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SweldoMo for Payroll Officers

  • SweldoMo-for-Payroll-Officers-Payroll-Management 01 How can I set up my company’s payroll?
    1. To set up your company’s payroll, click Payroll Schedules on the Settings dropdown menu.
    2. Once there, you can pick which Payroll Type you are using. You can choose from Twice Weekly, Weekly, Semi-Monthly, or Monthly.
    3. Provide the schedule and coverage of every payroll. For example, if your business gives its payroll on a semi-monthly basis, there will be two scheduled paydays each month.
    4. If you want to edit a certain payroll schedule, simply click on the schedule you have made. Provide the needed changes, then click on the Edit Payroll Schedule button to save.
    5. You can delete a payroll schedule by clicking the X button beside your payroll schedules.
    6. You can keep adding payroll schedules depending on your company policy. After you have set your payroll schedules, they will appear on your screen with their coverage and payday.

    Note: If you have the semi-monthly schedule, you will also need to determine the schedule for the payment of your employees’ mandatory benefits contribution, either it will be during the first cycle, the second, or during both.

  • SweldoMo-for-Payroll-Officers-Payroll-Management 02 How can I generate my company’s payroll?
    1. To generate a payroll, click on Reports on the Dashboard menu.
    2. Click on Payroll, then Generate Payroll.
    3. Once there, you will see the Payroll Register Table.
    4. Choose from which year, payroll type and payroll cycle the generated payroll register will be for. Click Generate Payroll.
    5. If you want to provide modifications in the payroll before generating it, you can click Pre-generation by clicking the Pre-generation button.
    6. With pre-generation, you can automate the 13th-month pay, compute for the total unused Leave Credits and convert them to cash.
    7. You can also check the Loans and Adjustments that will be part of the payroll you will be generating.
    8. If you are done with the changes, simply click Generate Payroll Register.
    9. If you want a physical copy of the report, simply click the Download button.
    10. The generated payroll will show the wages of your employees in the specific payroll cycle you chose.
    11. If you want to customize the generated payroll, simply click on the gear icon at the right side of the screen under the dashboard menu to see the Advanced Payroll Register Options.
    12. You can click Generate Payroll to see your changes, or just download it right away.
    13. You can also generate a payroll that would not reflect incomplete DTRs by ticking its corresponding checkbox.
    14. You can also save your payroll registers even after your current payroll cycle. To do this, simply click the Save Payroll Register button once you have generated the payroll.
  • SweldoMo-for-Payroll-Officers-Payroll-Management 03 How can I see the payroll for only a specific group of employees?
    1. To generate a customized payroll, click Reports on the Settings dropdown menu.
    2. Once there, you will see the Payroll Register Table.
    3. Choose from which year, payroll type and payroll cycle the generated payroll register will be for.
    4. Click on the gear icon at the right side of the screen under the dashboard menu to see the Advanced Payroll Register Options.
    5. You can choose from which payroll type, year, cycle, branches, and department the payroll will be.
    6. You can also choose the manner in how the entries will be sorted, and how they will be ordered.
    7. You can group the employees by branch and by department, ignore incomplete DTRs from the employees, and show the inactive employees on the payroll you will generate by ticking their checkboxes.
    8. You can click Generate Payroll to see your customized payroll register.
  • SweldoMo-for-Payroll-Officers-Payroll-Management 04 Why can’t I download my payroll register?
    • If you can’t download your needed payroll register, try to refresh the page and generate the payroll again. Make sure you have stable internet connection when downloading the report.
  • SweldoMo-for-Payroll-Officers-Payroll-Management 05 Can the system compute my employees’ 13th-month pay?

    Yes, the system has the ability to compute your company’s 13th month pay. You can see this by trying the Pre-generation option for the accrued 13 month pay report. Note that this will only create Accrued 13th month. You may also include the unpaid leave credits for the 13th month pay on the Pre-Generation option.

  • SweldoMo-for-Payroll-Officers-Payroll-Management 06 Why aren’t my employees’ overtime appearing on the payroll?
    • There are a couple of causes to this. To avoid this, you need to first make sure that the Pay Overtime switch is turned on in your company switches, and also in your employee’s individual switches. Another reason for this error is that your employees are working under the wrong shift schedule. Make sure that the shift schedule that your employee is under is the actual hours that they are at work. Setting the wrong shift schedule will result to an error in the computation of your employee’s pay.
  • SweldoMo-for-Payroll-Officers-Payroll-Management 07 Why are the deductions for my employees’ absences not appearing on the payroll?
    • If your employees’ absences are not reflected in the payroll deductions, check the company and individual switches. Make sure that the Deduct Absences switch is turned on in both switch tables. Also, make sure that you have tagged the correct rest day for the employees. If the employee did not go to work on the day that their rest day is set to, this will not be reflected as absence in the system and its reports.
  • SweldoMo-for-Payroll-Officers-Payslip-Management 01 How can I generate my employees’ payslips?
    1. To generate payslips, click on Reports, then Payslip on the dashboard menu.
    2. Simply provide the needed details on the provided fields.
    3. Provide the year, payroll type, and the range of the payroll cycles you want to put on the payslip.
    4. Next, provide the name of the employee or employees the payslip will be for. You can choose to generate payslips for all your employees as well if that’s what you need. And if the payslip is for a former employee, simply tick the Show Inactive Employees checkbox.
    5. After providing the details, simply click the Generate button.
    6. If the employee or employees need printed copies of their payslips, simply click the Print Payslips button.
  • SweldoMo-for-Payroll-Officers-Payslip-Management 02 How can employees generate payslips on the FaceDTR app?
    1. To check your payslips on the FaceDTR app, click on the three-dot menu at the upper right part of your screen.
    2. Click on the View Payslip option.
    3. Select which payroll cycle payslip/s you would like to see by filtering the year and the payroll cycle range.
    4. Once done, click on Generate Payslip.
    5. Your payslips will be generated, and you can see it in detail, or in summary.
  • SweldoMo-for-Payroll-Officers-Payslip-Management 03 Can I generate payslips for more than one payroll cycle?
    • Yes, the SweldoMo system can generate payslips for one or more employees. Simply provide the names of the employees that will be included before generating the payslips.
  • SweldoMo-for-Payroll-Officers-Payslip-Management 04 Can I generate payslips for more than one employee?
    • Yes, the SweldoMo system can generate payslips for multiple payroll cycles. You can do this by providing the range of the payroll cycles you want to generate on the Payslip Generation page of the system.
  • SweldoMo-for-Payroll-Officers-Payslip-Management 05 What can my employees see on their payslips?
    • For the payslips, the employees can choose to generate the Summarized payslip, or the Detailed payslip. The Summarized payslip will only show the Gross Pay, Total Deductions, and Net Pay for every payroll cycle. The Detailed payslip on the otherhand, will include the breakdown of overtime, allowances, and other factors that affected their payroll.
  • SweldoMo-for-Payroll-Officers-Bank-Payroll-File-Generation 01 How can I generate a bank payroll file?
    1. To generate bank payroll files, click on Reports on the dashboard menu. Click on Payroll, then List of Payroll Registers.
    2. Choose a cycle from your saved payroll registers, and click the Bank Payroll File button on the right side of the box to generate a bank payroll file.
    3. Choose the bank you are affiliated with from the dropdown menu, then click the Generate Bank File button.
    4. Once the bank file is generated, you can copy the data generated by the system and simply paste it on the template provided by your bank.

