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Users Manual

Version 1.0

Table of Contents
INTRODUCTION

ALTAIR SENTINEL IN BRIEF .............................................................................................. I


ABOUT THIS BOOK II
CONVENTIONS USED IN THIS BOOK....................................................................................II
ICONS THAT BRING THIS BOOK TO LIFE .............................................................................IV
LESSON 1: ENTERING (AND LEAVING) ALTAIR SENTINEL ........................................................ 1
Introduction: The Login Page..................................................................................1
Entering Altair SENTINEL .......................................................................................1
Leaving Altair SENTINEL ........................................................................................2
LESSON 2: SYSTEM PROPERTIES ...................................................................................... 4
Getting There ....................................................................................................4
Adding Entries to a System Property ....................................................................... 10
Updating System Property Entries .......................................................................... 10
Deleting System Properties .................................................................................. 11
Downloading System Property Entry List .................................................................. 12
Searching System Property................................................................................... 12
LESSON 3: WITHHOLDING TAX ....................................................................................... 14
Getting There .................................................................................................. 14
Adding Withholding Tax Table Entry ....................................................................... 15
Updating Withholding Tax Table ............................................................................ 15
LESSON 4: CONTRIBUTION TABLES.................................................................................. 17
Getting There .................................................................................................. 17
Adding New Entries............................................................................................ 17
Updating Contribution Entries............................................................................... 19
LESSON 5: ORGANIZATIONAL CHART ............................................................................... 20
Getting There .................................................................................................. 20
Adding Organizational Position Level ...................................................................... 21

Updating Organizational Chart Entry....................................................................... 23


Deleting Organizational Chart Entry ....................................................................... 24
LESSON 6: SETTING USERS SYSTEM ACCESS ...................................................................... 24
Introduction .................................................................................................... 25
Giving System Access to Other Users....................................................................... 25
User Access Rights ............................................................................................. 25
LESSON 7: EMPLOYEE PROFILING BASICS .......................................................................... 27
Viewing Employee Information.............................................................................. 27
Creating New Employees ..................................................................................... 30
Updating Employee Profile................................................................................... 32
In-activate Employees ........................................................................................ 35
Archiving Employees .......................................................................................... 35
Searching Employees .......................................................................................... 36
Uploading Employee to Altair SENTINEL Box.............................................................. 37
Uploading Employee Photo................................................................................... 38
Terminating Employee ........................................................................................ 39
LESSON 8: EMPLOYEE POSITION ..................................................................................... 42
Viewing Position ............................................................................................... 42
Assigning Employee New Position........................................................................... 43
Creating Employee Sub-Positions ........................................................................... 43
Deleting Position............................................................................................... 44
Editing Position ................................................................................................ 45
Changing an Employees Basic Rate ........................................................................ 45
LESSON 9: WORK SCHEDULE.......................................................................................... 46
Viewing Work Schedules ...................................................................................... 47
Assigning New Work Schedule ............................................................................... 48
Deleting Work Schedule ...................................................................................... 49
Updating Work Schedules .................................................................................... 50
LESSON 10: EMPLOYEES WORK SCHEDULE LIST .................................................................. 51
Adding Employee Work Schedules .......................................................................... 52
Deleting Work Schedule ...................................................................................... 52

Updating Work Schedules .................................................................................... 52


Searching Employees .......................................................................................... 53
LESSON 11: PAY

53

Getting There .................................................................................................. 54


LESSON 12: LOANS AND ADVANCES ................................................................................. 54
Adding New Employee Loans ................................................................................ 55
Editing Employee Loans ...................................................................................... 56
Deleting Employee Loans..................................................................................... 57
Viewing Employee Loan Deduction Details................................................................ 57
LESSON 13: BENEFITS .................................................................................................. 58
Getting There .................................................................................................. 58
Adding New Employee Benefits ............................................................................. 58
Editing Employee Benefits ................................................................................... 60
Deleting Employee Benefits.................................................................................. 60
LESSON 14: EMPLOYEES BENEFITS LIST............................................................................ 61
Adding Employee Benefits ................................................................................... 61
Deleting Employee Benefits.................................................................................. 62
Editing Employee Benefits ................................................................................... 62
LESSON 15: EMPLOYEE LEAVES ...................................................................................... 63
Getting There .................................................................................................. 63
Searching for Leaves .......................................................................................... 64
Leave Credits ................................................................................................... 64
LESSON 16: EMPLOYEES SALARIES LIST ............................................................................ 66
LESSON 17: DUW (DAILY UNIT WORK) .............................................................................. 68
Encoding the DUW ............................................................................................. 69
Download DUW ................................................................................................. 69
Searching DUW ................................................................................................. 70
LESSON 18: SYSTEM ACCESS .......................................................................................... 71
Getting There .................................................................................................. 71
Assigning Username and Password.......................................................................... 72

Giving Access to System Modules ........................................................................... 72


LESSON 19: EMPLOYEE DTR (DAILY TIME RECORD) .............................................................. 72
Getting There .................................................................................................. 73
Editing DTR Working Hours................................................................................... 75
Download DTR .................................................................................................. 75
Printing DTR .................................................................................................... 75
LESSON 20: AUTHORIZATIONS ....................................................................................... 76
Getting There .................................................................................................. 77
Altair SENTINEL Authorizations.............................................................................. 77
Authorization of Request (Sentinel) ........................................................................ 77
Filing of Forms and Requests (Office Suite)............................................................... 78
Editing Authorization ......................................................................................... 80
Deleting Authorization........................................................................................ 80
Download Authorization ...................................................................................... 81
LESSON 21: CALENDAR ................................................................................................ 82
Getting There .................................................................................................. 82
Setting Holidays and Events ................................................................................. 83
Removing Holidays and Events .............................................................................. 84
Updating Holidays and Events ............................................................................... 85
LESSON 22: PAYSLIPS .................................................................................................. 86
Getting There .................................................................................................. 86
Generating Payslips ........................................................................................... 87
Adding Additional Incomes ................................................................................... 89
Adding Additional Incomes (Additional Income List) .................................................... 90
Adding Deductions ............................................................................................. 91
Adding Deductions (Deductions List) ....................................................................... 92
Deleting Additional Income and Deduction ............................................................... 93
Finalizing Pay Periods ......................................................................................... 94
Searching Employee ........................................................................................... 95
Printing Payslips ............................................................................................... 95
LESSON 23: REPORTS .................................................................................................. 96

Getting There .................................................................................................. 97


Generating Reports............................................................................................ 99
APPENDIX I: SAMPLE REPORTS ..................................................................................... 101
SSS Contributions Report ....................................................................................101
PhilHealth Contribution Report ............................................................................102
Withholding Tax...............................................................................................103
Payslips Accounting Entries ...............................................................................104
Payslips Pay Register .......................................................................................105
Payslip ATM File .............................................................................................106
Payslips Employee Pay Slips...............................................................................107
Loans SSS Loan Report .....................................................................................107
Other Income Summary of Bonus Income...............................................................108
Other Deduction Summary of Cash Advance Deduction..............................................108
Leaves Summary of Summer Vacation Leave ..........................................................109
Employee Employee Master List..........................................................................110
Employee Personal Data Sheet (page 1) ................................................................111
Employee AWOL/Late Report.............................................................................112
Employee Authorizations ..................................................................................113

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!

