Employee
Where do I add an employee's Emergency Contact Details?
This feature is available on all PaySpace editions. Employees' emergency contact details can be inserted on the Emergency Contact Details sub section of the Contact Details section on their Basic Profile screen. Navigate > Employee > Basic ...
How do I configure the Marital Status Reason field on the Basic Profile screen to be made a mandatory field?
This feature is available on all PaySpace editions. To make the Marital Status field a mandatory field on the Basic Profile screen, enable the "Employee Basic Profile: Marital status" checkbox under the Employee required field options section on the ...
Can an employee record created in error be deleted in the current open run?
This feature is available on all PaySpace editions. Yes. An employee record created in error can be deleted using the "Delete" button on the Basic Profile screen. Navigate > Employee > Basic Information > Basic Profile
On which screen can an employee be linked to a workflow role?
This feature is available on the Master payroll edition. An employee can be linked to a Workflow Role under the Additional section on their Position screen. Navigate > Employee > Basic Information > Position > Reporting Line > Additional Related FAQ ...
How do I record an employee's incident and disciplinary histories?
This feature is available on the Premier and Master payroll edition. The Incident Management screen enables users to create and maintain employees' incident & disciplinary histories. Navigate > Employee > Basic Information > Incident Management Step ...
On which screen can an employee's employment status be updated?
This feature is available on the Premier and Master payroll edition. An employee's employment status can be updated under the Additional section on their Position screen. Navigate > Employee > Basic Information > Position > Reporting Line > ...
How do I link an employee to an employment category?
This feature is available on the Premier and Master payroll edition. Once Employment Categories have been created on company level, they can be linked to an employee under the Additional section on their Position screen. Navigate > Employee > Basic ...
Why is the Directly reports to person on an employee's Position screen reflecting as "Not Active", when their employee record is active?
This applies to all PaySpace payroll editions. The directly reports to person on an employee's Position screen will reflect as "Not Active" because the employee's position effective date is earlier than the manager's position effective date. ...
How do I prevent employees from receiving an email notification when their banking details are updated?
This feature is available on all PaySpace editions. The system was enhanced to automatically notify employees if their banking details are updated. To prevent the notification from being sent, enable the "Do not send email notification to employee ...
Can an employee's trade union be displayed on their Position screen?
This feature is available on all PaySpace editions. Yes. In order for an employee's trade union to reflect under the Additional section on their Position screen, enable the "Show trade union on employee position screen" toggle setting under the ...
Why is an employee who has been reinstated and whose employment date is in the future still shown as "Terminated"?
This applies to all PaySpace editions. A reinstated employee whose employment date is future dated will reflect as "terminated" up until their employment is realised.
South Africa | What is the function of the "Is this employee retired?" tick on the Basic Profile screen?
This feature is available on all PaySpace editions. This option is used for the Pension/Provident/Retirement Annuity calculation for legally retired employees. No fringe benefit is applicable if the employer contributes towards a retirement fund on ...
What is the Asset Register screen used for?
This feature is available on the Premier and Master payroll edition. The Asset Register screen enables company level users to keep record of the company’s assets that have been assigned to employees. Navigate > Employee > Basic Information > Asset ...
Can I edit the status of an employee's training record?
This feature is available on the Premier and Master payroll edition. No. An employee's training record status cannot be edited once the record has been saved. The existing record will need to be cloned or a new record created with the updated status. ...
Can an employee record be deleted, if it is linked to financial information?
This applies to all PaySpace editions. No. An employee record cannot be deleted if it is linked to financial information (i.e. payslips). If the run in which the employee record was created is closed, it will have to be terminated. Related FAQ Can an ...
How do I add secondary banking details to an employee record?
This feature is available on all PaySpace editions. By adding another bank account, multiple banking details can be inserted on the Banking Details screen of an employee record. Navigate > Employee > Basic Information > Banking Details > + Bank ...
How do I capture a retired employee record?
This feature is available on all PaySpace editions. If an employee is retired, their employee profile has to be terminated and reinstated starting a new record. Thereafter, enable the "Is this employee retired?:" checkbox under the Employee Details ...
How do I delete an employee's email address on the Basic Profile screen?
