Employee Management

This guide covers adding and managing employees in TalinoHR, including the 201 file (Philippine employee master record), employment statuses, and the separation process.

Adding an Employee

Navigate to HRIS → Employees (/employees) and click the "Add Employee" button to create a new employee record.

Required Fields

Every employee must have at minimum:

• Employee Number - Unique identifier within the company (e.g., "EMP-001")
• First Name - Employee's given name
• Last Name - Employee's surname
• Hire Date - Date the employee started
• Basic Salary - Base compensation amount (interpretation depends on pay basis)
• Company - Automatically set (single-tenant system)

Personal Information

The 201 file captures comprehensive personal data:

• Middle Name - Optional
• Suffix - Jr., Sr., III, etc.
• Birth Date - Used for payslip PIN generation and age-related compliance
• Gender - Determines eligibility for gender-specific leave types (Maternity, Paternity, VAWC, Special Leave for Women)
• Civil Status - Single, Married, Widowed, etc.
• Nationality - Defaults to "Filipino"
• Address - Full address including city, province, zip code
• Phone - Contact number
• Personal Email - Non-work email address (used as primary for payslip delivery)

Emergency Contact

• Emergency Contact Name
• Emergency Contact Phone
• Emergency Contact Relation

Employment Details

• Login / Work Email - Kept in sync with the employee's system user login email. If the employee has a system account, changing this field will also update the login email, and vice versa. Must be unique across the system
• Department - Assign to an existing department
• Position - Assign to an existing position within the department
• Reporting To - Direct supervisor (another employee)
• Employment Status - See Employment Statuses section below
• Employment Type - FULL_TIME or PART_TIME
• Hire Date - First day of employment
• Regularization Date - Date when probationary employee was regularized (if applicable)

Compensation

• Pay Basis - How the basic salary is interpreted:
  • MONTHLY - basicSalary is the monthly salary amount
  • DAILY - basicSalary is the daily rate; monthly equivalent is derived as dailyRate x workDaysPerMonth
  • HOURLY - basicSalary is the hourly rate; daily rate is hourlyRate x workHoursPerDay
• Basic Salary - The base pay amount (meaning depends on pay basis above)
• Daily Rate - Optional override; if blank, computed from basic salary
• Hourly Rate - Optional override; if blank, computed from daily rate

The payroll engine derives the monthly equivalent for government contribution calculations regardless of pay basis.

Government IDs

These are required for government remittance reports (SSS R-3, PhilHealth RF-1, Pag-IBIG MCRF, BIR 1601-C):

• TIN Number - Bureau of Internal Revenue tax identification
• SSS Number - Social Security System member number
• PhilHealth Number - Philippine Health Insurance member number
• Pag-IBIG Number - Home Development Mutual Fund member number

Tax Configuration

• Tax Status - Single (S), Married (M), or other applicable code
• Number of Dependents - Affects withholding tax computation under TRAIN Law

Work Assignment

• Work Schedule - Assign a work schedule (determines work hours, rest days, grace period)
• Work Location - Assign to a physical location (affects holiday applicability and branch-level payroll)

Solo Parent

• Is Solo Parent - Toggle for Solo Parent status
• Solo Parent ID Number - RA 8972 certification number
• Solo Parent ID Expiry - Expiration date of certification

Solo parent status affects leave eligibility (7-day Solo Parent Leave requires this flag plus 12 months minimum service).

Bank Details

Required for bank file export during payroll disbursement:

• Bank Name - Name of the employee's bank
• Bank Branch - Branch name
• Bank Account Number - Account number for salary crediting
• Bank Account Name - Name on the bank account

Compensation Tab

The employee detail page includes a Compensation tab for managing allowances and deductions. Navigate to an employee's profile and click the "Compensation" tab.

Allowances

Each employee can have recurring or one-time allowances. Click "Add Allowance" to create one.

Fields:

• Name - Descriptive label (e.g., "Rice Subsidy", "Transportation Allowance")
• Amount - Per-period amount in pesos
• Type - Determines tax treatment:
  • Taxable (Regular) - Fully included in taxable income (e.g., fixed monthly allowance)
  • De Minimis Benefit - Tax-exempt up to BIR ceiling per category; excess flows to the 90K other benefits pool
  • Other Benefit - Draws from the P90,000 annual tax-exempt pool (shared with 13th month pay and de minimis excess)
  • Non-Taxable (Statutory) - Fully exempt from tax (e.g., hazard pay for government workers)
• De Minimis Category (required when type is De Minimis) - One of 10 BIR-recognized categories:
  • Rice Subsidy (P2,000/month)
  • Meal Allowance (P150/meal, not exceeding 25% of basic salary)
  • Laundry Allowance (P300/month)
  • Clothing/Uniform Allowance (P6,000/year)
  • Medical Cash Allowance to dependents (P1,500/employee/semester)
  • Employee Achievement Awards (P10,000/year)
  • Christmas Gifts (P5,000/year)
  • Daily Meal Allowance for overtime (reasonable amount per BIR guidelines)
  • CBA Benefits (P10,000/year)
  • Other De Minimis (varies by BIR ruling)
• Recurring - Toggle on for every pay period; off for one-time (auto-deactivates after one payroll run)
• Start Date / End Date - Optional date range to limit when the allowance is active
• Remarks - Optional notes

Deductions

Each employee can have recurring or one-time deductions. Click "Add Deduction" to create one.

