You can calculate salaries for an individual employee or all employees simultaneously, using one or more calculation procedures.

Salaries are calculated by considering amounts payable and deductions. The amounts payable and deductions include salary, various funds, data for medical certificates, and vacations. The salaries are calculated using the data in the working time calculation table, salary journals, and periodic payments according to the configured algorithm or sequence of the calculation.

The sequence of the calculation procedures is set in the Calculation proceduresform. The order of calculation procedures is tracked if it affects another procedure.

You will be prompted to recalculate all dependent procedures when you change input data. To reduce calculation time, you can save only the most recent modifications by calculating the pay of only those employees for whom the input data has changed.

Calculation of calculation procedures

  1. Click Staff accounting> Payroll calculation> Procedure calculationto open the Calculation procedures stateform.

    Note Note

    The Calculation procedures stateform displays a list of calculation procedures that are specified in the Calculation proceduresform and indicates their calculation status.

  2. In the Statusfield, select the calculation status from the following options:

    • Not calculated- Indicates that the procedure has not been calculated or its results are no longer up to date. You can enter data manually when recalculating the procedure, so that all calculations for the procedure and its sub-procedures are recalculated.

    • Calculated- Indicates that the procedure has been fully calculated.

    • Exclude- Indicates that the procedure is excluded from the calculation.

    Note Note

    The Statusfield displays the current status. The status of any child procedures must change synchronously. For example, if the Advance calculation requires a previous Vacation payment calculation, and if the status of the Vacation payment calculation is Not calculated, the same status is assigned to the Advance calculation. The Modified date and timefield displays the date and time of the last payroll calculation for the corresponding procedure. The Modified Byfield shows the ID of the employee who ran the last calculation with this procedure.

  3. Click the Generaltab.

    Note Note

    The Payment periodand the Accrual datefields display the payment period and the accrual date for the current calculation procedure.

  4. Select the Accrual date - current calculation datecheck box to show the date of the current accrual calculation in the calculated payroll lines for the selected calculation procedure, if the current calculation date at the time of calculation needs to be displayed.

    Note Note

    When setting this parameter, the current date is automatically displayed in the Accrual datefield in the Pay type transactionlist. This parameter is not active for the calculation procedures Sick-lists, Vacation payment calculation, Tax calculations, or Standard deductions. In these procedures, the date of accrual is set independently of the accrual date setting in the calculation procedures.

  5. Click Calculate allto calculate all procedures with a status of Not calculated.

  6. Click Payroll linesto view the results of the calculation.

  7. Select the corresponding line, and then click Calculateto calculate the payroll for one procedure.

    Note Note

    You can create a standard query to filter the employee list, and then run the calculation for the selected procedure. When you calculate mutually dependent procedures, these procedures must be calculated sequentially.

  8. Press CTRL+S or close the form.

View employee payments and deductions

The payroll calculation results are displayed in the forms and reports corresponding to payroll types, employee accruals, and deductions.

  1. Select Staff accounting> Queries> Payments and retentionsto open the Income/retention registrationform.

    Note Note

    A list of employees is displayed in the left pane of the form.

  2. In the left pane, select an employee. Details about the employee's accruals and deductions are displayed in the right pane for the specified calculation period

    Note Note

    By default, the open calculation period is displayed in the Calculation Periodfield.

  3. Select an employee in the left pane, and then click Calculationto calculate or recalculate procedures for the employee. The data is automatically updated.

    Note Note

    Click Staff accounting> Common Forms> Employee table> Payroll> Payments and retentionsto view the employee's income or retention registration details.

Income tax refund

Payroll is calculated for an employee who has received a housing acquisition deduction from the beginning of the year in the following manner.

Employee's salary accrued for the first three months

Income tax deducted

Housing acquisition applied in the beginning of the year

Payroll calculation yields

(after employee's right to the deduction is registered)

Calculated as

20000.00 rubles

First month - 2548.00 rubles (the standard deduction of 400.00 rubles was provided)

Second month - 2600.00 rubles

Third month - 2600.00 rubles

35000 rubles

The accrued income tax for the year is 3198.00 rubles.

The deducted income tax for the year is 7748.00 rubles. Refund of tax in amount to the employee is 4550.00 rubles.

(60000.00 - 400.00 - 35000.00) x 0.13 = 3198.00 rubles.

The deducted income tax for the year is 7748.00 rubles.

The tax refund for the employee is 4550.00 rubles.

Note Note

Deductions are applied in the ascending order of the deduction code. First, the standard deductions are applied (101, 102 etc.), and then the deductions for the housing acquisition (311 and 313) are applied to the remainder of taxable income. This approach corresponds to the deductions accounting requirements defined by law.

To refund the income tax to the employee for the housing acquisition:

  • Set up the parameters of the housing acquisition deduction.

  • Register the employee's right for the housing acquisition deduction.

  • Perform the necessary payroll calculations.

  1. Click Staff accounting> Income tax> Setup> Income tax> Deduction, discount, and relief codesto open the Reliefs and deductions on off-budget fundsform.

  2. Select the Tax refundcheck box to allow tax refund, if the tax must be deducted from the beginning of the year.

    Note Note

    This check box can be edited only for deductions of Standarddeduction type. The employee's right to the deduction for the housing acquisition and the amount of this deduction are set up as appropriate rate values in the Setup general ratesform. Rate codes are set up in the Rate (value)and Rate (reference)fields.

