Employee
Can I upload an employees' incident and disciplinary action via the Bulk Actions screen?
This feature is available on Premier and Master edition. The Incident Management screen enables users to create and maintain employees' incident & disciplinary records. Yes. This can also be done on the Bulk Actions screen. Navigate > Bulk Actions ...
Employee | Distributing PDF Payslips
Overview After the payroll has been processed and reconciled, you need to generate PDF Payslips to distribute to the employees. This Article covers 2 processes. When Using Employee Self Service (ESS) Generating PDF Payslips from the Reports Screen ...
Employee | The Incident Management screen
Overview The Incident Management functionality enables you to create and maintain incident history for individual employees. Edition This feature is available on Master editions. Navigation Navigate > Employee > Basic Information > Incident ...
Employee | The PDF Payslip
Overview After the payroll has been processed and reconciled, you need to generate PDF Payslips to distribute to the employees. Edition This feature is available on Lite / Premier and Master editions. Navigation Navigate > Employee > Payroll ...
Employee | The Banking Details screen
Overview The Employee Bank Details Screen relates to the employee’s payment method and details required based on the payment method. Edition This feature is available on Lite / Premier and Master editions. Navigation Navigate > Employee > Basic ...
How do I change an employee's organisation unit?
This feature is available on all PaySpace editions. An employee's organisation unit can be changed on the Position screen, by selecting the new unit from the dropdown list in the Organisation unit field. Navigate > Employee > Basic Information > ...
South Africa | Tax Statuses
The Tax Status field on the Tax Profile screen how the employee’s tax will be calculated. Based on the selection made from the dropdown list, further required information will be prompted. This article contains the definition of each tax status. ...
South Africa | Nature of Person Category Definitions
The Nature of person field on the Tax Profile screen refers to an employee’s category of employment. Based on the selection made from the dropdown list, further required information will be prompted. This article contains the definition of each ...
How do I update an employee's ID number on their profile?
This feature is available on all PaySpace editions. Make use of following the steps to update an employee's ID number under the Identification section on the Tax Profile screen. Step 1: Change the affected employee's Nature of Person field to "B - ...
Where on the system can I check if an employee is linked to a project?
This feature is available on the Premier and Master payroll edition. If an employee is linked to a project, it can be viewed (confirmed) on the Project Details screen under the Costing section of their employee profile. Navigate > Employee > Costing ...
Can multiple attachments be added to an employee's training record?
This feature is available on the Premier and Master payroll edition. Yes. Multiple attachments can now be uploaded to a single training record on an employee's Training Record screen: Navigate > Employee > Skills > Training Records The number of ...
How can I input a transferred employee's banking details into their new employee record when they still exist in their original (terminated) employee record?
This feature is available on all PaySpace editions. Change the payment method to "Cash" on the employee's Banking Details screen on the terminated profile. Navigate > Employee > Basic Information > Banking Details Thereafter, the banking details can ...
Where do I add an employee's tax reference number?
This feature is available on all PaySpace editions. An employee's tax reference number can be recorded in the "Tax Ref. Number" field on their Tax Profile screen. Navigate > Employee > Basic Information > Tax Profile > Tax
Can the system be configured so that an employee's preferred name is displayed on reports, system notifications and when processing leave and claims?
This applies to all PaySpace editions. No. The system cannot be configured to display an employee's preferred name on reports, system notifications and when processing leave and claims. Related FAQ How do I inform PaySpace of a system enhancement ...
How do I update an employee's birth date on their profile?
This feature is available on all PaySpace editions. Make use of the following steps to update an employee's birth date under the Personal tab on the Basic Profile screen. Step 1: Change the affected employee's Nature of Person field to "B - ...
How do I change an employee's group join and/or employment dates once the run is closed?
This applies to all PaySpace editions. An employee's group join and/or employment dates cannot be changed by a company level user once the run in which the employee record was created is closed. Navigate > Employee > Basic Information > Tax Profile ...
What is the maximum file size limit on the Attachments screen?
This feature is available on all PaySpace editions. The maximum file size limit on the Attachments screen is 28MB. Navigate > Employee > Basic Information > Attachments
How do I resolve the following error received when updating banking details on a transferred employee record (eg. EMP001_ITR): "Already exists on employee - EMP001"?
This applies to all PaySpace editions. This error will be displayed when the same banking details on the original employee record are inserted on the transferred employee record. To clear the error, change the "Payment Method" field to "Cash" on the ...
How do I upload a photo to an employee's profile?
This feature is available on all PaySpace editions. An employee's photo can be uploaded under the Personal tab on the Basic Profile screen. Navigate > Employee > Basic Information > Basic Profile > Personal > Employee photo
How do I submit a leave application on behalf of another employee while they are out of office?
This feature is available on the Premier and Master payroll edition. To submit a leave application on behalf of another employee who has been elected to act on behalf of, the employee needs to be logged in to Employee Self Service. To access the ...
