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 happens when Payroll retrieves the RPN.

Resolution

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. Read more about each option on the employee record. Read our 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 not sure what PRSI code to select, contact the Department of Social Protection (opens in new window).

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.

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. This includes their personal public service (PPS) number.
Contact Details	This includes postal address, telephone number, e-mail 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. A finish date means they are a leaver in the software. No longer included in pay runs.
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	This dictates how an employee’s tax liability should calculate throughout the year. This field updates when you retrieve an RPN.
Std Cut-Off (Yearly)	The standard rate cut-off value for the whole tax year. This field updates when you retrieve an RPN.
Tax Credits (Yearly)	The value of tax credits for the whole tax year. This field updates when youretrieve 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 and is also working for your company, they must contact Revenue.

Revenue confirms how the employee’s tax allowances split between the two employments. The figures import into Payroll when you retrieve the employees RPN.

My employee left the company but has returned >

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

If an employee leaves the company and returns, you must reflect this new employment. Add 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 contains the employee's email address.

To work around this, we can make a small change to the email address we use in the new employee record.

Insert +1 before the @ in the employees email address.

For example:

john.smith@gmail.com becomes john.smith+1@gmail.com.

The email address will work exactly the same as the original.

The employee doesn't have to change anything within his email settings.

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.