Description

This screen allows the entry of new employees to the system. The sections available for data entry on this screen can be customised at company level using the Company General screen (image below). There are a number of sections that cannot be unselected since these fields allow entry of the minimum amount of data required for setting up an employee in the system.

Key Details

The fields in this section of the screen must be filled in before the employee can be saved to the system.

Employee Number: Allows entry of an employee number for the employee. This field will be disabled if Automatic Employee number generation has been selected.
Payroll: The payroll that the employee belongs to. The payroll must have been set up at Company level before it will appear for selection in this field. The payroll must also have it's current pay period set in the Payroll Processing screen before an employee can be added, otherwise an error will be raised upon save.
Workgroup: The workgroup that the employee belongs to. The workgroup must have been set up at Company level before it will appear for selection in this field. This is mandatory and is used in the calculation of permanent payments.
Service Start Date: Allows entry of the date the employee started. This may be different to the date of joining in cases such as internal transfers within a company. If not specified it will default to the date of joining.
Method Of Payment: This is a highly important field as it indicates whether the employee will be picked up when making BACS payments from the system.
Hours Worked: It is mandatory to supply the category of hours worked for an employee. This will be included in the FPS
Contracted Hours. Used to calculate worker hourly rate. If not entered the default for the payroll will be used, and if this is also not selected, then the default for the workgroup will be used.
Worker Pay Type. Can be Salaried, Graded or Hourly. This field will be used in determining the hourly rate calculation. If not entered the default set against the payroll will be used and if this is not entered the default for the company will be used.

Settings

Irregular Payments: If the employee is not paid regularly each period it is mandatory to select this tick box. This information will then be fed through to the FPS.

Personal Details

The fields in this section allow the user to specify personal details for the employee being set up.

Address

The fields in this section allow the user to specify an address for the employee being set up. Two lines of the address are required since the introduction of RTI.

National Insurance Details

The fields in this section allow the user to specify further National Insurance information for the employee being set up.

NI Table Letter: Indicates the employee’s NI Table Letter and is Mandatory.
Director: Indicates whether or not this employee is a Director for the purposes of NI.
Non-Cumulative NI: If the employee's NI will be deducted on a weekly/monthly (pay period) basis. Visible only when Director is checked.
Director Start Date: Indicates the date at which the employee became a Director. Required if the employee is a director.

Other Details

The fields in this section are optional.

Starter Statement

This section allows you to enter a starter statement for the employee being set up. A starter statement is required for all new starters on the FPS. The HMRC will raise errors upon submission of the FPS for any new employees that do not have starter statements. If selected this will determine the worker's tax code as per the rules laid down by the HMRC with the exception if the tax code is entered through the P45 section.

Student Loan Plan

This section allows you to enter information about a student loan that the employee being set up has, where appropriate this will create a student loan against the worker in InPay.

Postgraduate Loan Plan

This section allows you to enter information about a postgraduate loan that the employee being set up has, where appropriate this will create a postgraduate loan against the worker in InPay.

Bank Details

This section will appear if Bank Details has been checked in the Employee Starter Screen Format section of the Company General screen. The fields in this section allow the user to specify bank account information for the employee being set up, which will be used by the system if the employee is paid by BACs. The sort code will be validated against the list of sort codes held within InPay. If the sort code does not exist the user will have the option of adding the details if they are certain the code is valid.

Previous Employment Details

This section will appear if Previous Employment detail has been checked in the Employee Starter Screen Format section of the Company General screen. There is the option to add all the details from an employee's P45, however the user can choose to add only the Previous Taxable Pay and Tax Paid as the P45 information is no longer submitted to the HMRC. Further information can be found on the help screen of the Employee Previous Employment P45.

Location Details

This section will appear if Location Details has been checked in the Employee Starter Screen Format section of the Company General screen. The fields in this section allow the user to specify Location information for the employee being set up. Only 1 Cost Centre can be selected for a worker upon creation. If a employee work's across more than one cost center these details can be edited through the Employee Location screen.

Payment Details

This section will appear if Pay Details has been checked in the Employee Starter Screen Format section of the Company General screen. The fields in this section allow the user to specify a Payment (usually Basic Pay or Salary) for the employee being set up.

Annual Amount: Indicates the annual amount to be paid to the employee. Either Annual Amount or Period amount is mandatory if a payment is to be added, but an error will occur if both are specified.
Period Amount: Indicates the period amount to be paid to the employee.

Tax Details

This section will appear if Tax Details has been checked in the Employee Starter Screen Format section of the Company General screen. The fields in this section allow the user to specify Tax information for the employee being set up. These details would normally only be populated if the company was being migrated from another software rather than the worker being a new starter.

Work Schedule Details

This section will appear if Work Schedule Details has been checked in the Employee Starter Screen Format section of the Company General screen. The fields in this section allow the user to override standard work schedule information for the employee being set up.

Grade Details

This section will appear if Academy has been selected in the Company General screen. The fields in this section allow the entry of Grade specific data. For more detail please see the Employee Grade screen

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