Employee Statutory Details

Select the “Employee Statutory Details” activity under the “UK Statutory Administration” business component.

The “Employee Statutory Details” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

The mandatory fields are represented as bold.

The system displays the following

UK Statutory Administration Unit

The UK statutory administration unit to which an employee belongs.

Enter the following details:

Employee Code	The code identifying the employee for which the statutory details are to be retrieved.
Employee NI Number	The national insurance number of the employee by which the statutory details are to be retrieved.

Click the “Get Details” pushbutton to retrieve the employee code, employee name, employee NI number, DOJ, Date of Leaving in the multiline of respective tabs.

The system displays the following.

Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.

Tab: Statutory / Additional Information

In this tab, you can specify the additional statutory details like employee national insurance number, previous employment code of an employee, and appointment date of the employee. You can specify the number of hours a student can work in a week. You can provide the distance between the employees’ residence and work location. You can specify whether the employee is suffered from long term sickness.

The system displays the following.

Employee Code	The code identifying the employee for which the statutory details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the statutory details are to be recorded.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details:

Employee NI Number	The national insurance number of the employee. Mandatory. Ensure that entered value is in ABC123456C format.
Student Working Hrs/Week	Indicates the number of hours a student can work in a week.
Employee Code (Old Code)	The previous employment code of the employee.
Company Director	Check this box if the employee is company director.
Date of Appointment	The date on which the employee is appointed in the organization. This field is mandatory if the employee is company director.
Statutory Pay for Adoption of Child	Click the “Yes” radio button if the employee is eligible of statutory pay for child adoption. Else click “No” radio button.
Mileage	The distance between the employees’ residence and work location.
Dormant Indicator	Click the “Yes” radio button to specify the dormant indicator. Else click “No” radio button.
Long Term Sickness	Click the “Yes” radio button if the employee is suffered from long term sickness else click “No”.

Click the “Submit” pushbutton.

The system saves the additional statutory details.

Tab: P45 Details

P45 form is mandatory for an employee who joins the new organization. This form describes the tax code, tax basis, tax district number, reference number and salary details of the previous employment. This tab is used to specify the previous and new employment details of the employee.

The system displays the following.

Employee Code	The code identifying the employee for which the previous employment details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the previous employment details are to be recorded.
Employee Date of Leaving	The date on which the employee relieved from the organization.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details in the “Previous Employment Tax Details” group box:

Previous Employment Tax District Number	The tax district number of the previous employment. Ensure that the entered value is a three digit value between 000-999.
Previous Employment PAYE Reference Number	The PAYE reference number of the previous employment. Ensure that the entered value is in the format WAGW8. If no value is available, enter XXX.
Date of Leaving Previous Employment	The date on which the employee relieved from the previous employment.
Previous Employment Tax Code	The tax code of the previous employment. Ensure that the value entered is in the format 810L.
Previous Employment Tax Basis	Use the drop-down list box to select the tax basis of the previous employment. The combo is loaded with the values “Select”, “0 – Cumulative” and “1 – Week1/Month 1”. The system displays “Select” by default on launch of the page.
Week1/Month1 Number	The week number or month number must be entered if the previous employment tax basis is cumulative.
Previous Employment Gross ( in £ )	The gross salary of the employee in previous employment specified in pounds.
Previous Employment Tax ( in £ )	The tax applicable against the income of the employee in previous employment specified in pounds.

Enter the following details in the “New Employment Tax Details” group box:

New Employment Tax Code

A unique tax code of the new employment. Ensure that the value entered is in the format 810L.

New Employment Tax Basis

Use the drop-down list box to select the tax basis of the new employment. The combo is loaded with the values “Select”, “0 – Cumulative” and “1 – Week1/Month 1”. The system displays “Select” by default on launch of the page.

New Employment NI Contribution Letter

Use the drop-down list box to select the national insurance contribution of the employee in new employment. The combo is loaded with the values “Select”, “Full Rate” and “Employers Only”.

Full Rate – Indicates whether the national insurance contribution of the employee is full.
Employers Only - Indicates whether the national insurance contribution of the employer only.

Click the “Submit” pushbutton.

The system saves the statutory additional details.

Tab: P46 Details

This tab is used to specify the new employment details of the employee, if the employee is a fresher or does not have P45 form or P45 not signed by previous employment.

The system displays the following.