Fields:

• Name - Descriptive label (e.g., "Union Dues", "Salary Advance")
• Amount - Per-period deduction amount
• Type - Classification:
  • Authorized (Voluntary) - Employee-authorized deductions (union dues, insurance premiums)
  • Loss/Damage - Deductions for loss or damage to company property. Capped at 20% of weekly wage per Art. 114 of the Labor Code
  • Union Dues - CBA-mandated union membership fees
  • Other - Miscellaneous deductions
• Recurring - Toggle on for every pay period; off for one-time
• Start Date / End Date - Optional date range
• Requires Consent - Toggle to flag deductions that require documented employee consent
• Consent Date - Date consent was obtained (when applicable)
• Remarks - Optional notes

De Minimis YTD Dashboard

The Compensation tab displays a year-to-date (YTD) summary of de minimis benefits showing:

• Each de minimis category with its annual ceiling and current usage
• Color-coded progress bars (green under 80%, yellow 80-100%, red at ceiling)
• How much excess has flowed into the 90K other benefits pool

90K Other Benefits Pool Tracker

Below the de minimis dashboard, the 90K pool tracker shows:

• 13th Month Pay contribution to the pool
• De Minimis Excess that exceeded per-category ceilings
• Other Bonuses classified as OTHER_BENEFIT
• Total Pool Usage vs. the P90,000 annual threshold
• Exempt vs. Taxable Excess amounts

Employment Statuses

TalinoHR tracks seven employment statuses:

Status	Description
PROBATIONARY	New hire within the 180-day probationary period (Art. 296, Labor Code)
REGULAR	Permanent employee who has passed probation
CONTRACTUAL	Fixed-term contract employee
PROJECT_BASED	Employee hired for a specific project duration
RESIGNED	Employee who voluntarily left the company
TERMINATED	Employee whose employment was ended by the employer
RETIRED	Employee who has retired

Active vs. Inactive

Employees with status RESIGNED, TERMINATED, or RETIRED are marked as inactive (isActive: false). They do not appear in default employee listings, payroll runs, or attendance processing.

To view separated employees, use the includeInactive=true filter on the Employees page. The status filter also supports comma-separated values (e.g., status=RESIGNED,TERMINATED).

Bulk Import

TalinoHR supports CSV bulk import of employee records. Navigate to HRIS → Employees (/employees) and use the import function.

CSV Format

Prepare your CSV with columns matching the employee fields. Always quote string fields (employee numbers, TIN, names) to prevent CSV injection. Use the export function to download a template with the correct headers.

Employee Separation Process

When an employee leaves the company, follow these steps:

1. File a Personnel Action

Navigate to HRIS → Personnel Actions (/personnel-actions) and create the appropriate action:

• RESIGNATION - Requires last working day
• TERMINATION_JUST_CAUSE - Requires NTE issued date, last working day, optional hearing date
• TERMINATION_AUTHORIZED_CAUSE - Requires last working day (30-day advance notice per Labor Code)
• RETIREMENT - Requires last working day

2. Approval Workflow

The personnel action goes through the configured multi-level approval chain. Once approved, the system:

• Updates the employee's employment status
• Sets the separation date
• Marks the employee as inactive
• Auto-creates clearance items (5 categories)

3. Clearance Process

After separation approval, clearance items are automatically generated. The employee must clear obligations across categories before final pay can be released.

4. Final Pay

Navigate to Payroll → Final Pay (/payroll/final-pay) to compute and generate the separated employee's final compensation, which includes:

• Remaining salary for days worked
• Pro-rated 13th month pay
• Leave monetization (for convertible unused leaves)
• Less: Outstanding loan deductions

5. Certificate of Employment

Generate a COE from the employee's profile or through the ESS portal. The COE is an HTML document with company letterhead that can be printed.

Probation Tracking

TalinoHR automatically tracks probationary employees against the 180-day limit set by Article 296 of the Labor Code.

• Employees hired as PROBATIONARY are monitored
• A 30-day alert window triggers before the 180-day deadline
• If no regularization action is filed, the system flags the employee for HR review
• Regularization can be processed via a REGULARIZATION personnel action, which auto-links to the latest completed performance review

System User Accounts

Each employee can optionally have a system user account for logging into TalinoHR:

• Email - The login email. This is automatically synced with the employee's Login / Work Email field — updating one updates the other. The system user email is the source of truth for the work email
• Roles - One or more of 7 system roles: SUPER_ADMIN, HR_ADMIN, HR_STAFF, PAYROLL_ADMIN, PAYROLL_STAFF, MANAGER, EMPLOYEE. Users can hold multiple roles simultaneously — their effective permissions are the union of all assigned roles. Manage roles via the edit (pencil) icon on the Settings → Users page (SUPER_ADMIN only)
• Password - Set on creation; employee can change later

Users whose only role is EMPLOYEE are directed to the Employee Self-Service (ESS) portal at /ess/. Users with additional roles (e.g., MANAGER + EMPLOYEE) access the admin interface and can also use ESS features.