13^th Month Pay Wizard

This will assist you prepare the 13th month payroll. Each step is described hereunder:

The user can set coverage for the 13^th month pay period. After selecting the coverage proceed to next page.

Select type of computation for the 13^th month payroll based on the company policies and procedure. After setting the computation proceed to next page

Select the employee’s payroll type to be processed by the wizard

Preview the list of employees with 13^th month payroll

The user can generate 13^th month payroll reports such as pay slips and summary report.

Annual Reports Preparation Wizard

This will assist you prepare the annualization for the year end payroll process. Each step is described hereunder.

Select appropriate year for annualization report.  Default year is the previous year unless the current month (from the system date) is within July to December.

Re-categorization for each Recurring Entry allocated to employees. All recurring entries descriptions found in the history are displayed here. This step is very critical since this will be the basis of annualization process in computing the year-to-date taxable income of employees.

Preview of Tax Exemption per Tax Code

Review of Withholding Tax table

Review for Maximum Non-taxable 13^th month pay and selection of month/year to which the Annual Tax Adjustments will to be posted.

Phoenix has a wide range of annualization reports ready for printing in just a one click away, simply select and highlight the scheduled report and click preview to generate the report viewer.

In here, you can also generate 2316 BIR Form and generate Alphalist Validation Text file.

The Annual Tax Adjustments of each employee is displayed. You can post these adjustments as recurring entries and apply them in succeeding pay period as Tax Adjustment.

Employee Attendance Monitoring Wizard

This will assist the user to monitor employee attendance. Each step is described hereunder.

Select pay period date range to be generated.

Select filter option.

User can now select which employees to be processed by placing a check mark beside the employee’s name.

The user is provided to select which attendance types to be included in the report.

Custom Report Builder

This wizard can create user-defined reports with employees 201, attendance and payroll data. Existing report templates list will appear.

The user may select which fields from employee master file.

Can create dynamic fields on selected attendance type and/or recurring entries.

The user can arrange the order of columns.

• Can feed or export in specific excel file
• Can select attendance created field table source
• Created report can be added to the dropdown menu in Print->Custom Reports->User Defined Custom Reports

Government Deductions Certification Wizard

The Government Deduction Certification Wizard produces a letter certifying the contributions and loans payments deducted from an employee which are remitted to SSS,  Philhealth, PAG-IBIG, and GSIS.  This certification is to be signed by the company’s authorized signatory.

Export Remittance Wizard

This wizard will assist you in exporting contributions/deductions and payroll remittance to pre-defined excel template.

Last Pay Wizard

This wizard that helps you prepare the last payroll of an inactive employee. Each step is described hereunder.

Select which type of pay period and the covering period to process. Click on Next to proceed to next window.

This window lets the user modify the type of computation to be applied based on the company policies.

This window views tax code and tax table currently used by the Phoenix Payroll.

Select which employees to be processed by clicking on the employee name from the Separated Employees list on the left side of the window then click on Add.  To unselect employee, just click on the employee name on the list of selected employees on the right side, then click on Remove. After finalizing the list, click on Next to proceed to next window.

This window below provides the user to manually input any additional attendance to be included in the last pay processing. To add click on the  plus sign button.

This window provides the user to manually input any additional recurring entries to be included in the last pay processing. To add click on the  plus sign button.

This window displays the processed computation of the last pay wizard.

The user can set each earning to taxable or non-taxable. The user can also delete any of these earnings if not applicable.

This step provides the user with the selection of reports and certificates to be printed.

Leaves Conversion Wizard

This wizard is a utility that simplifies the computation of employees’ remaining leave credits. Computation depends on the option that you set and is based on the particular formula you selected in System Settings.

At the end of the Wizard, leave’s conversion amounts may then be posted as additional earnings for all employees in the Recurring Entries section.  These recurring entries are then processed together with employees’ payroll for the selected posting date.

Select the covering period to be processed, and then select the posting date to when the computed leave amount is to be applied.

The user can define the formula of leave credits depending on company policies.

Options

• Tick the Start count after __ leaves option if you want to exclude a predetermined number of leaves from the computation of leave credits:
• Tick the Compute Tax option if you want to compute taxes.  There are two options for computing taxes on leave credits:
  • After __  leaves (leave credits exceeding this value are computed for taxes)
  • Using standard taxation rules (total allowances and leave credits exceeding the non-taxable earnings threshold (see Settings à Rates tab à 13^th Month Pay section à Maximum Amount of Non-Taxable Allowances, Incentives, and 13^th Month Pay option) shall be computed for taxes)
• ·         Tick the “Individual Leaves Computation” option if you want to segregate computation for each leave type (un-ticking this option will consolidate all selected leave types as a single Leave Credits entry).
• Tick the Include Additional Leaves option if you want to include Additional Leaves in determining the Total Allowed Leaves per employee.  Additional Leaves are added per employee, based on his/her anniversary date (see Settings->Leaves->Additional Leaves section).
• Tick the Include Attendance Converted to Leaves option if you want to include employees’ attendance records which were converted to Leave credits based on Attendance To Leaves Conversion rules (see Settings->Leaves->Attendance To Leaves Conversion section).

