This article covers how to add a new employee and complete their basic details as an administrator. If you’d prefer to invite employees to complete their own details, see this article: Adding a New Employee - Self Setup & Onboarding
To add a new employee to PayHero, navigate to People > Employees. Click the button and select Employee.
When initially setting up employees, any mandatory fields will have a red asterisk. You can’t progress through the employee setup until these fields are filled. Other fields can be updated later if preferred.
Enter your employee's first and last name, and the Display Name will default to their full name (you can amend this if desired). All other fields are optional, so complete the rest of their Personal Details section if desired. Note that the Email and Email Payslips fields will be needed if you'd like your employee to be sent their payslips each payday.
Click Next in the top right to continue.
Enter your employee's employment, pay and work details.
Start Date - The date the employee began employment with you.
Workflow Template - If your company uses Workflows you can select any templates that the employee should be prompted to complete when they first sign into PayHero.
Payment Basis - Select whether the employee is paid a Salary or an Hourly rate, and enter the Annual Salary amount or Normal Rate.
Pay Cycle - Select the Pay Cycle the employee will be included in, or select No Pay Cycle if the employee isn't included in pay runs. You can add them to a pay cycle later if preferred.
Payslip Type - Choose the format of payslip the employee should receive. Learn more about the available types here: Payslip Types
Bank Account - The employee's bank account that the balance of their pay will be paid to. The bank account is required for using PayHero's Bank Batch Files to pay your employees.
Work Pattern - If your employee has an agreed work pattern, you can specify that here, or select No Regular Week if there is no regular working week for the employee. The Work Pattern is an important setting which will be used for leave calculations throughout PayHero, so it's important to get it right. See this article for more details on setting work patterns: Employee Work Pattern
Click Next in the top right-hand corner to continue.
Tax & KiwiSaver
Enter your employee's tax details and (if applicable) KiwiSaver details.
Tax Code - This should be declared to you with an IR330 form from the employee. If the employee hasn't yet provided their tax code, you can specify ND, but keep in mind this should be updated before their first pay or their tax rate will be very high.
IRD Number - Enter the employee's IRD number. PayHero requires this for your IRD filing, unless the employee's tax code has been specified as ND.
KiwiSaver - Select whether the employee:
- Is a Pre-Existing Member (already enrolled in KiwiSaver with a previous employer)
- Is enrolling now, by setting the Enrolment Date (only one of the Enrolment Date or Pre-Existing Member fields needs to be entered)
- Is opting out, by setting the Opt Out Date
- The Deduction Rate they've elected to make their deductions at, if applicable
- Whether they're on a Savings Suspension
- If they're ineligible, leave all fields blank
Click Save in the top right corner to create your new employee.
If you entered an email address for the employee, you'll be prompted to invite the employee to use the Employee Portal:
Click Invite to invite them in, or Maybe Later if you don't wish to invite them. You can invite employees at any point later on, as detailed here: Inviting Employees to use PayHero