Sage HR Management

Version 7.0

Personnel Administration

Coenette Bosman
12 08 2014
Table of Contents

1.0 Circulation 1

2.0 Revision 2

3.0 Function Overview 5

3.1 Areas covered in this manual 5
3.2 How does the Personnel Administration module
assist companies in their business? 5
3.3 Navigation 6

4.0 Employee Record 8

4.1 Recruits, Employees and Contracts of
employment 8
4.2 New records 8
4.3 Adding an employee using the Employee Arrival
option 12
4.3.1 Header information – MANAGEMENT section 12
4.3.2 Employee information – Employee tab 13
4.3.3 Contract information – Contract tab 14
4.3.4 Declarative information – Declared tab 14
4.4 Adding an employee using the Employee record
entry 15
4.4.1 Header information 16
4.4.2 Civil status tab 17
4.4.3 Address tab 17
4.4.4 Contract tab 18
4.4.5 Admin tab 20
4.4.6 Deferred based tab 22
4.4.7 Account information (Acct) tab 22
4.4.8 Others tab 24
4.4.9 Expense notes tab 26
4.4.10 Additional RSA information tab 27

5.0 Employee Contract Record 28

5.1 Header record 29
5.2 Contract tab 30
5.2.1 REFERENCES section 31
5.2.2 TRIAL PERIOD section 31
5.2.3 JOB section 31
5.2.4 CHARACTERISTICS section 32
5.2.5 CLASSIFICATION section 34
5.2.6 DATES section 35
5.3 End of contract tab 35
5.4 Declared tab 36
5.5 Declarative (next) tab 37
5.6 Payroll tab 37
5.7 Supervisors tab 42
5.8 Accounting (Acct) tab 42
5.9 Back pay 42

6.0 Arrival Document Generation 43

6.1.1 Generate documents 45
6.1.2 Employee documents generated 45
6.2 Documents generator 46
6.2.1 Document formulas 46
6.2.2 Document clauses 47

7.0 Employee Populations 49

7.1 Purpose of population function 49
7.2 Create new population group 49
7.2.1 Creating a rule 49
7.2.2 Updating populations 51
7.2.3 Population filters on reports 53

8.0 Custom Entry Screens 55

8.1 Entry options 55
8.2 Other entries 55
8.2.1 Entry screens 55
8.3 Setup of Custom entry screens 55
8.3.1 Adding a formula 57
8.3.2 Data extraction 58
8.3.3 Display and data entry 59
8.3.4 Print, export or e-mail the result 60

9.0 Update Contract Function 62

9.1 Contract update criteria 62

10.0 Update Career Follow-up 64

10.1 Career follow-up on contract 64
10.2 Using this function 64

11.0 Creating Sequence Numbers 67

11.1 Setup a sequence number structure 67
11.2 Assign the structure to a function 67

12.0 Consultant Tools – Employee/Employee Contract 69

12.1 Importing employee information 69
12.2 Employee import template 69
12.3 Important template information 69
12.4 Available employee information templates 69
12.4.1 SAEMP1 70
12.4.2 SAEMP2 70
12.4.3 SAEMP3 70
12.4.4 SAMEMP4 70
12.4.5 SAEMPSA 71
12.4.6 SAEMPCTR1 71
12.4.7 SAEMPCTRSA 72
12.5 Importing the templates 72
1.0 Circulation
Document Revision History
Date Version Detail Author

2014/08/13 Version 1.0 First Draft Coenette Bosman

2014/08/25 Version 1.0 Original Coenette Bosman

2014/08/28 Version 1.0 Final Lizane Loots

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2.0 Revision
Company structure
The structure allows for multiple company management and grouping of employees within a
structure of companies of which the company may either be legally related or legally separated
from one another.

Below is an example of a company structure:

Within a normal structure, employees can be grouped within populations that may be used within
various contexts within the system and reports. In the example above, Employees who are older
than 25 and Employees with less than two years’ in service were added as populations to group
the employees.

