Settings

Access Control

Manually Assigning Access Control

To manually assign access control, follow these steps:

1. Go to the left navigation menu and click on Settings.
2. From the Settings menu page, select the Access control card.
3. On the Access Control page, choose and click on the desired user from the list. You can also search for the user by their first name or last name using the search textbox.
4. On the Access Control Details page, expand the sections such as My Attendance, My Team, Projects, Compensation, Payroll, Finance, Company, and Settings.
5. To grant View rights for a specific page, click on the switch button under the View column to enable view rights. To revoke View rights, click the switch button again to turn it off.
6. To grant or revoke Edit or Approver rights, follow the same process as step 5 using the respective switch buttons.
7. Repeat steps 5 and 6 for all relevant sections as necessary.
8. Once you have finished configuring the control, click on the menu button, then select Set For View to apply the changes and notify the approver.

Saving Access Control As Template

By saving access control as a template, you can easily apply the same control to other users without the need for manual configuration on an individual basis. This simplifies the process and ensures consistency across user access levels.

1. Click on Settings in the left navigation menu.
2. From the Settings menu page, select the Access Control card.
3. On the Access Control page, choose the desired user from the list. You can also search for the user by their first or last name using the search textbox.
4. On the Access Control Details page, click on the icon for Save as Template.
5. In the Save Access Control popup window, enter a descriptive name for the template, such as HR Admin Supervisor or IT Team Lead.
6. Click the Save button to create the template.

Copying Access Control Template

By copying access control from a template, you can easily assign a predefined set of control to a user, saving time and ensuring consistency. Remember to review and adjust the control if needed before submitting them for review. To apply access control template to a user, follow these steps:

1. Click on Settings in the left navigation menu.
2. From the Settings menu page, select the Access control card.
3. On the Access control page, choose the desired user from the list. You can also search for the user by their first or last name using the search textbox.
4. On the Access control Details page, click on the Copy from template icon.
5. In the Copy Access control Template popup window, search for and click on the desired template.
6. Click the Proceed button to apply the selected access control. Note: You can still manually configure additional control as necessary.
7. Click the menu button, then click Set For Review to change the status to For Review and notify the approver.

Reviewing Access Control

To review access permissions, follow these steps:

1. Access the Settings option from the left navigation menu.
2. Choose the Access Permissions card from the Settings menu page.
3. Select the desired user from the list on the Access Permissions page, or use the search function to find them by first or last name.
4. On the Access Permissions Details page, expand the sections such as My Attendance, My Team, Projects, etc., and carefully review the assigned permissions for each page.
5. To approve all the assigned permissions, click on the menu button and choose Approve All.
6. To reject all the assigned permissions, click on the menu button and choose Reject All.
7. Repeat steps 3 to 6 for other users, if necessary.

Leave Types

System Generated Leave Types

The following Leave Types are system generated Leave types. Please note that Sick Leave or Vacation Leave will only be available as options when filing for Time Off if you have Leaves Allocation for the current calendar year. You can find more information on Leaves Allocation in the Compensation & Benefits section.

1. Public Holiday (Regular)
2. Public Holiday (Special Non-Working)
3. Public Holiday (Special Working)
4. Sick/Medical Leave
5. Vacation Leave

Creating Custom Leave Type

To create your own custom Leave Type, do these steps:

1. Click on Settings in the left navigation menu.
2. From Settings menu page, select the Leave Types card.
3. On the Leave Types page, click on the Add New Leave Type button (+).
4. On Add Leave Type popup window, enter the Leave Code, Leave Name, and Leave Description. For example:
   • Code: PT
   • Name: Paternity Leave
   • Description: Paternity Leave
5. Click the Save button to create the custom Leave Type. Once created, it will be available in the Leaves Allocation option on the Compensation & Benefits page. Once assigned, employee will be able to file Timeoff for the selected custom Leave Type.

Holidays

Holidays play a crucial role in calculating overtime pay, night differential, and payroll. It is essential to create and approve all holidays in advance to ensure accurate computations.

