Features of labour and payroll at Thanh Nam., JSC
Thanh Nam., JSC actives in construction field as a subcontractor The company provides mostly construction services for a wide range of construction projects like mixed-used commercial projects, residential projects and education projects Due to the features of construction industry as well as each kind of building projects, the workforce of the company is required high standards of age, health, gender, technical level and experience As a result, Thanh Nam., JSC owns a ad-hoc labour force which comprises two types of objects: direct workers and indirect workers The direct workers often serve with short-term contracts (under one year) Hence, they do not contribute for the social insurance, health insurance, unemployment insurance They are bricklayers, masons, welders, plumbers etc who incline to work as manual employees at the construction site completely In accordance with the features of this group, the criteria for the recruitment depend on significant factors such as whether the candidates are of working age (at least 18 years of age according to Labor Code 2019), whether they meet the health requirement for the job, whether they are male or female, and whether they are skilled workers Therefore, the direct labor are young mostly and in rude health Additionally, they are not required to own any professional certificate but they should have practical experience The indirect workers as management officers, quantity surveyors, quality controllors etc who work under long-term contracts so they have responsibility to participate in the social insurance, health insurance, unemployment insurance totally Furthermore, unlike direct labour, office staffs need to have specialized knowledge so they mostly graduated from related college or university They direct the implementation of a plan and manage the direct workers to ensure that the projects are performed as expected Accordingly, the office staffs can work at the company’s office or at the construction site with the direct employees.
For the new employees, the firm plans training programmes which are combined with a two month probationary period The seniors train for the new workers and the professional train for the new staff as well as officers to follow the set procedure very precisely Especially, the new entrant who works in the business as an apprentice are trained and evaluated carefully by the experts as the managers After the training period, individuals completing the scheme successfully would officially sign the labor contract
Due to the unique features of the construction labor, the number of labor force at the company in the period from 2019 to 2021 is also interested and shown as below:
Table 1.1: Group of workforce at Thanh Nam., JSC
It is noticeable that the number of human resource at Thanh Nam., JSC over the years has changed significantly For the indirect labour, there were some slight variation in the number because they signed the long-term contracts and that means they are required a high commitment to the business (motivation, loyalty and job satisfaction) In general, the quantity of indirect staffs had increased slightly by 3 individuals over 3 years from 2019 to 2021 However, the number of direct workers is very numerous and continuously fluctuates from year to year or evenly in a year For instance, there was a considerable decrease in the quantity of direct employees from 329 workers in 2019 to 426 workers in 2021 The major reason for this decline is that the Covid-19 situation in 2020 was tured seriously with the dramatical increase in the number of cases and the business was under orders to put a stop to all construction projects Therefore, all direct employees operating at construction sites stopped their work for a long time Until 2021, the situation returned to normal leading the return of work so the number of direct labor boost substantially 2
In addition, the number of direct labor is more volatile than indirect labor In fact, the fluctuation is influenced by the unique characteristics of construction field A construction project does not provide a stable job over the years for direct labor due to its “one-off nature” Consequently, the direct labour engaged in construction area is seasonal and migratory employed on a piece-rate basis They are essentially dedicated to farming during a certain period or climatic conditions in a year During the rest of the year, they are engaged as construction labor for intermittent short durations They do not reflect their contribution in construction as an occupation Accordingly, the degree of commitment they have to the profession is not really extensive and they have little loyalty and motivation to enhance the necessary knowledge and skill of the chosen trade
Due to the marked differences between the two kinds of labour, Thanh Nam., JSC has human resource management (HRM) to developing and maintaining an effective labour force which matches the business’s requirements Unlike the indirect staffs, the direct employees need to be managed in a strict and systematic way to avoid a shortage of human resources as well as to ensure cost-effectiveness Human resource department and construction department coordinates perfectly for the management of the direct workforce
As a subcontractor, the company has a wide range of construction contracts as well as projects at the same time to expand the business Hence, setting up reasonable plans for rotation of the direct employees is very crucial because the managers need to take full advantage of this numerous workforce.
The form of payment for salaries and wages applied at Thanh Nam., JSC
Features of organization of labour and payroll at Thanh Nam., JSC
e To instruct and lead the related units in strictly accordance with the regulation of labor, salary, income ® In order to fulfill the management strategy of the enterprise and the other legal requirements, the firm shall consider modifying, supplementing, amending the regulations throughout the implementation phase
Divisions Responsibility ® To allocate labor reasonably so that workers may do their assigned duties with the maximum level of efficiency, gradually grow up salaries as well as incomes, maintain and advance employees’ skills, and provide the best outcomes for enterprises e Employees are reviewed and ranked on a monthly basis in line with the company's assessment methodology, which ensures the rights of employees and motivates them to complete their responsibilities successfully Director
As the legal representative of Thanh Nam JSC, the Director holds the utmost responsibility for adhering to legal requirements Furthermore, the Director is vested with the highest level of accountability for all business operations, bearing the duty to optimize economic outcomes.
