A salary certificate is one of those documents people usually need in a hurry—when applying for a bank loan, home loan, visa, credit card, or rental agreement. Many employees assume their monthly payslip is enough, but banks and embassies often ask for a formal salary certificate instead.
The difference is important.
A payslip shows one month’s salary.
A salary certificate confirms your designation, employment status, tenure, and annual income, usually on official letterhead or with a digital signature.
In 2026, most HRMS platforms allow employees to generate or request salary certificates online, but the exact location differs depending on whether you work for the Central Government, State Government, Railways, or a private company.
This guide explains how to generate a salary certificate in HRMS, step by step, and what to do if the option is not visible.
What Is a Salary Certificate in HRMS?
A salary certificate typically includes:
- Employee name and ID
- Designation and department
- Date of joining
- Current basic pay and allowances
- Annual salary / CTC
- Employer’s name and seal
- Digital signature or official authentication
It is treated as a formal income verification document, unlike payslips which are transactional.
1. Central Government Employees – e-HRMS 2.0
In e-HRMS 2.0, salary certificates are generated from the payroll data already verified by the system.
Step-by-Step Process
Step 1: Log In
- Go to ehrms.gov.in
- Log in using e-Parichay (NIC / Gov email + OTP)
Step 2: Navigate to Salary Certificate
Go to:
- Employee Services
- Payroll
- Salary Certificate
(Some departments label this as Income Certificate or Pay Certificate.)
Step 3: Select Purpose (If Asked)
You may be asked to choose:
- Bank Loan
- Visa
- General Purpose
This does not change salary figures, only the certificate format.
Step 4: Generate & Download
- Click Generate
- A digitally signed PDF is created
- Download and save it
If Salary Certificate option is not visible
Download:
- Annual Salary Statement
- Consolidated Pay Statement (Financial Year)
Most banks accept this as a valid salary certificate.
2. State Government Employees – Manav Sampada / IFMS
Many state HRMS portals do not label it directly as “Salary Certificate.”
Common Path
1. Log in to your State HRMS (Manav Sampada / IFMS)
2. Go to:
- Payroll Management
- Salary Slip / Salary Reports
3. Select:
- Annual Salary Statement
- Pay Certificate
- Income Statement
Choose the financial year, not a single month.
In several states, this annual statement is the official salary certificate accepted by banks and courts.
3. Railway Employees – IPAS / RESS
Railway salary certificates are generated through IPAS, accessed via HRMS or the RESS app.
Steps
1. Log in to RESS (Railway Employee Self Service)
2. Go to:
- Documents
- Salary Certificate / Pay Certificate
3. Download the PDF
Important
If you are transferring, the system generates an LPC (Last Pay Certificate), which serves as the official salary certificate for pay continuity.
4. Private Sector HRMS (Keka, greytHR, Darwinbox)
Private HRMS platforms handle salary certificates slightly differently.
greytHR
Go to:
- Salary
- Payslips
- CTC Payslip / Annual Statement
Or open Document Center → Certificates
Keka
Go to:
- Me
- Documents
If not available:
- Use Request Document
- Select Salary Certificate
- HR issues it digitally
Darwinbox
● Check:
- My Documents
- Letters & Certificates
Some companies require HR approval before release
Private companies usually issue salary certificates on request, not automatically.
Salary Slip vs Salary Certificate (Quick Comparison)
| Feature | Salary Slip | Salary Certificate |
| Period | One month | Annual / current salary |
| Purpose | Payroll record | Loan, visa, legal use |
| Issuance | Automatic | On-demand |
| Format | Transactional | Formal & certified |
What If You Can’t Generate It Yourself?
This is common and not a problem.
Do one of the following:
- Raise a Document Request in HRMS
- Email HR / Payroll team
- Download Annual Salary Statement as interim proof
Most institutions accept:
- Annual pay statement
- Form 16 (if asked for income proof)
Best Practices
- Always download the latest financial year certificate
- Check that designation and salary figures are correct
- Use official, digitally signed PDFs only
- Keep one copy saved for future use
- Do not edit or modify the document manually
Final Thoughts
HRMS has made salary certification far easier than the old paper-based system—but only if you know where to look. Whether you generate it directly or request it through HR, the record already exists in the system.
Think of the salary certificate as your official income identity, not just another PDF. Generate it calmly, verify it once, and it will serve you reliably wherever proof of income is required.
