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ROSI HRM — Payroll & Personal Income Tax

Software that completes the organisation's whole monthly pay cycle — from staff records and payroll calculation to printing the State Treasury and bank forms, through to personal income tax and the annual settlement.

See the other eight guides

1Who it is for

  • Payroll accountants — the person who presses the calculate button each month, prints the payment sheet and prepares the Treasury and bank paperwork.
  • Tax accountants — tracking tax codes and dependants, calculating tax quarterly and settling it annually.
  • HR and personnel officers — keeping staff records, entering promotion decisions, watching who is due for a grade rise.
  • The chief accountant — reading, checking and signing the printed forms.
  • System administrators — creating accounts, granting rights, editing reference lists and general settings.

2How to open it

  1. Type in the address, enter your Username and Password, press Sign in.
  2. If your account is granted two or more functions, the Choose a system screen appears. Press the Payroll card or the Personal income tax card.
  3. If you have only one function, the software goes straight in without that screen.
  4. If you are already signed in on the fee software, just press the Payroll card — no need to type the password again.
  5. The first screen is the Dashboard (headed Operations centre). Press the logo at the top of the menu at any time to come back here.

The foot of the menu always holds five buttons: Switch function · System administration · Account · Guide · Sign out.

3Everyday tasks

Creating a record for a new member of staff

  1. Go to Personnel → Civil servants & employees.
  2. Press Add staff (the dark blue button in the top bar).
  3. Fill in the Basic information block: Full name (required), Staff code, Date of birth, Department, Position, ID card number, Tax code, Social insurance number, Bank account, Bank name.
  4. Fill in the Employment & pay block: Staff category (required), Start date, Status, Pay scale, Pay grade. Contract staff also have a Contract basic pay and a Contract supplementary pay box.
  5. Press Add staff to save.
Four boxes decide whether the pay comes out right: Staff category, Pay scale, Pay grade, Bank account. The software fills in the staff code itself with the right prefix: CC0xx for civil servants, NV0xx for contract staff, numbered continuously across the whole organisation.
When someone leaves: press Mark as left in the Actions column, or open the record and change Status to Left with an end date. Do not delete the record — deleting it also loses the pay already made in earlier months, and tax has already been settled on those months.

Entering changes during the month (grade rises, allowances, dependants)

  1. In the staff list, press the person's name to open their record.
  2. The record opens read-only — press Edit in the top bar before you can type.
  3. Scroll down to the four blocks below the record, each with its own Add button:
  4. Press Save changes.
  5. To see who is coming up for a grade rise: menu Personnel → Due for grade rise, and adjust the Notify … months ahead box (6 by default).
The "Deduction applies from month" box is the most important field on a dependant record — one month wrong means the tax is wrong for the whole period. When a dependant's entitlement ends, fill in the "Until month" box; do not delete the row.
After adding a dependant there is nothing else to press. The next time you open the Calculate tax for a period screen, the software recalculates by itself.

Pay rise — enter the Scale, Grade, Effective from, Decision number, Signing date, First month paid.

Allowance — Allowance type, Calculation method, Amount or Coefficient, From date, Decision number.

Dependant — Full name, Relationship, Tax code, Deduction applies from month, Until month.

Service history — kept for the record only; it does not affect any money.

Creating a pay period and calculating the payroll

  1. Go to Employment income → 1.1 Payroll. The list of pay periods appears immediately; nothing to press.
  2. Press Add new (the dark blue button), or press the reminder banner Continue with the payroll for MM/YYYY above the table.
  3. The creation screen asks only two things: Pay period (month) — already set to the next month in sequence — and Note (optional).
  4. Check the read-only table below: it lists everyone who will be in the period, split into three groups with subtotals. Nothing is entered here; it is only to check the headcount.
  5. Press Calculate payroll for MM/YYYY in the top bar.
  6. If the "Pay period parameters have changed" dialog appears: tick nothing and press Keep as before to calculate as last period; or tick the boxes and press Apply the selected new rates to use a new base salary or allowance coefficient.
  7. The dialog "Payroll calculated for MM/YYYY — N people" opens with a table of warnings. When you have read it, press View payroll.
There is only one button to press in the whole month. The payment sheet, Form 20, the bank listing and the statistics are all built once the period is calculated — your job there is to read, check, then print or download.
If the accountant already has the C02 Excel file, take the other route: press Import input data (the green-outlined button beside Add new), choose the .xlsx file, press Read file, read the Check before writing block carefully, and only then press Write into the system.

