Payroll setup

Prepare everything a payroll run needs: salary templates and structures, bonus rules, loans, adjustments, tax slabs, provident fund, employees' tax declarations, pay calendars and, if you use it, a formula-based payroll engine.

Contents: Who can use it · Menu · Salary templates · Salary structures · Bonuses · Adjustments · Loans · Tax · Provident fund · Tax declarations · Pay calendars · Payroll settings · Order · Example · FAQ

Who can use it

Staff with the payroll permissions for each item. Pay figures are also protected by field security: see Employees.

Where: HR → Payroll.

Salary structures.

The Payroll menu

Item	Purpose
Payroll runs	The monthly run. See Payroll runs and payslips
Salary structures	One pay setup per employee
Bonuses	Bonus rules (Eid, Puja and others)
Adjustments	Manual plus or minus entries
Loans	Loans and advances
Tax	Tax slabs
Provident fund	PF rules
Salary templates	Reusable formula sets
Tax declarations	Review employees' tax declarations and proofs
Pay calendars	Cut-off, pay day and part-month rules per pay group
Payroll settings	Components, slab tables, pay groups and engine settings

Salary templates

A template is a formula set. Assigning it to an employee creates their salary structure.

1. Click New template.
2. Name it, set the Standard working days, and define the parts: basic, House Rent, Medical, Conveyance, Mobile, Other.
3. Save. Mark one as Default if new employees should get it automatically.

Salary structures

A salary structure is one employee's copy of a template. Revisions take effect from a date, so history is kept.

1. Click New Salary Structure.
2. Choose the employee and Salary Template, and enter the Gross Salary (month). Allowances such as house rent, medical, conveyance, mobile and other are shown or entered.
3. Save. To raise pay later use Revise (effective-dated), set the date and click Save revision.

The list shows Template, Gross / mo and Basic. An employee with no active salary structure for the period is not paid in a run.

The same structure is on the employee's profile, in the Salary tab: the current revision with its breakdown, and the Earlier revisions below it. The tab shows to staff who can view salary structures.

Bonuses

Bonuses holds rules that you define once and attach to a run.

1. Click New bonus rule.
2. Enter a name (for example "Eid bonus"), Bonus type (Percentage or fixed), what the percentage is based on (for example Gross Salary), an optional Max limit, and the Bonus date.
3. Save. The rule is paid when a payroll run is set to Salary + festival bonus or Bonus only for that month.

Adjustments

Adjustments records every manual plus or minus applied to an employee's pay for a month, with who added it and why (for example "Attendance correction"). Click Add Adjustment.

Loans

Loans & Advances tracks money lent to staff. Installments are deducted automatically in each run.

1. Click New loan / advance.
2. Choose the employee, Loan Type (Short Term or Long Term), amount, Installment Months, Interest Rate (optional, a yearly rate) and Start Date. Interest Amount and Monthly deduction are worked out: simple interest = amount × rate × months ÷ 12, instalment = (amount + interest) ÷ months. Example: 12,000 over 6 months at 0 % is 2,000 a month; at 5 % the interest is 300 and the instalment 2,050.
3. Open a row to see Remaining.

A run deducts the instalment from the month the loan starts (never more than what is left); the repayment is booked when the run is disbursed.

Tax

Tax shows the income tax slabs (TDS) used to compute tax on projected annual taxable income. Click Create Tax Slab and enter Min Income, Max Income and Rate (%). Keep the slabs in line with the current government schedule. Rates supplied in country templates are starting points, not legal advice.

Provident fund

Provident fund defines the fund rules: Employee Rate and Employer Rate accrue monthly, with vesting. Click Create PF Settings to set them.

Tax declarations

Employees declare their tax-saving investments and exemptions for the tax year, choose a tax regime and attach proofs. They do this themselves from the Tax declaration tile in My HR (see Employee self-service). Payroll reviews them here. Regimes and categories come from your country pack.

Where: HR → Payroll → Tax declarations. You need the tax declaration permissions: list to see them, approve to decide and verify proofs.

The list shows Employee, Tax year, Regime, Declared, Verified, Status and Submitted. Filter by status with Any status.

Status	Meaning
Draft	The employee has started but not submitted
Waiting for a decision	Submitted; needs approval
Approved	Accepted. Amounts that need a proof count once the proof is verified
Rejected	Sent back to the employee
Withdrawn	The employee withdrew it to make changes

Review a declaration

1. Click Open on a row. The drawer shows Declared, Verified, Tax for the year and Tax per remaining month.
2. For each category whose proof shows Proof to check, open the file, enter the Amount to count and click Verify. To refuse it, fill in "Why is the proof rejected?" and click Reject.
3. For a declaration that is Waiting for a decision, add a Note for the employee and click Approve or Reject (rejecting needs a note). If your organization uses an approval flow for tax declarations, the drawer says "This declaration is decided in the approvals inbox" instead.

