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Task 1: Timekeeping

Employee (Sales- Branch)

Time in
1. Manually logs in Time Card to the machine
a. The supervisor approves the time in of the employee assigned in the branch.
b. The supervisor encodes the information form time card to the system.
c. The system automatically records the time out and updates the Employee
Time Record Transaction File and Payroll Master File
Time out
2. Manually logs out Time Card to the machine
a. The supervisor approves the time out of the employee assigned in the
branch.
b. The supervisor encodes encodes the information form time card to the
system.
c. The system automatically records the time out and updates the Employee
Time Record Transaction File and Payroll Master File

Employee (Administration)
Time in
3. Scans thumb or enters a four-digit pin code using the biometric fingerprint on the
Daily Time Record System for time in
d. The system automatically records the time in and updates the Employee
Time Record Transaction File and Payroll Master File
Time out
4. Scans thumb or enters a four-digit pin code using the biometric fingerprint on the
Daily Time Record System for time out
d. The system automatically records the time out and updates the Employee
Time Record Transaction File and Payroll Master File

Task 2 : Leave Authorization


Employee
1. Acquires Leave Request Slip (LRS) from the Human Resource Manager
2. Fills out the LRS in two (2) copies
3. Sends the two (2) copies to the Payroll Clerk
Finance Department
Payroll Clerk
4. Receives the two (2) LRS from the employee
5. Checks the remaining leave credits available to requesting employee
a. The system automatically looks up the Employee Master File
If LRS is denied
6. Marks the LRS as “Denied” and indicates the reason and the leave credit data
7. Sends one copy to the employee and files the other
If LRS is approved
8. Signs the two (2) copies of LRS as endorsed
9. Sends both copies to the Human Resource Manager
Human Resource Department
Human Resource Manager
10. Receives and reviews the two (2) endorsed copies of LRS

If LRS is approved
11. Signs the two (2) LRS for approval
12. Notifies the employee about the approved leave request
13. Sends one copy to the Payroll Clerk and files the other
Finance Department
Payroll Clerk
14. Receives one copy of the LRS from the Human Resource Manager
15. Encodes leave credit data into the system
a. The system automatically updates the Employee Master File
16. Files the LRS
If LRS is denied
Human Resource Department
Human Resource Manager
17. Marks LRS as “Denied” and indicates the reason of disapproval
18. Returns one copy to the employee as Denied Leave Request Slip
19. Files the other copy
Employee
20. Receives the Denied Leave Request Slip

Task 3: Cash Advances


Employee
21. Acquires Cash Advance Slip (2) copies from the Supervisor.
22. Fills out the LRS in two (2) copies
23. Sends the two (2) copies to the Payroll Clerk
Finance Department
Payroll Clerk
24. Receives the two (2) CAS from the employee
25. Checks the payroll status of the employee
b. The system automatically looks up the Employee Master File
If CAS is denied
26. Marks the CAS as “Denied” and indicates the reason and the amount of advances
already consumed
27. Sends one copy to the employee and files the other
If CAS is approved
28. Signs the two (2) copies of CAS as endorsed
29. Sends both copies to the Finance Manager/ Treasurer
Finance Manager/ Treasurer
30. Receives and reviews the two (2) endorsed copies of CAS
If CAS is approved
31. Signs the two (2) CAS for approval
32. Notifies the employee about the approved cash advances
33. Sends one copy to the Payroll Clerk and files the other
Finance Department
Payroll Clerk
34. Receives one copy of the CAS from the Finance Manager
35. Encodes cash advances data into the system
b. The system automatically updates the Employee Master File
36. Files the CAS
If CAS is denied
Finance Manager
37. Marks CAS as “Denied” and indicates the reason of disapproval
38. Returns one copy to the employee as Denied Cash Advances Slip
39. Files the other copy
Employee
40. Receives the Denied Cash Advances Slip
Task 4: Processing and Remittance of Mandatory Benefits
Finance Department
Payroll Clerk
1. Fills up appropriate forms (SSS-RS5 Social Security System Member Contributions
Payment Return; PAG-IBIG- Member’s Contribution Remittance Form (MCRF);
PhilHealth- RF-1 Employer’s Remittance Report; Withholding Tax- BIR Form 1601-
C Monthly Remittance return of Income Taxes Withheld on Compensation and
copy of list of Minimum Wage Earners)
2. Sends the forms to the Finance Manager for approval
Finance Manager
3. Receives and reviews the forms from the Payroll Clerk
4. Signs the forms for approval
5. Sends the approved forms to the Payroll Clerk
Payroll Clerk
6. Receives the forms from the Finance Manager
7. Encodes details into the system and creates a Request for Payment
a. The system automatically updates Request for Payment Scratch File
b. The system automatically notifies the Treasurer of the Request for Payment
Scratch File
8. Forwards the forms to the Treasurer