Select Leaves

• The Select Leaves section allows you to select only the leaves that you want to process leave conversion for.  Simply tick the leave types which you want to process.

Formula

• The Formula section allows you to choose the appropriate leave conversion formula your company uses.  Currently, there are two basic formulas included for Leave Conversion:
• Leaves conversion based on the proportionate number of months from the Start Date to the End Date (as selected in Step 1 of the Wizard).
• Leaves conversion based on a fixed percentage as determined by the user.

After configuring your preferred Leave Conversion options, the system checks for previous computations processed for the selected Posting Date.  If an existing computation exists, you will be prompted if you wish to Overwrite the previous computations stored.

Choosing YES discards the previously processed data and performs the new calculations.

Choosing NO will not perform any calculations and instead retrieve the previously computed data for viewing.

Preview the results of leave conversion computations. Note that the Leaves Conversion Wizard only takes into account leaves for pay periods that have already been locked from editing.  This ensures that Leave Conversion computations are based on previously processed payroll data only, thus ensuring consistency in its computations.

Generate Leave Conversion Payslips or Leave Conversion Summary Report, then optionally post the processed leave conversion entries into Recurring Entries as Leave Credits (additional earnings) for inclusion in the pay period containing the Posting Date selected in Step 1.

Payroll Wizard Section

The Payroll Wizard is a very user-friendly step-by-step process wherein employee’s attendance and the corresponding payroll computations are processed.

Welcome to Phoenix Payroll Wizard

This interface serves as an introduction to Phoenix Payroll Wizard.

Pay Period Selection

The Pay Period Selection step allows the user to choose the pay period to display or process. There are four (4) types of pay periods available – daily, weekly, semi-monthly, and monthly pay period. Simply select the desired pay period and the corresponding date range covered.

The checkboxes options are described hereunder:

• Clear all imported attendance – will clear all imported attendance entries
• Clear all manually entered attendance – will clear all manually inputted attendance entries
• Reprocess auto-attendance – will re-generate auto attendance entries
• Revalidate schedule – will revalidate attendance against scheduled shift code(s)
• Revalidate Web approved OT– will revalidate all approved OT web requests against scheduled shift code(s) and valid time logs.

Attendance Entry

The Attendance Entry section is the main source of information used in the computation of employee payroll. Attendance may be entered using one of two (2) entry modes: Duration Entry Mode and Time Entry Mode.  Toggle on the Time Entry Mode / Duration Entry Mode button to switch between modes anytime.

Note: You can import Employee Attendance Records directly from a device or from a file

Attendance Outside the Covering Period

If you need to include Attendance records of dates outside the pay period cut-off, you must check the setting Allow Attendance outside covering period in  Preferences à Settings à Attendance. If you wish to automate Absences & Holidays for outside covering period attendance, go to Preferences à Settings à Attendance Options

You’re allowed to manually enter or to import these Attendance Records.

The system also provides a selection of employees to be imported. The Attendance Types found in the Attendance entries of outside covering period are also shown in a checklist menu for selective inclusion in Payroll processing.

Synchronization Window (Time Entry Mode) – If you’re device setting Connection Mode is set to File, click to File column to browse for the location.

You may enable the Custom Data Range feature which allows you to import data from selected date range within or outside the covering period.

You may also enable Select Employees for selective inclusion of employees to be imported. Only those employees with chrono# will be imported.

Notes: 

As attendance records are imported, they are validated against each employee’s shift schedule.  

If an employee is configured for Attendance based on Authorized Shift, the attendance records will be cross checked against the list of authorized shifts for this employee.

If an employee is configured for Attendance based on Schedules, the attendance records will be crossed checked with shift schedules assigned for this employee.

Invalid attendance entries will not have corresponding pay amounts for control purposes.

Import Summarized Attendance Window (Duration Mode) – Import attendance from an excel file. You can locate Template for Summarized Attendance Importation template in Phoenix Payroll Installed folder à Importation Templates à Template for Summarized Attendance Importation.xls

Additional Earnings/Deductions

The Additional Earnings/Deductions section displays the recurring entries applicable for the current payroll.

The system provides the user with two out of the four options from the

Recurring Entries Window General Options:

• Enabled – ticking this box will enable this Recurring Entry to take effect when processing the payroll.
• Reg. Income – ticking this box will treat this Recurring Entry as regular earning each time it is applied.

You can also set this entry as taxable or non-taxable.

List of Employees to be Processed

User can now select which employees to be processed or reprocessed by placing a check mark beside the employee’s name.

