Employees Screen

This screen shows and allows you to manage company employee information. The image below illustrates what this screen looks like:

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

However, if there are no available employee records, the Employee Screen will look like the following:

Employees Screen Action Button and Menu

The Employee Screen consists of one action button, the View Detail button, which allows you to details of the selected employee.

The Employees Screen also consists of the New Employee menu that allows you to access multiple actions. When selected, the menu expands to provide additional options:

The descriptions for the different available options are as follows:

Employees Actions

The Employees screen allows you to perform several actions. The instructions on how to perform are as follows:

How to View the Details of Employee:

To see more details about the employee, in the Employee Directory, click on the View Details button of the employee that you want to see more details. After clicking on it, the Employee Details appear:

The information available about the employee is divided into four tabs, which are:

• Basic Information
• Job Details
• Salary Details
• Leave Details

The descriptions for these tabs are as follows:

Basic Information tab

This tab allows you to view and/or update the general information of the employee. The following image shows you what this tab looks like:

As you can see, this tab consists of five different areas, which are:

• Employee Information
• Work Information
• Government ID
• Bank Information
• Emergency Contact

The description for these areas are as follows:

Employee Information

This area displays the general information about the employee. The image below shows you what this area looks like:

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

Work Information

This area shows you basic work details of the employee. The image below shows you what this area looks like:

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

Government ID

This area shows the government ID numbers of the employee. The image below shows you what this area looks like:

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

Bank Information

This area shows you the bank details of the employee where his or her salary is accredited to. The image below shows you what this area looks like:

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

Emergency Contact

This area shows you the name and contact details of the person to be notified when the employee is in an emergency. The image below shows you what this area looks like:

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

Job Details Tab

This tab shows you the basic details about the position and employment of the employee with the company. The image below shows you what this area looks like:

As you can see, this tab consists of four different areas, which are:

• Employment Status
• Position Information
• Managers (Immediate Superiors)
• Team Members

The descriptions for these areas are as follows:

Employment Status

This area shows you details regarding the employment status of the employee. The image below shows you what this area looks like:

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

When the View History button is clicked, the Employment Status History area appears:

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

Note: You may click on the “X” button to close this area.

Position Information

This area shows you the details about the position of the employee. The image below shows you what this area looks like:

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

When the View History button is clicked, the Position History area appears:

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

Note: You may click on the “X” button to close this area.

Managers (Immediate Superiors)

This area shows you what the details about the immediate superior (supervisor, lead, manager, etc) of the employee. The image below shows you what this area looks like:

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

However, if the employee has no immediate superior, the area looks like this:

Managers (Immediate Superiors) Actions

This area consists of multiple actions that allows you to perform certain tasks. The instructions on how to complete them are as follows:

How to Add an Immediate Superior

Follow these steps to perform this action:

1. Click on the Add Immediate Superior link or the ellipsis to select the Add Immediate Superior option. After selecting it, the list of available employees appears:
   
   Note: You may click on the Cancel button to end this process.
2. Click on the checkbox of the immediate superior you want to add.
3. Click on the Save button. After clicking on it, a confirmation pop-up appears:
   
   Note: You may click on “X” or the Cancel button to close the pop-up.
4. Click on Proceed to continue.
   Note: Once a immediate superior has been assigned to the employee, that employee automatically becomes a subordinate of the immediate superior.

How to Delete an Immediate Superior

Follow these steps to complete this task:

1. Click on the checkbox of the immediate superior that you want to delete. After clicking on it, the trash button appears:
   
   Note: You may click on the Cancel button to end this process.
2. Click on the Save button. After clicking on it, a confirmation pop-up appears:
   
   Note: You may click on the “X” or Cancel button to close the pop-up.
3. Click on Proceed to continue.