The HR department plays a crucial role in the employee lifecycle, managing recruitment, allocation, assessment, and performance evaluations They oversee the compensation strategy and system, ensuring that employees receive fair and equitable pay Additionally, the HR department provides payroll support by submitting necessary records to the accounting division for accurate salary calculations and payments.
Consult the general director and the vice directors responsible for finance for the executives the accompanying areas: accounting, finance, repayment of financial contract, arranging, coordinating accounting activities all through the organization; Directly carry out monetary systems, strategies, bookkeeping, measurements and overseeing expenses of the firm; Collect supporting records from different offices for bookkeeping; Prepare budget summaries, tax report correctly to mirror the 15 performance; Analysis of financial position, liabilities, etc of the firm and report to general director
In general, the human resources division rapidly and promptly updates information about the company on the well-known Vietnamese job search websites and official corporate communication channels In a meeting with management, the manager will offers a recommendation if a department need more personnel The decision is approved by the director and forwarded to the admin & HR division after the request has been accepted The human resources department has a detailed strategy for hiring, including how long it will take, what is the criteria for the vacancy, and who will be in charge of it, etc The HR department will utilize some popular methods to discover potential individuals such as posting the recruitment, looking for available resumes on recruitment websites, using a brokerage firm to hunt for work, etc which depends on the nature of the job and the standards of the employee for each position The responsible individual will receive and select the applications after that The director will receive the qualifying documents, and HR staffs will get in touch with the applicants by email or phone number to schedule an interviews with the director, the head of HR and the head of department After the process of the recruitment, the organization will offer vocational training and probation to the qualified candidates with at least 85% of the full salary If the task is completed within three months, the employee will continue working and sign the official labor contract with the company director following the probation The human resources department will be in charge of receiving, storing, and managing the employees’ records
Because of two different types of laborforce at Thanh Nam., JSC, there are some special differences between the indirect labor and the direct labor as below ® For indirect labor:
- Work as management officers, quantity surveyors, quality controllors, etc
- Participate in the social insurance, health insurance, unemployment insurance, insurance for occupational accidents
- Bachelor of economics/bachelor of social/engineering is recruited requiring high professional skills, with experience is an advantage ® For direct labor:
- Work as bricklayers, masons, welders, plumbers etc, who incline to work as manual employees at the construction site completely
- Must be at least 18 years of age according to Labor Code 2019
- Not required to own any professional certificate but they should have practical experience
The General Director decides the number of teams, individuals, and the level of reward or discipline depending on the suggestion of the head of department
The General Director submits the adjustment of the minimum remuneration level to the Board of Directors for consideration
Building and approving plans for payment to employee
Before issuing a formal announcement, the General Director must approve the draft salaries and wages plan, estimates, budget which are given by the Human Resources Department Based on the timesheet and the company's payroll policies, the HR department computes salaries and wages on a monthly basis
The General Director submits the adjustment of the minimum remuneration level to the Board of Directors for consideration
With additional allowances: The Office must examine and propose to the General Director for decision whether to enhance allowances for the jobs depending on the volume and special nature of business.
CURRENT SITUATION OF ACCOUNTING PROCEDURES
Accounting for payroll at Thanh Nam., JSC csssssssssessesssesssssssssens 18 1 Accounting documenifs . c2: 212221211211 22121 1551221551 10215 12811251 re 18 2 Methods applied for payroll ealculation c2 22222221222 xsexeerres 38 PP ca
In compliance with Circular 133/2016/TT-BTC issued by the Military of Finance, the enterprise are complying a list of accounting vouchers related to accounting for payroll and payroll deductions as seen as below:
Every employee must have a labor contract outlining terms, benefits, and remuneration For accurate salary/wage payments, the timesheet (Form No.0la— LDTL) records actual working days and is verified by a designated individual The company has tailored payroll sheets to suit different workforce types - one for office staff and a modified Form No.02 — LDTL for construction workers.
Each payroll sheet in each month shall be prepared 2 or 3 copies but written on paper once
The payroll sheet must be gathered into books with clearly number of books as well as payment vouchers It is noticeable that the sheet must be numbered sequentially in the accounting period Before money is distributed, each payroll sheet must be filled out perfectly, properly stated, and checked by the chief accountant
Summary of payroll is establish by the accounting department at the end of the year to report to the director.