Syncing system generated holidays

You have the flexibility to manage holidays in your system by either syncing system-generated holidays or manually inputting them. System generated holidays are typically created before the end of the year, often in the month of December. This allows you to ensure that all holidays for the upcoming year are accurately reflected in your system.

To sync system generated holidays, follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Holidays card.
3. On the Holidays page, choose the appropriate calendar period.
4. On the Holidays (Year) page, you will be notified of available system-generated holidays for the specified year. Click on View to review the details. To incorporate these holidays into your system, click on Sync.
5. After the synchronization process is complete, all the records will be set to For Review status. This allows you to remove any holidays that are not applicable to your organization.

Creating, editing, deleting holiday

To manually create a holiday in the system, please follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Holidays card.
3. On the Holidays page, choose the appropriate calendar period.
4. On the Holidays (Year) page, click the Add (+) button.
5. In the Add Holiday popup window, provide the necessary information such as Description, Date, Holiday type, and Remarks.
6. Click the Save button to create the holiday record.
7. To view the details of the newly created holiday, click on the respective holiday record.
8. On the Holiday Details page, you can perform various actions. Click the menu button to access options like Edit to modify the record, Delete to remove the holiday, or select For Review to notify your supervisor about the holiday.

Reviewing holiday

To approve or reject a holiday, follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Holidays card.
3. On the Holidays page, choose the appropriate calendar period.
4. On the Holidays (Year) page, locate and click on the specific holiday that requires review.
5. On the Holiday details page, click the menu button to access additional options.
6. From the menu, select either Reject or Approve based on your decision regarding the holiday.

Cutoff and Tax Table

Important: Cutoff and Tax Table configuration is a one-time setup and is intentionally designed to be non-editable for security purposes. This ensures the integrity and consistency of data throughout the system.

Configuring Cutoff and Tax Table

To configure the cutoff and tax table settings, follow these steps:

1. Access the Settings Menu
   • Navigate to the left-hand menu and click on Settings.
   • From the Settings page, select the Cutoff and Tax Table card.
2. Edit Cutoff and Tax Table Settings
   • On the Cutoff and Tax Table page, click the edit icon (pencil) to open the configuration popup window.
3. Select Cutoff Settings
   • In the popup window, select your preferred cutoff settings from the dropdown menu. The available options are listed below.
     • MONTHLY: 1st – EOM (End of Month)
     • SEMI-MONTHLY: 1st – 15th, 16th – EOM (End of Month)
     • SEMI-MONTHLY: 11th – 25th, 26th – 10th
     • SEMI-MONTHLY: 26th – 10th, 11th – 25th
     • SEMI-MONTHLY: 28th – 12th, 13th – 27th
     • SEMI-MONTHLY: 16th – EOM, 1st – 15th
   • If your desired cutoff setting is not included, please contact us at support@sweldonow.ph for assistance.
4. Select Tax Table Type
   • In the same popup window, select the tax table type from the options below:
     • ANNUAL: Used for annualization. This tax table can also be applied on a monthly basis. SweldoNow will calculate estimated annual taxable benefits and taxable income accordingly.
     • MONTHLY: Recommended if your cutoff setting is Monthly.
     • SEMI-MONTHLY: Commonly used for Bi-Monthly cutoff settings.
     • For actual tax table rates, refer to the Income Tax Table.
5. Review and Save
   • Review your configuration, and once confirmed, click the Save button to apply the changes.

Calendar Periods

Creating the Calendar Period is an essential step that needs to be completed before the start of the calendar year. It is crucial to have the Calendar Period and its associated cutoff periods set up to enable various activities such as clock-in/out, time off filing, payroll generation, and more.

Important: Cutoff settings must be setup first prior to generating Calendar Period. See Cutoff Settings for details.

Creating Calendar Period

To create a Calendar Period, follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Periods card.
3. On the Calendar Periods page, click the Add (+) button.
4. In the Add Calendar Period popup window, select the Calendar Year from the combo box. Please note that the Calendar start and end dates will be automatically pre-populated.
5. Enter Remarks, then click the Save button to create the record.
6. You will be redirected automatically to (Year) Calendar Period page. Please note that the cutoff periods are automatically generated, and the Calendar Period record status is automatically set to For Review. Until the Calendar Period record status is approved, you will be unable to change the status of the cutoff periods.