Treasurer
9. Receives notification from the system of the Request for Payment Scratch File
10. Receives the approved forms from the Payroll Clerk
11. Reviews details of Request for Payment Scratch File if it matches with the forms
a. The system automatically looks up the Request for Payment Scratch File
If details do not match
12. Ticks the status on the Request for Payment Scratch File to “Disapprove” through
the system
a. The system automatically closes the Request for Payment Scratch File
b. The system automatically notifies the Payroll Clerk of the rejected request
If details match
13. Ticks the status on the Request for Payment Scratch File to “Approve” through
the system
a. The system automatically closes the Request for Payment Scratch File
b. The system automatically creates Request for Payment Transaction File
c. The system automatically notifies the Payroll Clerk of the approved request
14. Sends approved forms to the Payroll Clerk
Payroll Clerk
15. Receives notification from the system and receives the approved forms from the
Treasurer
16. Generates Check Voucher through the system
a. The system automatically creates the Voucher Transaction File (based on
approved RFP)
b. The system automatically notifies the Controller of the Voucher Transaction
File
17. Sends the forms to the Finance Manager
Finance Manager
18. Receives the forms from the Payroll Clerk
19. Receives notification of the Voucher Transaction File through the system
20. Confirms and reviews the details encoded in the Voucher Transaction File
a. The system automatically looks up the Voucher Transaction File and Request
for Payment Transaction File
If Voucher is not approved
21. Denies the Check Voucher through the system
a. The system automatically updates the Voucher Transaction File
If Voucher is Approved
22. Approves the Check Voucher through the system
a. The system automatically creates/updates Voucher Transaction File
b. The system automatically notifies the Payroll Clerk of the verified Voucher in
the related Voucher Transaction File
c. The system automatically creates/updates Check Voucher Register
23. Sends approved forms to the Payroll Clerk
Payroll Clerk
24. Receives the approved forms
25. Receives notification and retrieves information from the system
a. The system automatically looks up the Voucher Transaction File
d. The system prints two (2) hard copies of the corresponding Check Voucher
from the Voucher Transaction File
26. Forwards the forms and Check Vouchers to the Finance Manager
Finance Manager
27. Receives the forms and Check Vouchers
28. Reviews and signs the Check Vouchers
29. Forwards the forms and signed Check Vouchers to the Cash Disbursement Officer
Cash Disbursement Officer
30. Receives the forms and signed Check Vouchers
31. Prepares the Check and attaches the signed Check Vouchers
32. Encodes check details into the system
a. The system automatically creates/updates the Check Register
33. Forwards the Check and Check Vouchers to the Finance Manager

Finance Manager
34. Receives the Check and Check Vouchers
35. Reviews and signs the Check for verification
36. Forwards the Check and Check Vouchers to the Treasurer for authorization
Treasurer
37. Receives the Check and Check Vouchers from the Finance Manager
38. Signs and sends the Check and Check Vouchers to the Cash Disbursement Officer
Cash Disbursement Officer
39. Receives signed and approved Check and Check Vouchers from the Treasurer
40. Goes to a Government Bank that accepts appropriate remittances
41. Gives the signed Check to the Government Bank together with the filled up forms.
42. Obtains bank representative’s signature on the detached Check Voucher
43. Acquires transaction slip from the bank
44. Files one copy of the Check Voucher and sends the other copy to the Payroll Clerk
together with the Transaction Slip
Payroll Clerk
45. Receives Check Voucher and Transaction Slip from the Cash Disbursement Officer
46. Encodes transaction details to update check status in the check register
a. System automatically updates the Check Voucher Register, Salaries Payable
Master File and Cash and Cash Equivalents Master File, Payroll Master File,
Voucher Transaction File, Cash Disbursements Transaction File and Employee
Master File.
47. Files the Transaction Slip and Check Voucher

