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.

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
  • Employee Reliefs
  • Pension Fund Details
  • Medical Aid Contribution
  • 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.
This employee is not a resident If the employee is not a Nigerian citizen, check this check box
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 Permanent or Temporary.
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.
City Enter the city 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 above 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.
City Enter the city where the employee’s postal address is situated.
Country Select the country where the employee’s postal address is situated.
State Select the state 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.
Fax Number Enter the fax 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, cheque or Bank transfer EFT. If bank transfer is selected, you will be able to enter the employee’s banking details.
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 Details accordion

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

Field Explanation
Employee TIN Number Enter the employee’s TIN number in this field.
Employee NHF Number If the employee is contributing towards NHF, enter the employee’s NHF number.

Employee Reliefs accordion

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

Field Explanation
Exclude Employee for Consolidated Relief If the employee is excluded for any consolidated relief, check this check box.
This employee is Disabled Check this check box if the employee has a disability.
Child Relief Enter the number of children that the employee has if the employee qualify for child relief.
Dependent Relative Relief Enter the number of dependent relatives that the employee has if the employee qualify for this.

Pension Fund Details accordion

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

If the employee is contributing towards a pension fund, check the The Employee has a Pension Fund check box.

Field Explanation
Fund Type Select whether the employee is contributing towards a Company Pension Fund or to an Employee and Company Pension Fund.
Company Contribution Percentage (%) Enter the percentage that the company is contributing towards the pension fund.
Pension Fund Certificate Number Enter the number in this field.
Pension Fund Name Enter the name of the fund in this field.
Pension Fund Institution Name Enter the name of the institution in this field.
Employee RSA PIN Enter the employee’s RSA Pin in this field.
Employee PFA Code Enter the employee’s PFA Code in this field.

Medical Aid Contribution accordion

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

If the employee is contributing towards a medical aid, check the The Employee has a Medical Aid check box.

Field Explanation
Fund Type Select the medical aid fund that the employee is contributing towards.
Employee NHIS Number If the fund type is selected as NHIS, then you have to enter the employee’s NHIS number in this field.
Employee Premium Enter the amount that the employee is contributing in this field.
Employer Premium Enter the amount that the employer is contributing in this field.
Medical Aid Membership Number Enter the employee’s medical aid membership number in this field.
Medical Aid Provider Enter the medical aid provider name in this field.
Medical Aid Policy Number Enter the employee’s medical aid policy number in this field.

Leave accordion

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

Annual Leave Fields Explanation
Days per Year Enter the number of days that the employee is entitled to in the 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.