Employee Details

To comply with ATO regulations, it is recommended that this screen is completed as fully as possible. Each employee must have at least one address and phone number. If these are not known, enter your company address and phone number. The address entered should be a street address - payroll will print the 'preferred' address on the payment summary.

This section stores personal contact information for the employee, including name, address, email and phone numbers. This information is used to identify the employee throughout the system.

Open the Employee File.

Accessing the Employee Details:

  1. Once the employee file is open, select the Employee Name from the tree on the left.
  2. The Details Tab is the first on the right, and is the default tab to be displayed.
  3. Complete the following information as required:
Field Explanation Wizard
Name
Employee No.

The employee number uniquely identifies this employee in this company. It must be 6 characters in length, and you may enter any combination of numbers 0-9 or characters A-Z. Reports list employees in order of employee number. If you wish employees to be listed alphabetically, use a combination of surname/first name to create the employee number. A typical example would be the first three letter of the surname, followed by the first three letters of the first name.

Note that there are considerations for using numerical only Employee Numbers (rather than including letters). First, it is possible to auto-generate Employee Numbers using the Increment next sequential employee number (EmpNo) from feature. Furthermore, if there is more than one company in use in the database, you may elect to use the Enable global increment option.

Step 2 of the Employee Creation Wizard - "Name & Address"

Name section
Title This displays the employee's current title. Click the arrow to select a new one from the list, or select <<Add New>> if the title you want does not exist. Step 2 of the Employee Creation Wizard - "Name & Address"

Name section
Surname Enter the name details for the contact person.
First Name
Middle Initial
Print Name Print name is a combination of Surname and First Name and is used to identify this employee on all reports and searches. Right click in the field to update if necessary.
Preferred Name If the employee prefers to be addressed by another name, it can be stored here.
Previous Surname This field contains names this employee was previously known by, for example a maiden name. The ATO requires previous names to be recorded, if known.
Primary Email This address will be used in all email correspondence from payroll. Click the Email button to send an email to this employee now. If you intend to email an employee's pay advice to them, enter the email address and tick the Email Payslip checkbox on Default Pay Settings. Step 2 of the Employee Creation Wizard - "Name & Address"

Name section
Addresses
Address You can add multiple addresses for each employee.
  1. In the address section click the Add New button, or select an existing address and click on the Edit button.
  2. In the pop-up window enter the address details
  3. You must enter at least one address (required by the ATO). Select Preferred Address for the primary address to be used in correspondence. If the address is not yet known, enter c/o and your company address.
    If the address is not in Australia, as per ATO requirements you must create a suburb called "OTHER" with a postcode "9999", a state "OTH", and a country "OTHER" (all without the quotes). To do this as you work, type 9999 in the postcode box, press tab and click the Add New button which appears. Complete the details as listed above.
 Step 2 of the Employee Creation Wizard - "Name & Address"Address section
Phone Numbers
Phone Numbers You can add multiple phone numbers for each employee.
  1. In the phone number section, click the Add New button, or select an existing number and click on the Edit button.
  2. In the pop-up window enter the phone details.
 Step 2 of the Employee Creation Wizard - "Name & Address"

Phone Numbers section
Photo If a photo for the employee has previously been loaded (e.g. via Employee Creation Wizard) this will be displayed here. Right click on this area to display a quick menu:
Load: loads a copy of this employee's photo into the database. The photo is used for reporting purposes, for example in the employee details report (System Reports | Employee Reports).
Export: Exports a loaded photo to a location outside payroll. You will need to enter a name and specify a location, then click save.
Clear: Deletes the photo from file. This removes it from the payroll database only - the source photo on your computer or server is untouched.
Click Next to save employee details, or click Back to change any details before saving. Remember that you can edit all details in the employee file after completing the wizard.
Note that the file size for photos should be 100KB maximum. A warning message is displayed if you try to add a file between 100KB and 1MB, although the file will be added. The file will not load if it is larger than 1MB.
Employment Synopsis This area provides a summary of pertinent details for the employee. The fields in this area cannot be edited. HR3pay maintains these settings automatically.

 

Enter the first three letters of the suburb, or type in the postcode, then press the tab key. The system will automatically fill in the remainder of the address for you.