Employee profile fields
Understand the employee form sections, required fields, and conditional payroll data.
What this is7 sections
The employee form groups identity, employment, payment, payroll, statutory, and supporting information so that each record can be reviewed independently.
What this is
The form has 14 sections. Use the field map below to find the one you need. Some sections depend on the employee’s employment type.
Core required values include employee code, first name, surname, national ID, marital status, mobile number, home address line 1/city, date of birth, employment start date, department, cost centre, director classification/effective-from, payroll currency, tax method, and a valid payment route. Conditional values depend on pay structure, NSSA coverage, pension/medical choices, prior employment, and other statutory settings.
When to use it
Use this as a field map while creating or reviewing an employee, or when a readiness message names a field that is not visible in the first form section.
Product navigation
Open Employees and choose New employee or a row action Edit employee. The edit dialog is titled Edit employee details; a new record uses Create employee record.
Important boundaries
- A field being optional in the form does not mean it is optional for a particular statutory output or organisation policy.
- Do not infer tax method, NSSA coverage, director classification, pension, medical credit, or prior employment values. Use the authoritative source and preserve evidence.
- Balances and some tax summaries are read-only outcomes; changing a source field does not approve the resulting calculation.
Field map
This is a selected overview of the 14 employee-form sections. It lists field names documented in this guide; it does not classify every field as required or conditional. Review the displayed form labels and employee readiness message for the specific record.
Personal & Identity Employee identifiers and personal details.
| Field | Purpose / when it applies |
|---|---|
| Employee code, first name, surname | Employee identifiers and names. These are among the core required values listed above. |
| Resident status, date of birth, gender, nationality, national ID, marital status, and other identity values | Personal and identity details recorded on the employee profile. |
Contact & Address Phone, email, and address details.
| Field | Purpose / when it applies |
|---|---|
| Mobile/phone, personal/business email | Contact details recorded for the employee. |
| Home and postal addresses | Home and postal address details recorded for the employee. |
Compliance A separate employee form section; individual field details are not listed in this overview.
Individual field labels are not itemized in this selected overview. Review the displayed form labels and employee readiness message for the specific record.
Employment & Organisation Employment dates, department, and assignments.
| Field | Purpose / when it applies |
|---|---|
| Start/retirement dates, status, employment type | Employment dates and status. |
| Department, cost centre, occupation/position, grades | Employment and organisational assignment details. |
| Director classification and effective dates | Director classification recorded with its effective date. |
Payment & Banking Payment methods and routing details.
| Field | Purpose / when it applies |
|---|---|
| Payment basis, payment methods, primary route | Payment setup and the route used for payment. |
| Method-specific account/payee details | Details associated with the selected payment method. |
Payroll Setup Pay structure, rates, and attendance inputs.
| Field | Purpose / when it applies |
|---|---|
| Pay structure: Salaried, Hourly, or Contract | Identifies the employee’s pay structure. |
| Payroll currency, base-rate source, salary/rate/hours/contract value | Compensation values and the source of the base rate. |
| Timekeeping, overtime, and attendance choices | Payroll timekeeping and attendance inputs. |
Time Off Policy Assignment Approved organisation records and resulting balances/evidence.
Assign only approved organisation records and inspect the resulting balances/evidence.
Medical & Dependants A separate employee form section; individual field details are not listed in this overview.
Individual field labels are not itemized in this selected overview. Review the displayed form labels for the specific employee record.
Benefits Approved organisation records and resulting balances/evidence.
Assign only approved organisation records and inspect the resulting balances/evidence.
Recurring payroll inputs Approved organisation records and resulting balances/evidence.
Assign only approved organisation records and inspect the resulting balances/evidence.
Zimbabwe statutory details Tax, NSSA, reporting, and permission fields.
| Field | Purpose / when it applies |
|---|---|
| PAYE calculation method | Choose Non-FDS, FDS averaging, or FDS forecasting. Annual eligibility facts are reviewed separately through Review annual PAYE decision when an FDS method needs them. |
| ZIMRA TIN, NSSA number, NSSA POBS treatment/coverage evidence | Statutory identifiers and coverage evidence. Missing or ambiguous NSSA evidence pauses calculation. |
| Tax table/directive, pension and medical-credit fields | Statutory tax, pension, and medical-credit information recorded for the employee. |
| Prior-employment reporting evidence | Prior-employer remuneration/PAYE is Non-FDS reporting evidence only; it is never an FDS opening balance. |
| Employee-level FDS refund permission, when applicable | Both employee and organisation permissions are required to process an FDS-averaging overpayment. Permission does not create or guarantee a refund. |
Retirement & Subscriptions Approved organisation records and resulting balances/evidence.
Assign only approved organisation records and inspect the resulting balances/evidence.
Balances Balances and some tax summaries are read-only outcomes.
| Field | Purpose / when it applies |
|---|---|
| Balances and some tax summaries | These are read-only outcomes; changing a source field does not approve a resulting calculation. |
Documents Supporting employee information, approved records, and evidence.
Assign only approved organisation records and inspect the resulting balances/evidence.
Statutory guidance
The employee form offers Non-FDS, FDS averaging, and FDS forecasting in PAYE calculation method. If an FDS option is unavailable, read the displayed reason. Employee facts, employment dates, a tax-year lock, or the active statutory pack may restrict it. Annual eligibility facts are reviewed separately through Review annual PAYE decision when an FDS method needs them.
FDS averaging uses same-employer year-to-date values from the immutable finalised tax-year ledger plus the current proposal. FDS forecasting uses actual tax-year income and known regular taxable pay for the remaining months. It does not project one-off bonuses, overtime, leave payments, or fluctuating commission.
The organisation tax method is only a default/recommendation. Once payroll establishes a method for a tax year, a conflicting change fails closed with an explanation. Prior-employer remuneration/PAYE is Non-FDS reporting evidence only; it is never an FDS opening balance.
Leave NSSA POBS treatment blank for Automatic (recommended). Employee or organisation evidence determines coverage. If it is missing or ambiguous, calculation pauses and the displayed guidance identifies what to review.
The employee-level FDS refund permission and the organisation setting Allow FDS PAYE refunds through payroll are both off by default. Both are required before an FDS-averaging overpayment can be processed. Enabling them authorises processing only; it does not create or guarantee a refund.
What to check
The saved record has no highlighted validation errors, the employee row shows the expected payroll setup, and statutory readiness has been reviewed separately. Use View details when a field is not visible in the table.
The monthly payroll preview explains estimated take-home from saved compensation, active recurring inputs, and statutory setup. It is more than the base rate alone.