Adding a New Employee

Field

Description

Employee

Select the employee number. It has to be a 6 digit alpha numeric code.

First Name

Enter the employee's first name as it needs to be reported to HMRC.

Middle Name

Enter the employee's middle name or initial if applicable.

Surname

Enter the employee's surname.

Suffix

If applicable, enter the suffix for the employee's name, such as Jr., III, etc.

Date of Birth

The employee's date of birth.

Start Date

The date on which the employee started the employment linked to the specific employee number.

Leaver Code

Here you can make an employee a leaver.

All Users are set to 0 = Current, change this option to 1 in the last week before cleardown; after that Coins ERP+ will automatically change the status to 2 and 3.

The leaver status:

0 = Not a leaver.

1 = Leaving this period.

2 = Left in a prior period (this year).

3 = Left in a prior period.

Period Number

Generated by the system (don’t change) = Payroll week number.

The period number that the employee has been calculated to. During the input phase this will be the period prior to current. After calculation it will be the same as current, except when the employee has been advanced due to holiday.

Holiday

Current number of holiday weeks. Only applicable on the weekly payroll.

Department

Select the employee's department.

Location

Select the location where the employee works.

Gender

Select the employee's gender

Date of Death

The death in service date

Continuous Service Start

This is the start date of continuous service. Not to be used when the employee has been re-employed. Once a contract of employment has been terminated, the employee requires a new employee number.

Leaving Date

The employee's leaving date

Field

Description

Method

Select the default method to be used for costing the employee. This default is only applied for pay items where Use Employee Cost Method on the Costing tab of the pay item is ticked or where Default Cost Order is set to E-Employee. The options are:

GL Account

Select the GL account used as a default for the employee’s timesheet entries, when the costing method is GL.

Contract & Phase

Select the contract and phase WBS used as a default for the employee’s timesheet entries.

Cost Code

Select the contract cost code, which is a combination of the WBS and cost head used as a default for the employee's timesheet entries.

Asset

Select the default asset to cost this employee to, when Asset is selected as a costing method.

Cost Head

Select the default asset cost head, when Asset is selected as a costing method.

Workshop

Select the default workshop to cost this employee to, when Workshop is selected as a costing method.

Field

Description

Employee is Hourly/Salary

Whether this employee is Hourly or Salary.

Weekly Working Hours

The weekly contracted hours for the employee.

Item Sequence

The employee's pay item sequence.
The item sequence is a list of pay items in their processing order, which determines the rules of payroll calculation.
Different sequences can be associated with specific cost defaults. They are also used for sorting in reports or just to select a specific group of employees, for example with different employee contracts.

VAP Pay Methods

The VAP pay methods to use, if this employee can be paid using the VAP/Payroll link. The VAP Pay Methods link is also used for other functionality where links to other modules or companies are necessary, like costing payroll, FM worksheets, site gang timesheets, or Concur Connector.
None = VAP is not being used for this employee.
Hours = The employee is paid for the hours worked, according to the payroll hourly rates. (This is the default setting: do not change it unless specifically instructed.)
Salary = The employee is paid a salary; the payment entered is only used for costing.
Piece Work = The employee is paid according to the payment amount entered.

Passport Number

The employee's passport number.
If you reviewed the employee's passport, as part of checking that they have the right to work in the UK, you must record their passport number for RTI purposes.

Field

Description

Supervisor

Supervisor of the employee. Stored as personnel sequence number.

Union

Select the union code. This is used to determine the employee union deduction as specified in the union table. You can use the lookup to find the appropriate union.

Union Class

The union class; typically these correspond to apprentice, adult, craft, supervisor… This is used to select the deduction amount from the union table.

Union Branch

The name of the union branch. For unions with more than one union branch, a separate record should be set up for each union branch. Values in this field are instrumental in helping you to invoke company security for unions. For more information, see Invoking Company Security on Unions in Payroll.

Trade

Select the commodity, trade, or plant code.

