configurations

Configurations allows you to view, control, and modify the specifications for certain payroll categories. The available categories are separated into five different screens, which are the following:

• Compensations
• Leaves
• Cost Centers
• Departments
• Approval Levels
• Templates
• Netbundy Integration
• Certificates
• Password Management

The descriptions of the fields and the actions of the screens are as follows:

Compensations and Deductions Screen

This screen shows the different recompense and deductions that the employees of the company receive. The image below shows you what this screen looks like:

The details about compensation are divided into two tabs, which are:

• Other Compensation
• Deductions

The descriptions and actions available in these tabs are as follows:

Other Compensation tab

By default, the Compensation Screen opens to this tab. It shows you the monetary benefits that the company provides to their employees. The information on this tab are categorized into two areas, which are:

• De Minimis
• Supplementary Compensations
• Other Items

The descriptions for these areas are the following:

De Minimis area

This area shows you the small value benefits provided to the employees. The image below shows you what this area looks like:

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

De Minimis Action Buttons

The De Minimis area consists of three buttons that allows to perform certain actions. The available buttons are the following:

Add – Allows you to create and record a new De Minimis compensation entry

Edit – Allows you to modify or update the selected De Minimis compensation entry

Delete – Allows you to remove the selected De Minimis compensation entry

De Minimis Actions

The De Minimis area allows you to perform certain actions. The instructions on how to perform them are as follows:

How to Add a New De Minimis Benefit

Use the following steps to create a new De Minimis record entry:

1. Click on the 3 dot icon. After clicking on it, you will see the Add De Minimis pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Add De Minimis pop-up.
2. Populate all the required field.
3. Click on the Save button. After clicking on it, you will see a pop-up indicating the De Minimis benefit was successfully created:
   

Common Errors in Creating a new De Minimis Entry

Here are the possible errors that we might encounter when creating a new De Minimis entry:

Not populating the required fields
If no data was entered in the required fields, warning labels appears. To resolve this, populate all the required fields and then click on the Save button.

How to Edit a De Minimis Entry

Use the following steps to update or modify a De Minimis entry:

1. Visually select the De Minimis entry that you want to edit
2. Click on the Edit button. After clicking on it, you will see the Edit De Minimis pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Edit De Minimis pop-up.
3. Update or modify the information to where the change applies.
   Note the following:
   • If the Status is changed to Stop Payment, the following fields appears:
     
   • Employees with this De Minimis added to their salary will be affected on the next payroll run, given that the De Minimis is set active in their respective profiles.
4. Click on the Save button. After clicking on it, you will see the following pop-up:

Visually select the entry that you want to delete.

Click on the Delete button. After clicking on it, you will see the following Delete De Minimis pop-up:

1. Visually select the entry that you want to delete.
2. Click on the Delete button. After clicking on it, you will see the following Delete De Minimis pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Delete De Minimis pop-up.
3. In the Delete De Minimis pop-up, click on the Delete button to continue.
4. After clicking on it, you will see the following confirmation pop-up:
   

Supplementary Compensation area

This area shows you the other monetary benefits that the employee receives that does not fall under the De Minimis category. The image below shows you what this area looks like:

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

Supplementary Compensation Action Buttons

The Supplementary Compensation area consists of three buttons that allows to perform certain actions. The available buttons are the following:

Add – Allows you to create and record a new compensation entry

Edit – Allows you to modify or update the selected compensation entry

Delete – Allows you to remove the selected compensation entry

Supplementary Compensations Actions

The Supplementary Compensation area allows you to perform certain actions. The instructions on how to perform those functionalities are as follows:

How to Add a New Supplementary Compensation Entry

Use the following steps to create a new compensation record entry:

1. Click on the Add button. After clicking on it, the Add Supplementary Compensation pop-up appears:
   
   Note the following:
   • You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Add Other Compensation pop-up.
   • Manual adjustments from previous cut-offs for minimum wage earners (MWE) are possible by creating a MWE classification through this feature.
2. Populated all the required field.
3. Click on the Save button. After clicking on it, you will see a pop-up indicating the De Minimis benefit was successfully created:
   
   Note: The created compensation code could be used for more than one employee.