Salary Viewer

Highlight a particular employee from the Employees list to view the payroll details for that particular employee. The Salary Viewer is sub-divided into 2 (two) columns: earnings (left column) and deductions (right column) as shown. This section displays the actual payroll for the selected employee as it will appear on the payslip. For control purposes, this will serve as a mere viewer for each employee’s salary, thus giving you the chance to verify and make the appropriate adjustment (just click BACK button) to Attendance and/or Recurring Earnings/Deductions before completing the payroll.

Note: Attendance entries outside the covering period are displayed in separate lines on a per day basis.

Payroll Reports

The Payroll Reports section is the final phase in payroll processing. A listing of reports is available in this phase based on the active reports in the system settings. Each report can be viewed by simply double-clicking the desired report. When finished previewing or printing all desired reports, simply click the Finish button.

Finishing a payroll will lock the currently open pay-period from further modification, thus ensuring your previous payroll data are free from tampering or accidental/unwanted alteration.

Paper size is now being displayed on preview title bar of all reports.

All reports here in Phoenix Payroll Wizard are also available in Print Tool with Date Range, so if you need previous payroll report or payslip, you do not need to enter here in phoenix payroll wizard.

Migrating to Phoenix Payroll from a manual-based payroll system or from other payroll software is made easy via Phoenix Payroll’s Data Importation feature.  Phoenix Payroll’s import from CSV feature provides a means of easy migration from other payroll systems. You can import several data such as Employee Records, Employee Schedules, and Recurring Entries.

Employees

Importing employees records just simply click the Action button, select Import/Update Employee Records. The Import/Update Employee Records under the Action button will be enabled when the active section is the Employees Section.

After clicking Import/Update Employee Records, Employee Records Import window will appear on top. You can now browse the Excel import file.

You can locate Employee Record Import template in Phoenix Payroll Installed folder ->Importation Templates ->Template for Employee Data Import & Update.xls

Employee Schedules

To import employee schedules just simply click the Schedule section tab located at the left side of the Phoenix Payroll, then click Import button at the Data Panel.

An Import Employee Schedules window wizard will appear. Click next to proceed. Browse the path directory where the employee schedule file is, then select the file.

Browse the path directory where the employee schedule file is, then select the file.

You can locate Employee Record Import template in Phoenix Payroll Installed folder à Importation Templates à Template for Attendance Employee Schedules Importation.xls

The System Security Tool contains all the access information, including password and access limits of users, groups, and workstations. This is similar to Microsoft Windows’ Users and Settings.

Users tab

The System Security Users Tab contains the list of users and their individual privileges to the system. You can set each user’s privileges for the security of the payroll system. This is also where you can add a new user account. Only the user account with administrator privileges can access this module.

Groups tab

The System Security Group tab is used to set grouping of users to easily define its privileges in the system setting window.

Workstations tab

The System Security Workstation tab used to set which workstation has access to the payroll system with predefined action for each user.

Advanced tab

The System Security Advance tab is used to define the actions allowed for each user or group.

Set Password

The System Security Set Password tab allows the user to change his own password. 

General tab

The General tab sheet stores information about your company, to be referenced all throughout the system.

Corporate tab

The Corporate tab sheet contains information about your company’s corporate structure. 

• Hierarchy – displays the organizational structure of the company. Once a specific hierarchy is enabled. The field is also reflected in the employee’s profile.
  • Departments
  • Divisions
  • Sections
  • Units
  • Groups
• Career Ladder –
• Company Sites – groups the employees on their location. Assigning employees to their respective sites also enables a site-specific calendar entry..
• Jobs – enables job costing for different projects
• Time Off In Lieu (TOIL) Positions – list of positions that has the privilege to apply for TOIL leave type. Positions that can avail TOIL can have an additional time off depending on the
• Confidential Positions – list of positions that are set confidential and will be visible only to the confidential user group.
• Flexi Positions – list of positions that are set to Flexi will have particular exceptions in some timekeeping rules.

Work Units tab

The Work Units tab sheet stores settings that tell Phoenix Payroll how to handle time conversions.

Basic unit for computation of payroll is the setting of unit to be used in computing the attendance pay. It is seen in Attendance Entries and Salary Viewer sections of Payroll Wizard.

