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Adding or Updating Employee Records

Shinjinee Sarkar
  • Updated
 
This topic provides the steps to both update employee records added from the ROS Revenue Payment Notification (RPN) during the payroll setup and manually add new records. The image below shows the employee record addition process.

ROS provides a unique certificate which contains your employee details. You need to upload the certificate to load the employee details from the payroll setup or settings page. After loading, you may need to update employee details. If you add more employees manually, you need to generate their payroll and submit to ROS so the certificate is updated next time.

Adding Employees from the ROS RPN

To view the procedure, go to the setting up payroll topic.

Adding Employees to the Payroll Manually

A new addition assures that going forward an employee can be verified for PPS number even if it starts with 000.
    1. On the DASHBOARD page, move the cursor over Create New and then click Create an Employee.
    2. The Employee Details page appears. On the Employee Details page, enter the following details under their respective tabs. To enter the details, click the required tab. Note that * indicates a mandatory input.

Personal Tab

FIELD STEP
PERSONAL INFORMATION 
EMPLOYEE CODE* Depending on the settings, the employee code can be auto-generated or manually set up. If it is auto-generated, then the field is not editable. Else, you can enter the employee code.
NAME* Employee name.
LAST NAME* Employee last name.
NATIONALITY Select the employee nationality.
DATE OF BIRTH* Employee date of birth.
GENDER Employee gender.
Protect your payslip PDF file with a password To password-protect the employee payslip, tick the option. You may not protect payslips with passwords now but since this is mandatory, you will have to provide password at a later stage. To know more about password protecting payslips.
ENTER PASSWORD Enter the password to open the payslip. This box appears if you select the Protect your payslip PDF file with a password check box.
CONFIRM PASSWORD Confirm the password entered above. This box appears if you select the Protect your payslip PDF file with a password check box.
ADDRESS 
STREET Street name in the employee address.
COUNTY County name in the employee address.
TOWN Town name in the employee address. The town names are populated based on your choice of the County name above.
EIR CODE EIR code in the employee address.
COUNTRY Country where the employee is located.
PHONE Employee phone number.
MOBILE Employee mobile number.
E-MAIL* Employee email ID.
ADDITIONAL E-MAIL Additional employee email ID, if any. Depending on the settings, this email address can receive emails as Carbon Copy (Cc).
IN CASE OF EMERGENCY 
NAME Emergency contact name.
RELATIONSHIP Relationship with the employee.
PHONE Emergency contact person phone number.
E-MAIL Emergency contact person email ID.

Employment Tab

FIELD STEP
EMPLOYMENT DETAILS 
PPS NUMBER Employee PPS number. If not available, the tax is calculated on emergency basis. When there is no PPS number, it is mandatory to provide the employee date of birth and the address, else, you are not allowed to create the employee.
EMPLOYMENT ID* Applicable for 2019 only. Unique ID assigned by the employer. When you enter an employment ID and save the employee record, the ID is added to the RPN lookup.
START DATE* Employment start date. If the employee start date is in the current year, then the employee needs to provide the form 45 or 45 Part 3. You can update the start date at any stage.
FINISH DATE This field is in read-only mode.
PAYROLL START DATE* The first date of payroll generation for the employee. Note that the date needs to be in the current year. The same applies in the case of employees you import the employee records in the P2C files.
EMPLOYEE START DATE* Employee joining date.
DIRECTOR Select, if applicable. Note: If you need to select this option, ensure that you have already enabled the Director's Fees option while setting up the payroll.
ANNUAL LEAVE DETAILS: The leave settings are already set up by default for each employee. You may customise the settings, if required.
ENTITLEMENT METHOD

There are four entitlement methods. Based on the method you select, you need to provide additional inputs. To view the details of each method, move the cursor over the required option.

  • Set number of annual leave days per yearIn the LEAVE DAYS / YEAR box, enter the number of annual leaves per annum.
  • Set number of annual leave days per month (minimum of 117 hours worked)Enter the following inputs: LEAVE DAYS / MONTH: Enter the required value based on the value entered in the HOURS WORKED / DAY box. HOURS WORKED / DAY: Enter the number of hours worked per day.
  • 8% of hours worked (based on hours in a working day)The number of annual leaves is calculated based on 8% of the total hours worked per day. In the HOURS WORKED PER DAY box, enter the number of hours worked per day.
  • 8% of hours worked (irregular hours)The employee is entitled to 8% of the total hours worked for the company. For example, if the employee works 100 hours, the leave entitlement is 8% of 100 hours which is 8 hours.

