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For Colleges & Universities

College Payroll Software —
One Salary Engine for Every Faculty Type

A university isn't a company. You pay tenured professors on 7th Pay Commission scales, guest lecturers by the hour, and researchers out of UGC and DST grants — all in one institution. CampusAlly is the salary engine that handles every one of them, in one run.

Book a Free Demo See Pricing →
7th Pay Commission ready Per-hour guest lecturers UGC / DST grant salaries PF · ESI · TDS challans Arrears engine

In short: CampusAlly is college payroll software — a salary engine that pays every employee type a university has, from 7th Pay Commission faculty to per-hour guest lecturers to grant-funded researchers, and files PF, ESI, TDS, Form-16 and arrears. It reads attendance and timetable data in from the rest of the college ERP, so payroll runs with almost no manual entry.

What this
page is for
7th Pay Commission scales Per-lecture visiting faculty billing Split grant funding (UGC / DST / ICMR) Sabbatical & study-leave payroll Multi-campus consolidated salary view Grant utilisation certificates Pay-revision arrears Research-fellow stipends
🔁
Attendance reads in
Faculty attendance flows from the attendance module — no re-keying into payroll.
📋
Statutory filings built in
PF, ESI, professional tax and TDS computed and packaged for monthly filing.
⏪
Arrears in one run
Retrospective pay-revision differences calculated for every affected employee.
🔬
Split grant funding
A single salary spread across university, UGC, DST and project ledgers.
📱
Self-service payslips
Payslips and Form-16 reach staff through the CampusAlly app, no office queue.
Sound familiar?

Why corporate HR tools struggle in a university

  • 📊 Guest lecturer pay typed into Excel by hand — different rates, different hours, every single month.
  • 🔬 Grant salaries split across funding sources manually — and audit submissions eat days.
  • 📅 Pay-revision arrears for hundreds of staff across many months — a spreadsheet nobody trusts.
  • 📋 Leave updates arrive by email, so Loss of Pay still comes out wrong each cycle.
  • 💼 Faculty queue at the accounts office for payslips and Form-16 — burning staff hours.

CampusAlly payroll closes every gap

  • ✓ Guest lecturer hours come straight from the timetable — pay is calculated for you.
  • ✓ Grant salaries split across funding sources, with utilisation certificates one click away.
  • ✓ The arrears engine works out every employee's differential in a single run.
  • ✓ Leave applied in the HR portal flows into payroll on its own — no email chains.
  • ✓ Staff pull their own payslips and Form-16 from their phone, whenever they want.
The complete salary engine

Every salary type, every filing — handled in one place

From tenured professor to visiting lecturer to research fellow, here's what the engine actually does.

Salary structures for every kind of staff

7th Pay Commission faculty salary calculation
Multi-role faculty salaries

One engine for every contract type on campus — permanent, visiting, ad-hoc and non-teaching.

  • Tenured faculty — 7th Pay Commission — Pay bands, academic grade pay and pay levels set up to follow UGC and AICTE norms. DA updated when the government revises rates; increments run in one action.
  • Guest & visiting lecturers — per hour — Hours taught come from the timetable module. Teach 14 hours at ₹750/hour and the engine works out ₹10,500 — no manual tracking.
  • Non-teaching staff — Overtime, night-shift allowances and ad-hoc components for administrative, support and security staff.
  • Research fellows & JRFs — UGC / DST / ICMR fellow stipends managed separately from faculty pay, linked to the grant they're funded by.
Research grant salary allocation across UGC and DST sources
Research grant salary allocation

The hardest part of payroll in any funded institution — split-funded salaries with audit-ready paperwork.

  • Split funding — Spread a researcher's salary across multiple sources (say, part university fund, part DST grant, part industry project). Each ledger updates every cycle.
  • Grant utilisation certificates — Generate the manpower-cost-per-grant reports that UGC, DST, ICMR, DBT and SERB ask for at renewal and audit.
  • Budget-expiry alerts — A heads-up before a grant's salary budget runs out, so staff can be moved to another source before a payment fails.
  • PI view — Principal Investigators see how much of their grant's salary budget is left, without waiting on a finance report.

Attendance, leave & Loss of Pay

Attendance data feeding college payroll Loss of Pay
Attendance flows straight into pay

No re-keying between attendance and payroll. What the attendance module records is what the payslip reflects.