Bonus payment sheet is used on the public holiday such as New Year, Independence Day, etc This sheet is included with the BOD's award decision
- Pursuant to the Labor Code No 10/2012/QH2013 passed by the National Assembly of the Socialist Republic of Vietnam on June 18, 2012;
- Pursuant to the Government's Decree No 44/2013/ND-CP dated May
10, 2013 detailing and guiding the implementation of a number of articles of the Labor Code on labor contracts;
- Based on the needs and agreement of the two parties;
Today, date month , 2021, at Thanh Nam., JSC, we include:
Address TRADING JOINT STOCK COMPANY
Phone Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh
Cong ward, Hoang Mai district, Hanoi, Vietnam Business registration number
Legal Representative Mr To Van Phi Nationality: Vietnamese Position (Title) Director
(Here in after referred to as “Company” or “Employer’”)
Party B Mr./Ms Nationality: Vietnamese
(Here in after referred to as “Company” or “Employee’’)
The two parties agree to sign this Labor Contract (“Contract”) and abide by the following terms:
Article 1; Term and Contract Work
Article 3: Benefits, Rights and Obligations of employees
Article 4 Rights and obligations of the Employer
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
Form ẹo.01a - LĐTL (Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Fmance)
TIMESHEET Table 2.11: Timesheet of office staffs
N Full Name Title worki | Workin | Signa CONSTRUCTION AND Circular ° W| T Fr | Sa Ss M|ỊT|W T Fr ng g Index ture DEVELOPMENT 13320167 T-RBIC ejh), 1 on | us) en]? | days TRADING JSC dated n | us n 1S Address: Number 5, alley August 26"
————— [De om 7 112/15/38 Dinh Cong Thuong, son 6 of the
1 | Tô Văn Phi or x |x| xix ix x x | x | x x ` Dinh Cong ward, Hoang Mai Ministry of om Chef district, Hanoi, Vietnam Fine : ¿ | LêTh Acco |x| x |x| x |x x} x] xl xx] 2 22 Department: Office
Hang untant Form No.11 - LĐTL
3| Ds Hu P99 tom fx] x |x |x | x x|x|x|x|x| 26 22 PAYROLL SHEET
1 Long _ eer r a mm : ¡ | Nguyen Engin 1 s| Salary i | inc
2 Chính xị|ị x|x|x x x | x | x x | x 26 13 Salary s| deduction | 1 | om
3 Thủy Qs x|x |x|x|x x|x |x|x|x 27 11 * BLY Eel Er i T x
Dương (| |*|Ƒ* 8| |c ef etal | a ci] fo pasfeaa ltt) | fs
(Sign, Name) (Name, Seal) ` | ; ya
Earni ary uranc | ductio mes e o ° D 475 |2 | $2 1655 | 2 | arse | 8 | | ara | #Ê | szno 22,08
3 ns Hàng | me | 49 Họ | Aseou Chief | 4720, | 2 |7| sàn 7 5 10.404 680 bap 16,48 , ạ | 490 ° : |7; lại | 9 : 472 | 49658 | 11,000 7 000 ; 3 : s | S418 15/73 oe ans, |2| rogoa | | agas | 28 | | az | ao6ss | roo | 7 | 28 | ase
3) Se" | stm 5 Hoy 400 6 | 7 , 680 om 0 |g 317 Ỷ ằ 2 | al ° 04 7 \ 000 +8 0 |! 7 la n3
Lé ye | or | are, fo | 4 oase, | 1 | usar | 2 | ® | 472 | 4968 | 15,400 14,81
‘yt Than M 4oo | 6 | 423 7 ‘soo | 999 | ¿ oo 0 đ 2 4 |? | ứ 1 000 ° 6450 ,
1 ch m Bì ney 475 ye |2 |} 423 ais, | 1 | lap | 2 | | vn | 0.00 l 3 | 9 472 | 4968 | 11,000 | sos, | 24, | sas i ` ` ` ý
3 Th Duo uy s 400 ‘ 7) 0 “340 100 0 ly 740 * 2 | al ° 9 7 \ 000 5 153 h m
Total amount of money (in words):
: Payroll sheet of office staffs
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
(Issued under Circular - L: Holiday not to work
133/2016/TT-BTC dated August - N: Stop working
26", 2016 of the Ministry of - Blank: Non-working day
Finance) Table 2.4: Timesheet of workers at
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance,
- : : : Signa o Full name Title ing Price Earning ture days §
2 Nhu amen er me | va | 320,000 00
Total amount of money (in words):
(Sign, Name) Accountant (Name, Seal)
Table 2.12: Payroll sheet of workers at SOJO
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC - 0: Absent
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam - 1⁄2: Half
Division: Construction - L: Holiday not to work
Project: VINCITY OCEAN PARK B03 - N: Stop working
Detail: Plastering and finishing - Blank: Non-working day
Table 2.6: Timesheet of workers at
Form ẹo.01a - LĐTL (Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance) VINCITY
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance,
: : : Total Signa ° Full name Title ing Price
Total amount of money (in words):
(Sign, Name) Accountant (Name, Seal)
Table 2.7: Payroll sheet of workers at VINCITY
THANH NAM INVESTMENT Address: Number 5,
DEVELOPMENT TRADING JSC Cong Thuong, Dinh
Cong ward, Hoang Mai district, Hanoi, Vietnam
Plastering and 2016 finishing of the
Minist Form No.01a — ry of
Table 2.8: Timesheet of workers at PHUC DONG
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance)
: : : Total Signa ° Full name Title ing Price
Total amount of money (in words):
(Sign, Name) Accountant (Name, Seal)
Table 2.9: Payroll sheet of workers at PHUC DONG
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC -x: Full
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam - 0: Absent
