| | How do I add a New Employee? |
| Description | There are various ways you can load employees on the payroll system. Depending on the number of employees that you need to load, you can select the option that will work best. In this article we will look at loading an employee manually. It is advisable to load all new employees before you do the rest of the monthly or weekly Payroll Input. When you add a new employee, the payroll system will automatically move through the relevant screens for the employee, to ensure that all necessary information is entered. The full cycle of adding an employee must be completed. The default cycle consists of the following five screens: The Basic Employee Information screen (IS),
The Employee Leave Days screen (LD),
The Employee Linking screen (MC),
The Employee Increase screen (INC), and
The Employee Payslip screen (PS).
The Employee Leave Days (LD) and/or Employee Linking screen (MC) may be omitted from the above cycle, if required, or additional screens can be added to this cycle by using the “Add Employee Control” on under Company>Add Employee Control.  CAUTION: If you are affiliated to an Industrial Council, it is imperative to access the Employee’s Industrial Council screen and link the employee to the relevant fields. You can add the Industrial Council Screen to the Add Employee Control so that when you load a new employee you do not forget to link the council information.
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| Resolution | To add a new Employee: - From the Main Menu
- Click on Employee
- Click on Add New Employee
- Enter the Employee Code
- Select employee code - Before capturing the detail of an employee, you must decide on an Employee Code. This code is entered when adding an employee for the first time, and this code will be used to access the employee’s screens for all data entries (fixed or financial) from then onwards. The Employee Code may consist of up to 8 characters:
- Numeric (e.g. 00012345),
- Alpha (e.g. SEPEDE), or
- Alphanumeric (e.g. SEP123).
All fields with an orange asterisk is mandatory for all records, all fields marked with a blue asterisk is mandatory for IRP5 purposes. Basic Employee Information screen (IS) The Basic Employee Information Screen (IS) is a mandatory screen in the Add New Employee Cycle. The Basic Employee Information screen (IS) is the 1st default screen in the Add Employee Cycle and contains the employee fixed information. There are 8 tabs. Complete the applicable information as used in your company. This includes fixed information such as the Surname, Address, ID Number, Marital Status, Address, banking details etc. The system will force you to complete the mandatory fields. As soon as these fields are completed, you will be allowed to move on to next tab. The Basic Employee Information Screen (IS) contains the employee’s fixed information, and consists of the following tabs: - Personal Details Tab,
- Address Details Tab,
- Statutory Details Tab,
- Payment Details Tab,
- Analysis Details Tab,
- Benefit Details Tab,
- Travel and Co.Car Tax Tab, and
- Employee Tax Incentive (ETI) Tab.
Personal Details Tab Personal Details Tab - The Personal Details Tab includes fixed information such as the Surname, First Name, ID Number, Date of Birth, Gender, Marital Status, Date Engaged and important Contact Numbers.
The following are mandatory fields on the Personal Details Tab: - Initials,
- Surname,
- First Name,
- Date of Birth,
- Gender,
- Marital Status,
- Date Engaged, and
- Business Number.
These fields will be highlighted in cyan to indicate that they are mandatory fields. Information must therefore be entered for these fields and you will not be able to continue to the next screen until these fields have been completed. If all details have been completed, click on Continue
You will proceed to the Address Details Tab as the next step to complete on the Basic Employee Information Screen. Address Details Tab Address Details Tab The Address Details Tab includes the Reporting Address, Residential Address, Work Address and Postal Address of the employee, as required by SARS for Tax Certificate purposes.  NOTE: The following field is a mandatory field on the Address Details Tab: Reporting Address. This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed.
The Employee Address Screen caters for the various Postal Address formats. The options are: - P.O. Box,
- Private Bag, and
- Street Address.
Depending on the selection made, certain fields are displayed on the screen. Please confirm the correctness of the address fields. P.O. Box and Private Bag: Postal Addresses using P.O. Box or Private Bag, have the same entry fields. Street Address: Street Address has a different set of entry fields. All three Postal Addresses have a field: “Care of” Postal Address. If all details have been completed, click on Continue You will proceed to the Statutory Details Tab as the next step to complete on the Basic Employee Information Screen. Statutory Details Statutory Details Tab The Statutory Details Tab includes important information about Tax, IRP5’s, OID, UIF, SDL and RFI. It is imperative that the information on this screen should be entered correctly as it will have a direct influence on the calculation of Tax, UIF and SDL for the employee. NOTE: The following field is a mandatory field on the Statutory Details Tab: Tax Status. This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed. If all details have been completed, click on Continue You will proceed to the Payment Details Tab as the next step to complete on the Basic Employee Information Screen. Payment Details Tab Payment Details Tab The Payment Details Tab is used to specify how the employee will be paid, e.g. by Cheque, Cash, ACB or Bank List and includes the employee’s banking details. The following field is a mandatory field on the Payment Details Tab: This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed. The following fields are mandatory fields when ACB has been selected as Pay Method: - Branch Code,
- Acc No, and
- Type of Account.
