Human Resources (HRMS)

The employee lifecycle: manage an employee

Human Resources (HRMS)

The employee lifecycle: manage an employee's whole journey through your organisation, from hiring to retirement. Leave the spreadsheets behind and bring all your HR processes onto one platform.

What You Will Learn in This Section

  • Managing recruitment end to end (job posting → interview → offer → onboarding)
  • Creating employee records and the organisation structure
  • Attendance tracking, leave management and overtime calculation
  • Understanding the payroll process and creating payslips
  • Performance appraisals and goal tracking
  • HR management compliant with Turkish legislation

Overview

The Human Resources module covers every process from hiring an employee to their departure. This is called the "employee lifecycle", and managing it well means managing your company's most valuable asset - its people - effectively.

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HR DashboardThis screenshot is being renewed. The previous image came from the live system and carried real people's and customers' data, so it was withdrawn; an image from the PORTWARE demo company will replace it.

HRMS dashboard - the main control panel of the human resources module

The Employee Lifecycle


Recruitment

Onboarding

Employment

Development

Departure

The PORTWARE HR module helps at every stage:

Recruitment
Job postings, applicant tracking, interview management and the hiring process
Employee Management
Personnel records, organisation, contracts and skills
Time and Attendance
Check-in/check-out tracking, leave management, overtime calculation
Payroll
Salary calculation, deductions, social security (SGK) and tax integration
Performance
Appraisals, goal tracking, 360° feedback
Reports
Staff turnover, absenteeism, cost analyses

Expense Management

Track employees' business travel, entertainment and other expenses digitally and manage their approval.

Expense Management

Expense management - employee expense requests and approval states

Expense List

Expenses list - expense reporting by department

Expense Receipt Detail

Expense receipt - expense details and the receipt document

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Expense Test ScreenThis screenshot is being renewed. The previous image came from the live system and carried real people's and customers' data, so it was withdrawn; an image from the PORTWARE demo company will replace it.

Expense test - expense approval and validation

Why Manage Human Resources in an ERP?

Picture this for a moment: you have 150 employees and track annual leave in Excel. You use a separate program for payroll. Recruitment runs through e-mail chains. Performance appraisals are done on paper forms...

Excel and Separate Systems

  • 5 different Excel files for leave balances
  • 10 minutes to answer "how many days of leave does Ahmet have left?"
  • Data exported to another program for payroll
  • Manual data entry for social security declarations
  • Performance forms lost in filing cabinets
  • Candidate CVs scattered across e-mails during recruitment
  • The organisation chart is never updated

The PORTWARE HR Module

  • All leave information on one screen, with live balances
  • Employee self-service: employees enter their own leave requests
  • Attendance data flows into payroll automatically
  • Social security and tax calculations are integrated
  • Performance appraisal is fully digital
  • Professional recruitment with an applicant tracking system (ATS)
  • A dynamic organisation chart

Scenario: Preparing the Year-End HR Report

Situation: You need to prepare the annual HR report for the board meeting. It must include hires, departures, leave taken, training costs and personnel costs.

With Excel (2 days on average):

  1. Open the hiring spreadsheet and count the new starters
  2. Work out the departures from the leavers' file
  3. Extract leave usage by department from the leave spreadsheet
  4. Ask accounting for training cost data
  5. Pull a cost report from the payroll program
  6. Move all the data into PowerPoint
  7. Build the charts by hand

With PORTWARE (15 minutes):

  1. Go to Reporting → HR Dashboard
  2. Choose the date range (January - December)
  3. View the ready-made charts and tables
  4. Get your report with the Export PDF button

Key Concepts

Let us learn the basic concepts of HR management and their equivalents in PORTWARE:

Employee

The digital identity of every person working in your company. Personal details, job details, contract details, skills and all HR operations run through this record.

Employee and User are different concepts. Not every employee needs a PORTWARE user account. Self-service (leave requests, expense entry), however, requires one.

Employment Contract

The legal agreement that sets the employee's terms of employment. In PORTWARE, contract details are critical for payroll calculation.

