Add an employee
Create and validate one employee record from the Employees screen.
What this is7 sections
Create one employee record from Employees and complete the profile, employment, payment, payroll, and statutory information needed for the organisation’s workflow.
What this is
The Employees screen offers Manage departments, Import employees, and New employee. Select New employee, then choose Permanent, Fixed term, Seasonal, or Contractor. The Create employee record dialog opens. Employment type is separate from the pay structure chosen later in Payroll Setup.
The form groups identity, contact, compliance, employment, payment, payroll, time off, medical, benefits, recurring inputs, Zimbabwe statutory details, retirement, balances, and documents. Some sections depend on the chosen employment type.
In Zimbabwe statutory details, choose the employee’s PAYE calculation method for the current tax year: Non-FDS, FDS averaging, or FDS forecasting. If an FDS method is unavailable, read the reason beside the selector. Employee facts, employment dates, a tax-year lock, or the active statutory pack may restrict it. Use authoritative records; choose Non-FDS if unsure.
FDS forecasting uses taxable income to date and known regular taxable pay expected for the remaining months. It does not project one-off bonuses, overtime, leave payments, or fluctuating commission.
Before you begin
- Select the correct organisation and create at least one active department.
- Gather authoritative identity, contact, employment, payment, payroll, and statutory records.
- Decide the pay structure: Salaried, Hourly, or Contract.
- If a bank transfer is required, ensure the bank/branch exists in the Banks directory.
Product navigation
Open Employees, then select New employee.
Steps
- Choose the employment type
Select New employee, choose the applicable employment type card, and open Create employee record.
- Complete identity and contact
Complete required Personal & Identity values such as Employee code, First name, Surname, National ID, Marital status, and Date of birth. Complete Contact & Address, including Mobile number, Home address line 1, and Home city.
- Record employment and organisation details
In Employment & Organisation, enter Employment start date, Department, Cost centre, and Director classification with its effective-from date. Add status, position, grade, and other values from the source record.
- Add a payment route
In Payment & Banking, add at least one payment method and mark one as primary. For Bank Transfer, select the maintained bank/branch and provide account-holder name and account number; use the matching fields for Mobile Money or Cash. If using disbursement allocations, allocate every route so the total is 100%.
- Set up pay
In Payroll Setup, choose Pay structure, payroll currency, base-rate source, and the conditional salary/rate/hours/contract values. Review the timekeeping mode and overtime/attendance choices.
- Choose the PAYE method
In Zimbabwe statutory details, select the PAYE calculation method and read any explanation if an option is unavailable. The organisation default is a recommendation; employee facts can require Non-FDS, and a tax-year method lock remains in force.
- Record ZIMRA and NSSA details
Record ZIMRA/NSSA values and coverage evidence. Leave NSSA POBS treatment blank for Automatic (recommended) unless evidence supports another treatment. Missing or ambiguous coverage evidence pauses calculation with guidance.
- Complete conditional statutory fields
Complete conditional NSSA exclusion/exemption, pension, medical-credit, prior-employment reporting, directive, and tax-table fields when they apply. Prior-employer remuneration/PAYE is Non-FDS reporting evidence, never an FDS opening balance.
- Review FDS refund and forecast settings
Review the employee-level FDS refund permission alongside the organisation setting Allow FDS PAYE refunds through payroll. The employee permission is off by default. For forecasting, enter continuing future allowances or benefits explicitly in a scenario preview when needed.
- Save and verify the employee
Assign time-off policies and recurring inputs only when approved, then select Create employee. Correct any highlighted validation errors if the form stays open.
What to check
The new row appears in Employees with the intended department, pay structure, status, start date, payroll setup, bank account, and time-off-policy state. Open View details or Edit employee to confirm the saved record and inspect separate statutory readiness.
Important boundaries
Use authoritative employee and statutory records; never invent an ID, tax method, bank account, or exemption. Once payroll establishes a PAYE method for a tax year, a conflicting change is rejected or paused with an explanation. The method does not switch silently.
Both FDS refund permissions must be enabled before an FDS overpayment can be processed. Enabling them authorises processing but does not create or guarantee a refund.
Paydae calculates/prepares payroll and output data from stored inputs. The organisation remains responsible for review, lawful handling, and official submission.
Common problems
Create departments before adding employees message appears
Select Manage departments and add an active department first.
Create employee is blocked
Correct the named required or conditional field and read the displayed validation message.
Payroll is Ready but statutory readiness has blockers
Use the Statutory readiness filter and Missing employee statutory data.