Settings and Configuration

The Payroll Settings module allows administrators to configure payroll types, account codes, and signatories. This guide covers all configuration options in the system.

Accessing Settings

1. Go to Payroll > Settings
2. Select the configuration area:
   • Payroll Types
   • Payroll Items
   • Account Codes
   • Signatories

Payroll Types

Payroll Types are templates that define the structure of a payroll by grouping related payroll items.

Viewing Payroll Types

1. Go to Payroll > Settings > Payroll Types
2. View all configured payroll types
3. See name, code, and item count for each type

Payroll Type Information

Creating a Payroll Type

1. Go to Payroll > Settings > Payroll Types
2. Click Create
3. Enter the required information:

4. Save the payroll type
5. Add payroll items to the type

Adding Items to a Payroll Type

1. Open the payroll type
2. Click Add Item
3. Select a payroll item from the list
4. Set the display order
5. Repeat for all needed items
6. Save changes

Organizing Payroll Type Items

Items in a payroll type should be ordered logically:

Regular Payroll Type
├── GROSS PAY
│   ├── Basic Salary
│   ├── PERA
│   └── ACA
├── STATUTORY DEDUCTIONS
│   ├── GSIS RLIP (Employee)
│   ├── PhilHealth (Employee)
│   ├── Pag-IBIG (Employee)
│   └── Withholding Tax
├── OTHER DEDUCTIONS
│   └── Loan Deductions
└── EMPLOYER SHARE
    ├── GSIS RLIP (Employer)
    ├── GSIS ECIP
    ├── PhilHealth (Employer)
    └── Pag-IBIG (Employer)

Editing a Payroll Type

1. Click on the payroll type
2. Modify name, code, or description
3. Add or remove items
4. Reorder items by dragging
5. Save changes

Common Payroll Types

Account Codes

Account Codes map payroll items to accounting chart of accounts for financial reporting.

Viewing Account Codes

1. Go to Payroll > Settings > Account Codes
2. View all configured account codes
3. Filter by expense class

Account Code Information

Creating an Account Code

1. Go to Payroll > Settings > Account Codes
2. Click Create
3. Enter the required information:

4. Save the account code

Expense Classes

Standard Account Codes

Mapping Account Codes to Payroll Items

Account codes are assigned to payroll items to enable:

• Automated accounting entries
• Financial report generation
• Budget tracking by account
• Remittance report generation

Payroll Signatories

Signatories are the officials who sign payroll documents.

Viewing Signatories

1. Go to Payroll > Settings > Signatories
2. View all configured signatories
3. Filter by organization

Signatory Information

Creating a Signatory

1. Go to Payroll > Settings > Signatories
2. Click Create
3. Enter the required information:

4. Save the signatory

Signatory Types

Organization-Specific Signatories

Each organization can have its own set of signatories:

Main Office
├── Box A: Juan Dela Cruz, Administrative Officer
├── Box B: Maria Santos, Accountant III
├── Box C: Pedro Reyes, Budget Officer
└── Box D: Ana Garcia, Director III

Regional Office
├── Box A: Jose Ramos, Administrative Aide
├── Box B: Linda Cruz, Accountant II
└── Box D: Roberto Tan, Regional Director

Editing Signatories

1. Click on the signatory
2. Update name, position, or type
3. Save changes

Note: Update signatories when personnel changes occur to ensure accurate document signing.

Configuration Workflow

Initial Setup

Follow this sequence when setting up payroll:

1. Create Account Codes
   └── Map all required accounting codes

2. Create Payroll Items
   └── Define all earnings and deductions
   └── Assign account codes to items

3. Create Payroll Types
   └── Group items into payroll templates
   └── Order items appropriately

4. Configure Signatories
   └── Set up signatories per organization

5. Create Rosters
   └── Assign employees to groups

6. Create Employee Setups
   └── Configure individual payroll amounts

Annual Updates

At the start of each fiscal year:

Best Practices

Payroll Types

• Create separate types for different employment categories
• Include all necessary items for each category
• Order items logically (gross, deductions, employer share)
• Use consistent naming conventions

Account Codes

• Follow UACS coding standards
• Map all payroll items to appropriate codes
• Verify codes with accounting department
• Keep codes current with regulatory changes

Signatories

• Update immediately when personnel change
• Include all required signature levels
• Verify positions match official designations
• Configure for each organization as needed

General Configuration

• Document all configuration changes
• Test changes with sample payroll runs
• Coordinate with affected departments
• Maintain configuration history

Common Issues and Solutions

Issue: Payroll Type Has No Items

Possible Causes:

1. Items not yet added
2. Items removed accidentally

Solutions:

• Add payroll items to the type
• Verify items are properly configured

Issue: Account Code Not in Reports

Possible Causes:

1. Account code not assigned to item
2. Account code incorrectly configured
3. Report filter excluding code

Solutions:

• Assign account code to payroll item
• Verify account code configuration
• Check report filters

Issue: Wrong Signatory on Documents

Possible Causes:

1. Signatory not updated
2. Wrong organization selected
3. Signatory type mismatch

Solutions:

• Update signatory information
• Verify organization assignment
• Check signatory type matches document position

Issue: Cannot Delete Configuration

Possible Causes:

1. Item in use by payroll type
2. Type in use by rosters
3. Historical data exists

Solutions:

• Remove item from payroll types first
• Remove type from rosters first
• Consider disabling instead of deleting

Settings Maintenance Checklist

Monthly

• Verify signatories are current
• Check for rate update announcements

Quarterly

• Review payroll type configurations
• Verify account code mappings
• Update any regulatory changes

Annually

• Update statutory contribution rates
• Review de minimis limits
• Audit all configurations
• Archive unused items/types