Templates

Zoho Payroll offers both payslip templates (Regular and Full and Final Settlement template) and letter templates (Salary Certificate and Salary Revision template).

Payslip Templates

You can customize how you want your employees’ payslips to look in this section of settings. There are two types of payslip templates:

• Regular Payslip Templates
• Final Settlement Payslip Templates

Regular Payslip Templates

Once you process the monthly pay runs, you need to send the payslip to your employees. You can choose a default template from the following options:

• Standard
• Mini
• Simple
• Lite
• Simple Spreadsheet
• Professional
• Elegant

To configure a regular payslip:

• Go to Settings and click Templates.
• Select a template from the list and click Set as Default or Preview.

While sending out payslips, you can choose to include the employees’ PAN, YTD, Department, and Work Location. You can also choose to include any custom fields that you might have created. You can also add your Organisation’s Logo and resize it appropriately to display in the payslip.

To edit the payslip preferences:

• Hover over a template and click the Edit icon.
• Check or uncheck the desired options.

• Click Save.

Final Settlement Payslip Template

You can customize the Final Settlement payslip that you send to your terminated employees after you’ve processed their final payments. To customize:

• Go to Settings > Payslip Templates > Final Settlement Payslips.
• Hover over a template and click the Edit icon.
• Check or uncheck the desired options.
• Make changes to the Declaration by the Receiver, if needed.
• Click Save.

Letter Templates

Zoho Payroll offers a versatile feature for generating three essential types of letter templates: the Salary Certificate Template, Salary Revision Letter Template, and Bonus Letter Template. These templates are designed to provide comprehensive information to employees and can be easily customized through various sections.

• Salary Certificate Template
• Salary Revision Letter Template

Salary Certificate Template

The Salary Certificate Template from Zoho Payroll is a comprehensive document that serves as an official confirmation of an employee’s earnings and employment details. The core information includes the Cost-to-Company (CTC) details, with a breakdown of monthly and annual earnings across various components such as Basic, House Rent Allowance, and Flexible Benefit Plans.

To send salary certificate letters to employees, you’ll have to enable and configure them. Here’s how:

• Go to Settings and click Templates.
• Click Salary Certificate Template in the Templates pane.
• Click Enable Now.

Next, you can customize the following sections:

• Customize Header: The header can be tailored to include the organization’s name, address, and other relevant details.
• Upload Logo: Users have the option to upload their organization’s logo for a branded appearance.
• Show Organization Address: The organization’s address can be displayed in the header for added context.

Manage Content

Once you’ve set up your header section, you can easily tweak the body of the letter to fit your needs. Click Manage Content to edit and format the letter.

You can also insert placeholders such as {employee name}, {current annual CTC}, etc., within the template, so that you won’t have to manually rewrite the entire letter for every employee.

Click Preview to review the letter with their latest changes before finalizing and sending it. The preview feature ensures that all customizations are accurately reflected.

Signature Details: Users can record the signature details, adding a personalized touch. You can upload the signature, and enter the closing salutation and signer details.

Footer Section: You have the flexibility to tailor the footer according to your preferences. Incorporate placeholders such as {Name}, {Email}, or {Address} to add a professional touch to the conclusion of your letter.

Once you customize the template, click Save and Enable.

Once you customize the letter template, you can choose to show to your employees in the Employee Portal. Here’s how:

• Go to Settings and select Preferences.
• Select Employee Portal.
• Select the Show Salary Certificate in portal option.

Salary Revision Letter Template

The Salary Revision Letter Template in Zoho Payroll is a formal communication tool used to notify employees of changes in their salary structure. The letter contains a positive news about a salary revision effective from a specified date.

Similar to the Salary Certificate Template, the letter provides a detailed breakdown of the revised salary, encompassing monthly and annual amounts for various components such as Basic, House Rent Allowance, and Flexible Benefit Plans.

The template also reaffirms that all other terms and conditions of employment remain unchanged and expresses the management’s anticipation of the employee’s continued excellent performance.

To send salary revision templates to employees, you’ll have to enable and configure them. Here’s how:

• Go to Settings and click Templates.
• Click Salary Revision Template in the Templates pane.
• Click Enable Now.

Once you enable the letter template, you can configure it by clicking the Edit icon.You can customize the following sections:

• Customize Header: Similar to the salary certificate template, the header can be customized with organizational details.
• Upload Logo: Uploading a logo adds a professional touch to the letter.
• Footer Section:
  • Signature Details: Customizable signature details provide a professional closing to the letter.

Once you customize the letter template, you can choose to show to your employees in the Employee Portal. Here’s how:

• Go to Settings and select Preferences.
• Select Employee Portal.
• Select the Show Salary Revision Letter in portal option.