Field Description Payroll Effect
Gross Wage Monthly gross wage The base calculation value
Working Hours Weekly working time Overtime calculation
Contract Type Permanent/fixed-term Severance pay
Probation Period Probation (max. 2 months) Compensation rights

Departments and Organisation

The digital representation of the company structure. Thanks to the hierarchical department structure:

  • Reporting chain: who reports to whom
  • Approval flows: authority over leave and expense requests
  • Cost centre: budget tracking by department
  • Organisation chart: a visual hierarchy

Working Schedule (Working Time)

Defines on which days and hours work is done. Used for attendance checks, overtime and payroll calculations.

Example Working Schedules

  • Standard week: Monday-Friday 09:00-18:00 (45 hours)
  • Shifts: 3 shifts (08:00-16:00, 16:00-24:00, 24:00-08:00)
  • Part-time: Monday-Wednesday 09:00-18:00 (27 hours)
  • Flexible: 40 hours a week, flexible start and end

The Recruitment Process

Finding the right people is the foundation of your company's success. The PORTWARE Recruitment module digitises the whole process from job posting to onboarding.

Job Posting Collecting Applications Screening Interview Offer Onboarding

Creating a Job Posting

When you need someone for a position, the process starts like this:

  1. Go to Recruitment → Job Positions
  2. Click the New button
  3. Enter the position details:
    • Position name (e.g. Software Developer)
    • Department (e.g. IT)
    • Number of open positions
    • Expected start date
  4. Fill in the job description and requirements
  5. Click the Publish button
If your website has a careers page, you can connect it with the PORTWARE Website module. Applications land in the system automatically.

How to Do It in PORTWARE

Creating a new job posting:

  1. Follow Recruitment Configuration Job Positions
  2. Click the New button at the top left
  3. Type the position in the Job Position field (e.g. "Senior Software Developer")
  4. Choose the department in the Department field
  5. Enter how many people will be hired in the Expected New Employees field
  6. Describe the duties and responsibilities on the Job Description tab
  7. State the required qualifications on the Requirements tab
  8. Click Save, then the Publish button

Publishing the job on the website:

  1. Click the Publish on Website button on the position card
  2. Edit the URL and description shown on the careers page
  3. Set the Publication Date and Application Deadline
  4. The posting appears on the /jobs page automatically

The Interview Process

Scenario: Interviewing for a Software Developer

Situation: You received 45 applications for the "Senior Software Developer" position. You need to review the CVs and invite the 10 best candidates to interview.

Step by step:

  1. Screening: review the CVs and move suitable candidates to the "First Interview" stage
  2. Schedule the interview: click Schedule Interview on the applicant card
  3. Choose the interviewer: assign the relevant manager for the technical interview
  4. Send the invitation: the system informs the candidate by e-mail automatically
  5. Evaluation: add scores and notes after the interview
  6. Decision: move suitable candidates to the "Offer" stage

Interview Stages (Kanban)

Stage Description Typical Duration
New Application The CV has not been reviewed yet 1-2 days
Initial Screening The CV is being reviewed for fit 2-3 days
Phone Call A short introduction, checking expectations 1-2 days
Technical Interview Skills assessment 3-5 days
Manager Interview Cultural fit, final decision 2-3 days
Offer The job offer is being prepared 1-2 days
Hired The offer was accepted -

How to Do It in PORTWARE

Scheduling an interview for a candidate:

  1. Follow Recruitment Applications
  2. Click the candidate's card
  3. Click the Schedule Interview button in the right panel
  4. Choose the Interview Type (phone, technical, manager, etc.)
  5. Choose who will conduct it in the Interviewers field
  6. Set the Date/Time and Duration
  7. Enter the Location or Video Link
  8. Click the Schedule button
  9. The system sends invitations to the candidate and the interviewers automatically

Evaluation after the interview:

  1. Click the Evaluate button on the candidate card
  2. Score the criteria on the evaluation form (1-5 stars)
  3. Write your detailed observations in the Interviewer Notes field
  4. Choose Positive or Negative as the outcome
  5. Drag a positive candidate to the next stage in the kanban

The Job Offer

Making a job offer to a suitable candidate:

  1. Click the Create Offer button on the candidate card
  2. Enter the offer details:
    • Gross wage
    • Benefits (meal card, transport, health insurance)
    • Start date
    • Probation period
  3. Generate the offer document as a PDF
  4. E-mail it to the candidate with Send Offer
  5. Record the candidate's answer in the system (accept/refuse/negotiate)

Onboarding

The systematic process that organises a new employee's first days. Good onboarding raises engagement and reduces early departures.

