Employee Records (HRIS)#

Search#

Use the search box and pick what to search by:

• First Name (default)
• Last Name
• Employee Code

Searching by First Name or Last Name will not turn up an employee whose identity is restricted from you — searching by their Employee Code still finds them.

Filters#

• Status — Active (default), Inactive, Separated, Not Yet Set
• Employment Type — No Contract, Regular, Probationary
• Branch — pick from the branch tree
• Department

Your search, sort, and filter choices here are remembered between visits — leave Employee Records for another screen and come back, and the list reopens the same way you left it. A shared or bookmarked Employee Records link that already has its own filters is shown as-is instead.

Toolbar actions#

At the top right of the list:

• Import — open the bulk employee import workflow
• Export — download an .xlsx of the employees currently shown (this button is hidden while the Status filter is "Not Yet Set")
• Add Employee — open the employee creation page

Step 1: Choose an account type#

At the top, pick one:

• Create new account — register a brand-new person and create their login at the same time.
• Link existing account — turn an account that already exists (but isn't yet an employee) into an employee. Choose the account from the Account search field.

Step 2: Employee Identification#

• Employee ID *

Step 3: Personal Information (Create new account only)#

• First Name *
• Middle Name
• Last Name *
• Email Address *
• Contact Number * (10–13 digits)

Step 4: Account Credentials (Create new account only)#

• Username * — saved with the capitalization you type, but login and uniqueness checks are case-insensitive. You cannot create Glen if glen already exists in the same company, and the employee can sign in using any capitalization of their username.
• Date of Birth * — stored on the employee's personal record. The employee sets their own password via an activation link — you don't enter one here.
• Send activation email now (checkbox) — off by default. Leave it unchecked to create the account and its activation invitation without emailing the employee yet; check it to have ANTE email the employee (at the Email Address from Step 3) their set-password link immediately.

When you save, ANTE always creates the account with its activation invitation. If you left Send activation email now unchecked, the success message confirms the employee was created without sending the activation email, and the new employee's Account Status reads Not invited — send it whenever you're ready from that employee's own record (Actions → Send Email Invite), or from Settings → User Invites. See Account Activation below.

Step 5: Role & Reporting#

• Role / Position *
• Reports To (supervisor — the choices depend on the selected role)

The role you may seat this employee in is bound by your own hierarchy level — you cannot assign a role at or above your own level, the same rule enforced on Settings → Users and Roles. A full-access user (a Super Admin) is not bound by this.

Step 6: Contract Information#

• Monthly Rate *
• Employment Status * (defaults to Regular)
• Start Date *
• End Date * — appears and is required when Employment Status is anything other than Regular
• Use custom daily rate (checkbox) — when ticked, a Custom Daily Rate field appears

Step 7: Assignment#

• Branch *
• Schedule *
• Payroll Group *

Step 8: Optional Details (Create new account only)#

A tabbed section with three tabs, all optional:

Additional Details

• Gender (Male, Female, Other)
• Civil Status (Single, Married, Widowed, Separated, Divorced)
• Address: Street Address, City, State / Province, Country, Postal Code, Zip Code

Government

• SSS Number (formatted XX-XXXXXXX-X)
• PhilHealth Number (formatted XX-XXXXXXXXX-X)
• Pag-IBIG Number (formatted XXXX-XXXX-XXXX)
• MP2 Account Number (formatted XXXX-XXXX-XXXX) — the employee's Pag-IBIG MP2 Savings account number. This is a separate, voluntary Pag-IBIG program from the regular Pag-IBIG membership above, so it has its own account number distinct from the Pag-IBIG Number and an employee can hold both.
• TIN (formatted XXX-XXX-XXX)

Bank

• Bank Name
• Bank Account Number

Save#

Click Create Employee at the bottom (the button reads Activate Employee when you arrived here to activate an existing not-yet-set account). If required fields are missing, they are highlighted and the save is blocked.

Managing Allowances#

The Allowances section lists every allowance currently assigned to the employee, with a summary of the total number of allowances and their combined monthly total. If your role has the allowance permissions, you can add, edit, and remove the employee's allowances directly from this section — you no longer have to leave Employee Records to do it. Adding, editing, and removing are each gated by their own permission, so depending on your role you may see only some of these actions (for example, edit but not remove). Without any of these permissions, the section is read-only: no Add Allowance button, and no edit or remove icons on the rows.

