Finance

Reimbursements

Integrating reimbursement in a payroll system expedites review and approval process, simplifies record-keeping, ensures accurate and timely reimbursement for employees, and enhances overall efficiency.

Self-Service Reimbursement Filing

To file for reimbursements, follow these steps:

1. Go to the left navigation menu and click on Finance.

2. From the Finance menu page, select the My Reimbursements card.

3. On the My Reimbursements page, click on the Add (+) button.

4. A popup window titled Add Reimbursements will appear. Enter the following information:

   • Amount: Total amount of reimbursement.
   • Reimbursement Type: Select the appropriate option that corresponds to your reimbursement type.
   • Description: Add necessary description.

5. Click on the Add button to create the reimbursement record. You will be redirected to the My Reimbursements Details page.

   Note: The initial status of the record will be Created. While the status is Created, you can still edit or delete the record if needed.

6. If you have any attachments to add, you can do so while the status is Created or Rejected. Click on the Add Attachments (+) button located in the Attachments section.

7. In the Add Attachments popup window, drag and drop your file or click on the browse button and select the file you want to attach. Please ensure that the file format is PDF, Image, Excel, or Doc, and that the file size does not exceed 5MB.

8. Once you have selected the file, it will be displayed in the Attachments section. You can add additional files if necessary.

9. If you want to delete an attachment, click on the Remove Attachment (X) button that corresponds to the attachment record, then click Delete button in the confirmation pop window.

10. After completing all the details and attaching the required files, set the record to For Review. To do this, click on the menu button and select For Review. Once the record is set to For Review, you will not be able to make further edits to it. A notification will also be sent to the assigned approver.

11. The assigned approver will review your reimbursement request. If approved, no further action is required from your side. The approved reimbursements will be processed automatically in the succeeding payroll.

12. If your request is Rejected, you will be notified, and you will have the opportunity to edit the reimbursement record based on the provided feedback or make the necessary adjustments before resubmitting for review.

Filing Reimbursements On Behalf of Another Employee

To file for reimbursements on behalf of another employee, follow these steps:

1. Go to the left navigation menu and click on Finance.

2. From the Finance menu page, select the Reimbursements card.

3. On the Reimbursements page, click on the Add (+) button.

4. A popup window titled Add Reimbursements will appear. Enter the following information:

   • Request for Employee: Select the employee for whom you are requesting a reimbursements.
   • Amount: Total amount of reimbursement.
   • Reimbursement Type: Select the appropriate option that corresponds to your reimbursement type.
   • Description: Add necessary description.

5. Click on the Add button to create the reimbursement record. You will be redirected to the Reimbursements Details page.

   Note: The initial status of the record will be Created. While the status is Created, you can still edit or delete the record if needed.

6. If you have any attachments to add, you can do so while the status is Created or Rejected. Click on the Add Attachments (+) button located in the Attachments section.

7. In the Add Attachments popup window, drag and drop your file or click on the browse button and select the file you want to attach. Please ensure that the file format is PDF, Image, Excel, or Doc, and that the file size does not exceed 5MB.

8. Once you have selected the file, it will be displayed in the Attachments section. You can add additional files if necessary.

9. If you want to delete an attachment, click on the Remove Attachment (X) button that corresponds to the attachment record, then click Delete button in the confirmation pop window.

10. After completing all the details and attaching the required files, set the record to For Review. To do this, click on the menu button and select For Review. Once the record is set to For Review, you will not be able to make further edits to it. A notification will also be sent to the assigned approver.

11. The assigned approver will review your reimbursement request. If approved, no further action is required from your side. The approved reimbursements will be processed automatically in the succeeding payroll.

12. If your request is Rejected, you will be notified, and you will have the opportunity to edit the reimbursement record based on the provided feedback or make the necessary adjustments before resubmitting for review.

13. If you are an authorized Reimbursements approver and have Approver Rights, you can proceed and approve the Reimbursement request by clicking on the menu button and selecting Approve.

Reviewing Reimbursements

To review reimbursements as an authorized approver, please follow these steps:

Note: You must have Reimbursements Approver Rights to perform these steps.

