Creating an Employee

To help you manage your employees, you can create and maintain records for them.

You can edit your employee details by clicking on the Employee main menu option and then selecting your employee name. Note: If you do not have any employees saved, you will be directed to the Employee Detail view as per the screenshot below. If you have an employee created, you will be directed to the employee list.

The screen below will display when you create a new employee:

The Progress Indicator:

The progress indicator will show you links of all the mandatory information that must be entered in the Employee Section.

Click on the actions in the action list to enter the information. As soon as the information is entered, the progress indicator percentage will move up until it reaches 100%.

The Employee Detail screen has the following accordions (tabs):

  • Personal Details
  • Employment Details
  • Residential Address
  • Postal Address
  • Contact Details
  • Payment Details
  • Tax File Declaration
  • Other Tax Details
  • Leave
  • Superannuation Fund

Personal Details accordion

Click on the Personal Details accordion. The following screen will be displayed:

Field Explanation
First Name Enter the first name of your employee.
Surname Enter the employee’s surname in this field.
Date of Birth Select the employee’s date of birth.
Gender Select the gender of the employee.
Title If the employee have a title, enter the title in this field.
Middle Name If the employee have a middle name, enter the middle name in this field.

Employment Details accordion

Click on the Employment Details accordion. The following screen will be displayed:

Field Explanation
Employing Business Select the business that employed the employee. Note that an employee cannot be added until one business has been added.
Employee Code Enter the employee’s code in this field.
Employee Start Date Select the start date of the employee.
Employment Type Select the employment type of the employee. You can select:
* Full-time;
* Part-time;
* Contractor; or
* Casual.
Primary Location Enter the location where the employee will be based.
Department Select the department where the employee will be reporting to, for example, Training Department.

Residential Address accordion

Click on the Residential Address accordion. The following screen will be displayed:

Field Explanation
Address Line 1 Enter the physical address of the employee in this field.
Address Line 2 – 4 If the employee has more than one address line, enter the additional lines in the Address Lines 2 – 4.
Suburb Enter the suburb where the employee’s physical address is situated.
Country Select the country where the employee’s physical address is situated.
State Select the state within the country where the employee’s physical address is situated.
Postcode Enter the postcode where the employee’s physical address is situated.

Postal Address accordion

Click on the Postal Address accordion. The following screen will be displayed:

Field Explanation
Same as Residential Address Check this check box if the Postal Address is the same as the Physical Residential Address.
Address Line 1 Enter the employee’s postal address in this field.
Address Line 2 – 4 If the employee has more than one postal address line, enter the additional lines in the Address Lines 2 – 4.
Suburb Enter the suburb where the postal address is situated.
Country Select the country where the postal address is situated.
State Select the state within the country where the postal address is situated.
Postcode Enter the postcode where the postal address is situated.

Contact Details accordion

Click on the Contact Details accordion. The following screen will be displayed:

Field Explanation
Email Address Enter the email address of the employee.
Mobile Number Enter the mobile number of the employee.
Telephone Number Enter the telephone number of the employee.
Facsimile Number Enter the facsimile number of the employee.

Payment Details accordion

Click on the Payment Details accordion. The following screen will be displayed:

Field Explanation
Payment Type Select whether the employee will be paid by cash or cheque, manual electronic transfer or ABA Electronic Transfer. If ABA is selected, you will be able to enter the other information in this section.
Account Name Enabled with Payment Type selection of EFT (Manual) OR EFT (ABA). Enter the Account Name.
Account Number Enabled with Payment Type selection of EFT (Manual) OR EFT (ABA). Enter the employee’s bank account number in this field.
Bank-State-Branch (BSB) Enabled with Payment Type selection of EFT (Manual) OR EFT (ABA). A BSB (Bank-State-Branch) is a six digit number that identifies banks and branches in Australia. Search this field by entering the BSB, Bank Name Abbreviation OR Bank street name and select the BSB from the drop down list.
Bank Abbreviation Enabled with Payment Type selection of EFT (Manual) OR EFT (ABA). If you entered your BSB Number, the Abbreviation field will automatically be entered.
Pay Frequency Select the pay frequency of the employee. This is the frequency of when the employee will be paid.
Total Working Hours per Frequency Enter the number of working hours the employee must work in a pay frequency.
This Employee’s Rate is Select how the rate of the employee must be calculated. You can select hourly, weekly, fortnightly, monthly or annually.
Rate for Employee Enter the rate of the employee in this field. Once the rate is entered, the Employee Rates section will display rate per Hour as well as the rate per Frequency selected.

Tax File Declaration accordion

This section is a reflection of the employees TFN Declaration submitted by the Employee when they joined the Business. Please populate this section exactly as per the TFN Declaration to ensure the tax scale placement is correct.