Adding an allowance

1. Click Add Allowance in the section header.
2. Allowance Type — search and select the allowance to assign.
3. Once a type is selected, fill in:
   • Allowance Amount
   • Payment Period — when the allowance is given: Every Period, First Period, Last Period, or Not Given
   • Effectivity Date
4. Click Add Allowance to save. The new allowance appears in the list immediately.

Editing an allowance

Click the pencil icon on an allowance row to open Edit Allowance:

• Computation Mode — Fixed, Pro-Rated Ratio, or Per Absent
• Deduction Per Absent — only shown when Computation Mode is Per Absent
• Allowance Amount
• Payment Period
• Effectivity Date

Click Save Changes to apply your edits.

Removing an allowance

Click the X icon on an allowance row, then confirm in the dialog that appears. Removing an allowance here permanently deletes that assignment — this cannot be undone.

Managing Deductions & Loans#

The Deductions & Loans section lists every regular deduction and loan currently assigned to the employee, with running totals and, for loans, a balance and progress bar. If your role has the deduction permissions, you can add, edit, and remove the employee's deductions and loans directly from this section — you no longer have to leave Employee Records to do it. Adding, editing, and removing are each gated by their own permission, so depending on your role you may see only some of these actions. Without any of these permissions, the section is read-only: no Add Deduction button, and no edit, remove, or balance icons on the rows.

Adding a deduction or loan

1. Click Add Deduction in the section header to open Add Deduction or Loan.
2. Deduction Type — search and select the deduction (or loan) to assign.
3. Once a type is selected, fill in:
   • Total Loan Amount — only shown when the selected type is a loan
   • Monthly Amortization
   • Deduction Period — Every Period, First Period, Last Period, or Not Deducted
   • Effectivity Date
4. Click Add to save. The new deduction or loan appears in the list immediately.

Editing a deduction or loan

Click the pencil icon on a row to open Edit Deduction:

• Total Loan Amount — for loans, shown read-only here; the loan principal is not edited on this dialog (use Add Balance / Pay Balance below instead)
• Monthly Amortization
• Deduction Period
• Effectivity Date

Click Save Changes to apply your edits.

Removing a deduction or loan

Click the X icon on a row, then confirm in the dialog that appears. Removing here permanently deletes that deduction or loan assignment — this cannot be undone.

Managing a loan's balance

Loan rows have two additional icons, alongside Edit and Remove:

• Add Balance — increases the loan's outstanding balance (for example, a top-up). Enter the Amount and a Remarks explaining why; both are required.
• Pay Balance — records a payment against the loan. Enter the Payment Amount (capped at the remaining balance) and Remarks; both are required. This icon is hidden once the loan's balance reaches zero.

Managing Fixed Withholding Tax#

The Fixed Withholding Tax section lets you set a flat peso amount of income tax to withhold from this employee every cutoff, instead of the amount the BIR semi-monthly table would produce — typically used for executives, expatriates, or staff with other income sources who ask for a higher withholding. It shows a summary line (the amount in force, its period, and its effective dates, or a note that the BIR table applies when no amount is set) plus a history of every setup ever recorded for the employee. If your role has the deduction configuration permissions (the same MANPOWER_CONFIGURATION_DEDUCTION_* scopes as Allowances and Deductions & Loans), you can add, edit, activate/deactivate, and remove setups directly from this section; without them the section is read-only — no Add Fixed Withholding button, and no edit, toggle, or remove icons on the rows. Viewing the section only needs the HRIS read permission.

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1. 1Add Fixed Withholding — opens the add dialog
2. 2Summary line — the amount currently in force, or a note that the BIR table applies
3. 3Status — Active, Inactive, or Ended
4. 4Edit, activate/deactivate, and remove icons for this setup

Adding a fixed withholding setup

1. Click Add Fixed Withholding in the section header.
2. Fill in:
   • Amount per Cutoff — the flat peso amount to withhold
   • Withholding Period — Every period, First period, or Last period
   • Effective From
   • Until (optional) — leave blank for open-ended
   • Remarks (optional)
3. Click Add Fixed Withholding to save.

Only one setup can be active for a given date. If the new setup's dates overlap an existing active one, the save is rejected and a checkbox appears offering to end the existing setup on the day before and create this one — check it and save again to resolve the overlap automatically, instead of having to go end or delete the old setup by hand first.

