Add an existing employee

Summary

How to add an employee into Sage 50 Payroll as an existing employee, rather than a new starter.

Description

When you move to Sage 50 Payroll, you need to enter your existing employees' details into your software. As part of this, you need to create employee records and enter any year to date values.

NOTE: If all your employees are new to your business, for example it's a new company, set them up as new starters. Use our guide to add a new employee with the employee wizard.

When you create employee records for your existing staff, you can set up the information in two ways:

The Employee Wizard - Enter personal details, tax code, national insurance (NI) number and year to date information all in one place
The Quick Employee option - Enter the employees' basic information, ideal if you've many employee records to set up

TIP: Need to increase the employee licence in your software? - Leave your details and we'll be in touch.

Resolution

Preparation steps - Information you need

Before you start to set up your employee records, make sure you have the following information:

RTI Payroll ID

You must account for employees' RTI IDs correctly. For help with doing this, follow the how to handle RTI IDs when changing software provider article.
NOTE: You can't amend this ID once you've created an employee's record.

Year to date values

If you're setting up an employee part-way through the tax year, you need their year to date values from your existing software. Entering these values ensures that tax and NI are calculated correctly

Create the employee record/s

When you have this information, choose how you want to create an employee:

Year to Date Values

To ensure accurate tax and national insurance (NI) calculations when setting up part-way through the tax year, enter your employee year to date values.

Find out how Sage HR can help

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