Click on the Tax File Declaration accordion. The following screen will be displayed:

Field Explanation
The employee is exempt from tax. If the employee is exempt from tax, check the “The employee is exempt from tax” check box. This indicates that the taxation of a pay component will be overwritten and no tax will apply on any component for the employee.
Tax File Number A Tax File Number (TFN) is a unique identifier issued by the Australian Taxation Office (ATO) to each taxpaying entity. Enter the employee’s TFN in this field. The Tax File Number should be a minimum of 8 numeric digits and a maximum of 9 numeric digits.
This employee does not have a TFN If the employee does not have a TFN, check this check box. Another field will display when this check box is checked to select a reason for not having a Tax File Number.
The employee is an Australian resident for tax purposes If the employee is an Australian resident, check this check box. This field enables the following field selections:
* The employee wants to claim the tax-free threshold
* The employee wants to claim the senior and pensioners tax offset
* The employee wants to claim a zone, overseas forces or invalid and invalid carer tax offset
The employee wants to claim the tax-free threshold. If you are an Australian resident for tax purposes, the first $18,200 of your yearly income is not taxed. By claiming this threshold, you reduce the amount of tax that is withheld from your pay during the year. Check this check box if the employee wants to claim for the tax-free threshold. Note that the employees claim this normally with their first job and should not select this field if this is an employee’s second job where they are already claiming the tax free threshold.
The employee wants to claim the senior and pensioners tax offset. If the employee is entitled to claim a senior and pensioners tax offset (the employee should provide supporting documentation normally to the Payroll administrator), then check this check box. When checked a drop down list will display to select the type of senior and pensioner tax offset. The types available are: Single, Illness-separated, A member of a couple. Note: these selections will place an employee in a different tax scale, so please ensure all supporting documentation is provided by the employee.
The employee wants to claim a zone, overseas forces or invalid and invalid carer tax offset If the employee is entitled to a zone, overseas forces or invalid and invalid carer tax offset, please check this check box. This will make the ‘Claim or vary the tax offset amount’ field in the Other Tax Details accordion mandatory, where you should enter the tax offset claimed. Please ensure all supporting documentation is provided by the employee.
The employee has a Higher Education Loan Program (HELP) or Trade Support Loan (TSL) debt. Check this field if the employee is required to pay back the HELP or TSL debt to the ATO. When checked, if the gross amount received by the employee is over a certain threshold, the HELP/TSL amount will be calculated by the system and subtracted from the employee’s gross pay and will form part of the tax payable to the ATO from the employer.
The employee has a Financial Supplement (SFSS) debt. Check this field if the employee is required to pay back a SFSS debt to the ATO. When checked, if the gross amount received by the employee is over a certain threshold, the SFSS amount will be calculated by the system and subtracted from the employee’s gross pay and will form part of the tax payable to the ATO from the employer.
The employee has provided a signed hard copy of the TFN Declaration. If the employee has provided you with a hard copy of his/her TFN declaration, check this check box.
Date Declaration Signed Select the date on which the employee signed the TFN Declaration.

Other Tax Details accordion

Click on the Other Tax Details accordion. The following screen will be displayed:

Field Explanation
The employee wants to claim or vary the tax offset amount. If the employee is entitled to claim or vary a tax offset received, check this check box. This will enable the ‘Tax Offset Annual Amount’ field. Enter the annual tax offset amount received by the employee in this field. The tax offset will be taken into account on Pay Runs. Please ensure all supporting documentation is provided by the employee.
The employee wants to claim full Medicare Levy exemption. If the employee is entitled to claim full Medicare Levy exemption, please check this check box. This will place the employee in a different tax scale. Please ensure all supporting documentation is provided by the employee.
The employee wants to claim half Medicare Levy exemption. If the employee is entitled to claim half Medicare Levy exemption, please check this check box. This will place the employee in a different tax scale. Please ensure all supporting documentation is provided by the employee.
The employee wants to claim a reduction in their Medicare Levy If the employee is entitled to claim a reduction in their Medicare Levy, please check this check box. The reduction will be taken into account with the tax calculation of the employee. Please ensure all supporting documentation is provided by the employee.

Leave accordion

Click on the Leave accordion. The following screen will be displayed:

Annual Leave Fields Explanation
Leave Accrual Method Select whether the employee’s leave must be accrued monthly or hourly.
Days per Year / Hours per Hour Worked Depending on your Leave Accrual Method selection, you can enter the annual leave days that the employee receives per year, or you can enter the number of hours annual leave the employee will receive for every hour worked.
Opening Leave Balance (Hours) Enter the employee’s opening leave balance in hours. Leave is processed in hours.
Leave Loading (%) Leave Loading can apply on an employee. This is a % on top of the normal annual leave amount paid to the employee. This is normally specified by a specific award for certain job types.
Personal Leave Fields Explanation
Leave Accrual Method Select whether the employee’s personal leave must be accrued monthly or hourly.
Days per Year / Hours per Hour Worked Depending on your Leave Accrual Method selection, you can enter the personal leave days that the employee receives per year, or you can enter the number of hours personal leave the employee will receive for every hour worked.
Opening Leave Balance (Hours) Enter the employee’s opening leave balance in hours. Leave is processed in hours.
Long Service Leave Field Explanation
Opening Leave Balance (Hours) Enter the employee’s long service leave opening leave balance in hours. Leave is processed in hours.

Superannuation Fund accordion

Click on the Superannuation Fund accordion. The following screen will be displayed:

Click on the Create New option to create a new Superannuation Fund. If you have already created a superannuation fund under the Maintenance menu, click on the Add Existing option.

Field Explanation
Superannuation Funds Only Super Guarantee Contribution funds can be selected on this accordion. If you would like to add a Superannuation fund as a Salary Sacrifice OR After Tax Deduction for an employee, they will have to be setup on the Pay Components view under the Maintenance menu and selected as a Before or After tax deduction pay component on the Pay Run view when processing your employees. Select the superannuation fund that you have created in the Maintenance…Superannuation menu.

You will notice that once all the fields are entered and selected, your progress indicator will display 100%. The progress indicator section will also show you what the next actions will be. If you click on the links, you will be taken to those screens.

Click on the Save button to save the employee that you created.