Company Screen

The Company screen allows admin users to view, enter, and edit company details. This screen can be accessed by going to the Dashboard screen and then click on the View button of the Head Office or Company Branch/Groups.

The image below shows what this screen looks like:

Task Inbox Action

Use these steps to take action on the pending tasks/requests:

As you can see, the Company screen consists of three tabs. Each tab consists of specific set of details about the selected company. The available tabs are the following:

• Basic Information
• Payroll Policy
• Timekeeping Policy

The description for these tabs are as follows:

Basic Information tab

This tab shows you three sets of basic information about the company in which are categorized into three areas:

• Company Information
• Contact Details
• Bank Information

The image below shows you what this tab looks like:

The descriptions of the areas, fields, and the available actions in the tabs are as follows:

Company Information area
This area shows the basic information regarding the company. The image below illustrates what this area looks like:

The descriptions of the fields available in this area are as follows:

Contact Details area
This area shows the contact details that belongs to the company. The image below shows you what this area looks like:

The descriptions for the fields available in this area are as follows:

Banking Information area
This area shows you the banking details of the company that is used for payroll. The image below shows you what this area looks like:

The description for the fields available in this area are as follows:

Payroll Policy tab

This tab shows you the payroll practices of the selected company. The image below shows you what this tab looks like:

This tab shows you five sets of information about the company, in which are categorized into six areas:

• Overtime Rates
• Contributions and Deductions
• Pay Frequency and Statutory Deductions
• Factor Rate
• Adjustments
• Holiday Pay
• Salary Details

The descriptions for these areas and the fields available under them are as follows:

Overtime Rates area
This area shows you the percentage of the premium rates for the different categories. As you will see, the fields are already populated. The percentages shown in this section are constantly updated with the minimum and latest state mandated figures to ensure accurate calculations and to avoid complications.

The image below shows you what this area looks like:

The descriptions for the columns and fields available in this area are as follows:

13th Month Pay Configuration

• Company > Payroll Policy > Contributions and Deductions > Bonus > 13th Month Payout:
  
• Eligibility:
  • Employee worked for at least 1 month – the employee will be entitled for 13th Month Pay if he/she has worked for at least 1 month during a calendar year
  • Employee has been payrolled at least once – Employee is eligible for 13th Month if employee is included to at least 1 Approved and Closed Payroll Register
• 13th Month Pay Frequency:
  • Annual – select this frequency if 13th Month Pay is being given once a year
  • Semi-Annual – select this frequency if 13th Month Pay is being given twice a year Depending on the selected Frequency, Cut-off Period/s should be defined.
    If Annual,
    Annual Cut-off Period: When the selected frequency is Annual, User will set the Start Date of the 13th Month Cut-off. The End Date will be automatically set 1 year based on the selected Start Date and cannot be changed. For example, if the selected Start Date is January 1, the End Date will be automatically computed by the system and its value is December 31.
    If Semi-Annual,
    Semi-Annual First Cut-off Period: When selected frequency is Semi-Annual, user will manually set the Start Date and End Date of the first cut-off period.The selected cut-off period will be the basis for the 1st half calculation of 13th Month Pay.
    Semi-Annual Second Cut-off Period: Based on the first cut-off period, the system will automatically consider the remaining time to complete a year as second cutoff.
    For example,
    
    Note: It is recommended that the 13th Month Cut-Off is aligned to the Regular Payroll Cut-Off. Otherwise, there is a need for manual adjustments.
    Method:
    – Based on Actual Salary This means that the basic salary that will be used is based on actual from Payroll Register. This will provide an accrual per cut off which will be reflected on Regular Payroll.
    – Based on Latest Salary This means that the basic salary to be used in calculation for each cut off across the year will be the Latest salary.
    
    For example, the employee’s Basic Salary January -May is 20, 000, and in June, the Employee’s New Basic Salary is 30, 000. The New Basic Salary w/c is 30,000 will be the basis of 13th Month Calculation for all cutoffs within the selected Cutoff Period(further details will be discussed in the latter part of this document)
    Exclusions: This pertains to items that will be a deduction to 13th Month calculation. Values of these items will be based on Regular Payroll. This includes the respective adjustment (from salary change) for each item such as LWOP Adjustment, Tardiness Adjustment, and Undertime Adjustment.
    Once checked, it will be considered on the 13th Month Pay Calculation as deduction.
    Inclusions: This pertains to items that will be an addition to 13th Month calculation. This is categorized into 3: Basic Pay Adjustment, Premiums and Other Compensations
    – Basic Pay Adjustment: This is the adjustment for basic pay due to salary change. The value will be based on Regular Payroll if the Method is based on Actual Salary. This is automatically checked by default and cannot be unchecked.
    – Premiums: These are the earnings from night differentials, overtimes, and holiday pays. This includes the adjustments for premiums due to salary change. The values will be based on Regular Payroll.
    – Other Compensations: These are the configured Other Compensations such as De Minimis, Supplementary Compensation and Other Items. All configured Other Compensations will be available on the list and items can be individually selected. The values will be based on Regular Payroll. Once checked, it will be considered on the 13th Month Pay Calculation as addition on top of Basic Salary.

