Add an employee
Create an employee record with personal, employment, government, and compensation details.
This Training Manual provides a step-by-step guide for adding and managing employee records within the HRIS + Payroll system. It explains how to manually add an employee, covering general information, employment details, and compensation setup. Following this guide ensures accurate HR records and proper payroll processing.
Purpose
To help users:
- Add new employee records manually
- Ensure complete and accurate employee information
- Support payroll and government reporting requirements
- Maintain organized employee data
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to create employee records
- Required employee details such as personal and employment information
Step 1: Navigate to the Employee Module
To begin adding employees, navigate to the HRIS + payroll application
Once inside HRIS + payroll, locate and click the Employee module.
In the Employee module, click the Employee List
Step 2: Add a New Employee
Click the Plus (Add Employee) button located at the upper right corner of the Employee table.
A form will appear with four sections: General Information, Employment Information, government information, and Compensation.
Step 3: Fill in General Information
Complete all required fields in the General Information section, including:
- Employee Code
- First Name
- Last Name
- Gender
- Birthday
- Nationality
- Marital Status After filling out all fields, click the Next button to proceed to the Employment Information section.
Step 4: Government Information
Complete any government-related fields if applicable. These may include:
- SSS
- PhilHealth
- Pag-IBIG
- TIN
- Passport
- Driver’s License
SSS, Pag-IBIG, PhilHealth, and TIN are not required for creating an employee record. However, if the employee has any of these IDs, it is necessary to fill them out, as this information is used when generating government reports. Passport and Driver’s License fields are optional and depend on the employee’s situation. After completing the relevant fields, click the Next button to proceed to the Employment Information section.
Step 5: Fill in Employment Information
Complete all required fields in the Employment Information section, including:
- Branch
- Department
- Position
- Date Hired
- Employee Status
- Employment Status
- Confidential
The Confidentiality option allows you to mark an employee’s record as private. After completing the relevant fields, click the Next button to proceed to the Compensation section.
Step 6: Fill in Compensation Details
Complete all required fields in the Compensation section, including:
- Salary Amount
- Working Hours per Day
- Rate Type
- Payroll Group After completing all relevant fields in the employee record, click the Refresh button. This action will automatically fill system-generated fields such as:
- Days Worked per Year
- Payment Frequency
Once the system has updated all auto-filled fields (e.g., Days Worked per Year, Payment Frequency), review all sections to ensure all required information is complete. If you need to make changes in a previous section, click the Previous button to go back to the other information tabs.
When everything is correct, click the Submit button in the last section (Compensation tab) to save the new employee record. A confirmation message will appear indicating that the employee has been successfully added to the system.
Expected result
- Employee record is created successfully
- All required information is saved in the system
- Employee appears in the Employee List
- Data is ready for payroll and attendance use
Troubleshooting
- Unable to save employee
- Check all required fields are completed
- Invalid field values
- Verify selected values exist in system settings
- Missing auto-filled fields
- Click Refresh button before submitting
- Employee not visible in list
- Refresh the Employee List page
Notes
- Ensure accuracy of employee details before submission
- Fill government details if available for reporting
- Review all sections before clicking Submit