Project: DOI RONG - L: Holiday not to work
Detail: Plastering and finishing - N: Stop working
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance) Table 2.10: Ti heet of workers at
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance)
Total Signa ° Full name Title ing Price
Total amount of money (in words):
(Sign, Name) Accountant (Name, Seal)
Table 2.11: Payroll sheet of workers at DOI RONG
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC -x: Full
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam - 0: Absent
Project: FLC - L: Holiday not to work
Detail: Plastering and finishing - N: Stop working
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance) Table 2.12: Ti heet of workers at
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance)
: : : Total Signa ° Full name Title ing Price
Total amount of money (in words):
(Sign, Name) Accountant (Name, Seal)
Table 2.13: Payroll sheet of workers at FLC
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
Form ẹo.01a - LĐTL (Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance)
- Blank: Non-working day Table 2.14: Timesheet of workers at
Address: Number 5, alley under 112/15/38 Dinh Cong Thuong, Circular Dinh Cong ward, Hoang Mai 133/2016/T district, Hanoi, Vietnam T-BIC
Detail: Plastering and Ministry of finishing Finance)
Ww Si or Total | gn
Earni | at name | tle | ng e ngs ur da e ys 1) Bui Thi | W | 26 | 320, | 8,320,
(Sign, Name) (Sign, Name) (Name, Seal)
Table 2.15: Payroll sheet of workers at GIAP BAT
THANH NAM INVESTMENT CONSTRUCTION AND
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
(Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the
BONUS PAYMENT SHEET FOR NEW YEAR
Full | Tid | ve | #8 atur name e | mone y e
› Ou Đề ST | 5,000, mee | Me | 000
6| Tran inee Long - T 000 Nguyên | Eng
Nouvé s| Thi ty | os | 5° i Thuy | QS | poo Duong
Total amount of money (in words):
(Sign, Name) (Sign, Name) (Name, Seal)
Table 2.12.13: Bonus payment sheet for New Year
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
Form No.05 — TT (Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Fmance)
Dear: Board of Director of Thanh Nam., JSC
Full name of the person requesting: Nguyen Thuy Duong
Content billing: Payment salary for workers at Giap Bat Geleximco in
Account name: Cash on hand
Amount in words: one hundred and forty three million and forty thousand Dong
Preparer (Sign, Name) (Sign, Name)
CONSTRUCTION AND (issued DEVELOPMENT under f ircular
Address: Number 5, alley TBTC 112/15/38 Dinh Cong Thuong, dated Dinh Cong ward, Hoang Mai Aucust 26" district, Hanoi, Vietnam 016 of the Division: Accounting Ministry of department Finance)
ADVANCE PAYMENT REQUEST Date: September 31, 2021
No: 208 Dear: Board of Director of Thanh Nam., JSC
My name: To Van Giang Address: Construction department Subject: Application for advance the amount of salary in October Form of payment: Cash Account number: 334 Account name: 111
Amount in words: Five million Dong
Preparer (Sign, Name) (Sign, Name)
2.1.2 Methods applied for payroll calculation a) Piece-based salary
The mode of payroll method is applied for the workers who work directly at construction sites as following formular:
Salary in a month = Contract daily wage x Number of working days per month Therefore, the actual wage of a worker are computed with the following components: ¢ Contract daily wage: would be fixed on the labor contract ® Number of working days per month: is calculated from the monthly worker timesheet There is no fixed working days or standard workdays per month for piece-based salary payment because of the time quality of each project ® Number of days off with unpaid or paid wage
* Overtime: The direct employees often work overtime on Sunday with a double wage compared with a normal day
For instance, Mr Bui Van Ha, as an employee of the firm, working at the Sojo Hotel construction site will receive his salary in December 2021 as below
+ The daily wage is 320,000 VND fixed on the labor contract
+ The number of working days in December 2021 was 29 days in the period from 1* to 29"
+ Mr Tu worked overtime on every Sunday of the month (5", 12", 19", 26") so his overtime days was 4 days
Hence, Mr Ha received his actual salary in December as below:
The company use the time-based salary payment to compute the salary for the indirect workforce likes administrators, accountants, engineers etc
This construction firm sets up the salary formula:
Gross salary per month = Monthly basic salary level x () + Diligence bonus x
Number of Working days ¢ The basic salary level shall be higher than 7% the region-based minimum wages for enterprises located in region I which is paid to a skilled worker ¢ Working days are based on the timesheet
38 ¢ Working index which would create a salary rank is identified based on Table
