Create an employee account

Click on Employees > Employee Accounts > New Employee and complete the following:

  • Account Code – enter a short name/ code for this employee
  • Account Name – full legal name for this employee
  • NIC Number – National Insurance reference for this employee
  • Tax Code – as advised by HM Revenue and Customs for this employee (denotes the personal allowance before tax is payable)
  • Emergency tax Code – tax is normally calculated on cumulative earnings through the tax year but it may be necessary, for example with a new employee where you have no P45 from the last employer and therefore no record of cumulative earnings, to tick here to prompt the application to deduct tax on a discrete period-by-period (‘week 1/ month 1’)basis
  • Gender – select ‘male’ or ‘female’
  • Marital Status – select ‘married’ or ‘single’
  • Address lines 1 to 4 and Postcode – usual residential address for this employee
  • Telephone Fax and e-Mail – contact details for this employee
  • Preferred Contact Type – select ‘Email’ if the employee has agreed to receive payslips and remittances by e-mail, else ‘Hardcopy’ to print invoices and send by fax or mail
  • Date of Birth – employee’s date of birth
  • Employment Start Date – employment start date as stated in the employee’s contract of employment
  • Volunteer? – a tick here indicates that the individual is not a paid employee but provides hours on a voluntary basis and you wish to keep a record of those hours
  • Director? – a tick here indicates that the employee is also a director with the responsibilities set out in the Companies Act 2006
  • Director from – date from which the employee is a director
  • Default Department – where the employee normally works in a particular department then this should be entered here – this can be overwritten when entering hours worked in order to charge/ cost their time to another department
  • Default Project – where the employee normally works on a particular project then this should be entered here – this can be overwritten when entering hours worked in order to charge/ cost their time to another project
  • Bank Sort Code and Account Number – record of employee bank details for electronic payments
  • Pay basis – set to ‘weekly’ or ‘monthly’ depending upon your pay cycle; where employees are ‘weekly’ paid you should set the ‘end of pay week day’ i.e. the end of the working week, and ‘paid on following’ day i.e. day on which payment is subsequently paid and which is the relevant date for tax purposes – see Create and Edit Company Settings
  • Recharge Rate per Hour – rate at which this employees hours will be costed/ charged out to projects and departments – for example this might be the average hourly gross pay rate plus employers national insurance, factored up for holidays and sickness, or a full cost recovery rate
  • Contract Hours – as stated in the employee’s contract of employment and displayed on the enter hours screen by way of a visual check on the reasonableness of the hours being entered
  • Gross from Previous Employment – gross earnings with previous employer(s) in the current tax year – enter the figure from the P45 provided by a new employee
  • Tax from Previous Employment – tax deducted by previous employer(s) in the current tax year – enter the figure from the P45 provided by a new employee
  • Year to date values (opening balance) – only complete these values where you are moving from another payroll system in the current tax year – these should be the year to date values from the employee’s P11
  • Opening balance setup complete? – tick this box to indicate that employee set up is complete and to activate the employee account – the employee will not be available to select in the enter hours screen until it is activated
  • Pay Elements – the payments which this employee will received for example a basic hourly rate, overtime rate, or monthly salary, but also a rate for any statutory payments you may make from time to time such as sick pay, each of which will need to be created as a ‘New Pay Element’
  • Periods – each Pay Element may have different rates which apply for specified Period start and end dates
  • Deductions – tick the box for any deductions which will apply to this pay element – see Set Up Employee Deductions