Managing Employees

Modified on Mon, 9 Sep, 2024 at 3:41 PM

Adding or Editing Employee Details

For a video tutorial on how to add employees into the P11D Organiser please click on the link below:
Adding an employee

Employee records

Importing data to create employee records

Employee records are generally created in the P11D Organiser by importing employee data which has been extracted from other software such as payroll or HR systems. Below is general information on the employee records held in the P11D Organiser, for further information on importing employee records please see our specific guide for Importing employee data

Manually creating employee records

Access the P11D Organiser for the first time, the system will automatically take you to the ‘Add Employer’ screen to create the first employer & employee record. Once the employer record has been saved, the system will then display a pop-up dialogue box asking if you want to add a new EMPLOYEE record for the company you have created.

One of the ways you can add an employee to the system manually is by going in to the employer details screen and pressing the 'ADD' button.

Alternatively, you can navigate to the right-hand side tool bar in the Organiser and click on the 'Add new employee' button.

This will take you to the 'Add New Employee' screen in which you can input the details of the new employee. Once you have input all the necessary information, simply click on the 'Ok' button.

Employee records

An "employee" record consists of 4 areas of employee information/data:-

Personal
Address
Employment
Notes

1 - Personal

Surname	Add or edit the employee’s Surname here.
Forename	Add or edit the employee’s Forename here.
Title	Add or edit the employee’s Title here. (e.g. Mr, Mrs, Ms, Dr etc.)
Initials	Add or edit the employee’s Initials here (in place of a "Forename")
Date of Birth	Add or edit the employee’s DOB here.
Gender	Add or edit the employee’s Gender here.
Payroll No	Add or edit the employee’s Payroll Number here. (unique employee ID)
NAT Ins No	Add or edit the employee’s National Insurance Number here.
Email address	Add or edit the employee’s Email address here.
Mobile	Add or edit the employee’s mobile telephone number here.

2 - Address

Address	Add or edit the employee’s Home address here. (4 lines/fields available)
Post code	Add or edit the employee’s Postcode here.
Telephone	Add or edit the employee’s Telephone number here.
Fax	Add or edit the employee’s Fax number here.

3 - Employment

Date of commencement*	Add or edit the employee’s Date of commencement here.
Date of Leaving*	Add or edit the employee’s Date of leaving here.
Director	Add or edit the employee’s Statutory Director setting
Exempt from Payrolling	Add or edit the employee’s personal exemption from the system's payrolling of benefits settings
Exempt from Class 1A NIC	Add or edit the employee’s personal exemption from the system's Class 1A NIC settings
Pay group	Add or edit the employee’s Pay group here.
Cost Centre	Add or edit the employee’s Cost Centre here.
Location	Add or edit the employee’s Location here.
Department	Add or edit the employee’s Department here.
Region	Add or edit the employee’s Region here.
User_1	Add or edit the employee’s User_1 field values here.
User_2	Add or edit the employee’s User_2 field values here.

*Date of Commencement
The employee start date is used to determine the employee “Status” within the selected tax year (i.e. Starter, Leaver, Current or Modified.) and can also be used by the system to align/prorate benefits to run in line with the employees employment dates. (See topic for Tools>Align Benefits)

*Date of Leaving
The employee leave date is used to determine the employee “Status” within the selected tax year (i.e. Starter, Leaver or Current) and can also be used by the system to align/prorate benefits to calculate in sync with the employees employment dates. (See topic for Tools>Align Benefits)

4 - Notes

Notes

A free text notes pad to record employee notes. For example, record an audit trail to include the details of changes made to an employee’s particular record e.g. where an employee pointed out a problem with their benefit details that had to be subsequently corrected and reissued.