# Status Codes

# Access Permissions

Not Updated: This status indicates that the access permissions have not been updated or modified yet.
For Review: This status signifies that the access permissions are currently under review by the relevant approver. During this status, editing or deleting the access permissions is not allowed. Only approval or rejections can be done.
Rejected: This status indicates that the requested changes to access permissions have been denied or declined. With this status, editing or deleting the access permissions will be enabled to make necessary modifications.
Approved: This status signifies that the requested changes to access permissions have been approved and implemented. Editing or deleting the access permissions will not be allowed with this status.

# Holidays

Created: Holiday record has been created through system sync or manually created. Editing or deleting is still allowed. Holiday will not be reflected during calculations of holiday overtime pay during payroll processing.
For Review: Editing or deleting is disabled. Holiday will not be reflected during calculations of holiday overtime pay during payroll processing.
Rejected: Editing or deleting will enabled again. Holiday will not be reflected during calculations of holiday overtime pay during payroll processing.
Approved: Editing or deleting is disabled. Holiday will be reflected during calculations of holiday overtime pay during payroll processing.

# Calendar Period Record Status

Calendar Period record status relates to the status of the record itself.

For Review: Default record status when a Calendar Period is created. Updating the cutoff period is disabled.
Rejected: Editing or deleting the Calendar Period record is enabled. Updating the cutoff period is disabled.
Approved: Editing or deleting the Calendar Period record is disabled. Updating the cutoff period is enabled.

# Calendar Period Status

Calendar Period status pertains to the overall status of the calendar year.

Not Available: While Calendar Period record status is not Approved, Calendar Period status will remain Not Available.
Open: When the Calendar Period record status is approved, Calendar Period status will be automatically updated to Open. While Calendar Period status is Open, you will be able to Process Payroll on each cutoff period.
Closed: All cutoff periods are already closed and all other annualization processes have been completed and closed.

# Cutoff Periods

Cutoff Periods are automatically created when a Calendar Period is created, with cutoff dates determined by the configured cutoff settings.

Open: During the Open period, activities such as clocking in/out, filing and approval of overtime, attendance corrections, time off and project charges, timesheet submission and approval, as well as reimbursements, cash advances, and loan payments filing and approval, are permitted.
Frozen: When the period transitions to Frozen, all transactions mentioned in the Open status will be locked, preventing further modifications.
Closed: The Closed status signifies that the payroll process for the cutoff period has been reviewed and finalized.

# Employment

Hiring Process: The default employment status when user data is created. This status indicates that the employee is in the process of being hired and onboarded.
Contract Signed: This status is optionally set when an employee has already signed a contract but has not yet started working. It allows for accurate reporting and tracking of employees who have committed to joining the organization.
Hired/Active: This status must be set during the start date of the employee. It signifies that the employee is officially hired and actively working in the organization.
Talent Pool: When an employee is placed in the talent pool, it means they are not currently assigned to any specific role or project but are kept for future reference. This status allows organizations to maintain a pool of potential candidates for future employment opportunities.
Resigned: This status indicates that the employee has voluntarily resigned from their position. It signifies the end of the employment relationship between the employee and the organization.

# Time Off

Note: When a time off record is created, regardless of the status, the total hours filed will be automatically deducted from the Leave Balances. This is done to prevent filing multiple time offs that exceed the available leave balances. To permanently remove an unapproved time off from leave balance computation, you must delete the time off record.

Created: This is the default status assigned when a time off is created. At this stage, editing or deleting the time off record is still enabled, allowing for modifications if needed.
For Review: Once the time off record is submitted, editing and deleting of the record are no longer enabled. Only the designated approver will have the authority to change the status to either Approved or Rejected based on the review process.
Approved: When the time off record receives approval, editing and deleting of the record are no longer enabled. The approved time off is considered finalized and cannot be modified further.
Rejected: If the time off request is rejected during the review process, editing and deleting of the record are enabled again. The employee can make the necessary adjustments or choose to delete the time off record entirely.

# Attendance Corrections

Created: This is the default status assigned when an attendance correction is created. At this stage, the correction can be edited or deleted if needed.
For Review: Once the attendance correction is submitted as For Review, editing and deleting of the correction are no longer enabled. Only the designated approver will have the authority to change the status to either Approved or Rejected based on the review process.
Approved: When the attendance correction receives approval, editing and deleting of the correction are no longer enabled. The approved correction is considered finalized and cannot be modified further.
Rejected: If the attendance correction is rejected during the review process, editing and deleting of the correction are enabled again. The user can make the necessary adjustments or choose to delete the correction entirely.