12 e The diligence bonus shall depend on the business performance each year For example, Mr Dinh Tran Long worked as an engineer with his monthly gross salary in December 202 1which is calculated as seen as below:
+ He is a skilled employee as an engineer and the company 1s located in Region I (Hanot), therefore, his monthly basic salary level is
+ In December, he had worked for 26 days out of a total 27 working days + He had | day with unpaid leave
+ The diligence bonus in this month is 50,000 VND per working day
Hence, his gross salary in December is:
Gross salary per month = 4,729,400 x () + 50,000 x 26 = 12,002,457 VND Furthermore, in this month, he also received the lunch allowance which costs 28,000 VND per meal With the total of 26 working days, the company gave him 728,000 VND for the allowance of lunch
The company uses Account 334 “Payable to employees” to record the salary payable to their employees in accordance with Circular 133/2016/TT-BTC issued by the Military of Finance This account has a two-side structure showing as below:
- Salaries and wages, bonuses with the nature of salaries paid to employees
- Other salary deductions paid to the employee's salary
Credit Opening balance: Salary payable to employees
- Salaries and bonuses of a salary nature to be paid to the employee
- Insurances and other salary deductions payable to employees
Closing balance: Outstanding salaries, wages and bonuses, social insurance and other amounts payable to employees
In payroll process, there are some other accounts oppose to account number 334 to record salary expenses and salary payment: ô Account 154 “Work in progress”: Reflects labor costs for production and business activities incurred in the period and is detailed according to the location where labor costs are incurred ô Account 6422 “ General administration expenses”: Reflecting general administrative expenses of the enterprise
(employee's salary, bonus, allowances, ) incurred during the period and the transfer of administrative expenses to Account
* Account 111 “Cash on hand” and account 112 “Cash at bank” to reflect the salary paid to employees Especially, the accountants also extend these accounts into a sub-account for convivence purpose:
- Sub-account 1111 named “VND”: reflecting salary payment to employees, balance in VND of the cash fund
- Sub-account 11211 named “Cash at Sacombank”’: reflecting salary payment to employees, bank account balance in VND
Following the general regulations of the Circular 133/2016/TT-BTC, the company has an flow of the accounting documents complied with the rules The company uses General Journal as the recording methodology, which is mandated by current
Vietnamese accounting legislation and is provided by the accounting software
Transactions affecting a company's business and finances are chronologically recorded in the General Journal, using source documents as references Subsequently, accountants transfer the data from the General Journal to the General Ledger to maintain a comprehensive financial record for every transaction.
The HR department serves as the central repository for employee documentation, receiving daily timesheets from designated individuals This documentation encompasses a wide range of records, including applications for temporary leave and permanent resignation, bonus sheets, labor contracts, and more.
At month-end, the salary accountant processes payroll and records transactions in the General Journal These transactions are subsequently posted to General Ledger Account 334 and related accounts The accountant then summarizes data from Account 334 and includes it in the Trial Balance.
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
‘ssued under Circular d under Circular 133/2016/TT-BTC Form No.S19 — DNN h, dated August 26", 2016 of the Ministry of Fi lated August 26", of the Ministry of Finance,
DETAILED BOOK Account 334 — Payable to employees December 2021
Dat Document Description Accoun Arising amount Amount ate No | Date ©scripHo t Dr Cr Debit Credit
13/12 | 485 | 13/12 | Refund the salary of workers in Nov for the projects 141 | 1,699,896,306
15/12 | 138 | 15/12 | `9ly payment in Nov for Phuc Dong | 4441 workers 87,303,694
15/12 | 140 | 15/12 | S@laty payment in Nov for office staffs 11 179,333,434
1712 | 141 | 172 Salary payment in Nov for Sojo 111 528,000,000 workers
31/12 | 511 | 31/12 | Salary payable in Dec to Sojo workers 154 580,800,000
31/12 | 512 | 31/12 | Salary payable in Dec to office staffs 154 133,445,847
31/12 | 512 | 31/12 | Salary payable in Dec to office staffs 6422 52,964,392
31/12 | 513 | 31/12 | S@laty Payable in Dec to Phuc Dong workers 154 499,200,000
31/12 | sis | 31/12 | S@laty payable in Dec to Vineity workers 154 58,240,000
31/12 | 516 | 31/12 | S@laty payable in Dec to Dol Rong workers 154 153,600,000
