Employee Pay & Other Details

This field displays the current employment status, e.g. current employee, starter, excluded, leaver etc.

Options available:

• BLANK (Current Employee) -This means that employee will be paid in the current period.
• S (Starter) - The employee is starting with the company during the current pay period. An 'S' will default in for new starters when entered via HIRE or New Starter. It must not be changed when adding a new employee. When the payroll is advanced to the next period the status will automatically be set to BLANK, denoting current employee status.
• E (Excluded from payroll) - Exclude an employee from payment. The number of periods to exclude the employee must also be entered. The employee will not be processed for payment until the status is either changed to Current (Blank) or the number of excluded periods is reduced to zero.
• L (Leaver) - When an employee is leaving or has left the company, a 'Leave Date' and 'Leave Period' must be entered. All leavers are printed on the payroll report in the period in which they are processed.
• R (Reinstated) - You wish to reinstate the employee within this current pay period. The leave date and period of leaving are reset to zero. All reinstatements are printed on the payroll report. WARNING - an employee must only be reinstated if they have been made a leaver in error and you are able to retrieve all parts of the P45 and they have not received any monies from another employment or any unemployment benefit.
• N (Suspended) - Used to suspend an employee for the current period only. When the payroll is advanced to the next pay period the status will automatically be re-set to Current (Blank).

This is the employee's tax code in the format from HMRC.

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

In New Starter Wizard, this is limited to accept only 'A' and 'M' table letters.

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 validation is performed when NI Letter 'B' is used on this screen. When no validation is entered, the following message will be displayed, "Insufficient details for NI Code B, please click the NI Table Letter Validation button and supply that required information".
• 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 16
  • 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.

• Deferment Category Table letters 'J' and 'Z' require a determent date in accordance with the Deferment Certificate expiry date (i.e. only valid for that Tax Year). When a valid date in the new Tax Year is not entered, or the expiry date has elapsed, the system will automatically default to the Standard NI Table Category according to age:
  • When the employee is an Apprentice and 21 years or older, then 'A'.
  • When the employee is an Apprentice and under 25 years of age, then 'H'.
  • When the employee is under 21 years of age but over 16, then 'M'.

   

Enter the date of the National Insurance deferment expiry date.

Enter the form name received from the HMRC.

Enter '1' for this field if the Tax calculation is on a Week 1/Month 1 basis or leave this field black if the Tax calculation is on a cumulative basis.

This is the date when the employee joined the company (Format: DDMMYYYY).

Select the type of pay from the following options:

• Annual Salary
• Hourly Paid
• Other

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

Enter the starting date of the apprentice.

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

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. This can be used in conjunction with the Annual Salary or Hourly Rate. If the Annual Salary is used then the Payroll system will use it to calculate the employee's hourly rate. If it is used in conjunction with the Hourly Rate then it will use it as the default number of hours to pay per week.

Enter the employee's contractual annual salary to a maximum of 999999999.99. This field is used to calculate the employee's 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.

• If an Annual Salary is entered, then an entry cannot be made in the 'Hourly Rate' field.
• This field, however, will be greyed out when the user selects 'Hourly Rate' as the type of pay.

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 is to be paid an hourly rate rather than a salary, enter an hourly rate. If this field is used the Annual Salary field cannot be used. If hours are entered into the Weekly Basic Hours field the Payroll will use the details to pay the hours every pay period.

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

This is part of RTI requirements.

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

If the employee's status is set to E (Excluded from payroll), the number of periods of suspension must be entered in this field. This number will be reduced by the number of periods paid in each payroll cycle. Cleardown will automatically reset the status to blank when the suspended period is reduced to zero.

To indefinitely hold the record as E (Excluded from Payroll), i.e. the record is for HR purposes only, then a suspended period of '99' should be entered which will never reduce to 0 and reset the status to blank.

Enter the days that are eligible for SSP.

This indicates the number of days an employee is contracted to work. The daily rate of the employee is calculated based on this number.

This is the employee's standard working week for SSP payment purposes. Tick the box to set the day/s that would indicate the working pattern. Any defaults are set during Implementation.

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

The payslip option has the following choices:

Global Use - The employee will receive the payslip as per the global setting in the payroll which would have been set up 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.

Select the code from the drop-down for this field to specify how the payslip will be sent to the employee.

E (ENV) - Enveloped payslips to be sent to the employee's home address

N (None)  - No special posting requirements

P (POST) - Posted to employee's home address