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Compensation Benefits Planning
Compensation Benefits Planning
Compensation Benefits Planning
On the other hand, Benefit is the non-monetary value given to employees in exchange for work performed.
Insurance, food allowance etc form part of the benefits.
Gross Salary
Gross salary is the total amount of money that the employee has made while working on the job. It is calculated
without applying the deductions.
Net salary
It is the amount of money an employee gets after all forms of deductions and taxes are applied on the Gross
salary. Net salary is also known as Take-home.
CTC
Also called Cost to Company it is the total amount of money the organization spends on the employee. As the
name suggests CTC or Cost to Company can include anything that costs to company.
Basic
The most basic income of an employee before any other allowance is added or anything deducted. Other
allowances and deductions often depend on the Basic amount paid. It is usually calculated as 30% - 50% of the
Gross Salary. Industry standard is 40%.
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Ex-gratia
Ex-gratia is most often used in a legal context. When something has been done as Ex- gratia, it has been done
voluntarily, out of kindness or grace. In law, an Ex-gratia payment is a payment made without the giver
recognizing any liability or legal obligation.
Annual CTC means the total cost incurred on an employee in a year. In a management perspective, the employer
may consider it for arriving at a cost to employ so many employees at any given point of time. It is purely at the
discretion of the management.
When you consider the character of the payment (being Ex-gratia) it should not be a part of CTC. It may be so, in
a particular year when it is paid. If it is going to be recurred every month/year, it loses the character of being
Exgratia and can be called as some other earning head which can be included in CTC and paid regularly.
Perquisites
Perquisites are emoluments or benefits received from an employer, in addition to salary. For example, rent-free
accommodation, free electricity, gas and water supply. Free domestic servant provided/paid for by the employer
include:
a) Value of rent free accommodation provided to the assessor by his employer.
b) Value of concession in rent of accommodation provided to the assessed by his employer.
c) Amount payable by an employer directly or indirectly to effect an assurance on the life of the employee or to
effect a contract for an annuity, other than payment made to recognized provident fund etc.
d) Amount paid by an employer in respect of any obligation which otherwise would have been payable by the
employee, for example - payment of income-tax.
What are allowances?
An allowance is defined as a fixed amount of money given periodically in addition to the salary for the purpose
of meeting some specific requirements connected with the service rendered by the employee or by way of
compensation for some unusual conditions of employment. It is taxable on due/accrued basis whether it is paid
in addition to the salary or in lieu thereon.
Employee
An employee is a person hired to perform a job. Employee in the payroll perspective is said to be a person who is
hired to perform a certain job and on accomplishing the job receives remuneration from the employer.
As per the Employees Provident Fund & Miscellaneous Provisions Act, 1952 “employee” means any person who
is employed for wages in any kind of work, manual or otherwise, in or in connection with the work of an
establishment and who gets his wages directly or indirectly from the employer, and includes any person.
Payroll
Payroll is a record of all the payments made towards salary / wage / remuneration of each and every employee
in an organisation. Regardless of the number of employees, an employer should maintain the details pertaining
to all the payments made towards the business. Managing a record of salaries, wages, deductions, bonus made to
employees is called as a Payroll.
Payroll Processing
Processing a payroll is a Herculean task in the present day scenario. HR activities include selecting the
candidates, getting them interviewed, fixing the scale of salary, recruitment, processing salary, training,
appraisal etc. Amongst all the tasks mentioned above, payroll processing of salary needs more supervision as it
has to be done in time coupled with accurateness. While processing the salary of employees, many factors have
to be considered like, employee’s present days, leaves, standing instructions (if any) etc. Also, payroll processing
must be done keeping in view of present day’s statutory, MIS requirements etc., and the person who is taking
care of payroll processing must ensure the statutory compliance.
Payroll Software
Payroll software means an application used to run the payroll processing. In simple words, payroll software
automates the processing of payroll by reducing the paperwork etc., for HR personnel. Nowadays, everything is
getting computerized and so is the payroll processing. By using payroll automation software, user can have the
following benefits:
▪ Saves time.
▪ Reduces paperwork.
▪ Faster processing of details and pay cheques can be disbursed in time.
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▪ Accurateness.
▪ Going a step ahead, software companies are offering people with customized software which meets
exclusive needs & demands of the customer.
Salary Month
Usually, every month salary calculation starts in the last week of a month and salary is paid at the first week of
succeeding month. Salary month is the month for which salary is being calculated and Pay month is the month in
which payment is done.
