HR Module Overview#

Dashboard#

The default landing screen described above.

Payroll#

• Payroll Time Keeping – review employee time records used for payroll
• Overtime Exceptions – overtime that does not match filings or punches
• Payroll Center – process and compute salaries
• Payslip Center – review, distribute, and email employee payslips

Employees#

Employee Records (HRIS), Regularization Due, Team Management, Bank Accounts and File Drive live here.

Filings#

Employee request filings:

• Leave Filing
• Overtime Filing
• Official Business
• Certificate of Attendance
• Schedule Adjustment
• Rest Day Work Filing

Employees on an Auto Fill shift use Certificate of Attendance to record work on a holiday, since holidays are never auto-filled.

Each filing type is its own screen, and they all read the same way: a date range and status filters across the top, then one row per request showing who filed it, the dates it covers, whether it is paid, and where it stands.

Each screen's header carries an Export button next to its File … button (for example, File Leave). Export downloads the current view as an Excel file — honoring whatever date range, status, branch, and search filters are applied — with full detail beyond what's on screen: Branch, Position, Department, Reason/Remarks, Reject Reason, Approved By, Approved At, Date Filed, and Attachment, plus fields specific to the filing type — leave mode, half-day times, and compensation for Leave; OT and ND hours and the overtime category (Early, Late or Break) for Overtime; the approved time window, hours and work shift for Rest Day Work; location for Official Business and Certificate of Attendance; shift details for Schedule Adjustment.

The export downloads up to 5,000 rows, newest first; if more match the current filters, a note inside the sheet says how many rows were left out, so narrow the date range to export the rest. Exporting a filing type needs the same access as opening its page.

An approved Rest Day Work filing that carries a time window also marks the employee's timesheet: a clock-alert icon appears next to Rest Day (or the shift label, when the filing covers an Extra Day instead of a rest day) on that day whenever any punched time falls outside the approved window — open the day to see the Outside Approved Window segments in the time breakdown.

Time & Attendance#

• Time Importation – import attendance records from external sources (see the Time Importation guide)
• Raw Logs Browse – view raw attendance log entries
• Face Scan Logs – review every facial-recognition kiosk scan attempt (matched, rejected, or errored) and see why a scan resolved the way it did
• Device Management – register and manage biometric/attendance devices

Scheduling#

• Individual Scheduling – assign schedules per employee
• Team Scheduling – assign schedules to a team
• Schedule Management — create and maintain work schedules; a searchable, non-paginated list shows each schedule's Monday–Sunday shift strip, description, and total weekly hours
• Shift Management — define shift patterns; a searchable, non-paginated list shows each shift's type, description, and hours

Individual and Team Scheduling both show a week at a time as a grid — one row per employee, one column per day — so you can set or change the shift each person works on each day, then page forward to the next week.

Special Pay#

• 13th Month Pay – release accrued 13th (and optional 14th) month pay in batches from any posted cutoffs, review release history, and manage manual payout records
• Separation Pay – manage separation benefits for employees
• Disbursements – off-payroll payments such as incentives

Reports#

• Leave Balance Report
  • The remaining balance is split into Carried Over and Current Year columns beside Leaves Balance— see Carried-Over Leave Credits.
• Leave Reports
• Deduction Reports
  • One row per employee per deduction plan, with a Deduction Type column (the deduction's category-level configuration, e.g. "MP2 Savings") and a Sub Type column (the specific configuration the employee is enrolled in underneath it, e.g. "MP2") — matching how the same type/sub-type pair reads on the Deduction configuration screen. A plan on a top-level configuration with no sub-type shows that configuration as the Deduction Type and leaves Sub Type blank.
  • An MP2 Account No. column shows the employee's Pag-IBIG MP2 Savings account number when one is on file, blank otherwise. Filtering the report to an MP2 deduction and exporting with this column turned on produces a sheet you can file directly as the MP2 line of the employer's Pag-IBIG MSRF remittance, since Pag-IBIG requires MP2 to be reported separately from regular Pag-IBIG (HDMF) contributions and keyed by its own account number. The column is opt-in on the Excel export — turn it on from the export's column picker.
  • A Deducted This Period column shows what was actually deducted from the employee in the period you filter by. The plan's lifetime figures sit beside it, labelled Principal and Total Paid to Date, next to Remaining Balance.
• Allowance Reports
• Approval Applications
• 13th Month Pay — one row per employee per Year showing Basic Pay, Accrued to Date, Released, Balance, and Cutoffs Released (plus matching 14th-month columns once the 14th benefit is enabled). An Employee Status filter (Active, Resigned, or All) sits above the table and defaults to Active, so the report opens showing only currently-employed staff — the usual pay-from list for the year-end release. Resigned employees aren't removed from the system; switch the filter to Resigned or All to see them and their outstanding accrued balance. The Search Employee box only finds names among the rows the current status filter is showing, so a resigned employee won't be findable by name until you switch off Active; and Clear all resets the status filter back to Active rather than to no filter. The Excel export follows whatever status is selected on screen.

