Employee's employment details

Enter a description for the employee's job.

You should only change an employee's tax code if you are asked to do so by HMRC. If an employee's tax code changes, you will receive a form P6 or P9 giving the new tax code and stating when to start using it.

If you've been informed that the employee is on a Week 1/Month 1 tax code, by receipt of a P45, P6, P9 or the completion of a P46 or Starter Checklist form, select this check box.

This affects the National Insurance Contributions deducted from the employee, and employer.

Unsure? HMRC have a flowchart on their website to guide you to the right category to use for the employee. Visit their website at www.hmrc.gov.uk to find out more.

If you want to calculate NI manually for this employee, select this check box. You should only select this check box after you have taken advice from Sage.

Note: If you select this check box, an asterisk (*) appears next to the Week/Month number on the right of the P11 (NIC) report to help you to identify which NI payments were made manually.

Enter the employee's National Insurance number here. If you do not know their NI number, you must contact your local tax office to obtain it.

When setting up a new employee, if you don't know their NI number, you can select the Not Known check box to generate a temporary NI number.

Displays what starter form the employee provided when you set up their employee record. If they were an existing employee and did not provide a form, it will display None.

The date when the employee's employment began. The software uses this information to calculate any SSP and SMP correctly.

Under the Government's Welfare to Work Programme, a new employee may qualify for return to work benefits for up to 104 weeks, providing they have given you a letter of confirmation. If they receive these benefits during their first 104 weeks of employment, select this check box. Unsure? Check with the Jobcentre Plus.

If the selected employee leaves your employment, enter the date they left in the To box.

Note: If you mark the employee as a leaver using the Leaver Wizard the To box is completed for you. Dealing with employees who leave

If HMRC request that you resubmit your employees' starter details in your next full payment submission (FPS), you should select this check box. A reason for this may be that the employee provided a Starter Checklist when they started and then provided their P45 at a later date.

Select this option if the employee is a non-UK worker and will not be assessed for auto enrolment. The criteria to consider when determining this are:

• The worker is seconded from a non-UK employer.
• The worker’s base remains outside the UK.
• The worker's contract remains with the non-UK employer.
• The worker will return to work outside the UK for their non-UK employer after the placement has ended.

If the worker meets all of the above criteria, they're unlikely to be considered to be ordinarily working in the UK under auto enrolment assessment.

This is a unique number assigned to an employee when they are set up in the software and cannot be changed once created.

Tip: If you are moving to Sage 50 Payroll from a different software provider, your employees may already have an RTI payroll ID. When setting up their employee record, to enter their existing RTI payroll ID, you should select the Edit option next to RTI Payroll ID.

This is an optional entry that is user defined and is used for internal reference only, such as the employee's payroll reference, or a building number. The works number can be up to 30 characters long.

• Non-Director. Use for employees who are not company directors.

Special rules apply when calculating national insurance (NI) for directors:

• Director. Use for directors using the exact percentage method, on a year to date basis, for NI contributions.
• Director (Table Method). Use for directors who have chosen to pay NI on a weekly or monthly basis, using the table method.

Need more help? Refer to HMRC booklet CA44 - National Insurance for Company Directors.

From the drop-down list, select the method you use to pay this employee. You can choose BACS, Cash, Cheque, Credit Transfer or Direct BACS.

From the drop-down list, select how often you pay this employee: choose from fortnightly, four weekly, monthly or weekly.

Note: We recommend that you do not change an employee's pay frequency part way through a pay period.

From the drop-down list, select the employee's employment status. For example, Full time or Temporary.

Enter the student loan details in the boxes provided. Need help? See Dealing with student loans.