Allowance is an amount which is given to the employees, irrespective of the issue whether they spend it or not.
Reimbursement is the amount which the employee will get only after spending the money for hospitalisation,
traveling etc.
Salary Heads
Salary of an employee is constituted by salary heads. The salary heads can be broadly categorized into two types.
One is earning heads and the other is deduction heads. Basic, DA, HRA, Conveyance, Allowance etc., form the
earning heads. Deductions like PF, ESI, PT & TDS, EMI for a loan etc., form the deduction heads.
Salary Rate
Salary rate is a fixed rate defined for paying the salary to employees. It is a fixed amount based on which the
earned salary is derived.
Consider an example where the employee’s salary is Rs. 5,000/-. If the employee has 2 days of LOP, the salary for
2 days has to be reduced in the total salary. 2 days salary would come up to $334
5,000/30 days = $167
167 * 2 days (LOP) = 334
5,000 – 334 = 4,666
Here $ 5,000 is the salary rate and $ 4,666 is the salary earned.
Attendance Calculation
Attendance in general perspective means the act of being present. While processing the payroll of an employee,
no. of days attended by the employee is calculated. Based on the no. of days attended, the salary of the employee
can be derived.
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Overtime
Overtime can be defined as working beyond the normal working hours. It is the work done in addition to the
regular working hours (usually 8 hrs or as defined by company rules) by an employee. For working overtime, in
return, employees will get compensation by way of cash or compensatory off.
Salary Advance
Salary advance means to pay the amount (salary) before it is due. In some organisations, employees are
provided with this facility of advance for festivals etc., Salary Advance is given under different names, such as,
Festival Advance, Vehicle loan advance etc. The amount paid as advance is recovered from employee’s salary.
Payroll Loan
Loan is a temporary aid of finance provided to the employee that must be repaid in certain time along with
interest. Organisations with a tie up with other financial institutions can make arrangements for loans to its
employees. For which, an employee has to give a standing instruction to repay the loan amount with interest
from salary every month. Loans can be given for purchasing a house, car etc.
Insurance
Insurance is an agreement / contract made between two parties in which one party agrees to compensate
another party for any contingent loss or damage occurred. Insurer is a company selling an insurance policy. And
Insured is the person or entity buying the insurance.
Insured person has to pay some amount of premium for which in turn the Insurer will pay the loss amount in
case of any damage or loss occurred (if any in future).
Group Insurance
Group insurance is an insurance policy offered for a group of people (such as Employees of a company) at a
reduced rate. The premium amount to be paid can be cut from the employee's salary and paid to the insurance
company.
Salary Increment
Salary Increment is the process of increasing the salary of an employee after a certain period of work in a
company. The increment process & percentage differs from one organisation to the other.
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Employee Bonus
Bonus is the amount given or paid in addition to what is usually expected or due. The objective of this act is to
provide for the payment of bonus (linked with profit or productivity) to the persons employed in certain
establishments. Any establishment employing more than 20 employees on any day during an accounting year
should pay the bonus to its employees.
Supplementary Salary
Supplementary salary is the amount paid for the employees as an adjustment or arrears other than regular
salary. It is not a regular salary but is given as an adjustment of salary. Usually, supplementary salary comes into
the picture, when an employee gets some rise in the salary and the increment amount is paid in the latter
months.
TDS means Tax Deducted at Source. In payroll perspective, deducting the employee’s income tax to be paid to
the government from salary is TDS. The employer has to deduct and remit the full tax arising out of the
employee's salary. For this, the employer has to make the estimation at the beginning of the financial year as to
what would be the probable income and income tax for each employee based on the earnings, deductions and
investments proposed to be made by such employees. This total tax is to be deducted from their salaries over
the 12 months between April and March.
Pay Slip
A slip of paper included while paying the salary is called a Pay slip. It records the employee’s earnings,
deductions, tax etc. Or in simpler words, it is a basic reference document for information and transparency on
the monthly financials between employee and employer.
Salary Sheet
Salary sheet is a record of salary details of all employees in an organisation.
Bank Statement
Bank statement is a summary of transactions that occurred over a period of time pertaining to an account.
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Salary Certificate
Salary certificate shows the salary details of an employee. It is issued by an employer to an employee. In most of
the cases, a salary sheet is issued to facilitate the employees in getting loans from banks or other financial
institutions.