If all details have been completed, click on Continue You will proceed to the Analysis Details Tab, if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen. Analysis Details Tab Analysis Details Tab The Analysis Details Tab will allow you to link the employee to specific Analysis Codes, e.g. the correct Department, Pay Point, Category, Job Grade, Job Title, etc. If all details have been completed, click on Continue You will proceed to the Benefit Details Tab, if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen. Benefit Details Tab Benefit Details Tab The details of all the Benefit Funds that the employee can be a member of will be entered on the Benefit Details Tab. If all details have been completed, click on Continue You will proceed to the Travel and Co. Car Tax Tab as the next step to complete on the Basic Employee Information Screen. Travel and Co. Car Tax Tab The taxability of a Travel Allowance and Company Car is indicated on the Travel and Co. Car Tax Tab. This screen consists of two grids, one caters for Travel Allowances and the other for Company Cars. You will have to indicate here, per Travel Allowance and per Company Car, what the percentage is that must be included as Remuneration for Tax purposes, for the current pay period. To access the Company Cars Screen, click on the <View Detail> button. For more information about Company Cars, see Company Car. During the Start of Period procedure, the YTD values, per percentage, will automatically be populated. Employee Tax Incentive Tab Employee Tax Incentive Tab The Employment Tax Incentive Tab records the following information: If the employee is in possession of a valid Asylum Seeker Permit, tick this option and enter the Work Permit Number, so that the employee can be included for ETI calculation purposes. ETI Exclusions: If the employee is ticked for ‘Related to Employer’ (connected person) or ‘Domestic Worker’, they will be excluded from the ETI Calculation. Personal Information: The ID Number will be displayed here if it has been entered on the Personal Details Tab and the Valid ID Document will have been ticked during the Conversion process to Release 4.3a. If the ID Number is added after the conversion, this field will need to be manually ticked. An Attachment Icon is available from this screen to save a copy of the employee’s Identification Document. The Actual ETI Age is the age of the employee in the Current Calendar Month. Special Economic Zone: Link the employee to the code defined for the Special Economic Zone in which the employee works. If a SEZ is selected, the age of the employee will be disregarded to determine if the employee is a “qualifying” employee. NOTE: If a SEZ Code is linked then it is very important that the employee’s Work Address is correct. Minimum Wage: Link the employee to the Minimum Wage Code defined for the area in which the employee works. The Rand value will be displayed to the right of the field. This will be compared to the “Wage” components specified. Employee SIC Code: Select from a pre-defined group of SIC Codes, determined by the SIC Code selected on the Basic Company Information Screen. Period (Excluding Current Month) of Set: Records the Number of completed Periods for either the 1st or 2nd 12-month Set, for which the employee is included for ETI calculation purposes. Leave Days screen Leave Days screen (LD) The Leave Days screen (LD) is the 2nd default screen in the Add Employee Cycle. This screen contains the employee's Leave cycle and Leave accrual information. For new employees, these are set to the values defined on the Leave Control screen. You may alter these fields, if necessary. Employee Linking screen The Employee Linking screen (MC) This is the 3rd default screen in the Add Employee Cycle. On this screen you must link the employee to the Methods of Calculation that are required for him/her. Click in the column, next to the Earning, Deduction or Calculation Field that you want to link to. The methods on file will be displayed to enable you to select the required option. Click on the applicable method number next to the Earning, Deduction or Calculation Field. A zero (0) means that the employee is not linked to any method for that Earning, Deduction or Calculation Field If Payslip Display Codes are in use, the Payslip Display Code to which the employee must be linked can be selected on this screen. When linking the new employee to a particular Payslip Display Code, only the applicable Earnings, Deductions or Calculation Fields, according to the Payslip Display Code, will appear on the employee’s Payslip. The employee will also be automatically linked to the Methods of Calculation as specified for that Payslip Display Code. When the column is set to Y=Yes, the line will display on the employee’s Payslip screen and when the column is set to N=No, the line will not display on the employee’s Payslip screen. The column serves therefore as an indication of whether the line will display on the employee’s Payslip or not and will only display those Earnings and Deductions that have been set to Y=Yes. The column indicates the method number to which the employee is linked for this particular Payslip Display Code. For more information on how to use and setup Payslip Display Codes, click here. Increase screen Increase screen (INC) The Increase screen (INC) is the 4th default screen in the Add Employee Cycle. - The standard Working Hours per Period and the Working Hours per Day, both of which are mandatory fields are displayed here.
- Enter the default number of Shifts on this screen if you are going to accumulate the Shifts worked for an employee.
- The Charge out Rate/Hour can be used if an employee gets paid at more than one Rate per Hour.
- The employee's Annual Basic, Fixed Salary, Rate per Hour or Rate per Day can be entered here. Any one of these four amounts can be entered or changed and the others will automatically be recalculated.
The Payslip screen (PS) This screen displays the employee’s current Payslip information. It shows the result of all the information that was entered on the default screens when the new employee’s details were entered. This screen displays exactly what will be printed on the employee’s Payslip. The Tax, Gross and Nett Salary are immediately calculated as input is done on the Payslip screen. The default Add Employee Cycle has now been completed |
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