Altair Sentinel in Brief


As we at Altair Solutions & Concepts Integrated, Inc. are dedicated to deliver great-value webbased solutions that best suit your needs using cutting-edge technologies, we would like to
share our expertise on human resource-based information systems.
The Altair Sentinel continues to deliver the commitment set by ASCII by helping you create a
"Work Simplified" office environment! The four operational modules - the Human Resource
Management module, the Payroll module, the Benefits Administration module, and the
Attendance Manager module (Daily Time Record) - are fully integrated, yet functionally
independent, reducing redundancy and improving synchronization. You can access all employee
information from a single, central source. With its capability of storing volumes of records, you
are assured you can locate your documents before you can say "Altair"!
Since the four modules are fully integrated, there is no doubt that results are accurate and
reliable. The System receives and stores data coming from the DTR terminal (the Attendance
Manager module, where employees time-in and time-out). Along with other data such as loans,
benefits (from the Benefits Administration module), and deductions, the attendance details
(from the Attendance Manager module) is used by the Payroll module to compute the salaries
of the employees. You can generate pay slips as you need them!
Here are some of the key features of the System:
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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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Modular and Integrated. Modules are integrated, and information is synchronized,


non-redundant, and reliable under centralized data storage. This gives you ease for
reports generation and peace of mind for system access. The System allows
addition of modules as the needs of the organization sees it fit to expand.

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Standards-Compliant. Altair Sentinel satisfies reporting requirements standards


identified by the Philippine Government. In the event the government desires
enhancements, the System can cope because it has great potential for future
improvements and expansion.

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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.

About This Book


This book is a reference material. It is organized in lesson modules categorized into different
chapters. The lesson modules give you step-by-step instructions, notes, and details on the
topic.
Reference manuals like this would usually be used from time-to-time to refresh the users
memory as a quick guide of sorts. You dont have to read the book verbatim; you can just
flip straight to the topic of your choice. The Table of Contents is available to help you sift
through the lesson modules.

Conventions Used in This Book

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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4
3

1
2

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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Icons That Bring this Book to Life


Icon-studded paragraphs and sidebars highlight special information.

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.

View. Follow the discussion to know more on how to view information.

Search. This icon signifies that instruction regarding the search tool will be
discussed.

Download. This icon signifies that this section discusses downloading


instructions.

Print it. The section that proceeds from this icon gives you instructions on
how to print.

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Lesson 1: Entering (and Leaving) Altair Sentinel


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Complete Name of User
3. User Name and Password
REMINDERS BEFORE YOU GO AHEAD
To get here, open your web browser (preferably Mozilla
FIREFOX,
which
can
be
downloaded
at
http://www.firefox.com/) and type http:// 10.10.195.3

Introduction: The Login Page

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.

Entering Altair SENTINEL


Type your User Name and Password in the fields provided. In an event of a successful login, you
proceed to the Main Page.

Invalid username or password

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 3 Altair SENTINEL Main Page

Leaving Altair SENTINEL


You will notice that anywhere you go around Altair SENTINEL, theres something consistent.
Located at the top of the page is the Menu bar, while the Footer is located at the bottom. For
now, lets tackle the Menu bar, and how it is associated with logging out of the System.

Figure 4 Altair SENTINEL Menu Bar

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.

The system has logged you off due to long inactivity.

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.

Lesson 2: System Properties


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Information gathered as indicated in the Altair Sentinel Data
Requirements document

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.

Figure 7 - System Page

There are many system properties that need to be set or configured. However, majority have
the following basic functions:
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New. Add an entry of the system property (i.e. Accounting Department as


instance of the system property Department).

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Search. Seek out an entry of the system property.

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Delete. Archives the entry of the system property.

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Edit. Allows you to modify the entry of the system property.

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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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Personal Information. In the Personal Information System Property Category is


where you set the Citizenships, Religions, and School Level system properties.

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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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Organizational Chart (*). Refer to Lesson 5: Organizational Chart for a more


detailed procedures and steps.

Status. Set different employee statuses to be made available in the system


(Example: regular, part time, probe, etc.).

Benefits. Set benefits that employees may receive from the organization.

Benefit Frequency. Set frequencies that may be applied to each benefit. By


frequency we mean yearly, monthly, daily, etc.

Departments. Set the departments of 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 Substitution. The fixed rate that employees who substitute


another employee with this job levels will receive. This is applicable to
the ISIS version of the Altair Sentinel.

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.

Positions. Set organizations positions. In adding a position entry, you need to


consider the following fields:


Managerial. Is the position Managerial? (Yes means that the


employees with this position will be paid in full regardless of absences
and lates; No means otherwise).

Time-in. Do employees with this position need to time-in? (Yes or No).

Time out. Do employees with this position need to time-out? (Yes or


No).

Head. Please skip this system property.

Agency. Set employment agencies that the employees are under.

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.

Holiday 1, Holiday 2, and Holiday 3. The only 3 holidays allowed for


the employee type. If all holidays are applied to this employee type,
please disregard and skip.

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 Factor. The number of minutes that is considered as a minute


late. For example, if every 2 minutes is considered a minute late, place
2. If the employee timed-in 10 minutes late, the undertime
deduction would amount to the 5-minute equivalent.

Late Rounding. Set how the System should round-off fractions of a


minute for . For example, if you set Up, 08:30:20 will be rounded-off
to 08:31. It will be 08:30 if Late Rounding is set to Down.

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).

Late Allowance. The number of minutes employees is given as grace


period before considered late.

Late Multiplier. The number which will be used to multiply an


employees per-minute rate deduction. If you place the value of 2,
and the employee timed-in 10 minutes late, the deduction would be
the 20-minute equivalent.

Late Free. The number of minutes allowance before any deduction to


employees pay starts. This can work in conjunction with Late
Allowance. For example, Late Allowance is 15 minutes. You can either
set Late Free to 15 minutes and start 1st minute deduction on the 16th
minute, or set Late Free to 0 and deduct 16 minutes on the 16th
minute.

Undertime Max. The maximum minutes employees can undertime


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).

Undertime Allowance. The number of minutes employees is given


before considered undertime.

Undertime Factor. The number of minutes that is considered as a


minute undertime. For example, if every 2 minutes is considered a
minute undertime, place 2. If the employee timed-out 10 minutes
early, the undertime deduction would amount to the 5-minute
equivalent.

Undertime Round. Set how the System should round-off fractions of a


minute. For example, if you set Up, 08:30:20 will be rounded-off to
08:31. It will be 08:30 if Late Rounding is set to Down

Undertime Rate. This is also called Undertime Multiplier. The number


which will be used to multiply an employees per-minute rate. If you
place the value of 2, and the employee timed-out 10 minutes early,
the undertime deduction would be the 20-minute equivalent.

