Adding an employee

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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. 

add_employee.png

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.

NOTES:

  • 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. Accounts

Enter the bank account and super details for the employee: 

bank_details.png

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 3. 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.

employment_details.png

To create a new location, click the 'Add New' option in the Locations dropdown.

Additional configuration settings (such as additional locations, pay rates etc) for employees are available upon completion of the setup process.

Step 4. HMRC Details

This section is for entering HMRC information for the employee. 

HMRC_employee_details.png

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. If the employee is a company director please tick the box.

On the next page you will need to put in pension details for the employee.

Setup Complete

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

 

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

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