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, enter the address manually.
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.
Step 2. Employment Details
Pay Rate Template: Here you need to fill in all of the relevant fields. Choose from the drop down menu if you are going to use a pay rate template or if you are going to manually set the rates.
Start Date: The date the employee starts.
Gender: Select male or female.
Primary Location: Select the primary location.
Pay Schedule: Select the pay schedule.
Pay Rate: Enter the amount in pounds and select if it is to be paid per annum/day/hour and how many hours they normally work per week.
Employee is paid regularly: 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
Primary Pay Category: Select the pay category you will pay your employee with.
Leave Allowance Template: Select if you are using a leave allowance template or select no leave allowance if you are not using one.
NMW/NLW Eligibility: Select if the employee is eligible for national minimum wage or exempt from national minimum wage. The pay run will check that the national minimum wage requirement has been met.
Timesheets: You can select from the drop down menu if you are going to use timesheets
Step 3. Banking Details
Enter the bank account and super 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. Tax and NI Details
This section is for entering HMRC information ie tax and national insurance details for the employee.
Enter the Payroll Id for the employee: The Payroll ID is an identifier that you can give to an employee. This identifier is sent to HMRC. If left blank the system will send the Employee ID which is automatically generated (you can see this ID in the URL). An employees Payroll ID will follow them between jobs, payroll software and even via their pension provider to identify them.
For an employee being migrated over, you can enter the employee identifier from the old system into the Payroll ID and thus, when the system sends Pension contributions to pensionsync and RTI payloads to HMRC, those two recipients of the data can match this employee data to their data for that employee.
The employee statement needs to be entered here. If the employee has previously been reported (ie you are just changing systems and you are transferring their details to this system) you need to tick the box to say that this employee has previously been reported.
Tax code: Enter the tax code here and if you are using a week one/month one code you need to select the tick box otherwise the code will default to cumulative.
Tick the box Has student loan if the employee has a student loan.
Enter the National Insurance number for the employee. 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 National Insurance category can be selected from the drop down menu. If the employee is a company director please tick the box.
Previous Employer (P45):
Please enter the Employer PAYE reference, leaving date, total pay to date and the total tax to date. Here you will see an alert if the total tax to date stated does not match the total tax calculated. Click 'Check' to compare the calculations.
Step 5. Pension Details
Here you need to confirm how you want to assess this employee for auto-enrolment.
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 blue '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
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