31/12 | 518 | 31/12 | Salaty payable in Dec to Giap Bat workers 154 143,040,000
31/12 | 521 | 31/12 | Salary payable in Dec to FLC workers 154 115,200,000
31/12 | 522 | 31/12 | Bonus payable to staffs for New Year 6422 75,000,000
31/12 | 149 | 31/12 | Bonus payment to staff for New Year 1111 75,000,000
31/12 | 151 | 31/12 | Salary payment in Dec for office staffs in Dec LII 179,631,556
31/12 | 527 | 31/12 | Extract SL HI, Ulin Dec 3383 3,074,110
31/12 | 527 | 31/12 | Extract SI, HI, Ulin Dec 3384 2,766,699
31/12 | 527 | 31/12 | Extract SL HL, Ulin Dec 3385 614,822
This book has 02 pages, numbered from page number 01 to page number 02
(Sign, Seal) (Sign, Name) (Name, Seal)
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
‘ssued under Circular d under Circular 133/2016/TT-BTC h, dated August 26", 2016 of the Ministry of Fi lated August 26", of the Ministry of Finance,
Date | Document Description Transferred | Ref | Account Amount
No | Date to Ledger Debit Credit
Refund the salary of workers in Nov for 334 6
Salary payment in Nov for Phuc Dong X 334 87,303,694
15/12 | 140 | 15/12 | Salary payment in Nov for office staffs X li 179.333.434
17/12 | 141 | 17/12 | Salary payment in Nov for Sojo workers X 1m 528,000,000
31/12 | 511 | 31/12 | Salary payable in Dec to Sojo workers X 334 580,800,000 x 154 | 133,445,847
31/12 | 512 | 31/12 | Salary payable in Dec to office staffs X 6422 52.961.392 x 334 52,964,392
Salary payable in Dec to Phuc Dong x 154 | 499,200,000
31/12 | 515 | 31/12 | Salary payable in Dec to Vincity workers X 334 58,240,000
Salary payable in Dec to Doi Rong x 154 153,600,000
Salary payable in Dec to Giap Bat X 154 143,040,000
31/12 | 521 | 31/12 | Salary payable in Dec to FLC workers X 334 115.200.000
31/12 | 522 | 31/12 | Bonus payable to staffs for New Year X 334 75.000.000 x 334 75,000,000
31/12 | 149 | 31/12 | Bonus payment to staff for New Year X itl 75.000.000
Salary payment in Dec for office staffs in x 334 179,631,556
31/12 | 527 | 31/12 | Extract SI, HI, UI in Dec X 334 6,455,631
Amount carrying forward to next page 4,579,730,35 | 4,579,730,35
This book has 02 pages, numbered from page number | to page number 2
Table 2.20: General Journal (Account 334) THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam
Form No.S03b — DNN (Issued under Circular 133/2016/TT-BTC dated August 26", 2016 of the Ministry of Finance)
GENERAL LEDGER Year: 2021 Account: Payable to employees Number: 334
Date | Document Description General Journal | Account Amount
No | Date Page | Column Debit Credit
13/1 | 48 | 13/1 | Refund the salary of workers in Nov 141 1,699,896,30
15/1 | 13 | 15/1 | Salary payment in Nov for Phuc Dong nu 87,303,694
2 8 2 workers là 5 là Salary payment in Nov for office staffs 111 179,333,434
17/1 | 14 | 17/1 | Salary payment in Nov for Sojo Wil 528,000,000
2 5H 2 Salary payable in Dec to Sojo workers 154 580,800,000 la | a Salary payable in Dec to office staffs 154 133,445,847 a > a Salary payable in Dec to office staffs 6422 52,964,392
31/1 | 51 | 31/1 | Salary payable in Dec to Phuc Dong 154 499,200,000
31/1 | 51 | 31/1 | Salary payable in Dec to Vincity 154 58,240,000
31/1 | 51 | 31/1 | Salary payable in Dec to Doi Rong 154 153,600,000
31/1 | 51 | 31/1 | Salary payable in Dec to Giap Bat 154 143,040,000
2 8 2 workers a a Salary payable in Dec to FLC workers 154 115,200,000
5 WV > a Bonus payable to staffs for New Year 6422 75,000,000 a 5 a Bonus payment to staff for New Year HH 75,000,000
31/1 | 15 | 31/1 Salary payment in Dec for office staffs nu 179,631,556
2 / 4 2 / PIT deduction in Dec 3335 323,052 st | 5? SMT | extract S1, HI, UL in Dee 3383 3,074,110 st | 5? SMT | extract S1, HI, UL in Dee 3384 2,766,699
30T | 3? |3 | Extract SI, HI, Ul in Dec 3385 614,822
This book has 02 pages, numbered from page number | to page number 2
(Sign, Name) (Sign, Name) (Name, Seal)
THÁNHXẦM Table 2.16: General Ledger (Account 334)
2.2 Accounting for payroll deductions at Thanh Nam., JSC
Social insurance, health insurance, and unemployment insurance are all examples of salary deductions
The following documents are used to account salary deductions: ¢ Certificate of sick leave with benefit of social insurance;
+ Payment slip; ô Salary allocation and salary deductions table; ô Summary table of salary deductions
The staffs of the Accounting Department calculate salary deductions and make a statement of salary deductions according to the monthly salary
The deductions are made in accordance with the State regulations for December 2021 as mentioned in Table 1.8
Payroll deductions cane ằ (%) s expenses Deduct to employee’s salary (%) Total
