Create an employee record

The data that you add when you create an employee record depends on whether you have signed up for Payroll for Microsoft Office Accounting 2009. If you are not using Payroll for Accounting 2009, you can add basic information for the employee, such as contact information, start date, date of last review and leave date.

If you have signed up for Payroll for Accounting 2009 and are creating an employee record that will be used for payroll purposes, you must also add the following information:

Historical data

Historical data includes information about any year-to-date pay, Pay As You Earn (PAYE) taxes and National Insurance (NI) contributions. You can get this information from the employee or from the employee's P45 form (details of employee leaving work) or P11 form (deductions working sheet). Or, if you are migrating to Payroll for Accounting 2009 from another system, you can get the information from the employee's data from the legacy system.

Tax and NI data

Tax and NI data include information such as the employee's tax code and NI letter and number. You can get this number either from the employee, from a new employee's P45 form or from HM Revenue & Customs.

Payroll details

Payroll details include information such as the employee's pay frequency (such as weekly or monthly), rate of pay and payment method: cheque, cash or BACS.

Any user with access other than Read-only or Salesperson can create an employee record by adding basic information. To add payroll and tax details for an employee, you must belong to a role that has permission to process payroll.

  1. On the Employees menu, click New Employee. The Employee form opens, showing the General tab.

    Note: If you do not have permission to process payroll or view payroll data, or if you have not signed up for Payroll for Accounting 2009, only the General tab and User-Defined Fields tab are visible on the Employee form. Otherwise, the Payroll Details tab and Tax Details tab are visible also.

  2. On the General tab, fill out the information in the following sections:

    Employee

    • In Employee Name, type the employee's full name.

      – Or –

      Click Employee Name and then, in the Check Full Name dialog box, type the employee's full name and then click OK.

    • In File as, type the employee's name as you want it listed when you view the Employee List using the the File as column. Typically, you would use last name, first name order. For example, if the Employee name is Anne Wallace, File as will be Wallace, Anne.

    • In Job title, type the employee's job title.

    Addresses

    • Click Home and then, in the Address dialog box, type the employee's home address.

    • To add other addresses for the employee, click the arrow button, select either Business or Other and then type the address.

    Phone and fax numbers

    • In Home, type the employee's home telephone number.

    • To add other telephone numbers for the employee, click the arrow button, select Business, Mobile, Assistant or Other and then type the telephone number.

    • In Home fax, type the employee's home fax number.

    • To add other fax numbers for the employee, click the arrow button, select Business fax or Other fax and then type the fax number.

    Memo

    • (Optional.) In the box, type a memorandum about the employee.

    E-mail

    • In E-mail 1, type the employee's primary e-mail address.

    • To add other e-mail addresses, click the arrow button, select E-mail 2 or E-mail 3 and then type the secondary or tertiary e-mail address.

    Employee information

    • If the employee is active, next to Status, select the Active check box.

    • In Gender, select the employee's gender; for example, Female.

    • In Birth date, type or select the employee's date of birth.

    • In Start date, type or select the employee's date of hire.

    • In Last review date, type or select the date of the employee's last review.

    • If the employee has left the company, in Leave date, type or select the date the employee left the company.

    Terms

    • In Preferred payment method, select the method with which the employee will be paid: Cash, Cheque or BACS. If you select BACS, you must fill out the information in the Bank account information section.

    Bank account information

    • In Account name, type the name of the person under whom the account is registered. Generally, this will be the employee.

    • In Sort code, type the sort code for the employee's bank or building society branch.

    • If the employee's account is with a bank, in Account number, type the employee's bank number.

    • If the employee's account is with a building society, in Payment reference, type the employee's building society number. This number is also known as a roll number.

  3. If you are not using the employee record for payroll purposes, proceed to Step 6. Otherwise, proceed to the next step.

  4. Click the Payroll Details tab and then fill out the information in the following sections:

    Pay frequency

    • In Pay frequency, select the frequency with which the employee is paid; for example, Fortnightly.

    Pay details

    • In Amount, type the amount of pay the employee receives on a specified basis; for example, per hour.

    • In list under amount, select the basis by which the employee's pay is calculated: Per Year, Per Month, Per Week, Per Hour or Per Period.

    • Select Gross or Net:

      • Select Gross if the pay amount is a gross amount. The system makes a gross-to-net calculation for the employee.

      • Select Net if the pay amount is a net amount. The system makes a net-to-gross calculation for the employee.

    Rates and hours

    • Amount per pay period displays the amount, in GBP, that the employee is paid per pay period based on the pay details.

    • In Standard hours per week, type the number of hours the employee typically works in a week.

    • Standard hourly rate displays the hourly rate of the employee's pay based on the pay details.

    Payment method

    • In Payment method, select the method by which you pay the employee; for example, Cheque.

      If you select BACS, you must fill out the required fields of the Payment method section.

    • In Account name, type the name of the employee's account.

    • In Sort code, type the sort code for the employee's bank or building society branch.

    • If the employee's account is with a bank, in Account number, type the employee's bank number.

    • If the employee's account is with a building society, in Building Society number, type the employee's building society number.

    Pensions

    • To assign a pension scheme to the employee, click Pension Scheme Details and then, in the Pension Scheme Details dialog box, assign a pension scheme. For more information, see Assign a pension scheme to an employee.

      Note: You can assign only one pension scheme to an employee.