Deductions area:

This area shows you where the deductions are to be applied to under each category

The descriptions for the checkboxes available in this area are as follows:

Pay Frequency & Statutory Deductions area

This area shows you the federal payroll deductions for employees. The image below shows you what this area looks like:

The descriptions for the columns and fields available in this area are as follows:

Factor Rate area

This area shows you how many working days there are in year for the selected company. The image below shows you whatthis area looks like:

The description of the field available in this area is the following:

Adjustments area

This area shows the policies of the company for adjustments in their payroll. The image below shows you what this area looks like:

The description for the field available in this area is as follows:

Holiday Pay area

This area shows you how the payroll rate for the holidays is for the company, which is also applicable for minimum wage earners. The image below shows you what this area looks like:

The descriptions for the options available in this area are as follows:

Salary Details area

This area shows you whether the salary details are available or not. The image below shows you what this area looks like:

Timekeeping Policy tab

This tab shows you the company work schedule. The image below shows you what this tab looks like:

This tab shows you four sets of information about the timekeeping policies of the company, in which are categorized into four areas:

• Schedule
• Attendance
• First In Last Out
• Holidays
• Holiday Worked as Offset

The description of these areas and their fields are as follows:

Deductions area

This area shows you the working schedule of the employees in the company. The image below shows you what this area looks like:

As you can see, this area consists of four sections, which are:

• Work Schedule
• Work Hours
• Rest Days/Day Off
• Break Hours

The descriptions for these sections are as follows:

Work Schedule

This section shows you the days when the employees work and the validity period of the work schedule. The image below shows you what this section looks like and the descriptions for each of its components:

1. Work Days Number -Shows you how many working days there are in a week.
2. Effectivity Date -Shows you when this work schedule takes effect
3. Expiration Date -Shows you until when the work schedule is valid
4. Days of the Week -Shows you which days of the week is deemed as a working day

Work Hours

This section shows you the starting work hour, duration, and if the hours are flexible or not. The image below shows you what this section looks like and the descriptions for each of its components:

1. Work Hours – Shows you how many working hours there arein a regular work day
2. Start Time – Shows you at what starting hour of the work day
3. Overtime – Shows you whether overtime rendered are paid or not
4. Shift Type – Shows you whether the work shift is either fixed or flexible
5. Grace Period – Shows you the allowable minutes after the Start Time where the employee is not considered tardy.
6. Time In Threshold – This determines the latest time the employee can time in. When the employee times in after the set threshold, he/she will be considered as half day tardy.
7. Time Out Threshold – This determines the earliest time the employee can time out. When the employee times out before the set threshold, he/she will be considered as half day undertime.
8. Day Type of Shift -This will determine the counting and tagging of work hours. These are especially needed for a work schedule that crosses days or in a night shift.
9. Day Type of Overtime -This determines the counting and tagging of overtime hours.

Rest Days / Day Off

This section shows you the designated rest days and their validity period. The image below shows you what this section looks like and the descriptions for each of its components:

1. Rest Days / Day Off -Shows you the number of rest day(s) there is/are in a week
2. Effectivity Date -Shows you the date when the rest day / day off became valid
3. Expiration Date -Shows you until when the rest day /day off is valid
4. Days of the Week -Shows you which days the rest day(s) is designated to

Break Hours

This section shows you the designated break hours and their duration. Italso states if its flexible, paid, or not. The image below shows you what this section looks like and the descriptions for each of its components:

1. Break Hours – Shows you how long the break is
2. Break Type – Shows you whether the break hour is fixed or flexible
3. Start Time – Shows you at what time the break hour starts
4. Break – Shows you whether the break hour is paid or not

Attendance area

This area shows you when the cut-off periods for the employee work attendance. The image below shows you what this area looks like:

The description for the only field available in this area is as follows:

First In Last Out area

This area allows you to manage attendance when there are multiple time entries in a day. If this is turned on, the system will use the first in and last out entries of the employee as their attendance. The image below shows you what this area looks like:

Holidays area

This area shows you the foreseen regular and special holidays that the company takes into account. All holidays proclaimed by the government shall be available by default. The image below shows you what this area looks like:

How to Setup Holidays

Use these steps to setup holidays of the company:

1. On the lower portion of the screen, you will see the list of holidays. Click on the Add Custom Holiday button to create a new one.
   