Undertime Free. The number of minutes allowance before any


deduction to employees pay starts. This can work in conjunction with
Undertime Allowance. For example, Undertime Allowance is 15
minutes. You can either set Undertime Free to 15 minutes and start
deducting from the 15th minute, or set Undertime Free to 0 and start
deducting from the scheduled time-out of the employee.

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.

No. Of Lates. No. of lates within a pay period before employee is


penalized with 1 absence. The count restarts after every pay period.

No. Of Consecutive Late. No. of consecutive lates within a pay period


before employee is penalized with 1 absence. The count restarts after
every pay period.

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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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Withholding Employee Status (*). Refer to Lesson 4: Withholding Tax for a


more detailed procedure and steps.

Employee Status. Set statuses of an employee as a taxpayer.

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:

Grant After. The number of months that employees tenure should


reach before this leave type can be offered.

Max per Year. The maximum number of leaves every year that can be
given.

Accumulate. Set to Yes or No; if leaves are accumulated, it means that


the leave balance of the previous year will be carried over and added
to the new number of leaves granted for the new year.

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.

Leave Grants. Set leave grant employee.

Loans. Set employee loans that can be relevant.

Shifts. Set possible working shifts.

Other Income/Deduction.

Pay Period. Set organizations pay periods.

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:


Code. Nature of Form (i.e. Leave, Overtime, Undertime, Late, Change


Schedule, Official Business, Day Off)

Sub Code. Specific (for Leaves only)

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Type. Rules in Filing, Approval, and Editing.

Rule. File, approve, or edit before, during, or after specific activity


(Leave, OT, UT, etc.)

Today. Include the actual requested day in the counting of the number
of days that the rule is in effect.

Days. The number of days from Today.

Start date and End Date. The period when this rule is in effect.

Module Management. In the Module Management System Property Category is where


you set the system properties.
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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.

Adding Entries to a System Property


The New function enables you to add a new entry to the property. Here are the steps in adding
an entry of a system property using the New function:
1. Go to the System page by clicking the System page.
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.
3. Click

New icon. The New dialog box will appear.

4. Provide the necessary information.


5. Click on the

Save button to save the new entry.

6. Repeat the process to add another entry.

Updating System Property Entries


Here are the steps in updating system property entries:
1. Go to the System page by clicking the System tab.

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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.

Figure 8 Property Entries

3. Click on the specific System Property entry. The Edit dialog box will appear.
4. Update information as necessary.
5. Click on the

Update button to save update.

6. Repeat process to edit another entry.

Deleting System Properties


Here are the steps deleting system property:
1. Go to the System page by clicking the System tab.
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.
3. Tick on the Checkbox of the system property entry that you want to delete.
Trash icon to delete checked entry. For the location of the Trash icon,
4. Click on the
refer to Figure 9.
5. Repeat process to delete another entry.

Figure 9 Trash Icon

11

Downloading System Property Entry List

Figure 10 Dialog Box


The Download function enables you to download the entry list into your computer. This feature
allows downloading of data in CSV (Comma-Separated Values) format, a popular format
compatible with most spreadsheet or word processing applications. To download:
1. Click on

Download on the toolbar. A dialog box will appear.

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.

Searching System Property


The Search function is more than a searching tool. The Searchs first and foremost nature is to
help you seek for the instance of the property. Its second nature is support for other
functionalities. You can search for an instance you want to delete and edit in case its hard to
sift through a long list.
Click on

Search icon on the toolbar to get there.

Figure 11 Search Dialog Box

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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.

Search Complete message

Figure 12 System Property Page

13

Lesson 3: Withholding Tax


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Accomplished Employee Status system properties under the
Taxes category.
3. Withholding tax table secured from Bureau of Internal
Revenue ( BIR)

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).

3
1

Figure 14

Figure 13 Withholding Tax Page

14

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.

Adding Withholding Tax Table Entry


Now we are going to focus on adding a new Salary Range. Adding Salary Range is simple. It
only requires few simple steps. First you need to choose the pay period. After the selecting the
pay period, select on the available Tax Payer Status and provide the amounts that correspond
to the Salary Bracket. See example below.

Figure 14 Withholding Tax Page

After all fields are filled, click on the

Add button to add the new Salary Range.

Updating Withholding Tax Table


As been describe earlier that Withholding Tax Table is basically divided into two parts. First is
Salary Bracket, you can update entries in the Salary Bracket by simply click on the specific
Text Boxes that you need to be updated. After all needed information in the Salary Bracket is
Update button to apply the changes.
updated, click on the

15

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.

16

Lesson 4: Contribution Tables


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Copy of PhilHealth, Pag-IBIG, and SSS contribution tables

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.

Adding New Entries


Adding new entries differs a little from one contribution table to the other. Well tackle on
how to add new entries in each contribution table.
Figure 15 below shows the Pag-IBIG Contribution Table page. The selected area emphasized
the area where you can add new entries. You can also click a selection rate if how much (in
terms of percentage or in fixed amount that employee and employer will be contributed. A
Add button to add new
selection rate is shown below with green highlights. Click on the
entry.

Figure 15 - Pag-IBIG Contribution Table Page

17

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.

Figure 16 - PhilHealth Contribution Table Page

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

Figure 17 - SSS Contribution Table Page

18

Updating Contribution Entries


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Position System Properties refer to Lesson 2: System
Properties

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.

Figure 18 - Pag-IBIG Contribution Table Page

19

Lesson 5: Organizational Chart


Organizational Chart shows the structure of an organization in terms of position, rank, and
hierarchy.

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.

Figure 19 Organizational Chart Page


In the Organizational Chart page you need to consider some icons that are found in this page
that are used to perform certain actions.
&

Collapse. The collapse icon when click hides the Organizational Chart branches subs
Organizational Position/s.

&

Expand. The Expand button, when clicked, enables you to view the Organizational
Chart branches sub Organizational Position/s.

20

Adding Organizational Position Level


Altair SENTINEL provides adding Organizational Chart Entries. It is presented using a tree like
structure of organizational employee position. It is very simple to add new Organizational Chart
Entry. Follow the simple steps below.
1. Go to the Organizational Chart page, see previous discussion.
2. Click on the

Add button to add new organizational position level.

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.

Figure 21 - Organizational Chart Page

Figure 20 - Organizational Chart Page

21

3. In clicking
22.

Add icon the Create Level Sub Entry dialog box will appear, see Figure

Figure 22 Create Level Sub Entry Dialog Box

Create Level Sub Entry dialog box is basically divided into 3 major parts. Each part is a
requirement in Adding Organizational Position Level.
&

Figure 22 (1) is where you set the Organization Position Name by simply selecting
on the dropdown list.

&

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

22

hierarchically ascending to the top position in which current position belongs.


Select Last Option means the current position is authorized to be the last to
approve the Authorization Form. In selecting Move Option mean that the
Authorization Form is to be forwarded to the indicated position provided in the
dropdown list beside the Move Option.
&

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.