Before the First Day

  • Prepare the desk and chair
  • Set up the computer
  • Create the e-mail account
  • Prepare the access card
  • A welcome pack (pen, notebook, branded items)

The First Day

  • Welcome and tour
  • HR orientation (paperwork, policies)
  • Meeting the department
  • System access
  • Assigning a mentor

The First Week

  • Introduction to the role
  • Training plan
  • Setting the first goals
  • Social integration activities
  • A weekly check-in

The First Month

  • 30-day review
  • Checking that training is complete
  • Clarifying performance expectations
  • Gathering feedback
  • Onboarding survey
You can create onboarding plans in PORTWARE. Configuration → Plans - define department-specific plans in this menu. When a plan is assigned to a new employee, the system creates the tasks automatically.

How to Do It in PORTWARE

Creating an onboarding plan:

  1. Follow Employees Configuration Plans
  2. Click the New button
  3. Enter the Plan Name (e.g. "Software Team Onboarding")
  4. Choose "Onboarding" as the Plan Type
  5. Choose the Department (optional)
  6. Activities tab - add the tasks:
    • Activity name (e.g. "IT equipment handover")
    • Responsible department/person
    • Timing (e.g. "1 day before the start date")
  7. Click the Save button

Assigning a plan to a new employee:

  1. Open the employee card
  2. Click the Launch Plan button
  3. Choose the onboarding plan from the list
  4. Enter the start date as the Start Date
  5. The system creates all the tasks automatically and assigns them to the people responsible

Employee Management

When an employee starts, all their information is gathered in a single record. This record is the centre of HR operations.

Creating an Employee Profile

  1. Go to Employees → Employees
  2. Click the New button
  3. Enter the basic information (name, position, department)
  4. Fill in the details on the tabs
Tab Content Required?
Summary Photo, full name, position, phone, e-mail Yes
Work Information Department, manager, working hours, start date Yes
Private Information Address, date of birth, national ID number, driving licence, bank account Yes, for payroll
HR Settings Linked user account, attendance approver, time-off manager Yes, for self-service
Employees Main View

Employees module - the personnel list and personnel records

Employee list

Employees as a list — department, job and manager

How to Do It in PORTWARE

Creating a new employee record:

  1. Follow Employees Employees
  2. Click the New button
  3. Click the camera icon at the top left to add a profile photo
  4. Type the full name in the Employee Name field
  5. Enter the title in the Job Position field
  6. Add the E-mail and Phone
  7. Choose the Department and Manager
  8. Work Information tab:
    • Start Date - enter it
    • Choose the Working Hours
  9. Enter personal data on the Private Information tab
  10. Link the PORTWARE user account on the HR Settings tab
  11. Click the Save button

Creating a user account for an employee:

  1. Click the Create User button on the employee card
  2. The system creates a user with the e-mail address automatically
  3. The access rights window opens; choose the right roles
  4. The employee receives an e-mail to set a password

Organisation Structure

Define your company's hierarchy with departments and positions.

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Transfer ManagementThis screenshot is being renewed. The previous image came from the live system and carried real people's and customers' data, so it was withdrawn; an image from the PORTWARE demo company will replace it.

Transfer management - personnel transfers between departments

New Transfer Record

New transfer - the employee transfer request form

Creating a Department

  1. Go to Configuration → Departments
  2. Enter the department name (e.g. "IT")
  3. Choose the manager
  4. Set the parent department (for the hierarchy)
  5. Choose a colour (for the organisation chart)
Reporting → Organization Chart gives you an interactive view of your company's hierarchy.

