Version 1.0
Table of Contents
INTRODUCTION
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Introduction
Congratulations! Altair Solutions & Concepts Integrated, Inc. (ASCII), with great pleasure,
welcomes you to Altair Sentinel, a comprehensive human resource information system for your
personnel management needs. We believe that your organizations use of our product will truly
bring you Work Simplified!
Secure and Reliable. In the ASCII tradition of security, the System has been stresstested on real world scenarios. As with other ASCII products, the System has proven
to be consistently reliable under heavy loads. To top it off, it is integrated into a
secure network environment.
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Rapid Deployment. The System is almost ready out-of-the-box. After a few months
of custom-fitting, the Altair Sentinel is up and running.
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Web-based. With our technology based on popular web standards like HTML, CGI,
and CSS, you are ensured inter-operability across a multitude of platforms. No need
to install the software on each of the workstations because a web browser and a
network (or internet) connection are the only things you need to access the
System. The use of web standards makes the System naturally internet-ready.
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Remote System Access. Enjoy the ease and convenience of being able to access
your systems remotely. Altair Sentinel uses up-to-date internet/intranet standards.
That makes it readily accessible to clients with internet access.
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Biometric Scanning. Anticipating the shift from barcodes and magnetic stripes to
more modern standards, we have incorporated a more secure biometric
implementation for individual identification.
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Other Features. Add that with other innovations like Help-Assist screens, real-time
data logging and a small profile DTR biometric box that doesn't look like it came
out of a furniture store.
Label
This manual uses a lot of screenshots. Some are screenshots of an entire page while some show
only a portion of a page. To facilitate in your use, parts of some screenshots are highlighted
with a red round-cornered box and labeled. Other highlighted parts are not labeled as the part
itself is labeled inherently. Highlighting parts of a screenshot will help in the discussion, and
hasten your knowledge about the system.
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Label
There are also some instances in the manual where you will encounter something like this: a
blow-up of a portion of a screenshot. A dashed red box (1) highlights the portion that is being
blown-up. The arrow (2) points to the blown-up figure (3). The blown-up figure is superimposed
on the original screenshot (4) and labeled (5).
And, as you might have noticed, the highlighted portions, figures (and some other objects) are
numbered. These numbered portions and objects were described above, identified also in the
numbered manner corresponding to the numbered portions. You shall encounter this later as
you go on with this manual.
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Stop. Before you proceed, read this notice. This briefs you on requirements
and reminders.
Getting There. To help you locate in the Altair Sentinel the topic being
discussed, this icon can help you.
Watch Out. This sign tells you that you should proceed with caution.
Take Note. The information flagged with this icon is ideas or notes.
New. The information the proceeds this icon informs you of the feature that
allows you to create ranging from creating an employee to the details such
as a new employee loan.
Update. This allows you to note that you can update information in the
system as flagged in this icon.
Delete. The texts flagged with this icon highlights archiving or deleting of
records and/or information.
Search. This icon signifies that instruction regarding the search tool will be
discussed.
Print it. The section that proceeds from this icon gives you instructions on
how to print.
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Figure 1 Login
This is your point of initial entry into Altair SENTINEL. The Login Page accepts entry of the User
Name and Password, and displays any errors associated with entry or access. Your
organizations Human Resource Department (HRD), management, or other organization
personnel who is responsible with things pertaining to Altair SENTINEL will give you your User
Name and Password for access to Altair SENTINEL. Requests for change should be directed to
those responsible. The coordination of security access will be the responsibility of the office in
charge of the carrier or payroll office requesting access to Altair SENTINEL. When an authorized
user has entered the correct Password and User Name combination, navigation proceeds to the
Altair SENTINEL Main Menu.
Figure 2 Login
If either your User Name or Password is either wrong then you cannot continue to the Systems
pages. Figure 2 shows the Altair SENTINEL displaying an error message informing you of an
unsuccessful entry. Please check the following when you encounter an Invalid username or
password:
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Is the Caps Lock or A light on your keyboard on? If so, hit the Caps Lock
key before trying again.
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Did you misspell your username or password? Enter correctly your username or
password.
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Did you forget your username or password? Contact your Altair SENTINEL
administrator for help.
Figure 4 displays the Menu Bar. It consists of the System Tabs (1) that lead you to the different
functionalities and features of Altair SENTINEL, the Log Out button (2) at the far right, the
name of the user and User ID (3), and finally the current date and time (4).
The presence of the Log Out button in the Menu bar enables you to leave the system with
relative ease. Anytime, and anywhere in the System, you can click the Log Out button to log
out. For the highest security when logging off, you should also close your browser to keep
another user of your machine from accessing pages in the browser memory.
Figure 5 - Logout
After logging out, the System flags you that you are logged out. There is a link that allows you
to login back into the System. Click on the blue colored word here to bring you to the Login
page. Do the same thing as instructed earlier to enter back.
Figure 6 Logout
TAKE NOTE
The System automatically logs-off whenever it is not in use for a
certain length of time. The figure above shows the Login Page with
an error message: The system has logged you off due to long
inactivity. Make sure you dont leave the System stagnant for long
without finalizing or saving your work first.
The System Property is an important feature that needs to be configured or set before running
Altair SENTINEL. In the System page, you set the system properties that are needed to perform
actions to achieve intended results. Many organization policies are defined here. A System
page that is not properly set might produce erroneous results and non-performing operations.
So its highly recommended to set system properties before doing some operations in the Altair
SENTINEL.
Getting There
To get to the System page, click the System tab located at the Menu bar. You will then be
directed in the System page as shown in Figure 7.
There are many system properties that need to be set or configured. However, majority have
the following basic functions:
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Download. You can download a comma-separated value (CSV) file that contains
all the entries of the system property.
The System page in Figure 7 contains System Property Categories. Each System Property
Category has several System Properties under it. Most of the System Property Categories and
Properties discussed below.
LEGEND
* - signifies that the System Property doesnt have the same process
or steps in creating, updating, and deleting entries as discussed in
the later part of this lesson.