2. Fill out the fields for the information and click on Save.
   
   • Name – a free text field on what you want to call the holiday
   • Type Of Premium
     
     • Regular – this would follow Philippine’s Legal holiday premium computations
     • Special – this would follow Philippine’s Legal holiday premium computations
     • Without Premium – this would make the day a non-working holiday but no premium will be added in case an employee works on that holiday.
   • Frequency – This applies to holidays that repeat, annually, or the same holiday that occurs twice a year (semi-monthly), etc.
   • Date – actual date of the holiday
   • Effectivity – when this setting would start
   • Expiration – when this setting would end
3. Once completed, click on Save and your holiday will be available in the list.
4. Next step is to assign employees to your newly added holiday. Look for the holiday you added and click on the assign employee action button.
   
5. Select on the employees and click on assign once done. Please note that holidays created will only be effective to assigned employees.
   

Holiday Worked as Offset area

This area shows you the holiday offsetting configuration that the company takes into account. The image below shows you what this area looks like:

How to Configure Holiday Worked as Offset

Use these steps to configure holiday worked as offset:

1. Click on edit and turn on the Holiday Offset toggle. By default, this feature is turned off, you have to turn it on if you have this policy in your organization.
   
2. Once it has been turned on, configure the items on the screen. Please be guided below.
   
   
   • How it would be converted
     • Auto-24 hrs after the end of the holiday
     • Filling-there is an option in the request to convert holiday hours to offset
   • Policy to use in the hours that would be converted
     • Actual
     • Minimum Required
     • Required
   • Expiration of the credits
     • Expiration of All credits for the year
     • Expiration per credits earnedPlease note that it can be a combination of the two
3. Select employees who will be eligible for converting offset to holidays
4. Click on save

Company Screen Action buttons

The Company screen consists of two buttons that allows to perform certain actions. The available buttons are the following:

Add Company – Allows you to enter a new company record to be associated with your account.

Edit – Allows you to modify or update specific details of the selected company.

Company Screen Actions

The Company screen allows you to perform certain actions. The instructions on how to perform them are as follows:

How to Add a New Company

Please refer to the How Add a New Company instructions found in the Dashboard Actions section in this guide.

How to Edit Company Details

Use the following details to update or modify existing company records:

1. Click on the tab to where you want to apply the changes.
2. Click on the Edit button. After clicking on it, the editable fields will be activated.
3. Modify all the fields where the change applies.
   Note the following:
   
   • You may end the edit company process by clicking on the Cancel button prior to saving.
   • You are unable to change tabs while you are editing the current tab.
4. Click on the Save button to continue. After clicking on it, you will see the following confirmation pop-up:
   

How to Set Multiple Working Days

Use the following steps to complete this task:

1. Select the Company that you want the new working day entry to be applied to.
2. Now under the Company module, select the Payroll Policy tab.
3. Click on the Edit button.
4. Locate the Frequency area and then select the Add New option:
   
   After clicking on it, the Work Days per Year field appears.
   
   
5. In the Work Days per Year field, enter the number of workdays.
6. Click on the Save button at the bottom of the screen. After submitting, a new Frequency entry appears.
7. In the new Frequency entry, click on the Add Employee button to assign employees for that working day:
   
   After clicking on it, an employee list appears.
8. Select the employees that you want the new Frequency entry applies to.
9. Click on the Save button.

How to Set the Auto-Close

Follow these steps to complete this action:

1. Select the company that you want to set the auto-close feature.
2. Go to the Timekeeping Policy tab.
3. Click on the Edit button. After clicking on it, the Attendance area becomes active:
   
   
4. Click on the slide option to activate (blue) or deactivate (gray) the auto-close feature.
5. In the dropdown menu, you may select how many hours before the closure of the date will take effect.

Note: The drop-down menu will not be available if the auto-close feature is deactivated.

How to Add a New Holiday Entry

Use the following steps to create a new holiday record:

See How to Setup Holidays Section in adding holidays.

How to Edit a Holiday Entry

Use the following steps to modify or update an existing holiday entry:

1. Click on the Edit button of the holiday entry that you want to edit. After clicking on it, you will see the Edit Holiday pop-up:
   
   Note: You may click on the X or close button at the corner of the Edit Holiday pop-up to cancel at any point of the process prior to saving.
2. Modify all the fields where the change applies.
3. Click on the Save button. After clicking on it, the changes will immediately reflect on the holiday entry.

Common Errors in Adding or Editing Holidays Action

Here are the possible errors that we might encounter when creating or modifying a holiday record:

Not populating the required fields
– If no data was entered in the required fields, a warning label will appear. To resolve this, populate all the necessary fields and then click on the Save button.

How to Delete a Holiday Entry

Use the following steps to remove a holiday entry:

1. Click on the Delete button of the holiday entry that you want removed. After clicking on it, you will see the Delete Holiday pop-up:
   
   Note: Only custom holidays can be deleted.
2. Click on the Proceed button in the pop-up to continue. After clicking on it, you will a pop-up saying that the holiday entry was removed: