To Add a New Starter

Important: You cannot create records in the Payroll application in advance of an employee's first pay period. When you create a new employee in the Payroll application, you must do so in the first pay period that you will pay them. However, if you use the Personnel application, you can create employees in advance of their first pay period as 'Personnel Only' employees. These employees are not included in Payroll calculations until the records are completed on the Payroll - Processing form.

When a new employee is added their tax code is initially set to the emergency tax code for the year. This is defined for each tax year on the Payroll - Utilities - PAYE/NI/Stat. Payments form. The tax code may be changed before the record is saved if the incorrect tax code is entered.

  1. Open the Payroll folder and then click Processing or click the Payroll & HR tab on the Ribbon Bar and then click Payroll - Processing.

  2. If you are using groups, in the Select Payroll Groups list, click to select the group(s) you want to process and then click OK.

  3. To create a new record, click the icon on the toolbar or press CTRL+N.

  4. In Employee Ref, type a unique code to identify the employee. If someone who previously worked for you returns to work, do not use the same employee reference as before. Always use a new reference. In the boxes provided, enter the employee details.

  5. To save the record, click the icon on the toolbar or press CTRL+S.

  6. Update the Details and Bank form with bank details, address, student loan plan, normal work hours and so on. Then click OK to open the To-Date form.

  7. On the To-Date form:

    1. Update the boxes under Starter Details.

    2. Update the Gross Pay and Tax Paid boxes under Pay & Tax from Previous Employment that applies to the Current Tax Year if they are enabled.

    3. Click OK to open the Payments and Deductions form.

  8. On the Payments and Deductions form, enter the payment and deduction values. The payments and deductions shown are those linked to the employee profile linked to the employee. Click OK to open the Auto Enrolment form.

  9. On the Payrolling Benefits - Company Car Benefits form, enter the employee's car details (only if this benefit is managed in payroll and you've informed HMRC you're payrolling the benefit).

  10. On the Auto Enrolment Details form enter the employee's auto enrolment details (displayed only if the Use Auto Enrolment Processing option is selected on the Payroll - Utilities - Set Options form). Click Save to save the record and Close to close the form.

Important: If the new employee has already been included in a Full Payment Submission (FPS) in the tax year, perhaps using a different software product or manually using the HMRC web site, you must also select the Starter details already sent to HMRC box on the To-Date Details form linked to the employee record. This prevents starter details being sent to HMRC again.

 You can maintain a notepad of information for the employee on the Memo tab.

If you need to change the employee reference, use the Transfer command.