Employees

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You can manage your employees in FlexiTime under Setup > Employees

 

Select New Employee to create an employee record for each staff member, or click edit to view or update an existing employee.

Please see this article for more information about adding a new employee from the Employee Wizard, or this article for other methods of adding new employees.

 

Personal Details

 

Update the employee’s personal details on the Employee Details and Next of Kin tabs.

If the employee has a valid email address entered, and Receive Email is ticked, the employee will automatically receive a copy of their payslip whenever a pay run is finalised.

 

User Access

 

Applying User Access to your employees can allow them to log in and view or manage times for themselves and any employees they manage. For information on managing user access, please see this article.

 

Employment Details

 

Update the employee’s details on the Employment Details tab. The following fields are important, and those with an asterisk (*) are mandatory:

Employment Start Date*

The date the employee started working for the company. This will be used to determine anniversary dates for leave calculations

Pay Frequency*

How frequently the employee is paid. The employee will be automatically added to any pays created which have a matching Frequency.

Tax Code*

The employee's tax code as per the IR330 declaration form they should have returned to you at the commencement of their employment. If they have not declared their Tax Code, use ND.

IRD Number

The IRD number for the employee, required for IRD returns. Enter in 123-456-789 format.

Hours Per Day

How many hours the employee works each day, if known and relatively constant. This will be used to determine how many hours to pay an employee off for certain leave types. If the employees hours vary in an irregular pattern, set the Hours Per Day to 0.

Days Per Week

How many days the employee works each week, if they work fixed days. If this is set to 5 it will be assumed that the employee works Monday-Friday; if you have employees who work set hours on set days that aren't Monday-Friday, then simply tick Show Days and enter the hours against each day.

Annual Salary

The employee's Annual Salary if they're employed on a salary basis.

Normal Rate

The employee's normal hourly rate. If Hours Per Day, Days Per Week, and Annual Salary are all set the Normal Rate will calculate automatically.

Manager

This field specifies who is responsible for this employee.  The manager, if given the necessary user role, will be able to add and approve time for this employee.

Xero Account Code

The Xero account that this employee's pay should be allocated if desired. This will override the Xero Account specified on the pay code provided the pay code has 'Use Employee Account' ticked.

Derive Pay by Timesheet

Whether FlexiTime should check the Timesheets when populating the pay for this employee. This should usually be ticked unless you explicitly want FlexiTime to ignore all Timesheet entries for the employee. FlexiTime automatically ignores non-leave time entries for Salaried employees, so even salaried employees usually have this setting ticked.

Charge Rate

The rate per hour to be charged to a client for contract work that uses the employee rate.

Bank Details

The employee's bank account number and the references you'd like to show on their bank statement. Rather than entering the same Bank Particulars, Code and Reference for every employee, you can set these once on the Direct Credit pay code under Setup > Pay Codes. 



Pay Deductions

Please see this article.

 

Leave Details

 

For all employees enter

  • Holiday Pay % (Required) e.g. 8% for 4 weeks annual leave per year, or 10% for 5 weeks
  • Normal Hours Per Week if the employee is to accrue a set number of hours per year, or tick Hours Worked if they should accrue leave based on the actual hours they work
  • Annual Sick Leave Entitlement – normally 5 days (enter as hours)
  • Maximum Sick Leave Entitlement – normally 20 days (enter as hours)

 For existing employees also enter

  • Gross Earnings To Date (since the employee's last anniversary)
  • Annual Leave Due as at last anniversary
  • Annual Leave Taken since last anniversary
  • Annual Leave Accrued in Advance
  • Sick and Alternative Leave Due totals

Please refer to Employee Leave for more information about employee leave entitlements.

 

Default Pay

 

Use the Default Pay tab to add or adjust pay codes that will be included in every pay for this employee by default.

Refer to Pay Code Overview for more information about pay codes.

The Tax and Direct Credit pay codes have been set up in your starter company as being common to all employees.  This means that any new employees will have these pay codes by default.  Tax should always be included in an employee’s default pay codes (unless they are a self-employed contractor without Withholding Tax).  The Direct Credit pay code is a payment pay code and is used to apply any pay amounts.  If an employee is not paid by Direct Credit this pay code can be removed from the employee and another payment type pay code added in its place (e.g. Cash or Cheque).

The Salary pay code will also be added to new employees if they are set up as salaried employees in the Employee Wizard.

The Salary pay code will automatically generate a gross earnings total for the employee based on their Normal Rate, Hours per Day and Days per Week. The Salary pay code is a Gross Earnings pay code that is not derived from Timesheet hours. Employees with a Salary pay code will be paid the same gross earnings each pay period regardless of hours entered into Timesheets.

If the employment basis is casual and the hours worked varies each pay period then you can choose to derive the pay from Timesheets or you can add a default pay code Ordinary Time to the employee. Either way the Salary default pay code should be removed.

The Ordinary Time pay code will calculate the gross earnings based on the quantity of hours you enter for this pay code each pay period.

If the Derive Pay from Timesheet flag is set for an employee then pay codes such as Ordinary Time and Sick Leave are automatically added to the employee’s pay based on the Timesheet records entered in the pay period for the employee.  In this case there is no need to have any default gross earnings pay codes set for the employee.

Any deductions set for the employee on the Pay Deductions tab will be automatically be added to the Default Pay tab by FlexiTime. 

The Default Quantity and Rate is normally set to 1 or 0 for any new pay codes added to an employee. These can be set to fixed amounts if the pay code is for a fixed amount each period e.g. Social Club deduction.

However, for most system based pay codes (like Tax and Salary) leaving those at the default settings will allow FlexiTime to automatically calculate them in the pay run based on the employee's settings.

 

YTD Totals

 

You can enter Year to Date (since 1st April) payroll totals for existing employees if you wish. However, it isn't a necessity as employers are no longer legally required to supply a Certificate of Earnings - employees can instead get a Personal Tax Summary from IRD. These totals are updated each time a pay is finalised for the employee.

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