Payroll process

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Payroll process is a process of managing employees and their payments. This incudes tracking hours worked, calculating employees' pay, withholding taxes, and delivering payments to employees.

1C:Drive supports the following payroll process steps:

Set up payroll.
Hire employees.
Record employees' hours worked.
Calculate payroll payable.
Create the employee pay list.
Record payroll payment.
Record an employee's transfer or promotion.
Record termination of employment.
View payroll reports.

Setting up payroll

To be able to do payroll:

Go to Settings > Payroll and select the Enable Payroll subsystem checkbox. Depending on your needs, do also the following:
- To be able to plan a company's headcount, select the Use headcount budget checkbox.
  With this option, 1C:Drive will help you ensure the number of hired employees does not exceed the planned headcount.
- To be able to record payroll taxes and deduct them from employees' pay, select the Use personal income tax calculation checkbox.
- To be able to track primary and secondary employment (for example, differentiate between full-time and part-time employees), select the Use secondary employment checkbox.
  With this option, 1C:Drive can help you ensure the same person has no more than one full-time employment.
Create job positions that you need to hire employees for.
See Creating positions.
Create earnings and deductions that will be applied to calculate employees' salaries.
See Creating earnings and deductions.
If you want to calculate salary automatically, specify the calculation formulas for the earnings or deductions that salary is based on. To specify a calculation formula, create calculation parameters first, then include them in the calculation formula. For details, see Calculation parameters for payroll and Creating calculation parameters.
For example, to automatically calculate salary for the days worked, you will need to create two calculation parameters indicating days worked and pay rate. For these parameters, you will need to specify the data source to automatically get the values from.
If you need to track hours worked and calculate earnings based on them, create a work schedule and specify it in the Work schedule field of a company's card.
See Creating work schedules and Creating companies.

Hiring employees

In 1C:Drive, each employee has an Employee ID for each company and job position they are hired for. When you need to record hiring of an employee, create a new employee card with a new Employee ID and a new employment contract. To learn more, see Creating employees and Creating employment contracts.

The same person can have two employment types: primary and secondary. For example, a person will work as full-time accountant and part-time accounting consultant. To record such employment:

Go to Settings > Payroll and select the Use secondary employment checkbox.
For each job position, create an employee and an employment contract. For each employee, specify the employment type: Primary or Secondary.
To track a person's employment types, 1C:Drive uses the details of an individual from the Individuals catalog. So, to track the person's primary and secondary employment, specify an individual in the employee settings.
Note. The same individual can have only one primary employment.

Recording employees' hours worked

This step is applicable if employees' earnings are based on their hours worked.

To record employees' hours worked, 1C:Drive provides the following tools:

Timesheet. Create it to record hours worked by nonproduction employees (such as office workers). In the timesheet, specify employees, their hours worked and pay codes for these hours. For details, see Creating timesheets.
Note. Only hours with the REG pay code (meaning regular working hours) can be included in automatic payroll calculations.
Work timesheet. Create it to record hours worked by production employees engaged in the production process. In the work timesheet, specify employees, work-in-progress documents including production operations, and hours the employees worked on these operations. For details, see Creating work timesheets.

Calculating payroll payable

To calculate and record amounts payable to employees for their work during a certain pay period, create a payroll document. In this document, ensure that you specify a pay period, employee's earnings and deductions, and the related calculation parameters (if any). For details, see Creating payroll documents.

Note. A payroll document can filled in automatically. This applies if the following conditions are met:

Calculation formulas are specified for the earnings and deductions that salary is based on.
All data required for the calculation formulas is recorded in 1C:Drive (for example, employees' pay rates and hours worked).

Creating employee pay list

After payroll payable is calculated, you can create a list of employees with the net amounts payable to them for the current pay period. This is an optional step of the payroll process. For example, you can perform this step if you pay employees in cash and need to provide the employees pay list to a cashier.

In addition, you can use the employees pay lists to automatically fill in documents that record salaries and other earnings paid to employees. This might save your time a lot.

Recording payroll payment

After payroll payable is calculated and you are ready to pay employees, consider the payment method you want to use:

If you pay in cash, create a cash voucher and set its Operation to Payroll. After cash is paid to employees, post the cash voucher. For details, see Creating cash vouchers
If you pay using bank accounts:
a. Create a bank payment. Set its Operation to Payroll.

You can quickly generate a bank payment based on an employee pay list.

b. Send the bank payment to your bank.

c. After you receive the bank statement from the bank, mark the bank payment as Paid and post it. This indicates that the payment has been made in fact. For details, see Creating bank payments.

After you post a cash voucher or bank payment (with the Paid checkbox selected), 1C:Drive records the payroll payment and decreases cash balance.

Recording employee's transfer or promotion

An employee can be transferred to another department, their job position or salary can be changed. In such a case, create the Transfer and promotion document to record the changes. For details, see Creating Transfer and promotion documents

Recording termination of employment

When an employee quits, create the "Termination of employment" document to record this fact. For details, see Creating Transfer and promotion documents. This is required to prevent salary calculation for the employees who no longer work for the company.

Viewing payroll reports

1C:Drive provides a variety of reports to help you monitor the payroll process. You can view the reports to monitor the list of employees, their earnings and deductions, salary payable, hours worked, identity document details, and other information. To learn more, see Payroll reports.

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