Sprout HR and Payroll: How to Maintain the Integrity of your Employee Data – Sprout Solutions

Data is extremely important to an organization as it allows you to make informed decisions, establish baselines, see trends in performance, and generate infinite reports depending on what insight you need.

Having good data in Sprout is most especially important to be able to:

Generate reports
Process payroll smoothly and accurately
Ensure proper information is being considered during evaluation
Protect your employees with security validations built into Sprout
Protect your company from possible legal and compliance issues

Here's all you need to know to maintain the integrity of data in your organization's Sprout HR account:

First, you must know about the two different account types in Sprout HR:

Fully Synced Accounts: A full-synced account means any changes in the Sprout HR Profile of the Employee automatically reflect in Sprout Payroll as well. There's no need for you to worry as both modules will surely display the same information. In synced accounts, you will notice a green circle similar to the one below:
Partially Synced Accounts: Changes made in the Sprout HR Profile will not automatically reflect in the counterpart Payroll Profile except for Departments and Employment Statuses. Meaning, if a data modification was made in HR aside from the 2 previously mentioned employee information, it should be done in Payroll as well.

Now that you know the difference between full synced and partially synced accounts, here are the required employee fields in the Sprout HR and Payroll Profile that you should remember:

Basic Information (Sprout HR)

Field	Required Input	Notes
First Name	Alphanumeric / Can also accept special characters: (',-)	Required
Middle Name		Optional
Last Name		Required
Gender	Select from dropdown
Civil Status	Select from dropdown
Date of Birth	Select from the date picker	Must be 18 years of age and above
Employee ID	Alphanumeric / Can also accept (-)	Required

Employee Information (Sprout Payroll)

Field	Required Input	Notes
Employee ID	Alphanumeric / Can also accept (-)	Required
Last Name	Alphanumeric / Can also accept special characters: (',-)
First Name
Middle Name		Optional
Gender	Select the radio button	Required
Date of Birth	Select from the date picker (Must be 18 years old and above)
Civil Status	Select from the dropdown
Contact Number	Accepts Philippine Mobile Numbers in 09xxxxxxxxx or +639xxxxxxxxx format	Optional
Home Address	Must be a valid home address
Zip Code	Accepts numbers only
Email Address	Must be a valid email address

Work Information (Sprout HR)

Field Name	Required Input	Notes
Company	Select from the dropdown	Required
Department		Required
Employee Type		Optional
Designated Workplace	No required input	The field will automatically reflect data once there is a nominated designated workplace under the Locations Tab of Sprout HR.
Hire Date	Select from the date picker	Must be a valid hire date
Expected Regularization Date	Autofill when hire date is inputted	-
Immediate Supervisor	Key-in immediate supervisor's name	Required
Employment Status	Select from the dropdown
Biometric ID	Accepts numbers only
Payroll Run Type	Select from the dropdown	Optional
User Type	Select from the dropdown	Required
Client Name, Job Code, Job Grade, Billability, Job Title, and Employee Remarks	-	Optional

Locations (Sprout HR)

Field Name	Required Input	Notes
Location	Select from the dropdown and tick the Designated Workplace Radio Box	Required

Job Details (Sprout Payroll)

Field Name	Required Input	Notes
Job Title	Alphanumeric / Can also accept special characters: (',-)	Optional
Department	-	Not required as the Department automatically updates upon updating the department in Sprout HR.
Cost Center	Select from the dropdown	Optional
Hire Date	Select from the date picker (must be a valid date and similar to the Hire Date in the Sprout HR Profile)	Required
Employment Status	-	Not required as the Employment Status automatically updates when there are changes made in the Employment Status in Sprout HR. Note: The statuses in HR and Payroll must be aligned. Here's how: Employment Status Syncing of Sprout HR to Sprout Payroll
Status Date	-	Not required as the Status Date automatically updates when there are changes made in the Employment Status in Sprout HR.
Work Hours Per Day	Input Number (Accepts 8-9 hours only)	Optional
Pay Group	Select from the dropdown	Required
TIN	TIN must be between 9 and 12 digits only.	Required
Philhealth Number	Philhealth Number must be 12 digits.	Optional
SSS Number	SSS Number must be 10 digits.
HDMF Number	HDMF Number must be 12 digits.

Work Schedule (Sprout HR)

Field Name	Required Input	Notes
Schedule Type	Select from the dropdown	Required
No of hours to work including break hours	2-45 hours. Minimum and Maximum hours depend on the schedule type.
Shift/Core From	Accepts 12-hour time format HH:MM AM/PM
Shift/Core To
Break Start
Break End
Is Rest Day	Tick Checkbox if Rest Day	Optional

Government Information (Sprout HR)

Field Name	Required Input	Notes
SSS Number	SSS Number must be 10 digits.	Optional
TIN	TIN must be between 9 and 12 digits only.	Required
PhilHealth Number	Philhealth Number must be 12 digits.	Optional
HDMF Number	HDMF Number must be 12 digits.
PRC License Number	Alphanumeric / Can also accept special characters: (',-)
Passport Number	Alphanumeric / Can also accept special characters: (',-)
Tax Status	Select from the dropdown	Required

