Hire

Select the company the employee is to be allocated to from the dropdown list.

The Position ID of an employee is how the employee sits within the hierarchical Structure of the organisation. The hierarchical structure can be changed by your system Administrator. Choose a position ID from the dropdown list.

Enter the starting date of the apprentice.

Enter the ending date of the apprentice (where known).

If you are allocating your own numbers, enter the required employee number, otherwise the system will generate it automatically. The field is numeric and will only allow an entry from 1 to 999999. Employee numbers must be unique across all the companies in the database.

Key in the employee's title or pick a title from the dropdown list.

The employee's surname must not contain spaces and can be up to a maximum of 24 alpha characters. If the surname is double barreled, use the hyphen to link the names, e.g., SMYTHE-SIMPSON.

The employee's name must not contain spaces and should only contain alpha characters.

The employee's name must not contain spaces and should only contain alpha characters.

The Maiden Name is an optional field.

The employee's home address can be entered up to 4 lines. The 1st and 2nd line of the address is mandatory.

Optional.

This field defaults to UK. Use the prompt to select from the dropdown list.

Enter the post code associated with the UK addresses only.

Enter 'DD/MM/YY' or use the calendar to pick a date.

This field displays the employee's age as calculated from the Date of Birth.

Use the prompt to select from the dropdown list.

Use the prompt to select from the dropdown list.

This field defaults to S for starters to ensure that HMRC are advised of a new employee in your company.

Other Options:

BLANK- Current Employee.

S- Starter. The employee is starting with the company during the current pay period. An S will default in for new starters and should not be changed when adding a new employee for payment in the current pay period. When the payroll is advanced to the next period the status will automatically set to BLANK, denoting current employee status.

Enter the tax period number that the next pay is due for this employee.

Enter the employee's tax code.

In order to identify individuals who will be subjected to the Scottish Rate Income Tax (SRIT), the HMRC will determine (via RTI inbound routines or via P45 for new starters) if a prefix of 'S' will be shown in an employee's tax code.This box will show the 'S' prefix where applicable on the FPS submission for an employee.

Enter 1 for a non-cumulative tax code and leave blank for cumulative.

Enter the number in the following format: 'AANNNNNNA' (ex. AB123456C). The NI number must be present before the end of the tax year.

This denotes at what rate the National Insurance is deducted for both Employee and Employer Contributions.

Use the prompt to select from the valid options:

A - Not contracted out at full contribution rates (default).

B - Not contracted out at reduced contribution rates.

C - Not contracted out no employee contributions (employer's only)- For employees over pension age only.

H - Apprentice

J - Not contracted out deferred employee contributions.

M - Not Contracted Out under 21 years of age

X - No National Insurance Contributions

Z - Not contracted out deferred employee under 21 years of age

Note:

• When an employee's NI code is changed, the system will automatically store the previous code and contributions. Up to four changes per tax year can be accommodated in this way.

• A warning that the apprenticeship is not eligible for NI rebate would appear when it is found that the Apprentice date range is out of range in accordance with age.

• NI Letter 'H' applies starting April 6, 2016. A Start Date is required in order for the 'H' to operate.

• When an employee has no NI Letter, a default value is used. This value depends on the Age and Next Pay Date:
  • Employee Age is under 16 - X
  • Employee Age is between 16 and under 21 - M
  • Employee Age is above 21 - A

  A warning message, "Default NI Table Letter inserted according to age - check and amend if necessary" is displayed on the Diagnostics Report so that a user may validate the values.

  When a user enters a value that is not compatible with the employee's Date of Birth and ranges shown above, another warning message will be displayed on the Audit Report or Diagnostic Report saying, "NI Table letter not compatible with employee age."

• A warning message "NI Category X applied - Employee is over 16 and has no Expat or Pensioner flag set - ensure correct use" is displayed in order to avoid issues caused by the incorrect use of 'X'. The correct reasons for the use of 'X' include:
  • Employees under the age of 18
  • Pensioner report
  • Expat/EMP6
  • Payment to a deceased worker (i.e. Leave Reason 99)
  • CIS scheme Payroll
  • 'Drawing' Payroll
  • Expenses only Payroll

If your employee has a National Insurance deferment notification, enter the date of the deferment.

Enter the date of the National Insurance deferment expiry date.

Enter the form name received.

Enter the expiry date of the official documentation.

The official documentation used to identify the employee's age.

Y = If the employee is a director and Director's NI calculations need to apply on an annual calculation basis.

P = If normal NI calculations are to be applied. If set to P the system will automatically apply an annual calculation on either period 12, or when the employee is set to a leave status.

Blank = Leave blank if not a Director.

This field is used to flag employees who are pensioners for Year End purposes. Tick the box if the employee is a pensioner.