# Overtime

Created: This is the default status assigned when an overtime request is created. At this stage, the overtime request can be edited or deleted if needed.
For Review: Once the overtime request is submitted as For Review, editing and deleting of the request are no longer enabled. Only the designated approver will have the authority to change the status to either Approved or Rejected based on the review process.
Approved: When the overtime request receives approval, editing and deleting of the request are no longer enabled. The approved overtime is considered finalized and cannot be modified further.
Rejected: If the overtime request is rejected during the review process, editing and deleting of the request are enabled again. The user can make the necessary adjustments or choose to delete the request entirely.

# Timesheet

The timesheet plays a crucial role in streamlining the review and reconciliation processes by consolidating attendance data, time off requests, overtime records, and project charges into one comprehensive report. This integrated approach significantly enhances efficiency and expedites the overall review and reconciliation workflow.

It is important to submit the timesheet at the end of each cutoff period. This step is mandatory before initiating payroll processing.

Unsubmitted: This is the default status of the timesheet when it has not been submitted yet. At this stage, you can still make edits and adjustments to the timesheet data.
For Review: The timesheet can be set to For Review when all other components, such as Attendance, Timeoff, Attendance Corrections, Overtime, and Project Charges, have been approved. When the timesheet is in the For Review status, editing all timesheet data is restricted.
Rejected: If the timesheet is rejected during the review process, editing of the timesheet data is enabled again. You can make the necessary adjustments or modifications to the timesheet.
Approved: Once the timesheet is approved, editing of the timesheet data is no longer enabled. The approved timesheet is considered finalized and cannot be modified further.

# Project Charges

Created: This is the default status when a project charge is created. At this stage, the project charge can be edited or modified as needed.
For Review: Once the project charge is submitted, it enters the For Review status. Editing and modifications are no longer allowed, and only the designated approver can change the status to either Approved or Rejected after the review process.
Rejected: If the project charge is rejected during the review process, editing and modifications are enabled again. The user can make necessary adjustments or choose to delete the project charge entirely.
Approved: When the project charge receives approval, editing and modifications are no longer allowed. The approved project charge is considered final and cannot be modified further.

# Compensation and Benefits

Note: For more detailed information on setting up compensation and benefits, please refer to the Compensation and Benefits topic of this User Guide.

Overall Compensation and Benefits Status:

Not Created: This status indicates that no compensation, leave allocation, and benefits have been set up yet.
Under Revision: This status is automatically assigned when any of the components, such as compensation, leave allocation, or benefits, have been modified or new components have been added. It indicates that the record is under review and being revised for accuracy and completeness.
Approved: When all components, including compensation, leave allocation, and benefits, have been reviewed and approved, the status is set to Approved.
For Deactivation: This status is assigned when an employee has resigned, and the entire compensation and benefits package needs to be deactivated for proper reporting and tracking. The For Deactivation status is initiated and awaits review and approval.
Deactivated: The Deactivated status indicates that the For Deactivation request has been reviewed and approved. The compensation and benefits package has been deactivated and is no longer active for the employee.

Per Component Status: Each component, such as compensation, leave allocation, and different types of benefits, can have its own status. The following are the possible statuses for each component:

Created: This is the default status when a component, such as compensation, leave allocation, or benefits, is created. The component is newly added and can be further modified.
For Review: Once the component is submitted, it enters the For Review status. Editing and modifications are no longer enabled, and only the designated approver can change the status to either Approved or Rejected after the review process.
Rejected: If the component is rejected during the review process, editing and modifications are enabled again. The user can make necessary adjustments or choose to delete the component entirely.
Approved: Once a component receives approval, editing and deleting options are still available. If you edit an approved component, a new record will be created, while the original record remains unchanged. This allows the approver to have an overview of the updates made to the component. Once the new component is approved, it replaces the old record. Deleting an approved component requires approval, and the approver can choose to approve or reject the deletion.

# Reimbursements

Created: This is the default status when a reimbursement request is created. At this stage, the request can be edited or modified, and attachments can be added or deleted if needed.
For Review: Once the reimbursement request is submitted, editing, modification, and attachment changes are no longer available. Only the designated approver can change the status to either Approved or Rejected after reviewing the request.
Approved: When the reimbursement request is approved, no further editing or modification is allowed. The request has been authorized and will be processed.
Rejected: If the reimbursement request is rejected during the review process, editing, modification, and attachment changes are enabled again. The requester can make necessary adjustments or choose to cancel the request entirely, including adding or deleting attachments if needed.
Processed: This status indicates that the reimbursement has been included in the payroll processing. The approved reimbursement amount has been included in the payroll payout.

# Cash Advances

Created: This is the default status when a cash advance request is created. At this stage, the request can be edited or modified.
For Review: Once the cash advance request is submitted, editing and modification options are no longer available. Only the designated approver can change the status to either Approved or Rejected after reviewing the request.
Approved: When the cash advance request is approved, it signifies that the request has been authorized for payment. No further editing or modification is allowed.
Fund Released: Only the approver has the authority to update the record to the Fund Released status. The Fund Released status indicates that the approved cash advance amount has been released for payment. Only the Fund Released status will be considered for payment deductions during payroll processing.
Rejected: If the cash advance request is rejected during the review process, the requester can make necessary adjustments or choose to cancel the request entirely. Editing and modification options are enabled again in the Rejected status.