  Note: a separated employee's accrued 13th month is released through Separation Pay's final pay release, not the year-end release run — don't pay a resigned employee from this report.

  Click a row to open that employee's per-cutoff breakdown: every posted cutoff's base and accrued amount for the year, whether it's released or still in the balance, a frozen-vs-live Variance flag when a released cutoff's live accrual has since shifted, and the employee's full payment history — with an Export Excel button on the breakdown page.
• Annualization — each employee's year-to-date gross income, taxable income, annualized tax, tax withheld, and a net Settlement figure (a refund owed or a balance still payable — whichever applies) for the selected Year, computed on the same BIR annual tax table used by the Annualization configuration. It uses the same taxable-income calculation as the Alphalist Report, so the two reports tie out. When the selected year still has payroll periods left to run, a banner above the table notes that the settlement figures are a projection rather than a final amount. Click a row to open that employee's Alphalist Breakdown — the same per-employee detail page the Alphalist Report opens — for the government-contribution deductions and the BIR bracket arithmetic behind the annualized tax, neither of which is shown on this table.
• Payroll Register
• Payroll Summary
• Employee Timesheet — one worksheet per employee, optionally filtered by branch. The exported spreadsheet marks leave, absence, and holiday days directly in the Time In / Out and Shift columns, and adds a Leave column with the leave type and pay treatment (e.g. Vacation Leave (With Pay)) plus a per-cutoff leave-day total — see Exporting to Excel on the Time Keeping page for the exact labels.

The reports share a common layout: pick a cutoff period at the top, narrow the result by branch, department, or employee, then read the table — with a totals row across the bottom and an Export button for the spreadsheet version.