4. After all information is inputted, click


level. Refer to Figure 22(1).

Save button to save new organizational

Updating Organizational Chart Entry


Here are the simple steps to update Organizational Chart Entry.
1. Go to the Organizational Chart page, see previous discussion.
2. Click on a specific Organizational Position name. In clicking the Organizational
Position Name the Organization Position dialog box will then appear. An example of
the Organization Position dialog box is shown in Figure 23.

Figure 23 Organizational Position Dialog


Box
3. Click on the
Edit icon to edit Organizational Position Name. Click on the
Expand icon to view the details in Employees, and Authorization and Accounting
rights. In clicking the Expand icon youll then be able to change the Authorizations
and Accounting rights.

23

4. Click

Update button to save updates.

Deleting Organizational Chart Entry


Here are the steps to follow in deleting Organization Chart Entry.
1. Go to the Organizational Chart page, see previous discussion.
2. Click on a specific Organizational Position name. In clicking the Organizational
Position Name the Organization Position dialog box will then appear. An example of
the Organization Position dialog box is shown in Figure 23.
3. Click

Delete button to delete current position.

Lesson 6: Setting Users System Access


24

Introduction
The System allows you to give other authorized personnel access to the System. The Altair
HURIS has two access levels:
&

System Access. It gives authorized employees in your Organization access to the


System. You can login and enter the System via your username and password.

&

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.

Giving System Access to Other Users


Altair HURIS allows your organization to be flexible when it comes to giving access to the
System. Go to Lesson 18 for a full treatment on how to give system access to users.

User Access Rights


With your username and password, you can actually get inside the System. However, you
cannot access the features and functionalities of the Altair SENTINEL. This is where User
Accounts comes in.
User Accounts lets you assign to users the tabs that they can only use. It also allows you to
assign rights to use of functions. This allows your organization to curb accesses of your
employees, especially from accessing other tabs where you wont see them using at all to
facilitate their jobs.
The User Accounts property can be found by clicking under the Module Management in the
System tab, then the User Accounts property found in the System Properties page. It simply
shows the list of authorized users together with its corresponding ID No. The ID No. column is
clickable. Once the ID No. of a particular user is clicked, the users access rights are displayed
in the <User> Rights dialog box.
The tabs and sub-tabs are listed in this dialog box. The <User> Rights dialog box has 10
possible functions that can be granted to each tab / sub-tab. These ten are represented by 10
icons you can see above the many checkboxes. These icons are as follows:
1.

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-

25

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.

Figure 24 User Account Page

26

Lesson 7: Employee Profiling Basics

REQUIREMENTS FOR THIS LESSON


1. Human Resource Officer
2. Employee Information Details or 201-File
3. Accomplished System Tab (refer to Lesson 2: System
Properties)
The Altair SENTINEL allows you to include details of employees such as employee profile,
family background, educational background, employment history, and work experience.

Viewing Employee Information


The Employees page lists the employees of your organization who are enrolled into the Altair
SENTINEL. To get to this page, click on the Employees tab on the Menu bar.
The employee list includes the employees ID No., Name, Department, and Position in the
organization. Click on the page numbers located below the list to view the other pages of the
list. Figure 24 below shows what has just been described.
Click on the employees ID No. It will lead you to the page of the employee where all the
information related to the employee is stored. The information is grouped in sub-tabs. But the
first page youll see whenever you click on the ID No. is the Employee Profile page. The Figure
23 below shows the Employee Profile page (4).

Figure 25 Employee Page

27

1
2
3
4

Figure 26 Employee Profile Page

28

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.

Download. Download the currently viewed list of employees.

b.

Work Schedule. Add and modify the work schedules.

c.

Salaries. Modify the salary rates of employees in list-type.

d.

Benefits. Add and modify the list of benefits of employees.

e.

New. Create a new employee.

f.

Filter. Display a list that meets the criteria you specify for a column.

g.

Search. Search for an employee.

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.

g. Benefits. View, add, or modify the benefits of the employee.


h. Leaves. View leaves & add new leave credit of the employee.
i.

System Access. Allows you to give access to Altair SENTINEL to authorized


employees in your Organization. You may refer to Lesson 17: System
Access for more details on this.

4. The page of the active tab.


The page shown in the Figure 25 is the Employee Profile page. The default active
tab and the active page is the Employee Profile page. Notice that the Profile subtab is the highlighted sub-tab.
The default profile details that are displayed whenever you view the employees profile are
Personal Information, Contact Information and Employment Information. You can also view
the other profile details by clicking on the links in the Quick Jump. If you like to view the
employees medical information, click on Medical Information. For the employees work
experience, you can click on Working Experience. Every time you click on a link, the displayed

29

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

Figure 27 Employee Profile Page

Creating New Employees


You can create a new employee profile by clicking

New in the Employees toolbar.

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.

30

After filling the fields up, the press the


database.

Next button and the employee is saved in the

Figure 28 New Employee Form

31

Updating Employee Profile


If you left many fields of the New Employee page blank, or you would like to update any
employee information, use the Edit functionality of Altair SENTINEL.
1. First, view the employees profile.
When you get to the Employees Profile page, as shown in the Figure 28 below, you
can see an
Edit button on each profile header.
2. Click on

Edit.

Edit that the profile detail


To modify certain profile information, click on
Edit that you
belongs to. For example, if we refer to Figure 28 below, the
should click when you want to modify the TIN is the
Edit that is at the right of
Employment Information.

Figure 29 Employee Profile Page

32

3. Fill in blank fields or modify present information.


Clicking
Edit leads us to an Edit dialog box. You can fill the fields if they are left
blank, or modify the present information. Edit Employment Info dialog box is
shown in the Figure 29.

Figure 30 Edit Employee Info Dialog Box


4. Click the

Save button to update all modified information.

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

Figure 31 Employee Profile (Family Background >> Child)

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:

33

1. Go to Employee Profile page. See previous discussions.


In the Employee Profile page, select Quick Jump links on the information that you
want to update. Quick Jump helps you keep your view of the employees information
uncluttered.
New icon. Clicking the New icon the New dialog box will appear.
2. Click on the
Figure 32 below shows an example of the New Child dialog box.

Figure 32 New Child Dialog Box

3. Provide information as necessary.


4. Click on the

Save button to save the new information.

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.

34

In-activate Employees

Figure 33 Employee Profile page


Altair SENTINEL supports in-activating employees. Simply click on the
In-Active icon and
Yes button to approve and
No button to disregard.
then click
When can employees be in-active? Basically there are three employees status. These are
Active, In-Active and Terminated. If employees are Active, they perform regular logins and log-outs, they are physically present at work, and they are under companies liabilities.
Employees are in an In-active status when they are assigned abroad or out of the office for a
span of time (i.e. weeks, months, or years), but are still employed by the organization. The
Terminated status is applied when the employee is no longer connected to the organization.

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

Delete, refer to the Figure 34 below.

