month (e.g., 31, 30, or 28).
• Click Save to apply the updated calculation basis.

You can view the complete summary of an employee’s Late Coming, Early Leaving, and Overtime hours by downloading their monthly Attendance Report from the SalaryBox desktop application.

Actionable Steps to Resolve

1. Log in to the SalaryBox.
2. Go to Attendance (the second option after My Team).
3. Click on the Attendance Dashboard.
4. Select the Employee Name.
5. On the right-hand side, click Download Report.
6. Choose the Date Range (Month) and select PDF Format.
7. The downloaded report will display detailed metrics, including total working hours, late coming hours, early leaving hours, and overtime hours.

You need to finalize the payroll and save the payment manually to update the status from ‘Pending’ to ‘Paid’.

Actionable Steps to Resolve:

Open the Web Portal:

• Log in to the SalaryBox web portal.
• Go to Payroll on the left-hand side menu.
• Click Run Payroll.

Finalize Payroll:

• Select the checkbox next to the employee’s name.
• Click Finalize Payroll at the top of the screen.
• Review attendance and salary details before confirming.

Save Payment:

• Select the checkbox next to the employee again.
• For full payment, proceed directly; for partial payment, enter the amount manually.
• Click Save at the bottom-left of the screen.

Generate Pay Slips:

• Select the checkbox next to the employee.
• Click Pay Slips → choose Download Pay Slips or Share Pay Slips.Shared slips will be visible in the Document Section of the employee’s account.

You can manually add a fixed overtime payment through the Other Earnings section in Payroll. This allows you to include the overtime amount without relying on the system’s automatic calculation.

Actionable Steps to Resolve:

1. Go to Payroll > Run Payroll.
2. Click on the Employee Name.
3. Select Other Earnings.
4. Click Add Other Earnings.
5. Enter the manual overtime amount, payment date, and add a note (e.g., “Overtime Pay”).
6. The entered amount and note will appear on the employee’s salary slip.

To calculate salary based solely on the total hours an employee has worked, you need to switch their pay structure from monthly to hourly. This ensures that payments are generated according to actual hours worked rather than fixed monthly attendance.

Actionable Steps to Resolve:

1. Go to My Team > [Employee Name] > Salary Details.
2. Change the Salary Type from Per Month to Per Hour.
3. Enter the appropriate Hourly Rate.
4. Navigate to the employee’s Penalty Policy and ensure Late Coming Fines are set to zero (if you don’t want deductions).
5. Save your changes.

The system will now automatically calculate the employee’s salary based on their total payable working hours.

Compensation for work done on a Week Off or a Public Holiday is calculated daily, not hourly. The selected policy determines the amount to be paid, regardless of the total hours worked that day.

Actionable Steps to Resolve:

1. Navigate to Penalty & Overtime under My Team.

2. Open the employee’s Overtime Policy.

3. Under the Week Off/Public Holiday section, choose one of the available options:

• Half-Day Salary
• Full Day Salary
• Custom Daily Rate (enter a specific amount)

4. Save the policy.

Once configured, the system will apply the fixed daily compensation even if the employee works for a few hours.

This happens when an employee does not have any shift assigned (shown as No Shift). Without a defined shift, the system cannot determine the expected working hours and therefore treats all recorded working time (from Punch In to Punch Out) as Overtime.

Actionable Steps to Resolve:

1. Go to My Team → Attendance Detail or Work Timing.
2. Check if the employee’s shift is showing as No-Set.
3. Assign the correct shift and working hours to the employee.

Once a valid shift is assigned, Overtime will be calculated correctly based on the shift duration.

Overtime is calculated only after an employee completes their mandatory daily working hours. Late Coming Fine and Overtime are treated as separate policies in SalaryBox.

Actionable Steps to Resolve:

• If an employee is late (e.g., by 1 hour), they must first complete their full shift duration (e.g., 10 hours) before any additional time counts as payable overtime.
• Extra time worked does not automatically offset late arrival or the corresponding fine.

The ‘Late’ status appears for reference purposes, even if the employee arrives a few seconds after the shift start time. However, if they arrive within the defined Grace Period (e.g., 15 minutes), no fine or salary deduction is applied.

Actionable Steps to Resolve:

• Verify the Grace Period set under the Late Coming Policy.
• Ensure employees are arriving within that grace window to avoid deductions.
• Salary deduction applies only if the employee punches in after the grace period ends.

You can configure penalties for late arrivals and early departures through the Penalty & Overtime section in your SalaryBox web portal.

Actionable Steps to Resolve:

1. Go to My Team → Penalty & Overtime.
2. Select the employee’s name to open their penalty settings.
3. Under the Late Coming Policy, define the Fine Type (Daily or Hourly).
4. Set the Grace Period (in minutes) for late arrivals.
5. Enter the Fine Amount and specify any Exempt Days for late coming.Click Save to activate the Late Coming Policy.

You cannot restrict employees from punching in after the shift has started. The system only allows restrictions on early punching using the ‘Add Limit’ option during shift creation.

Actionable Steps to Resolve:

1. To discourage late attendance, implement a Late Coming Fine policy.
2. The fine will automatically deduct salary based on how late the employee punches in.

You can download salary and detailed reports in Excel format from the system. To generate a comprehensive report for all staff, it is essential that all employees’ salary details are fully set up and entered into the system. If an employee’s details are marked as “Not Set,” they will not be included in the full report.

To download a report of all employees’ salaries or a complete salary sheet, follow these steps:

1. Open the SalaryBox app on the web portal.
2. On the left side, locate and click the “Reports” option.
3. In the Reports section, select “Payroll.”
4. From the dropdown menu in Payroll, choose “Salary Sheet.”
5. Apply filters as needed, such as branch, department, and the preferred month.
6. Generate and download the report in Excel format.

