The Employee Inquiry function within SapphireOne Payroll/HR serves as the central repository for all employee-related data. This article should be read alongside the article titled Payroll/HR > Administration > Employee. As the original article is extensive, this document provides basic instructions for establishing a new employee. Links to the relevant sections within the aforementioned article, are included for detailed reference.
- Navigation – Go to Payroll/HR > Administration > Inquiry and then select the Employee item. Sapphire one will display the Employees list screen displaying a list of all current employees in the data file.
- Creating a New Employee Master Record – Click on the blue + button on the main toolbar to initiate the creation of a new employee record. Sapphire one will open with the Details Page first.
- Details Page – The first page of the Details Page for a new employee should include their personal details such as full name, date of birth, gender, address, contact numbers
- Employee area – In the Employee area, input the Employee ID, Surname, First Name, Job Title, and allocate the employee to the appropriate Company, Department, Class, and Award. Refer to the detailed article at the Employee area location in the article.
- Grouping & OHS Notes Areas – Enter these as required, for complete documentation go to Employee Grouping area.
- Personal Details area – In the Personal Details area, record the employee’s residential and postal addresses, telephone numbers, and email address. For full details, refer to the Employee Personal Details area
- Dates area –In the Dates area, ensure accurate entry of dates, especially the Date Paid To, as it defines the start of the next pay period.. Ensuring this date aligns with the last day covered in the current pay run is critical to avoid disruptions or errors in payroll processing. For full details please go to the Employee Dates area.
- Additional Next of Kin area – In the Additional Next of Kin area, you can record multiple next-of-kin contacts for an employee, offering flexibility beyond the single entry in the Personal Details section. For addition documentation, navigate to the Employee Additional Next of Kin link
- More Details Page – There are a number of other areas on this page that the user will have to set up for a new employee as follows.
- Rostered Days Off area – In this area, configure the employee’s rostered days off, including settings for trigger, trigger hours, use percentage, use hours, and accrued details. For full details, refer to the Employee Rostered Days Off section of the main article.
- Other areas on the More Details Page – Other areas on the More Details Page can be updated later as needed. For comprehensive documentation on these areas, refer to the main article under the Rostered Days Off link above and continue reading.
- Banking Page – The Banking Page is crucial for ensuring accurate employee payments, requiring correct entry of banking details. For detailed instructions, refer to the Employee Banking Page.
- Custom Page – The Custom Page can be utilised as desired by the user; however, data entry for new employees is typically not required in this section.
- Controls Page – Data entry in the Controls Page is essential for entering an employee’s tax details, including Medicare Levy variations, tax settings, STP (Single Touch Payroll) information, child support, and other related data. Ensure accurate completion to comply with payroll requirements. To view and read documentation please go to the section in the relevant article named Employee Controls Page. For detailed documentation, please refer to the section titled Employee Controls Page in the relevant article.
- Salary Page – This is one of the most crucial pages when setting up a new employee so enter data as follows:
- Package area – In the Package area, set up the employee’s salary details, including Annual Salary, Hours, Pay Frequency, and other variable pay options as required. For further information, refer to the Salary Page in the main article.
- Superannuation Page – The Superannuation Page is crucial for setting up a new employee. Enter details such as the employee’s superannuation fund, membership number, contribution percentage, and any additional superannuation preferences.
- Superannuation Setup Details area – In this area, SapphireOne treats each employee’s superannuation fund as a vendor. Set up any number of superannuation funds per employee, ensuring compliance with Australian Tax Office rules and regulations. For more information, refer to the Employee Superannuation Page in the main article.
- To Date area – In this area, SapphireOne provides a convenient summary of both compulsory and voluntary superannuation totals to date. For more details, refer to the relevant article link provided above.
- Transactions area – In this area of the Superannuation Page, SapphireOne maintains a historical record of superannuation payments linked to specific pay run numbers. For detailed information, refer to the relevant article link above.
- Saving the New Employee Record – To save the new employee record at any time, or step during data entry, click on the green tick on the main toolbar.
The Superannuation Page completes the initial setup of a new employee, though an additional 12 pages will require data entry later. By following these steps, you can efficiently set up and manage employee records in SapphireOne, ensuring all essential details are accurately recorded.
For more detailed instructions on any of the steps mentioned, please refer to the comprehensive article Payroll/HR > Administration > Employee for full documentation.