An employee's payroll details

The Payroll details tab says how one employee is paid: where the basic salary comes from, the bank, PAN, CIT, PF or SSF, gratuity, the tax rule group, and the employee's own allowances, deductions, insurance and grade.

HR & payroll Employees
4 min read
Updated October 20, 2026

For HR officer Payroll officer Accountant

The idea

The company-wide payroll settings say what is possible. The Payroll details tab of the employee says what applies to this person: whether PF or SSF is deducted, how much CIT, which tax group, where the salary is paid. The pay run reads this tab for every employee (How a payslip is worked out).

Open the employee with Edit, then the Payroll details tab. It is open only for an employee whose profile is complete, and only when your company has payroll.

The fields

Field	What it does
Salary based on	The designation setting takes the basic salary from Payroll setup › Designation salary (Designation salary and grades); the employee (individual) setting uses the Basic salary you type here. Which choices show follows Payroll configuration
Basic salary	Enabled only for individual setting. Saved for the employee's current designation, from the date that designation took effect
Tax rule for	Single or Married. Leave it empty to follow the employee's marital status (Tax rules: slabs, discounts, rebates and relief)
Salary mode and Payment mode	Monthly salary; paid by bank by default. For bank payment choose the Bank and enter the Bank account no (an account number already used by another employee is refused)
CIT deduction based on, CIT amount, CIT account no	Shown when the company has CIT on. See below
Provident fund	Shown when the company uses PF. Tick it for this employee and enter the Provident fund account no
Is SSF apply	Shown when the company uses SSF. Untick it to leave this employee out of SSF
Monthly gratuity	Shown when the company has monthly gratuity on
Grade applicable	Shown only when the company has monthly grade on
PAN	Required, nine digits

CIT deduction based on has three choices. One takes a percentage of the month's taxable salary (the CIT amount is the percentage); one takes a fixed amount each month (the CIT amount is the amount); one takes nothing, and then the CIT amount and CIT account no are switched off.

Worked example: an employee paid by bank, with a fixed monthly CIT amount

Field	What HR enters	What it makes happen
Salary based on	The designation setting	The basic salary comes from Designation salary, so Basic salary stays switched off here
Tax rule for	Left empty	The employee is put in the Married or Single tax block by their marital status
Salary mode and Payment mode	Monthly, paid by bank	The salary is for payment into a bank account
Bank and Bank account no	ABC Bank, 0012345678	The number is kept for this employee only. Saving the same number on another employee is refused
CIT deduction based on and CIT amount	The choice that takes a fixed amount each month, and 1,000	Each payslip has a Less CIT deduction of 1,000
PAN	123456789	The nine digits are required. Fewer or more are not accepted

An employee with no Basic salary (individual setting left empty) or no designation salary row cannot be paid: the pay run shows "For this post salary not set till" for them and they cannot be selected (Run the month's payroll).

Below the form: the employee's own items

Four lists sit under the form:

Earning and Deduction: allowances and deductions set for this employee. Where a list is empty or says "based on designation-wise", the designation's items apply; once you add employee-wise items for the same designation they replace the designation's (Allowances and deductions: by designation and by employee).
Insurance: Insurer, Policy no, Insured amount, Annual premium, Submitted date, Insured by (Office or Personal) and whether it is Medical insurance. Premiums reduce the employee's taxable income up to the limits in Payroll configuration (Tax rules: slabs, discounts, rebates and relief). A premium row keeps counting in every later year until you make it inactive, so keep one active row per policy with its current annual premium.
Grade: Effective date, No of Grade and whether it is a Technical grade. While your company uses monthly grades, each grade adds the designation's Grade amount to the salary (Designation salary and grades).