Hotel Accounting guide

Import Payroll Into Your Hotel Books

Import your monthly payroll by department, post one journal with PF, ESI, PT and TDS, then pay staff and each authority with a challan.

Your salaries land in the books cleanly each month. There is no HR module: wages are calculated in your payroll software, Tally or the accountant's spreadsheet. Finance takes the output, split by department and cost centre, as one monthly journal.

Importing the file

Each employee is one row: gross, employer PF and ESI, employee PF, ESI, professional tax and salary TDS, advances recovered, other deductions and net. Safeguards:

The same file cannot be imported twice; its hash gives it away.
Once a month's payroll is posted, another cannot be posted until you reverse it.
Each row's net must equal gross minus deductions.
Recovering an advance that was never given is refused.

What gets posted

Payroll cost is debited department by department, because USALI keeps payroll inside the department. The credits go to salaries payable and to the PF, ESI, PT and TDS liabilities. If the month is fully audited the journal is dated its final day; if not, the business date. Locked months refuse it.

Paying out

Net pay to staff, in several payments when the bank file is split
Each statutory due paid to its own authority, with its challan number
Paying more than a liability is refused

Salary advances come back out of the following payroll, the earliest first. Expense claims with receipts go through payables with the employee as payee. Company cards are treated as a kind of bank account, and you import their statements the same way. The restaurant's service-charge pool is paid to staff in the same run.

When the payroll file is late

Post a department-wise accrual on the final day of the month, reversing on the 1st, so you can close on time. It is refused once the actual payroll is posted.

Other Hotel Accounting guides

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