The following article will provide you with information on each employee field.
- General Information
- HR Information
- Employment Details
- Salary Details
- Payrun Adjustments
- Working Schedule
- Leave Information
- Employee Devices
Conventions #
| Column Heading | Description |
|---|---|
| REF | Field reference |
| Field Name | The name of each employee’s field |
| Field Type | What type of data is being requested |
| Description | The description of each field |
| Allowed Values/Remarks | What type of input is allowed with additional remarks |
| Colour Legend: | |
| Indicates the field required to create a basic employee | |
| Indicates the fields required to link the employee with the Payroll module | |
| Indicates the fields required to link the employee with the Timekeeper module |
List of all employee fields #
| REF | Field Name | Field Type | Description | Allowed Values/Remarks |
|---|---|---|---|---|
General Information # | ||||
| GI1 | Employee Number | Character | Employee’s unique number. This number must be unique across the company. | Can be a mix of characters (text and numbers). |
| GI2 | Badge ID | Number | Employee’s punch clock number. This number must be unique across the company. The employee will be synced to the punch clock with this number. | Numbers only. We suggest using the same number as the Employee Number (GI1). Please refrain from using leading zeros. |
| GI3 | First Name | Character | Employee’s first name. | Example: SMITH or Smith |
| GI4 | Last Name | Character | Employee’s last name. | Example: JOHN or John |
| GI5 | ID Card Number | Character | Employee’s ID card number | Example: 123456M |
| GI6 | Gender | Drop-down | Employee’s gender | Drop-down selection to choose from: Male, Female or Other |
| GI7 | Personal Email | Character | Employee’s personal email address. If you opt to send the employees’ payslips and FS3s via email, the employees will receive them at their personal email address | Example: john.smith@personalmail.com |
| GI8 | Company Email | Character | Employee’s company email address | Example: john.smith@xyzcompany.com |
| GI9 | Department | Drop-down | Employee’s department and team | A drop-down selection to choose from with pre-populated departments and teams. This will allow you to filter reports and lists by departments and teams. |
| GI10 | Position | Character | Employee’s employment position | Can be a mix of characters (Text and numbers). Example: Business Analyst. This is used for reporting purposes only. |
| GI11 | Office | Character | Employee’s office name or number. | Can be a mix of characters (Text and numbers). Example: HR Office 3. This is used for reporting purposes only. |
| GI12 | Employment Period Table | Table | Employee’s engagement and termination dates for the current employment period. | Both engagement and termination dates follow a date format, for example,23/07/2022. |
HR Information # | ||||
| HR1 | Civil Status | Drop-down | Employee’s civil status. | A drop-down selection to choose from Single, Married, Separated, and Divorced. Please note that changes in this field will affect the employee’s FS3. For example, changing the civil status from Single to Married, at the end of the year the system will automatically generate two FS3s. |
| HR2 | Spouse Name | Character | Employee’s full spouse name | This field is mandatory if the employee’s civil status (HR1) is set to Married. Example: Mary Smith. This will show on the employee’s FS3 |
| HR3 | Spouse ID Card | Character | Employee’s spouse ID card number | This field is mandatory if the employee’s civil status (HR1) is set to Married. Example: 987654M. This will show on the employee’s FS3. |
| HR4 | Date of Birth | Date | Employee’s Date of Birth | It’s imperative to include a correct date of Birth when inserting an employee. This is because Social Security is calculated in relation to the age of the employee. |
| HR5 | Birth Name | Character | Employee’s Maiden or Bachelor name | This is used for reporting purposes only. |
| HR6 | NI Number | Character | Employee’s Social Security Number | |
| HR7 | Workbook Number | Character | Employee’s Workbook number | |
| HR8 | Nationality | Drop-down | Employee’s country of origin. | Drop-down selection with all countries worldwide. |
| HR9 | Probation Expiry | Date | Employee’s probation date of expiry | This is used for notification purposes only. |
| HR10 | Contract Expiry | Date | Employee’s contract date of expiry | This is used for notification purposes only. This field will become mandatory if the employee’s employment terms (ED3) is set to definite. |
| HR11 | Work Permit Number | Number | Employee’s work permit number | This is used for reporting purposes only. |
| HR12 | Work Permit Expiry | Date | Employee’s work permit date of expiry | This is used for notification purposes only. |
| HR13 | Address | Character | Employee’s residential house or apartment number/name | Can be a mix of characters (Text and numbers). |
| HR14 | Street | Character | Employee’s residential street name | Can be a mix of characters (Text and numbers). |
| HR15 | Locality | Character | Employee’s residential locality | Can be a mix of characters (Text and numbers). |
| HR16 | Postcode | Character | Employee’s residential Post Code. | Can be a mix of characters (Text and numbers). |
| HR17 | Country of Residence | Drop-down | Employee’s current residential country | Can be a mix of characters (Text and numbers). |
Employment Details # | ||||
| ED1 | Working Days | Checkbox | Employee’s working days (Monday, Tuesday, Wednesday, …, Sunday). | Tick the checkbox next to the employee’s working days. For example, for employees working from Monday to Friday, the check boxes next to Monday, Tuesday, Wednesday, Thursday, and Friday must be ticked.
