Add a New Employee

Outline

• Getting Started: Navigate to the "Employee" screen to begin creating a new employee record.
• Basic Details: Enter core information like name, start date, and pay rates.
• Payroll Details: Set up tax codes, IRD numbers, KiwiSaver contributions, and leave anniversary dates.
• Bank Account: Ad the employee's bank details for payment.
• Contacts & Notes: Record emergency contacts and other general notes.
• Standard Items: View pay history and arrange recurring pay items.

In this article, we will look at how to add a new employee and what information each of the above sections contains. 

Add a new employee

To add a new employee, go to Updated Payroll > Employees.

Select the correct pay group, click Get Results and then click + Add.

The Edit Employee screen will pop up.

Basic Details

Enter in the employee’s:

1. Employee Code – If you are using a Time and Attendance software, this code should match the one in the other software. If not, you can choose any code you'd like. 
2. First name and Surname.
3. Email address.
4. Start date.
5. If applicable, a default Resource Code, Operation Code and/or GL Division Code. For example, an admin staff may always default to one Resource and Operation Code. 
6. Cost Rate and Pay Rate.
7. You can enter in their address, but this is not mandatory.
8. Change Payment Method to ‘EFT’.
9. Enter in a Payslip Password. When the employee receives their payslip in the email, they would need this password to open it.
10. Click Save.

Payroll Details

Click on the Payroll Details tab.

Enter in the employee’s:

1. Tax Code and IRD number.
2. Ordinary Week Pay if they have a weekly rate as per their contract. This usually applies to salaried employees who receive the same amount every week.  
3. Days Per Week that they work.
4. KiwiSaver Percent – the employee’s KiwiSaver contribution percentage.
5. KiwiSaver Percent Employer - the company’s KiwiSaver contribution percentage. Note: If you have employees who are under 18 or over 65, you can set this to 0. You must ensure that their date of birth is recorded under Basic Details for this to work.
6. If the employee is not enrolled in KiwiSaver, tick KiwiSaver Opt Out.
7. If the employee is enrolled in KiwiSaver, choose the ESCT Rate. For more information on how to calculate this, refer to the IRD website.
8. Annual Leave and Sick Leave Anniversary Dates – unless specified otherwise, Annual Leave Anniversary is usually one year after the employee’s start date and Sick Leave Anniversary is usually six months after the employee’s start date.
9. Click Save.

Bank Account

Click on the Bank Account tab.

Click + Add and enter in the bank account holder’s name and the bank account number. Press Enter once done.

Contacts

To record an employee’s emergency contacts, click Contacts > +Add. Enter in the required details and click Save.

Note: Only the names and contact details are needed. 

Notes

To record notes for an employee, simply type it under the Notes tab and Save.

Standard Items

If your employee has any allowances or deductions on top of their normal wages that you need to add, contact Support to sort.

This screen also works as a pay history screen. If you would like to see what your employee has been paid for the past periods, expand out the selection criteria, enter in the Pay Period and click Get Results.