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Reimbursements card.
3. On the Reimbursements page, you will see a list of reimbursement records.
4. Click on the desired reimbursement record to view its details and attachments.
5. Carefully review the information provided, including the reimbursement amount, type, and attachments.
6. If additional information or clarification is needed, you may communicate with the requester through the in-app messaging tool located at the bottom of the Reimbursemet Details page.
7. If you decide to approve the reimbursement, click on the menu button then click the Approve option. In case you decide to reject the reimbursement, click on the menu button then click the Reject option. A notification will also be sent to the requester.
8. Repeat the above steps for any other pending reimbursements requiring your review and approval.

Reimbursements Processing

Once a reimbursement request is approved, the following steps will be taken to ensure a smooth processing and payment:

1. Approved reimbursements will be automatically included in the succeeding Payroll Processing.
2. The approved reimbursement amount will be accurately reflected in the Payroll Payslip and will be credited to the designated bank account of the employee, as provided in their payroll information.
3. The status of the reimbursement request will be updated to Processed to indicate that it has been successfully included in the payroll and payment has been made.
4. Employees can refer to their Payroll Payslip to review the details of the processed reimbursement and verify the credited amount.

Cash Advances

SweldoNow provides employees with the convenience of requesting funds in advance for business-related expenses or personal emergency needs.

Self-Service Cash Advances Filing

To file for Cash Advances, please follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the My Cash Advances card.
3. On the My Cash Advances page, click on the Add (+) button.
4. A popup window titled Add Cash Advance will appear. Enter the necessary information as follows:
   • Amount: Specify the desired amount for the cash advance.
   • Purpose: Choose the purpose of the cash advance.
   • Calculate By: Select whether to calculate based on the Number of Months to Pay or the Monthly Deduction Amount.
     • Number of months to pay: If you select this option, enter the number of months for repayment. The system will automatically generate the payment schedule records based on the provided duration.
     • Monthly Deduction Amount: If you select this option, enter the desired monthly deduction amount. The system will automatically create payment schedule records using the specified deduction amount.
   • Payment Start Month: Select the month in which the deduction from your payroll will commence.
   • Payment Start CutOff: If your CutOff settings is Semi-Monthly, you must select which CutOff the deduction will commence.
   • Deduction Mode: If your Cutoff settings is Semi-Monthly, you can choose to pay on the 1st Cutoff, 2nd Cutoff, or split the payment between the two cutoffs.
   • Comments: Provide additional details or notes regarding your cash advance request.
5. Click on the Add button to create the cash advance record. You will then be redirected to the My Cash Advances Details page.
6. On the My Cash Advances Details page, carefully review all the details of your request. The initial status of the record will be set to Created, allowing you to edit the details or delete the record if necessary.
7. Pay close attention to the Payment Schedule section, where you can view important payment details such as the Due Date, Amount Due, and Status. The Payment Schedule provides an overview of when each installment will be deducted from your payroll. See Cash Advances Payments for more details about tracking payments.
8. If you make changes to the Calculate By, Payment Start Month, Payment Start CutOff, or Deduction Mode, the Payment Schedule will be automatically updated accordingly.
9. To submit the record for review, click on the menu button and select the For Review option. Once the status is set to For Review, you will no longer be able to edit or delete the record. Additionally, a notification will be sent to the designated approver.