How to Do It in PORTWARE

Creating a new department:

  1. Follow Employees Configuration Departments
  2. Click the New button
  3. Enter the Department Name (e.g. "Software Development")
  4. Choose the Parent Department (for the hierarchy, e.g. "Information Technology")
  5. Choose the department head in the Manager field
  6. Choose a Colour so it stands out on the organisation chart
  7. Click the Save button

Viewing the organisation chart:

  1. Follow Employees Reporting Organization Chart
  2. See the departments and employees in a hierarchical view
  3. Click an employee to open their profile card
  4. Zoom in and out with Ctrl + +/-
  5. Use Export to export it as PDF or PNG

Employment Contracts

Every employee must have at least one active contract. Contract details are the basis of payroll calculation.

Scenario: A New Employee's Contract

Situation: Ahmet Yılmaz starts as a Software Developer on 1 February. His gross wage is 45,000 TL, with a 2-month probation period.

Creating the contract:

  1. Open Ahmet's employee record
  2. Go to the Contracts tab
  3. Click the New Contract button
  4. Enter the details:
    • Contract Reference: CONT-2026-0015
    • Start: 01.02.2026
    • Salary Structure: Turkey Standard
    • Gross Wage: 45,000 TL
    • End of Probation: 01.04.2026
  5. Set it to Running

Contract States

State Description Payroll Effect
New A draft, not active yet Not included
Running An active contract Included
Expired The contract has ended Not included
Cancelled Never took effect Not included

How to Do It in PORTWARE

Creating a new contract for an employee:

  1. Open the employee card
  2. Go to the Contracts tab
  3. Click the New Contract button
  4. Enter the Contract Reference (e.g. "CONT-2026-0015")
  5. Choose the Start Date
  6. Enter the End Date for fixed-term contracts
  7. Choose the Salary Structure (e.g. "Turkey Standard")
  8. Enter the Gross Wage amount
  9. Benefits tab - define the additional payments:
    • Meal Card
    • Transport Allowance
    • Private Health Insurance
  10. Click the Save button
  11. Set the contract to Running to activate it

Lunch Management (Lunch)

Manage your employees' lunch orders. Define vendor menus and follow ordering and payment.

Lunch Main Screen

Lunch module - menu and order overview

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Yemek SiparişiThis screenshot is being renewed. The previous image came from the live system and carried real people's and customers' data, so it was withdrawn; an image from the PORTWARE demo company will replace it.

The lunch order screen

Giving a pay rise:

  1. Open the current contract
  2. Click the Update Contract button
  3. The old contract moves to "Expired" automatically
  4. Enter the current salary details on the new contract
  5. Choose the date the rise takes effect as the Start Date

Skills Management

Track the skills and certificates your employees hold. This information is used in performance appraisal and career planning.

Skill Types

  • Technical skills: Python, SQL, Excel, AutoCAD
  • Languages: English (advanced), German (intermediate)
  • Certificates: PMP, AWS Solutions Architect, ISO Auditor
  • Soft skills: leadership, communication, problem solving
If a certificate has an expiry date, the system sends an automatic reminder 30 days before it expires, so the renewal is never forgotten.

Time and Attendance

Used to track employees' check-in and check-out times, calculate overtime and monitor absences.

Attendance Tracking Methods

Method How Does It Work? Suitable For
Web Interface Log in to PORTWARE and use the Check-in/Check-out button Office staff, remote workers
Kiosk Mode Check in with a PIN on a tablet/PC at the entrance Factory, shop, warehouse
Mobile App Check in with the phone app (GPS-enabled) Field staff, delivery drivers
Barcode/RFID Scanning the staff card Large sites, security requirements

Setting Up Kiosk Mode

  1. Go to Attendances → Configuration → Kiosk
  2. Create a New Kiosk
  3. Choose the check-in method (PIN, barcode, manual)
  4. Choose the employee group (the whole company or a department)
  5. Take the kiosk URL and open it on the tablet at the entrance
Photo capture can be turned on in kiosk mode. That prevents proxy punching (checking in for someone else).
Attendance Main Screen