  • Reads from the attendance module — Faculty attendance (RFID, geofenced mobile check-in, QR, or optional consent-based facial recognition) flows in. Payroll acts on it — it never decides attendance itself.
  • Loss of Pay (LOP) — Unapproved absences are converted into LOP per your leave policy before payslips are generated.
  • Leave-aware — Casual, medical, sabbatical and study leave applied in the HR portal adjust pay on their own. No email chains, no manual edits.
  • Holidays handled — Public, college and declared compulsory leave are kept out of LOP automatically.
PF ESI TDS challans and arrears for college payroll
PF, ESI, TDS & the arrears engine

Statutory work, packaged. Challans generated, TDS computed, Form-16 produced, arrears worked out at scale.

  • PF & ESI challans — Provident Fund and ESI challans generated for monthly bulk filing, with the ECR file ready for EPFO upload.
  • TDS — Computed from each employee's slab and the 80C / HRA / 80D proofs they submit through self-service.
  • Form-16 — Generated in bulk for eligible employees at year-end and available in the self-service app.
  • Arrears engine — When a pay-commission order revises scales retrospectively, the differential is calculated for every affected employee across every month in the arrears window — in one run, with a statement per employee.

Self-service & finance visibility

Faculty self-service payslip and Form-16 portal
Self-service for staff

The queue at the accounts office disappears. Staff get every payroll document from their phone, no request needed.

  • Payslips — Available as PDF the moment payroll is processed. No printing, no office visit.
  • Form-16 — Annual certificates ready to download and share with a CA at filing time.
  • Investment proofs — Staff upload 80C, HRA and 80D proofs before the deadline; finance reviews without paper.
  • Reimbursements — Conference travel, book allowance and research-expense claims route to HOD then Finance for digital approval.
  • Loan EMI tracking — Salary-advance balances and monthly EMI shown on the payslip and dashboard.
Department salary cost centre
Illustrative view — salary spend by department and funding source
Computer Science Department
Faculty · visiting · support staff
₹14.2L
✓ Within budget
DST Research Grant — AI Lab
Research fellows · project scientist
₹1.85L
⚠ Budget expiring soon
UGC SAP — Humanities
Research associates
₹96K
✓ Months remaining
Industry Project — sponsored
Project associate
₹42K
🔴 Over budget
Sample data for illustration. Live figures come from your own ledgers.
How guest lecturer pay works

Timetable hours → payment. In three steps.

No Excel at month-end. CampusAlly turns the hours a lecturer actually taught into a verifiable payment.

1
Set the rate once
Configure each guest lecturer's per-hour rate in their staff record.
2
Read the hours
The engine reads hours taught that month from the timetable module — no manual log.
3
Pay & verify
Hours × rate, TDS applied if due, and a breakdown the lecturer can check in self-service.
Guest lecturer payment — worked example
Visiting Lecturer — Electronics
March
18 hours
₹850 / hour
Payment due
₹15,300
Calculated from timetable data. No manual entry. TDS applied if the threshold is crossed.
Built for a campus, not an office

Where generic HR payroll falls short

Corporate payroll tools handle one type of employee well. A university has several at once.

Capability CampusAlly Payroll Generic corporate HR payroll
7th Pay Commission pay matrix ✓ UGC / AICTE scales built in ✗ Typically not available
Per-hour guest lecturer billing ✓ From timetable hours ✗ Manual entry
Research grant split funding ✓ Multi-source allocation ✗ Single cost centre
Grant utilisation certificates ✓ For UGC / DST / ICMR ✗ Compiled by hand
Sabbatical / study-leave payroll ✓ HR-portal integrated ✗ Manual adjustment
Retrospective arrears ✓ Bulk engine Partial / manual
Reads from college ERP (timetable, attendance, finance) ✓ Connected ✗ Standalone
Who it's for

Built for everyone who touches college pay

💼
Finance Officer / Accounts
Monthly payroll spread across spreadsheets that takes days

Attendance, leave and timetable data come in on their own. Payslips run in one action and challans come out ready to file.

🔬
Principal Investigator
Tracking grant money spent on salaries by hand

A live view of grant budget consumed, plus utilisation certificates for UGC, DST, ICMR and DBT without waiting on finance.

🏛️
Registrar / HR
Faculty constantly at the desk for payslips and Form-16

Self-service handles payslips, Form-16 and proof submissions. HR only steps in for the exceptions.

👨‍🏫
Guest / Visiting Faculty
Pay disputes every month with no transparency

Hours come from the official timetable, and the visiting lecturer can see their own payment breakdown in self-service.

🏦
CFO / Management
No single view of salary cost across campuses

Department- and campus-wise salary reports on demand, set against budget — real figures, not end-of-month summaries.

📋
Audit Team
Auditors want HR, grant and statutory proof together

A complete payroll trail — PF/ESI challan records, grant utilisation certificates and TDS sheets — all digital and searchable.