Filing Cash Advances On Behalf Of Another Employee

To file for Cash Advances on behalf of another employee, please follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Cash Advances card.
3. On the Cash Advances page, click on the Add (+) button.
4. A popup window titled Add Cash Advance will appear. Enter the necessary information as follows:
   • Request for Employee: Select the employee for whom you are requesting a cash advance.
   • Amount: Specify the desired amount for the cash advance.
   • Purpose: Choose the purpose of the cash advance.
   • Calculate By: Select whether to calculate based on the Number of Months to Pay or the Monthly Deduction Amount.
     • Number of months to pay: If you select this option, enter the number of months for repayment. The system will automatically generate the payment schedule records based on the provided duration.
     • Monthly Deduction Amount: If you select this option, enter the desired monthly deduction amount. The system will automatically create payment schedule records using the specified deduction amount.
   • Payment Start Month: Select the month in which the deduction from your payroll will commence.
   • Payment Start CutOff: If your CutOff settings is Semi-Monthly, you must select which CutOff the deduction will commence.
   • Deduction Mode: If your Cutoff settings is Semi-Monthly, you can choose to pay on the 1st Cutoff, 2nd Cutoff, or split the payment between the two cutoffs.
   • Comments: Provide additional details or notes regarding your cash advance request.
5. Click on the Add button to create the cash advance record. You will then be redirected to the My Cash Advances Details page.
6. On the My Cash Advances Details page, carefully review all the details of your request. The initial status of the record will be set to Created, allowing you to edit the details or delete the record if necessary.
7. Pay close attention to the Payment Schedule section, where you can view important payment details such as the Due Date, Amount Due, and Status. The Payment Schedule provides an overview of when each installment will be deducted from your payroll. See Cash Advances Payments for more details about tracking payments.
8. If you make changes to the Calculate By, Payment Start Month, Payment Start CutOff, or Deduction Mode, the Payment Schedule will be automatically updated accordingly.
9. To submit the record for review, click on the menu button and select the For Review option. Once the status is set to For Review, you will no longer be able to edit or delete the record. Additionally, a notification will be sent to the designated approver.
10. If you are an authorized Cash Advances approver and have Approver Rights, you can proceed and approve the Cash Advance request by clicking on the menu button and selecting Approve.

Reviewing Cash Advances

To review cash advances, please follow these steps:

Note: You must have Cash Advances Approver Rights to perform these steps.

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Cash Advances card.
3. On the Cash Advances page, you will see a list of cash advance requests pending review.
4. Click on the cash advance request you wish to review to open its details page.
5. On the Cash Advance Details page, you will find all the relevant information regarding the request, including the amount, payment start month, type, payment terms, deduction mode, and remarks.
6. Review the details of the cash advance carefully, ensuring that it aligns with company policies and guidelines.
7. If additional information or clarification is required, you can contact the employee who submitted the cash advance or any other relevant parties.
8. To approve the request, click on the menu button then select Approve option.
9. If you decide to reject the cash advance request, click on the menu button then select Reject option.
10. After approving or rejecting the request, the status of the cash advance will be updated accordingly, and notifications will be sent to the employee and other relevant parties.
11. Repeat these steps for any other pending cash advance requests that require review and decision-making.

Releasing Cash Advances Fund

Cash advance funds will not be processed during the regular payroll processing and should be handled separately to ensure timely access to funds. Please follow these steps for detailed instructions.

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Cash Advances card.
3. On the Cash Advances page, you will see a list of cash advance requests that have been approved and are ready for fund release.
4. Identify the cash advance request for which you need to release the funds, and click on it to open its details page.
5. On the Cash Advance Details page, verify that the request has been approved and is eligible for fund release.
6. Once you have confirmed that the request is ready for funds to be released, proceed with the fund transfer. This can be done through the designated payment method or bank transfer specified by your organization.
7. After the funds have been successfully credited to the employee's account, update the status of the cash advance request to Fund Released.
8. To change the status, click on the menu button on the Cash Advance Details page, and select the Fund Released option.

Important: Both Approved and Fund Released Cash Advances will be automatically included in the succeeding Payroll Processing

Updating Cash Advances Payment Schedule

If you have Cash Advances Approver Rights, you can update the Cash Advance Payment Schedule.

Follow these steps to update the Payment Schedule:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Cash Advances card.
3. On the Cash Advances page, you will see a list of cash advance requests.
4. Identify the cash advance request for which you need to update, and click on it to open its details page.
5. On the Cash Advance Details page, you will see the PAYMENT SCHEDULE section that provides an overview of when each installment will be deducted from payroll including important payment details such as the Due Date, Amount Due, and Status.
6. To edit a Payment Schedule record, select the record and click the Edit (pencil) icon located at the far-right of the table.

Note: Only records with a status of Pending Payment or On Hold can be edited.