- signifies that this is a required field
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Address Information. This is where you set the Cities and Municipalities, Countries
and Territories, and Provinces System Properties.
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Employment.
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Benefits. Set benefits that employees may receive from the organization.
Job Leveling. Also called Rank. Job Leveling is set when the organization has
job levels that it applies to employees. Employees with similar job level have
the same fixed rate, as set in Job Leveling. Consider the following fields:
Rate. The fixed rate that employees with this job level will receive.
Rate Absent. The fixed deduction that employees with this job level
will get for their absence. This is applicable to the ISIS version of the
Altair Sentinel.
Salary Grade. Set salary grades that an employee/s belongs to. This system
property is descriptive and optional in nature.
Types. This system property is very important. In here, you set different
employee types of the organization. The typing of employees are according to
the different policies the organization applies to a group of employees.
Consider the following fields:
No work no pay? If set to Yes and employee wont work, he/she will
not be paid. This is usually applied to daily-rated employees; for
monthly-rated employee types, this should be set to No.
No Holiday Pay. Are employees with this employee type paid during
holidays?
Days per Month. The number of working days per month for this
employee type.
Hours per Day. The number of working hours per day for this employee
type.
HD Factor (%). The minimum percentage of a work day when the total
work hours is considered a half day. This is often used on flexible time
schemes. You may leave this field blank.
WD Factor (%). The minimum percentage of a work day when the total
work hours is considered a whole day. This is often used on flexible
time schemes. You may leave this field blank.
Late Max. The maximum minutes that the System allows an employee
to be late before he/she is considered half-day. If the organization
does not implement this policy, you just place a big value in minutes
(180 or 240 minutes will do).
Nite Start. The time in HH:MM 24-hour format when night differential
starts. Night differential ends at 6:00 AM the following day.
Nite Rate. The rate that employees will receive for working during the
prescribed night shift. The value should be basic rate + mark-up
percentage of Nite rate. For example, if Nite Rate is 30% on top of the
basic rate, you should encode 1.3.
OT Rate. The overtime rate on regular work days. The value should be
basic rate + mark-up percentage of OT rate. For example, if OT Rate is
30% on top of the basic rate, you should encode 1.3.
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Contribution Table (*). Refer to Lesson 3: Contribution Table for a more detailed
procedure and steps.
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Taxes. In the Taxes System Property Category is where you set the following System
Properties.
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Payroll. In the Payroll System Property Category is where you set the following System
Properties.
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Holidays. Set the types of holidays that are being acknowledged by the
organization.
Leaves. Set leaves that an employee is obligated to. Consider the following
fields:
Max per Year. The maximum number of leaves every year that can be
given.
Accumulate Before.
Convert to Cash. Set to Yes or No. If Yes, the System will convert the
unused leaves to cash on the date specified in Convert On.
Convert On. The date when to convert the leave to cash; choose from
the anniversary of the hire date (Anniversary) or a different fixed date
(Fixed).
Convert Date. The fixed date when the conversion of leave balance
will occur. Please fill this only when you chose Fixed in Convert On.
Reset On. The date when to reset the leave balance; choose from the
anniversary of the hire date (Anniversary) or a different date (Fixed).
Reset Date. The fixed date when the reset of leave balance will occur.
Please fill this only when you chose Fixed in Reset On.
Other Income/Deduction.
Termination Pay. Set termination fees (separation and retirement fees) that
employees may receive.
Rules. Set standard rules on the authorizing the forms and requests. Consider
the following fields:
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Today. Include the actual requested day in the counting of the number
of days that the rule is in effect.
Start date and End Date. The period when this rule is in effect.
User Accounts. This system property allows you to set which of the features
and functions are accessible to the users. Go to Lesson 6 for more on this
system property.
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2. Click on the specific System Property. You will be redirected to the System Property
page and a list of entries of the system property will appear. Figure 8 shows system
property entries, one of which is boxed.
3. Click on the specific System Property entry. The Edit dialog box will appear.
4. Update information as necessary.
5. Click on the
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2. The dialog box asks which application you will want the file to open with. The default
application is a spreadsheet application (OpenOffice.org Calc, Microsoft Office Excel,
etc.). The application loads automatically and opens the CSV file if you choose Open
with option. You may also choose the Save to Disk option instead. You can open the
downloaded CSV file with a spreadsheet application later.
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When Search is clicked, a Search dialog box will appear and asking for the fields of the
particular property. You can search for an instance by Name or by Description. Figure 11
features the Search dialog box. The Figure 12 below shows how it appears when matches are
found. A message is flagged: Search completed. 1 match found.
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Getting There
To arrive at the Withholding Tax page, click on the System tab at the Menu Bar. Afterwards,
click on the Withholding Tax property under the Tax category. In clicking a Withholding Tax
system property you will be redirected to the Withholding Tax page (see Figure 13).
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Figure 14
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In the Withholding Tax page (as shown in Figure 13) at the upper part, you could see the
Salary Bracket (1). Under the Salary Bracket is the Salary Range that corresponds to the
specific Tax Payer Status (2). You can also select a specific pay period (3).
To view Tax Payer Status conditions and its abbreviations, see Employee Status system
properties under Taxes category.
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Second is the Salary Range, in updating Salary Range is as simple as updating Salary Bracket,
you can just directly click on the specific Salary Values that needs an update. To save updated
values click any free available space in the page or proceed to other transactions, it will then
automatically save the value.
HOW CAN YOU DELETE ENTRIES?
You can delete entries by simply clicking the
Delete button
beside the specific entry that you want to delete. Clicking the
Delete button will automatically delete the entire row.
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It is natural that once a person works, he/she should be applied for membership to SSS and
PhilHealth, Pag-IBIG is just an option. However, the employee should be enrolled to these
government institutions to receive the benefits.
