Payroll

Payroll Generation

Introduction to Payroll Generation

This page is all about generating employee payroll based on the provided employee data, calculating gross wages, deductions, taxes, and net pay for each employee. This section may also include options for handling different rates for overtime or shift differentials.

To access this page, navigate to the Human Resources Module and click “Payroll” under Employees Submodule as shown in the image below:

The screen will redirect to the Payroll page, showing several features to use that will be discussed in the following section.

Payroll Generation Features

Payroll Generation Summary Table

The Payroll Generation Summary Table consists of the following columns:

• Item number “#”. This serves as an item sequence indicator displayed on the table.
• Payout Date. The specific date on which a payment or distribution is scheduled to be made to an employee. Example, every 15th and 30th of the month.
• Pay Period. The duration for which an employee's work hours are recorded and serves as the basis for calculating wages or salaries. Example, pay period dates 1-15 and 16-30 of the month.
• Amount. Displayed here is the total amount to be disbursed for the specific Pay Out Date.
• Employee Count. The number of employees who will receive their salary for the specific Pay Out.
• Date Approved. The date from which the Payroll is approved.
• Date Disbursed. The date from which the Payroll is disbursed.
• Status. Displayed here is the status indicator of the generated payroll.
• Actions
  • eye Preview Payroll
  • download Download Payroll
  • pen Edit Payroll
  • like Approve Payroll
  • money-bill Disburse Payroll
  • trash Delete Payroll

Filtering Generated Payroll by Payout Date

1. Click the date picker field to select Payout date range as shown below:
2. Click the filter filter button to display Payroll with the selected Payout date range.
3. Summary table will display the Payroll with the selected Payout date range.

Filtering Generated Payroll by Status

Click the Filter by Status drop down to select the desired Payroll status to display.

1. Generated. This status indicates a generated payroll.
2. Approved. This status indicates an approved payroll.
3. Partially Disbursed. This status indicates a partially disbursed payroll.
4. Disbursed. This status indicates a disbursed payroll.

How to Generate Payroll

1. Click the bolt Generate Payroll button. Upon clicking, a Generate Payroll modal will show.
2. Select the Start date and End date. This will serve as the Pay period range to Generate the Payroll.

   exclamation-circle Note

   Fields with (*) are required.

3. The Payout date will automatically display. The displayed date here is the applicable Payout date/s being used by the company.
4. The Covered holidays under the selected Pay period range will show automatically.
5. If in case there is a Holiday not included on the list, click the plus Add Holiday button.
6. Click the Proceed button to generate the payroll and a confirmation modal will show.
7. Click Yes to successfully generate the Payroll, otherwise, click No button.
8. A successful notification will show.
   Payroll successfully generated
9. A generated payroll status will be added on the summary table list.

How to Preview Generated Payroll

1. Click the eye Preview Payroll button. Upon clicking, a Preview Payroll modal will display a table with the following information:
   • Item #
   • Last Name
   • First Name
   • Employee Number
   • Position
   • Basic Salary
   • Number of Leaves (Without Pay)
   • OT Hours
   • Allowance
   • De Minimis Benefits
   • Laptop Allowance
   • Internet Allowance
   • Rice Subsidy
   • Clothing Allowance
   • Transportation Allowance
   • Laundry Allowance
   • Overtime
   • Night Differential
   • 13^th Month Pay
   • Incentives
   • Funeral Allowance
   • Total Benefits
   • PhilHealth
   • SSS Contribution
   • PAGIBIG/HDMF Contribution
   • Withholding Tax
   • SSS Loan
   • PAGIBIG Loan
   • Employee Loan
   • Late/Absences
   • Undertime
   • Total Deductions
   • Total Gross Pay
   • NET Pay

How to Download Generated Payroll in CSV

1. Click the upload Download button to download the generated payroll in Excel CSV file format.

How to Edit Generated Payroll

1. Click the pen Edit button to display the Edit Payroll modal and begin editing the generated payroll.
2. From the modal, click the pen Edit Payroll Items button.

