02 TIMEKEEPING POLICIES AND HOW TO NAVIGATE HRIS (1)

[Audio] Welcome! To the New Employee Onboarding Orientation. This is to help new employees to integrate into the organization smoothly and also understand the company culture, role expectations, and responsibilities ensuring alignment with the organization's values..

[Audio] But before we proceed to the actual discussion. Here are some of the ground rules that needs to be observed; Put cellular phones in silent mode,to avoid any external noises. Listen attentively and make sure to follow instructions. Be proactive in formulating relevant questions. Lastly, be punctual, as your orientation will be considered part of your working hours..

[Audio] These are the following topics that we will be discussing: The company background, the vision, mission, and core values. Timekeeping policies and the navigation of HRIS. Company In-house Benefits and Insurances. The Guidelines for Travel and Fleet. Office tour for in-person onboarding orientation..

[Audio] The Guidelines for Performance Appraisal. The Office Communication Tool Guideline which is Google Workspace. The Metro Manner. Policies on Training and the Employee Engagement Programs. And most importantly, Company Code of Conduct..

[Audio] Hello everyone! Today, we'll be discussing our Timekeeping policies and how to effectively navigate the HRIS (Human Resource Information System)..

[Audio] In this discussion, we will cover an overview of HRIS Version 3, review important timekeeping policies, and guide you on how to navigate HRIS Version 3 effectively..

[Audio] A Self-Service Portal is a digital platform that enables employees and managers to independently access and manage HR-related tasks and data without relying on HR personnel. This enhances efficiency, reduces administrative workload, and promotes transparency within an organization. Self-service portal in HRIS are typically divided into two categories –the Employee Self-Service which all employees have the access and the Managerial Self - Service in which only managers and supervisors has the access to. By reducing paperwork and automating tasks, both Employee and Managerial Self-Service enhance efficiency, improve transparency, and boost overall workforce productivity..

[Audio] HRIS Version 3 is an advanced Human Resource Information System (HRIS) designed to improve efficiency by allowing employees and managers to handle HR tasks independently through a Self-Service Portal. The Employee Self-Service (ESS) feature enables employees to manage their work-related tasks without relying on HR. They can access their time records, apply for overtime, request shift changes, and manage leave applications. Additionally, employees can view their payslips and employment records, ensuring easy access to payroll and job-related information. The Managerial Self-Service (MSS) feature allows supervisors and managers to approve or disapprove employee transactions, such as shift changes, leave requests, and overtime applications. This gives managers greater control over team management while reducing delays in HR processes..

[Audio] Change Shift and Change Day-Off Policy Employees may request a change in their work shift or rest day under specific circumstances. These requests must be based on valid reasons to ensure proper workforce scheduling and operational efficiency. Valid Reasons for Changing Shift or Rest Day: Assigned to a different work location with a different shift schedule. Worked a night shift the previous day, requiring adjustment for proper rest. Rendered duty on a scheduled rest day, necessitating a compensatory day off. Delayed or absent due to unexpected circumstances such as heavy rains, floods, or other calamity-related events..

[Audio] Personal reasons are strictly NOT allowed. Requests must be submitted at least two days before or on the same day of the requested change. The immediate superior is responsible for approving or denying the request..

[Audio] All employees are required to follow the designated timekeeping system for lunch breaks: Rank-and-file employees must complete four (4) swipes (in/out for work and in/out for lunch). Managerial-level employees are only required to have two (2) swipes (in and out for work). Employees are allotted one (1) hour for lunch, but they must take a minimum lunch break of thirty (30) minutes. For an 8:00 AM – 6:00 PM shift, lunch break starts at 12:00 NN, with employees expected to return by 12:30 PM at the earliest. For a 7:00 AM – 5:00 PM shift, lunch break begins at 11:00 AM, and employees must be back by 11:30 AM at the earliest..

[Audio] Valid reasons for missing a swipe or being late during lunch include store visits, fieldwork/canvassing, lunch meetings, and business-related meetings outside the company premises. Any requests to correct time entries (DTR corrections) must be submitted daily within the same cut-off period as the incorrect entry..

[Audio] When employees work extra hours beyond their normal shift these are the policies that needs to be observed. All overtime must be pre-approved by the immediate supervisor. Overtime requests should be filed within five (5) days after the overtime has been worked. If an employee works more than six (6) hours of overtime, they must take a one (1) hour meal break. The minimum overtime is one (1) hour, and additional overtime will be paid in 30-minute increments. If the employee's time out is 11:15 PM, only up to 11:00 PM will be paid. Overtime begins one hour after the regular shift ends. For example, if the regular shift is from 7:00 AM – 5:00 PM, overtime starts at 6:00 PM. The maximum overtime allowed for any employee is 22 hours per day..

