Government and bank numbers

Each employee needs a TIN, SSS, PhilHealth and Pag-IBIG number, and usually a payroll bank account. This guide shows how to enter them, what to do when a number isn't available yet, how Sahora catches duplicates and who can see the full numbers.

Enter or replace government numbers

1. Open Employees, choose the employee and go to IDs, bank and documents.
2. On the Government and bank numbers card, type the number in the first box. The dashes are added for you.
3. Type the same number again in the second box ("Type it again to confirm"). You can't paste into the second box, so the number is typed twice.
4. Click Save government numbers. You see "Government numbers saved (encrypted)."

Leave a box blank to keep the number already on file. The numbers Sahora accepts:

If the two entries differ, the screen says "The two entries don't match." Type the number again in both boxes.

Enter the bank account

1. On the same card, choose the Bank. If the bank isn't on the list, choose Other and type the Bank name (if Other).
2. Choose the Account type and type the Account name (as registered with the bank).
3. Type the Account number twice.
4. Click Save bank account.

Each employee has one payroll account. A new account number replaces the old one. To change only the bank, account type or name, leave the account number blank.

When a number isn't available yet

A payroll can't be submitted while an employee in it has no TIN, SSS, PhilHealth or Pag-IBIG number on file. If the employee doesn't have one yet:

1. Under the missing number, switch on Not available yet.
2. Click Save government numbers.

You can also click Mark not available yet beside the employee on the payroll page. Payroll then goes ahead: the employee's pay is flagged for the approver, the employee is reminded in the portal, and the Employees page lists them. The mark clears itself once you enter the number.

Duplicates

• Government numbers can't repeat within your company. Sahora refuses the save with, for example, "This TIN is already recorded for another employee in this company." Check both records; one of them was typed wrong.
• Bank accounts may be shared (a family account, for example), so Sahora saves them but warns you. The Employees page says "The same bank account is on file for more than one employee", the employee's card names the other employee, and payrolls flag it until it is fixed.

Who sees the full numbers

Numbers are stored encrypted and shown masked, with only the last 4 digits.

• Owners, payroll officers and HR admins (for the employees within their scope) can click Show full numbers. Sahora records the view in the Activity log before showing anything; if it can't record it, you see "The reveal could not be recorded." and nothing is shown. Click Hide when done.
• Payroll approvers see the last 4 digits only.
• Export to Excel on the Employees page shows the last 4 digits only.

Good to know

• Downloads that show full numbers, such as bank files, are recorded in the activity log too.
• The owner can see every Show full numbers in the Activity log, listed as "Viewed".
• Employer numbers (your company's own SSS, PhilHealth and Pag-IBIG numbers) are in Company setup (see Employer numbers and the payroll bank account).