Employee Code	The code identifying the employee for which the new employment details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the new employment details are to be recorded.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details:

P46 Employee Declaration	Use the drop-down list box to specify whether the employee is a fresher or does not have P45 form or P45 not signed by previous employment. The combo is loaded with a list of options.
New Employment Tax Code	A unique tax code of the new employment. Ensure that the value entered is in the format 810L.
New Employment Tax Basis	Use the drop-down list box to select the tax basis of the new employment. The combo is loaded with the values “Select”, “0 – Cumulative” and “1 – Week1/Month 1”. The system displays “Select” by default on launch of the page.
New Employment NI Contribution Letter	Use the drop-down list box to select the national insurance contribution of the employee in new employment. The combo is loaded with the values “Select”, “Full Rate” and “Employers Only”. Full Rate – Indicates whether the national insurance contribution of the employee is full. Employers Only - Indicates whether the national insurance contribution of the employer only.

Click the “Submit” pushbutton.

The system saves the new employment details of the employee.

Tab: Student Loan Details

This tab is used to specify whether the employee has acquired any student loan. You can specify the student loan details like loan deduction start date, loan end date, loan option and effective dates.

The system displays the following.

Employee Code	The code identifying the employee for which the student loan details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the student loan details are to be recorded.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details:

Student Loan Deduction	Click the “Yes” radio button to specify whether the employee has obtained any student loan, else click “No”.
Loan Deduction Start Date	The date on which the deduction of student loan is started.
Loan End Date	The date on which the deduction of student loan is ended.
Loan Option	Use the drop-down list box to select the option available for the loan. The combo is loaded with the values “Delete”, “Restart” and “Stop”. Delete – Indicates whether the loan deduction has to be deleted. Restart – Indicates whether the loan deduction of the employee has to be restarted. Stop – Indicates whether to stop the loan deduction of the employee.
Effective From	The date from which the deduction of student loan is effective.
Effective To	The date until which the deduction of student loan is effective.

Click the “Submit” pushbutton.

The system saves the student loan details of the employee.

Tab: SMP Details

In this tab, you can specify the statutory maternity pay details of the employee. You can specify the details like expected child birth date, actual child birth date, SMP start date, expected SMP end date and actual SMP end date.

The system displays the following.

Employee Code	The code identifying the employee for which the statutory maternity pay details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the statutory maternity pay details are to be recorded.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details in the “SMP - Statutory Maternity Pay” group box:

SMP Start Date	The date on which the statutory maternity pay is started.
Expected Child Birth Date	The tentative date on which the child birth of the employee is expected. Ensure that the expected child birth date cannot be less than SMP start date.
Actual Child Birth Date	The actual date on which the child is born.
Expected SMP End Date	The tentative date until which the statutory maternity pay is ended. Ensure that the expected SMP end date cannot be less than SMP start date
Actual SMP End Date	The actual end date of the statutory maternity pay.

Click the “Submit” pushbutton.

The system saves the statutory maternity pay details.

Tab: SPP Details

In this tab, you can specify the statutory paternity pay details of the employee. You can specify the details like expected child birth date, actual child birth date, SPP start date, expected SPP end date and actual SPP end date.

The system displays the following.

Employee Code	The code identifying the employee for which the statutory paternity pay details are to be recorded.
Employee Name	The name of the employee.
Employee Date of Joining	The date on which the employee joined the organization.
Employee NI Number	The national insurance number of the employee by which the statutory paternity pay details are to be recorded.

The system displays the following in the “Access History” group box:

Effective Period

The effective period for the statutory unit. The drop-down displays the latest values by default. Use the drop-down values to view previous ‘history data’.

Enter the following details in the “SPP - Statutory Paternity Pay” group box:

SPP Start Date	The date on which the statutory paternity pay is started.
Expected Child Birth Date	The tentative date on which the child birth of the employee is expected.
Actual Child Birth Date	The actual date on which the child is born.
Expected SPP End Date	The tentative date until which the statutory paternity pay is ended.
Actual SPP End Date	The actual end date of the statutory paternity pay.
Number of Weeks	The duration of the statutory paternity pay specified in weeks.

Enter the following details:

Modification Option

Use the drop-down list box to specify the modification option. The combo is loaded with “Select”, “Correct” and “Update”. The system by default displays “Select” on launch of the page.

Correct: The modified details are saved with the current date.
Update: The modified details are updated with the new effective date.

New Effective From

The new effective date of updated records.

Remarks

Any remarks or additional information regarding the statutory details of the employee.

Note: Modification Option: While modifying the statutory details, you can use one of the two available modification options viz., “Correct” and “Update”. If you choose the Correct option, the changes you make will come into effect in the existing record itself. If you choose the Update option, the system closes the existing version of the record and will create a new record containing the changes you make. You are to specify a new effective date which will become the effective date for the new record.

Click the “Submit” pushbutton.

The system saves the statutory paternity pay details.

Pre-Requisite

National Insurance number must be created for an employee