[Audio] An official business policy outlines the rules for employees when they need to leave their regular work location for business-related activities. It defines what qualifies as "official business" and the process for requesting approval. These are the valid reasons that an employee can file for official business: Activities like store visits, fieldwork, lunch meetings, or other business-related meetings outside the company premises. Employees must submit a request for official business within the designated time frame, such as within the cut-off period of the official business schedule. The request then needs to be approved by the appropriate authority, like a supervisor or manager, to ensure it is authorized and properly tracked..

[Audio] If in any case that an employee is on long business travel, HR authorized personnel, such as the timekeeper or HRLO, can file on behalf of an employee but only if there is an approved request from the employee's immediate superior..

[Audio] This slide outlines the rules and procedures for employees to request and take leave from work. It covers the types of leave such as vacation leave and sick leave. Vacation Leave is paid time off for personal reasons like traveling or relaxing, usually planned in advance. Sick Leave is paid or unpaid time off when you're sick or injured, allowing you to recover without losing income. Each regular employee is entitled to 20 leave credits annually (10 for sick leave and 10 for vacation leave), which are paid. These leave credits are pro-rated based on the employee's length of service during the year. Probationary employees are also allowed to file for leave, but it will be without pay. Employees cannot request leave without pay if they still have available leave credits. They also cannot file for leave on rest days, holidays, or suspended workdays. For vacation leave (VL), employees must submit the request at least two days in advance. For sick leave, it should be filed within two days after the employee returns to work. If an employee is on sick leave for two or more days, they are required to present a medical certificate when they return to work to verify the illness..

[Audio] Change Shift: The request to change a shift should be submitted by the employee either 2 days before the shift change or on the day itself. The employee is responsible for filing this request, and it must be approved by the immediate superior, who is the employee's direct manager. Change Rest Day: Similar to the change shift request, a change in rest day must be filed by the employee 2 days before or on the day of the requested change. The immediate superior is the one who approves or rejects the request. Overtime: For overtime requests, the employee has up to 2 days after the overtime date to submit the request, but it must be within the payroll cut-off period. As with the other requests, the immediate superior is the approver of the overtime request..

[Audio] DTR Correction: The request for DTR (Daily Time Record) correction should be submitted daily by the employee. The request must be approved by both the immediate superior and the HRLO/Timekeeper. Official Business: For official business, the employee must file the request within 2 days after the date of the official business. The approvers are the immediate superior and the HRLO/Timekeeper. Vacation Leave: Vacation leave requests should be filed 2 days before the actual leave by the employee. The request needs approval from the immediate superior..

[Audio] Sick Leave: The employee must file the sick leave request within 2 days from the time they report back to the office. The request is then approved by the immediate superior..

[Audio] To log in to your HRIS, first visit the HRIS URL. Enter your username in the format LASTNAME.FIRSTNAME and then type P1234 as your password, which is the default for all users. After entering your credentials, click the Login button. Once logged in, be sure to change your password for security purposes..

[Audio] To change your password, first log in to your HRIS. Once you're on the home page, click the settings icon. A prompt will appear with options to "Change Password" and "Log Out." Select "Change Password", then enter your new password. After entering the new password, click "Save" to confirm the change. Your password is now successfully updated..

[Audio] Now, let us proceed to the step-by-step process of the request under employee self-service..

[Audio] After logging into the HRIS portal, click the drop-down icon for the Self-Service Portal. Next, select the drop-down for Employee Self-Service. A pop-up box will then appear, displaying various options, including your Employee Profile, DTR, Payslip Report, Rawlog Report, DTR Correction, Leave, and other request features you may need to access or apply for..

[Audio] To view your attendance, log in to your HRIS account and click the drop-down menu for the Self-Service Portal. Then, select the drop-down option for Employee Self-Service. In the prompt box, the "Daily Time Record" (DTR) will appear as the first option. Click on it to access and review your attendance details..

[Audio] The second option to view your attendance is through the Rawlog Report, which provides the exact timestamps of your four daily punches. This report is updated daily, meaning today's punches will be available for viewing tomorrow. To access it, go to the Employee Self-Service Portal drop-down menu and click on Rawlog. You will be directed to the Employee Raw Log page, where you can enter the specific date you wish to review. Click Generate, and your time punches will be displayed below the generate option. If the data is difficult to read, you can export it into a file format such as Word or PDF by clicking the print icon and selecting your preferred format..