    Note: For some banks, the SweldoMo system will generate a bank payroll file that you can download and send directly to your bank. The file format generated in this section will depend on what your affiliated bank requires.

  • SweldoMo-for-Payroll-Officers-Bank-Payroll-File-Generation 02 What banks are supported for the bank payroll file?
    • Most Philippine banks are supported by the system to generate a bank payroll file. You can contact the SweldoMo Team to inquire if your affiliated bank is supported.
  • SweldoMo-for-Payroll-Officers-Bank-Payroll-File-Generation 03 How can you set up the system for bank payroll file generation?
    • You can add your affiliated banks under the Settings menu, and set them as affiliated banks for your employees as well under the Employee Information. With these set, you can start generating bank payroll files.

FaceDTR and WebDTR

  • FaceDTR-and-WebDTR-FaceDTR 01 How can I access the FaceDTR app?
    • You and your employees can only use the FaceDTR app if you are given access on the Admin account of your company, and if you have installed the app in your mobile device. The app is available for download for iOS and Android devices in the App Store and the Google Play Store respectively.
    1. In order to enable the FaceDTR feature, you must specify which employees are allowed to use it. To do that, click on the Employees button on the navigation bar.
    2. Choose the employee that will use the feature and click on the edit button. Go to the Employment Tab of their Employee profile.
    3. You will see their employment switches. Simply turn the switch on for the FaceDTR switch and your employee is good to go!
    4. You can also give your employees access to SweldoMo’s other features other than remote logging in and out of work. You can give them access to their DTR records and payslip. They can also file for leave and overtime through the app. Simply switch on the feature if the employee is allowed to use it.
    5. Repeat the process for the other employees that will use this feature for them to be able to use it too.
    6. Once you have provided the access, you and your employees can open the app, and provide your Company Code and Employee Code. Once logged in, you can start enjoying the features available in the app.
  • FaceDTR-and-WebDTR-FaceDTR 02 What are the features available in the FaceDTR app?
    • Currently, the available features in the SweldoMo app are:

    Real-time Clock in and Clock out

    Online DTR Tracking

    Payslip Generation

    Filing of Employee Leave

    HR Requests

    Filing for Overtime

  • FaceDTR-and-WebDTR-FaceDTR 03 How can I log in and out of work with the FaceDTR app?
    1. To log in and out of work using the FaceDTR app, start by providing the company code, and your employee code. Click Verify after you are done.
    2. Once you have entered your account into the app, you can log in or out of work by simply clicking the Log In or Log Out button. To confirm your log in and log out, click Okay in the Confirmation window. Take a picture of yourself to serve as your record for your attendance.
  • FaceDTR-and-WebDTR-FaceDTR 04 How can I check my DTR with the FaceDTR app?
    1. To check your attendance records on the app, click on the three-dot menu at the upper right part of your screen.
    2. Click on the Daily Time Record (DTR) option.
    3. Click on the date range at the upper part of the screen to specify the dates you want to see.
  • FaceDTR-and-WebDTR-FaceDTR 05 How can I generate my payslip with the FaceDTR app?
    1. To check your payslips on the app, click on the three-dot menu at the upper right part of your screen.
    2. Click on the View Payslip option.
    3. Select which payroll cycle payslip/s you would like to see by filtering the year and the payroll cycle range.
    4. Once done, click on Generate Payslip.
    5. Your payslips will be generated, and you can see it in detail, or in summary.
  • FaceDTR-and-WebDTR-FaceDTR 06 How can I file for leave using the FaceDTR app?
    1. Click on the three-dot menu at the upper right part of your screen.
    2. Click on the File for a Leave option.
    3. You will then see the previous leaves you applied for.
    4. To request for another leave, you can click on the Add Leave button found at the lower right part of your screen.
    5. Provide the dates you will be out from work.
    6. Choose a leave type you will apply for. The remaining leave credits you have for the certain leave will then appear. Make sure that the date range of your leave will fit into the remaining leave credits you have.
    7. You can provide more information regarding your reason for taking the leave on the Notes section.
    8. If you will be gone for only half the day, click on the Halfday checkbox.
    9. Click on the Submit button once you are done.
    10. The leave request will now be up for approval.
    11. Once it is approved, it will reflect on the app as well. You can continually check on its status on the app until then.
  • FaceDTR-and-WebDTR-FaceDTR 07 How can I send HR requests through the FaceDTR app?
    1. Click on the three-dot menu at the upper right part of your screen.
    2. Click on the HR Request option.
    3. Once there, you will see the HR requests you previously sent.
    4. To send another, click on the Add HR Request button found at the lower right part of your screen.
    5. Provide a subject for discussion, and the message containing your concern or request.
    6. Click the Send button once you are done. Your requests will be sent to the HR personnel in charge of the system for them to work on or respond to.
  • FaceDTR-and-WebDTR-FaceDTR 08 How can I file for overtime through the FaceDTR app?
    1. Click on the three-dot menu at the upper right part of your screen.
    2. Then, click on the Daily Time Records (DTR) option.
    3. Once there, they can go to the date when they have rendered overtime. For dates with overtime, a three-dot menu will appear on the upper right part of the date field.
    4. Once you click on the three-dot menu, you can then click on the Tag as overtime option.
    5. You can then provide the needed information for your overtime request, which are the reason for the overtime and the number of minutes that you have rendered overtime.