Employee ID card
Employee ID card is a proof that states the bearer is an employee of a certain company. Employee ID card
contains the details of Employee name, DOB, Employer Logo & Contact details etc. It can be used to provide as a
photo identity proof for Mobile connections or in opening bank accounts etc.
Interest Calculation
Many companies have a practice of giving Salary advance to its employees and some organisations even offer
loans to employees on rules that they have defined. Considering the loan / advance amount given, interest is
calculated on these amounts given to employees. Various methods have been adopted in the industry for
calculating the interest.
Some levy simple interest, while some levy compound interest. Some organisations collect the interest during
the final recovery and some have very clear definitions. Loan / Advance will be divided into equal monthly
installment at the time of loan sanction process itself. It is important to note that, if the rate of interest recovery
on bigger amounts is less than State Bank of India’s rate of interest, then the difference is considered as the
perquisite to employee and the income tax is payable on such amounts.
Types of Attendance
Generally, employee’s attendance can be of 2 types.
Daily Attendance: This type of attendance is for the employees who are working on Daily basis.
Hourly Attendance: This type of attendance can be for employees who are working on an hourly basis.
Company Holidays
Considering the statutory requirement, there are certain holidays which are to be given for employees. However,
most of the companies usually would volunteer to give a holiday on Foundation day or Founder’s day. While
some companies declare it as a holiday and some companies make it as a non-working day by conducting
celebrations like, cultural activities and prize distributions etc. Again, it all depends on the company’s policy.
Weekly Holidays
Weekly holiday is the weekly off provided for employees. Organisations usually do consider Sunday is a weekly
holiday. For some corporate organisations, MNCs etc., who follow 5 days’ week method, Saturday & Sunday are
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considered as weekly off. For some companies who hire employees on a shift basis, rotating weekly holidays are
provided.
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Compensation & Benefits Planning is about forecasting the compensation requirements of an organization and
then taking measures to reduce the total compensation cost incurred towards paying the salaries of all
employees by the organisation. This can be done only after considering the various factors that can impact the
compensation of an employee.
➢ Qualification: How qualified the employee is has an impact on the compensation being paid to them. An
employee who is more qualified or coming from a better institute is likely to be paid better.
➢ Experience: If the job demands, a more experienced person is likely to be paid better when compared to
someone with lesser experience.
➢ Job Description: Even the role or what job they are supposed to do determines the amount of salary
being paid. For example, a person with more tasks to do will ideally have a higher salary.
➢ Skills: An employee’s salary is also determined by the skills they are bringing to the job. Somebody with
additional technical or managerial skills could expect to get better salary when compared to another
person with no such skill.
➢ Nature of work: Somebody who is supposed to work in difficult conditions should be paid more than
another person working in average or regular conditions.
➢ Designation: An employee at a higher designation is usually paid more than somebody with lower
designation.
➢ Company policy: Compensation is also determined through the policies of the organizations. A few
organizations have aggressive compensation policies and pay more than what anybody else is paying.
While, at the same time, there also are organizations with policy to pay slightly lower in comparison.
➢ Performance of organization: the organization’s performance further has an impact on how much the
organization will pay. A company performing very poorly usually would pay less when compared to the
same organization in its profitable days.
➢ Location: What location is the organization in? An organization in Bengaluru would be expected to pay
higher when compared to the same organization in a small town like Dharwad or Mysore.
➢ Cost of living [inflation]: For the same job, cities with higher inflation rates would be expected to have
higher salaries when compared to those with lesser inflation rates.
➢ Government policies: All government policies regarding the salaries of the employees must be
followed and thus affect the compensation of employees. These policies could be the statutory
compliances that all organizations must follow. There could also be state-specific policies that
organizations in that particular state should follow.
➢ Competition / market standard: Organizations must stay competitive regarding the salaries they are
paying. An IT company can’t pay 2 lac rupees when all similar IT companies are paying above 5 lac for
similar jobs.
➢ Manpower availability: Another factor affecting compensation planning is the availability of
manpower. It means if labour is readily available, companies could plan to pay lower salaries when
compared to something for which labour is hard to find. Or manpower is not easily available.
➢ Performance of individual: Finally, apart from all the stated reasons, not every employee is paid the
same as a better performing employee can always expect to be paid better than one who is not
performing.
Now, in the context of Compensation and Benefits, these given ‘factors’ are called ‘Equities’.
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A few of the equities given above are in control of the organization and are called Internal Equities.
