REF

Field reference

Field Name

The name of each employee’s field

Field Type

What type of data is being requested

Description

The description of each field

Allowed Values/Remarks

What type of input is allowed with additional remarks

Colour Legend:

Indicates the field required to create a basic employee

Indicates the fields required to link the employee with the Payroll module

Indicates the fields required to link the employee with the Timekeeper module

General Information

GI1

Employee Number

Character

Employee’s unique number. This number must be unique across the company.

Can be a mix of characters (text and numbers).

GI2

Badge ID

Number

Employee’s punch clock number. This number must be unique across the company. The employee will be synced to the punch clock with this number. 

Numbers only. We suggest using the same number as the Employee Number (GI1). Please refrain from using leading zeros.

GI3

First Name

Character

Employee’s first name.

Example: SMITH or Smith

GI4

Last Name

Character

Employee’s last name.

Example: JOHN or John

GI5

ID Card Number

Character

Employee’s ID card number

Example: 123456M

GI6

Gender

Drop-down

Employee’s gender

Drop-down selection to choose from: Male, Female or Other

GI7

Personal Email

Character

Employee’s personal email address. If you opt to send the employees’ payslips and FS3s via email, the employees will receive them at their personal email address

Example: john.smith@personalmail.com

GI8

Company Email

Character

Employee’s company email address

Example: john.smith@xyzcompany.com

GI9

Department

Drop-down

Employee’s department and team

A drop-down selection to choose from with pre-populated departments and teams. This will allow you to filter reports and lists by departments and teams.

GI10

Position

Character

Employee’s employment position

Can be a mix of characters (Text and numbers). Example: Business Analyst. This is used for reporting purposes only.

GI11

Office

Character

Employee’s office name or number. 

Can be a mix of characters (Text and numbers). Example: HR Office 3. This is used for reporting purposes only.

GI12

Employment Period Table

Table

Employee’s engagement and termination dates for the current employment period.

Both engagement and termination dates follow a date format, for example,23/07/2022. 

HR Information

HR1

Civil Status

Drop-down

Employee’s civil status.

A drop-down selection to choose from Single, Married, Separated, and Divorced. Please note that changes in this field will affect the employee’s FS3. For example, changing the civil status from Single to Married, at the end of the year the system will automatically generate two FS3s.

HR2

Spouse Name

Character

Employee’s full spouse name

This field is mandatory if the employee’s civil status (HR1) is set to Married. Example: Mary Smith. This will show on the employee’s FS3

HR3

Spouse ID Card

Character

Employee’s spouse ID card number

This field is mandatory if the employee’s civil status (HR1) is set to Married. Example: 987654M. This will show on the employee’s FS3.

HR4

Date of Birth

Date

Employee’s Date of Birth

It’s imperative to include a correct date of Birth when inserting an employee. This is because Social Security is calculated in relation to the age of the employee.

HR5

Birth Name

Character

Employee’s Maiden or Bachelor name

This is used for reporting purposes only.

HR6

NI Number

Character

Employee’s Social Security Number

HR7

Workbook Number

Character

Employee’s Workbook number

HR8

Nationality

Drop-down

Employee’s country of origin. 

Drop-down selection with all countries worldwide.

HR9

Probation Expiry

Date

Employee’s probation date of expiry

This is used for notification purposes only.

HR10

Contract Expiry

Date

Employee’s contract date of expiry

This is used for notification purposes only. This field will become mandatory if the employee’s employment terms (ED3) is set to definite.

HR11

Work Permit Number

Number

Employee’s work permit number

This is used for reporting purposes only.

HR12

Work Permit Expiry

Date

Employee’s work permit date of expiry

This is used for notification purposes only.

HR13

Address

Character

Employee’s residential house or apartment number/name

Can be a mix of characters (Text and numbers).

HR14

Street

Character

Employee’s residential street name

Can be a mix of characters (Text and numbers). 

HR15

Locality

Character

Employee’s residential locality

Can be a mix of characters (Text and numbers). 