    Please note that if your company has an overtime rule, employees must adhere to the minimum number of minutes before their overtime pay will take effect.

    1. Once the needed information has been provided, you can click on Ok.
    2. After this, you will see that the date where the overtime request has been sent will be tagged as Pending.
    3. In the system, the employees’ requests will appear under Overtime Requests for them to be approved or disapproved.
  • FaceDTR-and-WebDTR-FaceDTR 09 Can the employee see their selfie every after taking pictures for their attendance?
    • Employee will not see their selfie after taking pictures. The photos for the employees’ DTRs will only be available on a SweldoMo Admin account of your company.
  • FaceDTR-and-WebDTR-FaceDTR 10 Can I set a location where the employee can only log in and out?
    • For now, users cannot set a definite location where the employees can log in or log out with the FaceDTR app. However, you can request for customizations on your SweldoMo account. You can contact the SweldoMo Team for your customization requests, and the additional rates that will be needed for these.
  • FaceDTR-and-WebDTR-FaceDTR 11 Why can’t I log in using the FaceDTR app?
    • Only authorized users of the FaceDTR app can use the app itself, and its features. Make sure that you are provided access to the app by your Admin or HR Team. Also, make sure that you have stable internet connection, and that your mobile device’s Location is on.
  • FaceDTR-and-WebDTR-FaceDTR 12 Why can’t I download the FaceDTR app?
    • Currently, only iOS and Android devices can download the FaceDTR app. Tune in for updates on the app, and how you will be able to use it.

    Also, make sure you have stable internet connection as the download may be affected or interrupted by slow internet connection.

    For those who can’t download the FaceDTR app, you can log in and out of work using the web version here: sweldomo.com/facedtr

  • FaceDTR-and-WebDTR-FaceDTR 13 Why can’t I see my Daily Time Records on the FaceDTR app?
    • To generate your DTRs on the FaceDTR app, you need to first specify the dates you want to see. You can do this by clicking on the date range at the upper part of the screen.

    You also need to make sure that you are provided access to the app by your Admin or HR Team. Also, make sure that you have stable internet connection to generate the DTRs.

DTR Management

  • Why is the tardiness of my employee not reflected on their payroll?
    • For tardiness to reflect on the attendance, be sure to turn on the Deduct Late switch on both the Company Switches, and the Individual Employee Switches.
  • Why do my employees’ log out record get transferred under the break hours columns?
    • The log out time of your employees get recorded under their break hours columns since they may have been required to log in and out during their lunch break/assigned break time. Review your employees’ shift schedules, and remind them to log in and log out on their required times.
  • Should I approve all the rendered overtime of my employees or am I allowed by the system to only approve a number of their requests?
    • The employee overtime approval will be at your discretion. The system will follow the policies of your company that you have discussed and set up with the SweldoMo Team, and will also be the basis of what you will see for the approval management sections in the system, e.g. the Overtime Approval.
  • How can I upload my employees’ DTR records?
    1. You can click on DTR under the Dashboard menu, and click on DTR by Employee.
    2. If you are using a separate timekeeping device, you will need to download the SweldoMo DTR template.
    3. To do so, click on the Download Template button on the upper right part of the table. Provide the necessary filters, which are the department, branch, month, and year the DTR template will be for. Click on the Download button once done.
    4. Once you have the DTR template, you can now provide the attendance details of your employees for that specific month. You will need to put in their log-in and log-out times, and also the log-in and log-out details for their break time if necessary. You will also need to provide the shift schedule the employee is under for every day. Repeat the process for all the employees in the downloaded template.
    5. Once you are done, you can now upload the template into the system. Just click on the Upload DTR file button beside the Download DTR File button, then choose the DTR file from your local system. If there are some log-in or log-out details missing from your records, you can click on the Skip Validation checkbox. If you leave this unchecked, uploading may be interrupted should there be any missing details from your file.
    6. You can also choose whether to upload a SweldoMo DTR Template, or a Biometric Device Report. Whatever you upload, make sure that it is in the .xlsx format.
    7. Simply click the Upload button once you are done. The uploaded DTR will now be accessible to the system, and its details will be reflected on your payroll.
  • How can I set up rest days for my employees?

    • To set the employees’ rest days, you can go to the employee profile of the employee. Go to the employment tab, and set the rest days under the Employment Information.
  • Can I edit the Daily Time Records of my employees?