Task 5: Establishment of Payroll Fund


Finance Department
Cashier
1. Prepares a Payroll Fund Request through the system
a. The system automatically creates a Payroll Fund Request Scratch File
b. The system automatically notifies the Treasurer of the request
Treasurer
2. Receives notification from the system
3. Reviews if the amount requested is within the Payroll fund threshold established
by the company
a. The system automatically looks up the Budget Master File
If the amount requested is outside the Payroll Fund
4. Ticks the status on the Payroll Fund Request Scratch File to “Disapprove” through
the system
a. The system automatically closes the Payroll Fund Request Scratch File and
notifies the Cashier of the rejected request
If the amount requested is within the Payroll Fund
5. Ticks the status on the Payroll Fund Request Scratch File to “Approve” through
the system
a. The system automatically closes the Payroll Fund Request Scratch File
b. The system automatically creates Payroll Fund Request Transaction File
c. The system automatically notifies the Payroll Clerk of the approval of the
Payroll Fund Request
Payroll Clerk
6. Receives notification from the system
7. Generates Check Voucher through the system
a. The system automatically creates the Voucher Transaction File (based on the
approved PFR)
b. The system automatically notifies the Finance Manager of the Voucher
Transaction File
Finance Manager
8. Receives notification from the system
9. Reviews and confirms the details encoded in the Voucher Transaction File
a. The system automatically looks up the Voucher Transaction File
If Voucher is Approved
10. Approves the Check Voucher through the system
a. The system automatically creates/updates Voucher Transaction File
b. The system automatically notifies the Payroll Clerk of the verified Voucher in
the related Voucher Transaction File
c. The system automatically creates/updates Check Voucher Register
Payroll Clerk
11. Receives notification and retrieves information from the system
a. The system automatically looks up the Voucher Transaction File
b. The system prints two (2) hard copies of the corresponding Check Voucher
from the Voucher Transaction File
12. Forwards the two (2) copies of the Check Vouchers to the Finance Manager
Finance Manager
13. Receives, reviews, and signs the Check Vouchers
14. Sends the signed Check Vouchers to the Cash Disbursement Officer
Cash Disbursement Officer
15. Receives the signed Check Vouchers
16. Prepares the Check and attaches the signed Check Vouchers
17. Encodes check details into the system
a. The system automatically creates/updates the Check Register
18. Forwards the Check and Check Vouchers to the Finance Manager
Finance Manager
19. Receives the Check and Check Vouchers
20. Reviews and signs the Check for verification
21. Forwards the Check and Check Vouchers to the Treasurer
Treasurer
22. Receives the Check and Check Vouchers
23. Reviews and signs the Check
24. Forwards the Check and Check Vouchers to the Cash Disbursement Officer

Cash Disbursement Officer


25. Receives the signed and approved Check and Check Vouchers from the Treasurer
26. Obtains Cashier’s signature on the Check Vouchers
27. Sends the Check to the Cashier
28. Sends one (1) copy of the Check Vouchers to the Payroll Clerk and files the other
Cashier
29. Receives Check from the Cash Disbursement Officer
30. Encashes the Check
31. Creates Payroll Fund Log through the system
a. The system automatically creates Payroll Fund Log
Payroll Clerk
32. Receives the Check Voucher from Cash Disbursement Officer
33. Encodes establishment of Payroll fund
b. The system automatically creates/updates Payroll Fund Master file, Cash
Disbursements Transaction file, Cash and Cash Equivalents Master file and
Check Register
34. Files the Check Voucher

Task 6: Generation and Disbursement of Payroll


Finance Department
Payroll Clerk
1. Runs the system for payroll computation
a. The system automatically computes for the payroll based on the Employee
Time Record File and Employee Master File
b. The system automatically updates the Payroll Master File, Salaries Payable
Master File, employees’ and employers’ share on SSS, Pag-ibig, PhilHealth
contributions, and withholding tax payable
c. The system prints one (1) hard copy of the Payroll Sheet and one (1) hard
copy of the Summary of Approved and Used Cash Advances, Monetized
Leaves, Absences and Benefits Report
2. Sends the Payroll Sheet and Summary Report to the Human Resource Manager
Human Resource Department
Human Resource Manager
3. Receives Payroll Sheet and Summary of Approved and Used Cash Advances,
Monetized Leaves, Absences and Benefits from the Payroll Clerk
4. Reviews Payroll Sheet and other supporting documents
a. The system automatically looks up the Payroll Master File
5. Endorses the Payroll Sheet and Summary of Approved and Used Cash Advances,
Monetized Leaves, Absences and Benefits to the Controller

Finance Department
Controller
6. Receives the endorsed Payroll Sheet and Summary of Approved and Used
Overtimes, Monetized Leaves, Absences and Benefits from the Human Resource
Manager
7. Reviews Payroll Sheet and other supporting documents
a. The system automatically looks up the Payroll Master File
8. Signs the Payroll Sheet as verified
9. Sends verified Payroll Sheet and supporting documents to the Payroll Clerk
Payroll Clerk
10. Receives Payroll Sheet and Summary of Approved and Used Overtimes,
Monetized Leaves, Absences and Benefits from the Controller
11. Fills out the Payroll Fund Voucher Slip (PFVS)
12. Forwards the PFVS, Payroll Sheet and Summary of Approved and Used
Overtimes, Monetized Leaves, Absences and Benefits to the Human Resource
Manager
Human Resource Department
Human Resource Manager
13. Receives the PFVS, Payroll Sheet and Summary of Approved and Used Cash
Advances, Monetized Leaves, Absences and Benefits from the Payroll Clerk
14. Reviews and signs PFVS

