Quick new employee details

The reference is automatically assigned when the employee details are created, but can be amended if required.

This is an optional entry that you can use for your own internal employee referencing.

Select the employee's title from the drop-down list. This automatically enters the appropriate gender in the Sex box.

Note: If you enter Dr, Prof, The Rev or The Hon as the employee's title, you must enter their sex manually.

Enter the employee's surname and their first names.

Select the marital status of the employee from the drop-down list.

Note: If the employee's title is Mrs or Miss, their Marital Status is automatically entered.

If the employee's title is Dr, Prof, The Rev or The Hon, you must specify their sex using the drop-down list.

Enter your employee's date of birth here. For example, 12 September 1980 is entered as 12/09/1980. Alternatively, you can use the calendar button to select the correct date of birth.

Enter the date the employee's employment begins.

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.

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

From the drop-down list, select how often you want to pay this employee. Choose from Monthly, Four Weekly, Fortnightly or Weekly.

Enter your employee's bank account sort code.

Enter your employee's bank account number.

Use this box to enter a name to associate with the employee's bank account. This is useful if you are using e-banking to make electronic payments to your employee using their banking software.

This is a unique number which allows your bank to make payments into the employee's bank account.

Tip: If the employee's bank requires this number, they will inform the employee, who in turn should inform you. This number is not always essential, even when the employee is being paid by BACS.

From the drop-down list, select which type of account it is: either bank or building society.

If you selected 'Building Society Account' from the A/C Type drop-down list, enter the building society's account number here.

Select the appropriate type of form provided by your new employee.

• None - If this is their first job or they don't have either of these forms right now, select None. You can enter details from their P45 or P46 later using the Starter Form Wizard.

  Note: Under RTI, you must enter the employees starter form information before sending an FPS that includes that new starter.

• P45 - If a new employee has paid employment during the current tax year they should provide you with details of this employment on form P45.

• P46 - If an employee doesn't have a P45, they should complete a form P46.

  Note: Form P46 was replaced by the Starter Checklist which contains the same information. You should continue to accept P46 forms from employees if provided, but if not you can download a copy of the Starter Checklist from www.hmrc.gov.uk/forms/starterchecklist.pdf. Sage 50 Payroll still refers to form P46.

• P46(Expat) - If your new employee has been seconded to work in the UK, but is employed by an overseas employer.
• P46(Pen) - For employees who retire, but continue to have their pension contributions paid through your payroll.

Use the drop-down list to select the statement that reflects the employee's circumstances. You can get this from their P45 or P46.

Note: Your employees P45 may not include the Starting Declaration section. However this must still be completed. You can get your employees to complete the Starter Checklist from www.hmrc.gov.uk/forms/starterchecklist.pdf, which includes the Staring Declaration.

The information highlighted in green appears if you have selected form P45.

This is also referred to as the Employer PAYE Reference. You can this from their P45.

Enter the date the employee left their last job. You can get this from their P45.

If the employee has provided you with a form P45 from a previous employment in the current tax year, enter the total pay they have received to date from this form.

If the employee has provided you with a form P45 from a previous employment in the current tax year, enter the amount of tax paid to date from this form.

The information highlighted in grey appears if you have selected form P46(Expat).

Use the drop-down list to select the statement that reflects the employee's circumstances while the they are working in the UK. You can get this from their P46.

Select this check box if the employee is a citizen of the European Economic Area (EEA). The EEA comprises countries in the European Union, including Iceland, Liechtenstein and Norway.

An EPM6 Scheme ensures that workers are subject to fair taxation when they work in another country. If you need more advice, please contact HMRC.

The information highlighted in blue appears if you have selected form P46(Pen).

Select this check box if the employee receives the pension because they have been recently bereaved by a spouse or civil partner.

The full annual amount of the pension scheme. If you need more advice, please contact a pensions advisor.

Enter the employee's tax code. You will find this information on your new starter's P45. It is used to deduct the correct amount of tax from the employee's pay. If the employee has not provided you with a P45, and you are entering information from a P46, this box is completed for you.

Tax is normally calculated on a cumulative basis. The amount an employee has been paid in the current year is used to calculate their tax liability to date. If this is not possible, tax is calculated on a period by period basis, with the wage for the week or month used to calculate the employee’s tax liability. The Wk1/Mth1 flag tells the employer to do this. This is used as a temporary measure and any employees remaining on a Week1/Month1 basis at payroll year end automatically have a cumulative tax code applied in the new tax year. You cannot use this option if you have selected form P46.

Enter the employee's National Insurance number. If you don't have the employee's NI number, select the Not Known check box and a temporary NI number will be created for you.

You must obtain the correct NI number from HMRC as soon as possible. If your software has been set up to communicate with HMRC online, you can do this using a NI Number Verification Request (NVR) submission. An NVR submission is part of the Real Time Information (RTI) changes introduced by HMRC.

We have put together a guide to support you through the whole RTI process. The PDF guide is packed with everything you need to know about RTI. Read the full guide.

From the drop-down list, select the appropriate NI Category.

If you have been informed by HMRC that the employee is making to student loan repayments, select Yes from the drop-down list. This option defaults to No if you have selected form P46.

If the employee is a member of a pension scheme set up at a company level, select the appropriate scheme from the drop-down list.

Use this option to assign a department to your employee.

Enter the description of the employee's job.

If you have chosen to calculate the minimum wage for this employee, you can also specify that they are employed as apprentice. Selecting this check box means their pay is calculated using the current minimum wage rate for apprentices.

Tip: For more information on the current minimum wage rates, please refer to the National Minimum Wage rates page on the GOV.UK website.

Enter the amount you want pay the employee before any statutory deductions are made. From the drop-down list, choose how often they are paid this amount.

To attach a payment or deduction to this employee record, click in either the Payment Name or Deduction Name column and use the finder button to select the option you want. Click OK. Repeat this process to add more payments or deductions.

Note: Payments and deductions are set up at a company level using the Pay Elements option.

If you have set up a default number of hours for this payment/deduction type, it appears here. If an employee works different hours, this number can be changed accordingly. You cannot change the default hours for global payment or deduction types.

If you have set a default rate for the payment/deduction type, it appears here. If you have not set a default rate, enter the figure here. You cannot change the default rate for either fixed or global payment/deduction types.