Common Errors in Creating a new Other Compensations Entry

Here are the possible errors that we might encounter when adding a new Other Compensation record:

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

How to Edit a Supplementary Compensation Entry

Use the following steps to update or modify an Supplementary Compensation entry:

1. Select the Edit button of the entry that you want to modify or update. After clicking on it, the Edit Supplementary Compensation pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Edit Supplementary Compensation pop-up.
2. Update or modify the information to where the change applies.
   Note: If the Status was set to Stop Payment, you may set for how long it would be stopped.
3. Click on the Save button. After clicking on it, you will see the following pop-up:
   

How to Delete a Supplementary Compensation Entry

Use the following steps to remove a Supplementary Compensation entry:

1. Click on the Delete button of the entry that you want to remove. After clicking on it, the Delete Supplementary Compensation pop-up appears:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Delete Supplementary Compensation pop-up.
2. In the Delete Supplementary Compensation pop-up, click on the the Delete to continue. After clicking on it, the following confirmation pop-up appears
   

Other Items area

This area shows and allows you to enter reimbursements. The image below shows you what this area looks like:

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

Other Items Action Buttons

The Other Items area consists of three buttons that allows to perform certain actions. The available buttons are the following:

Add – Allows you to create and record a new reimbursement entry

Edit – Allows you to modify or update the selected reimbursement entry

Delete – Allows you to remove the selected reimbursement entry

Other Items Actions

The Other Items area allows you to perform certain actions. The instructions on how to perform those functionalities are as follows:

How to Add a Reimbursement Entry

Use the following steps to create a new compensation record entry:

1. Click on the Add button. After clicking on it, the Add Other Items pop-up appears:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button,at the upper right corner of the Add Other Items pop-up.
2. Populated all the required fields.
3. Click on the Save button. After clicking on it, you will see a pop-up indicating the Other Item was successfully created:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button,at the upper right corner of the Add Other Items pop-up.

Common Errors in Creating a new Other Item Entry

Here are the possible errors that we might encounter when adding a new Other Compensation record:

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

How to Edit a Supplementary Compensation Entry

Use the following steps to update or modify a Supplementary Compensation entry:

1. Select the Edit button of the entry that you want to modify or update. After clicking on it, the Other Items pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Edit Other Items pop-up.
2. Update or modify the information to where the change applies.
3. Click on the Save button. After clicking on it, the following pop-up appears:
   

How to Delete an Other Item Entry

Use the following steps to remove a Supplementary Compensation entry:

1. Click on the Delete button of the entry that you want to remove. After clicking on it, following pop-up appears:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Delete Other Items pop-up.
2. In the Delete Other Items pop-up, click on the Delete to continue. After clicking on it, the following confirmation pop-up appears
   

Deductions tab

This tab shows you the available active and inactive payroll deductions in the company. The image below shows you what this tab looks like:

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

Deductions Tab Action Buttons

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

Add – Allows you to create and record a new De Minimis compensation entry

Edit – Allows you to modify or update the selected De Minimis compensation entry

Deductions Tab Actions

The Deductions Tab allows you to perform certain actions. The instructions on how to perform those functionalities are as follows:

How to Add a New Deduction Entry

Use the following steps to create a new deduction record:

1. Click on the Add button. After clicking on it, you will see the Add Deduction pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Add Deduction pop-up. Once a deduction has been saved, it could not be deleted. However, it could be deactivated. See How to Edit Deduction Entry.
2. Populate all the required fields.
3. Click on the Save button. After clicking on it, you will see a confirmation pop-up.
   Note: The created deduction code could be used for more than one employee.

Common Errors in Creating a new Deduction Entry

Here are the possible errors that we might encounter when entering a new deduction entry:

Not populating the required fields
If no data was entered in the required fields, warning labels appears. To resolve this, populate all the required fields and then click on the Save button.

How to Edit a Deduction Entry

Use the following steps to update or modify an Other Compensation entry:

1. Select the Edit button of the entry that you want to modify or update. After clicking on it, you will see the Edit deduction pop-up:
   
   Note: You may cancel this process at any time prior to saving by clicking on the “X,” the close button, at the upper right corner of the Edit Deduction pop-up.
2. Update or modify the information to where the change applies.
   Note:If the status is changed from Active to Stop Payment, the Reason and Stop Payment Date fields appears:
   
   Both the Reason and Stop Payment Date are required fields and should be populated before saving.
3. Click on the Save button. After clicking on it, you will see a confirmation pop-up.

Common Errors in Editing a Deduction Entry

Here are the possible errors that we might encounter when modifying a deduction entry:

Not populating the required fields
If no data was entered in the required fields, warning labels appears. To resolve this, populate all the required fields and then click on the Save button.

Leaves Screen

This screen shows you the authorized company leaves and it allows you to manage them. The image below shows you what this screen looks like:

This screen consists of two tabs that serve a key purpose when it comes to setting up leaves. The two tabs are:

• Setup and Configurations
• Leave Balance

The descriptions for the tabs and the fields and buttons available in each are shown below.

