Overview

If you pay employees from multiple entities, you may use employing entities to do so. You can set up additional entities and the associated details from the Employing Entities screen.

Getting Started

1. Go to your payroll account
2. From the Business side category, navigate to Payroll Settings
3. Click on Employing Entities
4. Click Add

From here, you need to enter the business details such as the name, UEN and address details along with the relevant contact details N.B. The 'contact phone number' format if entering a landline is the area code followed by 5 digits (8 in total). If using a mobile number the format is 8 digits. 

The compulsory fields are:

• Entity Name
• UEN
• Address - International Address - if the business does not have a valid address in Singapore this option can be used. When entering an international address, Address Line 1 is required, the Postcode field should only be used for the postcode and the Address Line 2 or 3 should be used for the suburb/state. Lookup Address - Block/house number field is required, likewise the street name.  Entering data into the 'lookup address' field will auto display a list of addresses that you can select, and then the other required address fields will pre-populate.
• Contact Name
• Contact Phone Number
• Contact Email Address

You can add a different email address to the one listed on the pay slips page in the 'Pay Slip Notification from Email Address' field so that this email will be used as the Sender email address for pay slip notifications for employees assigned to this entity. If no email is entered here, the system will use the email listed on the pay slips page. 
Note: Due to the sensitive nature of payroll information that will potentially be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in this field. More information can be found here. 

You are also able to upload a logo that will be used for this entity:

Assigning an Employee to an Employing Entity

You can assign an employing entity to an employee by one of two ways. Firstly, you can assign individuals to an entity, or you can 'bulk' assign for a quicker process.

Here's how you assign individual employees to an employing entity:

1. Open the employee file and click on the 'Statutory Details' page
2. The first field on the screen offers you the option to change 'Employing Entity'
3. You are then able to choose to make the change effective from 'today', 'employee's start date', or 'custom date'.
   
   

Here's how you 'bulk' assign employees to an employing entity: 

1. Payroll Settings > Employing Entities page;
2. Reassign Employing Entities tab; 
3. You can select individual employees by typing their names into the 'Employees' field and selecting them from the drop-down list that appears; or
4. You can select to bulk reassign All Employees in the business; or 
5. You can select to bulk reassign All Employees (including terminated employees);
6. Once you have determined the employees you wish to change you will then need to choose the new entity the selected employees will be changed to from the New Employing Entity drop-down list. If you only have one other employing entity, this will show as a default option;
7. You are then able to choose to make the change effective from 'today', 'employee's start date', or 'custom date';
8. Click Change Employing Entities to save.
   
   
   
   

Delete an Employing Entity 

An employing entity can only be deleted if an employee assigned to that entity has never been paid in a pay run. We do not allow users to delete an employing entity once it has been in use so that historical records and payroll reports are not affected.

To Delete:

1. Go to Business Settings
2. Navigate to Payroll Settings
3. Click on Employing Entities
4. Select which entity you want to delete. Hover your mouse over the employing entity and you will see a red "x" icon
5. Clicking on the "x" icon will trigger a delete confirmation dialog.
6. Click 'OK' to confirm deletion of the employing entity 
7. N.B. If the icon is disabled (ie displays in a grey colour) you will not be able to delete the employing entity for the reasons specified above.

Restoring a deleted employing entity

1. Go to Payroll settings
2. Scroll down to Restore deleted items
3. Select Employing entity from the drop-down box
4. A list of all deleted employing entities will appear.
5. Click the Restore against the employing entity that you want to restore.

Helpful Hint

Things to note: Employing Entities:

• If you have additional employing entities in your business file, most (but not all) reports will allow you to filter by employing entity.
• You can't have one employee employed by two different entities at the same time.
• Whilst you can process a single pay run with employees from multiple entities, the pay run will still only produce one pay run journal. ie: a separate journal will not be produced for each employing entity. To achieve that, you'll need to split the pay runs and process separate pay runs for each employing entity. 
• Also note that with payday filings, only employees pertaining to that employing entity should be included that pay run.

• It should also note that you can only have 1 bank account in each file, and one external integration (eg Xero).

If you have any questions or feedback please let us know via support@yourpayroll.io