    Parental leave

    • To assign parental leave to the employee, click Parental Leave Details and then, in the Parental Leave dialog box, assign parental leave to the employee. For more information, see Assign parental leave to an employee.

    Court orders

    Permanent payroll code assignments

    A permanent payroll code is one that is automatically assigned to an employee in every pay period. For example, if an employee typically receives a commission, you might want to assign the Commission payroll code as a permanent payroll code.

    • To assign a permanent payroll code to the employee, click Payroll Code Details and then, in the Permanent Payroll Code Details dialog box, assign the permanent payroll codes you want.

  5. Click the Tax Details tab and then fill out the information in the following sections:

    National Insurance

    • In NI number, type the employee's NI number. You can get this number either from the employee or from a new employee's P45 form.

    Marital status

    • In Marital status, select the marital status for the employee.

    Tax code and NI letter

    • In Tax code, type the employee's tax code. The employees's tax code is sent to you by HM Revenue & Customs or is supplied on the employee's P45 form.

      Note: If the employee has a P46 form, leave the default value for this box. When you add the employee's P46 information later on this tab, Accounting 2009 automatically adds the correct tax code.

    • If the employee's tax code operates on a Week1/Month1 basis, select the Week1/Month1 (as directed by HMRC) check box.

      Note: HM Revenue & Customs will inform you if the employee's taxes should be calculated on a Week 1/Month 1 basis. You can also find this information on a new employee's P45 form. For more information about Week1/Month1, see the article on the HM Revenue & Customs Web site, Work out and record PAYE and tax and NIC.

    • In NI letter, select the NI letter that applies to your employee:

      • If an employee is assigned to a Contracted-out Salary Related (COSR) pension scheme, the employee must have an NI letter of D, E or L.

      • If an employee is assigned to a Contracted-out Money Purchase (COMP) pension scheme, the employee must have an NI letter of F, G or S.

    Employee P45 and P46 information

    • Select either P45 or P46:

      • Select P45 if the employee is new, has been previously employed this tax year at another company and you have a P45 form stating the employee's earnings and taxes from the previous job.

      • Select P46 if the employee is new and has not been previously employed at any other company this tax year and you and the employee have filled out a P46 form.

        Note: You may also select P46 if the new employee has been employed previously in the tax year, but does not have a P45 form from the previous employer.

    • If the employee has submitted a P45 form, do the following:

      • In Total pay year-to-date, type the employee's total pay to date, in GBP.

      • In Total tax year-to-date, type the employee's total tax withheld to date, in GBP.

    • If you and the employee have filled out a P46 form, next to P46 statements, select the appropriate check boxes, depending on the option or options that the employee selected on the P46 form.

    Student loan information

    • If the employee has an outstanding student loan, select Employee has student loan.

    Director information

    • If the employee is a director, select the Employee is a director check box. If you do not select this option, the remaining fields in this section are unavailable.

    • If the employee has an Appropriate Personal Pension (APP), select the Has an Appropriate Personal Pension check box.

    • In Start from, type or select the date that the employee became a director.

    Year-to-date information

    In the Year-to-date information section, you provide information about the employee's year-to-date pay, taxes, NI earnings and NI contributions. You will need to provide this information for all employees if you are adopting Accounting 2009 to do your payroll after the start of the tax year; for example, if you were using another payroll system before you started using Accounting 2009.

    • Click Details. The Year-To-Date Details opens.

    • Under Year-to-date pay, in Current employment, type the amount, in GBP, that the employee has received from your company during the current tax year.

      If you filled out the Employee P45 and P46 information section earlier, Previous employment is automatically filled in with the information that you have already provided. Totals displays the sum of the amounts in Previous employment and in Current employment.

    • Under Year-to-date taxes, in Current employment, type the amount, in GBP, that the employee has paid during the current tax year while working for your company.

      If you filled out the Employee P45 and P46 information section earlier, Previous employment is automatically filled in with the information that you have already provided. Totals displays the sum of the amounts in Previous employment and in Current employment.

    • Under Year-to-date gross pay, type the total amount, in GBP, of the gross pay that your employee has received during the current tax year. This should be the same amount displayed in Total pay.

    • Under NI earnings, do the following:

      • In Earnings at the LEL (1a), type the amount, in GBP, of the employee's earnings to date at the Lower Earnings Limit (LEL). You can get this information from column 1a of the employee's P11 form (deductions working sheet).

      • In Earnings above the LEL (1b), type the amount, in GBP, of the employee's earnings above the LEL. You can get this information from column 1b of the employee's P11 form.

      • In Earnings above the ET (1c), type the amount, in GBP, of the employee's earnings above the Earnings Threshold (ET). You can get this information from column 1c of the employee's P11 form.

    • Under NI contributions, do the following:

      • In Employee contributions (1e), type the amount, in GBP, of the employee's NI contributions for the current tax year. You can get this information from column 1e of the employee's P11 form.

      • In Employer contributions, type the amount, in GBP, of the employer contributions that have been made for the employee during the current tax year.

      • Total contributions (1d) displays the combined amount, in GBP, of the employee's and employer's NI contributions.

    • Under Year-to-date NI'able earnings, type the total amount, in GBP, of the NI'able earnings that your employee has received during the current tax year.

    • Click OK.

  6. Save the employee record: To save the record and close the Employee form, click Save and Close. To save the record and create another employee record, click Save and New.


Related topics

Edit an employee record

Remove an employee from the payroll

Delete or inactivate an employee record

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