Overview
To enhance traceability and maintain a history of employment changes, the Employee Information > Job Information tab now requires users to add a new line for each update instead of editing existing data directly. This ensures that all employment detail changes are historically tracked and auditable.
Affected Fields
The following job-related fields must now be updated by adding a new record:
Effective Date (New Field)
Position
Location
Division
Department
Section
Note: If the employment details are already used in a posted payroll, the corresponding entry will be locked and cannot be edited or removed.
How to Access and Update Employment Information?
Click the profile icon in the upper-right corner of the page.
Select Administration.
Click the Employee Information module.
Right-click on the employee whose details you want to update.
Click the Edit icon.
Navigate to the Job Information tab.
Scroll down to view the Job Information History section.
How to Add a New Employment Record?
In the Job Information section, click Add + Button
Enter the following details:
Effective Date – the date the change takes effect
Position
Location
Division
Department
Section
Go to Employee Summary then click Save.
NOTE: Ensure the Effective Date is accurate, as it affects payroll calculations and reporting.
Save and Confirm the Changes
After clicking Save, a pop-up confirmation will appear:
➤ Click Yes to update the employee’s information.
Another pop-up will appear confirming that the employee was successfully updated:
➤ Click OK to complete the process.
Modules and Features Affected
This update affects the following modules and reports:
Reports (e.g., movement reports, employee listings)
Audit Trail (to trace employment changes)
Annualization
BIR Form 2316
Import/Export
Payroll Simulation Breakdown and related payroll views
Benefits of the Update
Keeps a historical log of job-related changes
Ensures accurate payroll processing and statutory reporting
Enhances data integrity across the system