Pay Periods tab

The following important system references are set in this sheet:

• Cut-off days/dates for all pay period types (Weekly, Semi-monthly, Monthly)
• Monthly balancing of government deductions
• Determining the last weekly payroll of the month
• Auto-exclude Payroll Items – the setting of order for Recurring Entries application by the priority

Pay Period Other Options:

• Prompt for Calendar Holidays/Special Days when entering Payroll Wizard->Attendance section
• Alert on Dependent reaching age limit 21 – prompts upon user login
• Prompt on employees Netpay below ___% of Monthly Rate – prompts after payroll computation, prior to Salary Viewer section
• Allow advance cut-off processing – Enabling this setting will allow processing of payroll even there is no payroll processed for the prior cut-off/s.
• Show Day in date fields of Attendance section – Displays the day which corresponds to the attendance date
• Show Remarks fields of Attendance section – provides the user to input remarks per attendance entry
• Activate Individual Payroll locking – Enabling this setting will allow the authorized user in Payroll Wizard to lock a particular employee’s Recurring, Attendance, and Payroll records during processing. This feature is intended to prevent the editing of data by other users while the timekeeping or payroll processing is ongoing.
• Prompt on employees with consecutive days of absences – Prompts along with other flags such as Resigned Employees, No Attendance Records, and Negative Netpay.
• Alert employee anniversary date – prompts upon user login
• Alert on Employee schedules workweek requirement
• Apply old rate on outside cut-off attendances

Auto Exclude Payroll Items:

This feature is used to enable the sorting of Recurring Deductions to be applied to payroll by priority. Base Amount Items will be checked by the system and compare the total to the minimum amount set. If the total Base Amount is below the set minimum, the system will apply the auto-exclude feature. The least priority will be the first to be excluded.

Rates tab

The Rates tab consists of multipliers used in computation of particular attendance pay. See below sample:

Regular hours = 88
Hourly rate = 100.00
Rate for Regular attendance = 1
88 x 100.00 x 1 = 8,800.00
Regular Pay = 8,800.00

Custom Attendance Type:

Custom Attendance Types are user-defined attendance types that can be linked to any default attendance type.  The computed amount will be applied on top of the mother attendance type.

Automation Rules may be set so that the system will automatically create an entry in Attendance Entries Section each time all the enabled conditions are all satisfied. You may also set Specific Date, Holiday, Time Range, or Excess hours.

See sample below:

Saturday Premium will be automatically generated each time there is a valid Regular Attendance on a Saturday of all employees whose positions are checked. 

The Save to File button enables the user to export the different codes for each attendance type. The codes that are exported will be used for the Summarized Attendance importation.

The Annualization section gives the user

Deductions tab

The Deductions tab tells Phoenix Payroll when and how to compute for government deductions

Government deductions can be computed in the following manner:

1. Once a month – can be set to 1^st Semi-Month or 2^nd Semi-Month; the same settings are also applicable to 1^st and last Weekly payroll respectively.
2. Distribute Evenly – the system will divide the monthly due into equal distribution per payroll for both Weekly and Semi-monthly pay period types. (depending on the number of pay periods in one work month).
3. Fixed Monthly – based on employee monthly rate

Other options include:

• Include nontax earnings – will include all Non-taxable Recurring Earnings in the computation.
• Use Monthly Rate for non-end of month cut-off –
• Apply balancing on non-end of month cut-offs –
• Allow editing of government tables – gives the user an option to edit the government tables.
• No govt deduction for employees WITHOUT PAY in end of month cut-off if gov’t deduction in same month earlier cut-offs.
• Use Monthly Deduction Table for computation of WTAX for end of month –

2.) Gross Based (Default) – checks for the gross income (taxable) and apply corresponding dues

a. Once a month – should be set to 2^nd Semi-month only (applicable to last Weekly payroll); the system will apply deductions during the last pay period of the month based on the total gross for the whole month

b. Every Payroll – should be set to 1^st Semi-Month and 2^nd Semi-Month; the system will apply deductions every payroll (Semi-monthly/Weekly)

b.1 Use monthly rate for 1^st half payroll

Other option for Gross-based:

Include nontax earnings – will include all Nontax Recurring Earnings

3.) Custom – configurable basis of deductions per Deduction type; the user may include selected Attendance Types and Recurring Entries for a particular government deduction.

Other options applicable to all (Fixed Monthly, Gross-based and Custom)

Apply balancing to non-month-end pay period

• Disable (default)- The system will apply balancing and compute for employer share every month-end only.
• Enable – The system will compute for up-to-date balancing every payroll. This means that employer share will also be computed.  This way, even if employee resigns or has taken AWOL in the middle of the month, the system already computed the corresponding monthly dues including the employer share.

The Government Contributions Computations area displays

Other Setting for WTax computation:

Basis for “Regular Income”

This setting will classify the attendance types to Regular or Supplemental Income for Withholding Tax Computation. 

Devices tab

The Devices Tab provides information and configuration of attendance device(s) connected to the System for specific routines. This tab also stores settings of Attendance Retrieval Method which includes the Importation Method and Break Monitoring.

Shifts tab

The Shifts Tab is used to set the company’s shifting schedules. For flexi-time, you will need to input several shifts for all the possible time in and time out combinations.

Attendance tab

The Attendance tab sheet contains settings for Overtime, Night Differentials, Holidays/Special Holidays, Rest Day,  Late/Tardiness, Early Knock Off, TOIL, Rules and Options and Attendance-Dependent Recurring Entries.

