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Add an employee

Add someone to payroll, set their pay, and mark them inactive when they leave. 2 minutes.

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Open the New employee form

Open Employees (Staff on a phone) and press New employee. The form that opens is headed Add employee.

Fill in what you need now

Only Full name and Start date are needed to save. Start date shows today's date until you change it.

Everything else can be added later on their page. Add these before you need them:

  • Pay type and their salary or hourly rate, before their first pay run.
  • Employee NIS number and Date of birth, which your monthly NIS form, the NI184, needs.
  • Email (optional), if they should get their payslips by email.

To let them sign in to PaySuiteTT, tick Invite them to sign in under Email. They get an email inviting them as Staff, and their sign-in is linked to this record, so they see their payslips and leave and, if they track time on projects, get the timer. You don't need to invite anyone to pay them: a pay run only needs their employee record.

Already added someone without inviting them? Open their page and press Invite them to sign in in the Sign-in box at the top.

Choose their statutory classification

Statutory classification decides what's taken out of their pay. Choose one:

  • Employee: PAYE, NIS and Health Surcharge apply, for staff on your payroll.
  • Contractor: nothing is withheld, unless set below, for someone you pay in full with no deductions.

If you're not sure whether someone is a contractor, ask your accountant or the BIR.

It is separate from whether they're paid a salary or by the hour.

Skip NIS or BIR for someone who pays their own

Some workers pay their own NIS, or their own PAYE and Health Surcharge. Under NIS and BIR:

  • NIS: choose Don't withhold: pays own to take no NIS from their pay, or Withhold to always take it.
  • BIR (PAYE and Health Surcharge): the same choice for PAYE and Health Surcharge.
  • Default follows their Pay group, then their classification.

To set it for several people at once, make a pay group under Payroll › Pay groups, choose what it withholds, then pick the group under Pay group on each person's page.

Set their pay

  1. Under Pay type, choose Salary, Hourly or Daily rate.
  2. Under Pay frequency, choose Weekly, Fortnightly, Twice a month or Monthly. For someone paid at the end of each day, choose Every day (daily pay runs); it's there for hourly and daily-rate pay.
  3. For a salary, type what they're paid each pay period in Salary (TT$ per month). The label changes to match the pay frequency you chose.
  4. For hourly pay, type their rate in Hourly rate (TT$ per hour). They're paid for their approved hours.
  5. For a daily rate, type it in Daily rate (TT$ per day). They're paid for each day with approved time.

For example, a salary of TT$6,500.00 a month goes in as 6500. (This is an example figure.)

If your business has locations, choose theirs under Location. Their location's kiosk lists them.

Choose how they record their time

A kiosk is a shared tablet where staff clock in and out with a PIN. Under How they record their time, choose one:

  • No time records: paid a set salary, with no hours to record.
  • Clocks in at a kiosk: types a PIN on the shared tablet to clock in and out.
  • Tracks time on projects: signs in and logs time against clients and projects with the timer.

Choose overtime and holiday pay

Further down, under Overtime, tick Pay overtime to pay more for long days. The box then says when overtime starts, for example "Hours past 8 a day are paid at the overtime rate." The Overtime rate starts at 1.5, which is time and a half. Change it if you pay a different rate.

In the same box, tick Time and a half on public holidays for an hourly worker who's paid more for working a public holiday. Their hours on the dates under Payroll › Public holidays are then paid at 1.5 times their rate.

Add their bank details

Under Bank / ACH details (optional), type the Bank, Branch, Account name, Account number, Routing / transit no. and Account type. Then choose the Payment method: ACH (paid straight into their bank account), CHEQUE, CASH, WIRE or OTHER.

These details go into the Bank export and ACH export files on each pay run's Exports page.

Create the employee

Press Create employee. Their page opens with a note that they've been added and a reminder to review their leave and recurring items.

Give them a kiosk PIN

If they clock in at a kiosk, their page has a Kiosk card.

  1. Press Give a PIN.
  2. The PIN is shown once. Hand it to them, or press Print slip.
  3. Press Set hours to set the hours they're due. Without set hours, they're never flagged late or missing.

If the card says "No kiosk is set up yet", set one up first with Set up a kiosk for clocking in.

If they sign in to PaySuiteTT and forget their password, open their page and press Send password reset link in the Sign-in box. They get an email with a link to choose a new password. Nobody else sees or sets it.

Check their leave types

Under Leave management, every leave type starts ticked under Leave types this employee gets. Untick any they don't get, then press Save leave types.

Recording leave and changing balances are covered in Set up leave and record time off.

Add recurring allowances and deductions

A recurring item is an allowance or deduction applied each pay period, such as a travel allowance or a loan repayment. Under Recurring items:

  1. Choose the Type: Allowance or Deduction.
  2. Choose a Category. Check the Payslip label, which is what the employee sees on their payslip.
  3. Type the Amount or percentage, then choose the Calculation: Fixed amount or Percentage of base pay.
  4. For an allowance, choose Taxable or Non-taxable under PAYE treatment, and Insurable or Not insurable under NIS treatment. Ask your accountant if you're not sure.
  5. Type a Description / reason and press Add recurring item.

It's added to their pay from the next pay run.

Mark a leaver inactive

  1. On their page, press Mark inactive. The same button is on their row in Employees.
  2. Choose their Last working day.
  3. Press Mark inactive.

They're paid up to that day in the pay run that covers it, marked there as "Leaver – final pay". Later pay runs leave them out. Their record is kept, and Reactivate brings them back.

Good to know

  • Moving someone off Clocks in at a kiosk removes their kiosk PIN.
  • Employees shows active staff only until you change the filter. To find a leaver, choose Inactive or All under Status and press Apply.

What's next

Adding several people at once? Use Bring in employees from a spreadsheet. Then set up leave with Set up leave and record time off.

Next: Bring in employees from a spreadsheet