Salary Data Input (Philippines) In the Paysonnel CE

Paysonnel CE 1.Process workflow on Salary Data Input in the Paysonnel CE 2.Creating New Employees 3.Input Resignation 4.Changes on Employee Information/ Changes on Monthly Advice 5.Inputting 1-Time Pay-out and Bonus 6.Input Overtime Record SALARY DATA INPUT- Topic Outline

Paysonnel CE SALARY DATA INPUT PAYSONNEL CE- Salary Data Input Process Work Flow SALARY DATA INPUT CLIENTS PAYROLL ADVICE NEW HIRES RESIGNATION ALLOWANCE/ DEDUCTIONS OVERTIME NEW HIRES RESIGNATION ALLOWANCE/ DEDUCTIONS OVERTIME NEW HIRES EMPLOYEE MODULE PAYROLL MODULE RESIGNATION PAYROLL MODULE CHANGES ON MONTHLY ADVICE/ 1-TIME PAY OUT/ BONUS EMPLOYEE MODULE PERSONNEL MODULE PAYROLL MODULE OVERTIME PAYROLL MODULE CHANGE INFO PAYROLL MODULE

Creating New Employees (PH) In the Paysonnel CE

Paysonnel CE EMPLOYEE MODULE- Creating New Employees Action Buttons Allows you to view existing employee records without doing amendments. View Add Allows you to add/create a new employee record in the system Change Allows you to do amendments on existing employee records. Delete Deletes an existing employee record.

Paysonnel CE EMPLOYEE MODULE- Creating New Employees Action Buttons Allows you to save any input or changes made for the employees record. Submit Allows you to go back to the previous menu without saving the changes youve made. Back

Paysonnel CE EMPLOYEE MODULE- Creating New Employees Select Employee Module 2 Select Personal Details option 3 Click Add

Paysonnel CE EMPLOYEE MODULE- Creating New Employees EMPLOYEE MODULE- Personal Details Company field is usually defaulted Enter according to advice Name fields should contain the employees legal name (as stated in the government IDs like SSS ID). Family name is entered before the First name and Middle and Preferred names are inputted manually. Title should not have a dot (.) after it. Enter date of birth manually or through the calendar. Once date of birth is entered, the system auto calculates for the age of the employee.

Paysonnel CE EMPLOYEE MODULE- Creating New Employees EMPLOYEE MODULE- Address Address fields. Input on these fields are patterned from how address is written in forms such as SSS, Pag- ibig, and Philhealth. Format: Line1- St. Number Line2- Barangay Line3- Town/ District Line4- City/ Province Permanent Address- follows Mailing Address input when ticked. Corporate address is where the following are sent: 1.Password Slip 2.Reports Generated in the Paysonnel CE

Paysonnel CE EMPLOYEE MODULE- Creating New Employees EMPLOYEE MODULE- Address Input maybe defaulted. Status maybe set to Probationary, Existing, Contractual, Part- time, etc. Field becomes mandatory for Contractual employees and will not require input for employees who are classified otherwise. Date fields are updated based on the input in the Date Joined Group which refers to the first day of employment. Date Confirmed- allows you to check who is due for confirmation. Age of Retirement and Date Retired are auto- calculated by the system based on the employees Date of Birth. Separation Details fields are updated in the Payroll Module under Resignation option. Fields do not require manual input.

Paysonnel CE EMPLOYEE MODULE- Creating New Employees EMPLOYEE MODULE- Appointment Appointment fields in black are the Reporting Levels which require input depending on the companys set-up. Example: Division requires input if company has set division as a reporting level/ if the company has several divisions. Location requires input if it is set as a reporting level/ if the company has several branches. Effective date fields default to the Date Joined Group of the Employee. Date changes when a new career history pertaining to changes in appointment is added to the employees record. Appointment fields in blue are optional and input maybe required depending on the companys set-up. Salary and Job grade does not apply to PH set-up. Designation- input may be used during employee evaluation or to track employees who are of the same designation. Reporting To- determines the employees approving officer for leave applications done in the self-service module.