Reviewing Calendar Period

Please note that to review the Calendar Period, you must have Calendar Period approver rights. Follow these steps to review the Calendar Period:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Periods card.
3. On the Calendar Periods page, choose and click on the Calendar Year record that you wish to review.
4. On the (Year) Calendar Period page, carefully review the details displayed, such as the Calendar Start and End dates, as well as the Cutoff Periods records associated with that calendar year.
5. From the menu button, select either Reject or Approve based on your decision.

Freezing Cutoff Period

To ensure the accuracy and integrity of payroll processing, it is important to perform the activity of freezing the cutoff period. Freezing the cutoff period prevents other users from making modifications to payroll input data, such as attendance, time off, project charges, reimbursements, and more. It's essential to note that payroll generation will only be enabled for a specific cutoff period if that cutoff period is in a frozen status.

To freeze a particular cutoff period, please follow these steps. Please ensure that you have the necessary Calendar Period edit rights to perform these actions:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Period card.
3. On the Calendar Period page, choose and click on the appropriate Calendar Year record.
4. On the (Year) Calendar Period page, locate the CUTOFF PERIODS section and identify the specific cutoff period that you wish to freeze.
5. Click on the cutoff period to access the Cutoff Detail page.
6. On the Cutoff Detail page, you will find a menu button associated with the cutoff period record. Click on the menu button to reveal the available options.
7. From the menu, select Freeze to initiate the freezing process for the selected cutoff period.
8. Once the cutoff period is successfully frozen, it will be locked, preventing any further modifications to payroll input data for that period.

Closing Cutoff Period

Closing the cutoff period indicates that all payroll activities for that period have been completed and no further changes or modifications are allowed. Once the cutoff period is closed, it will be marked as closed in the system, indicating that it is finalized and no further adjustments can be made.

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Periods card.
3. On the Calendar Periods page, choose and click the Calendar Year record that corresponds to the cutoff period you want to close.
4. On the (Year) Calendar Period page, locate the CUTOFF PERIODS section and identify the specific cutoff period you wish to close.
5. Click on the cutoff period to access the Cutoff Detail page.
6. On the Cutoff Detail page, you will find a menu button associated with the cutoff period record. Click on the menu button to reveal the available options.
7. From the menu, select Close to initiate the process of closing the selected cutoff period.

Re-opening Closed Cutoff Period

Reopening a closed cutoff period should be an exceptional occurrence and should only be done when there are critical tasks or activities that were inadvertently missed or require immediate attention.

To re-open closed cutoff period, do these steps. You must have Edit rights to perform this action.

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Periods card.
3. On the Calendar Periods page, choose and click the Calendar Year record that corresponds to the closed cutoff period you want to reopen.
4. On the (Year) Calendar Period page, locate the CUTOFF PERIODS section and identify the closed cutoff period you wish to reopen.
5. Click on the closed cutoff period to access the Cutoff Detail page.
6. On the Cutoff Detail page, you will find a menu button associated with the closed cutoff period record. Click on the menu button to reveal the available options.
7. From the menu, select Reopen to initiate the process of reopening the closed cutoff period. Reopening a closed cutoff period allows for further modifications or adjustments to be made to the payroll data for that period.

Closing Calendar Period

Closing the calendar period signifies the completion of payroll and annualization activities for the specific calendar year. Ensure that all payroll and annualization activities for the calendar year have been completed. After closing the calendar period, it is recommended to perform a thorough review of the payroll data to validate its accuracy and address any potential discrepancies. Ensure that all relevant payroll data and reports are securely stored and backed up for future reference and auditing purposes. Document and maintain proper records of the closed calendar period in accordance with regulatory requirements and internal policies.

To close the calendar period, follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Calendar Periods card.
3. On the Calendar Periods page, locate and click on the (Year) Calendar Period record corresponding to the calendar year you want to close.
4. On the (Year) Calendar Period page, from the menu options, select Close to close the calendar period.
5. Closing the calendar period ensures that no further modifications or additions can be made to the payroll data for that specific calendar year.

