If you are adding an apprentice as an employee then you can do this by using the employee wizard.
Note: that there are additional customisation options available once the apprentice has been added into the system.
Setting up a new apprentice using the employee wizard is a simple 5-step process.
Step 1. Personal Details
Get started by entering in the personal details for the apprentice.
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 apprentice 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 apprentice 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 apprentice 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 apprentice must be provided.
- if SMS notifications are selected, a mobile phone number for the apprentice 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 Start Date, Employee Start Date and Employment Type fields are compulsory to complete.
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.
Please ensure that you select "Employee is an apprentice" from the apprentice drop down menu
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 apprentice:
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 apprentice.
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 which can be selected from the drop down menus.
If the apprentice is under 25 please select Category H this will then default the employee as an apprentice for National Minimum Wage/National Living Wage purposes.
Step 5. Pension Details
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 apprentice is complete. The apprentice is now able to be included in pay runs.
Click on the blue 'Details' button to configure extra settings, for example:
- Configuring additional pay rates
- Adding additional locations
- Setting up work types
- Adding additional bank accounts
- Setting up deductions or adjustments
If using an alternate NI category other than H to set the employee as an apprentice for NMW/NLW purposes you need to go into the employees pay run default screen and select the apprentice option.
Click on the green 'Add Another Employee' button if you want to add another apprentice or 'Home" to return to the Home page.
If you need to pay the Apprenticeship Levy you can find further information here
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