Add employees (201 file, pay rate and government IDs)
Everything payroll needs per employee, including salary history and Employee Portal access.
Where: HR › Employees › add employee.
Employment and pay
- Employee #: used to match attendance imports from your biometric device
- Employment status, First / Middle / Last name and Name extension (Jr., Sr., III), which prints on the PhilHealth RF-1 and the Pag-IBIG STLRF
- Department, Position and Shift. For night workers, choose a shift that ends after midnight. See Night shifts.
- Pay type and Basic rate, plus Date hired
- Statutory minimum wage earner: tick it if applicable. Their basic, holiday, overtime and night differential pay is then exempt from income tax.
Changing a rate later
When you change the pay type or rate, enter the effective date and a reason (for example regularization or a new wage order). The change is kept in the salary history. Payroll pays the old rate before the effective date and the new rate from it.
Personal information (201 file and BIR 2316)
Date of birth, sex, civil status, nationality, email, mobile, address and ZIP code, plus an emergency contact.
Sex, civil status and date hired also decide who can take maternity, paternity, solo parent and special leave, so fill them in for everyone. Add the Solo Parent ID no. and its valid until date for solo parents. See Leave eligibility rules.
Payroll bank account
Bank, Account name and Account number, used for the payroll bank file. The account number is stored encrypted.
Government IDs
TIN, BIR RDO Code, SSS #, PhilHealth # and Pag-IBIG #. These are stored encrypted.
Important: Missing or invalid government data is flagged on each payroll, with an Employee Data Check button. Payroll can still be computed, but fix these before you remit or file.
Employee Portal
Choose a Linked Login Account so the employee can log in and see their own payslips, leave and attendance. Leave it blank if they shouldn't have portal access.
Click Save.