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Exercise 1: Add a new company and site record

Create a new company and site record within your folder (see details below)

TIP:
<Tab> from one field to the next
All mandatory fields on all tabs must be completed
[Create] the record

COMPANY RECORD:
Access: Setup > Organizational Structure > Companies
[New]

Header record
Company <Your initials> Name <Your Initials
Company>
Short Title <Your initials>

General tab
Legal Company <Tick> Registered capital; <ZAR>
Country ZA
Address tab
Code <Your initials> Country ZA
Street Number 451 Street Name Menlyn Str
City Menlyn Maine Postal Code 0181

City Pretoria

Contacts tab
Code ADMIN Title Mr
Name Admin Function: Managing Director

[Create]

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SITE RECORD:
Access: Setup > Organizational Structure > Sites
[New]

Header record
Site <Your initials Site> Name <Your Initials Site>
General tab

Legal Company <Link to the company Country ZA

you created>
Acct Tab
Financial Site <Tick> Accounting Code STD
Addresses tab
Code HO Name Head Office

Type Physical Unit/postal number 456

Street number 456 Street name Menlyn Street
Suburb Menlyn Maine City Pretoria
Postal Code 0181
Contacts tab
Code ADMIN Title Mr
Name Admin Function: Managing Director
Payroll tab
Additional RSA
Info
Trade 0145 Std industrial class 01250
Classification
PAYE Ref number 7490711647 Special econo zone ZAR
UIF Ref number U490711647 ETI No
Eligibilityemployee
Number of 0-49
employees
Skills Info
SETA Name MERSETA SDL reference nr L490711647
SDL exemption Not exempt
Equity Info
Business Type Private Sector

[Create]

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3.0 Function Overview
Personnel Administration
3.1 Areas covered in this manual

Example: Personnel administration process flow

In this section the following will be addressed:

 The management of the recruiting to the hiring of an employee.
 Administrative documentation for new employees.
 The elements of the Employee and Contract records.
 Using Custom entry screens.

3.2 How does the Personnel Administration module assist companies in their
business?

 Intelligence: The ability to access credible HR analytics and statistics was identified as
one of the top five priorities for HR professionals and managers in the next five years. The
Personnel Administration module enables users and HR professionals to create
dashboards with a graphical view of various HR indicators, such as turnover statistics,
employment equity statistics, head counts, etc.

 Control: The system allows for notifications and workflow authorisation to be configured
for various processes within the HR department to allow for control over specifics. These
include contract expiry notifications, work permit and visa expiry notifications, employee
movement notifications, etc.

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  Responsiveness: Accessibility to employee information, statistics and notifications allow
the HR department to be responsive and pro-active in managing the most expensive
resource in the company.

3.3 Navigation

Visual Process flow navigation:

You can use the Visual Process flow on the home page to navigate through the options in the
Personnel Administration Module

The quick links under Employee Management can be used to access:

 The arrival of new employees function

 The employee function
 The contracts of employment function

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Menu structure for Personnel Administration:

You can also use the menu navigation to find the functions you want to execute.

Most of the functions relating to employee administration can be found under the Personnel
Administration menu option.

You will also access the Setup menu option for settings related to the management of employees
and employee administration.

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4.0 Employee Record

4.1 Recruits, Employees and Contracts of employment

An employee will have an employee as well as an employment record in the system. The
employee may not always be an active employee even though the employee record may exist.
The employment contract is considered to be the employment record of the employee allows for
the conditions of employment to be set and determines the conditions of pay for a given employee.

The following provides a graphical illustration of the management of employees using contracts of
employment:

Recruit record Employee record

An active employee must have a contract

Contracts can run concurrently or consecutively

Can add a recruit with
basic information in
the system and Contract #1 Benefits Payslip Concurrent:
‘appoint’ to employee Overlapping activity
period
Different contract
Contract #2 Benefits Payslip
numbers (CTRNUM)

Consecutively:
Multiple activity periods
Can have same contract numbers
(CTRNUM)
Example: broken period in service

4.2 New records

New employee records can be created by using any of the following two options:

 Employee arrival option: This option allows the user to create a record for a person who
may still be in recruitment or waiting to be appointed as an employee. The user will only be
expected to enter a limited amount of information.
 Employee option: This option adds the Employee record directly to the employees list. It
will be expected that all the information required for an Employee record must be added in
this case.

