Onboarding Assistant: Past Payroll Data

Alasdair MacNeill
Alasdair MacNeill
  • Updated

Overview

When adding data to your Talexio account, you may either input details individually or in bulk. The Onboarding Assistant is a tool which will facilitate the bulk onboarding of your data, be it employee data, leave data, organisation data, training data, or past payroll data. This article will explain the final step of the onboarding process: adding into Talexio the Payroll Data of the company and employees prior to joining Talexio.

The Past Payroll Data is more commonly referred to as the employee FS3 data and the company FS5 data. These actions can be done in bulk and done manually. This article will outline how this can be done in bulk using the Onboarding Assistant.

 

Permissions

The following permissions are required to complete the actions mentioned in this article in all methods. However, depending on the permissions granted, a user may only be able to complete these actions in certain methods.

  • Manage All Employee Data - This permission is required for access to the upload templates via the Onboarding Assistant.
  • Manage Employee Payroll Details - This permission is required to upload FS3 data in the Employee Details page.
  • Manage Payroll - This permission is required for access to the upload templates via the Payroll Module

 

Bulk Uploads using the Onboarding Assistant

To access the Onboarding Assistant, you will need to go to the People section. There, click on the 3 dots on the side and select Onboarding Assistant:



The first thing you will see is the Organisation Structure. Click on step 4 Past Payroll Data to upload the data required for payroll:

Onboarding Assistant Past Payroll.jpg

 

  • Onboarding Assistant Past Payroll1.jpg


    The first item that needs to be addressed is employee FS3 data. 

    Click on the 'download template' button. An excel spreadsheet will download for you which will need to be complete. To upload the template, simply save the file, go back to the Onboarding Assistant and select 'Upload'.

    This template has 3 tabs that are to be completed:

    • EmployeeData - relates to the employees’ income, tax and overtime etc.
    • BenefitData - relates to the employees’ benefits amounts received during the specified period and the appropriate categories.
    • SSCData - relates to the employees’ contribution amounts during the specified period.

     

    The following fields relate to the tab EmployeeData:

    • PeriodFrom - The start date of this FS3. This may be from the beginning of the year or the beginning of the employment. This must be submitted in dd/mm/yyyy format.
    • PeriodTo. - The end date of this FS3. This must be submitted in dd/mm/yyyy format.
    • EmployeeCode - The unique employee code that identifies the employee for whom we are adding adjustments. A value from the dropdown must be selected.
    • GrossEmoluments - Gross emoluments earned by the employee during the period specified.
    • GrossPTEmoluments - Gross part-time emoluments earned by the employee during the period specified.
    • GrossOTEmoluments - Gross overtime emoluments earned by the employee during the period specified.
    • DirectorFees - Director Fees earned by the employee during the period specified.
    • TaxPaid - FSS Main Tax Paid by the employee during the period specified.
    • PTTaxPaid - FSS Part-time Tax Paid by the employee during the period specified.
    • OTTaxPaid - Overtime Tax Paid by the employee during the period specified.
    • OTHours - The number of Overtime hours paid to the employee during the period specified.
    • ExtraBonusHours - Any additional hours that should be counted towards the government bonus
    • UnpaidLeaveHours - The number of hours unpaid taken during the specified period. This also includes half pay (if they took a whole day (8hrs) on half-pay, then 4 hours are unpaid)

    The following fields relate to the tab BenefitData:

    • EmployeeCode - The unique employee code that identifies the employee for whom we are adding adjustments. A value from the dropdown must be selected.
    • Category - What is the category of the fringe benefit that was paid to the employee during the specified period.
    • Amount - What was the amount of the specified fringe benefit given to the employee during the specified period.

    The following fields relate to the tab SSCData:

    • EmployeeCode - The unique employee code that identifies the employee for whom we are adding adjustments. A value from the dropdown must be selected.
    • WeeklyWage - The weekly wage given to the employee during the specified period.
    • Contributions - The number of contributions made by the employee for the specified weekly wage for the specified period.
    • Bracket - The Bracket that these contributions made fall under according to the SSC Rates.
    • EmployeeSSC - The amount of Employee SSC contributions paid for the specified weekly wage for the specified period.
    • EmployerSSC - The amount of Employer SSC contributions paid for the specified weekly wage for the specified period.
    • MatFund - The amount of Maternity Fund contributions paid for the specified weekly wage for the specified period.
    • WithoutPayFrom - The start date of Unpaid Leave Hours for the employee for the specified period.
    • WithoutPayTo - The end date of Unpaid Leave Hours for the employee for the specified period.
    • WithoutPayNo - The number of contributions that fall during the period of Unpaid Leave Hours.
  • Onboarding Assistant Past Payroll2.jpg

    The second item in the onboarding process is the Company FS5 Data..

    The following are descriptions of the information to be supplied in the relevant fields:

    • BusinessUnit - If you have set up multiple Business Units on your Talexio account, here you will specify which of these Business Units you are uploading the data for. If it is to apply to the Main Company, this can be left blank.
    • Start date of Payroll (non-monthly only) - When not on a monthly payroll, what was the start date of the Payroll Period.
    • Year - Year of FS5. This must be submitted in yyyy format.
    • Month - Month of FS5. A value from the dropdown must be selected.
    • ReceiptNo - FS5 receipt number (optional).
    • Tax - FS5 tax paid.
    • SSC - FS5 SSC paid.
    • MatFund - FS5 Maternity Fund paid.
    • PaymentDate - Payment date for the payroll. This must be submitted in dd/mm/yyyy format.

Your onboarding process has now been completed. Congratulations!

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