Team Members

This area shows you team members that are the supervision or management of the employee. The image below shows you what this area looks like:

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

However, if there are no team member, this area looks like this:

Team Members Actions

This area consists of multiple actions that allows you to perform certain tasks. The instructions on how to complete them are as follows:

How to Add a Team Member

Follow these steps to complete this action:

1. Click on the Add a Team Member link or the ellipsis to selected the Add a Team Member(s) option. After clicking on it, a list of available employees appears:
   
   Note: You my click on the Cancel button to end this process
2. Click on the checkbox of a team member.
3. Click on the Save button. After click on it, the following pop-up appears:
   
   Note: You may click on “X” or the Cancel button to close this pop-up.
4. Click on the Proceed button.
   Note: Once subordinates has been assigned to an employee, that employee automatically becomes his or her immediate superior.

How to Delete a Team Member

Follow these steps to complete this action:

1. Click on the checkbox of the entry that you want to delete. After selecting it, the trash button appears:
   
2. Click on the trash button. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” or Cancel button to end this process.
3. Click on Proceed.

Salary Details

This tab shows you information about the salary of the employee. The image below shows you what this tab looks like:

As you can see, this tab consists of six different areas, which are:

• Tax Details
• BIR 2316
• De Minimis
• Supplementary Compensation
• Other Items
• Compensation Details
• Statutory Details

The descriptions for these areas are as follows:

Tax Details

This area shows you the tax status of the employee. The image below shows you what it looks like:

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

BIR 2316

This area shows added BIR 2316 files of the employee. The image below shows you what it may look like:

BIR 2316 Action

This area allows you to perform an action. The instructions on how to perform it is as follows:

How to add a BIR 2316

Follow these steps to complete this action:

1. Click on the Add BIR 2316 link or on the ellipsis and select the Add BIR 2316 option. After clicking on it, the BIR 2316 – Compensation and Tax Details screen appears:
   
   Note: You may click on the “X” or Cancel button to end this process.
2. Enter the relevant data in the fields.
3. Click on the Save button.

De Minimis

This area shows you the De Minimis added to the employee. The image below shows you what this area looks like:

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

De Minimis Actions

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

How to Add a De Minimis

Follow these steps to complete this action:/p>

1. Click on the Add De Minimis link or the ellipsis and select the Add De Minimis option. After clicking on it, the Add De Minimis pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Enter and select all the necessary value.
   Note: You may enter a negative value in the Amount field by using a “-” or minus symbol in front of the numeric value.
3. Click on the Save button.

How to Edit a De Minimis Entry

Follow these steps to complete this action:

1. Under the Action column, click on the edit button. After clicking on it, the Edit Supplementary pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Update or modify where the change applies.
   Note the following:  
   • You may enter a negative value in the Amount field by using the “-” (minus) sign in front of the numeric value.
   • The negative value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Delete a De Minimis Entry

Follow these steps to complete this action:

1. Under the Action column, click on the Delete button of the entry that you want to remove. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Click on the Delete button.

Supplementary Compensation

This area shows you any other compensations added to the employee. The image below shows you what this area looks like:

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

Supplementary Compensation Actions

This area allows you to perform certain actions. The instructions on how to perform them are the following:

How to Add a Supplementary Compensation

Follow these steps to complete this action:

1. Click on the Add Supplementary Compensation link or the ellipsis and select the Add Supplementary Compensation option. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Enter and/or select all the necessary value in the fields.
   Note the following:  
   • You may enter a negative value in the Amount field by using the “-” (minus) sign in front of the numeric value.
   • The negative value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Edit a Supplementary Compensation

Follow these steps to complete this action:

1. Under the Action column, click on the Edit button of the entry that you want to update or modify. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Update or modify where the change applies.
   Note the following:  
   • You may enter a negative value in the Amount field by using the “-” (minus) sign in front of the numeric value.
   • The negative value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Delete a Supplementary Compensation

Follow these steps to complete this action:

1. Under the Action column, click on the Delete button of the entry that you want to remove. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Click on the Delete button.