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Exercise 2: Add a new employee and contract record

Create a new employee and contract record by following the case study below.

The different section so of the records is explained after this case study. Work through these
sections as you add your new record.

You will add the employee record first, and the continue to add a contract for the employee (further
in Section 5 of the manual)

TIP:
<Tab> from one field to the next
All mandatory fields on all tabs must be completed
[Create] the record

Contract record can be accessed from Employee record by using

EMPLOYEE RECORD:
Access: Personnel administration > Employees
[New]

Header record
Employee ID <Your name> Name <Your surname>
Title <Your title> First name <Your first name>
Known as <Your name> Active Tick
Civil status tab
Birth date <Your birth date> Initials <Your initials>
(Date format: (If more than one)
mm/dd/yy)
Gender Male Second name <Your second name>
(If applicable)
Nationality code ZA Marital status <Your marital status>
Country code ZA Photo <Insert>
(Select file)
Address tab
Telephone 114207111 Fax 860123456
(Format: 9N) (Format: 9N)
Mobile phone 831234567 E-mail <Your Name>
(Format: 9N) @vipppayroll.co.za
Payroll mgmt Tick Time mgmt Tick

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Contact person
Name and First Parker, Peter
name
Telephone 118078899 (Format: 9N)

Mobile phone 848447447 (Format: 9N)

E-mail peter.parker@contact.co.za
Residential address Postal address
Priority 1 Priority 2
Type Physical Type Postal
Unit number 17 Type of service PO Box
Complex Le Merrage Postal number 799
Street number 7 Suburb/District Westdene
Street Mimosa Street City Benoni
Suburb/District Westdene Postal code 1501
City Benoni Country code SA
Postal code 1501 Set as default No tick
Country code ZA Active No tick
Set as default Tick
Active Tick
Work address
Priority 3 Suburb/District Menlyn Maine
Waterkloof Glen
Type Physical City Pretoria
Unit number 1 Postal code 0181
Complex Sage building Country code SA
Street number 123 Set as default No tick
Street Cnr Aramist and Active No tick
Southern Cross
Admin tab
Work contact details
Initial site VIP Telephone 124207000
(Format: 9N)
Foreign Worker Tick Disabled worker Tick
Residence Permit 55664433 Disability reason HD
Valid to 12/01/2014
Acct tab
Accounting code STD
Payment details
Type NP Currency ZAR
Pay method ACB Bank account type Cheque
Bank ABSA Bank branch code 632005
Beneficiary <Your name> Account relationship Own
Country code ZA Account holder name <Your name>
Account number 4050353564 % 100

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 Additional RSA info tab
RSA Id number <Your ID number> Race group African
Ethnic group Xhosa Emp tax number <Your tax number>

[Create]

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4.3 Adding an employee using the Employee Arrival option

Access: Personnel administration > Staff arrivals – departures > Arrival of employees

 The Identifier field in the IDENTIFIER section specifies the unique identifier for this record. This
is a different identification number than the one generated when an Employee record is created
(this will be discussed later in this chapter).

 This record will serve as a Recruit record as not all the information associated with an
employee is captured on this record.

 The user can save this record and continue to enter the employment information when this
information is available.

Important information on the Employee arrival screen:

4.3.1 Header information – MANAGEMENT section

Payroll mgmt (Management): This selection indicates that the employee will be paid using the
Payroll Management module. If this function is not selected, this will not be an ‘employee paid
through the payroll’.
Multi-contracts: This selection indicates that multiple overlapping contracts (concurrent contracts)
must be allowed for this employee. If this selection is not made, then only one contract per active
period will be allowed.

Note:
Remember that the calculations in the payroll plan are set up differently for multiple concurrent
contract management.

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4.3.2 Employee information – Employee tab

The relevant employee related information for the future employee is captured on this tab:

Employee information
 The employee address details, personal contact details, birth details, work contact details and
supervisor details must be entered here.

Address information
 The address field labels are changed in the Country setup (Common data> Common tables>
Country).

