Overview
At the end of each year, or when an employee is terminated, employers are obliged to give their employees an FS3. This is a document aggregating an individual employee's gross salary earned, and any taxes and social security paid over a year (or over any period during a year in which the employee worked with a company).
Permissions
You need to have the View/Manage All Employee Data and Generate Employee FSS Documents permissions to generate an FS3 from an employee's documents. Having the Manage Payroll or the View Payroll permission is needed if you wish to generate an FS3 from the Payroll section.
How to generate
On Talexio, there are three different ways in which FS3s may be generated.
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Users have the option to generate the FS3 of any terminated employee directly from the payroll period in which they are terminated.
This can be done by going to the Payroll section, selecting the payroll period, locking it, and clicking generate. From the list, select FS3.
From here, you can choose whether to download the FS3, save it to the employee's documents, and email it to the employee:
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FS3 can be generated for employees from the Documents section of each individual employee.
This can be done by going to the People section, searching for the relevant employee and going to the employee's Documents section. Click on generate, FS3:
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The final way you can generate FS3s is by using the End of Year Wizard. For this option, please make sure all the payrolls for the year are locked, and that they are assigned to an FS5.
Go to the Payroll section and click on the 3 dots and End of Year Wizard.
To Generate the FS3(s), select the Generate button. You may send the FS3 to the employee by email, save the FS3 to the employee's documents page, and download it for yourself. If you are generating multiple FS3s in bulk, you may choose whether to download the FS3s as a single PDF (with each FS3 shown on a new page) or as a zip folder containing each FS3 as a separate document.
Selecting 'Use latest Employee Details' allows you to download the FS3 with the employee's latest information (as found in the Details page), such as name, surname, ID number, address, without the need to refresh payslips. This does not cover changes made to the employee's salary after the payrolls for the year have been finalised and which are not yet reflected in payroll. For such cases, the affected payslips must first be refreshed.
If you wish to password protect the FS3(s), select the option 'Password protect the FS3'. The password for each generated FS3 will be the employee's Employee Code. In the absence of such a code, the password will be the date of the day the FS3 is generated. The format of this is YYYYMMDD.
To ensure that the FS3s are signed, users can upload the company principal's signature from the payroll settings.