Adding a New Employee

About Adding a New Employee

It is advisable to load all new employees before you do the rest of the monthly or weekly payroll input.

 

How to Access the Add New Employee Cycle

From the VIP Main Menu:

  1. Click on Employee.
  2. Click on Add New Employee.
  3. The Enter the Employee Code Screen will be displayed.

 

Enter Employee Code Screen

Employee Codes

Before capturing the detail of an employee, you must decide on an Employee Code.

This code is entered when adding an employee for the first time, and this code will be used to access the employee’s screens for all data entries (fixed or financial) from then onwards.

 

The Employee Code may consist of up to 8 characters:

 

Enter the required Employee Code, e.g. 00012345.

 

Add Employee Default Cycle

The Basic Employee Information Screen (IS) is the first screen in the Add New Employee Cycle.

 

 

The Basic Employee Information Screen (IS) is a mandatory screen in the Add New Employee Cycle.

 

The Basic Employee Information Screen (IS) contains the employee’s fixed information, and consists of the following tabs:

  • Personal Details Tab,
  • Address Details Tab,
  • Statutory Details Tab,
  • Payment Details Tab,
  • Analysis Details Tab,
  • Benefit Details Tab,
  • Travel and Co.Car Tax Tab, and
  • Employee Tax Incentive (ETI) Tab.

 

 

The Personal Details Tab includes fixed information such as the Surname, First Name, ID Number, Date of Birth, Gender, Marital Status, Date Engaged and important Contact Numbers.

 

For more information about the Sage Pay Connected Services section on this screen, see Sage Pay.

 

 

An Entry Field is a boxed field into which information may be entered.

  1. Click in the field where information must be entered.
  2. Enter the information.

 

 

A Combo Box is used where you must make a choice from a number of options.

  1. Click on the down-arrow to display the possible choices.  
  2. Click on the option you need.
  3. The option selected will be placed in the box.

 

 

  1. Click on the button.
  2. A list of options will be displayed.
  3. Select the required option.

 

The following are mandatory fields on the Personal Details Tab:

  • Initials,
  • Surname,
  • First Name,
  • Date of Birth,
  • Gender,
  • Marital Status,
  • Date Engaged, and
  • Business Number.

 

These fields will be highlighted in cyan to indicate that they are mandatory fields. Information must therefore be entered for these fields and you will not be able to continue to the next screen until these fields have been completed.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Address Details Tab as the next step to complete on the Basic Employee Information Screen.

 

 

The Address Details Tab includes the Reporting Address, Residential Address, Work Address and Postal Address of the employee, as required by SARS for Tax Certificate purposes.

 

 

An Entry Field is a boxed field into which information may be entered.

  1. Click in the field where information must be entered.
  2. Enter the information.

 

 

A Combo Box is used where you must make a choice from a number of options.

  1. Click on the down-arrow to display the possible choices.  
  2. Click on the option you need.
  3. The option selected will be placed in the box.

 

 

  1. Click on the button.
  2. A list of options will be displayed.
  3. Select the required option.

 

The following field is a mandatory field on the Address Details Tab:

  • Reporting Address.

This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed.

 

The Employee Address Screen caters for the various Postal Address formats. The options are:

  • P.O. Box,
  • Private Bag, and
  • Street Address.

Depending on the selection made, certain fields are displayed on the screen.

Please confirm the correctness of the address fields.

P.O. Box and Private Bag: Postal Addresses using P.O. Box or Private Bag, have the same entry fields.

Street Address: Street Address has a different set of entry fields.

All three Postal Addresses have a field: “Care of” Postal Address.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Statutory Details Tab as the next step to complete on the Basic Employee Information Screen.

 

 

The Statutory Details Tab includes important information about Tax, IRP5’s, OID, UIF, SDL and RFI. It is imperative that the information on this screen should be entered correctly as it will have a direct influence on the calculation of Tax, UIF and SDL for the employee.

 

 

An Entry Field is a boxed field into which information may be entered.

  1. Click in the field where information must be entered.
  2. Enter the information.

 

 

A Combo Box is used where you must make a choice from a number of options.