    • Yes, the system allows you to edit your employees’ attendance information. To do so, follow the steps below:
    • DTR Management by Employee
    1. You can click on DTR under the Dashboard menu, and click on DTR by Employee.
    2. To check employees’ DTR records, simply apply the necessary filters, which are the name/s of the employee/s, the year, the payroll type, and the payroll cycle. Then, click on the Apply Filter button.
    3. You can also narrow down your search by clicking on the gear symbol on the rightmost part of your screen. Choose the branch, department, and shift you want the search to focus on. You can also tick the Show Inactive Employees checkbox if you want to include inactive employees to your search. Click on the Apply Filter once you are done.
    4. The DTR Management by Employee Table will show you the DTR records listed by employee name. This will also display the branch and shift the employee is under, the number of days they worked during this cycle, the number of leaves and absences they have, and the number of minutes of tardiness, under time, and overtime they incurred.
    5. To see an employee’s DTR records, choose an employee from the list, and click on the Details icon.
    6. The DTR Logs will show you all of your employee’s records on that specific payroll schedule. It will show the time they logged in and out of work, along with their daily record of tardiness, under time, overtime, and the number of minutes they worked for the day.
    7. If there are attendance details you need to edit, simply click on the log in or log out time, and provide your changes. Click enter once you are done. All the changes you will provide in the DTR Logs will be reflected into the attendance records, and your payroll.
    • DTR Management by Date

    Under this section, you can manage DTR records by date. This section will help you check the attendance details, and will not focus on the employees.

    1. You can click on DTR under the Dashboard menu, and click on DTR by Date.
    2. To check employees’ DTR records, simply apply the necessary filters, which are the name/s of the employee/s, the year, the payroll type, and the payroll cycle. Then, click on the Apply Filter button.
    3. You can also narrow down your search by clicking on the gear symbol on the rightmost part of your screen. Choose the branch, department, and shift you want the search to focus on. You can also tick the Show Inactive Employees checkbox if you want to include inactive employees to your search. Click on the Apply Filter once you are done.
    4. The DTR Management by Date Table will show you the DTR records listed by date. You will also see the number of absences for every day, and also the number of employees present.
    5. To see a specific date’s DTR records, click on the Details icon under the View column.
    6. The DTR Logs will show you all of your employees’ records on that specific day. It will show the time they logged in and out of work, along with their daily record of tardiness, under time, overtime, and the number of minutes they worked for the day.
    7. You can edit the attendance details of multiple employees all at once by ticking the checkbox beside their names, and providing the needed changes on the attendance fields above the DTR Logs table, the Overtime Approval dropdown, the Working Day/Rest Day dropdown, and the Approved Overtime Field. Click on the Apply button once you are done. All the changes you will provide in the DTR Logs will be reflected into the attendance records, and your payroll.
    8. Note: Make sure you review the log in and log out details before making changes to multiple employees at the same time. The time of log in or log out you will input on the attendance fields will be reflected on all the employees whose checkbox you ticked.
    • DTR Attendance with Timestamp

    For a more detailed display of employees’ attendance records, you can visit the DTR Attendance with Timestamp section. This section will show you all of the log in and log out times of your employees for the cycle you chose directly on the DTR Attendance table.

    1. You can click on DTR under the Dashboard menu, and click on DTR Attendance with Timestamp.
    2. To check employees’ DTR records, simply apply the necessary filters, which are the name/s of the employee/s, the year, the payroll type, and the payroll cycle. Then, click on the Apply Filter button.
    3. You can also narrow down your search by clicking on the gear symbol on the rightmost part of your screen. Choose the branch, department, and shift you want the search to focus on. You can also tick the Show Inactive Employees checkbox if you want to include inactive employees to your search. Click on the Apply Filter once you are done.
    4. The DTR Attendance with Timestamp Table will show you the DTR records of your employees with all their log in and log out details for every day of the cycle, along with the total number of minutes of their tardiness, under time, overtime, and minutes worked. This will also show the number of days they were present for the cycle, and the number of days they were not able to work.
    5. If there are attendance details you need to edit, simply click on the log in or log out time, and provide your changes. Click enter once you are done. All the changes you will provide in the DTR Logs will be reflected into the attendance records, and your payroll.

General

  • What is the Bell Button for in the SweldoMo Dashboard?
    • You can regularly check the bell button beside the Dashboard menu for reminders on things you might have missed in the SweldoMo system.

     

  • What holidays will I see on the SweldoMo Dashboard’s Holidays List?
    • SweldoMo will display the list of national holidays for the current year on the Holidays List. The list will be updated every year, or whenever a national holiday is announced by the national government of the Philippines. The holidays listed here, and the policy for each will be reflected on the Daily Time Records and the payroll.
  • What can I see on the SweldoMo News feature?
    • The SweldoMo News will display the updates, news, and announcements regarding the system. A pop-up box will appear when you log into your SweldoMo account if there are notifications or new updates in the system for you to try and enjoy. You can simply click the Close button once you are done reading its contents.
  • What can I see on my SweldoMo Dashboard?
    • On the Dashboard itself, you will see a birds-eye view of the system statistics the SweldoMo Account Statistics, as well as a calendar for reminder setting and notifications, the quick employee search feature, and the holidays observed in the country.

    The SweldoMo graphs will only be a display of your company’s payroll expenses for a specific year. This will include which include graphs of the company’s annual total gross and net pay, division of annual pay per department, and annual contributions to government-mandated benefits. You can set the month and year you want to see data from by setting it on the date generator found above the Account Statistics.

    The Account Statistics will display details regarding employees’ attendance, absences, overtime, and under time. This section also serves as a shortcut to certain features, particularly those in need of your approval to be included in your payroll.