Government & Compliance#

• SSS Contributions
• PhilHealth Contributions
• Pag-IBIG Contributions
• Tax Withholding
  • These four contribution reports are normally filled in automatically when a payroll cutoff is posted. If you open one for a cutoff that's already Posted and it comes up empty, a Generate Report button appears on the empty screen. Click it and the report data for that cutoff is calculated from the posted payroll's figures — one click fills in all four reports (SSS, PhilHealth, Pag-IBIG, and Tax Withholding) for that cutoff, so you don't need to click it again on the other three pages. If the data turns out to already exist, you'll see a message saying so instead of the button doing anything — try adjusting the filters in that case. The button only appears for posted cutoffs and only needs the same access you already have to view the report.
• Monthly Remittance
• BIR 1603Q Fringe Benefit Tax
• Alphalist Report (1604-C) — the annual alphalist of employees, one row per employee for the selected Year. Its Export button downloads the official BIR submission workbook — Schedule 1 (Alphalist of Employees), Schedule 1 (Tax Reconciliation), and, for Minimum Wage Earners, Schedule 2 — with each employee's Reason of Separation filled in from their separation record (T, TR, R, or D) when they left partway through the year, and Substituted Filing marked Yes only when they worked for you the full Year, their annual tax due matches what was withheld exactly, and they have no previous-employer income recorded for the year (see below) — otherwise No, meaning they need to file their own BIR Form 1700. Click any row to open that employee's Alphalist Breakdown: an Employee panel (employee code, TIN, branch, BIR status code, employment period, monthly rate, employer, Year, and an MWE badge when the employee is a Minimum Wage Earner); four summary cards for Gross (Item 19), Non-Taxable (Item 38), Taxable (Item 52), and Tax Withheld (Item 26); and a Computation verified indicator listing six checks the page re-adds in your browser from the posted figures — Item 52 = Item 19 − Item 38, Item 38 sums to its lines, the 13th-month split adds up and respects the Other Benefits Pool, Item 26 = previous-employer withholding (when recorded) plus January–November plus December, and the totals tie to the posted cutoffs below. If any check doesn't reconcile, a warning banner appears above the statement and the check is flagged for review.
• Below the checks, a bar shows how Gross Compensation splits between Non-Taxable and Taxable pay (or, on the rare occasion exempt items exceed gross pay for the year, an error notice instead of the bar). The Annual Statement (BIR 1604-C / 2316) below reads in the order the figures are derived: Gross, Non-Taxable, then the 13th Month & Other Benefits Pool — with a gauge showing how much of the pool threshold is used by other allowances, how much of the 13th month pay the pool absorbed tax-free, how much of the pool is still unused, and any 13th month amount that overflowed into taxable pay — Taxable (with a chip confirming Item 52 = Item 19 − Item 38), Tax Reconciliation — the employee's Annual Tax Due is computed on the BIR annual tax table for the year, not simply assumed equal to what was withheld, so this section can show an Over-withheld tax (refund) line, a Tax still payable (under-withheld) line, or neither when the two already match — with a matching Refund, Payable, or Tax settled badge; when HR has recorded a previous employer for the year, a Previous Employer (RR 11-2018 consolidation) section shows what that record contributed — its taxable compensation joins the annual tax due, its tax withheld credits Item 26, and its 13th month and other benefits share the same Other Benefits Pool; and, only for Minimum Wage Earners, a Schedule 2 section. The Other Benefits Pool threshold used throughout is the company's configured value (see Other Benefits Pool Threshold in HR Settings), not a fixed amount. Below the statement, a Posted Payroll Cutoffs table lists one row per payroll cutoff that was posted for that employee during the year, with a totals row at the bottom that ties to the Annual Statement. An Export Excel button downloads a two-sheet workbook for that employee — Annual Statement and Per-Cutoff Detail. Going back returns you to the Alphalist list on the same Year you were viewing.
• BIR 2316 — one Certificate of Compensation Payment / Tax Withheld per employee for a selected year, built from the same figures as the Alphalist Report. Filter by Year and, optionally, search for one employee; the table shows each employee's code, name, TIN, gross compensation, total non-taxable, total taxable, and tax withheld, with a totals row across the bottom. Click PDF on a row to download that employee's certificate, or Download All Certificates in the header to get every employee in one PDF (one page each). The downloaded certificate is an exact replica of the official BIR Form No. 2316 (September 2021 ENCS) — the printed form's artwork, grid, and item numbers, with the employee's TIN, name, address, birth date, and contact number; the employer's registered details; Part III (the previous employer's identity and Items 22–23) when a previous employer is on record for the year, left blank otherwise; the Part IV-A income/tax summary and Part IV-B compensation breakdown; and a signature block filled into the official boxes — including the substituted-filing statement when the employee qualifies. Only employees with posted payroll for the selected year appear; if none is posted yet, the page shows an empty state instead of a blank certificate.
• Minimum Wage

Payroll Accounting#

• Payroll Journal – turns a posted cutoff into a journal entry and posts it to the general ledger
• Debit Notes – recharge seconded employees' salary cost to related companies

Hiring#

Recruitment pipeline:

• Dashboard – hiring overview
• Requisitions – open positions to fill
• Applicants – candidate records
• Interviews – scheduled interviews
• Offers – job offers

Payroll Setup#

Set up the rules payroll and attendance run on:

• Payroll Group
• Cut-Off Management — configure payroll period schedules (Weekly, Semi-Monthly, Monthly) and processing days; a live Projected periods panel shows the exact dates a configuration produces, and editing an existing cutoff can re-shape periods that haven't been processed by payroll yet
• Payroll Approvers
• Allowance — manage allowance types (Taxable, Non-Taxable, Non-Taxable Net, and De Minimis). For a De Minimis allowance, entering a Regional Minimum Wage auto-computes the daily tax-exempt threshold — e.g. the Daily Meal Allowance (OT/Night/Graveyard) benefit computes its threshold at 30% of the regional minimum wage per day (RR 29-2025; it was 25% under the previous rule). Two further settings refine a type's category:
  • Tax treatment (Taxable types only) — a Withhold this allowance as dropdown decides how the allowance is taxed. Regular compensation is taxed every cutoff together with basic pay; choose it for fixed allowances that are part of regular pay (post, transportation, hazard, license, director). Other benefit is counted against the ₱90,000 "13th month and other benefits" ceiling and taxed only above it; choose it for incentives and one-off bonuses paid as allowances. New Taxable types default to Regular compensation; types that existed before this setting was added stay on Other benefit until you change them. Example: an allowance set to Regular compensation adds its full per-cutoff amount straight to that cutoff's taxable income, the same way basic pay does; the same allowance set to Other benefit adds nothing to taxable income while the annual ceiling still has room, and only the portion that spills over the ceiling becomes taxable.
  • Contribution basis (Non-Taxable, Paid After Deductions types only) — tick Include in SSS basis, Include in PhilHealth basis or Include in Pag-IBIG basis to count the allowance as compensation for that agency while it stays out of gross pay and taxable income. SSS and PhilHealth add it on payroll groups whose basis is Gross Pay (Basic Pay and Basic Salary groups ignore every allowance); Pag-IBIG adds it to the monthly rate the bracket is looked up on, and an employee-level custom Pag-IBIG amount still takes precedence. Example: a family allowance with only the SSS and Pag-IBIG boxes ticked adds its per-cutoff amount on top of gross pay when computing the SSS basis and its monthly equivalent to the rate Pag-IBIG uses, while the PhilHealth basis, gross pay, and taxable income are unaffected — the allowance itself is still paid out after deductions either way.
  • Absence reduction (on the add and edit allowance pages) — controls how monthly absence affects the allowance. Tick Exempt from absence reduction and the allowance ignores the bands and any pro-rating by absence, so ordinary absence never reduces it; it still stops when the month's absence reaches Stops at absence of (%) (default 100, a full-month leave or suspension). Absence is measured against chooses the denominator: Employee's own scheduled working days (the default, recommended — a compressed-workweek employee is judged against their own schedule) or Company working days in the month. The Absence bands table maps a range of monthly absence to the share of the allowance paid; each row has From (%), To (%) and Pays (%), with Add band, Remove and Reset to default. The suggested default is 0–49.9% pays 100%, 50–99.9% pays 50%, and 100% pays nothing. Bands must cover 0% to 100% with no gap and no overlap, each starting 0.1% above the previous one; a set that breaks this is flagged as you edit and refused on save. The bands apply to plans whose Computation Mode is Banded by Absence (see Managing Allowances). Example: with the default bands, an employee absent for 3 of 20 scheduled days (15%) in the month receives the full allowance, while one absent 10 of 20 days (50%) receives half of it.
  The panel beside the category picker explains the effect of your choice: for a Taxable type it adds a Withholding row (Withheld at source, or Pooled under the ceiling); for a Non-Taxable, Paid After Deductions type its Contribution basis row lists which agencies are included. Compare all categories now lists Taxable twice — Taxable · Regular compensation and Taxable · Other benefit — so both treatments sit side by side with every other category. The type list also shows a badge (Withheld at source, Other benefit, SSS basis, PhilHealth basis, Pag-IBIG basis) so the treatment is visible at a glance.
• Deduction — manage employee deduction plans; LOAN-type deductions (HDMF/SSS loans) have an Active Plans, Completed Plans, and Inactive Plans tab
• Dispatch Treatment
• Annualization
• Fringe Benefit — fringe benefit tax setup

Statutory Tables#

• Tax Table
• SSS
• Philhealth
• Pagibig

HR Setup#

• Holidays
• Service Incentive Leaves — set up leave types and plans; monthly accrual credits stack on top of the annual renewal grant, and a Run renewals now action lets you process today's accruals/renewals immediately instead of waiting for the daily job
• Approval Configuration
• Employee Tags — tag and filter employees
• Settings — company-wide HR settings (Time Tracker, overtime/timekeeping rules, payroll thresholds, email notifications)