Employee Profile

Use the Employee Profile command (accessed from the Payroll - Maintenance menu) to define characteristics that are common to groups of employees or to individual employees. The purpose of using profiles is to make the creation of employee records more efficient. You may create as many or as few profiles as are required by the combinations of different attributes which are encountered. Example ...

The pay of production staff in your company is calculated on an hourly rate basis. They are paid in cash and are entitled to 20 days annual holiday. Supervisory production staff are also paid this way, but are entitled to five extra days annual holiday. Management are salaried and paid by BACS. Directors are also paid this way but have a company car. You set up four employee profiles. For the production staff, you select 'C' in the Pay Method list and enter '20' in the Holiday Entitlement box. You select a payment profile that is based on hourly rates. For production supervisors, you create a different profile in which you enter the same attributes except that you enter '25' in the Holiday Entitlement box. For managers, you create a profile in which you select 'B' in the Pay Method list and select a payment profile that is based on salaried or 'permanent' payment types. For directors, you create a different profile in which you enter the same attributes as managers except that you also select the Director and Company Car options.

If you make changes to an employee profile, they will only take effect after you next use the Calculation command.

Prerequisites

If you want to complete the corresponding boxes on the forms associated with the Employee Profiles command, you must first create the record(s) on which your selections will be based.

Box	Prerequisite
Nominal Bank A/c	If you have the Nominal application integrated with the Payroll, at least one bank account record must be created using the Bank Accounts command in the Nominal application before you can identify a bank account. If you have the Cashbook application integrated, bank accounts must be maintained using the Processing command in the Cashbook application instead.
Cashbook Type	If you have the Cashbook application integrated with the Payroll, at least one cash book type must be specified for employees paid by BACS or Autopay. Cashbook types are defined in the Cashbook application using the Cashbook Types command.
Qual. Days Profile	At least one SSP qualifying days profile must be specified using the Qualifying Days Profile command on the Maintenance submenu.
Payments	At least one payment profile must be specified using the Payment Profiles command on the Maintenance submenu.
Deductions	At least one deduction profile must be specified using the Deduction Profiles command on the Maintenance submenu.

Box

Prerequisite

Nominal Bank A/c

If you have the Nominal application integrated with the Payroll, at least one bank account record must be created using the Bank Accounts command in the Nominal application before you can identify a bank account. If you have the Cashbook application integrated, bank accounts must be maintained using the Processing command in the Cashbook application instead.

Cashbook Type

If you have the Cashbook application integrated with the Payroll, at least one cash book type must be specified for employees paid by BACS or Autopay. Cashbook types are defined in the Cashbook application using the Cashbook Types command.

Qual. Days Profile

At least one SSP qualifying days profile must be specified using the Qualifying Days Profile command on the Maintenance submenu.

Payments

At least one payment profile must be specified using the Payment Profiles command on the Maintenance submenu.

Deductions

At least one deduction profile must be specified using the Deduction Profiles command on the Maintenance submenu.

Actions

Two commands on the Action menu associated with the Employee Profiles form are provided so you can select the payment and deduction profiles that apply to employees associated with the employee profile.

Use this command	To
Payments	Select payments you want to assign for employees associated with the profile. When you enter payments for those employees using the Payments & Deductions command on the Action menu associated with the Processing form, these will be the defaults but you can add further payments at that stage.
Deductions	Select deductions you want to assign for employees associated with the profile. When you enter deductions for those employees using the Payments & Deductions command on the Action menu associated with the Processing form, these will be the defaults but you can add further deductions at that stage.

Use this command

Payments

Select payments you want to assign for employees associated with the profile. When you enter payments for those employees using the Payments & Deductions command on the Action menu associated with the Processing form, these will be the defaults but you can add further payments at that stage.

Deductions

Select deductions you want to assign for employees associated with the profile. When you enter deductions for those employees using the Payments & Deductions command on the Action menu associated with the Processing form, these will be the defaults but you can add further deductions at that stage.