Overall, without contributing for trade union fees, the company charged at prescribed rate of 20% of the total salary fund for its laborforce in December 2021, and the employee charged at 10.5% Particularly, for Insurance for Occupation of accidents, Thanh Nam., JSC had applied directly 0% of the total salary fund of the entire Company in December 2021 which reduced an expenditure for the company to deal with the Covid-19 pandemic
Thanh Nhan Hospital Form No.02 - C65
HB10308 (Issued under Decision No 51/2007/OD-BTC
June 22, 2007 of the Mmistry of Finance)
SICK LEAVE CERTIFICATE Book: 22 No: 38 Full name: Nguyen Thi Thuy Duong
Working place: THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JOINT STOCK COMPANY
Reason for leaving: Dengue fever
Number of leaving day: 04 days
Confirmation of Company in Charge dated 1405/2021
Actual number of days off: 04 days
Number in Social Insurance book:
1 Number of actual days off to receive social insurance
2 Accumulation from days off with the same leave mode : 0 days
3 Monthly salary paid for social insurance
5 Percentage of entitlement to social insurance : 420,000 VND
6 Amount of social insurance benefits: 04 x 420,000 x 75% = 1,260,000 VND
Social insurance agency staff In charge of the unit's social insurance
THANH NAM INVESTMENT CONSTRUCTION AND DEVELOPMENT TRADING JSC Form No.02 — TT
Address: Number 5, alley 112/15/38 Dinh Cong Thuong, Dinh Cong ward, Hoang Mai district, Hanoi, Vietnam (Issued under Circular 133/2016/TT-BTC dated August
26", 2016 of the Miistry of Finance)
Name of Receiver: Nguyen Thi Thuy Duong
Content billing: Social insurance payment in May 2021
Amount in words: One thousand two hundred and sixty thousand Dong
Director Chief Accountant Cashier Receiver
(Name, Seal) (Sign, Name) (Sign, Name) (Sign, Name)
Received full amount (text): One thousand two hundred and sixty thousand Dong
+ Foreign exchange rafes (gold, gems): -.- c2 s22 + Exchanged money: - c2 2n n2 (Outbound copies must be stamped)
CONG TY CP DT XD VA PT TM THA!
Hành chính Thị Thùy Dương
Kỹ sư xây dựng Đỗ Quang Huy
Kỹ sư xây dựng Vũ Chung Tuyên
Kỹ sư xây dựng Dinh Trin Long
Kỹ sư xây dựng Nguyễn Chính Thắng
BANG TRICH DONG BAO HIEM
Hà Nội ngày 3l Tháng !2 Năm 2021 Người lập
2.2.2 Accounts used ô Account 338 — “Other payables”: keep track of how money from social insurance, health insurance, and unemployment insurance
The account is broken down into the following 3 sub-accounts:
Account 3383 "Social insurance": reflects the situation of deduction and payment of social insurance at the unit
Account 3384 "Health insurance": reflects the deduction and payment of health insurance as prescribed
Account 3385 "Unemployment insurance": Reflecting the situation of deduction and payment of unemployment insurance at the unit Structure of account number 338 is described as below:
Opening balance: Payable to the insurance agency
- Social insurance, health - Social insurance, health insurance and unemployment insurance, insurance for insurance are paid by both occupation of accidents and employees and employer unemployment insurance are
- Other paid amount deducted into production and business expense or from employee’s salary
- Social insurances paid by the Social insurance Agency
Closing balance: Payable to the insurance agency ô Sub-account 11211 named “Cash at Sacombank” by the company’s accountants to reflect the salary deductions payments for the employees
2.2.3 Accounting for procedures for payroll deductions
IMPROVEMENT OF ACCOUNTING PROCEDURES FOR
Assessing the current accounting procedures for payroll and payroll
The firm has adopted a centralized accounting organization that is generally in line with its production and operational features This type of accounting organization not only facilitates task inspection and management, but it also guarantees the attention of chief accountant and the director's instruction promptly The division of labor, job specialization for accountants, and financial management are all supported by the concentration in accounting since timely and precise accounting data is gathered
The business now uses general journal accounting for its accounting records Due to the straightforward, straightforward to compare, and accessible form of booking for assignment, this form has the benefit of being simple to record
The company's accounting system adheres to the Ministry of Finance's guidelines and state regulations, ensuring accurate and truthful accounting data Detailed accounting books, voucher registers, ledgers, and reports are all reconciled to guarantee consistency All accounting vouchers are meticulously collected and stored, adhering to regulations and maintaining their validity The company utilizes a time-based salary payment system for office and administrative staff, while production employees receive piece-based compensation This approach aligns well with the company's objectives, motivating employees to perform diligently, assume responsibility, and enhance their abilities.
