What is a Payslip? Benefits, Format, and Examples Explained

Payslip is an obligation for the recruiting, be it the company, customer, or client, to pay a certain amount to the employee. When employees get a salary, they need a payslip to prove the fair salary the employee has received.

Payslips have a format that employees must know. Because by understanding the structures on the payslip can provide effects and benefits that employees can feel.

You should know that payslips in the digital era are no longer paper-shaped. Now HRD sends Payslips online, making it easier for HRD and the company as a whole. An online payroll system makes everything more practical and efficient. Using a payroll system could manage attendance more easily with automatic biometric tracking recognition along with GPS.

Simplify the overtime, approval, and inspection request process that is fully integrated with various other smart software. Also, it is easy to track employee attendance lists and generate attendance reports in seconds with one advanced system.

Also Read: Choosing the Right HRM System for a Company

What is a Payslip? Understanding Employee Payslip

Generally, a payslip is an official document that contains information on the amount of income or salary that employees receive and tax deductions on that income.

A payslip is official proof of payroll or information on tax deductions and income tax deposits for employees. If employees want to apply for a mortgage, apply for unsecured credit, for car or motor loans, and so on, this slip can be a guarantee.

For companies, the salary pay slip serves as documentation for recording the salary expenditures paid by the company to employees.

As technology evolves, corporate HRDs usually send payslips online in digital form. If your company doesn’t have the tools to provide payslips online, read the article until it runs out, so you get a digital solution for sending practical payslips. Therefore, you can use the HRM system to automate your administrative tasks and generate salary pay slip. 

Benefits of Payslips

Know the salary details

On a fundamental basis, knowing the salary details is a benefit of a payslip. Employees can know and understand the salary details, such as the amount of overtime money that employees get.

Employees can see how much salary they receive, along with deductions such as BPJS employment contributions, health BPJS, and income taxes.

The information listed must be complete so that no industrial problems occur between the company and its employees.

Incomplete information, indicates an absence of transparency. There could be misunderstandings on both sides.

Also Read: 5 Ways to Optimize Your Payroll Management

To apply for a credit card

In making a credit card, there is a mechanism that the customer must fulfill. The basis of determining the credit limit to customers needs to attach several things, one of which is proof of payslip.

In addition to helping determine the customer’s credit card limit, this slip is also beneficial for the bank as evidence and guarantees, at the same time as a tool to audit and check the health of customer money, which will affect the approval of the application for a credit card.

Apply for a home mortgage

Customers who want to own a house but do not have enough finances to fulfill the desire to buy a home are typical.

Usually, in addition to choosing a cash payment method, those who have not had time to raise much money in a short time will use mortgages or homeownership loans.

It would be best to meet several conditions for the request to be approved, one of which is to attach proof of the employee’s salary. Mortgage programs are available in many banks with various programs that banks offer.

Therefore, the bank will use this salary pay slip as collateral and determine the number of interest rates charged to customers. On average, the bank will approve applications from customers who have a permanent job with a minimum of 2 years.

References when applying for a job

When you want to apply for a new job, sometimes you attach a payslip from a previous job, even if the company didn’t ask. But this is done to earn a bigger salary than before.

In this way, the company is more trustworthy because the evidence you attach is authentic evidence from the previous company according to the recorded information.

Including evidence of the salary that employees receive will facilitate negotiating salaries at the new company. Even if you want the pay you want, you need to consider what a new company can offer.

Applying for a KTA

Unsecured Credit (KTA) is a loan product that banks issue to their customers without the need for a guarantee or collateral request. Furthermore, this product will be beneficial to meet sudden needs; the disbursement period usually only requires three working days or less.

Each bank, on average, has KTA products with a variety of programs. The terms of submission are pretty straightforward. In addition to mandatory letters such as forms, identity cards, and family cards, also require a payment slip to guarantee customers, determine limits, and interest, and help verify the applicant’s financial history.

Why Is a Salary Pay Slip Important?

A salary pay slip is an essential document that provides employees with a detailed record of their earnings and deductions. It serves as proof of income, which is crucial when applying for loans, credit cards, or rental agreements.

The information on the pay slip ensures transparency in payroll processes, helping employees understand their compensation and any deductions, such as taxes or insurance contributions.

In addition to its financial importance, a pay slip is critical for compliance with labour laws and tax regulations. Employers are legally required in many regions to issue pay slips, demonstrating that wages are calculated and distributed correctly.

For employees, the document simplifies tax filing and accurately reports the necessary deductions.

Pay slips also play a vital role in resolving disputes or discrepancies in salary payments. They act as a reliable reference point for employers and employees, reducing misunderstandings.

When Do We Use Payslips?

Payslips are essential documents that provide detailed records of an employee’s earnings and deductions during a specific pay period. They are used to ensure transparency in salary payments and compliance with labor regulations.