Paysonnel CE PAYROLL MODULE- Creating New Employees PAYROLL MODULE- Payment Details Payroll Status- defaults to New for new employees. Affects payroll processing as it determines proration pay. Working Days- is set to determine the number of working days an employee will have every week. Effective date defaults to date joined group and will affect proration of pay when needed. Employee Type- affects salary input fields. Employees can be set to monthly, daily, hourly or shift. Defaults to PHP for Philippines

Paysonnel CE PAYROLL MODULE Creating New Employees PAYROLL MODULE- Payment Details Current Salary field- input of monthly salary affects the computation for daily wage and hourly rate. Monthly salary field is disable if an employee is daily rated. Monthly salary and Daily wage fields are disable if an employee is hourly rated. Previous Salary field- defaults to current Monthly salary if there are no relevant adjustments. Date of Adjustment- Last defaults to date joined group and Next defaults to a year after the employees date joined group. Next date of adjustment changes if a new career history is added (i.e., salary increment/ adjustment).

Paysonnel CE PAYROLL MODULE- Creating New Employees PAYROLL MODULE- Payment Details Allows you to input overtime record to an employee when ticked. Tag the process period where the employee belongs to from the drop-down list values depending on the given advice. This consists of the active system calendar, the monthly payroll process detailing on which run will the deductions reflect and how many times the monthly salary will be paid.

Paysonnel CE EMPLOYEE MODULE- Creating New Employees PAYROLL MODULE- Payment Details Payment Currency defaults to PHP. Payment Method can be through bank, cash or cheque. Employers pay-out bank. Tick when the employees pay is to be remitted to another bank. Employees bank Account number Defaults to employees name. Defaults to employers payment bank but will follow employees account number once entered. Can be set to Savings account or Current account.

Paysonnel CE PAYROLL MODULE Creating New Employees PAYROLL MODULE- Statutory Details Pag-ibig, Philhealth, SSS and Withholding Tax are Mandatory deductions. Tick yes to enable deduction of contribution. From the drop-down list of values on the Employer A/C fields of each statutory, tag the appropriate account file of the company. Each Statutory has a table field where you can tag the appropriate table from the drop- down list of values. Input the employees identification number on the number fields (e.g., SSS No.) Tax group for withholding tax refers to the employees tax status (e.g., single, married with 1 dependent, etc.). Tag the appropriate tax group from the drop-down list of values.

Input Resignation (PH) In the Paysonnel CE

Paysonnel CE PAYROLL MODULE- Input Resignation PAYROLL MODULE- Resignation 1 Select Payroll Module Select Resignation Option 3 Search for the employee record 4 Highlight and click on the employee record to be resigned 5 Click change to proceed

Paysonnel CE PAYROLL MODULE- Input Resignation PAYROLL MODULE- Resignation Salary Fields no longer require input as amounts are already defaulted based from the employees payment details. Date of resignation/ date of which salary will be paid up to. Choose any applicable reason from the drop- down list of values. Optional field Defaults to Date of Separation. This date maybe earlier than Date of Separation if employee is allowed to off-set his/her leave balance. Date when the employee submitted his/her resignation. Defaults to current system date. Automatically ticked when date of separation is entered. Indicates the inclusion of employees payment in the current payroll period.

Paysonnel CE PAYROLL MODULE- Input Resignation PAYROLL MODULE- Resignation Tag the process period where the employee belongs to from the drop-down list values depending on the given advice. Select the mode of payment for the resigned employee. By default, this field is automatically ticked. This indicates that tax computation is annualized. Employees leave balance is auto- calculated Click submit to save changes

Paysonnel CE PAYROLL MODULE- Input Resignation PAYROLL MODULE- Resignation When Date of Separation is entered into the system, the following things are put into action: 1.The employees salary and allowances are pro-rated when payroll process is run. 2.Withholding tax computation is annualized. 3.The value of the employees leave balance is auto-calculated. 4.Employees benefits are pro-rated (if applicable).

Changes in Employee Information (PH) In the Paysonnel CE

Paysonnel CE Changes in Employee Information CHANGES ON EMPLOYEE INFORMATION When amending/ adding information to a particular employee record, we first determine what type of information needs to be amended/added before we decide on which module the amendment should be recorded. 1.Changes pertaining to an employees Personal details are to be recorded in the Employee Module. 2.Changes on employees Bank details are to be recorded in the Payroll Module. 3.Changes pertaining to an employees career history are to be recorded/added in the Personnel Module.

