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Phoenix Payroll Users Manual

Employees Section

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.