Other Items

This area shows you the other items that affects the salary of the employee, such as reimbursements. The image below shows you what this area looks like:

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

Other Items Actions

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

How to add an item

Follow these steps to complete this action:

1. Click on the Add Other Item link or the ellipsis and select the Add Other Item option. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Enter and/or select all the necessary value in the fields
   Note the following:  
   • For the reimbursed amount, only approved amount by the accounting team of the company should be entered.
   • The other item value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Edit an Other Item Entry

Follow these steps to complete this action:

1. Under the Action column, click on the Edit button of the entry that you want to update or modify. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Update or modify where the change applies.
   Note the following:  
   • The negative value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Delete a Other Item Entry

Follow these steps to complete this action:

1. Under the Action column, click on the Delete button of the entry that you want to remove. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Click on the Delete button.

Deductions

This area shows you the statutory and deductions in the salary. The image below shows you what this area looks like:

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

Deductions Actions

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

How to add a new deduction

Follow these steps to complete this action:

1. Click on the Add Deduction link or the ellipsis and select the Add Deduction option. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Enter and/or select all the necessary value in the fields.
   Note the following:Note the following:  
   • The deduction value will be applied to the next immediate payroll run and will continue to do until the expiration date.
3. Click on the Save button.

How to Edit a Deduction Entry

Follow these steps to complete this action:

1. Under the Action column, click on the Edit button of the entry that you want to update or modify. After clicking on it, the following pop-up appears:
   
   Note: You may click on the “X” button to end this process.
2. Update or modify where the change applies.
3. Click on the Save button.

Compensation Details

This area shows you information about the employee compensation. The image below shows you what this area looks like:

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

Statutory Details

This are shows you the details about the statutory deductions of the employee. The image below shows you what this looks like:

Leave Details Tab

This tab shows you the details about the leaves of the employee. The image below shows you what this tab looks like:

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

Offset Credits from Overtime Tab

This tab shows you the details about the offset credits earned by the employee through filing an OT for offset request. The image below shows you what this tab looks like:

Offset Credits from Holiday Worked Tab

This tab shows you the details about the offset credits earned by the employee through auto-conversion or filing a holiday worked for offset request. The image below shows you what this tab looks like:

How to Add a New Employee

Use the following steps to create a new employee record:

• Click on the New Employee menu and select the Add Employee option. After clicking on it, you will be redirected to the Add Employee screen:
  
  As you can see, the Add Employees screen consists of three tabs. The available tabs and their descriptions are the following:  
  • Basic Information – Allows you to enter general details about the new employee
  • Job Details – Allows you to enter information about the employee’s job position
  • Salary Details – Allows you to enter the salary information of the new employee

  Note: You may cancel this process at any time prior to saving by clicking on the Cancel button located on the upper right corner of the Add Employees screen.

• Populate all the required fields.
• Click on the Next button located at the bottom of the Basic Information tab. After clicking on it, you will progress to the Job Details tab:
  
  Note the following:   
  • You may click on the Back button at the return to the Basic Information tab to edit.
  • You may click on the Cancel button to end the Add Employee process
• Populate all the required fields.
  Note: The Effectivity Date becomes active when the Date Hired option is selected
• Click on the Next button. After clicking on it, you will progress to the Salary Details tab:
  
  Note the following:   
  • You may click on the Back button to return to the Job Details tab to edit or the Cancel button to end the new employee creation.
• Populate all the required fields
  • De Minimis Actions
  • Other Compensation Actions
  • Deductions Actions
• Click on the Next button located at the bottom of the Job Details tab. After clicking on it, you will progress to the Leave Details tab:
  
• Add leave(s)
  Note: To learn how to complete this tab, please refer to Leave Actions.
  After entering a leave, the tab appears like the following:
  
  Warning: Before proceeding to the next step, please note that once you created a new employee record, you will not be able to delete it.
• Click on the Save button. After clicking on it, you will see the following confirmation pop-up:
  

Common Errors in Adding a New Employee Record

Here are the possible errors that we might encounter when creating a new employee 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:

Basic Information tab

Job Details

Salary Details

To solve this, populate all the required fields before proceeding to the next step.

Using a Username, Employee ID, TIN, SSS/GSIS number, PHIC number, and HDMF number similar to another employee

Upon saving in the Jobs Details tab, you will see the following warning pop-up if the entered information is the same as another employee in the database:

To solve this, click on the Back button until you reach the Basic Information tab and enter unique details on the mentioned required fields.