How do I nominate another employee to submit a leave application on my behalf while I am out of office?
This feature is available on the Premier and Master payroll edition. Select the employee to capture on behalf of another employee on the On Behalf Of screen. The selected employee will now be able to capture leave on behalf of the employee who ...
Where can I record an employee's Project Rates?
This feature is available on the Premier and Master payroll edition. An employee's project rates can be recorded on the Project Rates screen under the Costing section on their profile. Navigate > Employee > Costing > Project Rates
How do I link an employee to a project?
This feature is available on the Premier and Master payroll edition. An employee can be linked to a project on the Project Details screen under the Costing section of their employee profile. Select the "+ Project" button and insert relevant project ...
Why does the Region field not appear on the employee's Position screen to link them to a region?
This feature is available on the Premier and Master payroll edition. The Region field will not be visible on the Position screen if the Advanced Organisation Structure module checkbox is not enabled on the Basic Company Information screen. In order ...
How do I link an employee to a region?
This feature is available on the Premier and Master payroll edition. Regions first need to be created on company level before they can be linked to an employee. Step 1: Create Regions on company level. Navigate > Configuration > Basic Settings > ...
How do I resolve the error "Job not found" when adding a vacant job to an employee?
This feature is available on the Premier and Master payroll edition. The "Job not found " error will display as follows. Navigate > Employee > Basic Information > Basic Profile > Position When selecting the option Search for specific job and you ...
How do I enable another employee to act on my behalf to approve workflow items while I am out of office?
This feature is available on the Premier and Master payroll edition. An approver in a workflow path can nominate an alternate approver for a specified period on the Out of Office screen on their ESS profile. This will enable the alternate approver to ...
How do I resolve the error "Termination date cannot be before the last day of the previous tax year."?
This applies to all PaySpace editions. The following error will display if you are trying to terminate an employee with a termination date in the previous tax year and the termination date is before the last date of the financial year. Change the ...
How do I resolve the error "Termination date cannot be in a previous tax year"?
This feature is available on all PaySpace editions. The error message will display if an employee has a payslip attached to their record in the current tax year and their termination date is in the previous tax year. Step 1: Untick the Pay Package ...
How do I create notes and reminders for an employee record?
This feature is available on the Premier and Master payroll edition. Notes and Reminders are configured as a part of setting up Notes on an employee's profile, they enable users to capture comments and notifications relevant to specific employees. ...
Can organisation units be searched from an employee's Position screen?
This feature is available on all PaySpace editions. Yes. Organisation units can be searched for from an employee's Position screen by using the search bar option. Navigate > Employee > Basic Information > Position
Can I configure a reminder to be sent out to remind the company administrator when an employee's contract expires?
This feature is available on the Premier and Master payroll edition. Yes. Reminders can be configured to be sent to the company administrator reminding them that the employee's contract is close to its expiration date. Navigate > Employee > Other > ...
How I resolve the error "The ID number does not match the employee citizenship"?
This applies to all PaySpace editions. The error will display if the employee's ID number does not match the employees citizenship. Step 1: Update the employee's citizenship on the their Personal tab on their Basic Profile screen. Navigate > Employee ...
How do I add a SDL exemption reason to an employee's record?
This feature is available on all PaySpace editions. Enabling the SDL exemption reason on company level will apply it on newly onboarded employees. An existing employee's SDL exemption reason will not be inherited from the company setting above, it ...
What is the function of the Inbox Management screen?
This feature is available on all PaySpace editions. The Inbox Management screen reflects employees' Leave Applications, Claims or Employee Requests, or Performance Evaluations that have been sent for approval. View on company level: Navigate > ...
How do I exclude terminated employees from receiving reminders?
This feature is available on the Premier and Master payroll edition. The function of the Notes / Reminders screen will automatically exclude terminated employees from receiving a reminder if its effective date is after their termination date. A ...
Why would an employee with payslips and financials recorded have a blank Tax Certificates / Historical Drill Down Screen?
This applies to all PaySpace editions. A possible reason for an employee to have a blank Tax Drilldown could be caused by processing a transfer and not completing the transfer workflow. Check the employee Transfer History screen to confirm and delete ...
Can I delete an employee's banking details from the Banking Details screen?
This applies to all PaySpace editions. No. The information on an employee's banking details screen cannot be cleared/deleted. If an employee does not have banking details, select "Cash / Cheque" from the dropdown list in the Payment Method field. ...
How do I link an employee to a pay point?
This feature is only available on the Premier and Master payroll editions. Pay Points can be created as part of the Advanced Organisation structure. Once Pay Points have been created on company level, they can be linked to an employee on their ...
How do I assign skills on an employee record?
This feature is available on the Premier and Master payroll edition. Skills can be defined on an employee record on the Skills screen. However, Skills Categories and Skills need to be created on company level before doing so. Step 1: Create Skills ...
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