Overview
When joining Talexio not from the beginning of the year, part of the onboarding process is to upload the FS3 data of employees related to the payroll data that has already been issued for the current year. The reason for this is to factor in the tax that was already paid in the current year, in order for the tax calculation on upcoming payrolls on Talexio, to be adjusted. Uploading this data will also result in all the information to show on the relevant employee's FS3 at the end of the year.
The Onboarding Assistant's appearance has been updated. The videos in this article may look different from your account, but the system works the same.
Manual Updates
To add the employee FS3 data manually, go to the employee Details section and scroll down. In the case where the company has moved to Talexio mid-year, you will need to fill out the section "Income from this company prior to the use of Talexio". Please note that there is further information to be added by clicking the three dots on the right hand side.
Bulk Import Template
To upload employee FS3 data in bulk, you may do this through the Onboarding Assistant. Click on the 'download template' button. An excel spreadsheet will be downloaded. This will need to be filled out as per explanation below.
To upload the template, there are two options:
- Simply save the file, go back to the Onboarding Assistant and select 'Upload', or;
- Upload through the Payroll Module
In the template you will need to fill in the first three tabs. Here is a breakdown of the fields required within the data upload template for FS3 data.
EmployeeData
| PeriodFrom | Period covering the data in aggregate. Example if you are adding past data for January, February and March, the PeriodFrom and PeriodTo would be listed as 01/01/2024 - 31/03/2024. The first payroll on Talexio would then be created for April. |
| PeriodTo | |
| EmployeeCode | Employee code as listed on Talexio |
| GrossEmoluments | This includes the following income: basic amount + special rate amount + leave amount + overtime amount + pre-tax adjustments (excluding CATs) + leave payoffs +part-time excess of income as mentioned in GrossPTEmoluments |
| GrossPTEmoluments | Any part time income specifically for employees who pay 10% tax rate. The gross is capped at Eur10,000 per employee. Any gross excess is added to GrossEmoluments. |
| GrossOTEmoluments | Income classified under the Overtime tax of 15%. Any income relating to overtime which is taxed under standard tax rates should be listed under GrossEmoluments. |
| DirectorFees | Income classified as Director Fees |
| ShareOptions | Income coming from Share Options |
| TaxPaid | Tax paid on GrossEmoluments and Fringe Benefits + part-time tax excess of income as mentioned in PTTaxPaid |
| PTTaxPaid | Tax paid on GrossPTEmoluments (part time 10% tax rate), of which the income is capped at Eur10,000. |
| SOTaxPaid | Tax paid on ShareOptions |
| OTTaxPaid | Tax paid on GrossOTEmoluments (overtime that is classified under the Overtime tax of 15%) |
| OTHours | Number of overtime hours relating to the overtime classified under the Overtime tax of 15%. |
| ExtraBonusHours | Any additional hours worked by part timers, over and above their fixed job schedule hours. |
| UnpaidLeaveHours | Any unpaid leave hours booked within the period covering the upload. Unpaid leave negatively impacts leave entitlement. |
| VOPSAmount | Income coming from the Pension Scheme |
| ERPensionAmount | Income coming from the Pension Scheme |
| TaxArrears | Tax Arrears to be factored in |
Benefit Data
| EmployeeCode | Employee code as listed on Talexio |
| Category | Identify Fringe Benefit Category 1, Category 2, Category 3 or Share Options. Any Adjustments or Allowances received which are not officially classified as Fringe Benefits, should be included as part of Gross Emoluments |
| Amount | Total amount of the fringe benefit received within the period of data upload |
In the case of employees who are receiving a car cash allowance which is 50% taxable, you will be required to add two rows per employee to split the taxable and the non-taxable portions, given that this Fringe Benefit is taxable up to Eur1170. First add a row with the total amount (including taxable and non-taxable portions). Then add another row including only the non-taxable portion.
SSC Data
| EmployeeCode | Employee code as listed on Talexio |
| WeeklyWage | Weekly wage as listed on the employee FS3. An employee can have more than one weekly wage especially in cases of salary changes or irregular schedules. In such cases, you can add more than one row per employee |
| Contributions | Number of weekly contributions. This value is not a Euro amount but a count of SSC contributions already paid. This number can not be larger than 52 |
| Bracket | The SSC bracket that the employee falls in, based on their weekly wage. B2 refers to the 10% option; C1 and D1 refer to employees who were born before 1961 |
| EmployeeSSC | The amount of SSC paid by the employee. This is a Euro amount. |
| EmployerSSC | The amount of SSC paid by the employer. This is a Euro amount. |
| MatFund | The amount of SSC paid by the employer. This is a Euro amount. |
| WithoutPayFrom | Date range of any unpaid leave duration within the period of data |
| WithoutPayTo | |
| WithoutPayNo | Count of weeks that employee was without pay |
Bulk Import in the Payroll Module
To upload FS3 data in bulk in the Payroll Module, you will need to go to the 3-dot menu and select Upload employee FSS data (FS3) to download and upload the template, as shown below:
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