# Cash Advances Payments

Pending Payment: This status indicates that the cash advance payment is yet to be processed based on the defined due date. The payment has not been deducted from the employee's payroll payout at this stage.
On Hold: Payments marked as On Hold will be excluded from Payroll Processing.
Paid: Once the cash advance payment is processed in the payroll, the status changes to Paid. The payment schedule amount is deducted from the employee's payroll payout, reflecting that the payment has been successfully made.

# Loan Payments

Created: This status indicates that a loan payment record has been created. At this stage, the loan payment details can be edited or modified if needed.
For Review: Once the loan payment record is submitted, it enters the For Review status. Editing and modification options are no longer available, and only the designated approver can change the status to either Approved or Rejected after reviewing the record.
Approved: When the loan payment record is approved, it signifies that the payment has been authorized. No further editing or modification is allowed.
Rejected: If the loan payment record is rejected during the review process, the requester can make necessary adjustments or choose to cancel the payment entirely. Editing and modification options are enabled again in the Rejected status.

# Loan Payments Schedule

Pending Payment: This status indicates that the loan payment is pending and has not been processed yet. It is awaiting the defined payment date for processing.
Processed: In this status, the loan payment has been deducted from the employee's payroll. The deducted amount is reflected in the payroll processing.
Paid: This status indicates that the loan payment remittance has been completed. The payment has been successfully processed and fulfilled.

# Payroll Processing

Created: This is the default status when the payroll is initially generated. At this stage, the payroll can be regenerated to include any unapproved components in the first run, such as reimbursements.
For Review: In this status, the payroll data is under review by relevant approvers. Regenerating the payroll is not allowed anymore.
Rejected: If the payroll is rejected during the review process, it means that the requested changes or adjustments were not approved. Editing and modifications to the payroll are enabled again for necessary revisions.
Approved: When the payroll receives approval, it signifies that the requested changes or adjustments have been reviewed and approved. Regenerating the payroll is not allowed anymore.
Credited: This status indicates that the payroll has been successfully credited to the employees' bank accounts. The funds have been transferred and reflected in their respective accounts.

# Payroll Adjustments

Created: This is the default status when a payroll adjustment is created. At this stage, the adjustment details can be edited or deleted.
For Review: In this status, the payroll adjustment is under review by relevant approvers. Changes or modifications to the adjustment are not allowed.
Rejected: If the payroll adjustment is rejected during the review process, it means that the requested changes or adjustments were not approved. Editing and modifications to the adjustment are enabled again for necessary revisions.
Approved: When the payroll adjustment receives approval, it signifies that the requested changes or adjustments have been reviewed and approved. Further modifications to the adjustment are not allowed.
Processed: This status indicates that the payroll adjustment has been included in the payroll processing.
Adjustments Processed: This status indicates that the adjustments have been processed and reflected in the employee's payroll payout.

# Annualization

Not Created: This status indicates that the annualization has not been created for the employee.
Created: When the annualization is created, it signifies that the necessary calculations and adjustments have been performed for the employee's annualization. The data is ready for review and approval.
For Review: In this status, the annualization data is under review by relevant approvers. Changes or modifications to the annualization are not allowed.
Rejected: If the annualization is rejected during the review process, it means that the requested changes or adjustments were not approved. Editing and modifications to the annualization are enabled again for necessary revisions.
Approved: When the annualization receives approval, it signifies that the requested changes or adjustments have been reviewed and approved. Further modifications to the annualization are not allowed.
Adjustments Processed: This status indicates that the final adjustments, such as vacation leave (VL) or sick leave (SL) conversion or tax refund, have been processed and credited to the employee's bank account.

# SSS Contributions

Unpaid: This status indicates that the SSS contributions for the employee are still pending payment. The contributions have not been paid yet.
Paid: When the SSS contributions have been successfully paid, the status must be set to Paid. It signifies that the required contributions have been remitted and processed accordingly.

# Pagibig Contributions

Unpaid: This status indicates that the Pagibig contributions for the employee are still pending payment. The contributions have not been paid yet.
Paid: When the Pagibig contributions have been successfully paid, the status must be set to Paid. It signifies that the required contributions have been remitted and processed accordingly.

# Philhealth Contributions

Unpaid: This status indicates that the Philhealth contributions for the employee are still pending payment. The contributions have not been paid yet.
Paid: When the Philhealthcontributions have been successfully paid, the status must be set to Paid. It signifies that the required contributions have been remitted and processed accordingly.

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