 RSA address requirements

The address information captured on this tab will not be specific to the requirements for South
African legislation. South Africa requires more information as well as multiple addresses to be
captured for employees. This information must print on the employees’ tax certificates and
must be included when submitting the tax certificate export file to the South African Revenue
Service (SARS). The additional address requirements are accommodated on the Employee
record and will be discussed later in this chapter.

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4.3.3 Contract information – Contract tab

The conditions of employment are captured on this tab:

RSA specific information

 The lookup lists (miscellaneous tables) for Nature of contract and Job type have been changed
to accommodate the requirements for South Africa.
 Depending on the selection made for Nature of contract, the system will require additional
information. Example: A trial period end date will be enabled if the Nature of contract is P -
Permanent.

4.3.4 Declarative information – Declared tab

On this tab, the user can select to generate documents in the DOCUMENTS TO GENERATE
section. The required employment documentation will be generated automatically:

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The magnifying glass icon can be selected to view the layout of the documents that will be
generated.

Once all the information has been added the user can select the [Create] option to create the new
record.

The [Recruitment] option can be selected to move the record to the Employee list. If this option is
not selected, the record will remain in the Employee arrival list.

4.4 Adding an employee using the Employee record entry

Access: Personnel administration > Employees

A new record may be created by:

 Selecting [New] from the menu.
 Selecting [Copy] from the menu – a new employee number will be generated for the new
record.

 By entering a new employee number manually. The [Create] button will be active and a new
record may be duplicated.

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Important information on the Employee screen:

4.4.1 Header information

Employee ID: The employee ID is a unique number and identifier of the employee in the folder.
The ID can be entered manually, or generated by the system. The setup for assigning an employee
ID automatically is defined in the Sequence number function.

Field Description Impact

The local menu was changed to include South African

Title Employee title
titles
This field can be used for the name the employee is
Known As Employees ‘nick name’ known as which may be different from the full names of
the employee

Name Employee surname

The employee’s second name is entered on the Civil

First Name Employee name
status tab (see section below)
Current site and company
Site and This information defaults from the information entered on
where the employee is
Company the contract
employed
Checkbox to indicate Active contract is applicable
Active whether the employee is A payslip will be generated for this employee
an active employee or not An HR Portal user account may be created for this

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 Field Description Impact

employee
The employee may access information through the portal

4.4.2 Civil status tab

This tab includes information about the employees’ birth date and place, marital status and children
or dependents:

Note:
If the employee’s spouse is also an employee with the company, the employee number of the
spouse can be entered in the Spouse registration number field.

4.4.3 Address tab

RSA address requirements
The address information captured on this tab is specific to the requirements for South African
legislation. South Africa requires particular address information that must print on the employees’
tax certificates and must be included when submitting the tax certificate export file to SARS. The
ADDITIONAL ADDRESSES section on this tab makes provision for all the address fields required
by SARS, including multiple addresses to be captured for employees.

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The Address tab not only stores the address information of the employee, but also keeps record of
the following:
 Payroll management: If an employee should be excluded from the payroll run, or from payroll
management, then this field must be left unchecked. Take note that a payslip will not be
calculated for the employee if this field is unchecked.

 Time management: If this field is unchecked, then the system will not allow the entry of time
(leave and absenteeism) for this employee. This will also include the calculation of short time
through time entry.

 Multi-contract management: If the employee should be managed using multiple concurrent

contracts for the same period, then this function must be selected.

These settings will default from the record entered through the Employee arrival function.

 Access code: An access code can be allocated to the employee that will control user access
to this Employee record. Access to Employee records may be restricted or specifically allowed
through this setup.

4.4.4 Contract tab

The Contract tab allows for the management of employment contracts:

Contract record
The tab includes all the information related to the employment contract and also lists all contracts
assigned to the employee.
A contract can be accessed by selecting the contract line on the left of the screen. The contract

details for that contract will display towards the right of the screen. The magnifying class icon
can be selected to view the contract.

The details of the contract information will be discussed later in this chapter.

Concurrent and sequential contracts

According to the setup for contract management on the Address tab, employees may be allowed
concurrent or consecutive contracts in the same period to indicate whether:
 An employee was appointed with two separate assignments where his/her time is divided
between two different sites or companies.