35

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

Figure 34 Employee Profile Page

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.

Figure 35 Search Employee Dialog Box

36

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.

Figure 36 Employee Page

Uploading Employee to Altair SENTINEL Box


The Upload to BIO button allows you to upload or update any new information that would be
displayed on the screen of the Altair SENTINEL box. If you have several Altair SETINEL boxes
deployed, you can upload or update one location by selecting from the list of locations.
Steps on uploading employee information to Altair SENTINEL box location:
1. First, view the employees profile.

37

Figure 37 - Employee Profile Page


You can refer to the previous topic on how to view employee profile. When you get
to the Employees Profile page, as shown in the Figure 37, you can see an
Upload to BIO icon on each profile header.
2. Click on the
In clicking the

Upload to BIO icon.


Upload to BIO icon, the Upload to BIO dialog box will appear.

3. Provide the specific Location by selecting on the location in the Dropdown list and
then click on the
Upload button.

Uploading Employee Photo


A photo of an employee can be uploaded into the System. The photo of the employee appears
on the screen of the Altair SENTINEL box whenever he or she logs-in and logs-out.
Steps on uploading employees photo:
1. First, view the employees profile.
You can refer to the previous topic on how to view employee profile. When you get
to the Employees Profile page, as shown in the Figure 34, you can see an
Upload Photo icon on each profile header.

38

Figure 38 Employee Profile Page

2. Click on the
In clicking the

Upload Photo icon.


Upload Photo icon, the Upload Photo dialog box will appear.

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

Upload button to upload the file.

Terminating Employee
There are three types of separation from work in the organization:

Resigned the employee whishes to end his obligation to the organization.


However, the employee can be rehired in that position.

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.

Terminated the employee is forced to end up his/ her obligation to the


organization for some grounds or causes: like misconduct or willful obedience of
the lawful order of his employer, gross or habitual neglect of his duties,
commission of a crime or offense by the employee against the person of his

39

employer, employee suffering serious diseases that is prejudicial to his health as


well as to the health of his co- employees, closing or cessation of the establishment
operation.
Here are the simple steps in terminating employees position:
1. Go to the Position page. How to go to the Position page? Refer to Lesson 7: Position.
2. Click on the

Terminate icon, see Figure 39 below.

Figure 39 Employee Position Page

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

Position dialog box you need to provide Termination Date (Date),


(Type), and Remarks. The balances of employees loans/ cash
displayed give you an option to deduct it from his/her separation
below for the Termination Position dialog box.

Save to officially terminate the employees position.

40

Figure 40 Terminate Position Dialog Box

41

Lesson 8: Employee Position


Figure 41 Accounting Entries Report

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.

Figure 42 Employee Position Page

To view employees position, heres what you should do:


1. Go to the Employees page by clicking on the Employees tab. The Employees tab
can be located in the System tabs.

42

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.

Assigning Employee New Position


Figure 41 on the previous page shows the Position page. You can create a new work schedule
New Position found below the Employee sub-tabs.
for an employee by clicking on

Figure 43 New Position & New Sub Position Dialog Boxes

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

Creating Employee Sub-Positions

43

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.

Steps on deleting employees Position:


1. Go to the Positions page.
2. Click the Position that you want to delete.
3. The Edit Position dialog box appears, as shown in the Figure 44.
Delete button. A message box by the name Confirmation will
4. Press the
pop-up, asking you if you are sure to delete. Figure 43 in the next page is the
Confirmation dialog box.
5. Press the Yes button to proceed with the deletion. Press the No button if you wish
otherwise.

Figure 44 Confirmation Dialog Box

44

Figure 45 Edit Position Dialog Box


6. You are lead back to the Position page, with the updated list, and a message:
Delete Successful.

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.

Changing an Employees Basic Rate


Changing an employees basic rate is like updating the information of the current position. All
the information is the same except for the basic rate. So, one way to change an employees
basic rate is to create a new position with all the same information as with the current
position, except for the basic rate. The second option is easier and doesnt confuse users. You
can change the existing basic rate in four simple steps.

45

1. Go to the Positions page.


2. Click on the word Change Salary or the icon that is right beside the basic rate.
3. Provide the updated rate compensation.
Accept icon to save the updated compensation rate. The dates in the
4. Click the
Effective Dates will change automatically.

Figure 46 - Positions Page

Lesson 9: Work Schedule


46

REQUIREMENTS FOR THIS LESSON


1. Human Resource Officer
2. Employees Working Schedule
3. Shifts (System Tab)

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.

Viewing Work Schedules


To view the work schedule, heres what you should do:

Figure 47 Employee Work Schedule Page


1. Go to the Employees page by clicking on the Employees tab.
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 Work Schedule tab.
The Work Schedule page lists the working schedules of an employee. It has five (5) columns,
namely:
&

Date Start is the starting date that a schedule is effective.

47

&

Time In. Time in means the time that the employee should log in and returns to
work.

&

Time Out means the time that the employee should log out and leaves work.

&

Shift. Shifts are predefined schedules which you assigned to your employees.

&

Days. The weekdays a particular shift is applicable.

Assigning New Work Schedule


Figure 46 on the previous page shows the Work Schedule page. You can create a new work
New Working Schedule found below the Employee
schedule for an employee by clicking on
sub-tabs.

Figure 48 New Working Schedule & New Working Schedule Dialog Boxes

When you click on


New Working Schedule, New Working Schedule dialog box appears. Fill
up the fields. Figures 47 (1) and (2) above show the same New Working Schedule dialog box.
Its important to encode the Starting Date. If you want to use the pre-defined schedules or
shifts, skip Time in, Time out, and Days. Select a shift from the Shift drop-down list. Selecting
a shift automatically fills-in the Time in, Time out, and Days properties, as shown in figure 27
(2) above. When you opt to choose from the Shift drop-down list, it will override whatever
time you will input in Time in and Time out. Altair SENTINEL give the privilege to select on
Flexi Time option for employees who have no regular time in and time out, giving the
employees a flexible timing log in and out anytime of the day.
If you dont want to use the Shift, you can input times for Time in and Time out and the
corresponding weekdays that the times apply, as shown in figure 47(1) above.

The choices in the Shift drop-down list are created in the Shifts property of the System

ASSIGNING MORE THAN ONE SHIFTS


When you assign to an employee a work schedule that has two or
more shifts in a day, you just need to assign one of the shifts with
the same shift name. Altair SENTINEL will automatically assign the
other shifts to the employee. Shifts with the same name (e.g.
Regular) will appear in the list of Work Schedule with the same
Starting Date.

48

Properties. If you are interested in learning how to add Shift entries, you can check out
Lesson 2: System Properties.

Deleting Work Schedule


Deleting a Work Schedule is simple. Heres how to do it:
1. Go to the Work Schedule page.
2. Click the Starting Date that corresponds to the schedule that you want to delete.
3. The Edit Working Schedule dialog box appears, as shown in Figure 48 below.
4. Press the

Delete button. A message box by the name Delete will pop-up,

Figure 49 Edit Working Schedule Dialog Box


asking you if you are sure to delete. Figure 49 below is the Delete dialog box.
5. Press the Yes button to proceed with the deletion. Press the No button if you wish
otherwise.
6. You are lead back to the Work Schedule page, with the updated list, and a
message: Delete Successful.