15. Forwards signed PFVS and Payroll Sheet to the Cashier


16. Files the Summary of Approved and Used Cash Advances, Monetized Leaves,
Absences and Benefits
Finance Department
Cashier
17. Receives signed PFVS, Summary of Approved and Used Cash Advances,
Monetized Leaves, Absences and Benefits and payroll sheet from the Human
Resource Department
18. Reviews the correctness of the PFVS and its appropriate signatories and
compares the details with the payroll sheet
19. Distributes cash to employees every 15th and last day of the month
20. Secures signature of each employee upon release of cash
21. Encodes the release details
a. The system automatically updates the Payroll Fund Master file
22. Files a copy of the PFVS and Payroll Sheet
Task 7: Replenishment of Payroll Fund
Finance Department
Cashier
1. Reviews the current Payroll fund balance if it has reached the amount limit set by
management for replenishment.
a. The system automatically looks up the Payroll Fund Master file
2. Fills out Payroll Fund Replenishment Request (PFRR) using the system
a. The system automatically updates the Payroll Fund Replenishment Request
Scratch File
b. The system automatically notifies the Treasurer of the request
Treasurer
3. Receives notification from the system
4. Reviews if the amount requested is within the Payroll fund threshold established
by the company
b. The system automatically looks up the Budget Master File
If the amount requested is outside the Payroll Fund
5. Ticks the status on the Payroll Fund Replenishment Request Scratch File to
“Disapprove” through the system
b. The system automatically closes the Payroll Fund Replenishment Request
Scratch File and notifies the Cashier of the rejected request
If the amount requested is within the Payroll Fund
6. Ticks the status on the Payroll Fund Replenishment Request Scratch File to
“Approve” through the system
d. The system automatically closes the Payroll Fund Replenishment Request
Scratch File
e. The system automatically creates Payroll Fund Replenishment Request
Transaction File
f. The system automatically notifies the Payroll Clerk of the approval of the
Payroll Fund Replenishment Request
Payroll Clerk
7. Receives notification from the system
8. Generates Check Voucher through the system
c. The system automatically creates the Voucher Transaction File (based on the
approved PFR)
d. The system automatically notifies the Controller of the Voucher Transaction
File
Controller
9. Receives notification from the system
10. Reviews and confirms the details encoded in the Voucher Transaction File
b. The system automatically looks up the Voucher Transaction File
If Voucher is Approved
11. Approves the Check Voucher through the system
d. The system automatically creates/updates Voucher Transaction File
e. The system automatically notifies the Payroll Clerk of the verified Voucher in
the related Voucher Transaction File
f. The system automatically creates/updates Check Voucher Register
Payroll Clerk
12. Receives notification and retrieves information from the system
c. The system automatically looks up the Voucher Transaction File
d. The system prints two (2) hard copies of the corresponding Check Voucher
from the Voucher Transaction File
13. Forwards the two (2) copies of the Check Vouchers to the Controller
Controller
14. Receives, reviews, and signs the Check Vouchers
15. Sends the signed Check Vouchers to the Cash Disbursement Officer
Cash Disbursement Officer
16. Receives the signed Check Vouchers
17. Prepares the Check and attaches the signed Check Vouchers
18. Encodes check details into the system
a. The system automatically creates/updates the Check Register
19. Forwards the Check and Check Vouchers to the Controller
Controller
20. Receives the Check and Check Vouchers
21. Reviews and signs the Check for verification
22. Forwards the Check and Check Vouchers to the Treasurer
Treasurer
23. Receives the Check and Check Vouchers
24. Reviews and signs the Check
25. Forwards the Check and Check Vouchers to the Cash Disbursement Officer
Cash Disbursement Officer
26. Receives the signed and approved Check and Check Vouchers from the Treasurer
27. Obtains Cashier’s signature on the Check Vouchers
28. Sends the Check to the Cashier
29. Sends one (1) copy of the Check Vouchers to the Payroll Clerk and files the other
Cashier
30. Receives Check from the Cash Disbursement Officer
31. Encashes the Check
32. Updates Payroll Fund Log through the system
a. The system automatically updates the Payroll Fund Log
Payroll Clerk
33. Receives the Check Voucher from the Cash Disbursement Officer
34. Encodes details of payment
a. The system automatically updates Payroll Fund Master file, Cash
Disbursements Transaction file, Cash and Cash Equivalents Master file and
Voucher Transaction File
35. Files the Check Voucher