In the Overtime Section, the user can set the rules related in setting up Overtime. By default, the Overtime Rule is set to All Employees. To set up the OT rules, double click the <All> selection. This will display the Overtime Rule window.

The Overtime Rule window displays different options depending on the Company’s policy regarding Overtime

• Overtime minimum hours – enables the user to set the minimum hours required for Overtime.
  • Example, the user sets 2 hours minimum overtime. The shift coverage is from 8am to 5pm. If the employee logs out at 7pm, the overtime is detected. If the employee logs out at around 6:45pm, the overtime from 5pm to 6:45pm is ignored.
• Less Tardy and/or Undertime – enables the user to reduce the Tardy and/or Undertime amount and/or attendance to the employees’ Overtime pay.
  • Less premium only – when enabled, it enables the user to reduce the Tardy and/or Undertime premiums to the employees’ Overtime Pay.
  • Less Tardy/Undertime attendance – when enabled, it enables the user to reduce the employees’ Overtime attendance with the Tardy/Undertime value.
• Less overbreak – when enabled, it enables the user to reduce the employees’ Overbreak amount to their Overtime pay.
  • Less Overbreak attendance – enables the user to reduce the employees’ Overtime attendance with the Overbreak value.
• Apply Overtime Incremental rule in Minutes – when enabled, Overtime incremental rules are applied.
  • Example, an Overtime incremental rule of 15 minutes is applied. The employee logs out at 7:55pm.The Overtime duration will be from 5pm to 7:45pm. The remaining 10 minutes is ignored.
• Change Overtime to (a specific Attendance type) When it falls on (a specific day) –

In the Night Differentials section, it enables the user to setup the Night Differential rules.

• Start and End Time – the user sets the Start and End of the night differential.
• Minimum hours –
• Less shift break
• Apply Incremental rule in Minutes

The Auto-split Attendance section enables the user to

The Holidays/Special days section sets the different rules for Holiday depending on the company policies.

• Auto Add Holidays/Special Days – enables the user to set the Holiday/Special day Automation.
  • Off – Holiday/Special day attendance is disabled
  • Partial – Holiday/Special day attendance is until 12 Midnight
  • Partial IN – Holiday/Special day attendance is until 12 midnight. If the employee has logged IN on the holiday date.
  • Partial Beyond – Holiday/Special day
  • Full Date – Holiday/Special day attendance is set at full shift range.
  • Full Date IN – Holiday/Special day attendance is sett at full shift range. If the employee has logged IN on the holiday date.
  • Full Attendance – Holiday/Special day attendance is set at the actual IN and OUT of the employee.
  • Full Attendance IN – Holiday/Special day attendance is set at the actual IN and OUT of the employee. If the employee has logged IN on the holiday date.
  • Premiums Only – No NWP automation for employees. But gets Holiday/Special Day Premiums.
  • Premiums Only – Full Date IN – No NWP automation for employees. But gets Holiday/Special Day Premiums if the employee has logged IN on the holiday date.
  • For Approval – Employee gets NWP automation, but no Holiday/Special day premiums.
• Add Premium – Attendance for non working days or rest days –

• Require Attendance Prior/After Holiday – require attendance from employees before and/or after holiday.
  • Validate Negative Attendance Types –
• No Late & Undertime for Holiday Attendance
• Include No Work Performed holidays in auto generated regular days
• Holiday & Restday Maximum Premium hours
• Use actual Time IN in computing premium attendances
• Require PayrollWEB overtime request approval for Holiday Premiums

The Rest Day Attendance Mapping section displays the setup for the employees’ Rest Day Attendance

• 1st Rest Day

Employees tab

The Employees tab sheet stores settings of Anniversary Dates, Data Restrictions, Auto-computes wages settings, and other settings pertaining to Employee profile.

Leaves tab

The Leaves settings are used to store maximum allowed leaves and additional leaves for a group of employees based on their positions. The values entered here can be manually adjusted on a per employee basis.

Annual Leaves cut-off can be set to either Fixed or Moving.

Reports tab

The Reports tab allows the user to select from a listing of available reports to activate/deactivate for viewing or printing. Only reports that are checked will be available in the Payroll Wizard report section. The names of signatories with their respective designations can also be stored. You may also set the payslip date range for monthly paid employees and output format for shaded forms.

Recurring tab

The Recurring Tab is used for customizing how Recurring Entries affect Payroll computation.

Forex tab

The Foreign Exchange Tab allows you to store the rates of different currencies which will be used in various features in the Phoenix Payroll System.

Applications tab

The Application Tab is used to set the system where to locate the external programs that are linked with Phoenix Payroll.

The Email Utility is an email setting used for mailing payslips in a Portable Document Format (PDF).

Security tab

The Security settings store options on how the system should handle various security issues.

Payroll Web tab

The Payroll Web settings provides configuration on how to validate Web Approved Request such as Leave, Overtime, COA, OB, Reimbursements, etc.

