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
  • Employee Tax Setup Details
  • Vehicle Benefits
  • Housing Benefits
  • Life Insurance Policy
  • Medical Benefit
  • Retirement Fund
  • Leave

Personal Details accordion

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

Field Explanation
Title If the employee have a title, enter the title in this field.
First Name Enter the first name of your employee.
Middle Name If the employee have a middle name, enter the middle name in this field.
Surname Enter the employee’s surname in this field.
Date of Birth Select the employee’s date of birth.
Identity Number Enter the employee’s identity number in this field.
Passport Number If the employee is a foreign national, enter the employee’s passport number in this field.
Gender Select the gender of the employee.

Employment Details accordion

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

Field Explanation
Employing Company Select the company that employed the employee. Note that an employee cannot be added until one company 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 or Part-time.
Primary Location Enter the location where the employee will be based.
Department Select the department to which the employee will be reporting, 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.
Province Select the province 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 postal 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 postal address is situated.
Country Select the country where the employee’s postal address is situated.
Province Select the province within the country where the employee’s postal address is situated.
Postcode Enter the postcode where the employee’s 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, Bank transfer EFT or M-Peza. If bank transfer is selected, you will be able to enter the employee’s banking details. If M-Peza is selected, you must enter the employee’s M-Peza card number.
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.
Hours per Day Enter the number of working hours the employee must work in a day.
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.

Employee Tax Setup Details accordion

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

Field Explanation
Employee Classification Select what type of employee you are employing. If you select the Secondary Employee option, you must enter the employee’s earnings amount of his/her primary employment.
Employee PIN Number Enter the employee’s PIN number in this field.
Employee NSSF Number Enter the employee’s NSSF number in this field.
Exclude this employee from NHIF Calculation If the employee is excluded for NHIF, check this check box.
Employee NHIF Number If the employee is contributing towards NHIF, enter the employee’s NHIF number.
This employee is Disabled Check this check box if the employee has a disability.
This employee is not a resident Check this check box if the employee in not a resident of the country.
This employee receives Tax Free Remuneration Check this check box if the employee receives tax free remuneration.
This employee has an Insurance Relief Check this check box if the employee has insurance relief.

The following fields must be entered if the Insurance Relief check box is checked:

Field Explanation
PIN of Insurance Company Enter the PIN of the insurance company in this field.
Name of Insurance Company Enter the name of the insurance company in this field.
Purpose of Policy Select the purpose of the policy.
Policy Holder Name Enter the name of the policy holder in this field.
Age of Child Enter the age of the employee’s child in this field.
Insurance Policy Start Date Select the start date of the insurance policy.
Insurance Policy Maturity Date Select the date when the policy reaches maturity.
Sum Assured Enter the sum that the employee is assured for.
Date of Premium Payment Select the payment date of the premium.

Vehicle Benefits accordion

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

Field Explanation
Type of Vehicle Select the type of vehicle on this benefit. You can select between Saloon, hatchback or estate; Pickups, Panel Vans Unconverted; or Land Rovers / Land Cruisers.
Size of Engine Select the size of the vehicle’s engine.
Type of Ownership Select the type of ownership if it is owned or hired.
Initial Cost of Vehicle Enter the initial cost of the vehicle.
Vehicle Registration Number Enter the registration number of the vehicle.
Vehicle Make Enter the make of the vehicle.
Start Date Select the start date of the benefit.
End Date Select the end date of the benefit.
Remove Vehicle If the employee is not using the vehicle or sold the vehicle, you have the option to remove the vehicle benefit.
Add Vehicle Click on the Add Vehicle option if you want to add more than one vehicle for an employee.

Housing Benefits accordion

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

Field Explanation
Type of Housing Select the type of housing on this benefit. You can select between Employer’s rented house and Employer’s own house.
Market Rental Value Enter the market rental value of this house.
Start Date Select the start date of the benefit.
End Date Select the end date of the benefit.
Remove Housing Benefit If the employee is not using the house anymore, you have the option to remove the vehicle benefit.

Life Insurance Policy accordion

Click on the Life Insurance Policy accordion. The following screen will be displayed:

Field Explanation
Life Insurance Certificate Number Enter the life insurance certificate number of the employee in this field.
Life Insurance Policy Number Enter the life insurance policy number of the employee in this field.
Life Insurer Institution Name Enter the life insurance institution name in this field.
Start Date Select the start date of the policy.
End Date Select the end date of the policy.
Remove Insurance Policy If the employee is not contributing towards this policy anymore, you have the option to remove the insurance policy.

Medical Benefit accordion

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

Field Explanation
Employer Medical Scheme Certificate Number Enter the medical scheme certificate number of the employer in this field.
Employer Medical Scheme Name Enter the medical scheme name of the employer in this field.
Start Date Select the start date of the medical scheme.
End Date Select the end date of the medical scheme.
The employer has a written plan or scheme. If the employer has a written plan or scheme, check this check box.
Remove Medical Benefit If the employee is not contributing towards this medical scheme anymore, you have the option to remove the medical benefit.

Retirement Fund accordion

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

Select the Fund type whether the employee is on the new fund or old fund.

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.
Opening Leave Balance (Days) Enter the employee’s opening leave balance in days. Leave is processed in days.
Personal Leave Fields Explanation
Leave Accrual Method Select whether the employee’s personal leave must be accrued monthly or hourly.
Days per Year Depending on your Leave Accrual Method selection, you can enter the personal leave days that the employee receives per year.
Opening Leave Balance (Days) Enter the employee’s opening leave balance in days. Leave is processed in days.
Sick Leave Field Explanation
Opening Leave Balance (Days) Enter the employee’s sick leave opening leave balance in days. Leave is processed in days.

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.