Figure 50 Delete Dialog Box

49

Updating Work Schedules


The process of updating or modifying a work schedule is similar to that of deleting a work
schedule. The difference lies in the button you are to press. Here are the steps:
1. Go to the Work Schedule page.
2. Click the Starting Date that corresponds to the schedule that you want to update.
3. The Edit Working Schedule dialog box appears. Update information as needed.
4. Press the

Update button.

5. You are lead back to the Work Schedule page, with the work schedule already
updated, and a message: Update Successful.

STARTING AND ENDING DATE OF A WORK SCHEDULE


The starting date of a work schedule means that the work schedule
is effective from that date. Unless a new work schedule is added,
the present work schedule is set with no end date. The end date,
then, of a work schedule, is the starting date of the next work
schedule, since Altair SENTINEL does not ask for an end date.

50

Lesson 10: Employees Work Schedule List


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Work schedule of the employees
3. List of possible shifts updated in System tab

Figure 51 Employee Work Schedule Page


In Lesson 7: Work Schedule, we learned how to set the employees work schedule by
accessing the Work Schedule tab under each employee. There is another way, however, to add,
modify, or delete work schedules, which we will be discussing right now.
Work Schedule icon (or
Work Schedule can be found on the Employee toolbar. Click the
the word "Work Schedule"). The Work Schedule page consists of a list with the following
columns:
&

Employee Name.

&

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 .

&

(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.

&

(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.

&

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.

&

Days. The days of the week when the work schedule will take effect. Check where
appropriate if Shift is not used.

51

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.

Adding Employee Work Schedules


The
icon in line with the name of the employee allows you to add employee work schedule.
Add icon, as shown in Figure 51 (1), will display blank fields in the same row
Clicking the
(2). . All the fields are the same with the fields of New Work Schedule (Figure xx, page xx). If
you dont use Shifts to set the work schedule of the employee, fill up the Start Date, (Time)
In, (Time) Out, and Days. Afterwards, click
Accept to save the new work schedule. Click
Cancel to cancel adding a new schedule, shown in Figure 51(3).

Figure 52 Employee Work Schedule Page

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.

Deleting Work Schedule


You cannot delete any work schedule here in the list. Please proceed to Deleting Work
Schedule of Lesson 7: Work Schedule.

Updating Work Schedules


52

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.

Lesson 11: Pay

53

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.

Figure 53 Employee Pay Page

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.

Lesson 12: Loans and Advances

54

REQUIREMENTS FOR THIS LESSON


1. Human Resource Officer
2. Loans and/or advances of the employee
3. List of possible loans/advances updated in System tabs

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.

Figure 54 Employee Loans and Advances Page

Adding New Employee Loans


In Figure 53 highlights
New Loans. Click on
New Loans and it will lead you to the New
Loan dialog box. Fill-up the fields. The fields are as follows:
&

Loan Type. Select from the list the type of loan or advance.

&

Loan Date. The date when the loan or advance was made.

&

Principal. The amount of the loan.

&

Deduction per Day. The amount to be deducted from salary per pay period.

&

Deduction Start. The date when the deduction will commence.

&

Deduction End. The date when the deduction will end.

&

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

55

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.

&

Remarks. The comments or remarks for this particular 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

Editing Employee Loans


Figure 54 (2) shows the Edit Loan dialog box where you can modify the details of the loan.
Click the Loan Type (in blue under the column Loan Type) that you want to edit to make the
Update
Edit Loan dialog box appear. After making the modifications, press the
button.

56

Deleting Employee Loans


PROCEED WITH CAUTION
Be careful in deleting employee loans. This may affect the
calculations of the payroll of the employee.
Edit, update, or delete employee loans before the start of
deductions.
In Figure 54(2) shows the Edit Loan dialog box where you can delete the position, aside from
updating. To make the Edit Loan appear, click the Loan Type that you want to delete. Press
Delete button.
the

Viewing Employee Loan Deduction Details


Altair SENTINEL allows you to view the loan deduction details. The
Expand icon before
every loan type lets you display the pay periods when the loan deductions were made and the
corresponding deducted amounts and the remaining balances. In Figure 55, you can see the
loan deductions under SSS Loan.
To hide the loan deduction details, click the

Collapse icon.

57

Lesson 13: Benefits


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Benefits of the employees
3. List of possible benefits updated in System tabs

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.

Figure 56 Employee Benefits Page

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.

Adding New Employee Benefits


The figure above highlights
New Benefits. Click
New Benefits and it will lead you to the
New Benefit dialog box. Fill-up the fields. The fields are as follows:

58

Figure 57 New Benefit Dialog Box

&

New Benefits. Select from the list the type of benefit.

&

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.

&

Taxable. Indicates whether the particular benefit is taxed or not.

&

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.

&

Frequency. The frequency that the benefit is given to the employee.

59

&

Must Be Present. Indicates whether the employee needs to be present or not in


the office. This is only applicable to benefits with frequency set to Daily.

&

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.

&

Start Date. The date when the benefit commences.

&

Stop Date. The date when the application of the benefit ends.

You, then, press the

Save button. The employees new benefit will appear in the list.

Editing Employee Benefits


Figure 57 shows the second half of Edit Benefit dialog box. You can modify the details of the
benefit. Click the Benefit Type of the employee that you want to edit to make the Edit
Save button.
Benefit dialog box appear. After making the modifications, press the

Deleting Employee Benefits


Figure 57 above shows the Edit Benefit dialog box where you can delete the employee benefit,
aside from updating. To make the Edit Benefit appear, click the Benefit Type that you want to
delete. Press the
Delete button once you see the Edit Benefit dialog box.

PROCEED WITH CAUTION


Be careful in deleting employee benefits. There could be bad
consequences due to irresponsible deletion of benefits. It is
recommended that all benefits be kept for records purposes.

Figure 58 Edit Benefits Dialog Box

60

Lesson 14: Employees Benefits List


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Benefits of the employees
3. List of possible benefits updated in System tabs

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.

Figure 59 Employee Benefits List Page

Adding Employee Benefits


To add additional benefits to an employee, look for the employee in the list. When you find the
Add to add a benefit. The New Benefit dialog box will
employee youre looking for, press
appear, as shown in the Add New Employee Benefits under Lesson 12: Benefits. Fill the New
Save. The new benefit will appear along with the Amount.
Benefit dialog box. Click

61

Deleting Employee Benefits


You can delete benefits of employees here. Figure 59 below shows the steps. When youve
found your employee (1), choose from the list of benefits under the employee. Click the
benefit (2) and the Edit Benefit dialog box will appear (3). Click
Delete (4). When you
Yes (5).
are asked to confirm your action, click

3
2

6
4

Figure 60 Employee Benefits List Page

Editing Employee Benefits


If you wish to change the benefit type, follow steps (1), and (2) of Deleting Employee
Benefits discussed above. When the Edit Benefit dialog box will appear (3), edit the
information regarding the Employee Benefit. Click the
Save button (6). Figure 56 above
shows the steps, numbered and highlighted.