How to Upload an Employee Record

Use the following steps to migrate your company employee record into the JustPayroll system:

1. Click on the New Employee menu and select the Upload Employee option. After clicking on it, window dialogue would open to allow you to browse for the employee record file:
   
2. Select the file that you want to upload.
   Note the following:   
   • The selected file needs to be in a CSV format to be accepted by the system.
   • For seamless upload and data integration, it is preferred to use the employee template found in the Template Screen for this task.
3. Click on the Open button. After clicking on it, you will see the following confirmation pop-up:
   

Common Errors in Uploading an Employee Record

Here are the possible errors that we might encounter when uploading an employee record:

Not uploading in the correct format
If the file selected to be uploaded is not in a CSV format, you will see the following warning pop-up:

To resolve this, select files that are in a CSV format and click on the Open button in the window dialogue.

How to Upload an Employee for ESS

To upload an employee record for the employee self-service (ESS) feature, follow these steps:

1. Click on the New Employee menu and select the Upload Employee option. After clicking on it, a window dialogue would open to allow you to browse for the employee record file.
2. Select the file that you want to upload.
   Note the following:   
   • The selected file needs to be in a CSV format to be accepted by the system.
   • For seamless upload and data integration, it is preferred to use the employee ESS template found in the Template Screen for this task.
3. Click on the Open button. After clicking on it, a confirmation pop-up appears.
   Note: After uploading, an automated email is sent to the employee prompting him or her to complete his or her details in the JustPayroll Employee Portal. Once completed, an email is sent to you regarding its completion.

How to Add an Employee for ESS

To invite an employee to the ESS feature, use the following steps:

1. Click on the New Employee menu and select the Add Employee for ESS option. After clicking on it, the Add Employee for ESS screen appears:
   
   Note: You may click on the Back to Directory button to end this process and return to the Employee Screen.
2. Populate all the required fields.
3. Click on Add Employee. After clicking on it, a confirmation pop-up appears.
   Note: An automated email is sent to the employee prompting him or her to complete his or her details in the JustPayroll Employee Portal. Once completed, an email is sent to you regarding its completion

Common Errors in Sending an Employee Account Invitation

Here are the possible errors that we might encounter when adding an employee for ESS:

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, enter the correct data in the required fields to continue.

Not entering the correct employee ID of the supervisor and/or HR If the entered ID does not match company records, the following warning labels appear:

To resolve this, enter the correct ID numbers to proceed.

How to Edit or Update an Incomplete Employee Record

Use the following steps to modify or update an existing employee record:

1. Click on the (Approve) button under the Action column. After clicking on it, you will be directed to the Employee Profile screen.
   
   Note: You may end this session by clicking on the Cancel button.
2. Update or modify all the required fields in each tab and progress accordingly with the Next button.
3. After completing the Leaves Details tab, click on the Save button. After clicking on it, a confirmation pop-up appears.

How to Edit or Update a Completed Employee Record

To modify or update an employee record that has been completed, use the following steps:

1. Click on the (View) button under the Action column. After clicking on it, you will be directed to the Employee Profile screen.
   Note: You may return to the main Employee Screen by clicking on the (Directory) button.
2. Click on the tab(s) where you want to update or modify the details of.
3. Click on the (Edit) button. After clicking on it, the fields become editable.
   Note: You may end this process by clicking on the Cancel button.
4. Enter the change to where it applies.
5. Click on the Save button. After clicking on it, a confirmation pop-up appears:
   

How to View the Employee History

Use the following steps to complete this action:

1. In the Employee Directory, click on the View Details button of the employee entry that you want to see the history of. After clicking on it, the employee details appear.
2. Click on the Job Details tab.
3. Under the Employment Status area, click on the View History button. After clicking on it, the Employment Status History:
   
   Note the following:  
   • You may view a history of payment status changes through this feature.
   • You may click on the “X” button to collapse the Employment Status History area.