If the 'Director' field is set to Y or P enter the Week Number that the director status commenced.

Enter the date the employee started with the company (Format: 'DDMMYYYY').

If the employee started with the organisation prior to the current Start Date enter the employee's continuous service date (Format: 'DDMMYYYY'), if required. The date must always be earlier than the employee's actual start date, and is usually only used for employees who are moving under TUPE. This field, if entered, will be used to calculate employee's length of service.

The department to which the employee is to be assigned. Use the dropdown list to select from the list provided.

The occupation the employee performs. Use the dropdown list.

The Cost Centre to which the employee is attached. Use the dropdown list.

The Pay Point (sub department) to which the employee is attached. Use the dropdown list.

Used to define additional costing details. This field is a free format 24-character field.

Used to define additional costing details. This field is a free format 24-character field.

The Reference 1 field can be used for recording additional employee information. This field is a free format 20-character field.

The pay type field can be used to record whether the employee is salaried, hourly paid, or paid Productivity/Piecework and group incentives.

This allows the user to select various employment 'types' based on their individual terms and conditions such as 'C' for Casual, 'F' for Full-time salaried, etc. Use the dropdown to select from the list provided, if one is not provided the field is free format.

Select the type of pay from the following options:

• Annual Salary
• Hourly Paid
• Other

Note that when you select 'Annual Salary' as the type of pay, the Hourly Basic Rate Information section will be greyed out. When 'Hourly Paid' is selected, the Salary Information section will be greyed out. When the 'Other' option is selected, both sections will be greyed out.

Enter the number of contractual hours an employee works in a normal working week. The field is for numeric characters only with a range of hours from 1 to 99.99. If the Annual Salary is entered, the system will use this value to calculate the employee's hourly rate. If it is used in conjunction with the Hourly Rate, it will use it as the default number of hours to pay per week.

This field displays the date when the pay change will be effective.

Note that the value of this field:

• Cannot be beyond the current Pay Period
• Cannot be before the beginning of the last record's end date
• Cannot be before the employee's Start Date

Enter the employee's contractual annual salary to a maximum of 999999999.99. This field is used to calculate the employees period salary and hourly rate. (When used in conjunction with the 'Weekly Basic Hours' field and Annual Salary 'Start Date'). The details entered in these fields will be used as part of the pro ration calculation in the first period utilising the organisational rules established in the payroll. Enter either a salary or hourly rate.

This read-only field has a value of '0' when you select 'Annual Salary' or 'Hourly Rate' as the type of pay. When you select the 'Other' option, this field will be greyed-out.

If the employee's status is set to E (excluded from payroll), the number of periods being suspended must be entered. This number will be reduced by the number of periods paid in each cycle. Cleardown will automatically reset the status to blank when the suspended period is reduced to zero. This field is only active if the employees Status is set to E.

Enter either a salary or hourly rate. If hours are entered into the Weekly Basic Hours field, the Payroll will use the details to apply each pay period.

Select 'Yes' or 'No' to auto pay the Hours of an employee.

This is a free format field.

Select the code from the dropdown list for this field to specify how the payslip will be sent to the employee.

ENV - Moorepay will envelop payslips and post to the employee.

POST - Moorepay will post the payslip to the employee.

NONE - No additional payslip requirement.

Leave Blank.

The payslip option allows the user to set one of the following criteria:

• Global Use -The employee will receive the payslip as per the global setting in the payroll parameters which will be designed as part of the initial payroll implementation.
• Both - Printed and Online payslips will be produced.
• Online - Only Online payslips will be produced.
• Printed - Only a printed payslip will be produced.

Enter the number of days per week the employee is contracted to work. The actual days this relates to should be ticked in the 'Work Pattern.'

The valid options are:

• A - Up to 15.99 hours
• B - 16 to 23.99 hours
• C - 24 to 29.99 hours
• D - 30 hours or more
• E - Other

Enter the number of days per week the employee is contracted to work. The actual days this relates to should be ticked in the 'Work Pattern.'

The employee's standard weekly working pattern. Tick the box to set the day/s that would indicate the working pattern. Any defaults are set during Implementation

This is the method of paying the employee's net pay.

The valid options are:

B - Employee paid by BACS

S - Employee paid by BACS via a building society. A Building Society Roll Number must be entered if selected

BLANK - Employee paid by cash

C - Employee paid by cheque

Enter the employee's bank account number. The entry must be eight-digit numeric; if the account number is less than eight, please precede it with leading zeros. For example, instead of '123456' enter '00123456'.

Enter the Bank Sort Code applicable to the employee's account number. Please select / search from the list provided.

The default entry is the employee's name, but this can be overwritten.

This is an alpha-numeric field used for BACS if the employee's net pay is to be paid to a building society account.