Paysonnel CE PERSONNEL MODULE- Creating New Career History Career History is used to keep track on employees progress / career movements and salary adjustment within the Company, based on a particular Reason of change. Reason Type / Example of ReasonRemarks Hire New Position, Replacement, Contract, Trainee, Transfer, Secondment A Hire record is automatically created in Career History, and Payment Details option is updated for the New Employee Probation Extension of Probation Will update Employment option – Length of Notice in the Employee Module Confirmation Will update Employment option – Employee Status, Date Confirmed & Length of Notice in the Employee Module Data Change / Position Change Appointment Change, Contract to Permanent, Appointment Alignment, Promotion (Position), Grade Reclassification, Designation Change Will update Appointment option (for any change of the fields) – Reporting Levels (such as Division, Department, Section), Cost Centre, Category, Job Grade, Salary Grade & Designation in the Employee Module Salary Change Annual Increment, Confirmation Adjustment, Currency Adjustment, Market Adjustment, Promotion Adjustment, Special Adjustment, Transfer Adjustment, Pay Cut, No Increment Will update Payment Details option – Working Days, Salary Type, Monthly Salary, Date of Adjustment, OT Entitlement, & Service Point in the Payroll Module

Paysonnel CE PERSONNEL MODULE- Creating A New Career History Select Personnel Module 1 Click Edit Query option 2 Click Details to proceed PERSONNEL MODULE- Career History 4 5 Click Career History 3 Search for the Employees record 4 Highlight or select the employee record 5 6

Paysonnel CE PERSONNEL MODULE- Creating A New Career History PERSONNEL MODULE- Career History Create new Career History for the selected employee. Amend the existing entry of the selected employee. Delete the existing entry of the selected employee. Back to previous menu. Exits from the details page without updating any information. Add Change Delete Back

Paysonnel CE PERSONNEL MODULE- Creating A New Career History PERSONNEL MODULE- Add Career History Enter Effective date of amendment Select reason for amendment Amend working days if needed Amend currency if needed Enter new basic pay if needed These amounts are auto- recalculated if there are changes in the Employees basic salary

Paysonnel CE PERSONNEL MODULE- Add Career History No change in Company Change Department if needed Data Changes Fields- update on these fields are required especially if the type of reason selected concerns Data change. Tick Backpay for any salary back payments then click Submit to save changes made. PERSONNEL MODULE- Creating A New Career History

Paysonnel CE For a Data and Salary Change at the same time (e.g. promotion and increment), two (2) records with separate Reason Code have to be created in the Career History. Example: Salary Change of 3,000 Salary Change- select appropriate reason for salary change and input details in the required fields. This Career History will reflect in the employees Payment Details. PERSONNEL MODULE- Creating A New Career History

Paysonnel CE Data Change- select appropriate reason for data change and input details in the required fields. This Career History will update Appointment Option. Example: Data Change- Promotion PERSONNEL MODULE- Creating A New Career History Update in the Career History of a particular employee will depend upon the tagged Reason. You may not need to create two separate career history records for Promotion and Salary Adjustment if a promotion adj reason is available in the drop-down list of values.

Paysonnel CE PERSONNEL MODULE- Creating A New Career History Quick Entry dialog is strictly for data entry only, this enables users to key in Career History records speedily from one employee to another without exiting from the dialog Select Personnel Module 1 Click Quick Entry Option 2 Click Career History 3

Paysonnel CE PERSONNEL MODULE- Creating A New Career History PERSONNEL MODULE- Career History Search for the Employee record. 1 Input/ Update required fields. 2 Click Submit to save changes. 3 You may add another entry to another employee by searching for another Employee record.