Employee Profile Entries

Box	Description
Profile	A unique reference that identifies the profile.
Description	The profile description of up to 25 characters.
Pay Method	An option that determines the pay method for employees associated with this profile. You can select one of the following from a list: A (for Autopay), B (for BACS), C (for Cash) or Q (for Cheque). The options available depend on those selected in the Permitted Payment Method box on the Options Page 3 tab of the Set Options form.
Holiday Entitlement	The number of days or part-days holiday entitlement for employees associated with the profile.
Nominal Bank A/C	A reference that identifies the bank account to be used for payments made to employees associated with the profile. You can select from a list. This only applies if you have the Cashbook application integrated with the Payroll application and the Cashbook option is selected on the profile. Bank accounts are created using the Processing command in the Cashbook application.
SSP Days	The number of SSP working days that apply to employees associated with the profile. You can enter a number from 0 to 7. This is used to calculate the SSP daily rate.
Qual. Days Profile	The default SSP qualifying days profile for employees associated with this profile. You can select from a list. Qualifying days profiles are defined using the Qualifying Days Profile command on the Maintenance submenu of the Payroll application.
Days for Holiday Pay Average	The number of days used in the calculation of the daily average for holiday pay for weekly paid employees associated with the profile. This is also used on the Holiday Pay Average report. This setting can also be defined on: The Set Options form - which is used for all employees in weekly payrolls in Payroll unless the option is overridden on their employee record or on the relevant Employee Profile. Employee records - which is used only for the relevant employee record. This option is used for weekly payrolls only.
Director	An option that determines whether the employees associated with the profile are directors.
Company Car	An option that determines whether the employees associated with the profile have a company car.
COMP Member	Not used.
COMP NI to COSR at EOY	Not used.
Trade Dispute	An option that determines whether all employees associated with the profile are in a trade dispute with the employer. Tax refunds are not paid to employees in a trade dispute. You can also specify this setting at group level or per employee.
Cashbook	An option that determines whether payments made to employees associated with the profile are transferred to the Cashbook application. This only applies if you have the Cashbook application integrated with the Payroll application.
Cashbook Type	A reference that identifies the cashbook type for pay transferred to bank accounts in the Cashbook application. This only applies if you have the Cashbook application integrated with the Payroll application and you have selected the Cashbook option. Cashbook types are defined using the Cashbook Types command in the Cashbook application.
Keep Project/Keep Department	Options that determines whether the corresponding analysis dimensions defined with employees associated with this profile are retained after a payroll update. If this option is not selected, each time the payroll update is carried out, the employee analysis dimensions are cleared.

Box

Description

Profile

A unique reference that identifies the profile.

Description

The profile description of up to 25 characters.

Pay Method

An option that determines the pay method for employees associated with this profile. You can select one of the following from a list: A (for Autopay), B (for BACS), C (for Cash) or Q (for Cheque).

The options available depend on those selected in the Permitted Payment Method box on the Options Page 3 tab of the Set Options form.

Holiday Entitlement

The number of days or part-days holiday entitlement for employees associated with the profile.

Nominal Bank A/C

A reference that identifies the bank account to be used for payments made to employees associated with the profile. You can select from a list. This only applies if you have the Cashbook application integrated with the Payroll application and the Cashbook option is selected on the profile. Bank accounts are created using the Processing command in the Cashbook application.

SSP Days

The number of SSP working days that apply to employees associated with the profile. You can enter a number from 0 to 7. This is used to calculate the SSP daily rate.

Qual. Days Profile

The default SSP qualifying days profile for employees associated with this profile. You can select from a list. Qualifying days profiles are defined using the Qualifying Days Profile command on the Maintenance submenu of the Payroll application.

Days for Holiday Pay Average

The number of days used in the calculation of the daily average for holiday pay for weekly paid employees associated with the profile. This is also used on the Holiday Pay Average report.

This setting can also be defined on:

The Set Options form - which is used for all employees in weekly payrolls in Payroll unless the option is overridden on their employee record or on the relevant Employee Profile.
Employee records - which is used only for the relevant employee record.

This option is used for weekly payrolls only.

Director

An option that determines whether the employees associated with the profile are directors.

Company Car

An option that determines whether the employees associated with the profile have a company car.

COMP Member

Not used.

COMP NI to COSR at EOY

Not used.

Trade Dispute

An option that determines whether all employees associated with the profile are in a trade dispute with the employer. Tax refunds are not paid to employees in a trade dispute. You can also specify this setting at group level or per employee.

Cashbook

An option that determines whether payments made to employees associated with the profile are transferred to the Cashbook application. This only applies if you have the Cashbook application integrated with the Payroll application.

Cashbook Type

A reference that identifies the cashbook type for pay transferred to bank accounts in the Cashbook application. This only applies if you have the Cashbook application integrated with the Payroll application and you have selected the Cashbook option. Cashbook types are defined using the Cashbook Types command in the Cashbook application.

Keep Project/Keep Department

Options that determines whether the corresponding analysis dimensions defined with employees associated with this profile are retained after a payroll update. If this option is not selected, each time the payroll update is carried out, the employee analysis dimensions are cleared.