Grade

The grade of the employee.
Rates associated with specific grades can be set up on the pay item where calculation occurs. Rates can be grade-specific only or dependent on the trade AND grade.

Go to Payroll > Global Setup > Pay Items (Trade/ Contract Rates tab) to set them up.

Apprentice

Is the employee an apprentice?

Apprenticeship Year

The year of the apprenticeship that the employee is serving.

NASEC

Is this part of the National Apprenticeship Scheme for Engineering Construction?

Field

Description

Normal Hours Worked Per Week

The number of hours this employee is expected to typically work in a week. This is required for RTI submissions.
If the hours vary from week to week, indicate what you think to be the employee's normal number of paid hours.
If the employee is on paid leave, for example annual leave or sick leave, report the normal contracted hours worked.
For pension payrolls, select Other.

Flexibly Accessing Pension

If ticked, this indicates that part of the current period payment is the employee flexibly accessing their pension. This includes payment of a flexi-access drawdown pension or an uncrystallised funds pension lump sum.

Irregular Payments Indicator

An indicator that the employee will not be paid every pay period.
If the employee is paid on an irregular basis and is unlikely to be reported on an FPS for three months or more, you need to tick the irregular payment indicator tickbox.
Once the box has been ticked it is advisable to leave it ticked if payments continue to be irregular. This often applies to:

- casual or seasonal employees
- employees on maternity leave
- employees on long term sick leave
- any employee who for any reason will not be reported on an FPS for a period of three months or more.
This is required for RTI submissions to prevent HMRC from assuming the employee has left if they have not been paid for a few periods. Please refer to the HMRC website for more detailed information.

Pension Death Benefit

If ticked, this indicates that part of the current period payment is a lump sum death benefit or a death benefit paid as a drawdown, an annuity or a pension.

On Strike

If ticked, this indicates that the employee has been on strike during the current payment period.

Unpaid Absence

If ticked, this indicates that the employee has been on an unpaid absence during the current payment period.

Field

Description

Employment Type

Whether the employee is employed by a UK or overseas company or is an occupational pensioner.

Starting Declaration

The starting declaration which should be one of:
A = This is the employee's first job since the start of the tax year.
B = This is currently the employee's only job.
C = The employee has another job or pension.
This information is reported on for starters only and as such does not need changing.

Field

Description

Living in UK

How long the seconded employee will be living in the UK.

EEA Citizen

Whether the employee is a European Economic Area citizen.

EPM6 (Modified) Scheme

Whether an EPM6 (Modified) Scheme for tax equalised expatriate employees applies. Whether the employee is entitled to EIC advance payments. EIC is being repealed for tax years beginning after 31/12/10.

Field

Description

Annual Pension

For pensioners, the annual pension amount.
If the employer starts making occupational pension (including annuity) payments to the employee and the pension scheme is registered with HMRC, then the first time the payment is made the full annual amount of the pension must be stated. Do not pro-rate it from the start date.

Recently Bereaved

A tick indicates that the employee's spouse or civil partner is being paid a pension because they are recently bereaved.

Non-Individual

Tick the box if the payments are being made to a body, such as a personal representative, trustee or body corporate. Leave unticked if the payments are being made to an individual.

Field

Description

Tax Code

Enter the employee's tax code.

Week 1 Basis

Tick if tax is calculated on a non-cumulative basis.

Previous Gross (Prior Job)

Enter any prior employment gross earnings.

Previous Tax (Prior Job)

Enter any prior employment tax paid.

Student Loan

Does this employee have to repay a student loan.

Field

Description

Excluded

Whether to exclude this employee from SSP.

Qualifying Days

Is this normally a qualifying day for SSP?
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The actual qualifying days can be overridden on input.

Exclusion Start Date

The date of exclusion start if appropriate.

Last PIW Start Date

The start date of the last PIW.

Last PIW End Date

The PIW end date if required.

