Employee

The Employees module in Exxforce Payroll allows you to add and manage employees personal and salary details, upload documents and employee payment information.

Add Employees

To add an employee in Exxforce Payroll:

• Navigate to the Employees module on the left sidebar.
• Click + Add Employee.

Adding a new employee consists of 2 steps:

• Basic Setup (personal info, salary and statutory setup)
• General setup (Reporting line, loan & leave approval flow etc.)
  
  
  

STEP 1: The Basics/ Personal Info

Enter the employee’s basic details like Name, Employee ID, Job Title, Employment Type, Start Date, Tax Start Date, Work Email Address e.tc.

Field	Description
Employee ID	Enter the employee’s unique employee ID.
Job Title	Enter the employee’s designation in your organization.
Department	Enter or select the department under which the employee would be working.
Location	Enter or select the location under which the employee would be working.
Business Unit	Enter or select the business unit under which the employee would be working.
Employment Type	Enter the employee employment i.e. Full time, Part time, Intern e.tc
Start Date	This is the day on which the employee started working for your organization. For an existing employee, choose their original date of joining.
Tax Start Date	Enter employee tax start date
Employee Name	Enter your employee’s first and last names
Phone Number	Enter employee phone number
Work Email	Enter employee work email
Gender	Enter your employee’s gender.
Date of Birth	This is optional

Statutory Setup

Toggle the statutory payment applicable to specific employee, this can also be done through the employee import/ employee update in case of bulk transaction. you can also set up specific percentage per employee

Salary Setup

Enter the complete salary structure of your employee here, you can set up a new employee salary setup through payroll.

Steps	Actions
1	Click on the employee’s name on the employee list
2	Click on Payroll > Salary Component
3	Input the employee Gross Salary
4	Pick the employee earning components by clicking on Add another component
5	From the dropdown pick the components applicable
6	Pick deductions / benefit if they are applicable
7	Click Save Salary Setup (Calculate First)

Step 2

General Setup

Reporting Line: You can set up reporting line applicable to your organization for specific employee from their Masterfile e.g. (supervisor)

Approval Flow: You can set an approval flow for loan and leave and assign it to specific employee which can overrides the company default.

Employee Policy
How to set up an employee policy on exxforce
You can customize specific policies that are applicable to an employee e.g. employee work days, work logs etc.

Steps	Actions
1	Go to employee module on the left side of the dashboard
2	Click on the specific employee you want to set a new policy for
3	Click on employee policy > Company Policy
4	Click on Customize
5	Set the new work days, hours
6	Click Save

 

Documents

The documents section in the employee profile is for efficient document management. This helps you to streamline the handling of essential documents and organize, upload, and access critical information related to specific employees.
How to upload an employee document:

Steps	Actions
1	Navigate to the Employees module on the left sidebar
2	Select the employee whose document you want to upload
3	Click on upload document
4	Select the document type
5	Choose the file you want you update
6	Click upload document

Employee loan

The loan section on the employee profile is used to track and manage loans peculiar to an employee

How to apply for loan or add a loan record:

An employee can apply for loan once an approval flow has been configured

Steps	Actions
1	Navigate to the Employees module on the left sidebar
2	Select the employee
3	Click on loan
4	Click on add loan
5	You will be redirected to the loan module
6	Click on add loan fill the necessary details
7	Click save

Leave

This is used to track and monitor employee leave request, view employee leave balance etc.

How to apply for leave:
An employee can apply for leave once an approval flow has been configured

Steps	Actions
1	Navigate to the Employees module on the left side bar
2	Select the employee
3	Click on leave request
4	Click on leave type
5	Add the start and end date
7	Click submit

Payment history

The payment history is where you find all payment records pertinent to an employee.

How to check payment history:

Steps	Actions
1	Navigate to the Employees module on the left sidebar
2	Select the employee
3	Click on payment history

End employment

This feature is used to terminate or separate an employee that isn’t active or has left the organization.

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