In accounting work, the company has constantly improved its accounting apparatus The accounting apparatus is organized deeply, the team of accountants are highly qualified and have high working experience, mastering and applying the accounting regime according to the general regulations of the Ministry of Finance
Accounting software has been used in the company’s accounting activity This software can calculate salary for employees based on the data entered To keep track of accounting records, Thanh Nam., JSC has chosen 3tsoft software This software's modules are linked and related to make accounting simple, regular, accurate, and quick When a command is issued, the pre-installed program will promptly execute and allow you to produce any accounting books or reports that you require However, a problem always exists in two ways, besides the strengths that encourage the accounting work and the salary deductions in the company still have shortcomings that need more appropriate attention to continue to be improved The organization of the Company's accounting system is relatively independent Accounting staff with professional qualifications and enthusiasm for the job The process of recording books and accounting documents always complies with the current accounting regime, besides, it is also applied appropriately and flexibly into the reality of the Company
The accounting work of salary and salary deductions is done accurately and promptly from which we can see the creative ability in the labor and salary management work of the accounting system This ensures the interests of employees, on the other hand helps with the monitoring and inspection of the superior agencies
Furthermore, in order to encourage personnel to consistently showcase their talents, Thanh Nam., JSC offers extremely reasonable incentives to those who accomplish exceptional labor productivity and production ingenuity In addition, specific regulations for the bonus system for key national holidays will be developed For the working time, the Company has applied the working regime in accordance with the State regulations, the number of working days in a month is 26 - 27 days and one working day is seven hours for office staff For employees directly involved in construction sites with overtime work in accordance with the State's regulations The application, which complies with State requirements, demonstrates that the firm constantly protects and prioritizes the interests of its employees
Employees in the company are always assured to get monthly salary on schedule, and their labor worth is always guaranteed This not only builds trust between employees and employer, but it also demonstrates how well the company’s business is operating
Payments for Social Insurance, Health Insurance, and Unemployment Insurance have been brought back to the relevant accounts, making the recording documents more explicit and making it easier for accountants to maintain track
3.1.2 Weaknesses ô The accounting system of Thanh Nam., JSC is currently in compliance with Circular 133/2016/TT-BTC which is just suitable for the small and medium enterprises as the company is As a result, in the future, if the company was increasingly grown and developed in expanding the projects in the construction field and in enhance the number of employees, Circular 133/2016/TT-BTC would not suitable for the accounting system Then the company must exchange to Circular 200/2014/TT-BTC to fit with the size of business That costs time and money to convert, and can cause confusion and omissions for accountants in the begining of the period ¢ The work of the Company is more and more developed, if only four accountants manage and keep track of all jobs such as timekeeping, salary work, it will make the accountants under pressure lead to confusion in the job implementation As a result, several aspects of the accounting work are still temporary and do not accurately reflect the accounting tasks requirements This inadequacy is shown in the case of Ms Le Thi Hang when she was both chief accountant, general accountant and finance director
* The payroll sheet of construction department does not detail who works at the construction site or the office Therefore, the accountant will manually classify to record the entry of the salary expenditure of the office staff, which is recorded in account 154 “Work in progress” and account 6422 “General administration expenses”
* The company has the lunch allowance for the office staffs and it does not detail on the payroll sheet as an income Hence, the employees do not have an overall view of their salary and wage ô The company has not establish trade union for its employees, so it had some problems related disputes between employees and employers over labor discipline
Direct and indirect staff compensation practices can impact employee performance and accuracy Indirect staff paid based on time may lack motivation, while direct construction workers' wages can be delayed due to project progress discrepancies Additionally, coordination between accounting and construction departments is crucial for timely voucher submission and efficient payroll processing For remote projects, document delivery delays can hinder accounting procedures.
3.2 Suggestions to complete accounting procedures for payroll and payroll deductions at Thanh Nam., JSC
3.2.1 Management of payroll and payroll deductions ô The form of salary payment:
- Time-based payment: If the company has no strict labor time management policy, the efficiency of labor will be generally affected Therefore, the company needs to have strict management measures for its staffs (using fingerprint attendence machine) and attach specail importance to engineers because this group has significantly influence on the rate of progress of constructions projects (organize a parties after finishing every construction project)
- Overtime of Piece-based payment: Currently, the company just has the overtime full-day policy with the direct workers Therefore the intensity of work may be too hard for the older group and that means they could not ensure the progress greatly The firm should give an overtime-shift suggestion such as a half of day as an overtime shift
As mentioned above, the company has not establish trade union for its employees and meet some problems related disputes between employees and 68
THAN employers over labor discipline The company should quickly institute trade union as well as pay trade union fees to gain the benefits from the trade union organisation