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
• Job Grade — optional filter: only the employees who hold the chosen job grade today, or No job grade for the employees who have none. Optional Job Grade (the grade name), Job Grade Code and Title Rank (the leader title of that job grade) columns can be turned on in Column Visibility.
• Department
• Tags — pick one or more tags. Once you've picked two or more, an Any tag / All tags choice appears next to it: Any tag (the default) shows an employee who carries at least one of the selected tags, All tags shows only an employee who carries every one of them.

With five filters now on this list, only the first three (Status, Employment Type, Branch) show directly on the bar. Department and Tags are tucked behind a More Filters button — click it to reveal them. If you (or a link someone shared with you) already have Department or Tags applied, the button shows a count badge and the extra filters open automatically so you can see what's narrowing the list. Any list in ANTE whose filter bar grows past four filters behaves the same way.

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 you see Tutorial, Change requests, a More menu and Add Employee. Change requests opens the Employee change requests dialog, with a count of pending requests beside it (shown to users who can view profile changes); see Profile Change Requests. The More menu holds:

• Due for regularization — opens Regularization Due
• Import — open the bulk employee import workflow
• Approval overrides — opens the Overrides tab of Approval Configuration, where approvers for specific employees are set and imported from Excel (shown only to users who can open Approval Configuration)
• Export — opens the Export employees dialog to download an .xlsx of the employees currently shown (this button is hidden while the Status filter is "Not Yet Set"). See Exporting Employees

Add Employee stays on the bar and opens the employee creation page.

Row menu (right-click or ⋯)#

Right-click any employee in the list, or click the ⋯ button at the end of the row, to act on that employee without opening their record first. The menu offers:

• View employee information, Open in new tab and Edit employee
• Shortcuts straight to a tab of the record: View pay & contracts, View leave balances and View documents
• Assign Leave, Assign Allowance, Assign Deduction and New Contract
• Copy employee code and Copy email
• Send Email Invite (or Resend), Log in as this employee and Salary certificate
• Separate, Cancel separation, Re-Hire, Restore and Delete

The menu shows only what you can do for that employee, using the same rules as the buttons on the employee's record. For example, it leaves out pay items if you cannot see pay, and it shows Cancel separation instead of Separate when a separation is already scheduled. It offers Re-Hire for a separated employee. On the "Not Yet Set" filter it offers View account, Activate Employee and Copy email.

Step 1: Account & login#

Step 2: Position & organisation#

Choosing an Employee's Department#

An employee's department normally follows their role. On the Add and Edit employee forms, the Department field lets HR place the employee in any department directly instead. Its first option, Same as role — <path> (the default), keeps the department of whichever role is picked in the same form; any other option sets the department directly, and that choice stays even if the role changes later. Choose Same as role again to go back to following the role.

Everywhere an employee's department is shown — the list's Department column, the detail page and its identity card, the team panel and the Excel export's Department column — Ante displays the full path, for example Plant 1 › Production › ICE Line, with the parent levels muted. In a table cell a long path is shortened (the middle folds into …); hover to see the whole path. Filing approvals, department pools and the other department-based rules use this effective department. A department that has employees assigned to it directly cannot be deleted.

Step 3: Contract & pay#

Step 4: Leave & approvers#

Step 5: More details#

Everything here is optional and can be added later. For a linked account (an existing user) there is nothing more to add except any company custom fields.

• Additional Information — your company's own custom fields, shown when any are active. Required ones must be filled before you can continue.
• Additional Details tab — gender, civil status, address (street, city, state / province, country, postal and zip code) and the personal details, permanent address and emergency contacts. Height must be between 50 and 250 cm and weight between 20 and 300 kg.
• Government tab — SSS, PhilHealth, Pag-IBIG, MP2 and TIN numbers, formatted as you type (SSS XX-XXXXXXX-X, PhilHealth XX-XXXXXXXXX-X, Pag-IBIG and MP2 XXXX-XXXX-XXXX, TIN XXX-XXX-XXX). MP2 is the separate, voluntary Pag-IBIG savings program, so it has its own number.
• Bank tab — bank name and account number (needs the Bank Account update permission).

Step 6: Review & submit#

The last step starts with a summary of the new employee: their name, position and department, the employee ID, start date, employment status and branch. Beside it, a box says what the button will do: Ready to create (the employee is created when you confirm), Goes for approval (it names the approval steps in order) or Cannot create yet (and why, for example a missing View Compensation permission).

