Complete employee setup in Payroll

Most employee information is managed in HR, but certain payroll-specific details must be added or edited in Payroll. This includes pensions, benefits, sick pay schemes, costing details, and HMRC starter checklist information.

Warning! This area of Payroll is undergoing many developments and will change frequently.

Before you begin

The employee must already exist in HR and be assigned to a payroll. If you haven't created the employee yet, see Add a new employee.

Fields you can edit in Payroll

Within an employee record of the payroll tab, you can edit information in the following tabs. The remainder are for information-purposes only.

• Personal details: View information only. Edit in HR.

• Payment details: View information only. Edit in HR.

• Employment & position: View information only. Edit in HR - Employee Admin.

• Working patterns: No longer displays data. Instead view and edit in HR - Employee Admin.

• Salary & allowances: View and edit here.

• Pensions / Benefits: View and edit here.

• Costing details: View and edit here.

• HMRC starter checklist: View and edit here.

Edit an employee in Payroll

Within the employee list of the Payroll screen, click the ellipsis icon ⋮ beside the employee's name, then click Edit.

You can only edit an employee if their payroll has not been locked. Within the employee record, you can edit the following information:

Salary & allowances

While you can set salaries and rates when adding a user in the HR tab, subsequent edits are done in the Payroll module.

• The upper half of the screen lets you add further salaries & allowances / rates which aren't based on a specific position.

• The lower half displays all the positions assigned to the employee with all its associated payments. This section will only be visible to organisations that use positions.

Adding a new salary, allowance, or rate

1. Choose whether you adding the salary / allowance / rate against the employee or one of their positions (if available).

2. Click the relevant Add New button.

3. Select the appropriate salary / allowance / rate from the drop-down.

4. Enter the date when the employee started to receive the salary or allowance. If they no longer receive it, enter the end date as well.

5. Enter the pay value received (either per hour or per annum).

6. Click Save & Continue.

Editing an existing salary, allowance, or rate

Expand any section and click its Edit button to make changes.

Note: You will not be able to change any salary, allowance, or rate that has been applied automatically from a position. To do this, you must update the position.

Pensions / Benefits

Coming soon.

Costing details

Costing details let you determine how the cost of paying an employee is to be allocated, usually against one or more departments.

• Allocation: Enter a % (maximum 100 across all cost centres) to allocate to the account.

• Account: Accounts are maintained in Cintra iQ.

• Department / Cost Centre: These are maintained in Cintra iQ.

These fields may be different in your organisation.

HMRC starter checklist

1. For new employees, click Add HMRC checklist.

2. You must select one of the following

Yes: the employee has supplied the checklist

You must select one of the following options:

• Statement A: The employee should receive their full personal allowance for the year. Tax will be calculated on a cumulative basis, taking into account earnings and tax from earlier in the year.

• Statement B: Tax should be calculated as if this is the employee’s first pay period of the tax year. Previous earnings and tax are ignored.

• Statement C: The employee’s earnings in this job should be taxed at the basic rate. No personal allowance is applied, so tax is charged from the first pound they earn. For more information on tax codes, visit the HMRC website.

On the next page, you must select whether the employee has a student and/or postgraduate loan.

If the employee DOES have a loan AND repayments should begin through payroll, you must select the correct student loan plan, and whether the employee has a postgraduate loan.

No: the employee has NOT supplied the checklist and is not expected to

The default tax code 0T will be applied to the employee. For more information on tax codes, visit the HMRC website.

Expected Later: The employee is expected to supply the checklist before the next payroll cut-off date.

You should edit the employee before the payroll cut-off date, otherwise they will be assigned the 0T tax code.