Reading the change warnings and copying the explanation

  1. The warning table appears in two places: in the dialog immediately after calculating, and at the bottom of the pay period screen (scroll past the table).
  2. Read the first line: which month, compared with which month, the headcount, the payroll total and the difference.
  3. Look at the six groups of changes — only groups with rows appear: pay coefficient changes · position allowance changes · base salary changes · people new in this period · people no longer in this period · due for a grade rise with no decision recorded.
  4. In the Explanation (for the Treasury) column, press the small copy button to the left of a sentence to copy it word for word into your submission.
  5. If a sentence reads "— No decision recorded in the software", find the paper decision, enter it into the record (task 2), then recalculate the period.
  6. If a yellow banner says "New rates applied this period", press Create a back-pay round to pay the difference for months already paid at the old rate.
In a month when nobody changed anything there is no warning block — that is correct, not missing data. Supplementary rounds deliberately have no such table either.

Viewing a period's payroll and correcting mistakes

  1. From the list of pay periods press View on that period's row. Or press the heading "PAYROLL for month MM year YYYY ▾" and pick a cell in the grid of 12 months (a month with a gold border already has a payroll).
  2. Read the Form C02 — basic pay table: it is split into three blocks each with its own subtotal (Civil servants · Decree 111 contracts · Other contracts), and the row numbers run 1 … N straight through the sheet.
  3. Press Supplementary pay in the bottom bar to show the supplementary income table; press again (the button now reads Hide supplementary pay) to put it away.
  4. Press View individual payslips to see each person in detail. Press View details at the end of a row to open a drawer with four blocks: Income · Insurance (employee's share) · Net pay this period · Personal deductions.
  5. If a figure is wrong, fix it at source and recalculate — the payroll on screen is read-only. Correct the staff record (tasks 1 and 2) and recalculate the period, or use the Import input data screen.
The software has no payroll approval step. There is no button to move a period to Approved or Paid. A calculated period always stays in the Calculated state. If something is wrong, fix it and recalculate; there is no approval to seek again.
Net pay = gross pay − insurance. The pay period does not deduct personal income tax; tax is calculated separately in the Personal income tax module.

Printing and exporting the payment sheet

  1. On the pay period screen, press Print payroll to print it as it is. With the supplementary table open, the button becomes Print payroll + supplementary and prints both, one sheet each.
  2. Press Export to Excel for a three-sheet Excel file: basic pay · supplementary pay · consolidated transfer listing.
  3. For the official 29-column form, go to the Treasury & Bank menu, choose the pay period at the top, open the Payroll group and take the row Payment sheet (full version).
  4. Each form row there has at most two buttons: Preview (opens the printable version on screen) and Download Excel.
  5. In the browser's print dialog, turn off Headers and footers so the printout carries no date, web address or page number. For a PDF, choose the printer Save as PDF or Microsoft Print to PDF.

Preparing the payment paperwork: Treasury or bank

  1. Go to Treasury & Bank, open the Payment through the Treasury group and choose Form 20 — payment list for the Treasury.
  2. Press Preview to read it on screen, or Download Excel… for the file.
  3. The "Form 20 — withdrawal slip details" dialog asks three things: Withdrawal slip number, Slip date, Withdrawn from account. You can leave them blank and still download; the software leaves the spaces for you to fill in by hand.
  4. There is a shorter route: open the withdrawal slip itself in the Budget withdrawal menu and press Print → Attachments to this slip → Form 20 — the slip number, date and pay period fill themselves in.
  5. In the bottom bar of the pay period screen, the Send to bank group has two buttons ready: Payment order — civil servants and Payment order — contract staff.
  6. Each form has its own Print and Export to Excel buttons; the accompanying transfer listing sits in the same block.
  7. Check the total on the two listing sheets against the payroll total before taking them anywhere — the two figures must be equal.
The listing is split by insurance group, not by employment status: one sheet for the group deducted 9.5% (civil servants, who pay no unemployment insurance), one for the group deducted 10.5% (contract staff under Decree 111).

Take one of the two routes, not both.

Treasury route:

Bank route:

Passing a period's figures into the tax table

  1. Open the pay period. This cannot be done from the list screen.
  2. Look at the right-hand end of the bottom bar: there are two small groups labelled Basic pay and Supplementary, each with one button.
  3. A yellow button reading "PIT" means not yet passed over — this amount is absent from the tax table. Press it to include it.
  4. A green button reading "Passed to PIT" means already passed over. Press it to take it back out of the tax table.
  5. Confirm in the dialog that appears.
  6. For other income, press the button on the Other income → Benefits screen, in each row's Other income → PIT column.
  7. A supplementary round is a period of its own, so its own PIT button must be pressed too.
The tax table does not fetch figures by itself. It contains only the amounts the accountant has pressed this button for. Pressing it by mistake is harmless — nothing is lost, it only decides whether that amount is in the tax table.
In the list of pay periods, the In the PIT table column shows two marks, Basic and Supplementary (green with a tick means passed over). That column is read-only and cannot be pressed.