Getting There
The Contribution Tables is located in the System page. To view System page see previous
discussion. In the System page click on a specific Contribution under the Contribution Table
category. In selecting a Contribution you will then be redirected to a specific Contribution
Table page where the Contribution Table is displayed. Examples of a Contribution are Pag-IBIG,
PhilHealth, and SSS.
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Figure 16 below shows PhilHealth Contribution Table page emphasizing the row where you can
add new entries. Click on the
Add button to add new entry.
In the SSS Contribution Table page emphasize the area where you can add new entries, see
Add button to add new entry.
Figure 17. Click on the
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Updating Contribution Entry is simple. You can just directly click on the specific table cell
that needs an update. To save updates just click your cursor to any space on the page or
proceed to other task, doing it will automatically save the updated entry.
Figure 18 shows an example of the Pag-IBIG Contribution Table page. Clicking the Pag-IBIG
Contribution Entry will become an editable field as highlighted below.
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Getting There
The Organizational Chart is one of the System Properties. In viewing the Organizational Chart
page, you need to go to the System page see previous discussion. In the System page
Employment System Property Category, click on the Organizational Chart System Property. In
clicking the Organizational Chart you will then be redirected in the Organizational Chart page.
An example of an Organizational Chart page is shown in Figure 19 below.
Collapse. The collapse icon when click hides the Organizational Chart branches subs
Organizational Position/s.
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Expand. The Expand button, when clicked, enables you to view the Organizational
Chart branches sub Organizational Position/s.
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Clicking the Add button indicated in Figure 20 enable you to add a new Level Entry.
The Add button indicated in Figure 21 enable you to add a Sub Level Entry in the
Organizational Chart.
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3. In clicking
22.
Add icon the Create Level Sub Entry dialog box will appear, see Figure
Create Level Sub Entry dialog box is basically divided into 3 major parts. Each part is a
requirement in Adding Organizational Position Level.
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Figure 22 (1) is where you set the Organization Position Name by simply selecting
on the dropdown list.
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Figure 22 (2) is where you set Authorizations rights. In setting authorization select
on what type of authorization process to apply on the specific Organizational
Position that corresponds to each Authorization Form. There are three different
kinds of option that correspond to each form. Selecting Cascade Option means the
Authorization Form needs to be approved from the current position to
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Figure 22 (3) is where you set Accounting rights. You need to provide a Cash
Advance Percentage (CA %) setting percentage right on approving CA on the
current position (Example: A CA % set to 100 means that the current position has
100 percent right in approving CA; while set CA % to 0 mean current position has no
right of approving CA). Set other Accounting Form to Yes or No to provide
Accounting rights.
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4. Click
Introduction
The System allows you to give other authorized personnel access to the System. The Altair
HURIS has two access levels:
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User Accounts. User Accounts is permitting employees with system access to use
modules or functions by assigning each one the modules or functions that they can
only use.
View.
6.
Print.
2.
Edit.
7.
Upload.
3.
Delete.
8.
Supervise.
4.
New.
9.
Accept.
5.
Audit.
10.
Check All.
Beside the Tab name is also a check box. This, when checked, simply means that the user has
access to that tab. Without it, the user cant do anything that involves that tab and its sub-
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tabs. Check which right you want the user to have for a certain tab or sub-tab. For example,
you want the user to view, print, and search only the profile of employees. The only
checkboxes youll have to check are those that are in-line with Profile sub-tab and under
Print icons.
View, and
To see if it worked, let the user access the System. If he / she is now able to view and print
employee profile, and search for employees, then the setting-up was successful.
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27
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2
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4
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There are four things you will always see when you view the details of an employee:
1. Employee ID No. and Complete Name.
2. Employees toolbar.
The Employees toolbar may contain the following functionalities:
a.
b.
c.
d.
e.
f.
Filter. Display a list that meets the criteria you specify for a column.
g.
3. Employees sub-tabs.
The Employees sub-tabs consist of the details of an employee grouped together
into these sub-tabs. The highlighted sub-tab is the active sub-tab. The sub-tabs
are:
a. Profile. This concerns employee profile such as Contact Information,
Medical Information, Family Background, Educational Background, and
Work Experience.
b. Positions. View or modify the positions of an employee.
c. DTR. Shows the record of time-ins and time-outs of the employee.
Create and update authorizations.
d. Work Schedule. View or modify the work schedule of employee.
e. Pay. View other incomes, other deductions, and payslips of the employee
here. Serves as Employees ledger.
f.
Loans & Advances. View, add, or modify the loans and cash advances of
the employee.
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profile details below changes. The Quick Jump helps you keep your view of the employees
information uncluttered. It also saves space, and runs faster.
Quick Jump
Clicking New will lead you to the New Employee page, shown in the Figure 27 on the next
page. The form that is in the New Employee page asks from you the employees Personal
Information, Employment Information, and Contact Information.
You can initially fill-up the employees First Name, Middle Name and Last Name on the New
Employee page when you would like to generate an employees ID number without filling-up
the whole form. It is encouraged, though, that the form be filled up as completely as possible.
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Edit.
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Use the Quick Jump to go to other profile details. You might want to continue updating the
other profile details.
Some information is updated differently. There is employee information that can be edited by
clicking on
New or by clicking the names or headers that are bold and in blue color, instead
Edit.
of
A
New icon in a header profile are for some employee information that sets multiple entries
like, Child, Siblings, Medical Information, Physical Examination, Memos, Seminars and
Trainings, and Work Experiences. For example, you want to update employees Child under
the Family Background information; an employee may have one or more children, therefore
their maybe a need to input not only one child. But not to worry, Altair SENTINEL supports
inputting multiple values in one specific information.
Here are the simple steps to follow:
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Notice that after saving the new added information the names or headers are bold and
in blue color. You can click the bold, blue color header/name and would enable you to
Edit icon.
edit the existing information, instead of clicking the
5. Repeat Steps 2 to 4 if there is a need to add information.
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In-activate Employees
Archiving Employees
When you archive employee records, you are simply removing them from the list that you see
in Employees page. You can use the Search tool in the Employees toolbar to open the archived
PROCEED WITH CAUTION
You dont want inadvertent archiving of employee records, right? So
make sure you use this functionality with care.