   Editing Calculated Amount of a Payroll Item

   1. Key in the desired amount for each Payroll Item on the Amount field as shown in the snip below:
   2. Click the Update, this will show a confirmation modal to update and save any changes.
   3. Click Yes button to successfully update the Payroll Item/s, otherwise, click No button.

   How to Delete Payroll Item/s from the Generated Payroll

   1. Click the pen Edit button to display the Edit Payroll modal and begin editing the generated payroll.
   2. From the modal, click the pen Edit Payroll Items button.
   3. Click the trash Delete Item button beside each Payroll Item, this will display a confirmation modal to delete the Payroll Item.
   4. From the confirmation modal, click Yes button to successfully delete the Payroll Item, otherwise, click No button.
   5. Click the Update button, this will show a confirmation modal to update and save any changes.
   6. Click Yes button to successfully update the Payroll Item/s, otherwise, click No button.

   How to Delete Payroll Item/s with Zero (0) Amount from the Generated Payroll

   1. Click the pen Edit button to display the Edit Payroll modal and begin editing the generated payroll.
   2. From the modal, click the pen Edit Payroll Items button.
   3. Click the trash Remove All Zero (0) Items button as shown in the snip below. This will display a confirmation modal to delete Payroll Items with Zero (0) amount.
   4. From the confirmation modal, click Yes button to successfully delete the Payroll Items with Zero (0) amount, otherwise, click No button.
   5. Click the Update button, this will show a confirmation modal to update and save any changes.
   6. Click Yes button to successfully update the Payroll Item/s, otherwise, click No button.

How to Approve a Generated Payroll

1. Click the like Approve button. A confirmation modal will show after clicking the Approve button.
2. Click Yes button from the confirmation modal to successfully approve the generated payroll, otherwise, click No button.

   exclamation-circle Note

   The generated payroll can no longer be deleted nor edited once approved.

How to Delete a Generated Payroll

Deletion of generated payroll can only be done if the payroll status is “Generated”. Follow the steps below on how to delete a generated payroll:

1. Click the trash Delete Payroll button. A confirmation modal will show after clicking the Delete button.
2. Click Yes button from the confirmation modal to successfully Delete the generated payroll, otherwise, click No button.

How to Partially Disburse a Generated Payroll

1. Click the money-bill Disburse Payroll button. A Disburse Payroll modal will show after clicking the Disburse button.
2. From the table shown in the modal, tick a particular employee payroll to disburse.
3. Click the Disburse Selected button to Partially Disburse the generated payroll.

How to Disburse a Generated Payroll

1. Click the money-bill Disburse Payroll button. A Disburse Payroll modal will show after clicking the Disburse button.
2. Click the Disburse All button from the modal to successfully disburse the generated payroll.

Payslips

Introduction to Payslips

This is a secure page where employees can access their individual Payslips.

To access this page, navigate to the Human Resources Module and click “Payslips” under Payroll Submodule as shown in the image below:

The screen will redirect to the Payslips page, showing several features to use that will be discussed in the following section.

Payslips Features

The snip below is the high-level view of Payslips page along with its built-in features.

Payslips Summary Table (Admin View)

The summary table displays the list of Position with the following columns:

• Item number “#”. This serves as an item sequence indicator displayed on the table.
• Payout Date. The specific date on which a payment or distribution is scheduled to be made to an employee. Example, every 15th and 30th of the month.
• Pay Period. The duration for which an employee's work hours are recorded and serves as the basis for calculating wages or salaries. Example, pay period dates 1-15 and 16-30 of the month.
• Employee. Displays the employee’s name.
• Status. Whether the Payslip is Generated, Approved, Disbursed or Failed
• Actions
  • eye Preview Payslip
  • download Download Payslip

Payslips Summary Table (Employee View)

The summary table displays the list of Position with the following columns:

• Item number “#”. This serves as an item sequence indicator displayed on the table.
• Payout Date. The specific date on which a payment or distribution is scheduled to be made to an employee. Example, every 15th and 30th of the month.
• Pay Period. The duration for which an employee's work hours are recorded and serves as the basis for calculating wages or salaries. Example, pay period dates 1-15 and 16-30 of the month.
• Employee. Displays the employee’s name.
• Status. The status is always Disbursed.
• Actions
  • eye Preview Payslip
  • download Download Payslip

Filtering Payslips by Payout Date

1. Click the date picker field to select Payout date range as shown below:
2. Click the filter Filter button to display Payroll with the selected Payout date range.
3. Summary table will display Paylsip/s with the selected Payout date range.

