Employee

Employees record are created and maintained using the specifications below .

• Employee Code: Unique numeric value in the range 1 to 999999999.
• Employee Name: Must be in “SURNAME, OTHER NAMES” format, where the comma and space between surname and other names are compulsory.
• Spouse Name: Alphanumeric and is not compulsory.
• Other Names: Alphanumeric and is not compulsory.
• Company: The company where the employee is employed.
• Department: The department where the employee is working.
• SubDepartment: The section where the employee is affected.
• Paysite: The location where the employee's payroll is processed .
• Post: The job title of the employee.
• Responsible: The head of department or supervisor.
• Welfare Group: Determines the calculation of NPF, NSF and Levy contribution for the employee
• Time Sheet Group: Affects the calculation of the daily and hourly rates.

• Leave Group: Determines the leaves entitlement for the year

• Joined Group: Date that the employee has joined the group of companies.
• Employed: Date that the employee has started working at the company.
• Temporarily deactivated: When this option is checked the employee's record is skipped from payroll procesing. It is mainly used when an employee is on leave without pay and must be re-activated when the employee is back.
• Confirmation Date: Date that the employee has been confirmed.
• Left Date: Date that the employee has left the company.
• ReasonLeft: The reason for which the employee has left the company.

• Address: Address lines 1, 2 and 3 are alphanumeric.
• Title:
  • Mr
  • Mrs
  • Miss

• Marital Status:
  • Single
  • Married
  • Divorced
  • Widow

• Sex:
  • Male
  • Female

• Birth date: The Date of birth is compulsory and it affects the NPF calculation.
• Pension fund no: Applicable to pensioners.
• Tax nbr: Applicable to tax/ P.A.Y.E payers and is compulsory for returns.
• Social security nbr: Not applicable.
• National ID No: Applicable to employees who contribute to the NPF and is compulsory for returns.

• Pay type: The basis on which the employee is paid.
  • Monthly: The employee is paid according to a fixed no. of days per month.
  • Daily: The employee is paid according to the no. of days of days worked per month.

• Transaction type: The way in which Payments and Deductions are recorded.
  • Manual input: Payments and deductions are input manually.
  • Manual daily transactions input: Payments and deductions, and daily transactions such as overtime, absence, traveling bus, etc are input manually.
  • Work attendance sheet input: Daily transactions such as overtime, absence, traveling bus, etc are generated according to attendance sheet obtained from site of work.
  • Manual clockcard: Daily transactions such as overtime, absence, traveling bus, etc are generated according to manual input of time in and time out.
  • Automatic clockcard: Daily transactions such as overtime, absence, traveling bus, etc are generated according to time in and time out obtained from clockcard machine.

* Team planning: .