Also, make sure that your Altair SENTINEL User Rights is already
set. We want to keep unauthorized users from archiving records.
employee records. This allows you to keep records during post-employment of an individual.
Here are the steps:
1. First, view the employees profile.
2. Click
Delete. To locate
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3. You are then asked by the System if you are sure to delete the employee. Click Yes
to continue the deletion. Click No if you decide not to do so
Searching Employees
The search tool allows you to look for an employee in the employee list. It is most useful,
Search in the Employee toolbar,
especially when you already have many employees. Click
and the Search Employee dialog box will appear as shown in the Figure 35 below. You can
search for an employee either by the ID No., Last Name, First Name, Middle Name, Position,
or Department.
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If your search only yields one (1) match, Altair SENTINEL will load the employee record right
away.
If there is more than one match, a list of matches will be displayed. You can, then, choose
from the list. The Figure 36 below shows an example.
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3. Provide the specific Location by selecting on the location in the Dropdown list and
then click on the
Upload button.
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2. Click on the
In clicking the
3. Click on the Browse button and select the image file you want to upload
Select only JPEG picture format for uploading. If you do not see a Browse button,
your browser does not support file uploads.
4. After selecting a file, click on the
Terminating Employee
There are three types of separation from work in the organization:
Retired the employee may be retired upon reaching the retirement age which is
60 or more depending on established collective bargaining agreement or other
applicable employment contract.
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3. Clicking the Terminate icon, the Terminate Position dialog box will appear as shown
below.
In the Terminate
Termination Type
advances are also
pay. See Figure 40
4. Click
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You have a position in the organization. Your boss has a position too. All employees have as
well. In the organization, each employee has a role to fulfill. There are various positions in
different departments. Altair SENTINEL allows you to set and store positions of the employees
in the System. You can keep track of the employees salary during his or her stay, and see how
the employee has grown in the organization.
Viewing Position
In the Position sub-tab you can view the employees position and sub-positions. See Figure 41
below. Sub-positions are secondary positions, in contrast to positions, which are primary
positions being held by employees. An employee can hold sub-positions while holding a primary
position.
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2. Once you get to the Employees page, open employees profile by clicking on the ID
No. of the employee.
3. In the Employee sub-tabs, click on the Position tab.
When you click on New Position, the New Position dialog box will appear as shown in Figure
42(1) above. Fill up the necessary fields. In initially assigning a New Position the required fields
that are needs input is the Department, Position, Rate, Rank, Employee Status, and Start Date.
After filling up the information in the New Position dialog box, click on the
button to save the position.
Save
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In an organization an employee may have Sub Position. In Altair SENTINEL, you can also add
New Sub Position. The employee sub-position scenario is especially applicable to schools,
colleges, or universities. In schools, there are situations wherein an employee holds a primary
position, while handling another, but minor, position. A favorite example we usually give is a
laboratory head of a college who also teaches part-time. The sub-position usually is computed
base on the employees unit work. So during pay day, the employee will receive compensation
for the sub-position.
To add a sub-position to an employee:
1. First, look for the position which goes with the sub-position.
2. Click the corresponding New Sub Position to go to New Sub Position dialog box
shown in Figure 42(2).
3. When you get to the New Sub Position dialog box, fill in the fields.
4. Click the
Save button.
Deleting Position
PROCEED WITH CAUTION
It is not recommended to delete positions when there are changes
to the positions of employees. The ideal setup is to keep the
positions when an employee receives a raise or is promoted.
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Editing Position
The process of editing positions is similar to that of deleting a position. The difference lies in
the button you are to press. Here are the steps:
1. Go to the Position page. You can read the steps in the previous discussion.
2. Click the Position that corresponds to the schedule that you want to update.
3. The Edit Position dialog box appears shown in Figure 44 above. Update information
as needed.
4. Click the
Save button.
5. You are lead back to the Position page, with the position already updated, and a
message: Update Successful.
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Your organization may have different schedules for work. A group of employees may belong to
a night shift; another group to a day shift. An employee may have a schedule unique only to
him or to a few other employees. All these scenarios are supported by Altair SENTINEL.
Altair SENTINEL allows you to set working schedules per employee. This makes it more flexible
for you. This will work in conjunction with the Payroll, which we shall discuss later on.
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Time In. Time in means the time that the employee should log in and returns to
work.
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Time Out means the time that the employee should log out and leaves work.
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Shift. Shifts are predefined schedules which you assigned to your employees.
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Figure 48 New Working Schedule & New Working Schedule Dialog Boxes
The choices in the Shift drop-down list are created in the Shifts property of the System
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Properties. If you are interested in learning how to add Shift entries, you can check out
Lesson 2: System Properties.
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Update button.
5. You are lead back to the Work Schedule page, with the work schedule already
updated, and a message: Update Successful.
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Employee Name.
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Start Date. The date when the new schedule starts. Enter the date in this format:
mm/dd/yyyy. Or, you can pick the date from the small calendar by clicking .
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(Time) In. The time (in 24-Hour format) that the employee has to login for work.
Input if Shift is not used to determine work schedule.
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(Time) Out. The time (in 24-Hour format) that the employee has to logout from
work. Input if Shift is not used to determine work schedule.
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Shift. To use the pre-defined work schedule set in the System tab, choose from the
drop-down list. Choosing a shift will set the Start Date, In, Out, and Days
automatically.
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Days. The days of the week when the work schedule will take effect. Check where
appropriate if Shift is not used.
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This is a faster and easier way to work with employees work schedules because you can work
with the work schedule of employees in a page. You do not have to go to each of the
employees profile just to set their work schedules.
USING SHIFTS
Remember that when you use Shifts, you do not have to fill the
other fields (except the Start Date) up because it auto-completes
the row.
Also remember that whenever you pick a Shift name that are two or
more shifts, the system automatically adds all the shifts with that
Shift name.