Under the summary, Optional, but worth a look lists things that are not required but are easy to forget on a new hire: no contract file, no grade (so no title allowance yet), no filing approvers (the Reports to person then approves) and no leave plan. Add on each line jumps to the step that holds it. Then one card per step shows what you entered, with Edit to jump back. Pay figures appear only if you have View Compensation. The submit button's name depends on whether your company reviews new employees (next section).

If something is wrong, the page jumps to the step that holds the problem and highlights the field, for example a username or employee ID that is already taken.

Create Employee or Submit for approval#

The button on the last step is Create Employee (Activate Employee when you came here to activate an existing not-yet-set account) or Submit for approval. Which one you see depends on the company's approval route for New employee registration, set in Employee Change Approvals:

A submitted registration appears in the Change requests list, described on Profile Change Requests as New employee: <name>, waiting on the first approver. No account, no username and no employee ID is taken until the last approver approves.

• When it is approved by the last step, ANTE creates the account and the employee exactly as you entered them (including the grade, approvers, leave plan and contract file, and the activation e-mail if you ticked it), as if you had clicked Create Employee.
• When it is rejected, nothing is created and the reviewer's note comes back to you. Start again from Add Employee with the corrections, or ask the reviewer what to change. You can also Withdraw your own request while it waits.

After a successful direct save, a message may add a note that a follow-up step did not apply (for example the job grade or an approver could not be saved). The employee still exists; open their record to finish it.

How usernames are suggested#

Under HR Settings → Employee records, the company chooses a Username convention. On step 1, the Username is filled in for you as soon as the name, employee ID or e-mail is known, following that convention; you can always type your own instead. A username is saved in lowercase, and login ignores capitalization.

A username you type yourself is used as typed. If someone already has it, saving is refused and you are told the next free one to use.

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, Per Absent, or Banded by Absence. Banded by Absence pays the share of the allowance set by the allowance type's absence bands for the employee's absence in the calendar month (default: 0–49.9% absent pays 100%, 50–99.9% pays 50%, 100% pays nothing). Absence is judged for the whole month even with semi-monthly cutoffs: each cutoff pays the month-to-date entitlement minus what earlier cutoffs already paid, so the month-closing cutoff equals the monthly amount times the band. The percentage is rounded down to a tenth, and only days the employee's contract covers count (a partial month for joiners and leavers). Use Every Period or Last Period as the Payment Period — a banded plan set to First Period only sees the first half of the month.
• 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.

Setting zero withholding — enter 0 as the amount to withhold no income tax for the period (for example, for a trainee dispatched abroad). A zero amount needs a reason, so extra fields appear:

• Reason for zero withholding (required) — Dispatched abroad, No TIN yet, Client instruction, or Other
• Reason details — free text for the reviewer, up to 500 characters; required when the reason is Other
• Also skip the year-end true-up (optional) — leave it off unless the income is not subject to Philippine withholding. By default the December true-up still settles the annual tax, which can collect a full year of tax in one payslip.

The reason is recorded for audit, and cutoffs that use a zero setup are listed for review before payroll can advance. The same fields appear when you edit a setup and change its amount to 0.

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.

Regularization#

A Probationary employee becomes Regular automatically on their Regularization date. You don't have to open the record and change the status by hand.

Each night ANTE checks for employees whose regularization date has arrived. For each one it adds a new Regular contract starting on that date (at the regularization rate if you set one, otherwise at the current rate), records the change in the audit trail, and notifies your HR and admin users. Pay for the regularization date itself already uses the new contract, never the next pay period. Running the check twice never regularizes anyone twice.

HR is also warned ahead of time. A set number of days before the date, ANTE sends a notification that the employee will become regular (and reminds you if no regularization rate is set). To see everyone who is overdue or coming up, open Regularization Due.

To change the date or rate later, open the employee and click Edit; the regularization block appears on the Work tab while the employee is still Probationary and not yet regularized. Clearing a field removes it. Once the employee has been regularized, the block disappears.

Managing Employee Dispatch#

The Dispatch / Assignment Abroad section records periods when an employee is posted away, for example a trainee sent to Japan. It shows whether the employee is On dispatch today (with the type, destination, and dates), or reads Not on dispatch, and lists the full history below it. Each dispatch is marked On dispatch, Upcoming (it starts later), History (it has ended) or Removed.

While a dispatch is in force, payroll applies the treatment you configured under Dispatch Treatment (for example, no withholding tax, no SSS, or a flat full period of pay). A Dispatch treatment settings link in the section takes you there.