  3. Press CTRL+S or close the form.

Recalculation with the latest data modifications

After the procedures are calculated, you can run recalculations to incorporate any new input data. This new data could include additional accruals or deductions made in the working time registration table, when calculating average earnings, vacations, and sick lists.

The employees for whom changes need to be made are listed in the Recent transactionsform. You can recalculate the procedures for these employees, without running a new payroll calculation for all company employees.

  1. Select Staff accounting> Payroll calculation> Recent transactionsto open the Recent transactionsform.

    Note Note

    You can view the list of employees for whom additional accruals or deductions have been made in the Calculation periodfield. The Procedure codeand Namefields list the code and name of the calculation procedures to be recalculated.

  2. Select a specific line, and then click Re-calculate currentto recalculate the procedures for the employee.

    Note Note

    Once the calculation is completed, the line is no longer displayed in the form.

  3. Click Re-calculate allto recalculate using all modifications.

  4. Press CTRL+S or close the form.

Payroll calculation and income tax archive recalculation for non-residents

When calculating the payroll, if the tax rate in the Non-residentfield is modified and the current calculation period is later than January, a message is displayed in the Income taxform that income tax archive for the employee must be recalculated. When calculating the tax for non-residents, the standard deductions and income discounts are not calculated, but the list of non-taxable incomes is valid for them.

  1. Click Staff accounting> Income tax> Income taxto open the Income taxform.

  2. Click Recalculation> Recalculation of the currentto recalculate the employee's income tax.

    Note Note

    If the employee's non-resident status is changed, the tax accrued for the previous months are incorrect, because incomes of the employee must be taxed at the rate for his non-resident status from the beginning of the year. Therefore, the recalculation is required.

  3. Click Recalculation> Recalculation of allto recalculate the entire employee's income.

  4. Press CTRL+S or close the form.

NDFL Data and funds calculation

To collate income and deduction payment types for NDFL, generate the basis and calculation of Single Social Tax (SST) in off-budget funds in the Data and funds calculationform. This function uses the results of the payroll calculation and processes data for all employees. Because this procedure requires data from the Withholding taxand Payments to off-budget fundsforms, this function can only be run after calculating all regular payroll procedures.

  1. Click Staff accounting> Payroll calculation> Data and funds calculationto open the Data and funds calculationform.

    Note Note

    The data and funds can only be calculated if the current calculation date is the last in the current calculation period.

  2. Click Staff accounting> Periodic> Data for income tax calculationto open the Data for income tax calculationform.

  3. In the Calculation periodfield, select the calculation period to perform a temporary recalculation.

  4. Click OKand close the form.

  5. Click Staff accounting> Periodic> Off budget funds calculationto open the Off budget funds calculationform.

  6. In the Calculation periodfield, select the calculation period to perform a temporary recalculation of off-budget funds.

  7. Click OKand close the form.

    Note Note

    These procedures are used to recalculate the accrued individual income tax and SST deductions when retrospective changes in legislation occur.

Closing the payroll period

After the payroll and taxes are calculated, and the salary journal and salary payment sheets are created and transferred to the account, the payroll period can be closed. Closing the payroll period triggers these automatic actions:

  • Calculates debts of the employer and employees, and generates payroll lines for their amount with corresponding payroll types.

  • Changes the status of the calculation procedures to Not calculated.

  • Automatically changes the calculation period to the next reporting period.

When the period is closed, it cannot be modified. Transaction amounts on the ledger, the bank, and in the cash account are frozen. All new payroll lines will automatically move to the new period.

You can use Close the salaryform to close the period when the closing date is the last day in the current calculation period. The current calculation date is automatically moved to the next date on the Calculation calendartab of the Payroll parametersform.

  1. Click Staff accounting> Payroll calculation> Close the salaryto open the Close the salaryform.

  2. Click Selectto select the query criteria. If no query criteria are specified or if the criteria are specified to include all employees, then the payroll calculation includes all employees, except those employees who have an individual current calculation period in the Employee payroll calculation parametersform.

    Note Note

    The selected employee is displayed in the Employeefield. When the salary is closed, the company's current calculation period is closed and moves to the next calculation period. All the records are removed from the Employee payroll calculation parametersform with periods equal to the new company's calculation period.

    If query criteria are specified to exclude one or more employees, the payroll calculation processes those employees individually.

    Note Note

    Closing a calculation period for separate employees can be performed on any day of the calculation period, since it must correspond to dismissals, which can occur on any day. When the salary is closed for specified employees the next calculation period is saved in the Employee payroll calculation parametersform. If the employee has a record in this form with the previous calculation period, the record is removed.

  3. Click OKto close the salary of the selected employee.

  4. Click Staff accounting> Setup> Parametersto open the Payroll parametersform.

  5. In the Calculation periodfield, change the date to the previous month to return to the closed payroll period.

    Note Note

    If no changes have been made in the newly opened period for accruals and recalculations, then you can close the period again by using the Close the salaryform. If any changes were made, run the calculation procedure again.

  6. Press CTRL+S or close the form.

See Also