Attendance tracking - the list of employee check-in/check-out records

Attendance Overview

Attendance overview - monthly attendance summary and statistics

Check-in/Check-out Screen

Employee check-in/check-out - the self-service check-in screen

How to Do It in PORTWARE

Manual check-in/check-out record (for HR staff):

  1. Follow Attendances Manager Attendances
  2. Click the New button
  3. Choose the Employee
  4. Enter the Check In time
  5. Enter the Check Out time
  6. Click the Save button

Employee self-service check-in/check-out:

  1. Follow Attendances Check In/Out
  2. Click the green Check In button when you start work
  3. The system records the time and location automatically
  4. Click the red Check Out button when you finish
  5. Your daily working time is shown as a summary

Kiosk set-up:

  1. Follow Attendances Configuration Kiosks
  2. Click the New button
  3. Enter the Kiosk Name (e.g. "Main Entrance Kiosk")
  4. Choose the Check-in Mode (PIN, barcode or manual)
  5. Choose the Employee Group (the whole company or a department)
  6. After Save, copy the URL that is created
  7. Open this URL full-screen on the tablet at the entrance
Creating a New Attendance Record

New attendance record - the form for a manual check-in/check-out record

Time Off Management

Employees' requests for annual leave, sick leave, compassionate leave and so on are managed digitally.

Time Off Main Screen

Time off management - employee leave requests and approval states

Leave Entitlements in Turkey (Labour Law No. 4857)

Leave Type Duration Paid? Condition
Annual Leave (1-5 years) 14 days Yes 1 year of service
Annual Leave (5-15 years) 20 days Yes 5+ years of seniority
Annual Leave (15+ years) 26 days Yes 15+ years of seniority
Marriage Leave 3 days Yes Statutory right
Maternity Leave 16 weeks Yes 8 weeks before + 8 weeks after
Paternity Leave 5 days Yes After the birth
Bereavement Leave 3 days Yes First-degree relative
Time Off Dashboard

Time off dashboard - employee leave requests and the approval process

Scenario: An Employee's Leave Request

Situation: Mehmet wants to take annual leave from 15 to 19 July (5 days). He has 12 days of leave left.

Employee self-service steps:

  1. Mehmet logs in to PORTWARE
  2. He clicks New Request in the Time Off menu
  3. Leave type: Annual Leave
  4. Dates: 15.07.2026 - 19.07.2026
  5. Description: "Family holiday"
  6. He clicks Submit for Approval
  7. The manager is notified and approves or refuses
  8. Mehmet learns the result by e-mail

How to Do It in PORTWARE

Creating a leave request (self-service):

  1. Follow Time Off My Time Off My Requests
  2. Click the New Request button
  3. Choose the Time Off Type (annual, sick, compassionate, etc.)
  4. Choose the Start Date and End Date
  5. For a half day, tick the Half Day box
  6. Write the reason in the Description field
  7. Click the Submit for Approval button

Manager approval of leave:

  1. Follow Time Off Management To Approve
  2. See the pending requests in the list
  3. Open the request and review the details
  4. Check the calendar for overlaps
  5. Click the Approve or Refuse button
  6. If you refuse, enter the Refusal Reason

Checking leave balances:

  1. Follow Time Off Reporting Time Off Summary
  2. See the remaining leave days per employee
  3. Filter by department or employee
  4. Use Export to export to Excel

Overtime

Work beyond the standard working hours (45 hours a week) is calculated as overtime.

Overtime Rules in Turkey

  • Normal overtime: the hourly wage plus 50%
  • Work on the weekly rest day: the hourly wage plus 100%
  • Work on a public holiday: the hourly wage plus 100%, plus one extra day's pay
  • Annual cap: 270 hours
Check-in Record Check-out Record Comparison with Standard Hours Overtime Calculation Transfer to Payroll

Payroll and Compensation

Payroll is one of HR's most critical processes. A calculation error can lead both to unhappy employees and to legal problems.