How to Preview Payslip

1. Click the eye Preview button. This will pop-up a new browser tab to display the PDF view of the official Payslip.

How to Download Payslip

1. Click the download Download button. This will download a copy of the official Payslip on a local computer under the Downloads file directory.

Benefits and Deductions

Introduction to Benefits and Deductions

This page outlines the various benefits and deductions (Payroll Items) available to employees. No need to set formulas and calculations here as benefit amounts are auto calculated based on predefined rules and formulas. It also simplifies the payroll process by automatically deducting the appropriate amounts from employee salaries. Just create, edit, organize payroll items, and configure amount and frequencies.

Benefits and Deductions Features

The snip below is the high-level view of Employees Schedule page along with its built-in features.

Benefits and Deductions Summary Table

The Benefits and Deduction Summary Table consists of the following columns:

• Item number “#”. This serves as an item sequence indicator displayed on the table.
• Description. The description or name for each Benefit or Deduction payroll item.
• Default Amount. The default amount or value for each Benefit or Deduction payroll item.
• Type. This refers to whether the payroll item is a Benefit, a Deduction, or Skipped item.
• Frequency. Frequency of the payroll items to occur monthly (in weekly count).
• Status. Whether the item is Active or Inactive.
• Actions.
  • pen Edit Item
  • power-off Activate/Deactivate Item

Searching Payroll Item by Description

1. Key in the name of the payroll item in the search bar and hit Enter. This will look up the name of the Benefit or Deduction Payroll item from the Summary Table.

Filtering Payroll Items by Type

1. Click the Filter by Type drop down to select the desired type to display. There are several types available to filter from the drop-down button as follows:
   • Deduction. This type indicates that a payroll item is a deduction.
   • Benefit. This type indicates that a payroll item is a benefit.
   • Skipped. This type indicates that a payroll item is skipped.

Filtering Payroll Items by Status

1. Click the Filter by Status drop down to select the desired payroll item status to display. There are several statuses available to filter from the drop-down button as follows:
   • Active. This status indicates an Active benefit or deduction item/s.
   • Inactive. This status indicates an Inactive benefit or deduction item/s.

Creating a Payroll Item

1. Click the plus Create Payroll Item butto. A modal will show upon clicking this button.
2. From the modal, key in the following information asked in the given fields:
   • Name
   • Type
   • Amount
   • Frequency
   
3. Click the Create to successfully create the Payroll Item, otherwise click the Cancel button.

Editing a Payroll Item

1. Click the pen Edit Payroll Item button. A modal will show upon clicking this button.
2. From the modal, key in the following information asked in the given fields that needs updating:
   • Name
   • Type
   • Amount
   • Frequency
   
3. Click the Save to successfully save any updated changes of the Payroll Item, otherwise click the Cancel button.

How to Activate a Payroll Item

1. Click the power-off Activate this item button to begin activating the payroll item.
2. Click Yes button in the confirmation modal to successfully Activate the payroll item, otherwise click No button.

How to Deactivate a Payroll Item

1. Click the power-off Deactivate this item button to begin deactivating the payroll item.
2. Click Yes button in the confirmation modal to successfully deactivate the payroll item, otherwise click No button.

How to Preview Sample Payslip

1. Click the eye Preview Sample Payslip button. This will pop-up a new browser tab to display the PDF view of the sample Payslip.

Reordering Payroll Items

In case there’s a need to sort or reorder to easily navigate the payroll items, use the Reorder feature.

1. Click the sort-ascending Reorder button. This will show a modal to begin sorting the payroll items.
2. Select the payroll item type first before reordering the item in the Type field.
3. Drag the payroll items and reorder them as desired.
4. Click the Save Order button to successfully update the order of the payroll items, otherwise click Cancel button.