How do I create an employee for WorkForce Payroll?
To understand how to insert employee data, please see the article before proceeding: How do I insert employees into WorkForce?
Start by selecting the Payroll and Leave Product Links for the Employee as shown below. If you have licences for other software modules which you would like to use, like WorkForce Timekeeper, please select them at this time.
When populating the employee details in this tab, please ensure that every employee is provided with a unique employee number and ID card number. Should you provide employees with an incorrect ID card number, it is advised to insert a correct ID card number before extracting FSS documentation.
HR Details tab
When populating the employee details in the ‘HR Details’ tab, please note that the Civil Status placeholder is independent of the FSS status ‘Employment Details’ tab. The Civil Status is in the ‘HR Details’ tab is kept simply as a record.
Note: When an employee gets married, an administrator would need to update the Civil Status to ‘Married’. At the end of the year the system will automatically generate 2 FS3s as required by law.
Additionally, it is also imperative to include a correct date of Birth when inserting an employee. This is because some payroll items are calculated in relation to the age of the employee. Failing to do this correctly from start, would require an administrator to undo any pay runs processed with this employee to be able to correct their date of birth.
Employment Details tab
In the ‘Employment Details’ tab, there are a number of fields which determine the automated calculations for payslips.
- – The ‘Employment type’ field is a case in point, as its selection would determine whether the employee’s emoluments would show as Full-time or Part-time in their FS3s. In the case of a Part-time employee whose income is only from your company, you would need to select ‘Full-time (reduced)’ in order for the employee to be charged at the regular tax rates based on the selection of the FSS Status. Unless this employee works fixed hours, you would need to set their ‘Average Weekly Hours’ to 0 (zero) to be able to include their hours in their payslip once payslips have been processed. ‘Average Weekly Hours’ should also be set to 0 (zero) in the case that the employee is paid with an hourly rate and not an annual salary.
- – ‘Previous Emoluments’, ‘Previous Tax’ and ‘Previous Category 1 Car Allowance’ would need to be included from the employee’s last FS3 of the current year, which they would have received from their previous employment in order for FSS calculations to be made correctly; (The FSS tax system requires to be aware of the earnings made by the employee to date for the year of process).
- – The ‘FSS Status’ selected would be based on the wishes of the employee as different selections provide different tax calculation rates.
- – The ‘FSS Exemption Yearly Amount’ field would be used in the case of an employee who is entitled to a tax exemption by government.
- – A ‘Fixed Tax Rate’ may be applied by populating the field ‘Fixed Tax Rate (%)’ with a percentage.
- – The ‘Default Commission Rate’ field should be used in the case that an employee receives a taxable commission over and above his basic wage.
- – The ‘Default Overtime Rate’ field should be used in the case that your company has an agreement for a different overtime rate than the standard set by law.
- – The ‘Self-Employed N.I. Amount’ field should be used in the case that a Self-employed worker would decide to pay a different N.I. amount from the regularly calculated amounts; (Typically this would be a higher rate than the rate for those who are not tagged as self-employed).
- – The ‘N.I. Reimbursements (%)’ and ‘Tax Reimbursements (%)’ fields should be used in the case that an employee paid more N.I. or Tax in previous months.
- – The ‘Mid-Month’ option allows for organisations to pay their employees part of their monthly pay (as a percentage or an amount) mid-way during the month. In the event of employees who have direct credit details, the SEPA file can be extracted during the middle of the month with the Mid-Month values selected by the DataByte WorkForce Administrator.
- – The ‘Custom FSS Status Value’ was added to the system to allow for Government Depts. to pay tax according to government schemes and should not be used in cases of regular employment unless specified by the Inland Revenue Dept.
