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Add Employee Essential Details

Use

You can enter and store here the details of your employees. There are four stages of entering the employee details: first you have to enter the essential personal details of the employee, then in second stage you enter their NI and PAYE tax details, in the third stage you enter pension details and in the fourth stage which is optional section you can enter their Emergency contact details and Bank details.

Remember: To comply with the Data Protection Act 1998 you should seek the consent of all your employees before you enter their personal data here. You should inform all those employees who do agree to having their personal data stored on our servers, exactly what data will be stored, and for what purposes it is stored. You should not enter any personal data relating to any employee who has expressed an objection to having his/her data stored in our server.

In this screen, you will be entering the essential details of the employee.

Path

Employee > Add New Employee

OR

Employer / Setup > Employer Details > Add New Employee

OR

Bureau Main Page > Admin Payrun > Enter > Employer / Setup > Employer Details > Add New Employee

OR

Payroll Bureau Starter > Account Details > Enter > Employee > Add New Employee

OR

Multi-Sites Payroll Starter > Head Office Details > Employer / Setup > Employer Details > Add New Employee

OR

Multi-Sites Payroll Starter > Head Office Details > Employee > Add New Employee

Fields Available

Fields marked with an asterisk (*) are mandatory.

Employee Personal details

• Works No / Payroll ID: The Works Number is auto generated sequentially. It can be amended if you so require. You can also specify and setup a prefix code, which will then be automatically added to your employee's individual Works Number. This will save you time when entering the details of a batch of employees who all need to be given the same prefix. The prefix can be changed at any time. To set up the prefix go to payrun customisation in the Chart of Setup section of the Employer / Setup module.
• Employee's Title: From the drop down list, select the employee's appropriate title.
• Employee's Surname: Enter here the employee's surname.
• Employee's Forename: Enter here the employee's forename.
• Employee's Second Forename: Enter here the employee's second forename.
• Employee's Gender: From the drop down list, select the employee's gender.
• Employee's Date Of Birth: Enter here your employee's date of birth. Please ensure this is entered accurately. The DOB will be used to verify your employee's account for this service. You can use the calendar button to enter the date.
• Employee's Marital Status: From the drop down list, select the employee's marital status.
• Employee's Address: Enter here the employee's address.
• Town / City: Enter here the town or city pertaining to the employee's address.
• County: Enter here the county pertaining to the employee's address.
• Post Code: Enter here the post code pertaining to the employee's address.
• Country: Enter here the country pertaining to the employee's address.
• Employee's Tel. No.: Enter here the employee's telephone number.
• Employee's Mobile No.: Enter here the employee's mobile number.
• Employee's Passport Number: Enter here the employee's passport number
• Employee's Nationality: Select from the drop down your respective country name.

Employee Internet / Mobile Account

• Employee Email for Internet Self Service (Payslip, etc.): If you wish to enable your employee's account for this service, then enter here his/her E-Mail address to be used for this service. It will result in the activation of your employee's account for this service and an activation E-Mail will be sent to your employee. Once activated, the employee can sign in and use the account to view his/her current and previous Payslips, P60s, Timesheets, and other pay details online, as well as claim mileage allowance and passenger payments online.
• Employee Email for Emailing & Mobile (Payslip, etc.): Entering your employee's payroll admin e-mail address here will result in broadcasting Payslips,P60's, AE Comm. letters etc to the employees. No activation link will be sent out to this e-mail address.

Employee Employment Details

• Payment Frequency: From the drop down list select the payment frequency of the employee, i.e. how frequently this employee will be paid.
• Irregular Payment Indicator: Tick the box, if the employee will be paid on an IRREGULAR Basis that includes Casual or seasonal employees', employees on maternity leave and employees' on long term sick leave.
• Off-Payroll Worker: Select from the drop down list, YES or NO state whether the employee is a Off-Payroll Worker or not.
• Employee / Pensioner Type : From the drop down list, state whether the employee is a Director, an ordinary Employee or a Student Employee.
• Working Outside UK: State whether the employee is working outside UK or not.
• Employee to Pay Tax: State whether the employee's tax should be deducted or not. Please note, once you select the "Yes" or "No" option, the employee's  tax will either be deducted or relaxed based on the option you have selected. This setting is applicable only for a specific employee. To set the Payment or deduction for the entire payroll please go to Payment setup under Chart of Set up section. Also note that if a payment item is set to "not subjected to tax" in chart of setup, then the tax will not be deducted irrespective of the tax setting you set to an employee.
• Employee to Pay NI: State whether the employee's NI should be deducted or not. Please note, once you select the "Yes" or "No" option, the employee's NI will either be deducted or relaxed based on the option you have selected. This setting is applicable only for a specific employee. To set the Payment or deduction for the entire payroll please go to Payment setup under Chart of Set up section. Also note that if a payment item is set to " not subjected to NI" in chart of set up, then the NI will not be deducted irrespective of the NI setting you set to an employee.
• Employer to Pay NI: State whether the employer has to pay NI or not.
• Holiday Scheme: From the drop down list select the appropriate holiday scheme for this employee. To view details of Holiday Schemes go to the Holiday Scheme Setup option in the Chart of Setup of the Employer / Contractor module. Here existing schemes can be amended, or new schemes can be created as required.
• Employee's Employment Start Date: Enter here the date from which this employee has started working for you. You can use the calendar button to enter the date.
• Employee's Job Title: Enter here the employee's job title. If the employee is a casual worker or a harvest worker, then this field is mandatory.
• Payment Method: From the drop down list select the payment method for the employee.
• Department Name: From the drop down list select the department that the employee will be working in. If the department you require is not listed here then you can create a new department by going to the Chart of Setup option under the Employer / Contractor module.
• Cost Centre Name: From the drop down list select and assign the cost center for the employee. If the cost center you require is not listed here then you can create a new cost center or modify the existing one by going to the Chart of Setup option under the Employer / Contractor module.
• Number of Normal Hours Worked: From the drop down list, please select the number of normal hours worked by the employee.

Associated Tasks

• Read Me First: The Read Me First screen suggests you the possible pre-requisites that you need to follow before proceeding with a given task. To go through the requirements, which are needed before adding a new employee, click on this button.
• Continue: To continue with this process, enter the required details and click on this button.

Related Topics

Add New Employee - Read Me First