Paysonnel CE PERSONNEL MODULE- Creating A New Career History In the employees Career History record, click/highlight on the effective date that you intend to edit or delete. 1 PERSONNEL MODULE- Editing Career History Record Most of the details in Career History are editable, except for Period and Reason. 2 Click Change if you want to edit Details on a particular Career History. 3 If Period or Reason is created wrongly, the record should be deleted or created again. Click Delete to delete the Career History record. 4

Allowance and Deduction (PH) In the Paysonnel CE

Paysonnel CE PAYROLL MODULE- Input Allowance and Deduction Select Payroll Module. 1 Select Transaction Option. 2 Select Allowance Deduction Option under Transaction. 3 Search for the Employee Record. 4 Highlight/ click on the employee record to be changed. 5 Click Details to proceed 6 PAYROLL MODULE- Allowance and Deduction

Paysonnel CE Allows you to import one type of allowance/ deduction for several employees Allows you to import several types of allowances/ deductions for several employees. Enables you to mass update already existing allowances/deductions for employees. Enables you to mass generate up to two types of allowances or deductions for groups of employees. Allowance/ Deduction Option Enables you to key in an unlimited number of allowances and deductions for one employee. Enables you to key in time cards, overtime, allowances and deductions from one employee to another without exiting from the dialog. METHODS OF ALLOWANCE/DEDUCTION INPUT Single Allw/ Ded Interface Multiple Allw/ Ded Interface Mass Update Allw/ Ded Interface Mass Generate Allw/ Ded Interface Quick Entry PAYROLL MODULE- Input Allowance and Deduction

Paysonnel CE PAYROLL MODULE- Input Allowance and Deduction Input new Allowance/Deduction. Amend the existing Allowance/ Deduction entry of the selected employee. Delete the existing Allowance/Deduction of the selected employee. Back to previous menu. Shows a Summary of the Allowances/Deductions entered in the employees record Add Change Delete Back

Paysonnel CE PAYROLL MODULE- Input Allowance and Deduction PAYROLL MODULE- Add Allowance or Deduction Code- Search and select the appropriate code for the Allowance/ Deduction that you want to input. 1 Effective Date- refers to the date the transaction will take effect 2 When- indicates the payroll run of the transaction, all transactions may be run more than once in a month (if applicable). 3 Currency- displays the currency of the transaction made

Paysonnel CE PAYROLL MODULE- Input Allowance and Deduction PAYROLL MODULE- Add Allowance or Deduction Unit x Rate- if the transaction code is a Unit x Rate code, the Unit and Rate fields are enabled. Amount- the resulting amount of Unit x Rate. But if the transaction code is an amount, both Unit and Rate fields are disabled. 5 Times- indicates the number of times per pay-run the allowance/deduction is paid. 6 Paid- indicates the number of times the allowance/deduction has already been paid/ deducted. 7

Input Overtime (PH) In the Paysonnel CE

Paysonnel CE PAYROLL MODULE- Inputting Overtime Record 1.OVERTIME OPTION 2.OVERTIME INTERFACE Keying in employees overtime on a monthly basis Imports employees overtime records in bulk METHODS OF OVERTIME INPUT

Paysonnel CE PAYROLL MODULE- Inputting Overtime Record PAYROLL MODULE- Overtime Option Select Payroll Module. 1 Click Transaction 2 Click Overtime 3 Search for the Employee Record. 4 Highlight/ click on the employee record to input overtime 5 Click Details to proceed 6

Paysonnel CE PAYROLL MODULE- Inputting Overtime Record PAYROLL MODULE- Overtime Option Create new overtime record for the selected employee. Amend the existing overtime record of the selected employee. Delete the existing overtime record of the selected employee. Back to previous menu. Exits from the details page without updating any information. Add Change Delete Back Overtime records will be displayed in this window

Paysonnel CE PAYROLL MODULE- Inputting Overtime Record PAYROLL MODULE- Overtime Option Tag the appropriate Overtime code from the magnifying glass in the codes field. Overtime Rate is auto updated when an Overtime code is tagged. Enter the number of overtime hours or days that are to be calculated based on the employees current salary. Enter the number of overtime hours or days that are to be calculated based on the employees previous salary (if any). Overtime Days field is disable for hourly rated employees Click Submit to save the overtime record

Paysonnel CE PAYROLL MODULE- Overtime Interface Payroll Module> Transaction> Overtime Interface Overtime Interface Import Utilities: UPLOAD employees overtime records based on the specified format (.CSV) in the interface. BATCH EDIT/QUERY lets you check and make amendments on the records that were imported. INTEGRITY CHECK performs a re-index or checking on the imported data. LISTING shows a summary of the imported data and displays the result of the integrity check done. TRANSFER TO OVERTIME allows you to transfer imported data to the respective employees overtime records.