Payroll data your NAAC and UGC audits ask for

NAAC Criterion VI and statutory audits need documented payroll evidence — PF deposits, TDS filings, grant utilisation records and faculty pay scales. CampusAlly keeps that evidence ready and feeds it to the accreditation module, which compiles the AQAR and SSR.

Criterion VI evidence PF / ESI filing records TDS & Form-16 trail Grant utilisation certificates 7th Pay Commission records
See the NAAC Accreditation module →
FAQ

Questions finance officers and registrars ask

College payroll software is a salary engine that calculates pay, deductions and compliance for every employee type in a university — tenured faculty on 7th Pay Commission scales, guest and visiting lecturers paid per hour, grant-funded researchers (UGC, DST, ICMR), and non-teaching staff. It handles PF, ESI, professional tax, TDS, Form-16 and retrospective arrears. CampusAlly reads attendance and timetable data in from the rest of the college ERP so payroll runs with little manual input.
Yes. CampusAlly can be set up with 7th Pay Commission pay bands, academic grade pay matrices and pay levels following UGC and AICTE norms for central and state universities and aided colleges. Dearness Allowance can be updated when government rates change, annual increments run in one action, and pay-revision arrears are computed by the arrears engine.
CampusAlly reads the hours each guest or visiting lecturer taught that month from the timetable module and multiplies them by the per-hour rate set in the lecturer's record — so a lecturer who taught 18 hours at ₹850 per hour is paid ₹15,300, with TDS applied if the threshold is crossed. The breakdown is visible to the lecturer in the self-service portal, which removes most month-end pay disputes.
CampusAlly supports split-funded salaries. A researcher's pay can be allocated across multiple sources — for example part from the university general fund, part from a DST grant and part from an industry project — and each source's ledger updates every cycle. Grant utilisation certificates showing manpower cost per grant are generated for UGC, DST, ICMR, DBT and SERB submissions, and a budget-expiry alert warns before a grant's salary budget runs out.
Yes. CampusAlly generates Provident Fund (PF), Employee State Insurance (ESI) and professional tax challans for monthly bulk filing, including the EPFO ECR file. TDS is computed from each employee's taxable income and the 80C, HRA and 80D proofs they submit through self-service. Form-16 is generated in bulk for eligible employees at year-end.
When a pay-commission revision or government order changes scales retrospectively, CampusAlly's arrears engine calculates the difference between old and revised pay for every affected employee across every month in the arrears period, and produces an individual arrears statement for each — turning a long manual reconciliation into a single run.
Faculty attendance is read in from CampusAlly's attendance module, which records it via RFID, geofenced mobile check-in, QR or optional consent-based facial recognition. Payroll uses that data to compute Loss of Pay before payslips are generated. Leave applied in the HR portal — including sabbatical and study leave — is reflected automatically, so no email coordination is needed. Payroll never decides attendance itself; it only acts on the facts the attendance module provides.
No. CampusAlly compiles UGC-CAS and service records as facts for a faculty member's promotion application — it does not score a teacher or render an automated promotion or salary verdict. Increments, revisions and promotion outcomes remain decisions the institution makes and approves; the payroll engine then applies the approved change.
Yes. Each campus or constituent college can run its own payroll cycle with separate employee records and compliance obligations, while the CFO or Registrar sees a consolidated salary view across all of them from one dashboard.
CampusAlly is built for colleges and universities — 7th Pay Commission scales, research-grant split funding, per-hour visiting faculty, UGC/DST utilisation certificates and multi-campus payroll. SchoolDeck handles K-12 school staff salaries and is a separate product for a different institution type, so the two do not overlap.
How payroll connects to the rest of CampusAlly
Each module owns its own job — payroll only acts on the facts they feed in.
✅ Attendance Management Records faculty attendance — feeds it in for Loss of Pay. 📅 Timetable Scheduling Supplies the teaching hours used for guest-lecturer pay. 💰 Finance Management The college ledger — salaries route here as an expense. 🏆 NAAC Accreditation Compiles the AQAR/SSR — payroll feeds Criterion VI evidence. 🔬 Research Management Holds publication and grant records; payroll handles the stipends. 📱 Mobile Apps Delivers payslips and Form-16 to staff on their phone.
Ready to run a cleaner payroll?

Pay every faculty member right, on time, every month.

See CampusAlly payroll in a 30-minute demo — 7th Pay Commission setup, guest-lecturer billing, grant allocation and PF/TDS challans included. No commitment.

Book a Free Demo See Pricing →