To add a director as an employee in the director pays you need to click on the 'Add Employee' button on the main page of your dashboard.
Step 1. Personal Details
This will take you to the following page:
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.
Press 'Next' when you have finished this step.
Step2. Employment Details
This section allows you to configure the pay details for the employee such as rate of pay, pay schedule and primary location.
The start date is a compulsory field 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.
When you have completed the fields you can press 'next' to move on to the next step.
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.
If your director has a payroll id then you should enter the payroll id number in the payroll id field.
You will need to fill in the details in the employee statement field and tick that the employee has previously been reported if that is the case.
The tax code is automatically prefilled from the employee statement but you can override this is needed.
If the director has a student loan you should tick the box to say that they do and select from the drop down menu that appears if it is plan 1 or plan 2.
You should enter the National Insurance number or tick the not known box if the National Insurance number is not known.
The National Insurance category will automatically be prefilled from the date of birth entered in the system. It will either populate with category A or M if the director has a different category then you can override what the system has populated it with and select a different category from the dropdown list.
When the employee you are setting up is a company director you should tick the 'Is company director' tick box.
You should then select the National Insurance calculation method that you are going to use.
You can enter the directors appointment start date.
If there is a P45 for the employee for the financial year that you are entering then you should enter the details in the p45 section.
You can select the Employee type from either Existing employee or New starter. If they are an existing employee you can then enter their Opening balances.
Press 'Save' when you have finished this step.
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.
At this stage, the setup for the employee is complete. The employee is now able to be included in pay runs.
To watch a youtube video on Adding a Director to Director Pays please click here.
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