Add Employee Manually

How to Add Employee Manually in Oopay

To add employees manually, you can navigate to Employee Menu > Add a new Employee.

 

Step 1. Personal Details                                                                                   

• The following fields in Personal Information must be completed in order to progress to the next screen.
  
  1. First Name
  2. Surname
  3. Date of Birth
  4. Residential Address Line 1
  5. Residential Suburb
  6. Email Address - Please make sure this email address is correct as this is the unique identifier in Employment Hero.
  7. Mobile Phone, if "Employee Notifications" = SMS
  8. The title field is optional.
  9. The gender field will auto-populate with 'unspecified' and this can be overridden. 
  10. Address, when entering an address, autocomplete suggestions may be presented. If the suggestions are not adequate or the employee lives overseas you will need to tick the checkbox Enter Residential Address Manually. This will open additional fields and all fields (other than Residential Address Line 2) must be completed.
  11. Postal Address, If the employee's postal address is different from their residential address, untick the Postal Address is the same as the Residential Address checkbox. 
  
  
• The Employee Notifications setting controls if/how the employee will be notified when new payslips are available when leave requests and/or expense requests have been actioned by their manager. If you do not want an employee receiving any notifications, select "None". If the option "Manual" is selected, employees will not receive any notifications however payroll will be able to easily view/download payslips just for 'manual notification' employees so they can then print these payslips only and issue them to the employees.
  
  
  
  
• The Self-Service setting controls whether the employee will have access to their employee portal (where they can view their payslips, apply for leave, action shift requests, etc). If you select "Yes", the employee will be sent an email or SMS (depending on their notification setting) with instructions on how to set up their password and log in to their portal.  
  
  *Please take note that if the new employee will require to submit timesheets then make sure to turn this on.

Step 2. Employment Details

This section allows the user to configure the payment details for the employee such as rate of pay, pay schedule, and primary location.

• Award - Select No Award as  OPC Pty Ltd. has no awards.
  
• Enter the Start Date and Primary Location. The primary location field will be populated with suggested values, however click add new to add the correct location. 
  
  
  
• Pay Schedule field will be populated with suggested values however to change these, click on the Add new and select the correct schedule.
  

• Timesheets, OPC Pty Ltd. employees, some of them will use timesheets therefore kindly correct the "OPC Pty Ltd. is not using timesheets therefore select the Do not use timesheet. 

​However, if you have any employees who will be using timesheets, please select Use ` ​timesheets."         

• Select the Employment Type field from the suggested options from the dropdown menu.

• Select the Primary Pay Category whether it's Permanent Ordinary Hours, Casual Ordinary Hours, or Salary.

• Leave Allowance Template, please select the relevant Leave allowance template from the dropdown. Eg: For Casual Employees, select Casual Leave.  Permanent employees with no loading, please select Permanent Leave - No loading.

• If you are paying an employee an annual salary, ensure you enter the annual salary in the Pay Rate field and then change "per hour" to "per Annum". Once you enter the weekly hours the system will calculate the employee's equivalent hourly rate. Now, you can enter the pay rate per annum and employee's working hours per week.

       * If the employee is casual, the hourly rate entered in the Pay Rate field should be exclusive of the casual loading. The reason for this is that when  it comes to completing the Primary Pay Category, you would assign the pay category "Casual Ordinary Hours". This pay category has a 25%  loading attached to it and will be paid in addition to the pay rate entered  in the Pay Rate field.

        By default, the employee's hours per week & Pay Rate setting will reflect the           value per hour once Pay Category is selected. 
        

• Tick Use standard business daily hours to set the Standard hours per day.
  
• Leave Allowance Template, please select the relevant Leave allowance template from the dropdown. Eg: For Casual Employees, select Casual Leave.  Permanent employees with no loading, please select Permanent Leave - No loading

Step 3. Banking & Super

• Entering the employee's bank details is compulsory.
• Employees may either be paid electronically into a bank account (using an ABA file), manually into a bank account, manually via cash/cheque, or electronically into a BPAY account.
• You can choose to enter the employee's super fund details at a later stage if you do not have them on hand. But to enter the super fund, you must select the Super Fund name, product code (USI), and the member code.
  
• Additional bank accounts and super funds may be added once the employee setup is complete.
  
  

Step 4. Tax File Declaration

This section is for entering the tax file declaration information for the employee.

• The Tax File Number field is a compulsory field. Any tax file number entered here will go through a validation check. 
• If you have not been provided with the employee's tax file number or the number provided is invalid or the employee is exempt from supplying a tax file number, click on 'I don't have a tax file number for this employee'. You will be provided with a list of special circumstance scenarios that you can select from:
  
  
  
  
• A common set of Tax Calculation Options are pre-selected but these may be amended by clicking on the pencil icon. You will then see a full list of options that you can select from, including the option to set a Medicare Levy Exemption.
  
  
  
• If the employee has completed a Tax File Declaration form you can enter the date in the Date Signed field.

• If you have enabled Employment Lodgement, you can choose to lodge the employee's tax file declaration electronically. To do so, click on the Lodge with ATO checkbox. Upon clicking "Done" you will then be prompted to accept the declaration terms by ticking the checkbox:
  
  
  

Setup Complete

At this stage, the basic payroll setup for the employee is complete. The employee is now able to be included in pay runs.