Once you have set up your business, the first step is to add an employee. You can do this by using the Employee Wizard, or the 'Import Employees' option.
Note: that there are additional customisation options available once the employee has been added into the system.
If you would like to import employees, simply select 'Import Employees' from the 'Employees' tab as shown below:
Setting up a new employee using the Employee Wizard is a simple 4-step process.
Step 1. Personal Details
Get started by entering in the personal details for the employee.
When entering an address, auto-complete suggestions may be presented. To pre-fill an address, click on a suggestion. If the suggestions are not adequate or the employee lives overseas you will need to tick the checkbox Enter Residential Address Manually. This will open additional fields and all fields (other than Residential Address Line 2) must be completed. Also note that, outside of Country, all other fields are free text so there will be no validation done to ensure the address is correct.
If the postal address for the employee is different to their residential address, untick the 'Postal Address is the same as Residential Address' checkbox and then enter the postal address.
The notifications setting controls if/how the employee will be notified when new pay slips are available and when they are rostered on to new shifts.
The self-service setting controls whether the employee will be able to log into the self-service portal - from the portal they can view pay slips, manage their personal details and apply for leave.
- if Email notifications or Employee Self Service are selected , an email address for the employee must be provided.
- if SMS notifications are selected, a mobile phone number for the employee must be provided.
Step2. Employment Details
This section allows the user to configure the pay details for the employee such as rate of pay, pay schedule and primary location.
If you want to assign a Pay Rate Template, the following fields will then pre-populate based on the settings of that template:
- Pay Rate - however you can override this
- Primary Pay Category
- Please note that none of the above fields are compulsory.
Both the Primary Location and Pay Schedule fields will be populated with suggested values however to change these, click on the pencil icon and select the correct value. Please note that the primary location value is the location that will be assigned as the employee's default location. If the employee will be working in more than one location you can select multiple locations once you have completed the employee wizard. You can attach more than one location to an employee via the "Locations" screen within their employee file.
You can create a new location from the Primary Location field by clicking on 'Add New' in the dropdown.
If you are paying an employee an annual salary, ensure you enter the annual salary in the Pay Rate field and then change "per hour" to "per Annum". Once you enter the weekly hours the system will calculate the employee's equivalent hourly rate.
You will need to assign a Primary Pay Category.
Further reading on leave allowance templates can be found here. This field is not compulsory, however if you do not assign anything here, employee leave accruals may be incorrect.
If you are going to be using timesheets you need to select that you will be using timesheets from the dropdown menu.
Step 3. Bank Details
Enter the bank account details for the employee:
Employees may either be paid electronically into a bank account (using a BACS file), manually into a bank account, manually via cash/cheque or electronically.
Additional bank accounts may be added once the employee setup is complete.
Step 4. HMRC Details
This section is for entering HMRC information for the employee.
You will need to confirm the relevant option from the drop down menu with regards to the Employee statement. If the employee has been reported previously make sure you tick the box.
If the employee has a student loan or post grad loan you need to tick the relevant box. For more guidance on student loans please click here.
If the National Insurance number for the employee is not available (or the employee is exempt from supplying a National Insurance number), click 'NIN unknown' box.
The tax code will need to be entered as will the National Insurance category and the Tax Calculation method which can be selected from the drop down menus.
When reporting employees via RTI, you need to report how many hours they regularly work. This is done by using the following statuses:
- A if less than 16 hours
- B if 16 hours to 23.99 hours
- c if 24 hours to 29.99 hours
- D if 30 hours or more
- E if you don't pay your employee regularly
Ticking this option will submit "E" on the employee FPS regardless of the number of hours they have worked
If the employee is a company director please tick the box.
You will also need to select if the employee starter type is new starter or an existing employee. If it's an existing employee you will note that you can then add opening balances if you wish.
On the next page you will need to put in pension details for the employee.
You can select how you want to assess this employee for auto-enrolment either automatically or manually. You will then have to select their assessment status if you select manually. You will also have the option to select do not enrol in a pension scheme.
When you have selected the correct selections then you need to select next.
Please note if you are migrating from another software provider then you can follow this article with further instruction on pension settings.
At this stage, the basic payroll setup for the employee is complete. The employee is now able to be included in pay runs.
Click on the 'Details' button if additional configuration of the employee is required, for example:
- Configuring additional pay rates
- Adding additional locations
- Setting up work types
- Adding additional bank accounts
- Setting up deductions or adjustments
Click on the green 'Add Another Employee' button if you want to add another employee or 'Home" to return to the Home page.
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