7. In the Update Payment Schedule popup, you can update the following.
   • Status: You can mark the payment as On Hold. Payments marked as On Hold will be excluded from Payroll Processing.
   • Amount Due: You can also update the Amount Due or the amount to be deducted.
8. Click on Save button once update is completed.

Important: Updating the Payment Schedule will alter the system-generated computations. Be sure to closely monitor the Total Amount and Total Paid values in the SUMMARY section of the page. For any discrepancies, you may need to adjust the succeeding Payment Schedule records accordingly.

Cash Advances Payments

To track the payment schedule for your cash advances, please follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the My Cash Advances card.
3. On the My Cash Advances page, locate the cash advance for which you want to track the payment schedule.
4. Click on the cash advance to open its details page.
5. On the Cash Advance Details page, you will find the payment schedule section.
6. Review the payment schedule carefully, which outlines the dates and amounts for each installment.
7. Each installment will be automatically processed during the regular payroll processing cycle, as per the scheduled dates.
8. As the payroll processing cycle occurs, the designated installment amounts will be deducted from your payroll.
9. To track the progress of the payment schedule, keep an eye on the Payment Schedule Status.
10. The Payment Schedule Status will be updated accordingly. Once an installment has been successfully deducted from your payroll, the status will be reflected as Paid.
11. When an installment is marked as Paid, it indicates that the corresponding payment has been processed, and you do not need to take any further action.

Loan Payments

SweldoNow offers the convenience of automating loan payments, including SSS or Pagibig loan payments, through seamless payroll deductions.

Self-Service Loan Payments Filing

To for file loan payments, follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the My Loan Payments card.
3. On the My Loan Payments page, click on the Add (+) button.
4. A popup window titled Add Loan Payments will appear.
5. In the popup window, fill in the required information:
   • Loan Payment Type: Select the appropriate option that corresponds to your loan payment type.
   • Loan Date: Specify the date the loan was originally issued or approved.
   • Principal Amount: Enter the original loan amount or the remaining balance as of the Loan Date, excluding interest and fees.
   • Total Amount To Pay: Provide the total amount due for the loan, including the principal, interest, and any applicable fees.
   • Monthly Amount To Pay: Specify the monthly installment amount for the loan.
   • Payment Start Date: Choose the start date of the loan payment schedule.
   • Payment Start CutOff: If your CutOff settings is Semi-Monthly, you must select which CutOff the deduction will commence.
   • Deduction Mode: If your CutOff settings is Semi-Monthly, you can choose to pay on the 1st cutoff, 2nd cutoff, or split the payment between both cutoffs.
6. After entering the necessary details, click on the Add button to create the loan payment record. You will be redirected to Loan Payments Detail page.
7. Once the loan payment record is created, the Payment Schedule will be automatically generated based on the provided information.
8. You can view the Payment Schedule, including the Due Date, Amount Due, Status, Processed On, and Paid On for better understanding and tracking.
9. Verify the Total Computed amount and ensure they match the entered Total Amount to Pay. If there is any discrepancy, you can click the menu button and select Edit to make the necessary adjustments.
10. To set the record for review, click on the menu button and select the For Review option. This will notify the approver about your loan payment request.

Filing for Loan Payments On Behalf Of Another Employee

To for file loan payment on behalf of another employee, follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Loan Payments card.
3. On the Loan Payments page, click on the Add (+) button.
4. A popup window titled Add Loan Payments will appear.
5. In the popup window, fill in the required information:
   • Request for Employee: Select the employee for whom you are requesting a loan payment.
   • Loan Payment Type: Select the appropriate option that corresponds to your loan payment type.
   • Loan Date: Specify the date the loan was originally issued or approved.
   • Principal Amount: Enter the original loan amount or the remaining balance as of the Loan Date, excluding interest and fees.
   • Total Amount To Pay: Provide the total amount due for the loan, including the principal, interest, and any applicable fees.
   • Monthly Amount To Pay: Specify the monthly installment amount for the loan.
   • Payment Start Date: Choose the start date of the loan payment schedule.
   • Payment Start CutOff: If your CutOff settings is Semi-Monthly, you must select which CutOff the deduction will commence.
   • Deduction Mode: If your CutOff settings is Semi-Monthly, you can choose to pay on the 1st cutoff, 2nd cutoff, or split the payment between both cutoffs.
6. After entering the necessary details, click on the Add button to create the loan payment record. You will be redirected to Loan Payments Detail page.
7. Once the loan payment record is created, the Payment Schedule will be automatically generated based on the provided information.
8. You can view the Payment Schedule, including the Due Date, Amount Due, Status, Processed On, and Paid On for better understanding and tracking.
9. Verify the Total Computed amount and ensure they match the entered Total Amount to Pay. If there is any discrepancy, you can click the menu button and select Edit to make the necessary adjustments.
10. To set the record for review, click on the menu button and select the For Review option. This will notify the approver about your loan payment request.
11. If you are an authorized Loan Payments approver and have Approver Rights, you can proceed and approve the Cash Advance request by clicking on the menu button and selecting Approve.

