The 'Employee Master' is where you enter employee names and details. Enter new employees or change details for existing employees.
Importing Employee Master Details
The quickest, and easiest, way to enter Employee Master details is to import data from the payroll system previously used. If it is possible to import records see the section - Import Employee Master Details first and then come back to this section to check that to see whether the import needs to be supplemented manually.
To enter a new employee:
Click to play
Go to the 'Edit', then 'Employee Master' menu options and then from the table of 'Employee Master Records' press 'Insert'. Then enter employee details in each of the fields mentioned in the first tab, the Personal Tab, and each of the other tabs.
Summary
The 'Summary' shows :
Employees |
the total number of employees that have been entered into the payroll |
Active |
the total number of employees who are still being processed on the payroll |
Discharged |
the total number of employees who may have been active in the past, but have now been discharged. No transactions are being processed for the ex-employee but existing data is being retained. |
Only active employees are counted for the Licence.
Employee Photograph
The uploaded photograph of each employee is shown in the bottom left hand corner of the screen. To upload photographs go to each Employee Master record, select the 'Personal 1' tab and use the elipsis button to browse for the photograph file to upload into the system.
Search
Enter the first letter of the search taking into account the 'Sort Order' that has been selected.
Sort Order
Use the drop down menu to change the sort order as required. Belina PayrollHR will remember your preference and use it next time you come to this table. The table, illustrated below, shows the top of the list of employees displayed in code number sequence.
Discharged employees
Belina PayrollHR retains the names and details of discharged employees. View Discharged employees by placing a tick in the 'Discharged' checkbox. Remove the tick to hide Discharged employees again.
The data for Discharged' employees is maintained by Belina HR indefinitely. The records of discharged employees may be seen by placing a tick in the 'Discharged' checkbox.
Payslip Input and Tax Display Buttons
There are quick access buttons to go to the highlighted employee's current payslip and tax display. Highlight the employee on the Employee Master Records Table. Press the 'Payslip Input' button to go directly to Payslip Input or press the 'Tax Display' to go directly to the Tax Display report for the individual selected.
Compulsory Fields
When entering the details for an employee there are there are fifteen (15) compulsory fields which form the minimum information that needs to be entered in order for the employee entry to be accepted into the employee masterfile. These are marked with red asterisk's in the Employee Master Tabs. The require fields are:
Employee Code |
Surname |
Gender (default) |
Nationality |
National ID |
Occupation |
Date of Birth |
Date Engaged |
Paypoint |
Department |
Cost Centre |
Rate of Pay |
Employment Type |
Payment Method |
|
In instances where the organization does not need to or wish to record 'Departments', 'Cost Centres', 'Grades' or 'NEC Grades' then create one entry for each that can be applied across the organization e.g. 'General' or the name of your organization. The compulsory information is conveniently grouped in the first 3 tabs of the employee masterfile.
Employee masterfile information is stored in the Payroll module and the Human Resources modules, as follows:
PAYROLL TABS
Personal |
(contains compulsory fields) |
(contains compulsory fields) |
|
(contains compulsory fields) |
|
(optional - no initial entries required) |
|
(optional - no initial entries required) |
HUMAN RESOURCES TABS
Personal (Cont.) |
(optional - no initial entries required) |
Next of Kin |
(optional - no initial entries required) |
(optional - no initial entries required) |
|
(optional - no initial entries required) |
|
Documents |
(optional - no initial entries required) |
HR Input |
(optional - no initial entries required) |
The other tabs of the Human Resources module store transactions rather than standing information.