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Finance : Staff records
The first step in using the Staff and Payroll part of the Finance module is to set up a record for each of the members of staff that you have.
The details for each staff member are few but essential. You access the staff records page via the Finance/Staff Records option:
In the example above you can see that two staff have already been entered.
You create a new staff record by filling in the three boxes at the bottom with the person's name, the date that they start and their hourly rate. Then click Save Changes.
If you need to edit the details of a staff member you simply make the changes in the relevant box and click Save Changes.
Note that if you change the Hourly Rate for a staff member then you must also enter a Rate Change Date. This is the effective date of the changed rate and can be any time in the past or future. You can also enter a reason for the rate change if you wish.
The system keeps a record of the changes you make to the hourly rate for each staff member. You can view the history of those changes by clicking on the "View" link beside the hourly rate box:
Here you can see that this member of staff started with a pay rate of £5.00 per hour on 9th March and then was increased to £5.50 on the 21st January.
The system uses this history when calculating the payroll report to determine how much each person should be paid.
When you enter a finish date for a staff member they are effectively moved into a "archived" area and do not automatically appear on the the page. However you can tick the small tick box at the top of the page to show all past and present staff.
You may have noticed the "Work Profile" link on the right hand end of each staff member's record. The purpose of this is covered in the next topic.
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