Employee Master File

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This master file refers to the list of all employees of the company. There is only one employee master file. Any update made on this file will be reflected to different systems such as Payroll, HRIS, AMS, GL, etc.You may update this file as needed.

Step-by-step instructions:

1. Open Cenral Menu. Your Central Menu maybe different from the screenshot below as each user can have different menu and access rights.

2. Select Systems ->Attendance Monitoring System or Systems ->Payroll

3. Double-click Master Files -> Employee Master File. Latest version is 4. You will be redirected to Employee tab window.

4. Update or add new Employee, if necessary. See data definition below for detaisl.

5. Click Save to persist changes made to the database.

Data Definition for Employee Master File

Database Table Name: mf_Employee
Primary Key: EmpID

Column Name	Sample Value	Description
CoID	SRDC	Automatically filed based on the current login company
EmpID	00001	Primary key. Alphanumeric. It is recommended to use numeric only. If you are using the payroll system with multiple companies, you can prefix the EmpID with the CoID or assign each company with EmpID per batch. Ex: Company A will start at 1001 and Company B will start at 20001 and soon. The EmpID will be prefixed with "E" when used in transaction data entry as the system uses single entity master file for all Employee, Customer, Vendors, Members, Drivers master files..
BioID	1	Refers the the Biometric ID assigned to the employees. This is also a unique key. It is recommended to use the same EmpID and BioID if possible.
LastName		Required
FirstName		Required
MiddleName		You may use middle initial but it is recommended to use the full middle name
NickName		Optional
Password		You may assign a tentative password (birthday) for each employee. Employee may change his/her own password afterward.
PhotoID		Photo ID of the employee
Signature		Signature of the employee
TimeSchTypeID	DS8	Time shedule of the employee. Select from the table lookup.
AutoOT	Checked	If checked, the system will automatically compute overtime for the employee. Otherwise, employee must file an OT
LatesGracePeriod		Allowable grace period given to employee
GroupID		The GroupID where the employee is assigned. Ex: HO or branch.
DeptID		The DeptID where the employee is assigned and his/her salary will be charged. Needed only if you want to monitor salaries of each department
TIN		Employee TIN. Please don't include the "-". The system will automatically supplied the "-" using masked edit
SSSNo		Employee SSS number
PagIbigNo		Employee Pagibig number
PhicNo		Employee Philhealth number
WithPremiumContribution	Checked	If Checked, premium contribution will be deducted from the employee.
HealthCardNo		Employee health card number
ATMNo		Employee ATM number.
MWE	Checked	Checed if the employee is minimum wage earner
PresentAddress		Present address of the employee
PresentZipCode		Zip code of the employee. Select from the lookup table
RegionNo		Address Region number of the employee. Select from the lookup table
ContactNo		Employee contact number
Email		Employee email address
CivilStatus		Employee civil status
BirthPlace		Employee birth place
DateOfBirth		Employee Date of birth
Height
Weight
Gender
BloodType
CurrentEmploymentStatusID		Select from the dropdown list. This is needed when generating 1604C
DateHired		Employee date hired
DateRegularized		Employee date of regularization
DateSeparated		Employee Date of Separation. Update this when the employee resigned. The payroll system always assumes that employee are employed unless this column is filled.
ReasonOfSeparationID		Employee Reason of Separation. You may use this is the future to analysis the reason why employees are resigning.
ReligionCode		Employee religion
Attachment		You may attached any file on this column. Ex: Scan copy of the employment contract signed by the employee
PhotoIDFileStream		This is a binary filed used to store the photo id. It is recommended to save the photo id in an external file instead.
SignatureFileStream		This is a binary filed used to store the signature. It is recommended to save the signature photo in an external file instead.
Status	A	A=Active; I=InActive.
Createdby, DateCreated, Modifiedby, DateModified		These columns are called audit trails. Their values are auto-generated. One who created or modified the app. It is assumed that the current user is the one who created or modified the record.