System Security

The System Security Tool contains all the access information, including password and access limits of users, groups, and workstations. This is similar to Microsoft Windows’ Users and Settings.

Users tab

The System Security Users Tab contains the list of users and their individual privileges to the system. You can set each user’s privileges for the security of the payroll system. This is also where you can add a new user account. Only the user account with administrator privileges can access this module.

Groups tab

The System Security Group tab is used to set grouping of users to easily define its privileges in the system setting window.

Workstations tab

The System Security Workstation tab used to set which workstation has access to the payroll system with predefined action for each user.

Advanced tab

The System Security Advance tab is used to define the actions allowed for each user or group.

Set Password

The System Security Set Password tab allows the user to change his own password. 

The Calendar section of Phoenix Payroll enables the user to input all Holidays and Special days for the year. All entries inputted here will automatically reflect in applicable pay periods where the holiday or special day is included.

The Site field is added to indicate which company sites are affected by a particular holiday (i.e., Provincial or City Holidays).  Tagging of Company Site per employee is found in Employee Properties->General tab.

The authorized user is allowed to manually add, edit or delete an entry.

If Phoenix LiveUpdate facility is enabled and allowed on your computer, the system will check for updates and provide an option to download applicable Holiday Calendar updates.  If the new Holiday is existing on your data, the system will not apply the patch.

The Recurring Earnings / Deductions section stores additional earnings and/or deductions such as allowances, incentives, loan deductions, etc., which are kept track and can be individually reported on a per-employee or per-entry basis. All entries here are required to be specified with effectivity and expiration date.  The Expiration date is dominant over the Outstanding Balance.  This means that the system will stop applying the recurring entry if already expired even though there is a remaining balance.  On the other hand, if the Outstanding Balance turns zero, the system will automatically stop applying the recurring entry even it is not yet expired.

To add a new recurring entry, click the insert  button above the grid form the recurring section, then a rectangular window will appear as shown in the figure above.  Enter the recurring data and click the OK button to save the current changes made or click Cancel button to disregard changes.

To edit a particular recurring entry, double click on the item you want to edit (or highlight an entry and click the grid editing tool button) to view a recurring information/details window. Change the value and click on the OK button after editing to save changes otherwise click Cancel.

To delete a recurring entry, highlight the entry and click the delete (– ) tool button.  When prompted if you would like to continue with the deletion, click OK button if you want to continue with the deletion, otherwise click Cancel.

Note:  Recurring earnings and deductions which are already applied or issued to payroll processing are not allowed to be deleted.

The fields that make up the Recurring Entry are described hereunder:

• Description – stores the description of the Recurring entry such as allowance, incentives, loans, etc. which are predefined. New recurring entry descriptions are remembered by the system as records are saved.  Thus, when a new description is saved, that particular description will appear in the drill-down menu the next time the Recurring Entry window is opened.
• Type – stores the Recurring entry type, whether it is an earning or deduction
• Reference – stores the reference document number for SSS Salary loan payment, it can be found in the cheque voucher
• Date issued – stores when the new Recurring account was issued by the company
• Occurrence – stores the frequency of occurrence of the Recurring entry.  You may select monthly, semi-monthly or one time only.
• Effectivity – stores the starting date when the recurring entry will take effect
• Expiration – stores the ending date of the effectivity
• Category – stores the category of the recurring entry to be referenced by the year-end reports. Categories are predefined in compliance by the
• Taxable – stores if the Recurring entry is taxable or not
• Original Amount – stores the original amount of the recurring entry.
• Total Amount – stores the total amount of the recurring entry (including interest if applicable such as SSS & Pag-ibig loans) where the amount per occurrence will be deducted from
• Amount – stores the amount to be applied per occurrence
• Balance – stores the remaining amount to be applied
• Foreign Currency – for employees whose earnings are in foreign currency

General Options:

• Enable this entry (Include this entry when processing payroll) – ticking this box will enable this Recurring Entry to take effect when processing the payroll.
• Attendance Dependent (This entry will depend on employee’s attendance) –ticking this box will make this Recurring Entry dependent on employee’s attendance, it means that this Recurring Entry will be applied only to the days the employee is present or based on settings found in Preferences->Settings ->Attendance-> Basis for Attendance Dependent Recurring Entries.
• Treat as WTax adjustment for inclusion in succeeding payroll periods – ticking this box will apply this Recurring Entry as Withholding Tax to succeeding payroll periods and will be posted to employee’s year-to-date Tax Withheld.
• Treat Recurring Entry as Regular Income – ticking this box will treat this Recurring Entry as regular earning each time it is applied.
• Confidential Recurring Entry – this option appears only if the user has access to confidential data.  Ticking this option will make this entry invisible to restricted users.

The Government Deduction Tables section displays the deduction tables for each of the government agencies which require contributions be withheld from employee wages.