You can edit work schedules of employees here in the list. Click the Start Date of the work
schedule you want to edit. The fields of the row will be automatically set editable. After
making the changes, click
Accept to approve the change. Click
Cancel to cancel the
changes youve made.
Searching Employees
To search for a particular or a certain group of employees, click
Search. Please refer to
Searching Employees under Lesson 5: Employee Profiling Basics on how to use the Search
tool. Once the results are displayed, you may add or update work schedules.
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The Pay sub-tab in the Employees tab allows you to view a list of generated payslips and other
earnings (of generated payslips) of the employee. Every time a payslip is generated, the lists
are automatically updated.
Getting There
To get to the Pay sub-tab, click the Employees tab located at the Menu bar. Choose the
employee then click the ID No. to open. Click the Pay sub-tab, and the Pay page will appear.
The Figure 52 above is the Pay page. It contains the two lists (divided into tabbed boxes)
namely Other Income and Payslip. Other Income lists down the earnings of the
employee other than the basic wage. It lists down the Date, Remarks, and the Amount. You
can filter the list by selecting from the drop-down menu. Click on the drop-down menu, check
the incomes that you want to view, then press Filter.
Payslip lists the generated payslips by indicating the Pay Start (of a pay cycle), the Pay
(gross pay, net pay, or basic pay), and the Amount. You can filter the selection according to
gross pay, net pay, or basic pay. Just choose from the drop-down menu, and then press Filter.
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The Loans & Advances sub-tab in the Employees tab lists the loans and advances of the
employee. It also allows you to add, update, or delete loans or advances. You can create loan
and advance types in the System tab, which in turn can be used in this sub-tab.
Loan Type. Select from the list the type of loan or advance.
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Loan Date. The date when the loan or advance was made.
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Deduction per Day. The amount to be deducted from salary per pay period.
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Retro. Tick the checkbox to inform the System to deduct from the next pay if the
loan wont be deducted from the current pay. For example, for the pay period A,
an employee is due 100 units. If Altair SENTINEL decides not to deduct from pay
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period A, and Retro is ticked, the System carries the loan deduction amount to the
next pay period (pay period B). The deduction on pay period B becomes 200 units.
&
Ref No. The reference number of the loan. You may place a reference number here
to record any document that may come with the loan.
&
Save button. The employees new loan will appear in the list.
You, then, press the
Figure 54 (1) below is the figure of the New Loan dialog box.
Figure 55 New Loan (1) & Edit Loan (2) Dialog Boxes
56
Collapse icon.
57
The Benefits sub-tab in the Employees tab lists the benefits that the employee gets. It also
allows you to add, update, or delete benefits of an employee. You can create benefit types in
the System tab, which in turn can be used in this sub-tab.
Getting There
After clicking the Employees tab located at the Menu bar, click the ID No. of the employee.
Click the Benefits sub-tab located below the name of the employee. The Benefits page will
appear as shown in Figure 50.
58
&
&
Amount. The amount of the benefit. Fill this up if youre not planning to give a
computed pay based on gross pay to your employees.
&
Compute. Select from either the sum of all pays or the pay to compute gross.
&
Compute from. Base the benefit types computation from net pay, basic pay, or
gross pay.
&
Auto Estimate. This is particularly useful when setting the 13th Month Pay benefit.
Ticking Auto Estimate allows the system to use an estimated amount to add to the
Compute From field above before divided by the divisor. Ticking the checkbox will
hide Estimated Amount field.
&
Estimated Amount. If you dont wish to let the System compute for the estimated
amount to add, fill up this field with your estimated amount.
&
Benefit Divisor. The number of times the fixed or computed amount will be
divided.
&
&
Exemption. Exemption Limit for untaxed benefits. This should be Yes when a
benefit is not taxed and the benefit is subject to tax beyond exemption.
&
59
&
&
At Office At. Indicates the time when the employee should be present at the office
in order to get his benefit. This is applicable only if Must Be Present is Yes. The
System checks the employees DTR if the employee is indeed in the office.
&
Split. The number of splits that the benefit amount will be given.
&
Skip. The number of pay periods that is skipped after each benefit amount is given.
&
&
Stop Date. The date when the application of the benefit ends.
Save button. The employees new benefit will appear in the list.
60
In Lesson 12: Employee Benefits, we learned how to set the benefits employees can get by
accessing the Benefits tab. There is another way to add, modify, or delete benefits, which we
will be discussing right now.
If you remember, in Lesson 6: Employee Profiling Basics, one of the topics which were
Benefits. By clicking
Benefits,
discussed was the Employee toolbar. The toolbar includes
the page (shown in Figure 58 below) will appear, showing you the list of all employees, and the
corresponding benefits they currently are receiving.
61
3
2
6
4
62
The Leaves sub-tab in the Employees tab lists the leaves that the employee has used or the
leaves that has been approved. The System lists the used leaves only after every payslip
generation. The Human Resource Officer, or authorized user, can authorize the absence of the
employee using the Authorizations under the DTR sub-tab. Employees can also file forms in
their respective Office Suite accounts (Lesson 18: DTR (Daily Time Record)).
You can create leave types in the System tab, which can be used in this sub-tab. Please refer
to Lesson 2: System Properties.
Getting There
After clicking the Employees tab located at the Menu bar, click the ID No. of the employee.
Click the Leaves sub-tab. The Leaves page will appear. The Leaves page is shown in Figure 60
below.
63
&
&
Leave Type. Type of employee leave availed. Example, Sick Leave, Fiesta Leave, etc.
&
&
&
&
Status. The current status of the authorization, e.g. approved, disapproved, etc.
Just above the list of used leaves is another list of leaves that displays the number of available
leave s for that employee. It displays the Leave Type, the available leave days against the
total of that leave type, and then the Grant After that indicates when employees can get that
leave with reference to their tenure in the organization.