HR16

Postcode

Character

Employee’s residential Post Code.

Can be a mix of characters (Text and numbers). 

HR17

Country of Residence

Drop-down

Employee’s current residential country

Can be a mix of characters (Text and numbers). 

Employment Details

ED1

Working Days

Checkbox

Employee’s working days (Monday, Tuesday, Wednesday, …, Sunday).

Tick the checkbox next to the employee’s working days. For example, for employees working from Monday to Friday, the check boxes next to Monday, Tuesday, Wednesday, Thursday, and Friday must be ticked.

The selection will effect the calculation of the employee’s daily rate and the Statutory bonus.

ED2

Employment Type

Drop-down

Employee’s Employment Type 

Drop-down option to choose from: Fulltime, Fulltime Reduced, Parttime, Fulltime Student and Parttime student. This will affect the NI calculation and how employees’ emoluments are shown on FSS reports.

ED3

Employment Terms

Drop-down

Employee’s Employment Terms

Drop-down options to choose from: Indefinite, Definite, and Casual. This field states the basis on which the employee is employed.

ED4

Payroll Frequency

Drop-down

This field indicates the frequency this specific employee will be paid.

Drop-down options to choose from: Monthly, 4-weekly, Fortnightly, and Weekly.

ED5

Average Weekly Hours

Number

The weekly hours worked by an employee

 Unless this employee works fixed hours, for example, 40 hours a week, you would need to set their ‘Average Weekly Hours’ to 0 (zero) to be able to include their hours in their payslip once payslips have been processed.

ED6

Benefit Type (Sickness/Injury)

Drop-down

The employee’s Sickness and Injury benefit type.

Drop-down option to choose from: Single or Married. This will affect the rate of the benefit that the system will deduct when an employee is either sick or injury leave.

ED7

Previous Emoluments

Number

Employee’s previous emoluments

This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly

ED8

Previous Tax

Number

Employee’s previous tax

This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly

ED9

Previous Fringe Benefits

Number

Employee’s previous emoluments

This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly

ED10

Previous Category 1 Car Allowance (€)

Number

Employee’s previous Category 1 Car Allowance

This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly

ED11

Previous Overtime Emoluments

Number

Employee’s previous overtime emoluments

This needs to be copied from the employee’s last FS3 of the current year (if any), which s/he should have obtained from their previous employment for FSS calculations to be made correctly

ED12

Deduct Mid-Month Payment

Checkbox

Option to give the employee a mid-month payment

This option allows for companies to pay their employees part of their monthly pay (as a percentage or an amount) mid-way during the month. In the event of employees who have direct credit details, the SEPA file can be extracted during the middle of the month with the Mid-Month values inputted in this section.

ED13

Mid-Month Type

Drop-Down

Employee’s type of mid-month to be paid.

Drop-down option to choose from: Amount (€) or Percentage (%). This field is mandatory if the ‘Deduct Mid-Month Payment’ (ED12) checkbox has been enabled.

ED14

Mid-Month Value

Number

Employee’s amount or a percentage to be paid as a mid-month payment.

The input of this field depends on the mid-month type (ED13) that has been selected. Moreover, this field is mandatory if the ‘Deduct Mid-Month Payment’ (ED12) checkbox has been enabled.

ED15

Default Commission Rate (€)

Number

Employee’s default commission rate.

This field should be used in the case if the company has an agreement with the employee for a specific commission rate. If the employee does not have a specific commission rate, please leave ‘0’ as the default value.

ED16

Default Overtime Rate (€)

Number

Employee’s default overtime rate

This field should be used in the case that your company has an agreement for a different overtime rate than the standard set by law (OT1, OT1.5, OT2, and OT3).If the employee does not have a specific overtime rate, please leave ‘0’ as the default value.

ED17

Self-Employed NI Amount (€)

Number

Employee’s self-employed NI amount

This should be used in the case that a Self-employed worker would decide to pay a different N.I. amount from the regularly calculated amounts. If the employee does not have a specific commission rate, please leave ‘0’ as the default value.

