For businesses in India, it is important to have an understanding of salary structure. If you’re a business owner, HR professional, or payroll expert, knowing how to structure a salary can boost employee satisfaction, help you meet legal obligations and make tax more efficient.
So let’s dig deep into salary components, how to keep your hands on balance and payroll management courses to get your skills to the next level.
Key components of a salary structure in India
Salary in India is generally divided into the following components:
1. Basic Salary
This constitutes the main part of an employee’s salary on which other salary components, such as allowances and deductions, are built. Usually it’s 40-50% of an overall salary. The contribution amounts to the basic salary in PF and in gratuity are proportional to the basic salary. The problem is that it’s also taxable, so companies must balance paying a competitive basic salary and keeping the overall cost.
2. Dearness Allowance (DA)
Dearness Allowance is a form of allowance given to employment to fight off inflation. DA is obligatory for the government employees but many private organizations do not offer DA separately and combine it with other allowances. DA is fully taxable.
3. House Rent Allowance (HRA)
House Rent Allowance is given to employees to enable them to pay housing costs. A crucial component on its own, since it carries with it a far more generous degree of tax exemptions, all things considered, as per where the employee will live. Living in a rented home gives employees an HRA exemption and less taxable income.
4. Conveyance Allowance
This allowance covers commuting expenses and is partially exempt from tax up to a limit of ₹1,600 per month. Employers typically include this in the salary structure to provide tax relief to employees for travel expenses.
5. Medical Allowance
Recent tax laws have replaced medical reimbursement with a standard deduction of ₹50,000, however, some of the employer organizations still pay the medical allowances as salary. Allowances for such things are fully taxable except for the use in compensating medical expenses.
6. Leave Travel Allowance (LTA)
LTA allows employees to cover the travel expenses while on vacations inside India. If you have valid travel receipts, employees can claim an LTA exemption of actual travel cost. Used correctly however, it’s actually a great tax saving component.
7. Performance Bonuses and Incentives
Most companies that offer incentive and performance based bonuses to employees. They are fully taxable and are to be structured carefully that does not strain the employees’ taxes.
8. Provident Fund (PF)
The Employee Provident Fund (EPF) is a joint contribution of employer and employee and commonly 12% of the employee’s basic salary. PF is a long term instrument for savings and provides an employee when he retires. PF contributions are statutory and are paid by organizations that have till 20 employees, therefore employers must factor this in when structuring salaries.
9. Professional Tax
Professional tax is deducted from an employee’s salary in some states of India. It is capped at ₹2,500 or by state depending on the amount. The employer is supposed to take this amount from the employee’s salary and pay it to the state government.
10. Gratuity
Gratuity is a statutory benefit provided to employees who complete five or more years of continuous service. It is calculated as 15 days’ salary for each year of service and becomes payable upon resignation or retirement. Employers must set aside funds for gratuity as part of salary structuring.
Factors to consider when structuring salaries
1. Tax efficiency
The combination of taxable and non-taxable can make up a salary. For instance, allocating higher HRA and LTA to an employee allows him to save on taxes, but too much basic salary could put up a heavy tax burden.
2. Compliance with labor laws
Adherence to labor laws is non-negotiable. Businesses must comply with regulations regarding minimum wages, PF contributions, gratuity, and other statutory requirements. Failing to do so can lead to penalties.
3. Industry standards
If you benchmark your salaries against industry standards, you’ll stay competitive. The top talent lose their interest in working with below average salaries while overpaying results in strained business finances.
4. Employee retention
By providing clear growth paths, personal performance bonuses and PF and gratuity, which help employees functionally secure themselves financially, a well structured salary helps boost employee retention.
Steps to create an ideal salary structure
Creating a salary structure is a strategic process that requires the following steps:
Step 1: Assess job roles and responsibilities
Each job position has unique demands. Start by evaluating the key roles and responsibilities of the position to determine an appropriate pay scale.
Step 2: Define salary components
Once the basic salary is established, determine the percentage allocation for allowances like HRA, DA, and conveyance. Ensure these are aligned with industry standards and tax benefits.
Step 3: Incorporate statutory requirements
Ensure that contributions to PF, ESI, and gratuity are factored into the salary structure. This step ensures compliance with Indian labor laws.
Step 4: Balance fixed and variable pay
Employers should balance between fixed (basic salary) and variable components (performance bonuses, incentives).
Step 5: Review and adjust regularly
As market conditions and tax regulations evolve, salary structures should be reviewed and updated to remain competitive and compliant.
Conclusion
Structuring a salary in India is a nuanced process that requires balancing tax benefits, statutory compliance, and employee satisfaction. As businesses grow, managing payroll efficiently becomes increasingly complex. To stay competitive, it’s crucial to upskill in payroll management. S20 offers comprehensive payroll management courses to enhance your understanding of salary structuring, tax laws, and payroll automation tools. Take the next step in your career by enrolling in an S20 payroll management course today!