Qvian Suite
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Payroll & Compensation

Process payroll with configurable components, automatic accounting entries, and hospitality-specific features like tip distribution.

Overview

The Payroll module handles end-to-end compensation processing. It pulls data from attendance (overtime hours), leave (unpaid days), and shift assignments (multi-BU hours) to calculate accurate pay. Every completed payroll run creates double-entry journal entries in the accounting system — no manual bookkeeping required.

Pay Components

Define the building blocks of employee compensation. Each component maps to a specific accounting code for automated journal entries.

Earnings

Base salary, hourly wages, and other primary compensation. Maps to account 6010 (Salaries & Wages).

Allowances

Housing, transport, meal, and other allowances. Maps to account 6012 (Allowance Expense).

Deductions

Income tax, social security, loan repayments, insurance. Maps to liability accounts (2310-2330).

Employer Costs

Employer pension contributions, social security employer portion. Maps to account 6013 (Employer Contributions).

Percentage-Based Components

Components can be fixed amounts or percentage-based (e.g., income tax as a percentage of gross pay). The percentage base is configurable per component.

Salary Structures

Create reusable salary structure templates that bundle multiple pay components together. Assign structures to employee groups for consistent compensation packages.

  • Component templates - Pre-configure which components and amounts apply
  • Pay frequency - Weekly, bi-weekly, semi-monthly, or monthly
  • Default structures - Mark one structure as default for new employees
  • Override amounts - Override default component amounts per structure

Payroll Run Workflow

Process payroll through a structured multi-step workflow with built-in review and approval gates.

1. Draft

Create a new payroll run for a pay period. Select the business unit and date range.

2. Calculate

System calculates gross pay, deductions, overtime, unpaid leave adjustments, and net pay for each employee.

3. Review

Review itemized breakdown for each employee. Verify calculations, check for anomalies, and make adjustments.

4. Approve

Authorized manager approves the payroll run. Records the approver for audit trail.

5. Process & Complete

Mark as processed when payments are disbursed. System creates the accounting journal entry automatically.

Payroll Reference Numbers

Each payroll run gets an auto-generated reference (PAY-2026-03-001) for easy identification and audit tracking.

Accounting Integration

When a payroll run is completed, the system automatically creates a double-entry journal entry with the following structure:

Payroll Journal Entry

DR 6010 Salaries & Wages ........... (base pay)

DR 6011 Overtime Expense ........... (overtime)

DR 6012 Allowance Expense .......... (allowances)

DR 6013 Employer Contributions ..... (employer costs)

  CR 2310 Income Tax Payable ......... (tax withheld)

  CR 2320 Social Security Payable .... (social security)

  CR 2330 Other Deductions ........... (other deductions)

  CR 2300 Payroll Liabilities ........ (net pay)

Multi-BU Cost Splitting

When an employee works across multiple business units (based on shift assignments), payroll costs are automatically split proportionally and create inter-BU settlement records.

Overtime Calculation

Overtime is automatically calculated from attendance records with configurable thresholds:

  • Daily threshold - Hours beyond 8 per day count as daily overtime
  • Weekly threshold - Hours beyond 40 per week count as weekly overtime
  • Rate multipliers - Configurable overtime rate (e.g., 1.5x, 2x)
  • Automatic feed - Overtime minutes from attendance records are pulled into payroll calculations

Tip Distribution

Manage tip pools and distribute tips fairly across your team with multiple distribution methods.

  • Equal split - Divide tips equally among all eligible employees
  • Hours worked - Distribute proportionally based on hours worked
  • Role weighted - Assign different weights by role (e.g., servers vs. kitchen staff)
  • Seniority based - Factor in employee tenure
  • Custom - Manual allocation for special cases

Tip Pools

Tip pools are tracked per business unit per date. Total collected tips are recorded, then distributed to individual employees based on the selected method. Distributed amounts feed directly into payroll.