P4 Software / cifraHQ

Employee Portal

Employee Portal

The Employee Portal is a self-service interface where Employees can view their own Payroll information, download documents, and submit vacation requests - without going through HR. It is a separate, mobile-friendly experience with its own navigation, accessible at /portal.

Where to find it

Employees navigate directly to: https://{your-tenant}.CifraHQ.cloud/portal

The portal uses the same login credentials as the main application. Once logged in, the employee only sees their own data - no access to other Employees or administrative functions.

The portal has five sections accessible from the bottom navigation bar:

Section Icon What it contains
My Payslips Receipt Payroll run history and PDF pay stub downloads
My Vacations Beach Vacation balance and request submission
My Balances Wallet Accrual summary and Decimo projection
My Documents Folder Work letter and annual tax statement downloads
My Information Person Personal employment data

My Payslips

Shows the employee's last 24 Payroll periods. Each row displays:

Column Description
Period Pay period name and date range
Gross Total gross earnings for the period
Deductions Total deductions (CSS, ISR, loans, etc.)
Net Pay Take-home amount

Click any row to download the official PDF pay stub (comprobante de pago) for that period. The PDF is generated on demand from the same Stimulsoft template used for printed payslips.

My Vacations

Shows the employee's current vacation balance and request history.

Balance summary:

Field Description
Days Earned Total vacation days accrued under Art. 76 CT
Days Taken Approved vacation days used
Days Pending Days on submitted but not yet approved requests
Days Available Earned minus Taken minus Pending

Request history lists all vacation requests with their current status:

Status Meaning
Pending Submitted, awaiting manager review
Manager Approved First-level approval complete, awaiting HR
HR Approved Fully approved
Taken Leave was used
Rejected Request was denied

Submitting a vacation request

  1. Click New Request.
  2. Select a Start Date and End Date.
  3. The number of calendar days is calculated automatically.
  4. Optionally add a Comment (reason or note for approvers).
  5. Click Submit.

The request enters Pending state and appears in the manager's Vacation Approvals queue.

Employees can see their available balance before submitting. Submitting a request that exceeds the available balance is allowed but will be flagged to the approver.

My Balances

Provides a snapshot of the two main accrual balances:

Vacation balance:

Field Description
Accrued Days earned to date
Taken Days used
Pending Days on open requests
Available Net balance available

Decimo Tercer Mes projection:

Field Description
Periods Paid Decimo partidas already paid out this year
Periods Pending Remaining periods to be paid
Projected Total Estimated full-year Decimo entitlement

The Decimo projection is calculated from the employee's active contract salary and their hire-date pro-ration for the current year. It is a projection only - the actual partida amount is calculated by the Payroll engine when the period is run.

My Documents

Provides one-click downloads for the two most commonly requested HR documents:

Work Letter (Constancia Laboral)

Generates a formal employment verification letter containing:

  • Full legal name and cedula
  • Hire date and years of service
  • Current position and department
  • Base salary (in words and digits)
  • Company letterhead and authorized signature area

Annual Tax Statement (Form 03 / ISR)

Downloads the employee's Form 03 ISR annual declaration for the selected year. The year selector shows all years for which a completed Payroll run exists. This is the same document filed with DGI for personal income tax.

My Information

Displays the employee's personal and employment data on file:

Field Description
Full Name Legal name as registered in the system
Document Type Cedula, Passport, or RUC
ID Number Document number
Social Security CSS asegurado number
Hire Date Start of employment relationship
Status Active, Inactive, or Terminated
Position Current job title
Department Organizational unit
Email Contact email on file
Phone / Mobile Contact numbers

This section is read-only. To update personal information, the employee must contact HR.

Tips for HR administrators

  • User account required: Each employee needs a CifraHQ user account with the Employee role and their employee record linked to that user account. Without the link, the portal shows no data.
  • Portal access is tenant-isolated: Employees only see their own tenant's data. Multi-tenant scenarios (e.g., a person employed by two companies on CifraHQ) require separate user accounts.
  • Dark mode: The portal supports the system theme toggle, matching the employee's device preference.

Related: Employees · Vacations · Periods and Runs · Decimo Tercer Mes · Form 03 - Annual ISR · Users

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