Each running or upcoming dispatch shows the rules that apply to this employee under its dates: where they come from (Rules (payroll group …) when the employee's payroll group has its own treatment, otherwise Rules (company-wide)) and one chip per switch that is on, such as No withholding tax, No SSS or Full scheduled period paid. Anything without a chip carries on as normal. If no treatment is configured for the dispatch type, the row reads No treatment for this type: payroll is unchanged. Ended dispatches show no rules, since they were paid under the settings in force at the time.

1. Add a dispatch

   Click Add dispatch in the section header and fill in Type (Trainee, Assignment, Secondment, or Other), Destination (for example, Japan), Start date, End date (leave empty if ongoing), Expected return date, and Remarks. Start date is required.

2. Save

   Click Add dispatch. If the dates overlap another dispatch of the same employee, ANTE refuses and names the dispatch that already covers them (Another dispatch (…) already covers these dates. End it first or adjust the dates.). Change the dates, or end the earlier dispatch first.

3. End a dispatch when the employee is back

   On a running or upcoming dispatch, click End dispatch (the plane landing icon) and enter the Return date, the last day of the dispatch. Only the end date changes; the type, destination and remarks stay as recorded. From the next day payroll treats the employee as back.

4. Edit, remove, or restore

   Use the pencil on a row to edit it. Remove takes a dispatch out of use (it shows as Removed in the history) and Restore brings it back, so nothing is ever lost.

To load many dispatches at once, click Import in the section header: download the template, fill one row per dispatch (Employee Code, Type, Destination, Start Date, End Date, Expected Return Date, Remarks), upload it, and review the results. Rows with errors are skipped, and nothing is saved until you confirm the import. A row that overlaps another active dispatch of the same employee, in the system or earlier in the same file, is rejected.

Managing Bank Accounts#

Bank accounts are kept as their own record, separate from salary and contract data, and each one has dates. The Bank Accounts section on the employee detail page shows the Payroll account in force today (or No payroll account in force today (paid in cash)) and a table of every account with Bank, Account number, Type, Effective, Ends, and Status. Payroll bank files always use the account that was in force on the cutoff date, so changing an account never alters the files of past periods.

1. Add an account

   Click Add account. Fill in Bank, Account number (4 to 34 characters), Account name, Account type (Savings, Checking, Payroll, or Other), Effective from, and Ends on (leave empty if open-ended). Tick Use for payroll for the account salary should be paid into, and add Remarks if you want.

2. Understand the payroll account rule

   Only one payroll account can be in force on any date. A new payroll account ends the previous one the day before it starts. If a later payroll account already exists, ANTE asks you to edit or end it first.

3. Edit or end an account

   The pencil edits a row. The stop icon (End account) ends it from today, so payroll files for later dates no longer use it.

4. Check the history

   Click Change history to see who changed what and when, with the Before and After values. Changes made from other places (for example an approved profile change, or an import) are labelled with where they came from.

To work across all employees at once, use the Bank Accounts screen.

Who Approves This Employee's Filings#

The Who approves this employee's filings section is a read-only summary of who would approve this employee's filings today. Pick a Filing type and it shows the approval chain that applies (or Default: immediate superior when none is set), then each level with its approvers. An approver who is away is marked on leave today, and the backups are listed with a Backup for <name> or Level backup badge and whether they are available today or not available today. It is shown to users with Employee Records access. At the top it lists the Immediate superior (read-only here: change it under Edit employee, Reports to) and the employee's Overrides. Users who hold the Filing Approver Update permission can Set up an override for the employee, Edit one or Remove the employee from it, without leaving the record (an employee added through Add Employee already has the approvers chosen on step 4 as their all-types override). Without that permission the section stays read-only; Manage in Approval Configuration opens the Overrides tab for users who can open that module. See Backup approvers.

Managing Leave Balances#

The Leave Balances section lists every leave plan currently assigned to the employee, showing their Available, Used, and Total credits. Each card is titled with the leave plan's name, with the leave type shown underneath. Balances on an archived leave plan or archived leave type are not shown here (matching the Leave Balance report and the employee's My Leaves); nothing is deleted, and restoring the plan brings the balance back. 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. Only plans the employee doesn't have yet are listed. To add credits to a plan they already have, use Adjust Credits on that plan's card instead.
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. On a company that counts leave in days, credits accept up to two decimals (for example 0.67). On a company that counts leave in hours, the Amount is entered as hours and minutes.

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.