    With the dashboard calendar, you can set reminders and notes for meetings and other concerns you may have. Simply click on a specific date, and provide the details for the reminder. After you are done, click on the Set Reminder button.  If there are details you want to modify, simply click on the Edit symbol under Actions. You can also delete unneeded reminders by clicking the trash icon. For saved reminders, you will be notified by the system on the day itself.

  • What are the User Logs?
    • Under the User Logs, you can see who accessed your account, and what they did while logged in. You can see the date and time the account was accessed, the name, email, and role of the user. The URL they accessed and the actions are taken.

     

    You can customize how many records can be seen on the table by clicking on the Show Records dropdown.

    You can search for a particular action or user by providing keywords on the search box found at the top of the User Logs table.

    If you want a copy of your User Logs, simply click the Download button found beside the search box.

  • Can I customize the contents on my SweldoMo Dashboard?
    • The current settings in the SweldoMo system do not support this kind of feature.

SweldoMo Settings

  • SweldoMo-Settings-Cost-Centers 05 Does my company need a cost center?
    • Cost centers are important individuals or groups that add value to a company. However, for a small to medium company whose expenses can be tracked easily, they aren’t as necessary. Cost centers are usually used by large enterprises to track their expenses for the comparison of their budget.
  • SweldoMo-Settings-Cost-Centers 04 What is a cost center?
    • Cost centers are usually groups or departments within the company that incur costs, but do not generate revenue. These can also be roles for individual employees. The cost centers are still essential for a fully-functioning business, thus, can’t be eliminated to save or cut costs. The number of cost centers in a company and the size of each will vary depending on the industry and the size of the company itself.
  • SweldoMo-Settings-Cost-Centers 03 Can I change the cost center that my employees are under?
    • Yes, changing the employee’s cost center is available in the SweldoMo system.
    • Editing Employees’ Cost Center Placement Individually
    1. To change the cost center an employee is grouped under, select the employee’s profile under the Employee List.
    2. You can either click on the Edit icon under the Actions column of the Employee List table, or simply double-click on the employee’s name to enter their profile.
    3. Under the Primary Information of the General tab, you will see the current cost center that the employee is grouped under.
    4. Click on the cost center, and a dropdown menu will appear containing the available cost centers in your company.
    5. Simply choose the new cost center that your employee will be in, and your changes will be saved.
    • Editing Multiple Employees’ Cost Center Placement
    1. To edit the cost center of multiple employees, click the Employee button on the navigation bar, then click on the Employee List.
    2. Once you see the Employee List table, choose the employees that were grouped into a different cost center, and tick the checkboxes found on the leftmost part of the Employee List table.
    3. Click on the Edit Employee button found above the Employee List table.
    4. On the Multiple Edit Employee page, look for the Employee Details section.
    5. Under the Cost Center dropdown menu, choose the new cost center for the employees you have chosen.

    Click on the Save Changes button below the page once you are done.

  • SweldoMo-Settings-Cost-Centers 02 Can my employees be placed under two different cost centers?
    • This is not applicable to the SweldoMo system. You can only place an employee under one cost center.
  • SweldoMo-Settings-Cost-Centers 01 How can I set up the cost centers for my company?
    1. To set up your company’s cost centers, click on the Cost Centers button on the Settings dropdown menu to add or edit your company cost centers.
    2. You can add cost centers by clicking on the Add New Cost Center button found below the Cost Centers list.
    3. You can edit a cost center by double clicking its cell.
    4. You can delete a cost center by clicking the trash icon under the Actions column.
  • SweldoMo-Settings-Billing-Reports 04 Can I use the billing report feature of SweldoMo?
    • The Billing Reports feature of the SweldoMo is a premium feature of the system. You can contact the SweldoMo Team for your customization requests, and the additional rates that will be needed for these.
  • SweldoMo-Settings-Billing-Reports 03 What is a billing report?
    • The billing report is the breakdown of invoices provided by a company (usually manpower agencies) to its principal.
  • SweldoMo-Settings-Billing-Reports 02 How can I generate a billing report?
    1. To generate a billing report in the system, click on Reports found on the Dashboard menu, and click on Billing Reports.
    2. Provide the needed information to generate a billing report, which are the year, payroll type, the cost centers to be included, the billing type, and the payroll cycles.
    3. Click on the Apply Filter button once the needed information has been provided.
    4. Once done, the billing report will be generated for you to use at your discretion.
  • SweldoMo-Settings-Banks-04 Can I change my employees’ affiliated banks in the middle of a payroll cycle?
    • Yes, you can change your employees’ affiliated banks. However, you need to make sure that the bank that your employees will be transferring to already has its details in the SweldoMo system upon generating the payroll for the current payroll cycle.
  • Sweldomo-Settings-Banks 03 Can I change the affiliated banks of my employees?
    • Yes, changing the employee’s banks is available in the SweldoMo system.
    • Editing Employees’ Affiliated Banks Individually
    1. To change the affiliated bank of an employee, select the employee’s profile under the Employee List.
    2. You can either click on the Edit icon under the Actions column of the Employee List table, or simply double-click on the employee’s name to enter their profile.
    3. Under the Employment Information of the Employment tab, you will see the current bank of the employee.
    4. Click on the Bank, and a dropdown menu will appear containing the available banks in your company.
    5. Simply choose the new bank that your employee will be affiliated with, and your changes will be saved.
    • Editing Multiple Employees’ Affiliated Banks
    1. To edit the banks of multiple employees, click the Employee button on the navigation bar, then click on the Employee List.
    2. Once you see the Employee List table, choose the employees that are now affiliated with a different bank, and tick the checkboxes found on the leftmost part of the Employee List table.
    3. Click on the Edit Employee button found above the Employee List table.
    4. On the Multiple Edit Employee page, look for the Employee Details section.
    5. Under the Banks dropdown menu, choose the new bank for the employees you have chosen.
    6. Click on the Save Changes button below the page once you are done.
  • SweldoMo-Settings-Banks 02 Can my employees have two different affiliated banks?
    • This is not applicable to the SweldoMo system. Your employee can only have one affiliated bank at a time.
  • How can I set up the affiliated banks for my company in the system?
    1. To set up your employees’ affiliated banks, click on the Banks button on the Settings dropdown menu to add or edit your company banks.
    2. You can add an affiliated bank by clicking on the Add New Bank button found below the Banks list.
    3. You can edit a bank by double clicking its cell.
    4. You can delete a bank by clicking the trash icon under the Actions column.
  • Sweldomo-Settings-Branches 01 How can I set up the branches for my company?
    1. To set up your company’s branches, click on the Branches button on the Settings dropdown menu to add or edit your company branches.
    2. You can add branches by clicking on the Add New Branch button found below the Branches list.
    3. You can edit a branch by double-clicking its cell.
    4. You can delete a branch by clicking the trash icon under the Actions column.
  • Sweldomo-Settings-Branches 02 Can my employees be placed under two different branches?
    • This is not applicable to the SweldoMo system. You can only place an employee under one company branch.

