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:

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.
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).
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.