Payroll Calculation in 1C 8.3: Detailed Guide to Our Configuration – Business Automation with 1C

With 17 years of experience working with accounting automation systems, we have implemented hundreds of 1C configurations and know all the pitfalls of payroll calculation.

In this material, we share expert experience in configuring and optimizing payroll processes in 1C 8.3.

Payroll module architecture: what is important to understand from the very beginning

Key directories and their interrelations

After many years of practice, we have developed a clear approach to data structuring.

The basis of quality payroll setup is the correct architecture of directories:

The "Organizations" directory serves as a starting point. It is critically important here to correctly fill in the details for the PFR, FSS, and tax authorities. An error at this stage leads to incorrect formation of all reports.

The "Individuals" directory requires special attention to data completeness. Our experience shows: 80% of errors in reporting occur due to incomplete or incorrect personal data of employees.

The "Departments" directory directly affects cost analytics. We recommend creating a hierarchical structure that corresponds to the company’s actual document flow.

Principles of working with accruals and deductions

Over years of practice, we have confirmed: standard types of accruals cover 95% of business needs. Creating additional types is rarely required and must be thoroughly justified.

Classification of accruals by taxation is the basis for correct calculations. We always check settings in terms of:

• Income tax
• Social contributions to the PFR
• Contributions to the FSS
• Mandatory health insurance contributions

Deductions are structured by priority according to labor legislation. The system must automatically observe the sequence and limits on deduction amounts.

Accounting policy setup: details that determine the result

Calculation parameters

Our approach to configuring accounting policies has been shaped by years of trial and error.

Key points:

The method of rounding kopecks affects calculation accuracy with large volumes. We recommend arithmetic rounding to minimize discrepancies.

The methodology for calculating average earnings requires adjustment to the specifics of the company. Especially important when calculating vacation pay and business trip allowances.

Parameters for calculating personal income tax must take into account all benefits and deductions applicable in the specific organization.

Employee data registration

A critical point is maintaining the history of changes. The system must correctly process:

• Transfers between departments
• Changes in positions and salaries
• Periods of temporary incapacity for work
• Various types of leave

Step-by-step payroll calculation process: a proven algorithm

Step 1: Preparatory operations

Input of primary documents is the foundation for quality calculation. We have developed a standard checklist:

1. Orders on personnel (hiring, dismissal, transfer)
2. Timesheets
3. Sick leave certificates
4. Leave applications with vacation pay calculation
5. Documents on payroll changes

Input data control is a mandatory stage. The system must block calculation if the following are detected:

• Unclosed timesheets
• Unprocessed personnel movements
• Incorrect work periods

Step 2: Automatic calculation

The "Payroll Calculation" procedure is launched after full data preparation. Our practice shows the effectiveness of step-by-step calculation:

1. Calculation of basic accruals (salary, bonuses)
2. Calculation of compensatory payments
3. Calculation of vacation and sick pay
4. Application of deductions
5. Calculation of amounts payable/overpaid

Calculation results control includes verification of:

• Compliance of analytical totals with turnovers
• Correct application of tax benefits
• Accuracy of deductions under writs of execution

Step 3: Output documents and reports

Payroll slips are generated automatically with detail on all operations. We configure templates according to company requirements and legislation norms.

Payment statements are created with breakdowns by payment methods (cash, bank, cards). Special attention is paid to the accuracy of bank details.

Integration with banks and the Federal Tax Service: modern capabilities

Electronic document flow with banks

In recent years, we have implemented dozens of integrations with banking systems.

Key advantages:

Automatic export of payroll statements saves hours of routine work. The system generates files in the bank’s format and transmits them via secure channels.

Execution control allows tracking the status of each payment. Receiving bank statements and reconciliation occur automatically.

Return processing is configured for automatic reflection in accounting of unexecuted orders.

Interaction with regulatory authorities

Electronic reporting is the standard of modern accounting. We ensure configuration of:

• Personalized accounting in the PFR
• Information on insured persons in the FSS
• 2-NDFL certificates and 6-NDFL calculations
• Information on average headcount

Format control is critically important. The system must automatically verify compliance with current formats and block sending of incorrect files.

Typical errors and ways to prevent them

Configuration errors

Incorrect setup of accrual types is the cause of 60% of reporting problems. Errors in configuring income tax benefits are especially critical.

Incorrect department structure leads to distortion of labor cost analytics. We recommend quarterly analysis and updating the structure as needed.

Accounting policy errors affect all calculations. Special attention is required for parameters of average earnings calculation and rounding methodologies.

Operational errors

Incomplete primary documents are the source of most discrepancies. We implement procedures to control data completeness before calculation.

Violation of operation sequence can lead to incorrect calculations. The system must control the correct execution of regulated procedures.

Untimely updating of regulatory reference information is critical for the correctness of tax calculations.

Payroll module performance optimization

Index and data structure configuration

After analyzing hundreds of implementations, we identified performance bottlenecks:

Calculation register indexes must correspond to the system’s actual queries. We create additional indexes on dimensions actively used in reports.

Data archiving for closed periods significantly speeds up operation. We configure automatic transfer of data older than 3 years to archival databases.

Query optimization in reports can speed up their generation multiple times. We use modern query building methods considering DBMS features.

Monitoring and diagnostics

Registration log is configured to control performance of critical operations. Special attention is paid to mass recalculation operations.

Technology log allows identifying slow queries and optimizing them. We regularly analyze statistics and adjust settings.

Automation of routine operations

Regulated procedures

Automatic payroll calculation is configured via the task scheduler. The system can independently perform calculation at the set time provided all conditions are met.

Reporting formation is automated as much as possible. Most regulatory reports can be generated and sent without user involvement.

Deadline control is implemented through notification systems. Users receive reminders about upcoming reporting deadlines.

Integration with HR systems

Personnel data exchange is configured for synchronization with accounting systems. Changes in personnel composition are automatically reflected in the payroll system.

Integration with time tracking systems allows automatic receipt of timesheet data. Manual input and related errors are eliminated.

Conclusions and recommendations

Seventeen years of experience with 1C payroll systems have shown: implementation success depends 80% on the quality of initial setup. Savings at the design stage result in multiple costs during operation.

Key success factors:

• Thorough analysis of business processes before setup
• Complete and correct configuration of all directories
• Comprehensive testing on real data
• User training and procedure regulation
• Regular system updates and support

Our recommendations for a quick start:

• Start implementation with analysis of existing processes
• Maximize use of the system’s standard capabilities
• Plan testing for 20-30% of the project time
• Be sure to conduct a pilot calculation before industrial operation
• Organize regular training of specialists

A properly configured payroll calculation system in 1C 8.3 becomes a reliable tool that works smoothly for years and ensures compliance with all legislative requirements.

Need help configuring the 1C payroll module? Our experts with 17 years of experience are ready to solve tasks of any complexity. We guarantee quality setup and stable system operation.