Payroll Officer

This section describes the surface of the built-in Payroll Administrator role: creating and approving pay runs, producing payslips, maintaining the deductions and bonuses that land on them, and generating the BIR, SSS, PhilHealth, Pag-IBIG and DOLE reports that follow. Everything here is gated on permissions rather than on the role name, so an installation that renamed or rebuilt its roles still works the same way — each page below states the permission its actions need.

If your account also carries the HR Administrator role, read the HR Administrator section alongside this one. Payroll depends on work that happens there.

The pay model, in one paragraph

Pay in this system is hours-based, not a fixed monthly salary. A payslip's earned pay is the sum of per-day pay computed from the employee's timesheets for the period, with premiums layered on for rest days, holidays, night hours and approved overtime. A monthly salary figure on an employee record is used to derive an hourly rate when no explicit hourly rate is set, and to place the employee in the statutory contribution brackets — it is not paid out on its own. The consequence that surprises people most: an employee with no qualifying timesheets in the period earns nothing for it, and no amount of payroll configuration changes that.

The arithmetic — multipliers, contribution brackets, withholding tables, the ₱90,000 non-taxable cap, rounding — is documented once in Business Rules. This section does not restate it. It covers which page to open and what happens when you press the button.

What you own, and what you do not

You own the pay cycle from the moment attendance data is settled. You do not own the attendance data itself.

Owned by payroll	Owned elsewhere
Payroll runs and their approval chain	Employee records, departments, positions (HR)
Payslips and the payslip template	Timesheet entry and timesheet approval (HR, or the employee)
Employee deduction assignments, bonuses	Leave requests and leave balances (HR)
Reimbursement decisions and payouts	—
Overtime approvals	Overtime approvals (shared — see below)
Government forms, EWT registry, TIN records	—
Payroll settings, holiday calendar	—

Two of these are worth spelling out.

Timesheets. Payroll reads them; it cannot fix them. The Timesheets page (/timesheets) sits in the HR Management group and needs hr.timesheets.view, which the Payroll Administrator role does not include. When a period's hours look wrong, the correction is an HR action, not a payroll one.

Overtime. Overtime Requests (/overtime-requests) appears in both the HR Management and Payroll sidebar groups, because either hr.overtime.requests.view or payroll.overtime.approve opens it. The Payroll Administrator role holds the second one, so approving overtime is genuinely a payroll task here — and it has to happen before payslips are generated, since only approved overtime pays.

The Payroll sidebar group

Every item is permission-gated. An entry missing from your sidebar means your account lacks the permission, and typing the address directly returns you to the Dashboard rather than showing an error.

Sidebar item	Address	Permission needed to open it
Payroll Runs	/payroll-runs	payroll.dashboard.view, payroll.manage or payroll.approve
Payroll Analytics	/payroll-analytics	payroll.dashboard.view, payroll.manage or payroll.approve
Bonuses	/bonuses	payroll.bonus.manage
Employee Deductions	/employee-deductions	payroll.deduction.manage
Contribution Rates	/contribution-rates	payroll.sss.rates.manage, payroll.philhealth.rates.manage or payroll.pagibig.rates.manage
TIN Compliance	/tin-compliance	payroll.tin.compliance.manage
Payroll Transactions	/payroll-transactions	payroll.transactions.view or payroll.transactions.manage
Overtime Requests	/overtime-requests	hr.overtime.requests.view or payroll.overtime.approve
Reimbursement Requests	/reimbursement-requests	payroll.reimbursement.manage
Reimbursement Transactions	/reimbursement-transactions	payroll.reimbursement.transactions.view or payroll.reimbursement.transactions.manage
Government Forms	/government-forms	hr.employees.manage or payroll.manage
Holiday Calendar	/holiday-calendar	payroll.holidays.manage or payroll.manage
EWT Registry	/ewt-registry	payroll.ewt.manage
Payroll Settings	/payroll-settings	payroll.settings.manage

Two permissions matter more than the rest, because they split the pay cycle in half:

• payroll.manage creates runs, generates payslips, marks a run Processed, cancels and deletes. Without it, Payroll Runs opens read-only: no New Payroll Run button and no generate or status actions on any row.
• payroll.approve approves or rejects a run that is waiting on a decision.

The built-in Payroll Administrator role holds both, so one person can run and approve their own payroll. Separating the two is a matter of building a role that holds only one of them.

You also hold the ordinary employee permissions — your own profile, timesheet, leave, payslips and reimbursements under My Workspace. Those work exactly as described in Employee Self-Service.

Task guides

• Run a payroll — the full cycle: create the run, generate payslips, review the register, approve, mark it Processed, and what to do when a run has to be corrected.
• Payslips and payslip templates — where payslips live, how to download one or all of them, what employees see, and how to change the PDF design.
• Deductions, bonuses and reimbursements — the amounts you add to or subtract from a payslip outside the statutory calculation.
• Government forms and statutory compliance — the monthly and annual filing pack, the EWT registry, TIN records, and the settings the forms read from.

A working month

A rough shape of the cycle, for orientation. The detail is in the task guides.

1. Through the period — approve overtime as it comes in (/overtime-requests); record bonuses and reimbursement decisions as they arise.
2. After the cutoff closes — confirm HR has settled the period's timesheets, then create the run and generate payslips (/payroll-runs).
3. Before paying — review the payslip register on the run's detail page, then approve and mark the run Processed.
4. Early the following month — generate BIR 1601-C and the SSS, PhilHealth and Pag-IBIG remittance reports (/government-forms), and record the filings and receipts.
5. Annually — the alphalist, BIR 2316 certificates, 13th month pay and the DOLE report, plus the year-end tax adjustment on December's final run.