  1. Click on the down-arrow to display the possible choices.  
  2. Click on the option you need.
  3. The option selected will be placed in the box.

 

The following field is a mandatory field on the Statutory Details Tab:

  • Tax Status.

This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed.

 

Take note of the UIF Status ( Non-Contribution Reason) and UIF Employment Status fields.

For more information about UIF in the system, see UIF System Information.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Payment Details Tab as the next step to complete on the Basic Employee Information Screen.

 

 

The Payment Details Tab is used to specify how the employee will be paid, e.g. by Cheque, Cash, ACB or Bank List and includes the employee’s banking details.

 

 

An Entry Field is a boxed field into which information may be entered.

  1. Click in the field where information must be entered.
  2. Enter the information.

 

 

A Combo Box is used where you must make a choice from a number of options.

  1. Click on the down-arrow to display the possible choices.  
  2. Click on the option you need.
  3. The option selected will be placed in the box.

 

 

  1. Click on the button.
  2. A list of options will be displayed.
  3. Select the required option.

 

The following field is a mandatory field on the Payment Details Tab:

  • Pay Method.

This field will be highlighted in cyan to indicate that it is a mandatory field. Information must therefore be entered for this field and you will not be able to continue to the next screen until this field has been completed.

The following fields are mandatory fields when ACB has been selected as Pay Method:

  • Branch Code,
  • Acc No, and
  • Type of Account.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Analysis Details Tab, if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen.

 

 

The Analysis Details Tab will allow you to link the employee to specific Analysis Codes, e.g. the correct Department, Pay Point, Category, Job Grade, Job Title, etc.

 

 

  1. Click on the button.
  2. A list of options will be displayed.
  3. Select the required option.

 

None of the fields on this screen is mandatory.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Benefit Details Tab, if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen.

 

 

The details of all the Benefit Funds that the employee can be a member of will be entered on the Benefit Details Tab.

 

 

An Entry Field is a boxed field into which information may be entered.

  1. Click in the field where information must be entered.
  2. Enter the information.

 

None of the fields on this screen is mandatory, but it is imperative that the Start Dates for Pension, Provident Fund and Medical Aid is entered if the employee is a beneficiary to these funds.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Travel and Co. Car Tax Tab as the next step to complete on the Basic Employee Information Screen.

 

 

The taxability of a Travel Allowance and Company Car is indicated on the Travel and Co. Car Tax Tab.

 

This screen consists of two grids, one caters for Travel Allowances and the other for Company Cars. You will have to indicate here, per Travel Allowance and per Company Car, what the percentage is that must be included as Remuneration for Tax purposes, for the current pay period.

 

To access the Company Cars Screen, click on the <View Detail> button. For more information about Company Cars, see Company Car.

 

During the Start of Period procedure, the YTD values, per percentage, will automatically be populated.

 

 

  1. Double-click in the Current % column next to the required item.
  2. A list of taxability options will be displayed.
  3. Make your selection.

 

If all details have been completed, click on <Continue>.

 

 

The Employment Tax Incentive Tab records the following information:

  • If the employee is in possession of a valid Asylum Seeker Permit, tick this option and enter the Work Permit Number, so that the employee can be included for ETI calculation purposes.
  • ETI Exclusions: If the employee is ticked for ‘Related to Employer’ (connected person) or ‘Domestic Worker’, they will be excluded from the ETI Calculation.
  • Personal Information: The ID Number will be displayed here if it has been entered on the Personal Details Tab and the Valid ID Document will have been ticked during the Conversion process to Release 4.3a. If the ID Number is added after the conversion, this field will need to be manually ticked.
  • An Attachment Icon is available from this screen to save a copy of the employee’s Identification Document.
  • The Actual ETI Age is the age of the employee in the Current Calendar Month.
  • Special Economic Zone: Link the employee to the code defined for the Special Economic Zone in which the employee works. If a SEZ is selected, the age of the employee will be disregarded to determine if the employee is a “qualifying” employee.
  • Please Note: If a SEZ Code is linked then it is very important that the employee’s Work Address is correct.
  • Minimum Wage: Link the employee to the Minimum Wage Code defined for the area in which the employee works. The Rand value will be displayed to the right of the field. This will be compared to the “Wage” components specified.
  • Employee SIC Code: Select from a pre-defined group of SIC Codes, determined by the SIC Code selected on the Basic Company Information Screen.
  • Period (Excluding Current Month) of Set: Records the Number of completed Periods for either the 1st or 2nd 12-month Set, for which the employee is included for ETI calculation purposes.