A declaration marked Late was submitted after a payroll run of that tax year was locked. It takes effect from the next run; months already paid are not reopened. If a proof is rejected after tax was already reduced, the drawer shows the amount the next run takes back.

Pay calendars

A pay calendar sets, per pay group, when inputs close, the pay day, what happens when the pay day is a day off, and how a part month is worked out.

Where: HR → Payroll → Pay calendars. You need the pay calendar permissions (create to add, update to edit or delete).

1. Click Add a calendar.
2. Enter a Name and choose the Pay group, or Everyone (default). A pay group with its own calendar uses it; everyone else uses the default. Each group can have one calendar.
3. Set Inputs close: how many days before the period ends.
4. Choose Pay day: Some days after the period ends, A day of the month, or The last day of the period, and the day number where asked.
5. Choose When the pay day is a day off (a weekly off or holiday): Pay on the working day before, Pay on the working day after, or Do not move.
6. Choose Part months are worked out in: Calendar days, Working days, or Fixed 30 days. This is how joiners, leavers and unpaid days are pro-rated.
7. Leave In use on and click Save.

The Coming pay cycles panel lists each Period with its Inputs close date and Pay date, marked Moved when the pay day was moved off a day off. Pick a pay group at the top of the panel to see its dates. Until you add a calendar, inputs close on the last day, people are paid on the last day and part months count calendar days. Delete removes a calendar at once, without asking.

The part-month setting is used by the formula engine for components marked Pro-rate by payable days (see below). Payroll settings has no separate pro-rata options.

Payroll settings (formula engine)

By default, 9bx uses a fixed standard calculation. Payroll settings lets your organization switch to configurable components if you need your own earnings, deductions and contributions. Tabs: Components, Slab tables, Pay groups, Settings.

• Components: click New component (or Start from a template for your country). Set a code, type (earning, deduction or employer contribution), how it is worked out (a fixed amount or a Formula), an optional condition ("Only when", for example tenure_months >= 12), and whether it is Taxable, Pro-rate by payable days or Show on payslip. Components applying from a date create new versions; locked runs never change.
• Slab tables: click New table to define ranges, such as income tax (yearly), with Rate % and No limit for the last row.
• Pay groups: click New pay group to pay different people differently, for example "Monthly staff". Members are chosen by hand or by a rule.
• Settings: switch the engine on, turn on Require approval (a second person approves and locks each run) and set the month the Tax year starts in.
• Simulate previews a run without saving anything.

Applying a country payroll template switches runs to Configurable components, so runs use the template's components and its income tax table. Simulate always uses the same calculation Generate will use. If no income tax is set up where the run takes it from (the template's tax component, or the slabs under Tax for the standard calculation), the run checks warn. Off-cycle earnings (commission, arrears…) are taxed at the person's marginal rate from the same tax source, unless you add a tax line yourself. Always simulate before switching engines. A template you use may show "has a newer version"; nothing changes until you apply it.

Recommended order

1. Fiscal year and designations (HRM setup).
2. Salary templates and, if used, Payroll settings.
3. Tax slabs and Provident fund.
4. A salary structure for every employee.
5. Pay calendars, if pay groups are paid on different days.
6. Bonus rules, loans and adjustments as needed.
7. Then create a run.

Example scenario

Padma Net Support makes a template "Standard staff" (basic 60 percent, house rent, medical, conveyance). Rahim gets a salary structure with gross 30,000. HR defines "Eid bonus: 50 percent of basic". Karim takes a 12-installment advance from Loans; his installment comes off each month. HR adds an adjustment of 500 for a missed overtime entry. In September, Nusrat submits her tax declaration with a savings certificate; Ayesha verifies the proof and approves it, so her tax for the remaining months goes down. HR adds a pay calendar for "Monthly staff": inputs close 3 days before month end, pay on day 5 after the period ends, moved to the working day before if that is a holiday.

Tips

• Start from a country template and review every rate.
• Use Simulate for a trial month.
• Prefer revisions to editing so past runs stay unchanged.

Troubleshooting and FAQ

An employee is missing from the run. They have no active salary structure for the period.

A bonus was not paid. The run was set to Salary only, or the bonus date is in another month.

A tax declaration was approved but tax did not change. Categories that need a proof count only after the proof is verified.

The pay date in Coming pay cycles is earlier than I set. The pay day fell on a weekly off or holiday and was moved (shown as Moved).

Formula will not save. The editor reports the character position of the error, or a loop between components (A uses B and B uses A).

Related pages

Payroll runs and payslips · Employee self-service · Employees · Attendance · Leave