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 third step is to enter their employment details. You need to enter the employee number and start date in the info section.
Department, Cost Centre, and Pay Cycle
Select the appropriate department, cost centre, and pay cycle from the available options for your client.
New Starter Status
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).
If the "Week/Month Basis" flag is disabled, the employee will be placed under cumulative tax.
National Insurance (NI) Category
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.
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.
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.
RTI Payroll ID
By default, the system will generate a 32-character-long number for the RTI Payroll ID. For existing employees, please replace this with the existing employee's ID to avoid issues with FPS and HMRC tax notices.
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. Once it is approved, you can update the employment. For further information on pay period locking and unlocking, kindly refer to this article (add link).
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 "Manage Clients" list.
Find the client 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.Click the "More" button in the Employment Details section.
A slider will appear with the employee's details. Make the necessary changes and click "Save" to update the information. For more details about this screen, please review this section.
If no changes are required, simply click the "Close" icon
at the top-right corner of the slider to exit.
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