The selection will effect the calculation of the employee’s daily rate and the Statutory bonus. |
| ED2 | Employment Type | Drop-down | Employee’s Employment Type | Drop-down option to choose from: Fulltime, Fulltime Reduced, Parttime, Fulltime Student and Parttime student. This will affect the NI calculation and how employees’ emoluments are shown on FSS reports. |
| ED3 | Employment Terms | Drop-down | Employee’s Employment Terms | Drop-down options to choose from: Indefinite, Definite, and Casual. This field states the basis on which the employee is employed. |
| ED4 | Payroll Frequency | Drop-down | This field indicates the frequency this specific employee will be paid. | Drop-down options to choose from: Monthly, 4-weekly, Fortnightly, and Weekly. |
| ED5 | Average Weekly Hours | Number | The weekly hours worked by an employee | Unless this employee works fixed hours, for example, 40 hours a week, 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. |
| ED6 | Benefit Type (Sickness/Injury) | Drop-down | The employee’s Sickness and Injury benefit type. | Drop-down option to choose from: Single or Married. This will affect the rate of the benefit that the system will deduct when an employee is either sick or injury leave. |
| ED7 | Previous Emoluments | Number | Employee’s previous emoluments | This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly |
| ED8 | Previous Tax | Number | Employee’s previous tax | This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly |
| ED9 | Previous Fringe Benefits | Number | Employee’s previous emoluments | This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly |
| ED10 | Previous Category 1 Car Allowance (€) | Number | Employee’s previous Category 1 Car Allowance | This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly |
| ED11 | Previous Overtime Emoluments | Number | Employee’s previous overtime emoluments | This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly |
| ED12 | Deduct Mid-Month Payment | Checkbox | Option to give the employee a mid-month payment | This option allows for companies 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 inputted in this section. |
| ED13 | Mid-Month Type | Drop-Down | Employee’s type of mid-month to be paid. | Drop-down option to choose from: Amount (€) or Percentage (%). This field is mandatory if the ‘Deduct Mid-Month Payment’ (ED12) checkbox has been enabled. |
| ED14 | Mid-Month Value | Number | Employee’s amount or a percentage to be paid as a mid-month payment. | The input of this field depends on the mid-month type (ED13) that has been selected. Moreover, this field is mandatory if the ‘Deduct Mid-Month Payment’ (ED12) checkbox has been enabled. |
| ED15 | Default Commission Rate (€) | Number | Employee’s default commission rate. | This field should be used in the case if the company has an agreement with the employee for a specific commission rate. If the employee does not have a specific commission rate, please leave ‘0’ as the default value. |
| ED16 | Default Overtime Rate (€) | Number | Employee’s default overtime rate | This field should be used in the case that your company has an agreement for a different overtime rate than the standard set by law (OT1, OT1.5, OT2, and OT3).If the employee does not have a specific overtime rate, please leave ‘0’ as the default value. |
| ED17 | Self-Employed NI Amount (€) | Number | Employee’s self-employed NI amount | This 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. If the employee does not have a specific commission rate, please leave ‘0’ as the default value. |
| ED18 | NI Reimbursements (%) | Number | Employee’s NI Reimbursements | This field should be used in the case that an employee paid more N.I. in previous months.If the employee does not have a specific commission rate, please leave ‘0’ as the default value. |
| ED19 | Tax Reimbursements (%) | Number | Employee’s Tax Reimbursements | This field should be used in the case that an employee paid more Tax in previous months.If the employee does not have a specific commission rate, please leave ‘0’ as the default value. |
| ED20 | General Ledger Nominal | Character | Employee’s General Ledger Nominal | This is for information purposes only. |
| ED21 | FSS Exemption Yearly Amount (€) | Number | Employee’s FSS Exemption Yearly Amount | This field would be used in the case of an employee who is entitled to a tax exemption by the government.If the employee does not have a specific commission rate, please leave ‘0’ as the default value. |
| ED22 | Arrears Tax Type | Drop-Down | Employee’s type of arrears tax to be paid. | Drop-down option to choose from: Amount (€) or Percentage (%). |
| ED23 | Arrears Tax (%) | Number | Employee’s amount or a percentage to be paid as arrears tax | The input of this field depends on the Arrears Tax Type (ED22) that has been selected. The employee will receive a Post-Tax Deduction. If the employee does not have any arrears tax, please leave ‘0’ as the default value. |
Salary Details # | ||||
| SD1 | Salary Details Table | Table | Employee’s Salary Type, Annual Amount, and Date Applicable From. | Salary Type: A drop-down option to choose from: Annual Salary or Hourly Rate. Please note that if the employee’s employment type (ED2) has been set as full-time, the only available option as salary type is Annual Salary.
