Employees
In this section of payroll module, users can add employees to the system for whom an employer intends to process and submit payroll through the software.
Adding employees
Manual process
Employees can be added manually by clicking “+ Employee”, completing the required details, and saving the form. Users must enter comprehensive information, including personal details, starter details, and employment details. These details ensure accurate payroll setup, compliance, and efficient payroll processing. Once all mandatory information is completed, clicking “Save” adds the employee to the system.
Import
The import feature allows users to add multiple employees at once using a bulk upload utility. Users can download a predefined template, enter the required employee details, choose the completed file and save it.
A preview of the employee data is displayed for review before finalising the import, ensuring accuracy and a smooth bulk onboarding process.
Secure link
The "Secure link" option in this software allows accountants to securely request and collect employee details directly from end users, streamlining data collection and improving overall operational efficiency.
By selecting "Secure link" from the dropdown next to the “+ Employee” button, accountants can send a request email to the end user. The user verifies access using an OTP received via email or through the CRM or payroll data request modules and then enters or updates employee details, including personal, starter and employment information.
Recognising that users may not be able to complete the employee details in one session, the software provides a "Save for later" option, allowing progress to be saved and resumed later via a link sent by email. Once the information is submitted, the accountant receives an email notification to review the details and approve the request from the CRM data link or the payroll data request section.
Employees tab
A list of all the employees will be visible here. This will highlight the name of the employee along with their tax codes. Users also have the option to view the employee’s profile by clicking on employee. This will redirect to the employee’s profile, where all personal details can be viewed and edited.
Export - Software offers an "Export" option that enables users to download data in either PDF or CSV formats based on their specific needs.
Change tax code - The change tax code section of this software, employers have the ability to modify the tax code for a specific employee, starting from a designated effective date.
Three dots can be utilised for -
Update manual YTD
This option allows users to update an employee's YTD status manually. From the dropdown menu, select the period for which the manual YTD needs to be updated. Enter the required details, such as gross pay, taxable gross and other necessary information, then click "Save" to proceed.
Inactive
To mark an employee as inactive, the user can click the relevant icon. A confirmation message will appear, and once the user confirms, the employee will be marked as inactive.
Employee details
Profile
The profile section provides comprehensive control over employee information, allowing users to update personal and contact details, starter and employment information, payroll settings, bank payout details and tax and National Insurance data.
Pension enrolment status is displayed within the pension details tab, where users can assign or add pension schemes as required. Users can also record leaver details by entering the employee’s leaving date.
Leaves
This feature enables efficient tracking and management of various types of employee leave, ensuring compliance with statutory requirements and organisational policies. A dedicated holiday entitlement leave management section is also available, allowing users to manage leave for all employees in one centralised place.
Payslips
The software automatically collects and stores all payslips for future reference whenever payroll is processed for a given month. By selecting a payslip, users can view it in various formats from the available dropdown. They can also email, download or print the payslip as needed. The "Download" icon allows users to save an employee’s payslip for quick and convenient access to detailed payment records.
Documents
The Document section supports comprehensive document management with this software, ensuring all necessary records are securely stored and easily accessible when needed.
Users can access both system-generated documents and additional documents uploaded and saved by users themselves. System-generated documents include essential forms like P60 and P45, automatically generated by this software based on payroll and employment data.
In addition to these, users can use the add icon to upload and store supporting documents such as passports, driving licenses and any other relevant paperwork.
Expenses and benefit
All expenses and benefits incurred by the employer for their employees are managed and reported in this section.
Additions and deductions
Additions and deductions section encompasses all additions and deductions incurred by the employer on behalf of their employees.
Hope this is helpful.
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