On / Off Boarding | On Boarding a New Employee
About
New employees that join the organisation must be loaded onto payroll in the current processing period to receive payment. Employees can be uploaded in bulk or loaded individually. This article focuses on individual loading of employees.
Edition
This feature is available on all PaySpace editions.
Overview
The system offers a pre-defined workflow path that guides you through the sequence of adding a new employee. The Add New Employee Workflow consists of the following screens:
Navigation Path
Navigate > On/Off Boarding > Add New Employee
Important Comments
The Add New Employee Workflow Comments
- The Add New Employee Workflow must be completed for the employee to be onboarded onto the payroll. It is advisable to obtain all the employee information before the payroll onboarding process commences.
- Once the Basic Profile Screen has been completed while adding the new employee, should you exit the workflow, the system will record and save the last screen captured.
- The workflow can be continued at a later stage. When accessing any of the new employee’s screens, the system will prompt you to continue from where you have exited the workflow. You will receive a system generated e-mail every day to remind you to complete the workflow.
Tip
Access the relevant company and frequency the employee needs to be added to.
The Location Menu
Tip
The Progress Bar at the top of the screen will track your progress as you continue through the workflow path.
The Progress Bar
Tip
Mandatory fields are indicated with a red asterisk and a red exclamation mark in the mandatory field.
An example of a Mandatory Field
Tip
While adding the new employee, you can navigate to a previous screen in the workflow path from the Progress Bar.
An extract of the Progress Bar
Deleting an Employee
The option to delete an employee is only available for employees who have not yet been paid on the payroll. To delete an employee, navigate to the Basic Profile Screen.
Navigate > Employee > Basic Information > Basic Profile > Employee Details
Click on the Delete button to delete the employee.
Related Articles
On / Off Boarding | On Boarding New Employees Using the Bulk Actions Screen
About Besides on boarding new employees individually, you can upload employees using the Bulk Actions Screen. Where a frequency is added, or a new company is registered during the tax year, the system will automatically create an Interim Run to ...Frequencies & Pay Dates | Adding a New Frequency
Overview Frequencies refer to the pay cycles within a company e.g. monthly, fortnightly or weekly. When a new company is added on the system, the frequencies are created. Thereafter, you can add more frequencies if necessary. If only one frequency ...How do I create a new employee record?
This applies to all PaySpace editions. A new employee record can be created by following and completing the workflow on the Add New Employee screen. Navigate > On / Off Boarding > Add New Employee Important! If, for any reason, you are directed away ...Is it necessary to delete an employee's old leave scheme when they are linked to a new one?
This applies to all PaySpace editions. An employee can only be linked to one leave scheme at a time. Should an employee need to be linked to a new leave scheme, simply add a new Leave Scheme record, which will override the old leave scheme record. ...How do I create a dummy employee record?
This applies to all PaySpace editions. A dummy employee record can be created by following and completing the workflow on the Add New Employee screen. Navigate > On / Off Boarding > Add New Employee In contrast to creating an actual employee record, ...