Contact Information (Sprout HR)

Field Name	Required Input	Notes
Primary Contact Number	Accepts Philippine Mobile Numbers in 09xxxxxxxxx or +639xxxxxxxxx format	Required
Emergency Contact Numbers	Accepts Philippine Mobile Numbers in 09xxxxxxxxx or +639xxxxxxxxx format Or landline numbers with the 8 digit format (02) 8xxxxxxx	Optional
Alternate Phone Numbers		Optional
Emails	Must be a valid email address	Required
Addresses	Must be a valid address	Optional

Current Payroll Information (For Synced Sprout HR Accounts only)

Field Name	Required Input	Notes
Work Days Per Year	Accepts numbers only	Required
Cost Center	Select from the dropdown	Optional
ROHQ
Bank
Bank Account Type		Required
Bank Account Number	Accepts numbers only	Required

Field Name	Required Input	Notes
Basic Salary	Accepts Numbers only Semi-Monthly/Monthly Paid: Indicate the Monthly Basic Pay Daily/Hourly Paid: Indicate the daily rate. Here's how you can compute the daily rate: How to Calculate for the Daily Rate from Your Monthly Salary?	Required
Minimum Wage Earner	Select from the dropdown	Required
COLA	Accepts Numbers only	Optional
De Minimis Total	Accepts Numbers only	Optional
Pay Group	Select from the dropdown	Required
Consultant Percent Tax	Select from the dropdown	Required
Work Hours Per Day	Accepts 0-9 hours only	Optional
OT Computation Table	Select from the dropdown	Required

Field Name	Required Input	Notes
SSS Contribution	Select from the dropdown	Required
HDMF Contribution	Select from the dropdown	Required
Additional HDMF Contribution	Accepts numbers only	Optional
Philhealth Contribution	Select from the dropdown	Required
Philhealth Contribution Amount	Accepts numbers only	Only required if Enter Amount is selected in the Philhealth Contribution Field

Field Name	Required Input	Notes
Has Previous Employment	Select from the dropdown	Required
Non-Tax 13th Month	Accepts numbers only	Required if YES is selected in the Has Previous Employment Field
Non-Tax Other Bonus
Non-Tax Salaries
13th Month
Other Bonus
Taxable Gross
Tax Withheld
Government Deductions
De Minimis
Taxable Compensation
Monetized Leave

Salary History (For Partially Synced Sprout Accounts only)

Field Name	Required Input	Notes
Bank	Accepts alphanumeric characters	Required
Account Number	Accepts alphanumeric characters	Required

Field Name	Required Input	Notes
Date From	Select from the date picker	Required
Base Salary	Accepts Numbers only	Required
De Minimis	Accepts Numbers only	Optional
Others Type	Alphanumeric / Can also accept special characters: (!-/\)
Other Supplies	Accepts Numbers only
Monthly Gross	No required input	The system will automatically reflect the total salary of the employee in this field. (Base Salary + De Minimis + Allowances)
Percentage Increase	Accepts Numbers only	Optional
Raise Amt
Raise %
Commission
Action For	Select from dropdown
Notes	Alphanumeric / Can also accept special characters: (!-/\)
Clothing	Accepts Numbers only
Communication
Discretionary
Laundry
Meal
Medical
Productivity
Rice
Transportation
Travel
Others

Bank Details (For Partially Synced Sprout Accounts only)

Field Name	Required Input	Notes
Bank	Select from dropdown	Optional
Bank Account Type	Select the checkbox
Bank Account Number	Accepts alphanumeric characters

Salary Details (For Partially Synced Sprout Accounts only)

Field Name	Required Input	Notes
Tax Status	Select from the dropdown	Required
Minimum Wage Earner	Tick checkbox	Optional
COLA	Accept Numbers only	Optional
Work Days Per Year	Accept Numbers only	Required
Basic Salary	Accepts Numbers only Semi-Monthly/Monthly Paid: Indicate the Monthly Basic Pay Daily/Hourly Paid: Indicate the daily rate. Here's how you can compute the daily rate: How to Calculate for the Daily Rate from Your Monthly Salary?	Required
De Minimis	Accept Numbers only	Optional
OT Computation Table	Select from the dropdown	Required
SSS Contribution	Select from the dropdown
Philhealth Contribution	Tick checkbox or input specific amount
HDMF Contribution	Select from the dropdown
Additional HDMF Contribution	Accepts Numbers only	Optional

Previous Employment Details (Sprout Payroll)

Field Name	Required Input	Notes
Has Previous Employment	Tick Checkbox if YES	Optional
Non-Tax 13th Month	Accepts Numbers only	Required if the checkbox is ticked in the Has Previous Employment Field
Non-Tax Other Bonus
Non-Tax Salaries
13th Month
Other Bonus
Taxable Gross
Tax Withheld
Government Deductions
De Minimis
Taxable Compensation
Monetized Leave

Then that's it! Once the necessary information is complete and all the validations were followed, you will no longer worry about the integrity of your employee information in your profile!

Related articles