Personnel Processing

Use the Processing command to create and maintain details of personnel records. You also use the Processing form to record other details associated with personnel, such as absenteeism, disciplinary records, job records, salary changes, and so on. Each of these is discussed in separate topics.

Integration with Payroll

The Personnel application automatically integrates with the Payroll. Both applications share some of the same employee details. A new employee record created using the Processing command in the Payroll application will result in a personnel record being created automatically. Similarly, a personnel record created in the Personnel application will result in an employee record being created in the Payroll application’s data files, although it will be marked as ‘Personnel only’. You need to complete additional details in the Payroll application, such as employee profile and NI code, before the person can be included in other payroll processes. Employee records removed using the Payroll application are retained within the Personnel application and treated as ‘personnel only’ records provided they have been on file less than the number of years specified in the Years to Keep Records box on the Set Options form in the Personnel application. While on file, such records can be included in personnel reports and enquiries.

Prerequisites

Some prerequisites are optional, but if you want to complete the corresponding boxes on the forms associated with the Processing command, you must first create the record(s) on which your selections will be based. In any case, you will need to complete the settings on the Set Options form displayed using the Set Options command on the Utilities submenu in the Personnel application.

Box	Prerequisite
Group	At least one group record must be created using the Group Details command on the Maintenance menu of the Personnel or Payroll application before you can identify a group.
Dept Code	At least one department record must be created using the Department Details command on the Maintenance menu of the Personnel or Payroll application before you can identify a department.
Marital Status	At least one marital status record must be created using the Marital Status command on the Maintenance menu of the Personnel application before you can identify one on the Personal Information form.
Ethnic Origin	At least one ethnic origin record must be created using the Ethnic Origin command on the Maintenance menu of the Personnel application before you can identify one on the Personal Information form.
Bank Sort Code	At least one bank record must be created using the Bank Details command on the Maintenance menu of the Personnel or Payroll application before you can identify a bank sort code on the Bank Information form.

See also the prerequisites associated with the above records, where applicable.

Employees and Groups

This only applies if you have selected the Use Groups option on the Options Page 2 tab displayed when you use the Set Options command on the Utilities menu in the Payroll application. When creating personnel or employee records, you may want to enter information for all new employees in one procedure, regardless of their pay frequency or group. Where you choose more than one group from the Select Groups list displayed when you click Processing, you can select the group that is to apply to each employee subsequently. Within the Payroll application, you can transfer employees from one group to another. If you want to do this, you must select both the employee’s present group and new group. For all other processes, employee records are only available if they belong to one of the groups you have chosen in the Select Groups list. For example, if you use the Absence command on the Action menu associated with the Personnel Processing form, only employees belonging to the selected group(s) will be available.

Personnel Entries

General

Box	Description
Employee Ref	A unique reference that identifies the employee. Important: Be careful when entering the reference for a new record. You will not be able to change the reference after the record is saved.
Surname	The employee’s surname.
Forenames	The employee’s forenames. Leave a space between names.
Title	The employee’s title, such as Mr, Mrs, Miss, Ms, Rev, Dr, and so on.
Dept Code	A reference that identifies the department to which the employee belongs. You can select from a list. Departments are defined using the Department Details command on the Maintenance submenu.
Job Title	The current job title for the employee. This is updated automatically when you record job details using the Job command on the Action menu associated with the Personnel Processing form. You cannot amend this box directly.
Home Tel No.	The employee’s home telephone number.
Mobile No.	The employee’s mobile telephone number. If the mobile telephone is the employee’s own (as opposed to a company telephone), select the Own option alongside.
Start Date	The date on which the employee started employment with your company.
Date of Birth	The employee’s date of birth. The value in the Age box alongside is calculated according to this.
Verified	An option that determines whether the employee’s date of birth has been verified (for example, using their birth certificate as evidence).
Hourly Paid	An option that determines whether the employee is hourly paid. This information is used when you enter changes in salary to establish which pay element should be updated in the Payroll application.
Gender	An option that determines the gender of the employee. You can select ‘M’ (Male) or ‘F’ (Female) from a list. The application uses this information when validating entries and performing calculations within the Payroll application. For example, the NI rate B is not allowed for male employees, neither is any SMP information; the application checks the appropriate retirement age for male or female employees when you use NI rate C, and so on.
N.I. Number	The employee’s National Insurance number.
Tax Code	Important: Only change an employee’s tax code if your HMRC office tells you to. The employee's tax code including the suffix or prefix. When creating a record for a new employee, the default tax code is the one entered for the tax year in the Emergency Tax Code box on the Payroll - Utilities - PAYE/NI/Stat. Payments form. All current tax codes are allowed, including NI and NT. These are special codes that identify employees who pay no PAYE; but the NI tax code indicates that NI may be deducted. M & N tax codes (marriage allowance) Anyone who is not liable to income tax above the basic rate will be able to transfer a portion of their personal allowance to their spouse or civil partner if the recipient is also not liable to income tax above the basic rate. The tax code suffixes are M & N: The M code is used by the person in receipt of the allowance The N code is used by the person who is transferring the allowance. BR, D0 & D1 tax codes (for second jobs) These tax codes are used for second jobs: The 'BR code' for someone who pays tax at the basic rate. The 'D0 code' for someone who pays tax at the higher rate. The 'D1 code' for someone who pays tax at the additional rate. The software allows codes up to 'D8', primarily for use in Scotland should the Scottish Parliament introduce new tax bands during the tax year.
Month 1	An option that determines whether a new employee, who has no P45 available when starting employment, is to use the emergency tax code operated on a week 1/month 1 basis.
Taxpayer	An option that indicates which tax regime the employee is subject to. The options are: Rest of the UK Scottish Welsh. The tax regime is included in the Full Payment Submission (FPS) for each pay period, and on printed documents (P45, P60 and so on). Scottish tax codes are automatically prefixed with 'S' and Welsh tax codes with 'C' 'in the background, so you must not enter the 'S' or 'C' in the Tax Code box manually. Scottish Rate of Income Tax details are maintained on the Payroll - Utilities - Scottish Tax form. Welsh Rate of Income Tax details are maintained on the Payroll - Utilities - Welsh Tax form.
Leave Date	The date on which the employee left or is due to leave. This is updated automatically when you use the Leavers command on the Action menu associated with either the Personnel Processing or Payroll Processing form.
Prv Yr Hol C/Over	The number of unused holiday days that can be carried over from the previous holiday year to the current one for this employee. This is only available if the Use Holiday Carry-Over option is selected on the Set Options form in the Personnel application. Once the Holiday Carry-Over command has been used on the Utilities submenu, a default number might be displayed in this box. If you want a different number to apply, you can amend it. When you subsequently save the record, a dialog box appears with the prompt 'Override previous holiday carry-over days?'. If you are sure you want to override the default, click Yes.