1. During regular payroll processing

Payslips are used whenever employees are paid, whether on a weekly, bi-weekly, or monthly basis. They outline key details such as gross salary, tax deductions, insurance contributions, and net pay.

2. For loan or credit applications

Employees often need payslips as proof of income when applying for loans, credit cards, or rental agreements. Payslips serve as verified documentation of an individual’s financial stability and income consistency, which is crucial for financial institutions or landlords evaluating creditworthiness.

3. For tax filing and compliance

Payslips play a critical role during tax season. They help employees report their annual earnings and verify tax deductions. Employers also use payslips to demonstrate compliance with tax regulations, ensuring accurate contributions to government bodies.

4. Resolving payment disputes

In cases of salary discrepancies or disputes, payslips act as an official record of payment details. They help clarify misunderstandings and provide a solid basis for addressing issues, whether between employers and employees or with external agencies.

Payslips are not just routine documents; they are vital tools for financial management, compliance, and transparency in the employer-employee relationship.

Pay Slip Format

To understand how to make a payslip, you must understand the format first. Here are the structures that must exist, including:

Company name

The prefix format in the payment slip is the name of the company responsible for the payment to the employee.

If there is no company name listed, then there is no clarity on the overall content of employees’ information.

Declare the confidentiality of documents

Just below the name of the company listed, there is content that the contents contained in this format are confidential.

The ministry is usually written “Private and Confidential,” meaning that only the listed employees can know the contents of the payment slip.

Payment dates and employee data

This section has a payment date to provide clarity when the company’s slip is given to employees.

The writing of employee data must also be complete in the form of employee names, sub-departmental explanations, employee numbers, and Taxpayer Principal Numbers (NPWP).

The amount of salary and the number of deductions

The component that most employees see is the main component, as the name implies. This information contains income, including basic salary, benefits, and other incentives.

The component of the deduction includes

• Health insurance,
• Employee savings plans,
• Debt to the company,
• Employee membership dues, and
• Others are adjusting the company’s cut policy.

Full description of payment

This component contains current year earnings before tax deductions, current year earnings after tax deduction, current month taxes, total money employees earn, and the bank’s name as a payer institution.

This information is essential as a detailed explanation of what employees need to know the origin of the money income.

7 Essential Elements to Include on a Payslip

A well-structured payslip ensures transparency and compliance while providing employees with a clear understanding of their earnings and deductions. Here are the seven essential elements every payslip should include:

• Employee information: The payslip must display the employee’s name, ID, and job title, along with the employer’s name and address. This information helps identify the parties involved and serves as an official record for reference.
• Pay period and date: Clearly indicate the start and end dates of the pay period, as well as the date the payslip was issued. This ensures clarity regarding the time frame covered by the payment.
• Gross alary: The total earnings before any deductions, such as taxes or insurance, should be listed. This amount reflects the employee’s full compensation for the pay period.
• Deductions: A detailed breakdown of all deductions, including income tax, social security, pension contributions, and other withholdings, must be provided. Transparency in deductions builds trust and ensures compliance with labor regulations.
• Net pay: Also known as take-home pay, this is the amount the employee receives after all deductions. It is one of the most important figures on the payslip for employees to understand their actual earnings.
• Payment method: Specify how the payment is made, whether through bank transfer, check, or cash. Including the bank account details (if applicable) adds clarity to the payment process.
• Additional benefits or allowances: Any extra payments, such as bonuses, overtime pay, or allowances (e.g., travel or meal reimbursements), should be itemized. This ensures that employees see the complete picture of their compensation.

Including these elements on a payslip ensures accuracy, transparency, and compliance with legal standards while fostering trust between employers and employees.

Examples of Employee Pay Slips

You can also read other articles related to the MoM Overtime Calculator to learn more about calculating overtime in compliance with the Ministry of Manpower’s regulations and how to manage an efficient payroll system.

Conclusion

The importance of corporate HRD is to make payslips as a tool and proof of the rewards that employees receive for the work that employees do. Therefore, if the company has difficulty managing payslips for employees, you can use Hashmicro’s HRIS system.

With HRIS software, you can manage payslips automatically. All HR and administrative tasks of your employees such as salary calculation, managing leave and attendance lists, reimbursement processes, timesheet management, and other operational activities. For Demo, click here.

FAQ About Payslip

• How to get payslip in Singapore?

  Visit the HR or finance department in person to make a request for your payslip.
• What is my payslip?

  Your payslip contains important information, including your payroll number, your gross and net pay, and usually your tax code.
• What are payslip purposes?

  At its core, a payslip is a transparent and accurate record of an employee’s earnings and deductions.
• How to make a payslip for an employee?

  To make a payslip for an employee, include details like employee information, pay period, gross salary, deductions (taxes, insurance, etc.), and net pay. Use payroll software or templates for accuracy and compliance with local labor laws.