Company Profile Settings

  • How can I set up my Company Profile?

    The Company Profile lets you save your company’s information, and lets you manage the elements that will affect your payroll and the available documents in the system.

     

    On the Settings drop-down menu, click on Company Profile.

     

    • Company Profile Tab

    The payroll switches are for you to manage the Additionals, Deductions, and other elements in your company payroll.

    Simply click the on/off switch if you wish the elements seen in the table are to be included in your payroll.

    You can learn more about the SweldoMo Company switches on the SweldoMo Knowledge Base here: https://sweldomo.ph/knowledge-base/1-0-customizing-sweldomo-settings/

     

    • Grace Period

    The Grace Periods tab is where you can provide the number of minutes after the login time wherein employees can be late without penalty or deduction to their salary. This tab will only be available once the Late Grace Period switch is turned on the Company Switches.

    Default Grace Period

    This is where you can provide the number of minutes for the company-wide late grace period.

    Simply click on the Minutes field, and provide the number of minutes for your late grace period to add.

    Custom Grace Periods

    This table is where you can provide various late grace periods, depending on what your employees will be assigned to.

    You can late grace period entries by clicking the Add Grace Period button below the table.

    To delete an entry, simply click the trash icon under the Action table.

     

    • Overtime Rule Tab

    On this tab, you can set the minimum amount of minutes that employees have to work for overtime pay to be applied, the default number of minutes of unpaid breaks, the required minutes for allowance to take effect during overtime, and the custom overtime block that will help the system to function properly to the previous settings you have provided.

    Set the number of minutes for every function on the highlighted numbers provided.

    To edit previously set minutes, simply click on the cell, and provide the needed changes.

     

    • Leave Policies Tab

    The Leave Policies tab will help you manage company policies that are specifically for your employees’ leaves.

    Allow Half-Day Leave

    You can turn on this switch if your company allows employees to enjoy half-day leaves.

    Click on the Yes/No switch to turn the switch on or off.

    Paid Leave Availability

    This section will help you determine when your employees will be able to enjoy leave privileges. You can choose to provide paid leaves upon hiring, upon regularization, or upon their work anniversary.

    To set this leave policy, simply click on the provided field, and choose from the choices on the dropdown menu that will appear.

     

    • Signatories Tab

    The company signatories will be the persons whose names will appear in certifications and other available documents in the system. Your company must at least have one signatory.

    Provide the complete name of the signatory and their position in the company. Once done, click the Apply Changes button.

    To add more signatories, simply click the Add button below the Position cell and repeat the process.

    To delete a signatory, simply click the trash icon.

    You can also see the expiration date of your subscription to SweldoMo on the upper right part of your company profile, besides the tabs.

  • Is it allowed to not include the government IDs of my company in setting up my company profile?

    • Yes, it is allowed. However, some forms available in the system will need the government IDs of your company.

SweldoMo for HR Personnel

  • SweldoMo-for-HR-Personnel-Leave-Management 01 My employee is requesting a leave. How can I add this to the system?
    1. To add an employee’s leave into the system, click Leave on the Dashboard menu, then click on Leave Management.
    2. You can add specific leaves for certain employees by searching for the employee’s name and clicking the File a Leave icon under the Actions column.
    3. Select the Leave type they will get. Once you have chosen, the system will show how many leave credits are available for a certain employee.
    4. Provide the dates when they will be out on a leave and their reason for using the Leave Credits.
    5. Once done, click the Add Leave button.
  • SweldoMo-for-HR-Personnel-Leave-Management 02 What leave types are available in the system?
    • Mandatory government leave types are already available in the system for your employees to use. You can also add custom leave types that are available in your company.

