Basic Info

This screen is where you will enter most of the employee's details such as their name, address, identification numbers, and relevant dates. It is the first step in adding a new employee, but you can also access it at any time:

  1. Go to Employees, and select the relevant employee.
  2. Click Edit Info > Basic Info.

Selected fields in the Essentials section are explained below.

The Pay Frequency is how often they are paid, e.g. monthly. You would have set up at least one pay frequency as part of adding the company, and all available pay frequencies will appear in the drop-down. If the frequency you need isn't there, you will need to add this new pay frequency first. This process is explained here.

Selecting an employee's title for the IR56B form

Above First Names, you can select a Title ("Mr", "Mrs", "Ms" or "Miss"). This field is optional and is used only to complete the employee's IR56B form. The titles you don't select are struck through on the generated PDF. The Title has no effect on any calculations or on the IR56B file you submit.

The employee's First Names (including all middle names) and Last Name should be entered in full and as they appear on their identification documents.

Confirm that the Date of Birth is accurate because it could have an impact on important calculations such as MPF contributions.

Unique identification numbers

Confirm that, when adding a new employee or updating the identification number of an active employee, there is no other active employee with the same identification number.

Also confirm that the Date of Appointment is the date the employee was first employed; otherwise, leave cycles/entitlements will be incorrect.

Where "AutoPay" is selected as the Payment method, the employee's bank details must be entered. If you are going to be paying the employee by AutoPay but do not have their bank details yet, you can select "Cash". You will, however, need to confirm that their bank details have been entered before creating your first pay run in order to use our AutoPay export file to pay this employee.

Paying your employees

The Payment method records how you've chosen to pay this employee. SimplePay doesn't process payments to your employees directly, and we don't integrate with your bank to pay them on your behalf. Instead, you can download an AutoPay file and upload it to your banking platform. See the AutoPay Settings help page for more.

Certain information requires additional setup before it can be entered. Please see the Pay Points and Job Grades help pages for more information.

If you are adding a new employee and have captured all of the necessary information in this section, you can move on to the final step – capturing their Regular Hours.