Review government information

This training manual provides a step-by-step guide on how to view and fix employees with incomplete government information in the HRIS + Payroll system. It helps ensure that required details are complete for proper deductions and records.

PurposeCopy Anchor Link

To help users:

• To identify employees with missing government information
• To guide users on how to update incomplete details
• To ensure accurate government-related records for payroll

PrerequisitesCopy Anchor Link

• Access to the HRIS + Payroll system
• User has access to the Employee Module and Import Module
• Existing employee records in the system

Step 1: Navigate to the Employee ModuleCopy Anchor Link

To begin, navigate to the HRIS + Payroll application.

Once inside the system, locate and click the Employee module.

Step 2: Access Incomplete Government Info ListCopy Anchor Link

Under the Employee module, locate the Incomplete government info option on the left panel and click it.

A list of employees with incomplete government info details will be displayed.

Step 3: Review Employee Government Info DetailsCopy Anchor Link

In the Incomplete government info tab, you will see the list of employees with incomplete details.

In the list, you will see the following information:

• Employee ID
• Employee Name
• Department
• Status

Step 4: Filter RecordsCopy Anchor Link

You may use filters to easily locate specific employees:

• Department Filter – View employees under a specific department
• Project Site Filter – Filter employees assigned to a specific project site (optional, if you have a project site management subscription)
• Search Bar– Quickly find a specific employee by entering their name or keyword

Step 5: Fix Incomplete Government InfoCopy Anchor Link

To update incomplete government info, first select or click the Employee ID of the employee from the list.

Once you click the Employee ID, you will be redirected to the employee’s profile (Employee 201). The system will automatically direct you to Personal Information → Government Information, where you can update the missing details.

Update the important details such as SSS Number, PhilHealth Number, Pag-IBIG Number, and TIN, especially if the employee has government deductions. For Driver’s License and Passport Number, these are optional fields. You may input “N/A” if not applicable. After clicking Update, the status should change to Complete.

Once completed, the employee’s status will be updated as Completed and will be automatically removed from the list of incomplete government information.

Step 6: Mass Update Government Information (Import Module)Copy Anchor Link

To update government information for multiple employees, you may use the Import Module. Go to Import module

Under the Import module, click Government Information.

In this section, you will still see the list of employees with incomplete information. You have two options:

• Add records manually using the + Add Record button
• Upload records in bulk using the Import button Compared to the Employee module, this module allows you to update multiple employees at once instead of updating them one by one.

Manual EntryCopy Anchor Link

To manually add records, click + Add Record.

Click Add New Row, then fill out the required details. You may add multiple employees before saving.

After completing the entries, click Mass Save to save all changes at once.

Bulk Upload via ImportCopy Anchor Link

You may also upload records in bulk by clicking the Import button.

Prior to importing, review the Government Information Import Guidelines by clicking on them. This helps you follow the correct steps and avoid mistakes during the import.

Reminder

• Do not modify the template header. Key Points to Remember
• Employee Code Handling: If the imported employee code already exists in the system, the existing government information will be overridden with the new data. Required Fields for Import: For a government information record to be successfully imported, the following fields must be present. If any of these fields are missing, the import will not proceed:
• Employee Code(Ex. G-00001) Additional Notes
• When importing, use F4 to copy the last highlighted cell to ensure consistency in data entry.
• Ensure that all required fields are correctly filled out to avoid import errors. After reviewing the import guidelines, click the Download Template button to obtain the official Government Information import template.

Open the downloaded template and fill in all required employee information according to the import leave credits guidelines.

Step 7. Importing of Government Information processCopy Anchor Link

After completing the template:

1. Save the file (Ctrl + S). Important: If creating a new file, save it as .CSV.

2. In the Import Module, click Choose File and select your saved CSV file.

   3. Click Import button to begin importing the employee records.

Step 8: Checking Import File StatusCopy Anchor Link

After importing, click View Summary to check the number of records successfully imported versus the records that failed. This will help you identify any errors that need correction.

If any records fail during import, click the Download button in the summary view. This will download a file listing the failed records along with error notifications.

An error might appear like: ["Employee code doesn’t exist"]

Use this file to review each failed record, correct the errors (such as duplicate employee codes or missing required fields), and then re-import the corrected file.

Expected resultCopy Anchor Link

• Employees with complete government information are removed from the incomplete list
• Government details are properly saved in the system
• Bulk uploads are successfully processed without errors

TroubleshootingCopy Anchor Link

Status still showing incomplete

• Make sure all required fields are filled out and click Update again Unable to update details
• Check user access and permissions Employee not removed from the list
• Refresh the page or recheck if all required fields are completed Import failed
• Check for missing required fields or incorrect employee codes Records not updated
• Verify file format is .CSV and template is not modified

NotesCopy Anchor Link

• Always verify details before saving or importing
• Do not modify the import template format
• Use new import file for correcting failed records
• Incomplete government information may lead to inaccurate or incomplete government reports.