Please ensure that all checkboxes on this tab are selected accordingly:
- – Pays Tax: Applies Government Tax on employee payslips
- – Pays N.I.: Applies National Insurance on employee payslips
- – Pays Maternity: Applies Maternity Leave Contributions for the employee
- – Enforce 10% N.I.: Used in cases where the employee would like to pay 10% N.I. instead of the full rate
- – Paid Mondays, Paid Tuesdays, Paid Wednesdays, Paid Thursdays, Paid Fridays, Paid Saturday, Paid Sundays: Allows the system to know working days for the employee
- – Paid Bonuses: Applies Government Bonuses and Allowances for employee (March, June, September, and December)
- – Is a Director: Applies Director setting for employee
- – Enforce Full Government Bonus: Allows employees who do not work 40-hour weeks to still be paid full government bonus
- – Has Disability Benefit: Applies weekly National Insurance for the employee only. With this option, the company will not pay any NI on behalf of the employee
- – Calculate Overtime 2 on Average Weekly Hours: Only used if the employee is linked to Timekeeper, to calculate Overtime hours according to weekly attendance.
Employment Periods Tab
Simply click the ‘Add New Employment Period’ link. A lightbox will appear, and the Engagement Date can be added in. Click ‘Save’ to continue.
A ‘Termination Date’ would need to be selected if an employee were to hand in their resignation and would show the last day of employment. ‘Probation Expiry Date’, ‘Work Permit Expiry Date’, ‘Contract Expiry Date’ and ‘Work Permit Number’ are not required fields, however we recommend that you use them to keep all employee data on one system.
To insert a termination date, simply return to this tab, click ‘Update’ in the row of the employment period, insert a termination date, and finally click ‘Save’.
Note: The Engagement date and Salary date need to be the same in order for no errors to appear when you are inserting employees into the system and would reflect the Employees’ first day of employment as well as date from which the employee would be paid.
Salary Details Tab
Click ‘Add New Salary Detail’ to insert a Salary. A lightbox will appear where in some instances, the Salary Type can be selected and the Salary Amount and Date Applicable from are available to be populated. Click ‘Save’ once done to proceed to the next tab.
Note: Employees with Full-Time, Full-Time (reduced) and Part-Time employment, all of which work regular hours, are eligible for an annual salary. In the case of Full-Time (reduced) and Part-Time employment for employees who do not work regular hours, the DataByte WorkForce Administrator would be required to provide the employee with an hourly rate.
Should you start processing payroll with an incorrect salary, the system will not allow you to make updates to a salary as pay runs would have already been processed. Firstly, we recommend that users ensure that they are entering the correct before processing.
If it could not have been avoided, a user would need to undo payroll to before the Date Applicable from, for this salary and to try editing a salary after that point. In some cases, support from DataByte might be required to update a salary.
Fringe Benefits tab
This section is where ‘Car benefits’, ‘Assets & Accommodation’ and other benefits are recorded so that the appropriate tax deductions can be computed. To enter a Fringe benefit, click the ‘Add New Fringe Benefits’ link on the bottom the box, and populate the items that appear accordingly.
It is important to note that only benefits with a Cash type would be added to the Gross Pay of the employee as the rest are non-cash or prepaid by the company.
Fixed Payroll Data Tab
This tab allows for regular adjustments (both fixed additions and deductions, pre or post tax) to be made. This includes commissions, bonuses, pre and post-tax additions or deductions, auto-deductions and other items of this nature. To enter an item, you would need to follow the same process as entering an Engagement Date, Salary Details and Fringe Benefits.
Note: Should you need to create additional payroll fields for fixed payroll data or even one-off items, fields can be created from Settings > Field Configuration within the payroll module.
Direct Credit Tab
This tab allows for an employee’s bank account details to be entered. For several reasons, the employee might request that their wage is split into a few different accounts. WorkForce caters for this as the system supports multiple bank accounts for single employee. To enter an item, you would need to follow the same process as entering an Engagement Date, Salary Details and Fringe Benefits.
Schedule settings tab
When populating the ‘Working Schedule’ tab, (based on your HR policies) you can select ‘Use organisation schedule’ which would report based on the Working Schedule set up in the DataByte WorkForce main settings.
Note: Click the ‘Save’ button and check to ensure that there are no errors to ensure that the employee has been inserted into the system.
To search for more information on how to use WorkForce, please visit: https://workforce.com.mt/documentation/