 

The Basic Employee Information Screen (IS) has been completed.

Each of the tabs on the Basic Employee Information Screen has their own Routing Code, enabling you to gain direct access to the tab you require.

When adding a new employee, the system will take you through the default cycle, and these Routing Codes may be used as shortcuts to access these tabs after the employee's record has been successfully created.

  • Personal Detail: IS
  • Address Detail: ADD
  • Statutory Detail: STA
  • Payment Detail: PMT
  • Analysis Detail: ANA
  • Benefit Details: BEN
  • Travel and Company Car Detail: TRA
  • Employee Tax Incentive Tab: ETI

 

You will now proceed to the Employee’s Leave Days Screen (LD), if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen.

 

 

The Leave Days Screen (LD) contains the employee’s Leave Cycle and Leave Accrual information.

 

For new employees, these are set to the values defined on the Leave Control Screen. You may alter these fields, if necessary.

 

Available for VIP Essentials Payroll.

If you are not licenced for the Premier Leave Module, only six lines will be available on this screen. If you are licenced for the Premier Leave Module, this screen will have up to 30 lines and fields.

If you are not licenced for the Classic Leave Module, only six lines will be available on this screen. If you are licenced for the Classic Leave Module, this screen will have up to 10 lines and fields.

 

If all details have been completed, click on <Close>.

 

You will proceed to the Employee Linking Screen (MC), if this screen has been selected as part of the Add Employee Cycle on the Add Employee Control Screen.

 

 

The Employee Linking Screen (MC) is used to link employees to the pre-defined methods that are entered in VIP and used to calculate Earnings, Deductions, and/or Calculation Fields.

 

Linking an Employee to a Method of Calculation

Employees must only be linked to those methods that are applicable to them.

  1. Click in the column next to the Earning, Deduction or Calculation Field where the method exists that the employee has to be linked to.
  2. The methods on file will be displayed to enable you to select the required option.
  3. Click on the applicable method number next to the Earning, Deduction or Calculation Field.

 

A zero (0) means that the employee is not linked to any method for that Earning, Deduction or Calculation Field.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Increase Screen (INC).

 

 

The Increase Screen (INC) is a mandatory screen in the Add New Employee Cycle.

 

The Increase Screen (INC) displays the standard Working Hours per Period and the Working Hours per Day, both of which are mandatory fields.

  1. Click on the Working Hours per Period field.
  2. Accept the default, or overwrite the amount with the correct amount.
  3. The Working Hours per Day will be displayed automatically.
  4. Accept the default, or overwrite the amount with the correct amount.

 

The employee's Annual Basic, Monthly/Period Basic Salary, Rate per Hour or Rate per Day must be entered on this screen.

Any of these four amounts can be entered or changed and the others will automatically be recalculated.

 

If all details have been completed, click on <Continue>.

 

You will proceed to the Payslip Screen (PS).

 

 

The Payslip Screen (PS) displays the employee’s current payslip information.

 

It shows the result of all the information that was entered on the default screens when the new employee’s details were entered.

 

This screen displays exactly what will be printed on the employee’s payslip.

 

The Tax, Gross and Nett Salary are immediately calculated as input is done on the Payslip Screen.

 

 

The default Add Employee Cycle has now been completed.

 

Available for VIP Premier and VIP Classic Payroll.

If any additional screens have been selected on the Add Employee Control Screen, these screens will display in order of selection.

 

Once you have completed all screens in the default cycle and have clicked <Close> on the Payslip Screen, you will be returned to the Enter the Employee Code Screen where you may enter the code of the next new employee.

 

Click on <Close> to return to the Main Menu.