Note

  • You are not allowed to update the ENTITLEMENT METHOD list after you have already applied for annual leave.
  • Except in the case of Set number of annual leave days per year entitlement method, you are not allowed to amend the leave number or duration in any other entitlement method after an annual leave has already been applied.
  • When you update the leave number, it immediately reflects on the Leave/Holiday page of the employee.
  • You can view the updated leave details by generating the Employee Leave Report.
Leave days carried over Select if unused leave days are carried over from the previous year.
Carry annual leave days over from prior year This option is available if you select the Leave days carried over option. Enter the number of annual leave days that can be carried over from the prior year.

Payment tab

When you set up the payroll, you set up default payment settings here for every employee. You may customise the settings for each employee, if required.

FIELD STEP
PAYMENT DETAILS 
PAYMENT FREQUENCY* Customise the payment frequency.
HOW IS PAY CALCULATED?*

Customise the basis of how the Business is going to pay the employees. For example, the Business may pay based on hourly rates and monthly salary. To view the steps to customise salary, see below.

Monthly / Annual salary: If you select this option, you need to provide appropriate values in the MONTHLY RATE (€) field.

Daily Rate: If you select this option, you need to select the appropriate daily rate option from the DAILY RATE(S) list. You can set up one or more daily rates in the settings section or click Add Daily Rate to set up one or more daily rates on the go.

Hourly Rate: If you select this option, you need to select the appropriate hourly rate option from the HOURLY RATE(S) list. You can set up one or more hourly rates in the settings section or click Add Hourly Rate to set up one or more hourly rates on the go.

Daily and Hourly Rates: If you select this option, you need to select the appropriate daily or hourly rate option from the HOURLY RATE(S) and DAILY RATE(S) lists. You can set up one or more hourly and daily rates in the settings section or click Add Hourly Rate or Add Daily Rate to set up more than one hourly or daily rates on the go. The same details are displayed in the Payroll Settings page when you process the payroll. Earlier, you could only put the hourly and/or daily rates but now you can put the efforts too. You can change the hours and/or days (efforts) in the Payroll Details page.
PAYMENT PROCESS 
PAYMENT METHOD Customise the payment method.
BANK NAME* Employee bank name. This bank name is used when the employee payments are made after payroll is processed.
BANK BRANCH Bank branch.
BANK SORT CODE* Bank sort code.
BANK ACCOUNT NUMBER* Employee bank account number. Salary will be transferred to his account by default.
BANK ACCOUNT NAME* Bank account name
BIC BIC code
IBAN IBAN code
Revenue tab
FIELD STEP
REVENUE DETAILS 
CALCULATION BASIS Revenue calculation basis. By default, the Emergency option is selected. However, you can change the option when you provide the employee PPS number.
EXEMPTION / EXCLUSION Select the appropriate category under which exemption or exclusion applies, if applicable. Else, select Not Applicable.
PAYEE
Credit Enter the employee tax credits, if any, under the Weekly (€) and Annual (€) headings, wherever applicable. If you import employee records through the P2C file, the tax credits are input automatically. Else, you may enter appropriate values from the P2C file.
Cut off point Enter the tax credit cut-off points, if any, under the Weekly (€) and Annual (€) headings, wherever applicable. If you import employee records through the P2C file, the appropriate values are input automatically. Else, you may enter appropriate values from the P2C file.
USC selection Select the appropriate USC cut-off point.
PRSI EXEMPT Tick this to exempt the employee from PRSI contribution. You need to specify the exemption reason from the PRSI EXEMPTION REASON list. When you exempt the employee from PRSI, the insurable time periods, for example, the weeks in a month, in a payroll period become zero and the PRSI status of the employee is shown as ‘PRSI Exempted’ in the payroll settings.
PRSI EXEMPTION REASON This appears only if you had selected PRSI EXEMPT above. Select an appropriate reason for PRSI exemption.
PRSI CATEGORY Select the PRSI category. The PRSI contribution is determined depending on the selection. Note that this option is hidden if you select PRSI EXEMPT option above.
TOTAL ANNUAL LPT (€) Total annual local property tax payable.
PREVIOUS EMPLOYMENT: Enter the values, if applicable.

CSO tab

The information you enter here will help in compiling the of Central Statistics Office (CSO) data for the EHECS (Earnings, hours & employment costs) survey.

FIELD STEP
CSO DETAILS 
JOB DESCRIPTION Employee role.
JOB TYPE Employee job type.
HOURS WORKED / WEEK Hours worked per week.
WAGES
Please tick if employee is paid equal or less than the national minimum wage Tick, if applicable.
EXCLUSION
Exclude from CSO For all new employee records you create, this option will be ticked by default. Unless you untick, this option will be also ticked by default in the payslip settings.