Period compatibility with the payroll group — a setup's period must be honorable under the employee's payroll group's own withholding-tax period. A group that withholds every period accepts any setup period. A group that withholds only on the First period or Last period only accepts a setup of Every period or that same single period — because a first/last-period group folds both periods' income into one table figure, so a mismatched setup would double up or skip the withholding. A mismatch is rejected when you try to save; if the payroll group's period changes later and an existing setup no longer fits, the section shows a warning banner instead, and payroll keeps the BIR table for that employee until the setup or the group is corrected.

Editing a fixed withholding setup

Click the pencil icon on a row to open Edit Fixed Withholding Tax and change the amount, period, effective dates, or remarks, then click Save Changes.

Activating or deactivating a setup

Click the play/pause icon on a row to activate or deactivate it without deleting it.

Removing a fixed withholding setup

Click the X icon on a row, then confirm in the dialog that appears. Removing here permanently deletes the setup — this cannot be undone.

How this shows on payroll — while a setup is in force it replaces only the tax line: gross taxable income and taxable income are computed and stored exactly as for a table cutoff, so the alphalist, BIR Form 2316, 1601-C, and the December annualization all keep the same basis, simply counting the fixed amounts as tax already withheld for the year. The fixed amount applies to a cutoff whose start date falls inside the setup's effective window — ending a setup mid-cutoff still covers that cutoff in full, with the table resuming from the next one. If the fixed amount would exceed the employee's net pay after every other deduction, only the available net is withheld and the cutoff is flagged for review; a cutoff with no taxable income withholds zero regardless of the setup. A declared minimum-wage earner stays exempt even with a setup on file — see Minimum Wage Compliance. On the Payroll Summary, cutoffs using a fixed amount show a Fixed chip in the Tax column, with a warning icon when the setup needs review. Changing or ending a setup does not automatically recompute cutoffs already processed under the old setup — recompute the payroll if you need the new setup reflected. Separating or re-hiring an employee does not change their fixed withholding setups.

Managing Leave Balances#

The Leave Balances section lists every leave plan currently assigned to the employee, showing their Available, Used, and Total credits. If your role has the leave permission, you can assign a plan, adjust credits, and deactivate an assignment directly from this section — you no longer have to leave Employee Records to do it. All three actions share a single permission: without it, the section is read-only — no Assign Leave button, and no adjust or deactivate icons on the rows.

Assigning a leave plan

1. Click Assign Leave in the section header to open Assign Leave Plan.
2. Leave Plan — search and select the plan to assign.
3. Once a plan is selected, fill in its credit settings:
   • Total Annual Credits
   • Monthly Accrual Credits
   • Credits Given Upfront
   • Renewal Type — read-only; set by the leave plan and applied on the same schedule to every employee assigned to it (see Service Incentive Leaves to change it).
4. Click Assign to save.

This is the same assignment used by Assign → Assign Leave in the header menu (see Assigning a Leave Plan below) — use whichever is more convenient.

Adjusting credits

Click the tune icon on a leave plan row to open Adjust Leave Credits:

• Transaction Type — Add or Deduct
• Amount
• Reason — required; every adjustment is recorded with this reason for audit purposes

The dialog previews the Current Balance and the resulting New Balance before you save.

Deactivating a leave plan assignment

Click the X icon on a leave plan row, then confirm in the dialog that appears. Deactivating removes the plan from the employee's active leave balances, but credits are retained — the assignment isn't deleted, and it can be reactivated later from Configuration.

Managing Contract History#

The Contract History section lists every employment contract ever recorded for the employee — Monthly Rate, Start Date, End Date, Status, Employment Type, and an attached Contract File if one was uploaded. Payroll always reads the employee's basic salary from these contracts, so keeping this history accurate (no duplicates, no gaps, no overlaps) is what keeps every cutoff's basic salary correct.

When the employee is Active#

• Assign (dropdown):
  • Assign Leave
  • Assign Allowance
  • Assign Deduction
  • New Contract
• Edit — open the edit form. Requires the HRIS Update permission; hidden without it.
• Actions (dropdown):
  • Send Email Invite (reads Resend Email Invite once an invitation has already gone out once) — see Sending or Resending an Activation Email below. Requires the HRIS Update permission (same as Edit); hidden without it. Also hidden once the employee's Account Status is Activated; disabled when the employee has no email address.
  • Separate — start the separation process (see below)
  • Delete — deactivate the employee account (a confirmation dialog warns that this action will deactivate the account; the employee will appear as Inactive and can be restored). Requires the HRIS Delete permission; hidden without it.