Weeks

The number of week SSP from the previous employment.

Let PIW Start

The BF220 date (if there is one).

Field

Description

NINO

The employee's NI number.

Unlabelled field

The verification status of the employee's NI number:
​
<blank> = The NI number has not been verified and no NVR is planned.
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To Verify = The NI number will be picked up on the next NVR submitted.
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Being Verified = An NVR has been sent for the NI number, but the response has not yet been picked up.
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Verified = The NI number has been verified.

NI Code

The NI code of this employee.

Director

Is the employee a director for NI purposes.

Field

Description

Pay on Account

NI paid on account for a director.

This means the NI will only be applied cumulatively in the last period of the year, which tends to give a more even spread of deductions.

Appropriate Personal Pension

This affects the order of NI codes when they change within the year.

Director Start

Date Directorship Started.

This is significant when it is mid tax year as it will affect the calculation of NI in the first year of being a director.

Director Start Period

Tax Period of Directorship starts

Field

Status

Status

The current pension auto enrolment status for the employee.

Auto Enrolment Scheme

The pension scheme to auto enrol in or blank to use the default scheme.

Has Qualifying Pension

Whether the employee is a member of a qualifying pension scheme.

Joined

The date the employee joins a qualifying pension scheme from.

Left

The date from which the employee stops being a member of a qualifying scheme, if applicable.

DB/Hybrid Scheme Transitional Period Applies

Whether the transitional period for defined benefit and hybrid schemes applies to this employee. If it does assessment for auto enrolment will be delayed until 1st October 2017.

Deferral Date

The date until which assessing the employee for auto enrolment is deferred.

Eligible Jobholder Postponement

The type of postponement (when applicable) being applied to this employee:
ticked = Postponement when the employee becomes an eligible jobholder after the staging date.
unticked = Postponement at the staging date, the employment start date or when using the defined benefits and hybrid schemes transitional period.

Opt In Received

The date an opt in or joining notice is received from the employee.

Opt Out Received

The date a valid opt out notice is received from the employee.

Field

Description

Pay Method

The method by which the employee is paid. This is automatically filled in based on the employee's file, but can be updated for a single cheque.
Multiple payment types can be used for an employee in a pay period.
The method of payment options are:

Bank Transfer
Cash
Cheque
BACS
Other

Account Type

Building society or Bank.

Sort Code

The sort code of the bank.

Bank Account No

The bank account number.

Account Number

Enter the account number.

Name on Account

The name used for the BACS payment. This name does not apply to Cash or Cheque payment methods.

Minimum Payment to Main Account

The minimum payment that needs to be made to the Primary account before Extra accounts will be considered. Note money in excess of the extra payments reverts to the Primary account. Minimum payment is only used for splitting BACS between accounts.

Field

Description

Home Address

Enter the address; enter the postcode separately in the Postcode field.

Postcode

Enter the employee's postcode.

Country

Select the employee's country.

OS Grid

The OS grid reference for this employee.

Search

See Searching for and Adding Companies, Offices or Contacts.

Secondary Address

If applicable, enter the employee's secondary address.

Postcode

Enter the postcode of the employee's secondary address.

Country

Enter the country for the employee's secondary address.

Payslip Default Print Method

Select the default method to be used when printing the employee's payslips.

The options are:

[blank] - No method is chosen.

EMAIL - The payslip is emailed to the employee.

HAND-DELIVER - The payslip is printed and delivered by hand. You can print payslips in groups with this option.

POSTAL - The payslip is printed and mailed. You can print payslips in groups with this option.

Email

The email address for this employee.

Password for Secure Documents

Enter the password to be entered by the employee to view a secure document, such as a PR payslip, 1095c form, or W-2 form that is emailed to them.

If this field is left blank, the system uses the last four digits of the employee's National Insurance Number as the password. These digits do not default into Employee Maintenance; they are used as a default when an email is generated

General

Enter any general notes about the employee in this field.