Reviewing Loan Payments

To review loan payments, follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Loan Payments card.
3. On the Loan Payments page, you will see a list of loan payment requests.
4. Locate the loan payment request that you want to review and click on it to open the Loan Payments Details page.
5. On the Loan Payments Details page, carefully review all the details of the loan payment request, including the Loan Payment Type, Loan Date, Principal Amount, Total Amount To Pay, Monthly Amount To Pay, Payment Start Date, Payment Start CutOff, and Deduction Mode.
6. Take note of the Payment Schedule, which shows the Due Date, Amount Due, Status, Processed On, and Paid On for each installment.
7. If you need more information or have any questions regarding the loan payment request, you can communicate with the employee by using the In-App Messaging tool.
8. After reviewing the loan payment request, you can proceed with the approval or rejection process.
9. If you decide to approve the loan payment request, click on the menu button then select Approve option.
10. If you decide to reject the loan payment request, click on the menu button then select Reject option. Enter a reason or explanation for the rejection in the comments section. The loan payment request will be marked as rejected, and the employee will be notified of the rejection.
11. Repeat these steps to review and process other loan payment requests as needed.

Loan Payments Remittance

To remit loan payments, follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the Loan Payments card.
3. On the Loan Payments page, you will see a list of loan payments.
4. Locate the loan payment record with a status of Approved and click on it to open the Loan Payments Details page.
5. On the Loan Payments Details page, review the Payment Schedule table and look for the latest installment with status Processed. Click on it to view Payment Schedule Details page.
6. Verify that you have the authority to manually remit loan payments.
7. Take note of the payment details, including the installment amount and the payment due date.
8. Make the necessary payment to the designated loan payment recipient using your preferred payment method or system.
9. After the payment has been successfully made, return to the Payment Schedule Details page.
10. Click on the menu button then select Paid to update the status of the installment to Paid.
11. The loan payment status will be changed to Paid to indicate that the remittance has been completed manually.
12. Repeat these steps for other loan payment records with a Processed status that require manual remittance.

Tracking Loan Payments

To track loan payment schedules, please follow these steps:

1. Access the left navigation menu and click on Finance.
2. From the Finance menu page, select the My Loan Payments card.
3. On the My Loan Payments page, you will see a list of your loan payments.
4. Locate the loan payment record that you want to track and click on it to open the Loan Payments Details page.
5. On the Loan Payments Details page, you can view all the details of the loan payment, including the Loan Payment Type, Loan Date, Principal Amount, Total Amount To Pay, Monthly Amount To Pay, Payment Start Date, Payment Start CutOff, and Deduction Mode.
6. Pay attention to the Payment Schedule section, which displays the scheduled dates and amounts for each installment.
7. As each payroll processing cycle occurs, the loan payments will be automatically processed and deducted from your payroll. The scheduled installment amounts will be deducted according to the agreed-upon terms.
8. Keep an eye on the Payment Schedule status. Once a particular payment schedule has been processed in payroll, the status will be updated to Processed. This indicates that the deduction for that installment has been successfully carried out in the payroll process.
9. Once the loan payment remittance is completed, the status will be set to Paid. This signifies that the corresponding installment has been successfully processed.