Sending or Resending an Activation Email#

From the employee's detail page, open Actions and click Send Email Invite (or Resend Email Invite, once one has already gone out) to email this employee their set-password activation link right away — the same link described in Account Activation above, freshly issued.

• It's hidden once the employee's Account Status is Activated — there's nothing left to invite them to, and the action exists to set up a first login, not to reset a working account.
• It's disabled when the employee has no email address on file, since there's nowhere to send it.
• You only see a success message when the email actually went out. If delivery fails, you see an error instead, and the Account Status stays Not invited rather than being marked as sent.

Assigning a Leave Plan#

Click Assign → Assign Leave to open the Assign Leave Plan page for that employee.

1. Select Leave Plan — search and choose the leave plan to assign.
2. Once a plan is selected, fill in its Credit Settings:
   • Total Annual Credits — total leave credits per year
   • Monthly Accrual Credits — added every month, on top of the renewal grant (leave 0 for none). This accrues every month regardless of the plan's Renewal Type — it is not limited to plans renewing monthly, and it stacks with whatever the plan's annual renewal grants.
   • Credits Given Upfront — credits given immediately upon assignment
   • Renewal Type — read-only, showing when the plan's annual credits renew (Hiring Anniversary, Start of Year, Monthly, or Custom Date). The renewal schedule — including the custom renewal date, when applicable — belongs to the leave plan and applies to every employee assigned to it; it is no longer set or edited per employee here. To change it, edit the leave plan itself (see Service Incentive Leaves).
3. Click Assign Leave Plan to save.

See Service Incentive Leaves for how leave types and plans are configured, and how the Run renewals now action processes accruals and renewals company-wide.

When the employee is Separated#

• Re-Hire — restart employment; this takes you to the Add Contract page (in rehire mode) to record the new contract. The employee's prior separation is kept on record as history rather than erased — reports for the period it fell in (such as the BIR alphalist reason code) still reflect it correctly — and you can separate the employee again later if needed.

When the employee is Inactive (not separated)#

• Restore — reactivate the record (with a confirmation dialog).

Time Tracker — per-employee allowed IPs#

On the Work tab you may see a Time Tracker — Allowed IPs section. It appears only when your company has Restrict to whitelisted IPs turned on (Manpower → Configuration → Settings).

Use it to let this one employee clock in/out from a network that isn't on the company-wide whitelist — for example, a field employee's home or branch connection:

• Add an IP: type a single IP (e.g. 203.0.113.5) or a range (e.g. 203.0.113.0/24) and click Add, or click Add my current IP.
• Remove an IP: click the × on any listed address.

An employee can clock in/out if the network matches either the company whitelist or their own list here. Changes save with the rest of the employee record.

Projected Bonus Tax Smoothing#

On the Government tab, Projected Bonus Tax Smoothing lets you spread the income tax on an employee's expected 13th month pay and bonuses across the year instead of collecting it all at once in December.

13th month pay and bonuses are tax-free up to the other-benefits ceiling — ₱90,000 a year by default, or your company's own override if it has set one — and anything above that is taxable. For an employee whose bonus will go over that ceiling, this setting has payroll withhold the tax on the excess a little on every payday, instead of taking it all at once in the year-end tax adjustment. The total tax for the year is exactly the same either way — only the timing changes. Most employees never cross the ceiling and don't need this: leave it blank to turn it off.

1. Open the employee, click Edit, then the Government tab.
2. Under Projected Bonus Tax Smoothing, enter Expected 13th month + bonus (months of salary) — for example, 1.85 means one month of 13th month pay plus 0.85 of a month in bonuses. The value must be greater than 0 and no more than 24.
3. Save the employee.

As you type, a What this does for this employee block shows the live math using the employee's own monthly rate: the expected 13th month + bonus, less the tax-free ceiling, the taxable excess for the year, and the amount that gets added to the tax computation on each payday. If the expected amount stays within the ceiling, the block says so instead and nothing will be withheld in advance. If the employee has no monthly rate on an active contract yet, the block explains that an example can't be shown — and if the block doesn't appear on the Government tab at all, it's because ANTE couldn't work out this company's ceiling or withholding schedule for the current date; the setting is simply hidden rather than showing broken numbers, and no employee data is affected.