Payroll Module

Payroll module - managing payslips and payments

Payroll Basics

  • Gross wage: the total pay before deductions
  • Net wage: the amount paid to the employee after deductions
  • SGK premium: the social security deduction (14% employee, 20.5% employer)
  • Income tax: progressive brackets from 15% to 40%
  • Stamp duty: 0.759% of the gross wage
  • Employer cost: gross wage + the employer's SGK share

The Payroll Calculation Process

Work Data Accrual Calculation Deduction Calculation Net Wage Payroll Approval Payment

Scenario: The Monthly Payroll Run

Situation: You need to prepare the January 2026 payroll. The company has 50 employees and the payroll deadline is 10 February.

The payroll process step by step:

  1. Check the work records: confirm that attendance data is complete
  2. Update leave information: unpaid leave, sick notes
  3. Enter variable payments: bonuses, commissions, overtime
  4. Go to Payroll → Generate Payslips (batch)
  5. Choose the period: January 2026
  6. Click the Compute Sheet button
  7. Review the payslips created and correct any errors
  8. Finalise the payslips with Confirm All
  9. Create the bank payment file
  10. Prepare the SGK declaration

How to Do It in PORTWARE

Generating payslips in batch:

  1. Follow Payroll Payslips Batches
  2. Click the New button
  3. Choose the Period (e.g. "January 2026")
  4. Choose the Salary Structure (leave it empty for all structures)
  5. Filter by Department (optional)
  6. Click the Generate Payslips button
  7. The system creates draft payslips for every eligible employee
  8. Review the payslip list and correct any errors
  9. Run the calculations with Compute All
  10. Finalise the payslips with Confirm All

Creating a single payslip:

  1. Follow Payroll Employee Payslips
  2. Click the New button
  3. Choose the Employee
  4. Enter the Period (start and end dates)
  5. The Contract is selected automatically; check it
  6. Click the Compute button
  7. Review the earnings and deduction lines
  8. Click the Confirm button

Creating the bank payment file:

  1. Follow Payroll Reporting Bank File
  2. Choose the Period and Bank
  3. Click the Create File button
  4. Download the file in the bank's format (XML, TXT, etc.)
  5. Upload the file to online banking

The Payslip

The detailed calculation document created monthly for each employee.

Creating a New Payslip

New payslip - the form to create and calculate an employee payslip

Payslip Structure

Section Items Description
Gross Earnings Base salary, overtime, bonuses, premiums Total gross amount
Deductions SGK premium, income tax, stamp duty Statutory deductions
Other Deductions Garnishments, advances, private insurance Employee-specific
Employer Cost Employer SGK share, unemployment fund Borne by the company
Net Payment Gross - Deductions Paid to the employee

Turkish Payroll Legislation

Payroll calculation in Turkey is subject to several legal regulations:

Current Values for 2026

  • Minimum wage: gross 22,104.67 TL / net 17,002.12 TL
  • SGK ceiling: 165,785.03 TL
  • SGK employee share: 14% (pension 9%, health 5%)
  • SGK employer share: 20.5% (pension 11%, health 7.5%, unemployment 2%)
  • Unemployment insurance, employee: 1%
  • Income tax brackets: 15% / 20% / 27% / 35% / 40%
SGK and tax rates change every year. Be sure to enter the current values in PORTWARE at the start of the year. Payroll → Configuration → Parameters is where you update them.

Performance Appraisal

Used to assess employee performance regularly, identify development areas and plan careers.

Appraisal Types

Type Who Evaluates? Frequency
Manager Appraisal The direct manager 6 months / 1 year
Self-Assessment The employee Together with the manager appraisal
360° Feedback Manager, peers, direct reports Yearly
Probation Period Manager At the end of the second month

Scenario: The Annual Performance Appraisal

Situation: It is the year-end appraisal period. Every employee needs to be appraised.

