Employees
The Employees module in Zoho Payroll allows you to add and manage employees’ personal and salary details.
Add Employees
To add an employee in Zoho Payroll,
- Navigate to the Employees module on the left sidebar.
- Click + Add New Employee.
Adding a new employee consists of 4 steps:
Add Basic Details
Enter the employee’s basic details like Name, Employee ID, Date of Joining, Work Email Address and so on.
![The Basics](/payroll/help/ae/employees/basic-details.png)
![The Basics](/payroll/help/ae/employees/basic-details-2.png)
Employee Name | Enter your employee’s first and last names. Middle name is optional. |
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Employee ID | Enter the employee’s organisational ID. |
Gender | Enter your employee’s gender. |
Employment Type | Select if your employee is permanent or is on probation. |
Gender | Enter your employee’s gender. |
Date of Joining | This is the day on which the employee started working for your organisation. For an existing employee, choose their original date of joining. If it is a new hire, you can choose a date in the future. |
Designation | Enter the employee’s designation in your organisation. |
Director/Employee with substantial interest | Enable this checkbox if the employee is a Director or is a beneficial owner of shares and owns at least 20% of the voting power. This helps us fill out Form 12BA for your employees. |
Work Email Address | The employee’s payslips are sent to this address. Also, employees will be able to log into their employee portal using this email address, if you enable it for them. |
Department | Enter or select the department under which the employee would be working. |
Work Location | Select which branch your employee works from, if your organisation has multiple work locations. |
Contract Type | Select the type of contract for the employee. A limited contract is a fixed-term employment contract with a specified start date and end date. An unlimited contract is an open-ended employment contract with a start date but no defined end date. |
Enable Portal Access | Choose whether you want to enable Employee Portal for this employee. The employee can access his details and from the portal. |
Social Security Details | If your employee is a GCC national, you can configure the respective social security provided by the GCC country in the Settings page. If the employee is an expat, they will be entitled to gratuity. |
Add Salary Details
Enter the complete salary structure of your employee here.
- Select a salary template if you have created one. If not, you can set salary templates for employees with pay structures.
- Enter the employee’s earning details.
- Click Save and Continue.
![The Basics](/payroll/help/ae/employees/employee-salary-details.png)
Add Personal Infomation
In this step, you can enter the following personal details of the employee:
- Personal Email Address
- Date of Birth
- Age
- Father’s Name
- MOL ID (14 digit identification provided by the Ministry of Labour in UAE)
- Present Residential Address
- Permanent Residential Address
Pro-tip: Click Copy Present Residential Address if the present residential address is same as the permanent residential address.
Click Save and Continue to move to the next step.
Note: All personal information about your employees will be encrypted and stored in our secure servers. Read our Security Policy.
![The Basics](/payroll/help/ae/employees/employee-personal-info.png)
Add Payment Information
Choose the payment method you would like to use to pay this employee.
- Bank Transfer: Download SIF file and process the payment through WPS or your bank’s website.
- Cheque: Manually send cheques to your employees and record it in Zoho Payroll.
- Cash: Distribute cash salaries to your employees manually and record it in Zoho Payroll.
![The Basics](/payroll/help/ae/employees/employee-payment-info.png)
Edit Employee
To update employee details such as mobile number, address or payment mode, you would have to edit the employee details.
To edit an employee:
- Navigate to the Employees module on the left sidebar.
- Select the employee whose details you want to edit.
- Click the edit icon next to the section that you want to edit.
![The Basics](/payroll/help/ae/employees/employee-edit.png)
- Click Save once you finish editing the details.
Delete Employee
If an employee is not a part of any current or completed pay runs, you can delete them from Zoho Payroll.
- Navigate to the Employees module on the left sidebar.
- Click the name of the employee whose details you want to delete.
- Click More (three-doted icon) and select Delete Employee.