Personal Information

Box	Description
Address and Post Code	The employee’s address.
Marital Status	A reference that identifies the employee’s marital status. You can select from a list or leave this field blank. Marital status options are defined using the Marital Status command on the Maintenance submenu.
Dependants	The number of dependants the employee has, if any.
Maiden Name	The employee’s maiden name, if applicable. This only applies if the Gender option on the General tab of the Personnel Processing form is set to ‘F’.
Ethnic Origin	A reference that identifies the employee’s ethnic origin. You can select from a list or leave this field blank. Ethnic origin records are defined using the Ethnic Origins command on the Maintenance submenu.
Locker No.	A locker number relating to the employee.
Badge No.	The employee’s security or ID badge number.
E-mail Address	The employee’s e-mail address.
Car Owner	An option that defines whether the employee owns or uses a car.
Company Car	An option that defines whether the employee’s car is a company car.
Insured for Business	Applicable only if the Company Car option is cleared, an option that determines whether the employee’s own car is insured for business use.
Car Registration	The registration number of the car used by the employee.
Licence Number	The employee’s driving licence number.
Clean	An option that determines whether the employee’s driving licence is clean (that is, free from penalty points).
Points	The number of penalty points on the employee’s driving licence.
Date Checked	The date on which the employee’s driving licence was last checked.
Eye Test	The date on which the employee last had an eye test.
Medical	The date on which the employee last had a medical examination.
Disabled	An option that defines whether the employee has a disability.
Disabled No.	The employee’s disability number.
Smoker	An option that defines whether the employee is a smoker.

An additional tab is provided for comments.

Contact Information

Box	Description
Surname	The contact’s surname.
Forename	The contact’s forename.
Title	The contact’s title, such as Mr, Mrs, Miss, Ms, Rev, Dr, and so on.
Relationship	A description of the relationship between the contact and the employee.
Next of Kin	An option that defines whether the contact is next of kin to the employee.
Emergency	An option that defines whether the contact is to be informed in emergency cases.
Home Tel.	The contact’s home telephone number.
Work Tel.	The contact’s telephone number at work.
Mobile No.	The contact’s mobile telephone number.

Two tabs are provided for contact records, plus one for comments.

Bank Information

Box	Description
Bank Sort Code	The employee’s bank account sort code. You can select from a list. You must select a sort code if the employee is paid by Autopay or BACS. Sort codes are defined using the Bank Details command on the Maintenance submenu of the Personnel or Payroll applications. You can add another bank record using the Add/Edit Bank command on the Action menu.
Account Number	The employee’s bank account number.
Payee	The employee’s bank account name. This is the name of the employee’s bank account (as printed on the employee’s cheque book).
B.S. Roll Number	The roll number of the employee’s account with the building society.
Autopay Code	The four-digit reference required by employees paid by NW Autopay.

Education Information

Box	Description
School Attended	The name and dates relating to the period of attendance at a secondary-level school.
Qualifications	Boxes to enter the number of passes attained for the various qualifications. If these details have been checked (for example, using certificates as evidence), select Checked By and enter a name in the box alongside.
Further Education	The name and dates relating to the period of attendance at a further education establishment.
Further Qualifications	Letters or a description that identify the qualifications attained from further education. If these details have been checked (for example, using certificates as evidence), select Checked By and enter a name in the box alongside.

Two tabs are provided for you to enter additional information about secondary and further education.