Payroll

XBuddy Payroll automates salary calculation, deductions, and payslip generation — pulling attendance data directly from HR so your payroll run is accurate with minimal manual input.

Key Features

• Salary structure configuration with allowances and deductions
• Automated payroll calculation from HR attendance data
• Payslip generation as branded PDFs
• Social insurance and personal income tax (Vietnam-compliant)
• Bank transfer file export for batch payment processing
• Payroll history and audit trail per employee
• Integration with HR (attendance and leave data) and Accounting (salary journals)

Getting Started

1. Configure salary structures for each employee category
2. Set up deduction rules: social insurance, health insurance, personal income tax
3. Verify attendance data is complete for the pay period
4. Run the payroll calculation and review the summary
5. Generate payslips and export the bank transfer file

Workflows & Processes

Monthly Payroll Run

1. Lock attendance period — Confirm all attendance data (leave, overtime, check-ins) is finalized for the month
2. Run payroll calculation — System processes salary + allowances − deductions (BHXH, PIT, health insurance)
3. Generate payslips — PDF payslips created for each employee showing gross, deductions, net pay
4. Review variance — Finance reviews actual vs. expected payroll; flags significant outliers
5. Approve & authorize — Finance Director approves; triggers payment batch release
6. Export bank file — Generate ACH/bank transfer file for batch payment to employee accounts

Year-End Settlement & Tax Reconciliation

1. Verify YTD totals — Sum gross income, BHXH, PIT by employee
2. Calculate tax adjustment — Compare withheld PIT to annual liability; calculate refund or additional tax due
3. Prepare tax forms — Generate PIT reconciliation forms (Mẫu 01/KK, annual report) for each employee
4. Post settlement journal — Accrue any additional tax liability or refund payable in Accounting
5. Distribute tax documents — Provide signed tax documentation to employees before Jan 31 deadline

Integration Points

• HR Module — Attendance data (approved leave, check-in/check-out, overtime) auto-feeds into payroll
• Accounting Module — Salary expenses and tax withholdings post as journal entries monthly; annual tax accrual recorded
• Finance Module — Expense claims and advances deduct from salary or offset in accounting
• Self-Service Portal — Employees view payslips, tax withholding history, and year-to-date totals
• Bank accounts — Payroll export file routes to configured bank for automated employee deposits

FAQ

Q: How do I handle mid-month joins or departures?
A: Payroll automatically pro-rates salary based on days worked. Example: Employee joins on the 15th; salary = (Monthly salary / 30) × 16 days.

Q: Can I pay bonuses and commissions in separate cycles?
A: Yes. Bonus payroll runs can be processed anytime (not just monthly). System tracks bonus separately in payslips and YTD summaries.

Q: Is BHXH (Vietnamese social insurance) calculated automatically?
A: Yes. System applies the current BHXH rate (8% employee share) and calculates employer contribution (17.5%), posting both to the payslip and GL.

Q: Can employees access their payslips online?
A: Yes. Payslips are available in the Self-Service Portal 1–2 days after payroll approval. Employees can download PDFs for records.