Starting a company-wide appraisal:

  1. Go to Appraisals → New Period
  2. Choose the appraisal period (2025 Annual)
  3. Choose the appraisal form
  4. Set the scope (the whole company or a department)
  5. Click the Start Appraisal button
  6. The system creates a form for each employee automatically
  7. Managers are notified by e-mail

How to Do It in PORTWARE

Starting an individual appraisal:

  1. Follow Appraisals Appraisals
  2. Click the New button
  3. Choose the Employee
  4. Choose the Appraisal Form template
  5. Set the Deadline
  6. Click Save and Send
  7. The employee and the manager are informed by e-mail

Filling in the appraisal form:

  1. Click the e-mail link or follow Appraisals Pending Appraisals
  2. Score each criterion from 1 to 5
  3. Write down strengths and development areas
  4. Set the goals for the next period in the Goals section
  5. Click the Send button

Assigning goals to an employee:

  1. Open the employee card
  2. Go to the Goals tab
  3. Click the Add Goal button
  4. Enter the Goal Name (in SMART format)
  5. Set the Target Value and Unit
  6. Choose the Deadline
  7. Update the progress percentage regularly

Goal Tracking

Make employee performance measurable by setting SMART goals.

A SMART Goal Example

  • Specific: raise the customer satisfaction score
  • Measurable: from 85% to 92%
  • Achievable: through training and process improvement
  • Relevant: in line with the company's customer-focused strategy
  • Time-bound: by the end of Q2 2026

The Departure Process

When an employee leaves, a proper closing process matters both for legal obligations and for the company's reputation.

Resignation Management

Resignation management - employee resignation requests and process tracking

New Resignation Record

New resignation record - the resignation request form

Reasons for Departure

Reason Severance Pay Notice Pay
Resignation (own request) No The employee pays
Termination for just cause (by the employee) Yes No
Termination for just cause (by the employer) No No
Dismissal by the employer Yes The employer pays
Retirement Yes No
Military service Yes No
Marriage (women, within 1 year) Yes No

Calculating Severance Pay

Severance pay = 30 days' gross wage for each year worked

Formula

Severance Pay = Gross Wage × Years Worked

Example: an employee with 5 years of service and a gross wage of 30,000 TL

30,000 × 5 = 150,000 TL severance pay

The 2026 severance pay ceiling: 35,058.58 TL (updated every 6 months). If the gross wage exceeds the ceiling, the ceiling is used.

Offboarding Checklist

HR Tasks

  • Resignation letter / termination notice
  • Severance/notice pay calculation
  • Preparing the final payslip
  • Calculating pay for unused leave
  • SGK exit notification
  • Documents for unemployment benefit

IT Tasks

  • Closing the e-mail account
  • Revoking system access
  • File backup/handover
  • Collecting company devices
  • Reclaiming software licences
  • Revoking VPN/remote access

Equipment Return

  • Laptop and peripherals
  • Mobile phone and SIM card
  • Vehicle (if any)
  • Access card
  • Keys
  • Credit/bank cards

Final Steps

  • Exit interview
  • Knowledge transfer/handover
  • Farewell e-mail
  • Preparing a reference letter
  • Archive the employee record
  • Invitation to the alumni group

How to Do It in PORTWARE

Starting the departure process:

  1. Open the employee card
  2. Click the Archive / Depart button
  3. Enter the Departure Date
  4. Choose the Departure Reason (resignation, termination, retirement, etc.)
  5. Write the details in the Description field
  6. Click the Save button
  7. The system starts the offboarding plan automatically

Calculating severance/notice pay:

  1. Follow Payroll Payslips Compute Severance
  2. Choose the Employee
  3. The system pulls the length of service and the last gross wage automatically
  4. Choose the Departure Type (it affects the right to compensation)
  5. Click the Compute button
  6. See the severance and notice pay amounts
  7. Click Create Payslip to create the compensation payslip

SGK exit notification:

  1. Follow Payroll Reporting SGK Exit
  2. Choose the Employee and Exit Date
  3. Choose the Exit Code (from the list of SGK exit codes)
  4. Check the declaration preview
  5. Download the file for the SGK portal with Export

HR Reports

The PORTWARE HR module offers comprehensive reporting. These reports support management decisions and ensure legal compliance.