ED18

NI Reimbursements (%)

Number

Employee’s NI Reimbursements

This field should be used in the case that an employee paid more N.I. in previous months.If the employee does not have a specific commission rate, please leave ‘0’ as the default value.

ED19

Tax Reimbursements (%)

Number

Employee’s Tax Reimbursements

This field should be used in the case that an employee paid more Tax in previous months.If the employee does not have a specific commission rate, please leave ‘0’ as the default value.

ED20

General Ledger Nominal

Character

Employee’s General Ledger Nominal

This is for information purposes only.

ED21

FSS Exemption Yearly Amount (€)

Number

Employee’s FSS Exemption Yearly Amount

This field would be used in the case of an employee who is entitled to a tax exemption by the government.If the employee does not have a specific commission rate, please leave ‘0’ as the default value.

ED22

Arrears Tax Type 

Drop-Down

Employee’s type of arrears tax to be paid.

Drop-down option to choose from: Amount (€) or Percentage (%).

ED23

Arrears Tax (%)

Number

Employee’s amount or a percentage to be paid as arrears tax

The input of this field depends on the Arrears Tax Type (ED22) that has been selected. The employee will receive a Post-Tax Deduction. If the employee does not have any arrears tax, please leave ‘0’ as the default value.

Salary Details

SD1

Salary Details Table

Table

Employee’s Salary Type, Annual Amount, and Date Applicable From.

Salary Type: A drop-down option to choose from: Annual Salary or Hourly Rate. Please note that if the employee’s employment type (ED2) has been set as full-time, the only available option as salary type is Annual Salary.

• Annual Amount: If the salary type is set to ‘Annual Salary’, then the employee’s annual basic wage must be inserted into this field (irrelevant of the employee’s payroll frequency). If the salary type is set to ‘Hourly Rate’, then the employee’s hourly wage must be inserted.
• Date Applicable From: The date from which the salary is applicable. If this is a new employee, the date of engagement (GI12) must be equal to this date.

SD2

Deduct FSS on Overtime at 15%

Checkbox

Select this field if the employee is eligible for the 15% Tax on Overtime scheme.

SD3

Applicable From

Date

The 15% Tax on overtime start date

This field is mandatory if the ‘Deduct FSS on Overtime at 15%’ (SD12) checkbox has been enabled.

SD4

Applicable To

Date

The 15% Tax on overtime end date

This field is not mandatory. Kindly leave it empty unless you want to stop the calculation of the 15% tax on overtime for this employee.

SD5

Add to Payrun SEPA file

Checkbox

Select this field if you want to pay this employee through SEPA.

SD6

Direct Credit Details table

Table

Employee’s Direct Credit Details

• IBAN: Employee’s IBAN number
• Bank: A drop-down option with a pre-populated field including local banks. Should you wish to add another bank, please select ‘Other’ and enter the new bank name and BIC/SWIFT code.
• Bank Account Holder Name: For example, Mr. John Smith.
  Amount: The amount/percentage the employee received on this IBAN. By default, the employee received the full net pay.
  Type: Drop-down option to select from Percent (%) and Amount (€).

Payrun Adjustments

PA1

Deduct FSS Payments from Salary

Checkbox

Select this field if the employee is paying tax

PA2

FSS Status

Drop-Down

Employee’s FSS Status

A drop-down option to choose from: Single, Married, Parental, Non-Resident, Fixed, or Custom. If the employee has an employment type (ED2) of part-time, the FSS Status of ‘Fixed’ is selected by default. This field is mandatory if the checkbox in PA1 has been selected.

PA3

Fixed Tax Rate (%)

Number

Employee’s Fixed Tax Rate

The tax percentage the employee is taxed. This field is mandatory if the FSS Status (PA2) has been set to ‘Fixed’.

PA4

Fixed Tax Rate (%) after €10k

Number

Exmployee’s Fixed Tax Rate after a Part-Time employee exceeds €10k in annual emoluments

The tax percentage the employee is taxed after exceeding €10k in annual emoluments. This is applicable only if the FSS Status (PA2) has been set to ‘Fixed’ and the employee’s Employment Type (ED2) is set to part-time.