Some equities are outside the organization and not in its control. These are termed as External Equities.
And finally, there is a factor that is in control of the individual employee i.e how he performs and is called as
Individual Equity.
Designation
Company policy
C&B planning is essentially about balancing these equities. Any C&B planning professional must balance each of
these Internal, External and Individual Equity. In other words, they must be able to justify the differences in
salaries of the employees within and outside the organization based on these equities only.
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Balancing Internal Equity
To balance the Internal Equity such as experience, skills, education, etc., two methods are used:
❏ Salary slab with step increment
❏ Salary slab with grade range
However, since it is not dynamic enough it does not aid in negotiations. Thus, it fails in competitive
environments where employees quit organizations for small differences in salary.
4. However even in grade range, a median needs to be maintained. The median in the above range could be
5,00,0000. Effort is made to provide salaries around the median to employees working in the same
designation or role and not deviate too much from it. Median manages human emotions and drives
performance.
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Balancing external equity
External equities can be balanced by getting more information from:
– William Mercer,
– Mc Kinsey,
– Hewitt Associates
• May include average salary, inflation indicators, cost of living indicators, salary averages.
• The salary surveys provide market data and the compensation planners study these to understand and
decide what organizations should pay.
• Reports by wage boards and pay commissions also provide data on what the other organisations are
currently paying based on which decisions are made.
Open-ended incentive structure allows employees to stay motivated with the earning potential sometimes going
beyond 100% target achievement. Motivated employees perform better thus enabling the organization to get
more work done through them. Example:
1 100% - 125% 2%
2 125% - 175% 3%
3 Above 175% 5%
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Objectives of Compensation Planning
Compensation planning meets the following objectives:
1. Recruit and retain
2. Increase motivation and morale
3. Reward and encourage performance
4. Balance internal, external and individual equity
5. Reduce compensation turnover
Manpower cost is one of the largest costs for many organizations especially those in the service sector. And yes,
organizations use various methods and strategies to reduce the compensation turnover. And that saving can be
used towards the expansion of the organization.
A study conducted on the compensation of employees at various levels from different industries showed the
following change in the salaries of employees in 2006 over 2005.
Entry level: - 6.45%
Junior Management: +1.02%
Mid-level: -4.44%
Senior Management: +9.01%
Looking at the above numbers, -10.89% and +10.03%, it seems that there was neither a major hike nor a
reduction in the compensation turnover. However, if we draw the organization’s structure and pay attention to
the distribution of employees throughout, it could show a different perspective.
Below diagram shows an organization structure and distribution in general. Approximately 60% employees are
found to work at the entry level positions, 25% at the Junior Management positions, 12% at Mid-level positions
and finally 3% at the Sr. Management positions.
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SM=3%
MM=12%
JM=25%
EL=60%
Thus, according to the above discussion, we find that organizations do attempt to work towards reducing the
compensation turnover for employees.
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Strategies to reduce compensation turnover
Following are a few of the strategies that organizations can use to reduce compensation turnover:
1. Outsourcing
A strategy where an organization offering a service or developing a product, gives the work to
another organization and gets the work done at a lesser manpower cost. Example: IT companies
outsource their training requirements to training companies that specialize in Learning & Development.
2. Offshoring
Organizations send out a part or whole of their work to different locations, usually where labour is
available at lower cost. Example: Many of the companies in US, UK have their call centers in India, China
as it proves to be more economical.
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6. Employee leasing
Organizations also tend to use employee leasing companies to hire employees for shorter periods of
time. However again, these employees’ payroll, etc are not managed by the hiring company thus saving
huge amounts of money.
8. Performance pay
This is another strategy where organizations put a part of the total CTC as Performance pay that is paid
only when the individual delivers a certain level of performance.
For example, an employee E has a CTC of 5lac rupees. Where 1lac is the performance pay. This 1lac is
paid only when E achieves 100% of the target, else they get only a part of the 1lac. Or even NO
PERFORMANCE PAY!
11. ESOPs
Mostly for senior management employees, ESOP [Employees Stock Options Plan] is offered as a portion
of their total compensation. These are stocks and not liquid cash. And the employee can encash these
stocks only after a certain period of time, usually three or more years.
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Thus, the company manages to retain the employee while also ensuring their performance.
Variables are paid only when certain conditions are met, mostly a certain level of performance is
achieved. This might not be possible for all employees all the time. So, adding more components under
the variable category and lesser under fixed helps the company to save manpower cost.
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