Leave Credits
Altair SENTINEL automatically gives the prescribed leaves and number of leaves to an employee
every year. However, if the System is implemented in the middle of the year, employees are
not given leaves by the System when they are enrolled into the System. Employees could
possibly have accumulated a significant number of leaves, or they could have used-up a number
of leaves, before his/her profile is added.
64
Altair SENTINEL allows you to set the employees leave balances, or Leave Credits. After
enrolling employees into the System, or when the organization gives away additional leave
credits, you can set employees leave credits with the System. To encode leave credits, click
on
New Leave Credits found below the sub-tabs. The New Leaves dialog box appears.
Choose the Leave Type that you want the add credits. Place the Date when the leave credits
Save after
will be effective. And then encode the amount of Leave Credits. Click
encoding.
65
66
The Start Date dialog box, shown in Figure 64 above, appears. You may type in the date when
Calendar
the new rates will be implemented in this format: mm/dd/yyyy. You can click the
icon to choose the date. Click Ok.
67
68
The DUW consists of the Date (default date is today), the DUW toolbar, and the list.
The list is a table consisting of six (6) columns, namely ID No., Name, Position, Rate, and
Work and Absent, both under Units. Only the last two columns can be filled with data. See
Figure 66.
1a
1b
Download DUW
The Download in the DUW toolbar allows you to download the list to your computer.
Download icon or the word "Download. An Open dialogue box will appear.
Click the
Choose from Open with or Save to Disk options. Then click
Ok button.
69
Searching DUW
In the DUW toolbar you can use
Search icon. Clicking the Search icon the Search dialog box will then appear.
Click on the
Provide employee information. In searching employees you can either search by employee or
date. Searching by employee requires filling employee information in the Search dialog box.
While in searching by date enables you to go previous dates due to some cases like, if the
encoder/authorized personnel forgot to encode DUW.
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Before System, the users should be enrolled into the System and be assigned with initial
usernames and passwords. Aside from the usernames and passwords, the users will be given
access to system modules (e.g. Accounting, Warehouse, Human Resource, etc.) that each user
is authorized. These tasks are given to the HR Officer (or the person whos in charge with the
System). The HR officer can also change usernames and the passwords of the users and modify
the accessible system modules.
Getting There
After clicking the Employees tab located at the Menu bar, click the ID No. of the specific
employee. Click the System Access sub-tab. The System Access page will appear. The System
Access page is shown in the Figure 61.
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The System Access page, as shown in Figure 61 in the previous page, has a list of System
Modules (e.g. Accounting, Warehouse, Human Resource, etc.) that the organization has as
parts of the deployed integrated system. If your Altair SENTINEL is running independently, you
wont see other system modules other than Human Resource.
Username and Password icon, then New Password dialog box will
3. See Figure 47 below. Encode the users username and password. Retype the password
in the Confirm Password field. All the fields are required.
4. Click
72
Getting There
The Daily Time Record (DTR) can be viewed in two ways, (1) DTR in the Menu bar (Employees
DTR List), and (2) the DTR sub-tab under the Employees tab (Employee DTR). Each DTR page
shows a list of the employees daily time record, time-ins and time-outs.
(1) To go to the Employees DTR List page. Click on the DTR tab along with other System tabs in
the Menu bar to view the DTR page.
Filter icon to filter all possible entries
In viewing DTR entries there is a need to use the
within a specific filter category or categories, shown in Figure 67 below.
DTR page in the Menu bar are divided in four major columns these are:
&
73
&
&
&
Time the list of time in and time out of the employee in the BIO.
&
Working Hours the list of calculated hours the employee renders in his/her work.
(2) To get to the Employee DTR page. Click the Employees tab located at the Menu bar. Click
on a specific employee ID No. to open the Employee Profile page. Then click the DTR sub-tab
under the Employee tab leading you to the DTR page.
The DTR sub-tab in the Employees tab allows you to view the attendance record of the
employee. You can see the employees time-ins and timeouts of a period.
Figure 63 is the Employee DTR page. It contains the four major columns.
&
74
&
Attendance record. Daily Time-ins and time-outs of the employee during the period
indicated right above the record;
&
&
Work Hours. Number of work hours for that day (Work Hours).
Download DTR
PROCEED WITH CAUTION
In editing daily time record is very crucial because any manipulation
that will be made can be affect unfair increase and decrease
employees salary.
Downloading the DTR page will simply transfer all the information in Microsoft Excel. Click on
Download icon to display the Download dialog box shown in Figure 66. Select Open
the
with to automatically open the DTR page in Microsoft Excel or select Save to Disk to save the
file in the desktop without opening. Click
OK button after selecting option.
Printing DTR
In Printing DTR, heres what to do:
75
Print icon.
3. Provide a numerical value for the Start Page and End Page that you want to print, see
Figure 68 below.
4. Click on the
76
Getting There
Getting to the Employee DTR page. Click the Employees tab located at the Menu bar. Click on
a specific employee ID No. to open the Employee Profile page. Then click the DTR sub-tab
under the Employee tab leading you to the DTR page.
Overtime Authorization (OT). Working time before or after one's regularly scheduled
working hours, also known extra working time.
&
&
&
Undertime Authorization (UT). The time an employee takes off from work for nonwork-related tasks or employee's hours paid.
&
Official Business Authorization (OB). When an employee failed to report in the office
for some reasons that are work related. Example, an employee is assigned or has
special duty out of town.
&
Day-off Authorization (DO). A special day when you are not required to work.
&
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You can create a new Authorization Form by clicking on the specific Checkbox.
When you click on an empty Checkbox the Employee Authorization Form dialog box will
appear. Fill in the required and necessary fields. Click the
Save button to save and
Approve No Pay button approve the form
approve the form with pay, or click
without pay.
78
4. Provide information as needed. Employee, Position, Date, End Date, Leave Type, and
Remarks, are required fields. See figure 64.
5. Click
go back.
