How to pay workers at many client sites
When your workers are spread over many client sites, payroll gets messy fast. Follow this simple monthly process to keep each site clean and correct.
Set up one worker list and a rate card per site
Keep all your workers in one master list. Do not keep a separate copy of a worker for each site. For each worker, keep name, ID, Aadhaar, UAN (the worker's PF number for life), bank details, joining date and current site.
Each client pays differently. So keep a rate card (the pay rules) for each site.
| Item | Question to answer |
|---|---|
| Pay type | By the day or by the month? |
| Rate | How much for each job? |
| OT | Is OT allowed? It is paid at twice the normal rate. |
| PF and ESI | Which workers are covered? |
| Deductions | Canteen, bus or advance? |
| Bill | What service charge and GST? |
Before you add a new worker, search by name and Aadhaar. This stops the same person being added twice.
Collect attendance from each site
- Fix one date each month when every site sends attendance.
- Ask for the same Excel format from every site, if you can.
- Check each sheet: every worker listed, no missing days, no worker above the days in the month.
- Ask the site supervisor to confirm OT hours in writing.
- Do not start salary until that site's sheet is checked.
When a worker moves sites mid-month
Sometimes a worker works at Site A for 10 days, then moves to Site B. Split the month by site.
| Site | Days | Paid at |
|---|---|---|
| Site A | 10 | Site A rate |
| Site B | 16 | Site B rate |
Each site's days go into that site's salary and that site's bill. Then change the worker's current site in the master list.
Check, then pay and give payslips
Do these checks for every site before you pay:
- Number of workers paid = number of workers on the attendance sheet.
- No worker is paid at two sites for the same day.
- Every worker has a bank account number and IFSC.
- PF and ESI are worked out on the right wages.
- Totals look close to last month. Find out why if they jump.
Then make the bank salary transfer file and upload it in your bank's net banking. Pay wages before the 7th of the next month. Give every worker a wage slip on or before pay day.
Make one bill per site and keep papers apart
Make the client bill from the same month's salary. Then the bill and the wages always agree.
Keep a separate set of papers for each site, every month:
Attendance
The sheet the site sent, with OT confirmed.
Pay papers
Salary statement, payslips and wage register.
Bill
Wages, service charge and GST for that site.
This way, when a client asks a question, you open one folder and answer.
How ContractPay can help
ContractPay keeps many client sites in one login. Each site has its own rates, PF and ESI settings, payslip design and bill settings. See manpower agency payroll software.
Questions people ask
Should I keep a separate worker list for each site?
No. Keep one master list and note each worker's current site. This stops the same person being added twice.
How do I pay a worker who moved site mid-month?
Split the month. Pay the days at each site at that site's rate, and put those days in that site's bill.
When must I pay contract workers?
Under the Code on Wages, pay monthly wages before the 7th of the next month. Give a wage slip on or before pay day.
Should I make one bill for a client with two sites?
Ask your client. Many want one bill per site, so they can check each site's workers on their own.
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