This feature is available on all PaySpace editions. An employee's email address can only be deleted from the Basic Profile screen if it has not been registered for ESS (Employee Self Service). Navigate > Employee > Basic Information > Basic Profile > ...
On which screen can an employee's ID number be edited?
This feature is available on all PaySpace editions. An employee's ID number can be edited on the Tax Profile screen. Navigate > Employee > Basic Information > Tax Profile > Identification
How do I resolve the following error when capturing a permanent resident's ID number on the Tax Profile screen: "The ID number does not match the employee’s citizenship."?
This applies to all PaySpace editions. A permanent resident in South Africa is an individual who is a foreigner but is allowed to be in the country indefinitely, usually, they apply for permanent residency (hence an SA ID number), this is usually the ...
How do I reassign or delete any workflow items in a user's inbox?
This feature is available on all PaySpace editions. Workflow items (leave, claims, employee requests and evaluations) can be reassigned or deleted from a user's inbox on the Inbox Management screen. Navigate > Employee > Other > Inbox Management
How do I configure the system to enable employees to report to a manager that is in a different company within the group?
This feature is available on all PaySpace editions. Should an employee report to a manager who is in a different company within the group, enable the "Enable this company's employees to be searched for from any company with the group" checkbox on the ...
How do I remove a medical aid dependant from the Dependants screen?
This feature is available on all PaySpace editions. To delete a medical aid dependant from an employee's Dependants screen, click on the "Delete" icon on the right of the dependent in question. Navigate > Employee > Basic Information > Dependants ...
How do I upload attachments to an employee record?
This feature is available on the Premier and Master payroll edition. Attachments can be uploaded to an employee record on the Attachments screen. Attachment Classifications can be created on company level to categorise the attachments added on an ...
How can I be notified when an employee's work permit is due to expire?
This feature is available on the Premier and Master payroll edition. A reminder can be created on the employee's Notes / Reminders screen which will notify you when their work permit is due to expire. Navigate > Employee > Other > Notes / Reminders ...
Can custom fields be created to record additional employee information?
This feature is available on the Master payroll edition. A custom field can be created to record any extra information you would like to record on the payroll. Custom fields can be added to multiple screens on the payroll. Custom Fields allows you to ...
How do I setup the system to automatically generate employee numbers?
This feature is available on all PaySpace editions. To set up the system to automatically generate employee numbers, select the "generate employee numbers?" checkbox on the General tab on the Basic Company Information screen. Then, a prefix and ...
How do I search for a terminated employee?
This feature is available on all PaySpace editions. To display a terminated employee on the Employee Search screen, make sure that the "Incl. Terminated" checkbox is selected. Navigate > Employee Alternatively, you can navigate to the Employee Search ...
How can I view an employee's payslip?
This feature is available on all PaySpace editions. An employee's payslip can be viewed and downloaded on the Edit Payslip screen. Navigate > Employee > Payroll Processing > Edit Payslip
How do I add a Medical Aid dependant onto an employee's record?
This feature is available on all PaySpace editions. The Employee Dependants screen stores next of kin information as well as medical aid dependants. Medical Aid dependants are captured on the payroll, so that the Medical Tax Credits can be deducted ...
How do I update an employee's banking details?
This feature is available on all PaySpace editions. An employee's banking details can be updated by editing the existing information in the mandatory fields on their Banking Details screen. Navigate > Employee > Basic Information > Banking Details
Employee | The Position screen
Overview The Position Detail Screen stores information pertaining to the employee’s position. This includes the employee’s organisation unit, the person they report to directly and occupational level, to name a few. A full history is available on the ...
Employee | The Tax Profile screen
Overview The Employee Tax Profile Screen stores information relating to the employee’s tax calculation. A history of tax records will accumulate at the bottom of the Employee Tax Profile Screen, should an employee be terminated and re-instated ...
Employee | The Basic Profile screen
Overview Biographical information of the employee is recorded on the Basic Profile Screen. The screen comprises of five subdivisions: Edition This feature is available on Lite / Premier and Master editions. Navigation Path Navigate > Employee > Basic ...
How do I add a training record to an employee's record?
This feature is available on the Premier and Master payroll edition. Once a training course has been created on company level, employees can enroll to a scheduled course. Besides allowing employees to enroll to scheduled Training Courses, company ...