|
| SD2 | Deduct FSS on Overtime at 15% | Checkbox | Select this field if the employee is eligible for the 15% Tax on Overtime scheme. | |
| SD3 | Applicable From | Date | The 15% Tax on overtime start date | This field is mandatory if the ‘Deduct FSS on Overtime at 15%’ (SD12) checkbox has been enabled. |
| SD4 | Applicable To | Date | The 15% Tax on overtime end date | This field is not mandatory. Kindly leave it empty unless you want to stop the calculation of the 15% tax on overtime for this employee. |
| SD5 | Add to Payrun SEPA file | Checkbox | Select this field if you want to pay this employee through SEPA. | |
| SD6 | Direct Credit Details table | Table | Employee’s Direct Credit Details |
|
Payrun Adjustments # | ||||
| PA1 | Deduct FSS Payments from Salary | Checkbox | Select this field if the employee is paying tax | |
| PA2 | FSS Status | Drop-Down | Employee’s FSS Status | A drop-down option to choose from: Single, Married, Parental, Non-Resident, Fixed, or Custom. If the employee has an employment type (ED2) of part-time, the FSS Status of ‘Fixed’ is selected by default. This field is mandatory if the checkbox in PA1 has been selected. |
| PA3 | Fixed Tax Rate (%) | Number | Employee’s Fixed Tax Rate | The tax percentage the employee is taxed. This field is mandatory if the FSS Status (PA2) has been set to ‘Fixed’. |
| PA4 | Fixed Tax Rate (%) after €10k | Number | Exmployee’s Fixed Tax Rate after a Part-Time employee exceeds €10k in annual emoluments | The tax percentage the employee is taxed after exceeding €10k in annual emoluments. This is applicable only if the FSS Status (PA2) has been set to ‘Fixed’ and the employee’s Employment Type (ED2) is set to part-time. |
| PA5 | Custom FSS Status Type | Number | Employee’s Custom Tax Type | A drop-down option to select from Amount (€) or Percentage (%).This field is mandatory if the FSS Status (PA2) has been set to ‘Custom’. |
| PA6 | Custom FSS Status Value | Number | Employee’s Custom tax amount or a percentage. | The input of this field depends on the Custom FSS Status type (PA5) that has been selected. Moreover, this field is mandatory if the FSS Status (PA2) has been set to ‘Custom’. |
| PA7 | Deduct N.I. Payments from Salary | Checkbox | Select this field if the employee is paying Social Security | Social Security is calculated automatically by the system according to the employee’s Basic Salary (SD1) and date of birth (HR4). |
| PA8 | Enable Disability Benefit (Only Employee Pays N.I.) | Checkbox | Select this field if the employee is eligible for the 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. |
| PA9 | Enforce 10% N.I. | Checkbox | Select this field if the employee would like to pay 10% NI instead of the full rate. | This is used for Social Security Category B. |
| PA10 | Deduct Maternity Leave Contribution from Salary | Checkbox | Select this field to apply the Maternity Leave Contribution for this employee | |
| PA11 | Add Government Bonuses (Statutory and Weekly) | Checkbox | Select this field to apply the Weekly Allowance (March and September) and Statutory Bonus (June and December) for this employee. | |
| PA12 | Enforce Full Government Bonus | Checkbox | Select this field if you would like to pay employees who do not work 40-hour weeks to still be paid the full government bonus. | |
| PA13 | Calculate OTx2 on Average Weekly Hours | Checkbox | Select this field if you would like to calculate the overtime on a weekly basis instead of a daily basis | |
| PA14 | Holds a Director Position | Checkbox | Select this field if the employee is a director within the company. | For an employee to be paid Director Fees, the field must be checked. |
| PA15 | Withhold Pay in Payrun | Checkbox | Select this field if you would like to withhold the employee’s pay. | The employee will still appear in pay runs, however, their Gross, FSS Tax, NI and net pay will appear as zero. |
| PA16 | Fringe Benefit table | Table | Employee’s Fringe Benefits details |
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| PA17 | Fixed Payroll Data table | Table | Employee’s Fixed Payroll Data details |
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Working Schedule # | ||||
| WS1 | Working on Public Holidays | Checkbox | Select this field if the employee works on Publicholidays as per part of the normal schedule. | |
| WS2 | Working Flexible Hours | Checkbox | Select this field if the employee works on a flexible hour working schedule | |
| WS3 | Approve Break Hours | Checkbox | Select this field if you would like to approve the breaks for this employee | |
| WS4 | Approve Attendance Hours | Checkbox | Select this field if you would like to approve the employee’s attendance hours. | This is normally used for employees that are paid per hour (with an hourly rate). |
| WS5 | Use Tenant Organisation Working Schedule | Toggle | Click on the toggle (to show YES)if the employee is following the company schedule. | The company schedule is set by going on Product Switcher>WorkForce>Settings>Working Schedule.