PA5

Custom FSS Status Type

Number

Employee’s Custom Tax Type

A drop-down option to select from Amount (€) or Percentage (%).This field is mandatory if the FSS Status (PA2) has been set to ‘Custom’.

PA6

Custom FSS Status Value

Number

Employee’s Custom tax amount or a percentage.

The input of this field depends on the Custom FSS Status type (PA5) that has been selected. Moreover, this field is mandatory if the FSS Status (PA2) has been set to ‘Custom’.

PA7

Deduct N.I. Payments from Salary

Checkbox

Select this field if the employee is paying Social Security

Social Security is calculated automatically by the system according to the employee’s Basic Salary (SD1) and date of birth (HR4).

PA8

Enable Disability Benefit (Only Employee Pays N.I.)

Checkbox

Select this field if the employee is eligible for the Disability Benefit

Applies weekly National Insurance for the employee only. With this option, the company will not pay any NI on behalf of the employee.

PA9

Enforce 10% N.I.

Checkbox

Select this field if the employee would like to pay 10% NI instead of the full rate.

This is used for Social Security Category B.

PA10

Deduct Maternity Leave Contribution from Salary

Checkbox

Select this field to apply the Maternity Leave Contribution for this employee

PA11

Add Government Bonuses (Statutory and Weekly)

Checkbox

Select this field to apply the Weekly Allowance (March and September) and Statutory Bonus (June and December) for this employee.

PA12

Enforce Full Government Bonus

Checkbox

Select this field if you would like to pay employees who do not work 40-hour weeks to still be paid the full government bonus.

PA13

Calculate OTx2 on Average Weekly Hours

Checkbox

Select this field if you would like to calculate the overtime on a weekly basis instead of a daily basis

PA14

Holds a Director Position

Checkbox

Select this field if the employee is a director within the company.

For an employee to be paid Director Fees, the field must be checked.

PA15

Withhold Pay in Payrun

Checkbox

Select this field if you would like to withhold the employee’s pay.

The employee will still appear in pay runs, however, their Gross, FSS Tax, NI and net pay will appear as zero.

PA16

Fringe Benefit table

Table

Employee’s Fringe Benefits details

• Category: Drop-down options to choose from the three types of fringe benefits
• Is taxable: A checkbox to be selected if this fringe benefit is taxable.
• Amount: The amount of fringe benefit the employee will receive per payrun.
• Type: Drop-down option to choose from Cash, Non-Cash, and Pre-Paid Cash.
• Start Run Number: The first run in which the Fringe Benefit will start appearing
• Start Year: The year in which the Fringe Benefit will start appearing.
• End Run Number: The last run in which the Fringe Benefit will stop appearing
• End Year: The year in which the Fringe Benefit will stop appearing.
• Description: A textbox to insert the Fringe Benefit’s description.

PA17

Fixed Payroll Data table

Table

Employee’s Fixed Payroll Data details

• Data Field: A drop-down option with the system default and custom Fixed Payroll Data
• Value: The amount of fixed payroll data the employee will receive per payrun.
• Type: A drop-down option to select from Amount (€) and Rate (per hour/unit).
• Start Run Number: The first run in which the Fixed Payroll Data will start appearing
• Start Year: The year in which the Fixed Payroll Datawill start appearing.
• End Run Number: The last run in which the Fixed Payroll Datawill stop appearing
• End Year: The year in which the Fixed Payroll Datawill stop appearing.

Working Schedule

WS1

Working on Public Holidays

Checkbox

Select this field if the employee works on Publicholidays as per part of the normal schedule.

WS2

Working Flexible Hours

Checkbox

Select this field if the employee works on a flexible hour working schedule

WS3

Approve Break Hours

Checkbox

Select this field if you would like to approve the breaks for this employee

WS4

Approve Attendance Hours

Checkbox

Select this field if you would like to approve the employee’s attendance hours.