If a salary slip shows incorrect amounts or misses deductions, it may be because the payroll was finalized and marked as Paid. To correct this:

1. Go to Run Payroll.
2. Locate the relevant payroll entry and click on the Paid status.
3. Select Delete to revert the status to Unpaid.
4. Select the same staff member whose paid amount was deleted.
5. Click on Finalized Payroll, then choose “Unfinalized Salary” to make edits.
6. Make the necessary corrections to the salary or deductions.
7. Click Finalize Payroll to update the payslip with the corrected details.

1. Click the settings icon at the top right of the page.
2. In the menu, select “Salary Settings.”
3. You will see options to choose Calendar Month, 30-Day Month, or 26-Day Month.
4. Select the one that matches your company’s policy to update the salary period.

For previous months, manually update the salary details in the respective payroll entry.

This happens because the allowance is currently set to a flat rate. When an allowance is set as a flat amount, it is paid in full regardless of how many days the employee was present or absent during the month. The system does not adjust the amount based on attendance in this case. 

How to Fix This: Calculate Allowance Based on Attendance

1. To ensure the allowance is calculated based on the number of days worked: 
2. Go to the Staff List and select the employee. 
3. Scroll down and click on Salary Details. 
4. Locate the specific allowance and click on its Calculation option. 
5. Change the setting from Flat Rate to “On Attendance”. 
6. Click Update Salary at the top-right corner. 
7. Then, go to the Payroll Run section and verify the updated salary calculation. 

To process an employee’s salary for a specific month on the web portal, follow these steps:

• Open the Salary Box:
  ->Go to the Payroll section on the left side of the portal.
  ->Select Run Payroll.
• Finalize Payroll:
  ->Check the box next to the employee’s name.
  ->Click Finalize Payroll on the upper screen.
  ->Verify the employee’s attendance and salary details.
• Save Payment:
  ->Check the box next to the employee’s name again.
  ->For full payment, proceed as is. For partial payment, enter the desired amount.
  ->Click Save at the bottom left of the screen.
• Generate Pay Slips:
  ->Check the box next to the employee’s name once more.
  ->Select the Pay Slips option.

Choose either Download Pay Slips for your records or Share Pay Slips to send directly to the employee, who can access it in the Document Section of their account.

Generate and download the report in Excel format.

For hourly employees, salaries are calculated based on actual hours worked, not fixed monthly amounts or scheduled hours. To verify:

1. Go to the employee’s payroll entry.
2. Click Finalize > Verify Salary to review the logged hours and calculations.

Yes, the late-coming policy does apply to hourly employees and can affect their salary deductions. If the shift timings have been properly set and the late-coming policy is configured in the system, then any instance of an employee arriving late beyond their scheduled shift start time will result in a late-coming fine, which will be deducted from their salary accordingly.

To check the total hours an employee has worked, you can download the detailed attendance report from the Salarybox web portal. Follow these steps:

1. Log in to the Salarybox web portal.
2. On the left-hand side, click on the “Reports” option.
3. In the Reports section, select “Attendance.”
4. Choose the “Detailed Attendance Report.”
5. Apply filters for branch and department as needed.
6. Select the preferred month for the report.
7. Choose the report format (PDF or Excel).
8. Download the report to view the total working hours of an employee for the selected month.

No, salary slips cannot be edited directly in SalaryBox once generated, as this would cause system conflicts.

1. Make manual edits outside the system (e.g., in a separate document).
2. Update relevant details in the employee’s profile for future slips.

To set or change the effective date for salary details, follow these steps:

1. Log in to the web portal and open the Salarybox.
2. On the left side, click on “My Team.”
3. Select “Salary Details” from the options.
4. Click on the employee’s name.
5. Under the first subheading, “Effective Date of Change,” choose the preferred month for the effective date.

You can configure automatic late-coming penalties through the employee settings.

1. Click on the employee’s name.
2. Select “Penalty & Overtime”.
3. Click on “Late Coming Policy”.
4. Here, you can define the number of times an employee is allowed to be late (e.g., 2 instances).
5. Then, specify the minutes or time after which the penalty should apply.
6. In the “Deduction Type” dropdown, select “Half Salary”.

Update the settings. After these settings are applied, if an employee arrives late beyond the configured time or allowed instances, their half-day amount will be automatically deducted.

This happens because the incentive name must be entered manually in the Notes section when adding or updating an incentive for a staff member. Only then will the incentive name appear on the payslip.

This could happen if the bulk upload sheet was rejected by the system. If any fields are left blank, the upload may fail. To fix this, ensure you enter 0 for staff who are not eligible for incentives, deductions, or other earnings. Blank fields can cause the upload to fail, and the values won’t appear when finalizing payroll.

This can happen for employees who joined mid-financial year. Since their earlier earnings are missing, the system calculates TDS only on their current income. To fix this, enter the TDS already deducted by the previous employer in the Past TDS section. Once updated, the system will calculate TDS correctly.

If an employee’s name is missing in Run Payroll, check the following:

• The employee is assigned to the same branch or department as the person running payroll (especially if it’s a Branch Admin).
• A CTC (salary) has been added for the same month you’re processing payroll.
• The employee’s joining and leaving dates are accurate. If the joining date is after the payroll month or the leaving date is before it, the employee won’t appear in the list.

This could be because the employee’s earnings are below the state-specific slab for Professional Tax (PT). Even if the state and gender are selected, PT won’t be deducted if the employee’s earnings don’t meet the minimum slab defined by the state.
Note: Professional Tax slabs vary from state to state.