Back button to
79
Editing Authorization
Figure 65 below shows the edit Employee Authorization dialog box where you can modify the
details of the authorization by clicking on the checked Checkbox. Each Employee
Authorization dialog box fields varies depending on the type of authorization. Update
information as needed. Click the
Update button to save and approve the form with
pay, or click
Approve No Pay button approve the form without pay.
Deleting Authorization
PROCEED WITH CAUTION
Be careful in deleting employee authorizations. This may affect the
calculations of the payroll of the employees.
The Figure 65 shows the edit Employee Authorization dialog box where you can also delete an
authorization, aside from updating. To make the edit Employee Authorization appears, click
Delete button.
the checked Checkbox that you want to delete. Press the
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Download Authorization
Downloading the DTR page will simply transfer all the information in Microsoft Excel. Click on
the
Download icon to display the Download dialog box shown in figure 66 below. Select
Open with to automatically open the DTR page in Microsoft Excel or select Save to Disk to
OK button.
save the file in the desktop without opening, then click
81
It is impossible for an organization not to have any organization events and holidays. Most of
these holidays are mandated by law, while some are determined by the organization. Altair
SENTINEL provides you the Calendar page where you can set holidays and important events as
you normally do in your yearly scheduler. You can set holidays and their respective parameters
and policies.
Getting There
The Calendar tab can be found along with other System tabs in the Menu bar. Click on the
Calendar tab to view the Calendar page. In the Calendar page, you can also select the
calendar Year by selecting on the dropdown list at the upper right side, see figure 69 below. A
bold red date signifies a holiday or an event except Sundays.
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Figure 77 Calendar Page
2
1
Figure 78
In setting information to set holidays and events, first you need to provide valid
remarks. Click NO if its not a holiday. In clicking NO the Day dialog box will
appear as shown in Figure XX. Checked Use This Time box if there is a time range for
the event. Then set the Time-in and Time-out. You can also set Department and Sub
Departments that are affected. Unset departments mean that everyone in the
organization is affected of the made schedule.
Click YES if it is a holiday. Clicking YES, the Day dialog box will appear similar to
Figure XX. Provide the holiday Type:
83
After setting holiday type you need to set the holiday Duration, Whole Day (WD), AM
or PM. Then set the departments affected.
4. Click on the
5. You can add more than 1 schedule for a day. Example, if 1 workday comprises of 2
shifts, first is 8-12, then second is 1-5. So you will have to encode each. Users can also
set different schedule for different departments. Holidays can be applied to more than
1 department.
84
3. Click on the
4. After clicking Trash icon you will then be ask to confirm the deletion. Click on the
Yes button approve. Click on the No button to go back.
85
The employee pay may vary from one employee to another, depending on many factors: basic
rate, punctuality, additional incomes and deductions, and many others. The Altair SENTINEL
brings all these factors together, therefore allowing you to compute accurately. Altair
SENTINEL supports an easy way to generate, finalize, and print employee pay slips with less
effort and better outputs.
Getting There
The Payslips tab can be found along with other System tabs in the Menu bar. Click on the
Payslips tab to view the Payslips Profile page.
86
By default, the active sub-tab in the Payslips page is the Profile sub-tab. Figure 57 shows the
Profile sub-tab. It contains the two lists (divided into tabbed boxes) namely Payroll
Summary and Payroll Generator. Payroll Summary shows the summary of the recent
payroll generated by the System. It includes the total net income and total deductions from
contributions and tax. Payroll Generator lets you generate payroll on demand. You can choose
to filter the payslips that will be generated by setting the criteria as show in Figure XX.
Generating Payslips
The payslip displays not only the net pay that the employee receives for the specified pay
period, but also all the incomes and deductions applied to the employees basic salary. Since
all organization policies and employee information are encoded and set, Altair SENTINEL helps
you generate accurate payslips.
Here are the simple steps in generating payslip:
1. Go to the Payslips page as discussed earlier.
2. In the Payslips page (Figure 81) under the Payroll Generator provide Payroll Period
information. Specify Payroll Start date then Payroll End date will then be
automatically generated. You can split payroll into two by selecting the Split check
box.
If Payroll Period date is different form Cut-Off Period, then supply Cut-Off Period
Start date then Cut-Off Period End date will then be generated. Else click
Copy Pay Period button to copy the set Payroll Period date. Provide
Employee Department, Employee Status, Agency, and Employee ID information as
need.
Next button to generate payslip/s. The System leads you to the
3. Click on the
Employee Payslip page (Employee sub-tab) where the payslip of the first employee
will be generated. The sequence of generation is in alphabetical order. See Figure 73.
87
The payslip of each employee in the System shown in Figure 80 displays some employee
information such as name, ID No., birthday, department and position (1). The Income column
includes: basic pay for the specified period, overtime, night premium, benefits, and additional
incomes (2). The Deduction column includes: absences, tardiness, undertime, government
premiums, withholding tax, loans and advances, and other deductions (3). The net pay that the
employee will take home is displayed below the Deductions column (4). The attendance record
of the employee during that specific period is also displayed (6).
You can also view how the System checks each day of the specific period to come up with the
accurate amount. Click on the Show Computation icon to show the computation. Click on Hide
Computation to hide the computation on display. You can specify a computation date to jump
88
to that date. Type-in the date (date format: mm/yy), then click on the Go button beside it.
4. Click on the Next button to generate and view the paylip of the next employee. To
view the previous employee, click on the Previous button to go back. See Figure 74.
89
90
NOTE: After all of the additional incomes have been provided to the corresponding specific
employees, click on the
Save button located at the end of the Addtl Income List
page, to save added additional income.
Adding Deductions
Adding additional incomes and deductions work the same way. For deductions, you can add
directly onto a generated payslip, or you can encode the deductions at the Deductions sub-tab
under the Payslips tab.
To add deductions on the generated payslip of an employee, follow this process:
1. Go to the Payslips page and generate a payslip.
2. If the first employee generated with the payslip has a deduction, add deduction onto
the payslip. Just below the Deductions column, select the Other Income Type from
the dropdown list. Specify the amount of the additional income on the field next to the
dropdown list as shown in figure 63.