62

Lesson 15: Employee Leaves

PROCEED WITH CAUTION


Be careful in deleting employee benefits. There could be bad
consequences due to irresponsible deletion of benefits. It is
recommended that all benefits be kept for records purposes.

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.

Figure 61 Employee Leaves Page

The list of leaves includes the following information:

63

&

Date Start. Date on when the authorization is effective.

&

Leave Type. Type of employee leave availed. Example, Sick Leave, Fiesta Leave, etc.

&

No. of Days Paid. Number of days the organization.

&

Date End. Date on when the authorization will be ineffective.

&

Remarks. Comments and remarks.

&

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.

Searching for Leaves


You can search for approved leaves using the
Search Leaves tool found below the Employee
Search Leaves, the Search Employee Leaves dialog box will
Sub-tabs. After clicking
appear. You can choose to search by leave type, or the date period of the leaves. Click Search,
then the results will appear.

Figure 62 Start Date Dialog Box

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.

Figure 63 New Leaves Dialog Box

65

Lesson 16: Employees Salaries List


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Salaries of the employees

Figure 64 Employee Salary Page


Salaries can be modified easily with the
Salaries icon on the Employee toolbar. Just click on
Salaries icon or the word "Salaries and a page containing a list of employees will
the
appear. At the right side of the page is New Rate fields and New Scheme drop-down menus
where you can encode the new rate and new scheme (respectively).
To search for a particular or a certain group of employees, click
are displayed, you may fill up the fields. Afterwards, click the

Search. Once the results


Save button.

66

Figure 65 Start Date Dialog Box

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

Lesson 17: DUW (Daily Unit Work)


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Number of units worked by employees
3. List of the employees that has Units as his/her salary
scheme.
The DUW (Daily Unit Work) tab lists all employees who have their salaries computed based on
the number of units they accomplish per day. The units may apply to pieces, sets, or teaching
unit loads.
The DUW page shows the day's DUW of selected employees. Here, you can encode the number
of units accomplished at the end of the work day. The data you encode will be used to
compute the salary of the employees having a per unit scheme.
The list shows all the employees that have their salary schemes set to "Unit". Figure 65(1)
below shows the DUW list with the employee with ID No. 1076 having the Rate of 250.00.
Figure 65(2) shows the Position tab of ID No. 1076, with the "Carpenter" sub-position having a
basic rate of 250.00 per Unit (500.00/Unit).

per Unit scheme

Figure 66 Daily Unit of Work

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

Figure 67 Daily Unit of Work (DUW) Page

Encoding the DUW


You can encode the DUW regularly. The data encoded in the DUW will be used in the salary
computation for employees with "Unit" schemes. Figure 66 above is numbered to help with this
discussion. First, you check whether the data (1a) indicated just above the DUW toolbar is the
right date that you want to encode. If the data that you want to encode are data that are for a
prior date, click the
Search icon beside
Download icon (1b). The Search icon lets you
search by employee or search by date. Afterwards, under the Work column, you encode the
number of completed units (2). Under the Absent column, you fill it with the number of
Save button below (4).
uncompleted units (3). When you are done encoding, click the

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 to search employee.

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.

70

Lesson 18: System Access

REQUIREMENTS FOR THIS LESSON


1. Human Resource Officer

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.

Figure 68 System Access Page

71

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.

Assigning Username and Password


Here are simple steps to follow in assigning username and password:
1. Go to System Access page.
2. Click on the
appear.

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.

Figure 69 New Password Dialog Box

4. Click

Save button to save the new or modified username and password.

Giving Access to System Modules


In giving system access to user, you have to determine the system modules that each user
could access. You can give access to as much system modules as there are. The System Access
page lists all the system modules that are deployed. Simply tick the checkbox of the
corresponding System Modules to give the employee an access to selected modules. Though
there are things that need to be set up on each system module for the user to be able to use
fully or partially each system module, the user can now access the checked system modules.

Lesson 19: Employee DTR (Daily Time Record)

72

REQUIREMENTS FOR THIS LESSON


1. HR Officer

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.

Figure 70 Filter DTR Dialog Box

Provide information as needed. After inputting fields, click on the


Search button. If no
DTR fields will appear means that there are no DTR entries in the provided filter information.

DTR page in the Menu bar are divided in four major columns these are:
&

ID Number (ID No.) the list of employees identification number.

73

&

Name the list of employees names.

&

Date the list of dates.

&

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 71 Employee Daily Time Record (DTR) Page

Figure 63 is the Employee DTR page. It contains the four major columns.
&

Date. List of dates.

74

&

Attendance record. Daily Time-ins and time-outs of the employee during the period
indicated right above the record;

&

Authorizations. Authorizations being filled. How to file authorizations? Refer to Lesson


20: Authorizations.

&

Work Hours. Number of work hours for that day (Work Hours).

Editing DTR Working Hours


Editing working hours is very simple, here are the steps:
1. Go to DTR page. Refer to previous discussion.
2. Click on the specific time in or time out entry that you want to edit.
3. After editing time entry, click on the
Accept icon to save changes or
Cancel
Trash icon to delete the time being
icon to cancel. You can also click on the
selected.

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

1. Go to DTR page. Refer to previous discussion.


2. Click on the

Print icon.

3. Provide a numerical value for the Start Page and End Page that you want to print, see
Figure 68 below.

Figure 72 Upload DTR Dialog Box

4. Click on the

Print button to print page/s.

Lesson 20: Authorizations

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.

Altair SENTINEL Authorizations


Altair SENTINEL provides the employee authorization benefits that he/she can file. Here are
the follow authorizations available:
&

Overtime Authorization (OT). Working time before or after one's regularly scheduled
working hours, also known extra working time.

&

Absent Authorization (AB). Authorized absence of duties or employment.

&

Late Authorization (LA). Tardiness or arriving in work beyond regular scheduled


working hours.

&

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.

&

Change Schedule (CS). Changing of regular working schedule to another shift.

Authorization of Request (Sentinel)


REQUIREMENTS FOR THIS LESSON
1. Human Resource Officer
2. Employee Information Details or 201-File
3. Accomplished System Tab (refer to Lesson xx. System
Properties Overview)

77

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.

REQUIREMENTS FOR THIS LESSON


1. Employee
2. Accomplished System Tab (refer to Lesson 2: System
Properties)

Figure 73 Employee Daily Time Record (DTR) Page

Filing of Forms and Requests (Office Suite)


You can create a new Authorization Form in the office suite. Enter your Username and
Password as shown.
1. Click on the Forms tab.
2. Click Compose Form.
3. Choose the Authorization you like to create.

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.

Next button to submit filed authorization or click

Back button to

Figure 74 Form Authorization Dialog Box

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.