This is normally used for employees that are paid per hour (with an hourly rate).

WS5

Use Tenant Organisation Working Schedule

Toggle

Click on the toggle (to show YES)if the employee is following the company schedule.

The company schedule is set by going on Product Switcher>WorkForce>Settings>Working Schedule.

In the case that the employee does not follow the company schedule, and does not follow a flexible schedule, the user is asked to input the employee’s working hours (WS7), and the break hours (WS8). Both WS7 and WS8 are mandatory if the employee does not follow the company schedule.

WS6

Use Tenant Organisation Timekeeper Settings

Toggle

Click on the toggle (to show YES) if the employee is following the company’s Timekeeper settings.

The company Timekeeper Settings are set by going on Product Switcher>WorkForce>Settings>Timekeeper Settings.

In the case that the employee does not follow the company Timekeeper Settings, the user can input the employee’s Earliest Punch-In Time (WS9), and Latest Punch-Out Time (WS10). Both fields are not mandatory.

WS7

*Weekday* Working Hours

Number

The amount (in hours) of working hours per day

The input required is in terms of hours. For example, if an employee works 8 hours a day, then the input should be ‘8’.

If the employee does not follow the company’s working schedule (WS5), this field becomes mandatory.

If the employee follows the company schedule, this field becomes disabled.

WS8

*Weekday*Break Hours

Number

The amount (in hours) of break hours per day

The input required is in terms of hours. For example, if an employee takes a break of half an hour a day, then the input should be ‘0.5’.

In case the employee punched in and out for the break, then this field should be zero (‘0’).

If the employee does not follow the company’s working schedule (WS5), this field becomes mandatory.

If the employee follows the company schedule, this field becomes disabled.

WS9

*Weekday*Earliest Punch-In Time

Time

The employee’s earliest punch-in time per day

The input required is in terms of time. For example, if the employee is expected to start work at half past 8, then the input should be 08:30.

This field is not mandatory. It is used to round the punch-in if it happens before the set time. For example, the earliest punch-in time is set at 08:30, and the employee punches in at 08:22. The punch-in will be rounded to 08:30.

If the employee follows the company Timekeeper settings (WS6), this field becomes disabled.

WS10

*Weekday*Latest Punch-Out Time

Time

The employee’s latest punch-out time per day

The input required is in terms of time. For example, if the employee is expected to finish work at half past 5, then the input should be 17:30.

This field is not mandatory. It is used to round the punch-out if it happens after the set time. For example, if the latest punch-out time is set at 17:30, and the employee punches in at 17:43. The punch-out will be rounded to 17:30.

If the employee follows the company Timekeeper settings (WS6), this field becomes disabled.

WS11

*Weekday*Break Starts at

Time

The employee’s break start time per day

This field is for information purposes only.

WS12

*Weekday*Automatic Punch Out

Checkbox

Select this field to enable the automatic punch-out in case the employee forgets to punch out (per day).

The automatic punch-out is linked with the latest punch-out time (WS10).

WS13

*Weekday*Night Shift

Checkbox

Select this field if the employee works the night shift (per day).

Leave Information

LI1

Calculate Leave according to days worked in a year

Checkbox

Select this field to calculate the leave entitlement according to days worked.

This field calculates leave entitlement according to the number of days worked till the booked leave date/s (instead of showing the full entitlement).

LI2

Year

Drop-Down

A drop-down to filter leave entitlements by the selected year.

Employee Devices

(This tab only appears if the employee is linked with the Timekeeper module, and has at least one punch clock linked with the company)

ED1

Refresh data on all devices

Button

Click on this button to refresh employee data on the punchclock/s

ED2

Unlink employees from all devices

Button

Click on this button to remove all employees from the punchclock/s

ED3

Link employee to all devices

Button

Click on this button to add all employees (linked with the Timekeeper module) to the punchclock/s

ED4

Employee Devices Table

Table

The option to remove employees and/or refresh their data on each individual punchclock.