Additions and Deductions tab

This tab allows you to set up custom additions and deductions from an employee's salary. You can apply or exclude ASC, SPSPS or CPS to the employee payroll. All additions deductions and schemes are optional.

    1. Under the ADDITIONS heading, tick the required addition component under the Payroll Applicable heading.
    2. Under the DEDUCTIONS heading, tick the required deduction component under the Payroll Applicable heading.
    3. To apply ASC, SPSPS and CPS to an employee payroll, do as illustrated in the image and click Save.
  • Additions such as CWPS, NECI and LUMP SUM LEAVER are available if you enable them from the Business Details page.
  • If the employee is salaried and you have added a salaried employee specific custom addition from the Additions Settings, it is available for enabling and processing along with the payroll. When the payroll is processed, the addition is displayed under the PAYMENTS/ADDITIONS heading.

When you apply ASC, SPSPS and CPS and then run the payroll, they appear in the payroll as components. You can generate the following reports as well:

To view the steps to generate employee-wise ASC 60 certificate, click here.

  
To apply ASC, SPSPS or CPS, ensure you have enabled the FSSU option on the BUSINESS DETAILS page under the Settings.

Mid-Year Setup tab

  
You are required to enter your inputs under this tab if the employee details are made available to Surf Payroll mid-year.

 

FIELD STEP
NOTIONAL PAY DETAILS
NOTIONAL PAY TO DATE (€) Notional pay amount to date.
(OF WHICH MEDICAL INSURANCE) (€) Medical insurance share in notional pay to date, if any.
SHARE BASED REMUNERATION TO DATE (€) Share-based remuneration to date, if any.
TAXABLE ILLNESS BENEFIT TO DATE (€) Taxable illness benefits to date.
PAYE/ USC/ PRD/ LPT DETAILS 
PAYE-ABLE PAY TO DATE (€) Salary subject to PAYE deduction to date.
PAYE TO DATE (€) PAYE to date.
USC-ABLE PAY TO DATE (€) Salary subject to USC deduction to date. This amount is added to the employee gross pay when the first payroll is generated. To verify, you need to generate the payroll for the first time, open the payslip and verify under the YEAR TO DATE heading. The amount is added in the Gross Pay column.
USC TO DATE (€) USC to date.
PRD-ABLE PAY TO DATE (€) Salary subject to PRD to date.
PRD TO DATE (€) PRD to date.
LPT TO DATE (€) LPT to date.
PRSI DETAILS 
EMPLOYEE PRSI-ABLE PAY TO DATE (€) Salary subject to PRSI deduction to date.
EMPLOYEE PRSI TO DATE (€) PRSI to date.
EMPLOYER PRSI-ABLE PAY TO DATE (€) Business contribution to PRSI to date.
EMPLOYER PRSI TO DATE (€) Business actual PRSI to date.
PENSION DETAILS 
PENSION-ABLE PAY TO DATE (€) Salary subject to pension deduction to date.
TYPE OF PENSION TO DATE (€) Type of pension to date.
EMPLOYEE PENSION TO DATE (€) Employee contribution to pension to date.
EMPLOYER PENSION TO DATE (€) Business contribution to pension to date.

To save the employee record, click Save.

  
* indicates a mandatory input.

Sending Payslip Passwords to Employees

Protecting employee payslips with passwords is mandatory. You can password-protect and send the employee an email in the following ways.

ClosedOption 1: Send the password email when creating an employee
    1. When you set passwords in the employee details and save the employee, you get a message. To send the password immediately, click OK, else, to send later, click Cancel.
ClosedOption 2: Send the password email from the Payslips page

You may or may not send the password in the scenario in Option 1 above. Anyway, you can send the password from the payslips page.

    1. On the payslips page, select one or more employees and click Email.
    2. For employees with passwords, the email will be sent while for those without passwords, you are required to set the password and click Save
ClosedOption 3: Send the Password Email from Settings

From the settings, you can send the password email to those whose passwords are already set and be advised about those employees whose passwords are not set.

    1. On the Settings page, under the EMAIL heading, click Email Templates.
    2. On the Email Templates page, click the Password tab.
    3. Select the required employees and click Send Email.
    4. Email is sent to those with passwords set while you are advised about those employees whose passwords are not set.                           
ClosedOption 4 - Send the Password Email from the Payslips Report
    1. On the Reports page, click Payslips Report.
    2. On the Payslip Preview page, select the employee and the period and click Go.
    3. Click Send via Email. If the password is set, the email is sent immediately, else, you are required to set the password and click Save to send.

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