Figure 75 Employee Authorization Dialog

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

Figure 76 Download Dialog Box

81

Lesson 21: Calendar


REQUIREMENTS FOR THIS LESSON
1. HR Officer
2. Accomplished System Tab (refer to Lesson 2: System
Properties)

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.

82
Figure 77 Calendar Page

Setting Holidays and Events


Setting holidays and Schedule will warn each employee of the possible holidays and scheduling
of activities. Altair SENTINEL allows you to set selected days of a year as holidays. You can also
schedule an event that has a different schedule on particular days as the organization decides
to.
Here are the simple steps:
1. Go to the Calendar page as discussed earlier.
2. Click on the specific date that you want to set as holiday or as an event.
3. The days dialog box, similar to Figures XX and XX below, appears. Provide information
as necessary to set holidays and events of the organization.

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:

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Regular holidays. Holidays that are indicated in the calendar of each


year sample or enacted by proclamation or law.

Special non-working holidays. Holidays that are declared by the office


of the President or by the congress.

Double Holiday. Two holidays that fall on same date.

Legal Holiday. A holiday established by legal authority and marked by


restrictions on work and transaction of official business

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

Save button to save new event.

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.

Removing Holidays and Events


In deleting events, here are the steps:
1. Go to the Calendar page as discussed earlier.
2. Click on the specific RED date that you want to remove a holiday or an event. The
days dialog box will appear.

Figure 79 Date Dialog Box

84

3. Click on the

Trash icon to remove the holiday or event. See Figure 71 below.

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.

Updating Holidays and Events


In updating holiday and events, the user has to delete the made schedule and then set the day
again with the new or correct holiday or event. Refer to previous discussion in how to delete or
set holidays and events.

85

Lesson 22: Payslips


REQUIREMENTS FOR THIS LESSON
1. HR Officer

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.

Figure 80 Payslip Profile Page

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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

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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.

Adding Additional Incomes


There are two different ways to add additional incomes to employee payslips.
You can directly add additional incomes on in the generated payslip. This process is usually
convenient if you are just adding additional income to a few employees only. Here are the
steps:
1. Go to the Payslips page and generate payslip.
2. If the first employee generated with the payslip has an additional income, add
additional income onto the payslip. Just below the Income 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 75.
Add icon to add the additional income it to the employees income.
3. Click on the
Repeat Step 2 to add more additional incomes.
4. Click the Next button to generate the next employees payslip.
5. Go to Step 2. Add additional incomes to the corresponding payslips as you go along.

YOU HAVE TO GO THROUGH EACH PAYSLIP


We intentionally require you to go over each payslips for two
reasons: (1) the payslip is generated only when you view each
payslip, and; (2) so that you can check on the breakdown details of
each payslips. You can always choose to use the Generate All Pay
Slips button to generate all the payslips with just a single click.

89

Figure 75 Employee Payslip Page

Adding Additional Incomes (Additional Income List)


The second way to add additional incomes is to encode them at Addtl Income sub-tab of the
Payslips tab. At the Addtl Income sub-tab, it is more convenient to add additional incomes to
the batch of employees. The names of the employees are listed, and you can encode a
particular additional income to each employee in the batch all in the same page.
1. Go to the Payslips page and generate the first employees payslip. Take note of the
pay period.
2. Click on the Addtl Income sub-tab to view the Addtl Income List page. See Figure 76.
3. In the Addtl Income List page, select a specific Additional Income Type in the
dropdown list and then provide the amounts to the corresponding employees. Refer to
Figure 77.

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Figure 76 Additional Income List Page

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.

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Figure 81 Employee Payslip Page

Adding Deductions (Deductions List)


The second way to add deduction is in the Deductions List sun-tab of the Payslips tab. This
process is more convenient when you are adding deductions to a batch of employees at the
same time. Here are the steps:
1. Go to the Payslips page and generate the first employees payslip. Take note of the
pay period.
2. Click on the Deductions sub-tab to view the Deductions List page. See Figure 79.
3. In the Deductions List page, select a specific Deduction Type in the dropdown list and
then provide the amounts to the corresponding employees. Refer to Figure 80.
NOTE: After all of the deductions have been provided to the corresponding employees,
Save button located at the end of the Deductions List page to save
click on the
the deductions.

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Figure 82 Deductions Page

Deleting Additional Income and Deduction


Altair SENTINEL provides the ease of deleting additional income and deduction to correct
incorrect entries.
Here are the steps in deleting Income and Deduction:
1. Go to the Payslips page, discussed earlier.
2. Generate Employee Payslip, discussed earlier.
3. With the employees payslip displayed on screen, click on the added Additional Income
or Deduction (in bold and colored) that you want to delete. The Other Income or
Other Deduction dialog box will appear to ask for your confirmation.
4. Click on the

Yes button to confirm deletion or click

No button to cancel.

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Finalizing Pay Periods


PROCEED WITH CAUTION
Payslips are finalized when the pay period is finalized. So make sure
that before finalizing the pay period, check all the information like
added incomes and deductions, and see if all of the employee
payslips have been generated. Once the pay period is finalized, the
payroll for that period is locked from editing.

Here are the steps in finalizing pay periods:


1. Go to the Profile sub-tab of the Payslips page.
2. Review the Payroll Summary tabbed box. The Payroll Summary includes the
information such as number of employees, total net income, total contributions, and
total withholding.
3. Click on the Finalize button to finalize all the additional income and deduction to the
entire employee under that period. In clicking the Finalize button you will be
redirected back in the Payslip page. The system prompt a message, Payslips <start
date> to <end date> was successfully finalized place on top of the page. See Figure

Figure 84 Employee
Figure 83Profile Page

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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.

Figure 85 Pay Slips Dialog Box

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.

REQUIREMENTS FOR THIS LESSON


1. Human Resource Officer
2. Accomplished System Tab (refer to Lesson xx. System
Properties Overview)

Lesson 23: Reports

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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.

Figure 86 Report Page

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.

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Report Category

Report
SSS

PhilHealth
Contributions
Pag-IBIG

All Contributions
Taxes

Taxes

Account Entries

Pay Register

Payslips
ATM File

Employee Pay Slips

Loan Type Loans


Loans

All Loans

Other Incomes

All Additional Incomes

Other Deductions

All Deductions

Leaves

All Leaves

Employee

Employee Master List

Personal Data Sheet

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.

99

Appendix

100

Appendix I: Sample Reports


SSS Contributions Report

101

PhilHealth Contribution Report

102

Withholding Tax

103

Payslips Accounting Entries

104

Payslips Pay Register

105

Payslip ATM File

106

Payslips Employee Pay Slips

Loans SSS Loan Report

107

Other Income Summary of Bonus Income

Other Deduction Summary of Cash Advance Deduction

108

Leaves Summary of Summer Vacation Leave

109

Employee Employee Master List

110

Employee Personal Data Sheet (page 1)

111

Employee AWOL/Late Report

112

Employee Authorizations

113