[Audio] If you forgot to punch in or your punches were not captured, you need to request a CCTV Form from the Timekeeper. Proceed to the CCTV Room and ask them to review the footage. The CCTV personnel will verify your missing punch, record the correct time, and note the reason for the discrepancy. Once done, return to the Timekeeper and request a Time Entry Editing Form. Fill out the form and file it in the HRIS by clicking Employee Self-Service, then selecting DTR Correction Request. You will be redirected to the DTR Correction page, where you need to click Add to open the request form. Enter the required details based on the CCTV Form, provide the reason for the correction, and click Create. If you need to delete a request due to an error, simply select the checkbox next to the date you want to remove and click Delete..

[Audio] To file a Change Rest Day request, go to your Home Page and click on the Self-Service Portal, then select Employee Self-Service and click Change Rest Day. Click Add, then enter the necessary details, including the start date, end date, new rest day 1, and new rest day 2. Make sure to provide a valid reason for the change. Once completed, click Create to submit your request. If your request has not been approved yet, you still have the option to delete or cancel it..

[Audio] To file a Change Shift request, go to the Employee Self-Service Portal and click Change Shift Application. You will be redirected to the Change Shift page, where you need to click Add and enter the start date, end date, and new shift details. Be extra cautious when selecting your new shift, as some shifts may have similar times but different codes (CO/SO). SO (Store Operations) is for store employees, while CO is for office employees, so make sure to select the correct one. Provide a valid reason for the shift change, then click Create to submit your request. Your immediate head will be the sole approver for this request..

[Audio] Here are the Change Shift Codes: CO for Corporate Office, SO for Store, PT2S for Part-Time Staff, MGRS for Corporate Managers, and SMRGS for Store Managers..

[Audio] To modify a Change Shift or Change Rest Day request, simply click on the date of the request you want to edit. You will then be able to make the necessary changes. Be sure to click Save to ensure your modifications are saved. Please note that only requests that have not yet been approved can be modified..

[Audio] To file a leave request, go to the Employee Self-Service Portal and click on Leave Application..

[Audio] To file a full-day leave request, go to the Employee Self-Service Portal and click on Leave Application. Then, click Add and select the type of leave you are requesting, such as Sick Leave, Vacation Leave, Maternity Leave, Emergency Leave, etc. If you do not have leave credits, be sure to choose Leave Without Pay. Enter the start date, end date, and provide a reason for your leave. Once all the details are filled out, click Create to submit your request..

[Audio] To file a half-day leave request, go to the Leave Application page and select the type of leave you are requesting. Then, choose the Half Day option to indicate that your leave is for half a day only. Fill in the start date and provide the reason for your leave. Once everything is completed, click Create to submit your request..

[Audio] To file an overtime request, go to the Overtime Application page and click Add. Fill in the required details, including the branch—use Corporate Office if you are from the corporate office, and select the appropriate store name if you are from a store. Enter the date of the overtime and specify the start time and end time. Please note that overtime hours will begin one hour after your regular shift. Don't forget to provide a reason for the overtime. Once all the details are filled out, click Create to submit your request..

[Audio] Now that we've covered the Employee Self-Service, let's move on to Managerial Self-Service. Access to this section is granted to managers..

[Audio] To access the Managerial Self-Service, simply click the drop-down menu under the Self-Service Portal and select Managerial Self-Service..

[Audio] For Managers or Immediate Heads, to approve a request, go to the Self-Service Portal and click on Managerial Self-Service. A prompt will appear with options like Change Rest Day Approval, Change Shift Approval, DTR Correction Approval, and others. Select any of these options, and you'll be directed to the approval page. Ensure you choose METRO RETAIL STORES GROUP, INC. for the Company, select the correct month of the request date, and update the Year. Once on the approval page, review the requests for the selected month and click on the request under the For Approval column. To approve, tick the box beside the date applied and click Approve, then confirm your approval by clicking Confirm when prompted. You also have the option to disapprove the request if needed. You can also mass approve requests by selecting the checkboxes next to the requests you want to approve, then click Approve and confirm your action by clicking Confirm..

[Audio] If you need to disapprove a request, follow these steps: Go to Managerial Self-Service and select the type of request. Enter the Company and Month, and you'll be directed to the request page. Tick the checkbox next to the request you want to disapprove, then click Disapprove. A prompt will appear asking for remarks—provide the reason for the disapproval and click Save to complete the process..

[Audio] The new HRIS Version 3 Filing Schedule Guidelines must be strictly adhered to. Failure to punch in and out, including during lunch breaks, for three consecutive payroll cut-off periods may lead to a half-day deduction. It is essential to complete approvals regularly at each payroll cut-off. HRIS Version 2 will remain accessible until May 20, 2021, but pay slips for the May 30 payroll will still be viewable. HRIS Version 3 will be fully implemented starting on May 21, 2021. For HR: HR who has Admin Access Should strictly follow the submission policy and should NOT use the Admin Capability in filling for Personal use..