Paysonnel CE PAYROLL MODULE- Overtime Interface Overtime Interface- Upload Create a CSV file containing the employees overtime hours or days according to this format. Select the location of your CSV file through the browse button. Key in an alphabet/ a number or both to identify the batch number of the upload. Click submit to upload the file.

Paysonnel CE After you have uploaded the CSV file, this dialog will appear on your screen. Job Status dialog enables you to see the status of the file you have uploaded. Overtime Interface- Upload PAYROLL MODULE- Overtime Interface

Paysonnel CE Batch Edit/ Query- allows you to view time cards that has been imported. 1 Batch No.- if you have uploaded more than 1 batch, select the batch the you want to view. 2 Sequence- the uploaded records may be viewed by Employee No., Name or Preferred Name. 3 Overtime Interface- Batch Edit/Query PAYROLL MODULE- Overtime Interface

Paysonnel CE Overtime Interface- Batch Edit/Query 12 This window displays the time cards that have been uploaded (in Employee No. sequence) 1 Shows the OT hours of CB01. 2 To view the time card of another employee, select the record accordingly. PAYROLL MODULE- Overtime Interface

Paysonnel CE Overtime Interface- Integrity Check Integrity Check- a series of checks to ensure that data imported are meaningful to the system before it is accepted. 1 Batch No.- select the batch number that you want to perform the integrity check to. When you click submit, the system checks the data for potential errors such as the following: 2 1. Invalid Employee Number 2. No security access 3. Wrong country 4. OT Hours 5. Not entitled to OT 6. Separation Employee 7. No pay employee PAYROLL MODULE- Overtime Interface

Paysonnel CE Overtime Interface- Integrity Check Job Status dialog enables you to see the status of the file you have uploaded after you have clicked submit in the overtime interface-integrity check page. PAYROLL MODULE- Overtime Interface

Paysonnel CE PAYROLL MODULE- Overtime Interface Overtime Interface- Listing Listing- publishes results of the integrity check. Listing consists of 2 reports: 1.Overtime Interface Successful Listing 2.Overtime Interface Error Listing 1 Output to- list may be generated as Adobe pdf files (screen) or exported to.XLS format (excel). 2 Batch No.- select the specific batch that you want to view. 3 Order by- your report can be sorted by Employee number, or Employee name. 4

Paysonnel CE PAYROLL MODULE- Overtime Interface Overtime Interface- Listing The List is generated once you click submit in the overtime interface-listing page. Report/ File Download Status Dialog appears on the screen and when status reaches to a 100% percent, report is ready for viewing. To view the generated list, tick the report and click View. Like every other report generated in the CE, this requires you to key in your log-in password.

Paysonnel CE PAYROLL MODULE- Overtime Interface Overtime Interface Successful ListingOvertime Interface Error Listing Listing generates two types of reports that is, Overtime Interface Successful Listing and Overtime Interface Error Listing Overtime Interface- Listing

Paysonnel CE PAYROLL MODULE- Overtime Interface Overtime Interface- Listing Before performing Transfer to Overtime, make sure that your job status shows 100% for successful listing and no records for error listing.

Paysonnel CE PAYROLL MODULE- Overtime Interface Transfer To Overtime- once all records pass the Integrity check, they are now ready to be transferred to the employees overtime files. 1 Batch No.- select the batch number to be transferred. 2 Action- you may choose to Delete Batch, Initialise Batch or Maintain Batch after the transfer is done. 3 Type- you can choose to Overwrite the records that are already in the OT file or Add on to the existing records. 4 Action When transfer is done, you may choose to: Delete Batch/ Initialise Batch where the Employee No is maintained while the OT hours are zeroed or; Maintain Batch where the entire file is left intact. Type Because the transfer to OT files can be repeated, you can choose to: Overwrite the records that are already in the OT file; or Add on to the existing records. Overtime Interface- Transfer to Overtime