This article will guide you through the process of adding or updating your employee's employment details.
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Adding Employee Employment Details
When creating a new employee, the second step is to enter their employment details.
Job Information
The job information section captures key information about the employee’s role, employment record, and payroll setup.
Field | Description | Notes |
Job Title | Enter the employee’s current job title or position within the company. |
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Employee Number | Enter the unique employee number used to identify the employee within your company. |
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The RTI Payroll ID is different from the employee number | Tick the checkbox if the RTI Payroll ID is different from the employee number. | If ticked, you need to provide the RTI Payroll ID in a separate field. |
RTI Payroll ID | Enter the RTI Payroll ID of the employee. | The system will generate a 32-character-long number for the RTI Payroll ID. |
Start Date | Enter the date on which the employee started their employment with the company. |
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Add a continuous start date | Tick this checkbox if the employee has a previous period of employment that should be recognised as continuous service. | If ticked, then you need to enter the continuous start date in a separate field. |
Continuous start date | Enter the employee's continuous start date |
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Department | Select the department from available options for this company |
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Cost Centre | Select the cost centre from available options for this company |
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Annual Salary | Enter the employee’s annual salary. |
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HR Number | Enter the employee’s HR or personnel reference number, if applicable. |
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This worker is paid irregularly | Tick if your employee is paid on an irregular basis.
| Casual or seasonal employees whose employment contract continues.
Employees on maternity leave, long-term sick leave or leave of absence will not be paid for a period of three months or more – but you still regard them as employees. |
Pay Cycle | Select the pay cycle that applies to the employee. |
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Annual Salary
When you input an annual salary and specify the pay cycle, a recurring pay item will be automatically generated for the employee based on the selected pay frequency.
For example, if you enter an annual salary of £100,000 and set the pay cycle to monthly, a recurring pay item will be created for the employee, amounting to £8,333.33 per month for the entire year. Similarly, if the pay cycle is set to weekly, a recurring pay item of £1,923.06 will be generated, and so on. The specific amount of the recurring pay item is determined by the frequency of the selected pay cycle.
Tax Details
New Starter: Enable the New Starter flag if the worker is a new employee. This will allow you to choose the Starter Declaration (A, B, or C).
Starter Declaration: Select the starter declaration (A, B, or C).
Tax Code: Enter the tax code of the employee.
Week 1/Month 1 Basis: Enable this if the employee is on a week 1 /month 1 basis for calculation. If the Week 1/Month 1 basis flag is disabled, the employee will be placed under cumulative tax.
National Insurance Details
NI Number: Enter the employee’s National Insurance number.
NI Category: The NI category will be selected based on the NI number. If the NI number is empty, then category A will be selected.
NI Override: To modify the NI category, enable the NI Override option. This will allow you to select a different NI category as required.
Student Loan Details
Select the appropriate repayment plan from the available options:
Student Loan Plans: Plan 1, Plan 2, Plan 4, or No Plan
Postgraduate Loan Plans: Plan 3 or No Plan
If you do not have a student or postgraduate loan, please select No Plan for the relevant option.
Director / Apprentice Status
If the employee is an Apprentice, enable the corresponding toggle button. You will then be required to enter their start date.
For Directors, you need to enter their start date, and you can also enable the Director’s NI option to specify whether the cumulative method or the director table method should be applied.
Please ensure that all required fields, marked with an asterisk (*), are completed accurately. Once all details are entered, click Save to proceed. At any point, you can click Exit Setup to leave the setup process and complete it later.
Note: Please note that employment details cannot be saved if the pay period is locked or unapproved. You need to either approve or unlock the pay period to update the employment details. For further information on pay period locking and unlocking, kindly refer to this article.
Updating Employee Employment Details
If you need to update your employee's employment details, follow these steps:
Navigate to the dashboard by clicking on the logo. This will take you to the Company List page.
Find the company and click the People icon
in the corresponding row. This will open a screen displaying a list of employees.Locate the employee you wish to edit and click on the Edit icon
on the corresponding row.
In the Employment Details section, you will have two options based on the initial setup
Add: If you didn't configure employment details during the initial setup, you will see the + Add option. Follow the steps outlined in the Add Employee Employment Details section to set up the employment details.
More: If the employment details are already present, click More to update the employment details.
Make the changes and click Save to apply changes.
To discard any changes you have made and reload the previously saved data, select Reset.
Note: Please note that employment details cannot be saved if the pay period is locked or approved. You need to either approve or unlock the pay period to update the employment details. For further information on pay period locking and unlocking, kindly refer to this article.
If no changes are required, click the Close icon
at the top-right corner of the slider to exit.
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