117 lines
6.9 KiB
Markdown
117 lines
6.9 KiB
Markdown
# End-User Manual: Core HRM & Payroll Workflow
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> A detailed, step-by-step guide for employees and managers on navigating the system, managing attendance, leaves, and processing payroll.
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---
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## Part 1: For Employees
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### 1. Clocking In and Out (Daily Attendance)
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Your daily attendance is tracked through the system to ensure your payroll is calculated accurately based on your hours worked.
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**Step-by-Step Instructions:**
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1. Log in to the HRM portal using your credentials.
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2. Upon logging in, you will land on the **Dashboard**.
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3. In the main dashboard view, locate the **Attendance Widget**.
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4. **To Clock In:** Click the **"Clock In"** button when you begin your shift. A success message will confirm your time is logged.
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5. **To Clock Out:** At the end of your workday, return to the dashboard and click the **"Clock Out"** button.
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> [!IMPORTANT]
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> - **Leave Conflict:** You cannot click "Clock In" if you have an approved leave scheduled for today.
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> - **Timing:** Ensure you click Clock In/Out according to your assigned shift schedule to avoid being marked as "Late" or "Early Departure".
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### 2. Applying for Leave
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When you need to take time off, you must submit a formal leave application through the system.
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**Step-by-Step Instructions:**
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1. From the left sidebar navigation menu, click on **"Leave Applications"**.
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2. Click the **"Create"** or **"Apply Leave"** button (usually located in the top right corner).
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3. A form will appear. Fill in the following details:
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- **Leave Type:** Click the dropdown and select the type of leave (e.g., Sick Leave, Vacation Leave). The system will display your remaining balance for that type.
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- **Start Date & End Date:** Click the calendar icon to select your dates.
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- **Reason:** Type a brief explanation for your leave.
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- **Attachment (Optional):** If required (like a medical certificate for sick leave), click "Choose File" to upload your document.
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4. Click the **"Save"** or **"Submit"** button.
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5. Your application will now appear in your list with a status of **Pending**. It will be sent to your manager for approval.
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---
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## Part 2: For Managers / HR Administrators
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### 1. Adding a New Employee
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Before attendance or payroll can be managed, you must properly onboard employees into the system.
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**Step-by-Step Instructions:**
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1. From the left sidebar, navigate to the **"HR Management"** section and click on **"Employees"**.
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2. Click the **"Create Employee"** button at the top right.
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3. Fill out the comprehensive employee form:
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- **Personal Details:** Enter Name, Email, Password, Phone, DOB, and Gender.
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- **Employment Details:** Select their Branch, Department, and Designation. Ensure you select the correct **Employment Type** and set their status to **Active**.
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- **Payroll Setup:** In the Salary field, enter their **Base Salary**. Select their designated **Shift** and **Attendance Policy** from the dropdowns.
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- **Documents:** Scroll to the document section and upload any mandatory files (e.g., ID, Contract).
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4. Click **"Save"**. The employee can now log in and track attendance.
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### 2. Creating and Assigning Shifts
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Shifts dictate the working hours and rest days for your staff.
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**Step-by-Step Instructions:**
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1. In the sidebar, go to **"HR Management"** and click **"Shifts"**.
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2. **To Create a Shift:** Click **"Create Shift"**. Define the Name, Start Time, End Time, and Grace Period. Click **"Save"**.
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3. **To Assign a Shift:** Click on the **"Shift Calendar"** tab.
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4. Select the specific employee from the grid.
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5. Click **"Assign Shift"**.
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6. In the pop-up, choose the **Employee**, select the **Date Range** (Start and End Date), and choose the specific **Shift**.
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7. If you are scheduling their day off, check the **"Is Rest Day"** box.
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8. Click **"Save"**. Empty attendance records will be generated in the background for these dates.
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### 3. Reviewing & Approving Leave Applications
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As a manager, you must review employee leave requests to keep attendance and payroll accurate.
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**Step-by-Step Instructions:**
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1. In the sidebar, click on **"Leave Applications"**.
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2. You will see a list of applications. Look for those with a **Pending** status.
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3. Click the **"Edit"** or **"View"** icon next to the pending application.
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4. Review the details, including the dates, reason, and the employee's remaining leave balance.
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5. Under the Status section, click the dropdown and select **"Approved"** or **"Rejected"**.
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6. Type any notes in the **"Manager Comments"** box.
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7. Click **"Update"**.
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> [!NOTE]
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> **What Happens Next?** When you click "Approved," the system automatically creates an `on_leave` record in the employee's attendance log for those specific dates. You do not need to manually adjust their attendance.
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### 4. Monitoring and Editing Attendance
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Sometimes employees forget to clock in or out. You must correct these logs before running payroll.
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**Step-by-Step Instructions:**
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1. In the sidebar, click on **"Attendance Records"**.
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2. You will see a list of daily logs. Use the filters at the top to search for a specific employee or date.
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3. To fix a missing clock-in/out, click the **"Edit"** icon next to the record.
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4. Manually type or select the correct **Clock In** and **Clock Out** times.
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5. Ensure the **Status** dropdown is set correctly (e.g., `Present`, `Half Day`).
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6. Click **"Save"**. The system will recalculate their total hours and overtime automatically.
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### 5. Running the Payroll (Cut-off)
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Once the pay period ends and attendance is verified, you generate the payroll.
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**Step-by-Step Instructions:**
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1. In the sidebar, click on **"Payroll Runs"**.
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2. Click the **"Create Payroll Run"** button.
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3. Fill in the details:
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- **Title:** e.g., "First Half April 2026".
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- **Pay Period Start & End:** Select the exact cut-off dates (e.g., April 1 to April 15).
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- **Pay Date:** Select the date the payout will occur.
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4. Click **"Save"**. This creates a "Draft" payroll run.
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5. Find your newly created draft in the list and click the **"Process"** button (often an icon like a gear or play button).
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6. Wait for the system to load. The Payroll Engine will read all attendance records, calculate paid/unpaid leaves, DOLE deductions, and overtime, and generate entries for every employee.
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### 6. Statutory Adjustments & Generating Payslips
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Review the calculated numbers and finalize the run.
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**Step-by-Step Instructions:**
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1. Click the **"View"** icon on your processed Payroll Run to see the list of all employee payroll entries.
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2. **Manual Adjustments:** If you need to add a bonus or adjust a deduction:
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- Click the **"Edit"** icon next to the employee's name.
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- You can modify the values in fields like `Component Earnings` (for bonuses), `Overtime Amount`, or `Total Deductions`.
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- Click **"Update"**. The system instantly recalculates their Gross and Net Pay.
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3. Once you have verified that all employees have the correct Net Pay, click the **"Complete Payroll"** or update the status to **"Completed"**.
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4. The payroll is now locked. Employees will be able to view their finalized payslips, and you can export the data for banking.
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