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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.

Employee ID is filled in with the next number after your highest one, such as OH-013 after OH-012. Keep it, type another or clear it. Each ID can only be used once. If it's taken, the form gives the next one you can use.

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 on the Sign-in card near 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 PAYE, and some (such as some non-nationals) pay Health Surcharge but not PAYE or NIS. Under NIS, PAYE and Health Surcharge:

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

For example, to take Health Surcharge only: put them in a group that withholds no NIS or PAYE, then set Health Surcharge to Withhold on their page.

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. When you have only one, it's chosen for you. Their location's kiosk lists them, and managers of that location see them.

Pay someone who works in two departments

Someone who works in two departments at different hourly rates stays one employee: don't add them twice. NIS and PAYE are worked out on all their pay together, on one payslip.

  1. On their page, type their main department under Department and its rate under Hourly rate, then press Save employee.
  2. Under Pay rates, type the other department under Another department and its rate under Rate (TT$ an hour).
  3. If your business has locations and they work it at another location, choose it under Location. That location's kiosk then takes them.
  4. Press Add rate.

At a kiosk that has both their departments, they press Clock in: Kitchen or Clock in: Bar, so each shift is paid at the right rate. Their payslip shows a line for each department.

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.

If your kiosks are at locations, someone who clocks in at a kiosk needs a Location that has a kiosk. Otherwise the form won't save, and says to choose their location or another one.

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.

Under their name, Payslips → finds their payslips and Leave → jumps to their leave. Once their login is linked, Time → shows their tracked time.

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", press Set up a kiosk in that note. Set up a kiosk for clocking in shows each step.

If they sign in to PaySuiteTT and forget their password, open their page and press Send password reset link on the Sign-in card. 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.

Add their pay from earlier this year

If you paid them through another payroll earlier this year, use Pay this year before PaySuiteTT at the bottom of their page. Take the figures from your old payroll's year-to-date report or their last payslip there.

  1. Choose the Last pay day before PaySuiteTT.
  2. Type their Gross pay, then the NIS deducted, PAYE deducted and Health Surcharge deducted, and the other totals you have.
  3. Press Save pay to date.

Their PAYE, the year-to-date figures on their payslips and their TD4 then carry on from these totals. To add everyone's at once, see Bring in employees from a spreadsheet.

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