How to keep a wage register for contract workers
A wage register is the record of what you paid each worker in a month. Your client and the labour inspector will ask for it. Here is how to keep it right.
What a wage register holds
Each row is one worker. Each column is one detail of that worker's pay for the month.
| Column | What it means |
|---|---|
| Worker name and ID | Who the worker is |
| Job or designation | The work they do, like helper or guard |
| Days worked | Days present in the month |
| Rate of wages | Pay per day or per month |
| OT hours and OT pay | Extra hours and the pay for them |
| Gross wages | Total pay before deductions |
| Deductions | PF, ESI, P.Tax, advance, canteen, bus |
| Net pay | What the worker gets in hand |
| Date paid | The day the money was paid |
Old Form XXVII and the new forms
Form XXVII is the wage register from the old Contract Labour rules. The four new labour codes came into force on 21 November 2025. The Wages (Central) Rules 2026 bring new register forms.
| Form | What it records |
|---|---|
| Form I | Employee Register |
| Form IV | Register of Wages, Overtime, Advances, Fines and Deductions |
| Form IX | Attendance Register-cum-Muster Roll |
| Form XXVII (old) | Wage register under the old Contract Labour rules |
Many clients and some offices still ask for Form XXVII. States are moving to the new forms at their own pace. Ask each client which form they want.
Each state makes its own rules. Check with your auditor or labour consultant which forms your state needs.
Paper or electronic, and how long to keep it
- You can keep the registers on paper or in electronic form.
- Keep them for 5 years.
- Keep each month in order, so you can find any month fast.
- If electronic, keep a backup copy in a second place.
One register for each client site
Keep a separate register for each client site. Do not mix workers of two clients in one register.
Your client checks the register before they pass your bill. They want to see only their own workers. A clean register per site also makes inspection easy.
Match it with payslips and the bank file
The register, the payslips and the bank salary file must show the same numbers. Check these every month before you close it.
- Total net pay in the register = total of the bank salary file.
- Each worker's net pay in the register = net pay on the payslip.
- PF and ESI in the register = the amounts in your PF and ESI files.
- Number of workers in the register = number of payslips.
- Fix any difference before you send papers to the client.
Tips for an inspection
- Keep the last 5 years of registers ready, month by month.
- Keep the bank proof of salary payments with each month.
- Keep PF and ESI challans (payment receipts) with the same month.
- Make sure worker names match their ID and bank records.
- Give the inspector only what is asked. Answer calmly and show records.
How ContractPay can help
ContractPay prints the Form XXVII wage register for each client site from the month you approve. It does not print Form IV yet. Payslips and the bank file come from the same locked figures. See wage register software.
Questions people ask
Can I keep the wage register on a computer?
Yes. You can keep the registers on paper or in electronic form. Keep them for 5 years.
Is Form XXVII still used?
Many clients and some offices still ask for Form XXVII while states move to the new forms. Ask your client and check your state rules with your labour consultant.
Do I need one register for all my clients?
It is better to keep one register for each client site. Each client sees only their own workers, and checks are easier.
What is Form IV?
Form IV is the new Register of Wages, Overtime, Advances, Fines and Deductions under the Wages (Central) Rules 2026.
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