     

  • SweldoMo-for-HR-Personnel-Leave-Management 03 How can I add company leave types for my employees to use?
    1. On the Dashboard menu, click the Leave tab. After you click it, a drop-down menu will appear. Under it, you will see Leave Types.
    2. You can add more types of leave for your employees by clicking the Add New Leave Type button above the table.
    3. Provide the Leave Type name, how many credits it gives for your employees to use, and choose whether it is convertible to cash or not, whether the leave type applies to all employees, whether it is a paid leave, and whether it can be accrued or not.
    4. Click the Save button once done.
    5. To edit your customized leave types, simply click on the Edit icon under the Actions column, and provide your changes.
    6. Click the Save button once you are done.
    7. You can delete a certain type of leave that is no longer provided by clicking the trash icon under Actions.
  • SweldoMo-for-HR-Personnel-Leave-Management 04 Where can I see the number of leave credits that my employees have already used?
    • You can see your employees’ leave records on the Leave Management table of the SweldoMo system.
    1. Click Leave on the Dashboard menu, then click on Leave Management.
    2. Click the Leave Records icon under the Actions column.
    3. Here, you will see the types of leave they used, the dates they used them, the reason for the leave request, the date when the leaves were filed, and the approval dropdown.
    4. You can edit a leave by double-clicking the cell of the leave that needs editing. Provide the needed changes, then click the Save button once you are done.
    5. To delete a leave the employee filed for or have used, simply click the trash icon under Actions.
  • SweldoMo-for-HR-Personnel-Leave-Management 05 Can I change the details of the leave that my employee has filed?
    • Yes, editing of the employees’ leave details is allowed in the SweldoMo system. To do this, follow the steps below:
    1. Click Leave on the Dashboard menu, then click on Leave Management.
    2. Click the Leave Records icon under the Actions column.
    3. Double-click on the cell of the leave that needs editing. Provide the needed changes, then click the Save button once you are done.
  • SweldoMo-for-HR-Personnel-Leave-Management 06 Can I delete the leave records of my employees?
    • Yes, you can delete your employees’ leaves. To do this, follow the steps below:
    1. Click Leave on the Dashboard menu, then click on Leave Management.
    2. Click the Leave Records icon under the Actions column.
    3. Click the trash icon under Actions to delete their leave.
  • SweldoMo-for-HR-Personnel-Leave-Management 07 How can employees request a leave?
    • If you want to take a break from work but do not have the time to approach your HR officers, you can simply open your FaceDTR app, and file for your needed leave.
    1. To do so, click on the three-dot menu at the upper right part of your screen.
    2. Click on the File for a Leave option.
    3. You will then see the previous leaves you applied for.
    4. To request for another leave, you can click on the Add Leave button found at the lower right part of your screen.
    5. Provide the dates you will be out from work.
    6. Choose a leave type you will apply for. The remaining leave credits you have for the certain leave will then appear. Make sure that the date range of your leave will fit into the remaining leave credits you have.
    7. You can provide more information regarding your reason for taking the leave on the Notes section.
    8. If you will be gone for only half the day, click on the Halfday checkbox.
    9. Click on the Submit button once you are done.
    10. The leave request will now be up for approval.
    11. Once it is approved, it will reflect on the app as well. You can continually check on its status on the app until then.
  • SweldoMo-for-HR-Personnel-Leave-Management 08 Where can I manage the employees’ leave requests?
    • Under Leave Requests, you can see all the leaves that your employees have filed for through the FaceDTR app, or the Employee Portal.
    1. Click Leave on the Dashboard menu, then click on Leave Requests.
    2. On the Leave Requests Table, you can see the employee’s name, the date that they have filed the leave, the leave type, the date coverage of the leave they requested and its corresponding number of days, the reason for the leave, the approval dropdown, and the delete button.
    3. You can change the status of your employees’ leave requests under the Approval column of the Leave Requests table.
    4. To delete a leave request, simply click the delete icon under actions.
  • SweldoMo-for-HR-Personnel-Leave-Management 09 My employees’ leaves are not showing on the payroll report. Why aren’t they credited to the current payroll?
    • To make sure that the employees’ leave credits will be shown on your payroll, review the dates that your employees have filed their leave. If the duration of the employees’ leaves do not fall under the payroll cycle that you have generated a payroll on, the leave pay will not be reflected.
  • SweldoMo-for-HR-Personnel-Leave-Management 10 Which payroll cycle will my employees’ leave pay be reflected if the duration of their leaves covers two different payroll cycles?
    • The leave pay of the employees will be reflected on the day of the leave itself. If an approved leave covers two cycles, the leave pay for these days will be distributed to the payroll cycles that the days are under.
  • SweldoMo-for-HR-Personnel-Leave-Management 11 Why is there an excess leave pay for my employees?
    • If there is an excess leave pay in your employee’s payroll, you need to check their daily rate. If there is a salary growth within the payroll cycle, it will be reflected on the employee’s leave pay as well.
  • SweldoMo-for-HR-Personnel-Leave-Management 12 Can my employees apply for a half-day leave?
    • Yes, the half-day leave is supported by the system. For you to apply for a half-day leave, open your FaceDTR app, and file for your needed leave.
    1. To do so, click on the three-dot menu at the upper right part of your screen.
    2. Click on the File for a Leave option.
    3. You will then see the previous leaves you applied for.
    4. To request for another leave, you can click on the Add Leave button found at the lower right part of your screen.
    5. Provide the dates you will be out from work.
    6. Choose a leave type you will apply for. The remaining leave credits you have for the certain leave will then appear. Make sure that the date range of your leave will fit into the remaining leave credits you have.
    7. You can provide more information regarding your reason for taking the leave on the Notes section.
    8. If you will be gone for only half the day, click on the Halfday checkbox.
    9. Click on the Submit button once you are done.
    10. The leave request will now be up for approval.
    11. Once it is approved, it will reflect on the app as well. You can continually check on its status on the app until then.
  • How can I set the shift schedule of my employees?
    • To set the shift schedules in the SweldoMo system, you need to first determine what type of shift schedule will be assigned for every employee. You can choose among these three: Regular Shift, Broken Shift, and Compressed Shift.

