This is part of the employee onboarding process. After being employed, ideally the next step is to create for the employee a Staff Account. Here we capture the employee’s details, and also allows them to access active employee spaces like being listed in the payroll process, being able to be granted loans, advances, benefits, tax reliefs and capture their working hours and compute overtimes and leave balances and so on.

 

Steps:

  1. Log in to the system and select "HR & Payroll"  tab.
  2. Under the " Staff Management"  section click the "Manage Staff A/Cs"  to open staff list page.
  3. Click the blue "Add Staff" button at the top left corner of the staff list below the Welcome message to open the " Register Staff Member"  page.
  4. Set the Employee’s surname in the Surname: field. – required field.
  5. Enter the employee’s first and middle names in the Other Names: field. – required field.
  6. Enter the employee’s national identification number in the ID Number: field. – required field.
  7. If a corresponding user account for the employee was created, set that user account in the Associated User: field. – this can be set later.
  8. Practice Group: - Set the employee’s practicing group. – this can be set later.
  9. Job Title: - input the employee’s job title. – this can be added later.
  10. Set whom the employee will be answering to in Reporting To: field. Users appearing in this dropdown are those with role 87 (Is a Supervisor). – this can be added later.
  11. Set employee gender in the Gender: field.
  12. Set whether the employee is a local or expatriate in the Nationality Type: field. – this can be added/updated later.
  13. Set the employee’s date of birth in the Date of Birth: field. – note: current date is set by default.
  14. Set an accurate date of employment in the Date of Employment: field. – note: current date is set by default. – accuracy is required as this may affect payroll processing especially for new employees.
  15. Set the type of employment contract in the Employment Contract: field. May be on a permanent or temporary or even casual basis.
  16. Set whether the employee is to be included in the payroll process. – Partners may be excluded from the payroll process and receive wages through their partner’s drawing accounts.
  17. Set the branch to which the staff belongs in the Branch: this is especially critical where multiple branches are involved.
  18. Enter the Staff’s Gross salary in the Basic Salary (Kshs.): field. – if this is not set it can be set each time the payroll is being computed.
  19. If the employee has the NSSF enter the number in the N.S.S.F Number: field.
  20. Set the KRA number in the KRA PIN Number: slot.
  21. For partners, the Payroll Deductions: can be set to From Partners Drawing, but for normal employees it is the default From Salary.
  22. Set the leave days to allocate to the staff member in the Leave Days Per Year: field. This is the annual leave days.
  23. Should be Taxed?: In this field you select whether the employee should be taxed the PAYE. Normally individuals earning Kshs. 23,000 and below need not be taxed.
  24. For the Company NSSF Contribution: field set the default Deduct from Company if not sure. The company makes NSSF payments for its employees and this field defines from which account this is to be deducted from for a given employee.
  25. Once all the fields have been Added as required, Click the blue Add Staff Member button at the bottom of the form to submit and register details.