Setup and Configurations tab

This tab allows you to view, modify, update, add, and remove leaves that are applied to your company. Below shows you what this tab looks like:

The descriptions for the different components for the leaves are as follows:

1. Leave Type – Shows you the name of the leave
2. Total Credits – Shows you the available number of leaves
3. Leave Cycle – Shows you how often the leave is replenished
4. Usage – Shows you the number of leaves used
5. Initial Setup – Allows you to configure the leave settings

The Leaves Screen also changes to Leaves Configuration Screen when adding a new or editing an existing leave entry. Below shows you what this screen looks like:

As you can see, the Leaves Configuration Screen consists of six different areas, which are:

• Setup
• Range Type
• Accrual
• Credits
• Debit Policy
• Carry Over
• Convertible to Cash

Setup Area

This area allows you to define the basic details and behavior of the leave. The image below shows you what this area looks like:

The descriptions for the fields available in this area are:

Range Type Area

This area gives you the ability to set the increase in leave balance per year in a variable way or set it as fixed. The image below shows you what this area looks like in its expanded form:

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

Accrual Area

This area shows or allows you to define when leaves can be used, either immediately upon hiring, or upon regularization. The image below shows you what this area looks like:

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

Credits Area

This area allows you to view and manage the credits for the leave. The image below shows you what this area looks like:

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

Debit Policy Area

This area allows you to deduct the used leaves based on actual working days ofthe employees, or by calendar days. The image below shows you what this area looks like:

Carry Over Area

This area gives you the ability to control whether unused leaves are carried over to the next year. The image below shows you what this area looks like:

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

Convertible to Cash Area

This area allows you to set the ability to convert the unused leaves to cash. The image below shows you what this area looks like:

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

Setup and Configuration Actions

The Setup and Configuration tab allows you to perform certain actions. The instructions on how to perform them are as follows:

How to Create Your Own Leave Type

Use the following steps to create your own leave type:

• Locate the Custom Leave option:
  
• Click on the Create New button. After clicking on it, the Leave Configuration screen appears.
• Enter data in all the required fields.
  Note the following:
  • You may click on the Cancel button or the (Return to Directory) button to end this process.
  • The Customize feature allows you adjust how the leave is accrued.
• Click on the Save button. After clicking on it, a confirmation pop-up appears.

Common Errors in Creating a new Leave Type

Here are the possible errors that we might encounter when creating a new leave type record:

Not Entering Data in the Required fields
Warning labels appear if no data has been entered or selected in the required fields. To fix this, simply enter the correct data in the appropriate fields prior to clicking on the Save button.

How to Setup a Leave Type

Use the following steps to configure the available leaves:

1. Select the Leave that you want to configure and click on the Initial Setup option. After clicking on it, the Leave Configuration screen appears.
   Note: You may click on the Cancel button to end this process.
2. Modify or update all the fields to which the change applies.
3. Click on the Save button. After clicking on it, a confirmation pop-up appears.

Leave Balance tab

This tab allows you to view the leave balance of an employee. It also allows you to manually enter or upload leave balances of employees. The image below shows you what this tab looks like:

The description for the dropdown menu available in this tab is as follows:

Once a leave type has been selected, the Leave Balance tabs appears as the following:

The description for the columns available in this tab is as follows:

Leave Balance Action button

This tab consist of one action button, which is the Edit Leave Balance button. This button allows you to manually update or upload leave balances for the employees.

Leave Balance Actions

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

How to view the available leave balance

To complete this task, simply click on the Leave Type dropdown menu and select your desired option.

After selecting one, the results appear.

How to manually update the leave balance

Use the following steps to complete this action:

1. Click on the Edit Leave button. After clicking on it, the Manual Update option appears:
   
   Note: You may click on the Cancel button to exit the manual update action.
2. Populate all the required fields.
3. Click on the Save button. After clicking on it, a confirmation pop-up appears.

How to update the leave balance through a CSV file

Use the following steps to complete this action:

1. After clicking on the Edit Leave Balance button, click on the update option dropdown menu to select the Upload CSV option:
   
   After selecting it, the Upload CSV fields appear:
   
2. Click on the Attach CSV File button to open prompts to select the file to be uploaded, or drag the file to the Drag File Here area:
   
   The file appears on the Drag File Here area.
   Note the following:
   • Upload only CSV files to ensure that the upload will be successful.
   • Use the Beginning Leave Balance template from the Templates Screen
3. Click on the Save button. After clicking on it, the following confirmation pop-up appears:
   
4. An email notification is sent once the upload was successful or not.

Cost Centers Screen

This screen shows you and allows you to manage details about where costs or funds are allocated to within a company or organization. The image below shows you what this screen looks like:

The descriptions for the columns available in this screen are as follows:

However, if no previous records exist, the No Information logo appears.

