[PH] Running Your First Payroll [Step 2 of 4]

Modified on Wed, 03 Aug 2022 at 11:32 AM

There are two available methods to adding your employees into the HReasily system:

Add Individual Employee
Bulk Upload Employee List (Recommended)
[Download .xlsx Template]

If you've got only a handful of employees to input into the system, you may opt to add them individually. Otherwise, it is highly advised for you to utilise HReasily's bulk upload function.

Nevertheless, we'll be guiding you through both methods.

Add Individual Employee

1. Head over to Staff Information

2. Select ADD EMPLOYEE

3. In the pop-up window, you'll need to fill up the following details before hitting SAVE

First Name *
Middle Name
Last Name *
Suffix Name
Employee ID *
Email Address
[Note: This field is compulsory if employee is granted online access/passworded payslips]
Gender*
Date of Birth*
Country of Nationality*

Additional Info [Optional]:

Country Code
Mobile Number
Address 1
Address 2
Postal Code

Access Permission:

Give this employee online access
‣ If this box is checked, an email will automatically be sent to the respective employee to setup an account. With online access granted, employees can view their profiles, retrieve payslips, apply leave, claims and time-in/out via HReasily's mobile app [Android | iOS]

4. Once the employee basic profile has been created, go ahead and select the newly created employee profile

5. Next, navigate to the Payroll tab

6. Scroll to the Employee Payroll Info and click EDIT

7. In the pop-up window, fill up all mandatory fields indicated by the * and click SAVE

Notes:

Days A Year *
Proration of unpaid leave and partial salary will be based on this setup.
[(Monthly Salary x 12) / Days A Year]
Do this employee need to pay tax?
Enables tax calculations for employee(s). Learn More
Do employee need to pay SSS Contribution?
Enables SSS calculations for employee(s). Learn More
Do employee need to pay Pag-Ibig Contribution?
Enables Pag-Ibig calculations for employee(s). Learn More
Do employee need to pay Philhealth Contribution?
Enables Pag-Ibig calculations for employee(s). Learn More
Payslip Notification by email
Enables employee(s) to receive email notification upon approval of payroll. **Requires email field to be filled.

7. Next, scroll to Current Employment and click EDIT

8. In the pop-up window, fill in all mandatory fields indicated by the * and click UPDATE

Notes:

It is recommended to add the most current employment status, designation and salary of the employee. Historical employment movement within the company at a later time.
If payroll period is before employee's join date, the employee will not be included in the payroll. Similarly, if resigned date is before the payroll period, the employee will not be included in the payroll.
If date join/resign date falls in the middle of a payroll period, the employee's salary will automatically be prorated.
Effective Date indicates when the designation came to effect while Salary Effective Date indicates when the salary amount took in effect

9. Lastly, scroll to the Working Hours Settings and click EDIT

Notes:

Basic Salary Type*
‣ Monthly
Commonly used for executive level employees
‣ Hourly
Commonly used for blue collar employees
Working Hours Type*
‣ Fixed
For employees with a fixed work schedule. Example: 9am - 6pm, Mon to Fri.
‣ Dynamic
For employees without a fixed schedule but expected to work an assigned number of working hours in a week.

Working Hours in a week*
Hours indicated does not include break time

If Working Hours Type is Fixed, go ahead and update the Working Schedule Detail based on your company's operation hours.

Setting up the working schedule is important to ensure accurate calculations of leave applications and overtime/lateness/undertime calculations.

If Basic Salary Type is Hourly and Working Hours Type is Dynamic, add Dynamic Working Hours in the Working Schedule Detail section.

Bulk Add Employees (Recommended)

1. Go to Staff Information

2. Click ADD MULTIPLE EMPLOYEES

3. In the pop-up window, enter all employee details and click SAVE once completed

Notes:

If you are compiling all employee info offline, you may utilise the following template and simply paste the info into the table once ready.
Depending on the number of employees being processed, the system may take up to 10 minutes to create all profiles.

Now that you've successfully imported all your employees, we can go ahead and indicate how you'll be paying your employees by updating your company payroll info.

Running Your First Payroll [Step 3 of 4]