Withholding Tax Tables

Withholding tax table is displayed in each pay period processing type and exemption status

The Wage Floor and Wage Ceiling columns show the range at which a particular employee’s Regular Income must fall in.  The Of Wage Over will be deducted from the Regular Income before adding the supplementary income.  The Deduction column stores the fixed amount to be deducted from the employee’s gross pay based on his bracket. The Plus % column stores how much percentage of the total taxable income less Of Wage Over must be added to the fixed Deduction. 

See sample computation below for a monthly waged employee who has a regular compensation of P12,000, supplementary compensation of P5,000, and Single (S) tax code.

Less: Of Wage Over                           10,000.00

                                                            2,000.00

Add: Supplementary compensation      5,000.00    

Total:                                                   7,000.00

Tax on excess (P7,000 x 20%) P   1,400.00

Tax on P10,000.00                                  708.33

Withholding tax                               P   2,108.33

Note:  You can set the Basis for Regular & Supplementary Income (Attendance Pay) in Preferences->Settings->Deductions. This setting has a big impact in Annualization process. During Annualization process, year-to-date Regular & Supplementary Income are added up prior to matching up to which bracket the taxable income must fall.

The Tax Reform for Acceleration and Inclusion Act (TRAIN) Law Phoenix Integration

Phoenix Payroll is TRAIN Law-ready effective January 1, 2018.  The smooth integration was done and released on January 5, 2018.

SSS Contribution Tables

SSS Employee and Employer Shares Tables and the Employer Contribution Table

PhilHealth Contribution Tables

PhilHealth Personal and Employer Shares Tables

Pag-Ibig Fund Contribution Tables

Pag-Ibig Employee and Employer Shares Tables

GSIS Contribution Tables

GSIS Employee and Employer Shares Tables and the Employee Contribution Table for Regular and Judiciary Members

Employee Schedules enable the user to set the daily shift schedule of each employee. The view can be set per day, per workweek, per week, and per monthly basis. Employee Schedules system is applicable for companies that follow a strict attendance scheduling system that must be adhered to by employees.

• Import – Employee schedules may also be imported from separate file(s) (see Annex “C” for the proper Format for Schedule Data Importation).  This import feature is useful when employee schedules are created by team leaders or supervisors who do not have access to Phoenix Payroll app.

• Propagate – This allows the user to assign a specific weekly schedule and propagate it to within a specified covering period.

Clicking on the Employees section button on the left panel of the main GUI brings you to the Employees section.  In the Employees section, a listing of all employees is displayed in the main data panel.  Several views can be selected by right-clicking on the “Main Data Panel”:  New, Properties, Select All, Delete, Filter, Find and Manage columns

The Employees listing provides a means of quickly viewing employee details.  Columns shown in this view may be customized, according to fields selected. Data can be sorted per column by simply clicking on the column title.  Data may also be filtered accordingly by right clicking on “Main Data Panel” on a popup menu select Filter, and selecting the desired filter rule.

Manage columns can easily customize the Main Data Panel view. Can select fields what will show in Main Data Panel and Custom Filter canselect a custom filter.

Employee Properties Form

The Employee Properties Form is a mini HRIS within Phoenix Payroll, which stores basic employee information necessary for government compliance on payroll computation.  Required fields within the Employee Properties Form are highlighted with a red asterisk, which must be completed by the user prior to saving.

General Tab

The General Tab records “General” information about the employee. 

The fields that make up the General tab are described hereunder:

• ID# – 20-digit alphanumeric identification number used for storing an employee’s ID#, as assigned by the company
• Prefix – Optional prefix for this employee (i.e. Mr., Mrs., Ms., Dr., Atty., etc.)
• First Name – Stores the first name of the employee
• Middle Name – Stores the middle name of the employee
• Last Name – Stores the last name of the employee
• Suffix – Optional suffix for this employee (i.e. Jr., Sr., II, III, MD, etc.)
• File As – Stores the full name of the employee, however way you wish them to be filed and correspondingly displayed in the system reports
• Position – Stores the position of the employee within the company.  Positions are remembered by the system as records are saved.  Thus, when a new Position is saved for a particular employee, this position will appear in the drill down menu the next time the Employee Properties Form is opened.
• Department – The Department field stores the department that this particular employee belongs to.  Users may only select a department as given in the drill down menu.  Therefore, it is recommended that all company departments be encoded in the Corporate Section of System Settings, first, before employee records are encoded.
• Branch/Site – The Branch/Site field stores the branch/site that this particular employee belongs to.  Users may only select a branch/code as given in the drill down menu.  Like the Department, it is recommended that all company branch/site be encoded in the Corporate Section of System Settings, first, before employee records are encoded.
• Job Grade – Stores the job grade of the employee. Job Grade is a grade of salary.

Payroll Tab

The Payroll tab stores pay period information of the employees.

