Setting up Employees

THIS IS ONE OF THE MOST IMPORTANT SECTIONS ON THE PAYROLL SOFTWARE. THE INFORMATION YOU ENTER FOR EACH EMPLOYEE WILL DETERMINE THE PAYE & PRSI THEY WILL PAY DURING THE TAX YEAR.

PERSONAL DETAILS

Ø   Enter Employee's Surname

Ø   Enter Employee's First Name

Ø   Enter Employee's Address (if known)-You must input an address if the employee's PPS number is unknown.

Ø   Enter Employee's Date of birth -You must input a date of birth if the employee is over 66,under 16 or the PPS number is unknown.

Ø   Enter Department if applicable - For help with setting up departments - Go to Dept. > Click F1 for help.

Ø   Enter Employee's PPS Number - If a message appears indicating that the PPS number entered is incorrect it is important that the incorrect PPS number is removed. An address & date of birth should be entered until the correct PPS number is received.

Ø   Enter Works number if applicable -The works number can be left blank in which case the software will set the number for each employee in numerical order.If however you would like to keep existing works numbers,then you will need to input the works number relevant for each employee.

Ø   Enter Hourly Rate if applicable - If the employee is not paid by the hour, it is not necessary to enter an hourly rate.

Ø   Enter Weekly/Monthly/Fortnightly Pay if applicable - If the employee is paid by the hour it is not necessary to enter a weekly/monthly/fortnightly pay.

Ø   If you wish to pay the employee into their bank account you will need to enter the following:          Bank

            Branch

            Sort Code *Complusory 6 digit field

            Account Number *Compulsory 8 digit field

Please Note: Thesaurus Payroll Manager is fully compatible with banking online i.e. paypath. If you wish to use this method to pay employees - Go to Payslips > Bank payments file > Click F1 for help.

PERSONAL DETAILS ARE NOW COMPLETE.

BEFORE THE EMPLOYEE CAN BE UPDATED ONTO YOUR PAYROLL SOFTWARE YOU MUST ENTER REVENUE DETAILS. FOR HELP CLICK F1.

A NEW EMPLOYEE WILL FALL INTO 1 OF 3 CATEGORIES. SELECT THE CATEGORY APPLICABLE TO YOUR NEW EMPLOYEE.

1          The employee with NO previous employment.

This category refers to employees who has no previous employment in the current tax year.

2          The employee WITH previous employment.

            An employee with previous employment in the current tax year who supplies you with

            a Form P45.

3          The employee WITH previous employment but does NOT supply a P45.

            An employee with previous employment in the current tax year who does NOT supply you

            with a Form P45.           

EMPLOYEE TYPE 1

The Employee with NO previous employment

Ø         Tick Emergency Tax

The payroll software will automatically default to the emergency PAYE tax rates and a flat USC rate of 7%.

If however an employee's PPS number is unknown, the emergency PAYE tax rate defaults to 41% on all income. Therefore it is very important to ensure that you have a PPS number for all new employees.

Ø         Enter Start Date

Ø         Enter Start Week Number

Ø         Enter PRSI Class if known.If you require help selecting a PRSI class - Click For help             with class. Tick any statement that is applicable to the new employee.The payroll             software will recommend the appropriate PRSI class.

Ø         Click Close

Ø         It is not necessary to enter a Tax Credit or Cut off point as the payroll software will default             to the emergency tax rates.

Ø         Click Update to save the employee on the payroll software if the employee does NOT             have additions or deductions such as pension, union fees etc.

HOW TO REGISTER THIS TYPE OF EMPLOYEE:

Register by phone:

Call the 1890 number for the tax office which the new employee is registered with. To find an employee's tax office details Go to > www.revenue.ie > Click Contact locator > enter employee's PPS number > Click find contact details.

Register Online:

Click Employee

Click Submit details of new employee to ROS

Select Form P46

Save employees details into a location on your hard drive

Go to www.ros.ie to submit employee details online

Ø         Tick Week 1 basis or Month 1 basis - All new employees must be set to Week 1/Month             1 basis until they have been registered as a new employee with the Revenue             Commissioners.

Ø         Enter Start Date

Ø         Enter Start Week Number

Ø         Enter Total & Total Tax deducted from the Form P45 in the boxes provided.

Ø         Enter the Total Pay for USC & USC Deducted as per Form P45 in the boxes provided.

Ø         Enter PRSI Class if known.If you require help selecting a PRSI class - Click For help             with class. Tick any statement that is applicable to the new employee.The payroll software will recommend the appropriate PRSI class.

Ø         Click Close

Ø         Enter Tax Credit & Cut off point from Form P45.

Ø         Enter the USC Cut off point from Form P45

Ø         Click NO when asked 'Do you have a valid cert for this employee?'

Ø         Click Update to save the employee on the payroll software if the employee does NOT have additions or deductions such as pension, union fees etc.

HOW TO REGISTER THIS TYPE OF EMPLOYEE:

Register by phone:

Call the 1890 number for the tax office which the new employee is registered with. To find an employee's tax office details Go to > www.revenue.ie > Click Contact locator > enter employee's PPS number > Click Find contact details.

Register Online:

Click Employees

Click Submit details of new employee to ROS

Select Form P45 Part 3

Save employees details into a location on your hard drive

Go to www.ros.ie to submit employee details online

EMPLOYEE TYPE  3

The Employee WITH previous employment that does NOT supply a Form P45

Ø         Tick Emergency Tax

The payroll software will automatically default to the emergency PAYE tax rates and a flat USC rate of 7%.

If however an employee's PPS number is unknown, the emergency PAYE tax rate defaults to 41% on all income. Therefore it is very important to ensure that you have a PPS number for all new employees.

Ø         Enter Start Date

Ø         Enter Start Week Number

Ø         Enter PRSI Class if known. If you require help selecting a PRSI  class - Click For help             with class. Tick any statement that is applicable to the new employee.The payroll             software will recommend the appropriate PRSI class.

Ø         Click Close

Ø         It is not necessary to enter a Tax Credit or Cut off point as the payroll software will default             to the emergency tax rates for both PAYE and USC (see Emergency Tax)

Ø         Click Update to save the employee on the payroll software if the employee does NOT             have additions or deductions such as pension, union fees etc.

HOW TO REGISTER THIS TYPE OF EMPLOYEE:

Register by phone:

Call the 1890 number for the tax office which the new employee is registered with. To find an employee's tax office details Go to > www.revenue.ie > Click Contact locator > enter employee's PPS number > Click find contact details.

In this instance, it is important to inform the Revenue Commissioners that you do NOT have a Form P45 for this employee.

Register Online:

Click Employees

Click Submit details of new employee to ROS

Select Form P46

Save employees details into a location on your hard drive

Go to www.ros.ie to submit employee details online