In the case that the employee does not follow the company schedule, and does not follow a flexible schedule, the user is asked to input the employee’s working hours (WS7), and the break hours (WS8). Both WS7 and WS8 are mandatory if the employee does not follow the company schedule. |
| WS6 | Use Tenant Organisation Timekeeper Settings | Toggle | Click on the toggle (to show YES) if the employee is following the company’s Timekeeper settings. | The company Timekeeper Settings are set by going on Product Switcher>WorkForce>Settings>Timekeeper Settings.
In the case that the employee does not follow the company Timekeeper Settings, the user can input the employee’s Earliest Punch-In Time (WS9), and Latest Punch-Out Time (WS10). Both fields are not mandatory. |
| WS7 | *Weekday* Working Hours | Number | The amount (in hours) of working hours per day | The input required is in terms of hours. For example, if an employee works 8 hours a day, then the input should be ‘8’.
If the employee does not follow the company’s working schedule (WS5), this field becomes mandatory.
If the employee follows the company schedule, this field becomes disabled. |
| WS8 | *Weekday*Break Hours | Number | The amount (in hours) of break hours per day | The input required is in terms of hours. For example, if an employee takes a break of half an hour a day, then the input should be ‘0.5’.
In case the employee punched in and out for the break, then this field should be zero (‘0’).
If the employee does not follow the company’s working schedule (WS5), this field becomes mandatory.
If the employee follows the company schedule, this field becomes disabled. |
| WS9 | *Weekday*Earliest Punch-In Time | Time | The employee’s earliest punch-in time per day | The input required is in terms of time. For example, if the employee is expected to start work at half past 8, then the input should be 08:30.
This field is not mandatory. It is used to round the punch-in if it happens before the set time. For example, the earliest punch-in time is set at 08:30, and the employee punches in at 08:22. The punch-in will be rounded to 08:30.
If the employee follows the company Timekeeper settings (WS6), this field becomes disabled. |
| WS10 | *Weekday*Latest Punch-Out Time | Time | The employee’s latest punch-out time per day | The input required is in terms of time. For example, if the employee is expected to finish work at half past 5, then the input should be 17:30.
This field is not mandatory. It is used to round the punch-out if it happens after the set time. For example, if the latest punch-out time is set at 17:30, and the employee punches in at 17:43. The punch-out will be rounded to 17:30.
If the employee follows the company Timekeeper settings (WS6), this field becomes disabled. |
| WS11 | *Weekday*Break Starts at | Time | The employee’s break start time per day | This field is for information purposes only. |
| WS12 | *Weekday*Automatic Punch Out | Checkbox | Select this field to enable the automatic punch-out in case the employee forgets to punch out (per day). | The automatic punch-out is linked with the latest punch-out time (WS10). |
| WS13 | *Weekday*Night Shift | Checkbox | Select this field if the employee works the night shift (per day). | |
Leave Information # | ||||
| LI1 | Calculate Leave according to days worked in a year | Checkbox | Select this field to calculate the leave entitlement according to days worked. | This field calculates leave entitlement according to the number of days worked till the booked leave date/s (instead of showing the full entitlement). |
| LI2 | Year | Drop-Down | A drop-down to filter leave entitlements by the selected year. | |
Employee Devices #(This tab only appears if the employee is linked with the Timekeeper module, and has at least one punch clock linked with the company) | ||||
| ED1 | Refresh data on all devices | Button | Click on this button to refresh employee data on the punchclock/s | |
| ED2 | Unlink employees from all devices | Button | Click on this button to remove all employees from the punchclock/s | |
| ED3 | Link employee to all devices | Button | Click on this button to add all employees (linked with the Timekeeper module) to the punchclock/s | |
| ED4 | Employee Devices Table | Table | The option to remove employees and/or refresh their data on each individual punchclock. | |