    After choosing a shift type, simply provide the system with the work schedule of your employees. You can follow the steps below:

    • Regular Shift
    1. Click the Shifts button on the navigation bar, and click on Regular Shift.
    2. You can add shift schedules by clicking the Add New Shift button below the table.
    3. Under the Shift column, you can label your company’s different shift schedules, depending on what hours your business is open.
    4. You can put in the hours you and your employees have to work on under the Working Hours columns. For example, if you follow the standard working hours, you can put in 8:00 am as your starting time and 5:00 pm as the end of the shift.
    5. You can also provide the time for your employees’ break under the Break Hours columns. Note that you can only set a specific time under this column if your employees need to log in and log out during their break hours. If there is no specific time in your company for employees to take their breaks, you can just provide the number of minutes they can have a break under the Break Minutes. You can only edit the Break Minutes fields if you have not provided details under the Break Hours columns
    6. After providing the time details of your employees’ shift, the system will compute the total number of working minutes of every shift, taking in consideration the break hours, if you have provided any. The total break minutes will also be computed. Both will be shown in the Break Minutes and Working Minutes columns.
    7. You can edit your shifts by simply double clicking the cell of the data you want to edit.
    • Broken Shift
    1. Click the Shifts button on the navigation bar, and click on Broken Shift.
    2. You can add shift schedules by providing the needed details in the provided fields of the Add Broken Shift tab.
    3. Add a Shift name for every schedule to avoid confusion.
    4. Provide the first time in and time out for this schedule in their respective fields. To add more time in and time out schedules for this specific schedule, click the Add button on the right side of the Time In and Time Out fields. Add as many as needed. If you want to delete a shift for this certain schedule, simply click the Delete button beside the fields.
    5. The total working minutes of a certain shift schedule will be shown under the Working Minutes column.
    6. To edit certain shift schedules, click the Edit button under the Edit column.
    7. Simply click on the field where editing is needed and click the Save Shift button after you are done.
    8. If you want to delete a shift schedule, simply click the trash button under the Edit column.
    • Compressed Shifts
    1. Click the Shifts button on the navigation bar, and click on Compressed Shift.
    2. First, you need to determine your company’s work schedule every week. If your company works five days a week, that will result into 40 working hours, and in minutes, that will be 2,400 minutes. If your company follows the six-day work week, that will result into 48 hours or 2,880 minutes.
    3. To add a compressed shift schedule, provide the needed details under the Add Compressed Shift table.
    4. Provide a shift name, and choose which days your employee or employees won’t need to work by ticking the checkboxes under the Rest Day column.
    5. Keep in mind the necessary working hours for the week when scheduling your compressed shifts. Allocate the working hours when you see them fit by providing the start and end of every shift under these columns. The total number of minutes for every shift will be shown under this column to guide you. Note that the time you will provide for the shift is what will be followed by the employees under this schedule. Log in later than the provided start of the shift will be regarded as tardiness, and log out earlier than the end of the shift will be regarded as Under Time.
    6. If your compressed shift schedule does not fall under the 40-hour or 48-hour weekly shift, you can turn off the Restrict to 40 or 48 total switch found beside the Shift Name field.
    7. To save the schedule you made, simply click the Save Shift button.
    8. On the Compressed Shift Hours Table, you can see your saved shift schedules. Under the Edit Column, you can see different buttons. The first one is the Edit button. Click this if you need to make changes to your shift schedule. Simply click on the field under the Work Hours column if you want to edit a log in or log out time. You can also change the rest day/s of your employees by ticking and unticking these checkboxes. Once you are done, simply click Save Shift.
    9. The next button is the delete button. If you have schedules you no longer need, simply click this button.
    10. Last will be the Preview button. It will let you see the shift schedule along with its log in and log out times, and its rest days.
  • SweldoMo-for-HR-Personnel-Shift-Schedule-Management 02 How can I change my employees’ shift schedules?
    • Editing Employee Shift Schedules Individually
    1. To change an employee’s shift schedule, select the employee’s profile under the Employee List.
    2. You can either click on the Edit icon under the Actions column of the Employee List table, or simply double-click on the employee’s name to enter their profile.
    3. Under the Primary Information of the General tab, you will see the current shift schedule that the employee is under.
    4. Click on the shift schedule, and a dropdown menu will appear containing the available shift schedules in your company.
    5. Simply choose the new shift schedule that your employee will be under, and your changes will be saved.
  • SweldoMo-for-HR-Personnel-Shift-Schedule-Management 03 How can I delete shift schedules from the system?
    • Regular Shifts
    1. Click the Shifts button on the navigation bar, and click on Regular Shift.
    2. Choose the shift schedule to be deleted.
    3. Click on the trash icon under the Actions column to delete the shift schedule.
    • Broken Shifts
    1. Click the Shifts button on the navigation bar, and click on Broken Shift.
    2. Choose the shift schedule to be deleted on the Broken Shift Hours table.
    3. Click on the trash icon under the Edit column to delete the shift schedule.
    • Compressed Shifts
    1. Click the Shifts button on the navigation bar, and click on Compressed Shift.
    2. Choose the shift schedule to be deleted on the Compressed Shift Hours table.
    3. Click on the trash icon under the Edit column to delete the shift schedule.
  • SweldoMo-for-HR-Personnel-Shift-Schedule-Management 04 Can I change the shift schedules of my employees in the middle of a payroll schedule?
    • Yes, you can change the shift schedules of your employees if necessary. However, it is advised that the changes on the shift schedules be made on or before the proceeding payroll cycle to avoid DTR recalculation.
  • SweldoMo-for-HR-Personnel-Shift-Schedule-Management 05 My employees’ shift schedules change every day or every week. Will that be supported by the system?

    The current settings in the SweldoMo system does not support these kinds of shift schedules. However, you can request for customizations on your SweldoMo account. You can contact the SweldoMo Team for your customization requests, and the additional rates that will be needed for these.