1
Offer accepted
The applicant record becomes an employee record and the checklist is assigned from your template. Government numbers and requirements are collected from the employee portal ahead of the first day.
First day to last pay, one workflow.
WORKSPHR assigns the onboarding checklist when an offer is accepted and carries the same record through to clearance routing, final pay computation, the Certificate of Employment and BIR Form 2316. Nothing is re-entered at either end.
Built for Filipino reality.
Both ends of employment carry obligations. A missing TIN delays a payroll return; a late Certificate of Employment or final pay creates a claim. Both are administration problems before they are anything else.
When an offer is accepted, the onboarding checklist is created from your template, with tasks owned by HR, IT, the hiring manager and the new employee, and due dates set relative to the start date.
- Templates per role, department or branch
- Tasks owned by the responsible party, not solely HR
- Due dates relative to the start date
- Progress visible to everyone involved
How it works.
2
Employed and recorded
Documents are filed to the 201 file, equipment is recorded against the employee, and the record is payroll-ready rather than flagged incomplete.
3
Separation processed
Clearance routes to each department, assets are verified against issuance, final pay is previewed and approved, and the Certificate of Employment and BIR Form 2316 are generated from the record.
Both ends of employment are administration problems.
Onboarding is delayed by a task nobody owns; final pay is delayed because Finance is awaiting IT, who are awaiting the line manager, and no one can see the queue.
No re-entry at either end.
The applicant record becomes the employee record and remains the same record at separation. Name, position, salary, start date, assets issued and leave balances all carry through without transcription.
- Applicant converts to employee automatically
- Executed offer filed to the 201 file
- Assets issued at onboarding verified at clearance
- Leave balances valued from the same history
Ownership sits where the work is.
IT provisions equipment, the hiring manager prepares the team, Finance approves the final computation. The progress view identifies where delay is occurring, at both ends of the lifecycle.
- Tasks owned per role rather than solely by HR
- Clearance sign-off recorded per department
- Outstanding items visible to all parties
- Bottleneck identifiable while it remains material
Final pay computed by the payroll engine.
Last salary, pro-rated 13th month pay, convertible leave and tax adjustment are computed by the engine that processed every prior cycle, so the final payslip reconciles to the register.
- Pro-rated 13th month pay per PD 851
- Convertible leave at the employee's current rate
- Outstanding loan balances settled
- Total previewed before release is approved
Documents generated, not transcribed.
The Certificate of Employment and BIR Form 2316 are produced from the employee's own data, which removes the transcription error associated with completing a template, and both are retained in the 201 file.
- COE generated from the record
- BIR Form 2316 for the year to date
- Released to the departing employee
- Copies retained for the retention period
The scope of electronic signature.
Electronic signature within WORKSPHR applies to job offers. Onboarding contracts and company policies are issued for acknowledgement with a receipt recorded, which is a distinct mechanism.
- Electronic signature on offer letters
- Acknowledgement receipts on policies and contracts
- Contracts filed to the 201 file
- No electronic signature on onboarding documents
Exit data that outlasts the exit.
The exit interview is recorded within the workflow rather than pursued afterwards, and separation reasons are aggregated into attrition reporting by department and tenure.
- Exit interview captured in the workflow
- Separation type and reason recorded
- Aggregated by department and tenure
Onboarding, clearance, final pay computation, the Certificate of Employment and BIR Form 2316 run as one workflow on one record.
When does onboarding begin?
When an offer is accepted. The applicant record becomes an employee record and the checklist is assigned from your template, with tasks owned by HR, IT, the hiring manager and the new employee.Can new employees submit documents before their first day?
Yes. Government numbers, ID copies, NBI clearance and medical certificates are submitted through the employee portal from a mobile device, so the file is complete before they arrive.Are onboarding contracts signed electronically?
No. Electronic signature applies to job offers. Onboarding contracts and policies are issued for acknowledgement with a receipt recorded against the employee, which is a distinct mechanism.What does final pay include?
Last salary for the partial period, pro-rated 13th month pay per PD 851, convertible leave valued at the current rate, settlement of outstanding loan balances, and a tax adjustment for the year to date. The complete last pay figure is previewed before approval.Are the Certificate of Employment and BIR Form 2316 generated?
Yes, both from the employee's own record rather than a template, released to the departing employee with copies retained in the 201 file.How does clearance routing work?
Clearance is directed to each department required to sign off, with outstanding items visible to all parties and blocking completion. Assets are verified against what was issued at onboarding.When must final pay and the Certificate of Employment be released?
Philippine practice and DOLE guidance set expectations for both, and they differ from one another. We would rather direct you to your own counsel on the current requirement than restate a figure.
Process a real hire and a real separation.
Arrange a 30-minute session with our Pampanga-based team. We will run both ends of the lifecycle against your own checklist and policy.