Deactivated plans are hidden by default. When the employee has any, a Show deactivated (n) button appears in the section header (it becomes Hide deactivated). Each deactivated plan shows a Deactivated badge with its Available and Used credits and, if you can manage leave, a Reactivate button that puts the plan back with its credits. A plan that an auto-assign rule manages has no button and reads "Switched on and off by its auto-assign rule".

Managing the Employee's Job Grade#

The Job Grade section on the Employment tab shows the employee's current job grade and the full, dated history of job grades they have held. A job grade is a pay level (for example Engineer grade 1), separate from the role; the job grade list is kept on Job Grades. Grade-based allowances read the job grade held on the last day of each cutoff. A job grade may carry a Title Rank such as Senior TL; the employee's Title Rank is always the one of the job grade they hold today, so changing the job grade changes it too.

1. Click Change Job Grade

   Choose the new job grade and the Effective From date, and add a remark if you wish. Job grades linked to the employee's role are listed first under For this role; choosing another one shows a warning but never blocks saving.

2. Save

   The current job grade ends the day before the new one starts. A change dated before a later entry is refused: edit that history entry instead.

Each history entry shows its dates and a badge: Current, Upcoming or Past. The pencil edits an entry and the bin removes it (payroll is recomputed for the affected cutoffs). Without the permission to update employee records the section is read-only. To set many employees at once, use Import Job Grades on the Job Grades screen.

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):
  • Log in as this employee — open a session as this employee to see Ante exactly as they do. Shown only to Level 0 and Level 1 accounts, only for an employee who ranks below you, and only when the employee's Account Status is Activated (there is no account to sign in to before that). It works the same as on the Users page — the session is added to your account switcher, a banner offers Return to my account (which brings you back to this page), it ends after 8 hours, and everything is recorded in the audit trail. See Users → Logging In as Another User.
  • 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). You cannot separate your own account: it is refused with You cannot separate your own account, even when the separation would go through an approval route.
  • 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. Only plans the employee doesn't have yet are listed; assigning a plan they already hold is rejected with "This employee is already assigned to this leave plan. Use Adjust Credits on the plan to add credits." Use Adjust Credits on the plan's card to add credits to an existing plan.
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.
• Cancel separation — use this instead when the separation was entered by mistake. The separation is removed as if it was never filed: the employee is active again and can sign in, the contract end date goes back (prefilled with the date it had before the separation; leave it empty for an open-ended contract), a draft final pay is voided, and the separation no longer appears in Separation Pay, payroll or BIR reports. Enter a reason; it is kept in the audit log. A separation with a released final pay can't be cancelled until that final pay is voided in Separation Pay.

A separation filed for a future date can be cancelled the same way before it takes effect — for example when the employee rescinds a resignation. Open the employee (still active, with the Separation on (date) badge) and choose Actions → Cancel separation.

When the employee is Inactive (not separated)#

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

Profile photo#

The first group on the Personal tab is Profile photo. The photo shows wherever the employee appears: the directory, approvals, chats and the org chart.

• Upload photo (or Change photo when one exists) — pick a JPG, PNG, GIF or WebP image of up to 2 MB. The photo is saved immediately; you do not need to click Save Changes, and anything you have already typed in the form is kept.
• Remove photo — asks you to confirm, then removes the photo immediately; the employee's initials show instead.

Payroll attribution: cost centre#

On the Work tab, the Payroll attribution block holds the employee's cost centre. It is saved on its own (it has a Save button in the group's header and does not wait for the main form's Save Changes):

The employee detail page shows the cost centre. The cash portion of net pay is not set here: it is agreed on the employee's contract (see Cash portion on the contract).

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 (HR → HR Setup → 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.

Company-Paid Tax (Gross-Up) Override#

On the Work tab, the Company-paid tax (gross-up) box lets you treat this one employee differently from their payroll group. By default an employee follows the group's company-paid tax setting — leave the box on Same as the payroll group and nothing changes. The note under the box reads "Use only when this employee is different from their payroll group." Pick one of these options:

An option other than Same as the payroll group wins over the payroll group for this employee only, and is saved with the rest of the employee record. Payroll applies it the next time it computes the employee's cutoff. The company-paid amount then shows as a Tax gross-up – pay (company-paid) line on Salary Detail and on the payslip; the options themselves are explained in full under Payroll Group.

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.

Non-Resident Alien (Fringe Benefit Tax)#

An employee who is not engaged in trade or business in the Philippines is taxed at the non-resident alien fringe benefit rate (25%, with a 75% divisor) instead of 35%. Open the employee, click Edit, then the Government tab and switch Non-resident alien (FBT 25% / 75%) on. The employee's Pay & Tax tab shows the same flag as Yes or No. Both need the permission to see pay. See Fringe Benefit Tax.