The employee's detail page shows the value as Projected bonus tax smoothing — N months of salary on the Government card, or as Off when it isn't set (see Viewing an Employee). When the setting changed a cutoff's tax, the Tax line on the Salary Detail Summary tab carries a matching note.

Previous Employer (tax year)#

On the Government tab, a Previous Employer (tax year) card lets HR record what a mid-year hire's prior employer's BIR Form 2316 shows — one consolidated record per tax year. ANTE folds this into the employee's annual tax computation everywhere it's used: the Alphalist Breakdown, the BIR 2316 certificate, and payroll's year-end tax true-up — so a mid-year hire isn't taxed as if they only earned what this company paid them. It sits further down the Government tab, below Projected Bonus Tax Smoothing — scroll down to reach it.

1. Open the employee, click Edit, then the Government tab.
2. Pick the Tax year the record belongs to — last year, this year, or next year.
3. Fill in what the prior employer's certificate shows:
   Employer name

   Employer TIN

   Employer address

   ZIP code

   Period fromdate

   Period todate

   Taxable compensation

   Tax withheld

   Non-taxable compensation

   13th month & other benefits

   Notes
   No single field is required, but you must fill in at least one before you can save, and Period from cannot be after Period to.
4. Click Save previous employer.

Once saved, a Delete button appears next to Save — click it (then confirm in the dialog) to remove the record for the selected tax year. This cannot be undone.

When the effectivity date falls inside a posted payroll#

If the effectivity date you enter falls within an already-posted payroll period that includes this employee, a warning panel appears in the dialog:

"This effectivity date falls within an already-posted payroll period (date range shown). The posted payroll is locked and will not change. Click Confirm Separation to record the separation with this date anyway."

The button label changes from Separate Employee to Confirm Separation. Clicking it records the separation with the true effectivity date. The posted payroll itself is not affected — its employee list, on-hold section, totals, exports, and bank files remain exactly as they were at the time of posting. The correct resignation date is still recorded for 13th-month proration, final pay, and statutory calculations.

If you change the effectivity date, the warning panel clears and the standard check runs again.

Step 1: Upload File#

1. Click Download Template to get the Excel template.
2. Fill in the employee data.
3. Drag and drop your file (or click to browse — .xlsx, .xls, .csv).
4. Click Upload & Validate.

Write dates year-first. Birthdate, Start Date and End Date must read 2026-01-13 or 2026/01/13 — year, then month, then day. A real Excel date cell works too. What ANTE will not accept is a day-first or month-first date like 13/01/2026, because 03/02 and 02/03 are impossible to tell apart, and guessing would put the wrong date on the record. If a date can't be read, the upload stops and names the row and column so you can correct that cell — for example Row 7: Birthdate (yyyy/mm/dd) is not a date we can read ("N/A"). Nothing is imported until you fix it and upload again.

Step 2: Validate#

The system checks every row and reports Total Rows, Valid, Errors, and Warnings. Rows with errors are skipped; rows with warnings can be approved. Review the results, then continue.

If a row's Role/Position, Branch, Schedule Code, or Payroll Group Code matches more than one live record with that same name or code, the row is flagged as an error right here — for example Role 'Admin Assistant' is ambiguous — 2 roles share that name (Administration, Administration). Give each role a unique name. This is caught during validation, before anything is created, so a duplicated name elsewhere in the company can no longer let some rows in the batch import successfully while later ones fail partway through. Rename the duplicate (or make the reference unique) and re-upload.

Step 3: Process#

Optionally check Send activation emails now — it's off by default. Leave it unchecked to create the employee accounts and their activation invitations without emailing anyone yet; check it if you want ANTE to email each imported employee their activation link immediately. Click Process Import to create the valid (and approved) employees.

Step 4: Complete#

A summary shows Employees Created and Skipped counts. If you left Send activation emails now unchecked, a note tells you how many activation invitations were created without sending an email — those employees' Account Status reads Not invited until someone sends it. Use Import Another to run the workflow again.

Every imported employee is created inactive with an activation invitation, the same as adding one employee at a time — make sure every row has a valid email address. Whenever you're ready to send (or resend) an activation email, do it either from that employee's own record (Actions → Send Email Invite) or from Settings → User Invites, where each invitation's Resend button sends that employee the correct set-your-password activation link. A row without an email is still imported as an employee, but stays Not invited with no way to notify them until an administrator adds an email for that account.