 An employee holds different positions within the same company.

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Note:

Payslips are generated based on the contract of employment setup. Multiple payslips linked to
different pay benefits may therefore be printed.

The following types of employees can be defined in the system:

 Employee is temporary, with no contract of employment,
 Employee has a single contract,

 Employee has multiple contracts in the same site,

 Employee has multiple contracts in multiple sites, and

 The employee has multiple contracts in multiple companies.

Contracts can be started or ended:

 At the same time, or
 At different times.

Different setup options

Contracts can be used to indicate distribution of work within a period:

 Alternative work hours: Example morning or afternoon contracts (Contract 1 and Contract
2).

 Alternative weeks: To indicate different weeks, a contract per week can be defined.

January February

Week 1 Week 2 Week 3 Week 4 Week 1 Week 2 Week 3 Week 4

Contract 1

Contract 2

Contract 3

Contract 4

 Alternative days: Monday, Tuesday and Wednesday = Contract 1 and Thursday and
Friday = Contract 2.

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4.4.5 Admin tab
The Admin tab stores work contact, employee disability, employee line managers, permits and
authorisations and passport information:

 Work contact Information: The format for the contact numbers is specified on the Country
setup (Common data> Common tables> Country). In the RSA folder structure, the number
format is (+27) 9N for all telephone numbers.

 Employee disability: The indicator for disability will be used to identify a person with disability
in the Employment Equity reports in future. The Reasons for disability have been added
according to the South African requirements for disabled persons.

 Foreign worker: The foreign worker status will allow users to define the permit information.
Specific work and other permits may also be specified under the PERMITS AND
AUTHORISATIONS section on this screen.

 Supervisors: The employee’s line managers’ details may be entered here.

 Permits and authorisations: The permit end date will be the trigger that sets off a workflow
process for the expiry of specific permits. The end date may serve as an indicator for
notifications on a custom dashboard view.

Note:

A pre-defined option for Asylum seekers have been added in the RSA folder. This indicator is
important for the calculation of ETI in the South African pay plan. Employees with a valid ID
number, OR Asylum seekers who meet certain conditions may be a qualifying employee for ETI
purposes.

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Workflow triggers for permits and authorisations
 The HABIL workflow is triggered by the HABEND (expiry date) indicator:

 The notification is sent out automatically.

 The standard workflow conditions, recipients or message can be changed by accessing the
workflow function:

Detail Formula Explanation

Condition [F:HAB]HABEND <= date$+7 Date$ = Current Date

[F:HAB]HABEND >= date$ [F:HAB]HABEND = expiry date of the permit

The condition specifies that the trigger or
workflow must be activated if the employee’s
expiry date is in-between today’s date and a week
from now. This means that the message will be
sent a week before the expiry date arrives

Recipient [F:AD]CHEF(0) The message will be sent to the employee and

his direct manager
[F:HAB]REFNUM

Message “Employee Permit Expired”- The indicated message will be sent. The
[F:ID]SRN-[F:ID]NAM message will include the employees name and
surname

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4.4.6 Deferred based tab
The Deferred based tab allows for a specific setup for the payment of profits in the case of profit
sharing incentives:

The fund setup must be done first and is defined in:

Profit Sharing > Setup > Funds

 Effective date: Specifies the date when the employee can qualify or will benefit from the
incentives paid.
 Deferred based beneficiary: This option will be used if a percentage will be paid to the
employee. This is usually the case where a number of employees will benefit from the incentive
at the same time. The employee will then receive a percentage of the profit. Example, 2% will
be paid out to employees.
 Cash based beneficiary: The employee will be paid an incentive specific to his own
performance. Individual or team goals may be defined and a specific amount may be paid to an
employee as an incentive.

4.4.7 Account information (Acct) tab

The employees accounting information as well as his/her bank details will be recorded on this tab:

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Accounting structure
 Private account: If the employee’s payment information should be sent to an individual
account in the GL, then this field will be used to specify the account number.
 Accounting code: Allows for a more flexible way of managing accounting by employee.
 Distribution key: The amounts can be split into one or more accounting dimensions for more
detailed reporting.