Add icon to add the deduction to the employees income. Repeat Step
3. Click on the
2 to add more deductions.
4. Click the Next button to generate the next employees payslip.
5. Go to Step 2. Add deductions to the corresponding payslips as you go along.
91
92
No button to cancel.
93
Figure 84 Employee
Figure 83Profile Page
94
81.
Searching Employee
In the Employee Payslip page (Employee sub-tab), the search tool is used when you want to
generate or view the payslip of a particular employee without going through other employee
payslips. Click on the
Search icon and then provide at least one of the employee
information. The more fields you will fill, the narrower and refined the search result, finding
the needed employee a little bit easier.
For Additional Income List and Deduction List pages, the search tool is used to display a batch
or group of employees that you would like to add an additional income or a deduction. Click on
Search icon, and then provide at least one of the employee information.
Printing Payslips
You are given two printing options. You can print individual employee payslips as you generate
and view the employee payslip. The second option allows you to print several or all employee
payslips of a payroll period after finalization. Let us tackle the printing of individual employee
payslips first.
Print icon is made available. Click on the
Print icon. A
In Employee Payslips page the
dialog box will appear, asking you to provide the Output type. After providing the output type,
select the Printer device where you want to print. See Figure 82. Click on the
Print
button to print the desired output.
The second option for printing can only be done for finalized pay periods, and this can only be
printed as a report. Take note, only finalized pay periods can be printed. You can read more on
the second option and generating reports in Lesson 23: Reports. The steps are as follows:
1. Click on the Reports tab to go to the Reports page.
Expand button beside the Payslips report category to display more
2. Click on the
reports related to payslips.
95
3. Click Employee Pay Slips to view printing options in the Pay Slips dialog box.
4. Choose the finalized pay periods. Set the information that you want printed
(Example: employee type, department, etc.)
5. Specify the Output Type, then click
Print button.
96
Reports are very important in the business operations of an organization. Altair SENTINEL
provides the convenience of generating reports with programmed reports (to be discussed in
this lesson) as part of the standard Altair SENTINEL package.
Getting There
To get to the Report page, click the Reports tab located at the Menu bar. You will then be
directed to the Report page as shown below.
In the Report page as shown above, you could see the list of Report Categories of the possible
reports that can be generated. The table on the next page lists the Report Categories, the
Reports under each category, then the description of each report.
97
Report Category
Report
SSS
PhilHealth
Contributions
Pag-IBIG
All Contributions
Taxes
Taxes
Account Entries
Pay Register
Payslips
ATM File
All Loans
Other Incomes
Other Deductions
All Deductions
Leaves
All Leaves
Employee
Description
Allows you to generate a report on the details of the SSS
contribution on monthly, quarterly, semi-annual, or annual
periods. Includes employee and employer shares.
Allows you to generate a report on the details of the
PhilHealth contribution on monthly, quarterly, semiannual, or annual periods. Includes employee and employer
shares.
Allows you to generate a report on the details of the PagIBIG contribution on monthly, quarterly, semi-annual, or
annual periods. Includes employee and employer shares.
Allows you to generate a report on all the total
contributions of the employee on monthly, quarterly,
semi-annual, or annual periods.
Allows you to print Withholding tax remittance reports on
monthly, quarterly, semi-annual, or annual periods.
This report lists all the accounting entries associated with
the pay of a particular pay period. It breaks down the total
overall pay to the total incomes and total deductions of
that pay period.
The Pay Register lists all the employees and their
corresponding basic pay, gross pay, premiums (SSS,
PhilHealth, Pag-IBIG), withholding tax, loans, other gross
deductions, total deductions, and net pay.
The report lists each employee with his or her bank
account number and the net pay of the generated pay
period. The ATM File report is based on the Metrobank
(MBTC) standard format. The company can generate this
report and forward this to the bank prior to release of pay
(when the company utilizes the ATM to disburse pay).
The System allows you to generate and print all the
payslips of a finalized pay period here. The format is
similar to the format of the payslip as discussed in Lesson
22.
The System automatically lists the created loans from
Loans in the System Properties page.
The System generates the report of the particular loan
type that contains the loan amount and date, the amount
paid, and the remaining balance as of the time of
generation.
Instead of a particular loan type, you can generate a
report of all loans.
The System automatically lists the created additional
incomes from Loans in the System Properties page.
The System generates the report of the particular
additional income type and the amount of the additional
income.
The System automatically lists the created deductions from
Loans in the System Properties page.
The System generates the report of the particular
additional deduction type and the amount of the
additional deduction.
The System automatically lists the created leaves from
Loans in the System Properties page.
The System generates the report of the particular leave
type and the corresponding remaining no. of leave days
and the no. of leaves used during the month.
The Employee Master List is a report that lists the ID No.
of the employees, the names of the employees, and their
Pag-IBIG, PhilHealth, and SSS numbers. You can choose to
generate active or terminated employees of a period of
your choice.
This report includes all the details of the employee that
youll choose to generate in a document format that is
easy to understand.
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Report Category
Report
AWOL/LATE
Authorizations
Description
The System allows you to generate this report, which
contains all the dates of absences, lates, undertimes, and
half-days of employees during a particular pay period.
This report allows you to check all of the authorization
actions of a particular period. You can also filter the list
according to the status of the form or the type of form
(i.e. Undertime, Official Business).
Generating Reports
Generating report is simple. In general, the process is the same on all the report in different
report categories.
Here are general steps to generate report:
1. Click on the Reports tab to go to the Reports page.
2. Click on the
Expand button beside a Report Category to display more reports
related to the report category.
3. Click on the report of your choice to display the report dialog box and set
information and printing options.
4. Set the information that you want to print. (e.g. department, employee type, etc.)
5. Specify the Output Type, then click
Print button.
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Appendix
100
101
102
Withholding Tax
103
104
105
106
107
108
109
110
111
112
Employee Authorizations
113