Basic details

This is the core of the employee record, with basic information.

You can add employees, import employees with a CSV file, or import from Sage 50 and Moneysoft.

1. Open the required company.

2. Go to Employees.

3. Select the required employee.

Required information

Enter the following required fields.

• Last Name: The employees surname. Check the spelling.

• First Name: The employees forename. Don't use nicknames or an alias.

• Date of Birth.

• Address: The first two lines. The postcode is required if the National Insurance A system of contributions paid by workers and employers in the UK, which funds various state benefits, such as the State Pension and Jobseeker's Allowance. (NI) number is blank.

• National Insurance: HMRC His Majesty's Revenue and Customs is a non-ministerial department of the UK Government responsible for the collection of taxes, the payment of some forms of state support, the administration of other regulatory regimes including the national minimum wage and the issuance of national insurance numbers. use the National Insurance Number as the main identifier for employees. It should be entered, however you can leave it blank if you have the employees post code.

• Gender: Genders are defined by HMRC to help match the employee record to an HMRC record.

  Other sex / genders can not be added in payroll due to HMRC specifications for record matching.
  External website PDF

  HMRC: What to do if an employee changes gender
  https://www.gov.uk/employee-changes-gender
  External website
  

Good to know...

• You should keep general information up to date. Information kept within the employee record is used by 3rd parties to send information directly to the employees.

  • HMRC: Send tax notices and information to the employee using the payroll data.

  • Pensions: The pension provider sends statements and important information to the employee using the payroll data submitted to the pension provider.

    You may be fined if you do not get employees information withing timescales required by the pensions regulator.

  Payroll Bureau

• The employer or client who is ultimately responsible for keeping you up to date with changes,. It'sgood practice to remind them of their responsibilities and the consequences.

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