Key HR Reports

Report Content Purpose
Staff Turnover Report Numbers of hires and departures, rate Developing a retention strategy
Absenteeism Report Unauthorised absence, sick leave Finding problem areas
Overtime Report Overtime hours by department/person Balancing the workload
Leave Balance Report Remaining annual leave days Leave planning
Payroll Summary Monthly salary totals, tax Financial planning
Age/Seniority Distribution Staff demographics Workforce planning

How to Do It in PORTWARE

Creating a staff turnover report:

  1. Follow Employees Reporting Staff Turnover
  2. Choose the Period (e.g. "Year 2025")
  3. Filter by Department (optional)
  4. The report counts hires and departures automatically
  5. See the turnover rate and trend in the chart
  6. Export as PDF or Excel

Payroll summary report:

  1. Follow Payroll Reporting Payroll Summary
  2. Choose the Period range
  3. See the totals of gross wages, deductions and net payments
  4. Group by department or salary structure
  5. Create an Accounting Entry for the accounting integration

Monthly SGK premium declaration:

  1. Follow Payroll Reporting SGK Declaration
  2. Choose the Period (month/year)
  3. See the SGK days and assessment base of every employee
  4. Download it in e-Bildirge format with Export
  5. Upload it to the SGK portal

HR KPIs

Staff Turnover Rate
Departures per year / average headcount
Absenteeism Rate
Days absent / total working days
Time to Hire
Time from posting to start date
Cost per Employee
Total HR cost / headcount
Employee Satisfaction
Survey-based satisfaction score
Training Hours
Annual training hours per employee

Frequently Asked Questions

What is the difference between an employee and a user?

Employee: the HR record created for every person working in the company. Personal details, contract, salary and similar data are kept here.

User: an account that can log in to PORTWARE. Each user can be linked to an employee record.

An employee does not need a user account (e.g. someone recorded only for payroll). Self-service (leave requests, expense entry), however, requires a user account.

How do I give new employees a leave entitlement automatically?

Edit the leave type in Time Off → Configuration → Time Off Types. On the "Allocation" tab:

  • Allocation mode: fixed or by seniority
  • Days per year: 14, 20 or 26
  • Accrual: at the start of the year or monthly

When a new employee is created, the system assigns the entitlement automatically.

How do I correct a payroll mistake?

Act according to the payslip's state:

  • Draft/Waiting: you can edit it directly
  • Confirmed (not paid): revert it with "Set to Draft" and correct it
  • Paid: create a correction payslip (negative or positive)

Never delete paid payslips - it breaks the accounting entries. Create a correction payslip instead.

Can I get the SGK declaration from PORTWARE?

With PORTWARE's Turkish localisation you can produce SGK-compliant reports. Direct integration with the SGK portal (e-Bildirge), however, needs the PORTWARE HRMS module.

Currently:

  • You can produce a report in the Monthly Premium and Service Document format
  • You can export it to Excel and upload it to the SGK system
  • You can prepare the data for hiring/exit declarations
Is overtime reflected in payroll automatically?

Yes, if the attendance module and the payroll module work together:

  1. The employee records check-in/check-out
  2. The system calculates the time beyond standard working hours
  3. The overtime is reflected in the "Work Entries"
  4. It is included in the payroll calculation automatically

Make sure the "Include Overtime in Payroll" option is enabled in Configuration → Settings.

How is payroll calculated for a part-time employee?

For part-time employees:

  1. Create a working schedule for the employee (e.g. 27 hours a week)
  2. Choose this schedule on the contract
  3. Choose "Hourly Wage" or "Proportional" in the salary structure
  4. SGK days are calculated automatically from the days worked

Example: for someone working 3 days a week, SGK days = 30 × (3/5) = 18 days

Best Practices

Daily

  • Check the attendance records
  • Approve pending leave requests
  • Review new applications
  • Answer urgent HR requests

Weekly

  • Review the absenteeism report
  • Update the interview schedule
  • Follow up on onboarding
  • Meet the department managers

Monthly

  • Complete payroll preparation
  • Submit the SGK declaration
  • Check contract renewals
  • Report the HR KPIs
  • Check certificate validity

Yearly

  • Start the performance appraisal period
  • Renew the leave allocations
  • Apply salary updates
  • Review the organisation structure
  • Update the SGK/tax parameters
Data Quality Tip: Update employee records regularly. Verify addresses, phone numbers and emergency contacts at least once a year. For bulk updates, use the "Import/Export" feature in PORTWARE.
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