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.

The template's Role/Position column is a dropdown that lists each role as Role - Department (for example General Manager - Market Support); a role with no department shows just its name. Pick the label so the employee lands in that department's role. You can still type a bare role name, but only when no other department has a role with that name — otherwise the row is flagged as ambiguous and the error lists the Role - Department choices to use. The employee export writes the same label in its Role/Position column, so an exported file can be re-imported as is.

The template's Tags column takes a comma-, semicolon-, or pipe-separated list of hashtags, e.g. #factory, #set-a (the leading # is optional). Names are stored lowercase and hyphenated, so Work From Home becomes #work-from-home. A tag that doesn't exist yet is created automatically — you don't have to set up the vocabulary in Employee Tags first. When the template already has existing tags in your company, it lists them near the top of the instructions sheet so you can copy the exact spelling instead of accidentally creating a near-duplicate.

The last two template columns are Regularization Date and Regularization Rate (Optional), used for Probationary employees (see Regularization). A new Probationary hire with no date defaults to the start date plus 6 months. The date must be after the start date, the rate must be above zero, and leaving either blank on an existing employee keeps what is stored. Values on a row that isn't Probationary are stored but never acted on. The Regularization Rate column needs the permission to update employee records.

After them come the contract's cash terms: Cash Portion (Optional), Cash Paid In (Optional) (First, Second, Both, or "Same as payroll group") and All Net Pay To Bank (Optional) (Yes or No). Blank keeps what the contract already has, text that cannot be read is refused at upload, and the columns need the View Compensation permission, like the Monthly Rate. In an export made by someone without it, these cells (and the Monthly Rate) read Restricted; importing that file back leaves the pay unchanged.

The Monthly Rate can be 0 or more. For a new employee a rate of 0 means they are not paid through ANTE, and the row is accepted with the warning Monthly Rate is 0: nothing will be computed or paid for this employee. A new employee row cannot leave it as Restricted. On an existing employee, 0 keeps the current rate, with the warning Monthly Rate 0 keeps this employee's current rate. Enter the new rate to change it. A negative rate is refused.

The Bank Name and Bank Account Number columns still work for the masterlist, and they land in the employee's Bank Accounts. A masked number (for example one exported without the View Full Account Numbers permission) is treated as unchanged. To load many accounts with dates, use the Bank Accounts import instead.

Leaving the Tags cell blank on a row that matches an existing employee (by Employee Code) leaves that employee's current tags exactly as they are — it does not clear them. Filling the cell always replaces the employee's whole tag set with what the cell says.

After the cash-term columns come 26 optional personal-profile columns: Nickname, Place of Birth, Nationality, Religion, Blood Type (a dropdown), Mother's Maiden Name, Height (cm), Weight (kg), Personal Email, Alternate Mobile, the permanent address (Permanent Street, Permanent City / Town, Permanent State / Province, Permanent Country, Permanent Postal Code), the emergency contact (Emergency Contact Name, Relationship, Number, Address), the second contact (Emergency Contact 2 Name, Relationship, Number) and the highest education (Highest Education Level (a dropdown), Course / Degree, School, Year Graduated).

Leaving one of these cells blank on an existing employee leaves the stored value alone — it never clears it. A bad value is an error on that row: a blood type that is not in the list, an invalid e-mail address, a height outside 50–250 cm or a weight outside 20–300 kg, an unknown education level, an education level without a school, or a year that cannot be read.

The education level accepts the codes, the labels and everyday wording such as College Graduate, College Undergraduate, Technical/Vocational or Senior High School Graduate; a blank, 0 or N/A means no education. A level plus a school creates or updates one education record: the same level and school updates the course and year, otherwise a new record is added. The employee's other education records are never touched, and an employee can hold at most 20 records.

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 'General Manager' is ambiguous — 2 roles share that name. Pick the "Role - Department" entry from the template dropdown: 'General Manager - Market Support', 'General Manager - Sales'. For a role, pick the Role - Department label it lists. If two roles have the same name in the same department, the error asks you to rename one of them in Settings → Roles instead. 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.

A Tags cell is previewed as chips in the results table, so you see the parsed tags rather than the raw text. If any of them will be created (rather than reused), the row carries a warning like New tag(s) will be created: #factory — this doesn't block approval, it just tells you before you commit the batch. A row is rejected outright only if the cell contains no usable tag name, or names more than 20 tags.

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.