Setting up Employees

BEFORE PROCEEDING PLEASE READ THE FOLLOWING SCREEN CAREFULLY.

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

To access this utility go to Employees > Add/Amend employee details > Personal details Tab

* Important Note: If the PPS number is unknown, you should ensure that the employee's date of birth and address are entered.

Enter Employee's Surname
Enter Employee's First Name
Enter Employee's Address (if known)-You must input an address if the employee's PPS number is unknown.
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.
Enter Department if applicable - For help with setting up departments - Go to Dept. > Click F1 for help.
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.
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.
Enter Hourly Rate if applicable - If the employee is not paid by the hour, it is not necessary to enter an hourly rate.
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.
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.

REVENUE DETAILS

To access this utility go to Employees > Add/Amend Employee Details > Revenue Details Tab

IMPORTANT NOTES

All new employees must be set to Week 1 Basis until they have been registered with the Revenue Commissioners, or put on Emergency Tax if they have joined you with no P45 or previous employment details.

Once an employee has been registered, you will be issued with a P2C file or a Tax Credit Certificate form which will indicate if the employee should remain on a Week 1 or Cumulative Basis.
Registration of a new employee can be done online (www.ros.ie) or by phone.

If you wish to register a new employee 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 in the box provided > Click to find contact details
If you wish to register a new employee online via ROS, it is necessary to create a file on the payroll software to upload to ROS. The create this file - Go to Employees > Submit details of new employee to ROS > Click P45 part 3 or P46 > Click F1 for Help if necessary.

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

Follow the instructions below to set up and employee with NO previous employment in the current tax year.

Tick Emergency Tax

The payroll software will automatically default to the emergency PAYE tax rates and a flat USC rate of 8%.

If however an employee's PPS number is unknown, the emergency PAYE tax rate defaults to 40% on all income. Therefore it is very important to ensure that you have a PPS number for all new employees.

Enter Start Date
Enter Start Week Number
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.
Click Close
It is not necessary to enter a Tax Credit or Cut off point as the payroll software will default to the emergency tax rates.
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

EMPLOYEE TYPE 2

The Employee WITH previous employment

Follow the instructions below to set up and employee WITH previous employment in the current tax year.

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.
Enter Start Date
Enter Start Week Number
Enter Total & Total Tax deducted from the Form P45 in the boxes provided.
Enter the Total Pay for USC & USC Deducted as per Form P45 in the boxes provided.
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.
Click Close
Enter Tax Credit & Cut off point from Form P45.
Enter the USC Cut off point from Form P45
Click NO when asked 'Do you have a valid cert for this employee?'
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:

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

Follow the instructions below to set up and employee WITH previous employment in the current tax year who does NOT supply a Form P45.

Tick Emergency Tax

The payroll software will automatically default to the emergency PAYE tax rates and a flat USC rate of 8%.

If however an employee's PPS number is unknown, the emergency PAYE tax rate defaults to 40% on all income. Therefore it is very important to ensure that you have a PPS number for all new employees.

Enter Start Date
Enter Start Week Number
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.
Click Close
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)
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.