Create and edit employee records

Summary

How to create and edit employee records in Sage Payroll.

Description

To help you manage your employees’ information, you create records for them. You can enter their personal details, contact details, employment and tax details.

TIP: When you set up a new employee in Payroll you don't need to register them with Revenue. This is done automatically when Payroll retrieves the RPN.

Resolution

To create a new employee

Go to Employees, then select Create Employee.

TIP: Any options marked with an asterisk are mandatory, you must fill them in. For more information about each option on the employee record, please refer to the section, Options available within the employee record

Under Personal Details, enter the employee’s name, PPS number, date of birth and gender.
Under Contact Details, enter the employee’s address, telephone number and email address.

TIP: If you want to email payslips to this employee, enter their email address and set a password. The employee requires this password to view any payslips you send them by email.

Under Employment Details, in the Pay Cycle list, select the pay frequency you want to pay the employee.

For example, if you want to pay the employee each week, choose Weekly.

In the Start Date box, enter the date that the employee starts working with your company.
In the Payment Method list, select the relevant payment option.

TIP: If you select Bank Transfer, you must enter the employee’s account name, IBAN and BIC.

Under Current Tax Details, in the PRSI Code list, select the relevant code.

TIP: If you’re unsure of what PRSI code to select, contact the Department of Social Protection.

In the Tax Status list, select Emergency.
Select Save.

The employee is active on your payroll, and you can start processing their pay details.

TIP: You can’t add an employee to a completed pay run. If you need to do this, please contact Sage technical support for help. Our support team may be able to suggest a workaround for you.

To edit an employee's details

Go to the Employees tab, then click on the relevant employee.
Make the necessary changes.
Select Save.

Options available within the employee record

Option	Description
Personal Details	This is the basic information about the new employee, including their personal public service (PPS) number.
Contact Details	The employee’s postal address, telephone number and e-mail address and password to protect email payslips.
Pay Cycle	The employee’s pay frequency. This can be weekly, two-weekly, four-weekly or monthly.
Works Number	The unique code that identifies the employee in the company.
Start Date	The date on which the employee started employment with your company.
Finish Date	If applicable, the date on which the employee finished employment with your company. If you specify a finish date on an employee’s record, they are marked as a leaver in the software.
Payment Method	The method by which the employee wants to receive their pay.
PRSI Code	The employee’s pay related social insurance (PRSI) code. Also known as PRSI class. It’s used to calculate the employee’s PRSI liability in each pay run.
Tax Status	The tax status determines how an employee’s tax liability should calculate throughout the year. This field will be updated automatically when you retrieve an RPN.
Std Cut-Off (Yearly)	The standard rate cut-off value for the whole tax year. This field will be updated automatically when you retrieve an RPN.
Tax Credits (Yearly)	The value of tax credits for the whole tax year. This field will be updated automatically when you retrieve an RPN.
Marginal Relief Rate	If the employee is liable to pay tax at the marginal relief rate, select this check box.
Director	If the employee is a director of your company, select this check box.
Leaving Date	The date on which the employee left or will leave your employment. This option isn’t available when you’re setting up a new employee.

When the employee has more than one job

If a new employee already has a job with another company and will retain it while working for your company, they must contact Revenue.

Revenue confirms how the employee’s tax allowances should be split between the two employments and the figures will be recorded into Payroll when you retrieve the employees RPN.

My employee left the company but has returned

Once an employee is submitted as a leaver and you’ve processed a pay run, this can't be reversed.

Therefore, if an employee leaves the company and then comes back, you must reflect this new employment by creating a new employee record for them with their up-to-date details. This ensures that the employee’s deductions and net pay are correct.

Email error

This happens because the original employee record will still have the employee's email address entered.

To work around this, edit the original employee record and change the email address being used.

Change original email

Select the Employees tab.
If you can't see the original employee record, select the Filter option.
Select the Include employees who have left option and select Apply.
Select the employee from the list.
Select Change email address.
Enter a fake email address, such as [email protected].
Select Save changes and select OK.
Select Save.

You can now use the required email address in your new employee record.

To delete an employee record

You can delete an employee record that you've created, but not processed in a pay run.

To delete an employee record:

From the Employee's tab, select the relevant employee.
From the Employee Details tab, select Delete. Please note, that this option is only available if you've not processed the employee in a pay run.
To confirm you want to delete the record, select Delete.

This employee will no longer appear in your employee list or on any payroll reports.

Create and edit employee records

Summary

Description

Resolution

To create a new employee

To edit an employee's details

Options available within the employee record

When the employee has more than one job

My employee left the company but has returned

Email error

Change original email

To delete an employee record

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FAQs

Create and edit employee records

Summary

Description

Resolution

﻿To create a new employee

To edit an employee's details

Options available within the employee record

When the employee has more than one job

My employee left the company but has returned

Email error

Change original email

To delete an employee record

To create a new employee