Cost Center Action Buttons

The Cost Center Screen consists of two buttons that allows to perform certain actions. The available buttons are the following:

Add – Allows you to create a new cost center record

Upload File – Allows you to upload the completed cost center template

Edit – Allows you to modify or update selected cost center record

Cost Center Actions

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

How to Add a New Cost Center Entry

Use the following steps to create a new cost center record:

1. Click on the Add button. After clicking on it, you will see the Add Cost Center pop-up:
   
   Note:
   • You may cancel this process at any time prior to Saving by clicking on the “X,” the close button,at the upper right corner of the Add Cost Center pop-up.
   • Once a Cost Center record has been created, it could not be deleted.
2. Populate all the required fields.
3. Click on the Save button. After clicking on it, you will see the following confirmation pop-up:
   
   Common Errors in Creating a new Cost Center Entry

Not populating the required fields
If no data was entered in the required fields, a warning label appears. The image below illustrates what it looks like:

To resolve this, populate all the required fields and then click on the Save button.

How to add a Cost Center through an upload

Use the following steps to upload cost centers through CSV:

1. Click on the Upload File button. After clicking on it, the Open file window appears
2. Select the Cost Center file
   Note: The file must be in CSV format. Please use the Cost Center and Department template from the Template screen.
3. Upload the file by following the prompts in your operating system.

How to Edit a Cost Center Record

Use the following steps to modify or update a cost center record:

1. Visually select the cost center entry that you want to edit
2. Click on the Edit button. After clicking on it, you will see the Edit Cost Center pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Edit Cost Center pop-up.
3. Populate all the required fields.
   Note: Once the status of the Cost Center has been changed to Inactive and then saved, the edit feature for the cost center will be disabled.
4. Click on the Save button. After clicking on it, you will see the following confirmation pop-up:
   

Departments Screen

This screen shows the available departments in the company. The image below shows you what this screen looks like:

The descriptions for the columns available in this screen are as follows:

However, if there are no previous records available, the Department Screen looks like this:

Departments Action button

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

Add – Allows you to create a new department record

Edit – Allows you to modify or update selected department record

Departments Actions

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

How to Add a New Department Record

Use the following steps to create a new department record:

1. Click on the Add button. After clicking on it, you will see the Add Department pop-up:
   
   Note: You may cancel this process at any time prior to saving by clicking on the “X,” close button, located at the upper right corner of the Add Department pop-up.
2. Populate all the required fields.
   Warning: Before proceeding to the next step, please note that once you created a new department record, you will not be able to delete it.
3. Click on the Save button. After clicking on it, you will see the following confirmation pop-up:
   

How to Edit a department record

Use the following step to modify or update a department record:

1. Visually select the department record that you want to edit
2. Click on the Edit button. After clicking on it, you will see the Edit Department pop-up:
   
   Note: You may cancel this process at any time prior to Saving by clicking on the “X,” the close button, at the upper right corner of the Edit Department pop-up.
3. Populate all the required fields.
4. Click on the Save button. After clicking on it, you will see a confirmation pop-up.

Common Errors in Creating a New Department Record

Here are the possible errors that we might encounter when adding a new department record:

Not populating the required fields
If no data was entered in the required fields, a warning label will appear. The image below illustrates what it looks like:

To resolve this, populate all the required fields and then click on the Save button.

Approval Levels Screen

This screen shows the available approval level group in the company. All attendance (time records and leave) requests shall follow the configured approval workflow. The image below shows you what this screen looks like:

Approval Levels Actions

Use these steps to create/add approval level group:

1. Click on the Configurations>Approval Levels module.
   
2. Click on the plus sign to add another approval workflow.
   
3. Fill out the details such as name, description. Click on the Add Level to create additional layers for the approval workflow. You can add up to 3 levels.
   
4. Once levels have been added, you can now add the approvers for each layer via searching for the name of the approver or you can also select immediate superior.
   
5. Click on assign employees to select who are the employees that will have this approval workflow.You can add as many as you want, but please note that employees can only be assigned to one
6. Click on assign employees to select who are the employees that will have this approval workflow. You can add as many as you want, but take note that employees can only be assigned to one approval workflow at a time. Also, they can only be transferred to another workflow if there are no pending requests for that approval workflow.
   
   New employees onboarded will be assigned to the default approval workflow.

Templates Screen

This screen allows you to download CSV templates that could be used to upload key information that is needed when entering a new company branch or group. The image below shows you what this screen looks like:

The descriptions for the columns available in this screen are as follows:

Templates Action

This screen allows you to perform a single task, which is to download the template. To do so, simply click on the (Download) button. After clicking on it, the download prompt appears.

Note: For this feature to work best, it is advised to have Microsoft Excel installed.

Netbundy Integration Screen

This screen shows and allows you to set up integration of JustPayroll with Netbundy device. The image below shows you what this screen looks like:

Certificates Screen

This screen shows and allows you to input the details of paid statutories of the company. The image below shows you what this screen looks like:

How to Add an Entry

Use the following steps to add an entry/record:

1. Click on a cell where you want to input payment information.
2. A pop-up will appear where you can input the OR number and date paid.
3. Upon clicking Save, you can now view the information in the table.
   

Password Management Screen

This screen allows you to configure the expiration date of passwords of all the users in the company. The image below shows you what this screen looks like: