Overview
When joining Talexio, or when new employees join your company, there will be occasions where the FS3 data of employees and the company FS5 data from before joining Talexio will need to be uploaded into the Talexio. These actions can be done in Bulk using the Onboarding Assistant or done manually. This article will demonstrate how it can be done manually.
When you have multiple Business Units on Talexio, you will need to upload the previous payroll information using the method outlined in the article as "From the Payroll Module" where you will upload the information into the relevant Business Unit Payroll.
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 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
Uploading Previous FS3 Data of Employees
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The previous FS3 data of your employees can also be uploaded in bulk from the Payroll Module. The template is the same as the one discussed in the Onboarding Assistant. This method from the payroll module would be used specifically when you have multiple Business Units.
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The previous FS3 data of your employees can be uploaded per employee from their Employee Details page.
In the case when an employee has moved to your company from another, from the Details page, scroll down to the payroll section and click the button "Add FS3 Data" under the header 'Income from other employers (FS3s)'.
In the case when you need to provide this data because the whole company has moved to Talexio, from the Details page, scroll down to the payroll section and click the button "Add FSS Data" under the header 'Income from this company prior to use of Talexio'.
When this data is uploaded, what happens next?
When the FS3 data of the employee is uploaded, this will be taken into consideration with employees next payslip in relation to tax already paid, SSC contributions etc. and ultimately will be included in the employees FS7 at the end of the year.
It will also be reflected in the employees FS3 that can be generated during the year. To generate an FS3 for an employee, please look at the article here.
Uploading Previous FS5 Data of the Company
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The previous FS5 data of your Company can also be uploaded in bulk from the Payroll Module. The template is the same as the one discussed in the Onboarding Assistant. This method from the payroll module would be used specifically when you have multiple Business Units.
When this data is uploaded, what happens next?
When the FS5 data of the Company is uploaded, then this will be reflected moving forward in the various payroll reports and will be visible on the Payroll Module in a month-by-month breakdown.
What if the employees do not send me their FS3?
You might be in a situation where a new employee does not give you the FS3 from their previous income. In such case, what should you do?
First off, it is important to stress the implications of not adding the previous FS3 data to an employee's profile. Tax is calculated on the basis of income earned so far and tax paid so far. So if an employee's FS3 data is missing, then it is very likely that their tax calculation on Talexio will be inaccurate. This means that, come the end of the year, the employee will likely receive a bill from the Commissioner for Revenue to make up for the tax not paid.
If the employee still refused to provide you with an FS3 (for whatever reason), you may asked the employee to provide you with their payslips for the year. You will need to add these together and input the totals as previous FS3 data.
If not even these are provided, you may input the employee's current earnings as previous payroll data. This is unlikely to be 100% accurate, but it will result in a much smaller bill (or potentially a refund) come the end of the year.
What if the employees have just arrived in Malta?
If your employees are a Third Country National, and this is their first job in Malta, then they will not have any FS3s. In such a case, it is important to input their Malta arrival date, as tax will be calculated differently for the first six months of their time working in Malta. This information can be added in the details page of an employee's profile, under the employment field.
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