Workday Settings

Important: Workday settings such as Working Hours per day and Working Days per week configuration is a one-time setup and is intentionally designed to be non-editable for security purposes. This ensures the integrity and consistency of data throughout the system.

Setting up Work Hours per Day and Working Days per Week.

By configuring the Work Hours per Day and Working Days per Week, you ensure that the system accurately reflects the standard work schedule in terms of daily work hours and which days are considered working days. These settings are essential for various processes and calculations within the system, such as attendance tracking, leave management, and payroll generation.

To configure Work Hours per Day and Working Days per Week, do these steps.

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Workday Settings card.
3. On the Workday Settings page, locate and click on the Edit button (represented by a pencil icon).
4. In the Workday Settings popup window, select the desired value for Working Hours per Day from the dropdown menu. Ensure that the specified hours do not include any break time hours. Typically, the standard value is 8 hours per day.
5. In the same Workday Settings popup window, navigate to the Working Days section. Enable or switch on the days that are considered working days. Typically, this includes Monday to Friday.
6. Double-check that all the entered information is accurate and reflects the intended work hours and working days.
7. Click on the Save button to save the configured settings.

Making daily clock-in/clock-out required or optional.

By adjusting the requirement for daily clock-in and clock-out, you can control whether users are obligated to perform these actions each working day.

To configure the requirement for daily clock-in and clock-out, follow these steps:

1. Access the left navigation menu and click on Settings.
2. From the Settings menu page, select the Workday Settings card.
3. On the Workday Settings page, locate the Clock-in / Clock-out section.
4. Within the Clock-in / Clock-out section, you will find a switch or toggle button to enable or disable the daily clock-in and clock-out requirement.
5. If you want to make the clock-in and clock-out optional for all users, turn the switch or toggle button to the Off position. Otherwise, turn it On to make clock-in and clock-out required.
6. Double-check that the selected option aligns with your intended configuration.
7. Click on the Save button to save the changes.

Workshifts

Workshifts are vital in a payroll system as they enable accurate calculation of working hours, automate time and attendance tracking, facilitate overtime and shift differential calculations, ensure compliance with labor regulations, and streamline payroll processing. They provide a standardized framework for managing employee schedules and wages, ensuring accuracy, efficiency, and adherence to legal requirements.

Creating Workshifts

To create workshifts in SweldoNow, follow these steps:

1. Go to the left navigation menu and click on Settings.
2. From the Settings page, click the Workshifts card.
3. On the Workshifts page, click the Add (+) button.
4. In the Add Workshift popup, fill in the necessary details:
   • Description: Name of the shift.
   • Color: For visual identification.
   • Clock Start/End: The working hours.
   • Break-Time: Duration in minutes.
   • Attendance Type: Choose between Strict or Flexible.

• For Strict Attendance:

  • Define a Late Grace Period (in minutes).
  • Example:
    • Shift: 8:00 AM to 5:00 PM
    • Grace Period: 15 minutes
    • Clock-In: 8:30 AM, Clock-Out: 5:30 PM
    • Total Chargeable Hours: 7 hours 45 minutes

• For Flexible Attendance:

  • Late arrivals are not penalized. Chargeable hours are based on actual clock-in and clock-out times.
  • Example:
    • Shift: 8:00 AM to 5:00 PM
    • Clock-In: 8:30 AM, Clock-Out: 5:30 PM
    • Total Chargeable Hours: 8 hours

• Undertime Validation (Flexible Attendance only):

  • If enabled, undertime hours will be deducted in payroll.

5. Click Add button to create the workshift.

Editing Workshifts

To edit workshift, following these steps:

Important: Workshifts that have already been assigned cannot be edited to maintain the integrity of attendance and payroll data. Instead of updating an existing record, it is recommended to create a new workshift.

1. Go to the left navigation menu and click on Settings.
2. From the Settings page, click the Workshifts card.
3. On the Workshifts page, locate the workshift you want to edit. Ensure that the Total Assigned column value is zero, indicating the workshift is unassigned.
4. In the Update Workshift popup, modify necessary details
5. Click Update button to save your changes.

Assigning Workshifts

To assign workshifts to your employees, refer to Workshift Planning for details.