The fields that make up the Payroll tab are described hereunder:

• Pay Period – Stores the pay period processing type of the employee.
• Tax Type – Stores the taxation type of the employee – Regular Wtax or Expanded Wtax.
• Chrono Number – Stores the chrono number of the employee, this field will only be enabled when you select the option Attendance is extracted from the Attendance Disk or Auto-attendance based on Pay Period.
• Manual entry of attendance information – select this option if employee attendance records are to be inputted manually.
• Auto attendance. based on employee’s Pay Period – select this option if the system will compute for assumed attendance based on current pay period.
• Attendance is extracted from the attendance disk – select this option if employee attendance records will be extracted directly from a T&A Device or from a text file.
• Wage – Stores the wage type of the employee with corresponding basic rate.
• Minimum Wage Earner (MWE) – check this option to classify the employee as minimum wage earner.
• Wage is computed NET of Deductions – All government deducted benefits and WTAX from employees will give it back as a Gov’t Deductions Offset.
• Auto-set button – This button enables upon editing of wages. Click this button to automatically display the converted rate (based on set Annual working days) for the uncheck wage types.
• Formula button – This button is used if you would like to apply different value of Annual working days for the particular employee.
• Clear button – This button is clicked to clear the values of the three wage types – hourly, daily and monthly.
• Customize button – This button is used to add a new or view history of pre-programmed promotion or change rate.

Attendance tab

The Attendance tab stores employee’s individual attendance settings.

The fields that make up the Attendance tab are described hereunder:

• Attendances based on authorized shifts – Select this option if employee attendance is based on shifts.  You must add authorized shifts from the list of shifts set in Preferences® Settings ® Shifts.
• Attendances based on employee schedules – Select this option if employee attendance is based on employee schedules set in Schedules Section
• Rest Day Schedules – This setting is for adding shift codes to be considered during attendance entry or importation each time the system encounters attendance valid attendance records during Rest day.
• The user can also set the Max hours per day and Break per day.
• Auto adds Holiday – Stores the option to automatically add holidays based on the calendar of holidays.
• Auto adds Special Day – Stores the option to automatically add special holiday based on the added special day on calendar.
• Working Days – Stores the daily work schedule of the employee.

Leaves Tab

The Leaves tab displays the leaves information of employee. (Preferences->Settings->Leaves)

• Use default Maximum Leaves – Re-computes employee leaves balances using current leaves setting for his position.
• Leaves Status – a quick view of the following leaves info:
• Previous Year balance
• Allowed
• Earned (computed based on crediting rules)
• Availed
• Conversions (applied in Leave Conversion Wizard)
• Available Balance

• Leave Adjustment Entry – provides you to input manually necessary leave adjustment such as additional leave as incentive.
• Leave History – provides a chronological list of leaves entries of the selected year.

Suspension Tab

The Suspension tab stores employee suspension period.

Suspension from work, without pay, all attendance records will be treated as invalid.

Contact Tab

The Contact tab stores employee contact information.

The fields that make up the Contact tab are described hereunder:

• Salutation – Stores the salutation to be used when sending email messages or mail-merged letters to this employee (i.e. “Dear John,” or “Dear Mr. Doe”)
• E-mail – Stores employee’s email address to be used for sending payslips.
• URL – Stores employee’s internet home page
• Phone1 – Stores employee’s primary phone number
• Phone2 – Stores employee’s secondary phone number
• Mobile – Stores employee’s mobile phone number
• Addresses – Stores three addresses –  Registered Address (which corresponds to BIR registration of an employee), Foreign Address, and Local Home Address.

Personal Tab

The Personal tab stores the employee’s government identification number and Bank Account

The fields that make up the Personal tab are described hereunder:

• Birthday – Stores date of birth of employee
• TIN – Stores employee’s BIR Tax Identification No.
• PhilHealth No. –Stores the employee’s PhilHealth number
• Pag-Ibig No. –Stores the employee’s Pag-Ibig number
• Bank Account. – Stores the employee’s bank account number, this will be used on payroll bank deposit utility.
• PRC License – Stores the employee’s (PRC) Professional Regulation Commission ID number
• RDO Code – Stores the BIR (RDO) Revenue District Office code
• GSIS members account details can also be stored.

Employment Tab

The Employment tab stores employment status of the employee and government deductions settings.

 The fields that make up the Employment tab are described hereunder:

• Hire Date – Stores the hire date of the employee
• Anniversary Date – Stores the anniversary date of the employee (a year after the hire date)
• Status – Stores the employment status of the employee
• Employment History– Any changes done on employee profile is displayed here.
• Government Deductions – check which government deduction you would like to deduct from employee.

Employer Tab

The Employer tab stores previous employer of the employee.

Plus button  – adds a new record for previous employment history of the employee, the Previous Employer Information window will appear. Figures stored in this section will be reflected in BIR Annual Reports (BIR 2316, Alphalist).

Others Tab

The Others tab stores additional information about the employee.