Calculating quarterly tax and seeing "why this figure"

  1. Go to Personal income tax → Calculate tax for a period. The table calculates as soon as the screen opens; no button to press.
  2. Choose the Year, then the Period: Q1 (Jan–Mar) · Q2 (Apr–Jun) · Q3 (Jul–Sep) · Q4 (Oct–Dec) · Whole year (settlement). Change either box and the table recalculates.
  3. Look at the "Months with data: …" card — a missing month tells you at once which month has not had its PIT button pressed.
  4. Press any amount (those with a dotted underline) to open the "Why this figure?" box.
  5. Press the + at the start of a row to see that person's step-by-step working: ① taxable income, ② the progressive tax bands applied, then three monthly detail tables.
  6. Scroll to the bottom of the table and read the three group subtotals before the GRAND TOTAL. The People outside the organisation block sits separately below and is not mixed into the main table.
A row whose income is below the taxable threshold cannot be expanded with + — that is correct.

Settling tax for the whole year

  1. Check everyone's tax code in the staff records.
  2. Check the dependants: fill in Until month for any whose entitlement has ended, and check Deduction applies from month for any newly declared.
  3. Go to the Payroll module, open the list of pay periods and look at the In the PIT table column — all 12 periods must have been passed over, for both sources.
  4. Check the Other income lists have been passed over too.
  5. Back on Calculate tax for a period, choose Period = Whole year (settlement). Check the Months with data card — all 12 must be there.
  6. Read the Balance column: positive (red) = more to pay, negative (green) = refund due, zero means the provisional payments were exactly right. The Provisional tax column is now labelled Tax already paid.
  7. Go to Personnel → Dependants, choose the Year and press Export Form 05-3/BK-QTT-TNCN for the file that goes with the settlement papers.
In the annual settlement, the personal deduction counts a full 12 months, regardless of how many months of that year had a payroll. Dependant deductions follow exactly the periods declared.
A settlement figure that differs from the sum of the provisional tax is normal, not an error: provisional tax is worked out month by month and added up, while the settlement applies the progressive bands to all 12 months together.

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4Tips and common problems

  • The tax table is completely empty. Almost always because the PIT button was never pressed on the pay period, not because the software is broken. The software even prints the way out inside the empty box. Go to the pay period screen, press the yellow PIT button and come back.
  • A month is missing from the tax period. Look at the "Months with data" card: any month not listed has not been passed over. Open that month's pay period and press the button.
  • You cannot find a button. The button bar at the foot of the pay period screen holds more than a dozen buttons, so it wraps onto a second line on a narrow screen. Look at both lines, and at both the top and bottom bars.
  • A table runs off the side and the text is tiny. Any table wider than the screen is shrunk automatically to fit (down to 50%) — the screen is not broken. Zoom in with Ctrl and +, or use that screen's Export to Excel button.
  • The printout includes the menu, or the date and web address. Use the screen's own Print button rather than Ctrl+P — it already hides the menu. Then turn off Headers and footers in the browser's print dialog.
  • Copying an explanation reports "The browser will not allow automatic copying". Select the sentence and copy it by hand with Ctrl+C.
  • A pay period says "LOCKED — view only". The Edit and Delete period buttons are switched off, and a C02 import is refused by the server. Ask an administrator to unlock it.

5Frequently asked questions

I finished the payroll and then found I had entered one person's coefficient wrongly. Do I need anyone to approve a correction?

No. The software has no payroll approval step. Correct that person's record and recalculate the period, and the figures come out right. There is also no button to move a period to "Approved" — a calculated period always stays in the Calculated state.

Why is no personal income tax deducted on the payslip?

That is correct. The pay period does not deduct personal income tax — net pay = gross pay minus insurance. Tax is worked out separately by month, quarter and year in the Personal income tax module, after you press the button that passes the figures over.

Why does a civil servant's unemployment insurance box print "—" rather than 0?

Because civil servants are not liable for unemployment insurance, so only 9.5% is deducted. The dash reads as not liable; leaving it blank would easily be misread as not yet calculated. A Decree 111 contract employee sitting in the same office still has the full 10.5% deducted.

A member of staff's dependant entitlement has ended — can I delete the row?

Do not delete it. Fill in the "Until month" box. Deleting it also removes the deduction for earlier months, and tax has already been calculated on those months — the annual settlement would come out wrong.

The annual settlement differs from the sum of the 12 months' provisional tax. Is the software wrong?

No. Provisional tax is worked out month by month and added up, while the settlement applies the progressive bands to the whole year at once. When monthly income varies, the two figures differ — that is how progressive taxation works. That difference is exactly what the Balance column shows.

I have the Personal income tax right but cannot see "Civil servants & employees" to correct a tax code.

That screen is guarded by the Personnel right, which is separate from the tax right. Ask someone with the Personnel right to correct it, or ask an administrator to grant it to you.