Employee record - pay tab

This section controls all pay types for your employees. You can hold salary details as well as putting through one-off payments, pension and loans. If you have Pay Manager or use our outsource payroll service, support or your payroll executive can help with these sections. 

If you are using this for reporting, or have payroll outside of RSM, your payroll department will be able to help you with these fields and the information they require. We have provided additional security on some of these tabs, with fields being lock once entered. Certain users will have the ability to unlock these. If you are using our payroll services, please speak to your payroll executive if you need further help. 

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Click on the link below to go to the appropriate tab you wish to review

Employee record - pay tab#Details 

Employee record - pay tab#Rates

Employee record - pay tab#Payroll

Employee record - pay tab#Pension

Employee record - pay tab#Bank

Employee record - pay tab#Bonus

Employee record - pay tab#Benefits

Employee record - pay tab#Allowances

Employee record - pay tab#Deductions

Loans

Misc

Lookup dropdowns & alerts for this section 

Details 

We recommend you use the date field to help with your audit history tracking. You can use type of change and reason dropdowns for each record, these dropdowns are prepopulated, but you can add to these within manage lookups. If you are using Pay Manager, the date also will be used for any salary pro-rata payments for starters and leavers within a batch. Remember to use the create button for a new record and the save button once details have been entered. 

You can use the currency field if you wish to, but this is not mandatory. This can be controlled by creating a lookup.

Pick the basis: annual, daily, hourly, monthly, or weekly, and then enter the amount according to the basis. If you choose annual, you need to enter the annual amount they will be paid. People Manager will calculate and prepopulate the greyed-out fields.

Hourly - Salary divided by weeks in year (52 or 52.14), divided by the average work plan hours or the contractual hours if a work plan isn't present. 

Weekly - Salary divided by weeks in the years (52 or 52.14).

Monthly - Salary divided by 12.

Annual - Multiplied by which ever option you have pick in the basis. 

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Rates 

The rates tab can be useful if you have someone that has various job roles that are paid at different rates. The job type dropdown is controlled within manage lookups. 

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Payroll 

This section will be required if you are using Pay Manager via our payroll submissions, for further information please go to support. If you don't use our payroll systems, you can still use this tab to store relevant information that may help your payroll department. Please note: you will need to enter an NI number to allow your employees to login, whether you use Pay Manager or not. The date of birth and NI number are used by the employee initially to login to MyHR and then create their own password, when they enter those details it must match what you have recorded within their record.  

This area stores all of the tax details for your starter, this includes: 

student loans, starter declaration, P45 details and the employees tax and NI information. You will also assign the payroll details, payment method and pay frequency. Your payroll department will be able to help you with these details, alternatively you can go to Payroll - GOV.UK (www.gov.uk) for further assistance. 

Please note: you must click starter declaration received as well as selecting the date and option for the starter declaration. 

Once set these fields become locked, you will be required to click Unlock to be able to change details. This is restricted to certain users. 

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Pension 

You can create multiple pension schemes with the admin menu. Once created they will be available for selection within the scheme dropdown. If you have set the employer and employee percentage contributions within the scheme set up they will automatically populate in the contributions fields, you can however amend these contributions if required. There are question marks you can hover over that provide additional explanations to help you. If you have a payroll managed service with RSM, please speak to support or your payroll executive.

Further down the page you have the option to enter retirement details.

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Bank 

You will only ever store the current bank details of an employee, we do not hold historical records.

Please note: that you will simply over key these fields and then hit save. 

These can also be updated by the employee if you wish, and set that you will authorise the change before it updates the record. 

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Bonus 

This area allows you to enter bonuses. If you would like to have various bonus types to choose, you can go to manage lookups, bonus lookup and set all all bonus names up.

If you have Pay Manager, and want bonuses to be shown separately on payslips, then each bonus will require a separate pay element as well. Once you have added your bonus record with date, type and amount, click save.

Please note: the date field here will not pro-rata. If you put the 15th of the month, it will pay the whole amount within that pay period. 

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Benefits 

This screen allows you to add all benefits for your employees. You will need to create a new record each time. The type field can be populated by manage lookups, and the renewal date can have an alert associated with it. We have provided a variety of fields allowing you to add a policy number, employee and employer amounts, and the allowance. 

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Allowances 

As with the benefits screen, you will need to create a new record each time. The name field can be populated within lookups. By leaving the end date unpopulated the allowance will continue to run each pay period. This can be added to submissions for payroll purposes as well, if you require further help with this please contact support.

Please note: this screen is effective date driven and will calculate the deduction amount based on this field. I.e., if you put the 15th of the month and the amount is £200, it will only take £100 for that pay period. You can configure alerts against the end date field on this tab. 

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Deductions 

As with the benefits and allowances screens, you will need to create a new record each time. The name field can be populated within lookups. By leaving the end date unpopulated the allowance will continue to run each pay period. This can be added to submissions for payroll purposes as well, if you require further help with this please contact our support.

Please note: this screen is effective date driven and will calculate the deduction amount based on this field. I.e., if you put the 15th of the month and the amount is £200, it will only take £100 for that pay period. You can configure alerts against the end date field on this tab.

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Loans 

Within the loan screen, you can record the loan amount and the repayment amount per period. The remaining balance is greyed out and will automatically update after each pay period. If the loan has been paid outside of the system, you can mark this as repaid.  Each loan should have its own entry, you can create loan types within manage lookups. This can be added to submissions for payroll purposes as well.

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Misc 

This tab allows you to hold other information if you wanted to and report on it.

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Lookup dropdowns & alerts for this section  

Here is the list of dropdown lists and alerts can configure for the personal section. Go to manage lookups to find out how to add or change your dropdown lists and alert configuration to set up your reminders. 

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