Note:
If the user uses the Sage ERP X3 Financial module and will send financial information from the
Payroll to the GL, then the accounting structure in both systems must be identical. This means that
the analytical dimensions must also match exactly.

Bank information
The banks need to be defined before they can be linked to employees. Banks are defined under:
Payroll > Payments > Bank accounts

The ACB layout for the specific bank can be defined in:
Setup > Payroll tables > Bank file definitions

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RSA specific information
 The ABSA Business Integrator bank file layout has been defined in the Reference Folder
setup.
 More bank file definition layouts will be added.
 The employee’s bank details will print on his/her IRP5 certificate. It is important that the
information be completed correctly.

Additional info on bank accounts:

 The currency in which the payment must be made can be specified, e.g. ZAR, EUR, etc.
 The setup can allow for a percentage split of the employees’ salary in more than one account.

Note:
It is not possible to allocate a fixed amount to be paid into one account, and the difference to be
paid into a sweeper account.

4.4.8 Others tab

Medical examinations and link to population groups are recorded on this tab:

Medical history
Setup of medical institutions
The specific health organisation must be defined and setup under:
Setup > Payroll tables > Organisation > Description

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Recording medical history
The medical examination date allows users to define a reminder or notification for upcoming
medical check-ups. It is also possible to add a reminder or notifications to the user dashboard.

The setup for the type of visits is done in Miscellaneous Table 395.

Note:
This functionality can assist companies to comply with Health and Safety regulations. Regular
medical check-ups are required by certain companies based on the type of industry. The ability to
schedule sessions in advance as well as the notifications and dashboard views that can be set up
allows for easier management of this requirement.

Medical history report

A standard medical history report is available under the reports menu:
Reports > Group reports > Personnel administration > VISITMED

Batch entries and views for medical examinations

Personnel administration > Customized entry > Other entries

Also see the section on Custom entry screens:

 The Custom entry function can be used for the extraction of medical history but also for input of
values in a batch format.

 Access control can be added to the screen to limit users to enter or edit values or see
information they are not entitled to see.

Values that are not greyed out, may be edited and saved to update the database with the
adjustments made.

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Employee populations

The population function allows the user to create any grouping of employees which can be used as
a filtering option in reports or any filter screen.

The population group can be defined using specific rules or conditions. The rules will allow for
employees to be automatically allocated to specific population groups based on the conditions
defined on the rule.

4.4.9 Expense notes tab

The tab holds the history for expenses claims submitted by the employee:

Cost
It is possible to set up rules which define specific amounts that may be claimed by an employee for
expenses. These amounts will be used when the employee enters an expense claim through the
HR Portal. If no employee values are entered here, the system will use the entry values for the
folder, company or site as default values.

Mileage expenses
The vehicle categories as well as brackets for the expense claims may be entered on the
Employee screen. These may be used as conditions in the calculation of expense claims or vehicle
allowances.

Note:
Expense claims will be discussed in detail in a separate section of the training.

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4.4.10 Additional RSA information tab
An additional tab was added to record information specific to South Africa:

These fields also include RSA validation rules to ensure that the data entered is correct. Example:
The ID validation rules were added to ensure that only valid ID numbers can be entered in the
system.
The TAX AND UIF INFO section will be used to record information needed for the generation of
IRP5 certificates and the tax certificate export file (SARS extract file). This record will automatically
be generated by the system based on certain conditions.

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5.0 Employee Contract Record

The contract of employment can be accessed either from the Employee record, or from the
Employment Contracts list. The history of all contracts of employment per employee is stored in the
system.
 Selecting the Contract option will display all current and active contracts.
 Selecting the Contract by Employee option will display all the contracts for the selected
employee. This view is particularly helpful when an employee has multiple concurrent
contracts.

An employee may have several contracts of employment. Each contract of employment implies a
specific activity period (active period) in the system.

Exercise 2 (continues): Add a new employee and contract record

You will now be able to create an employee contract.

The different areas to be completed are explained after this case study. Work through these
sections as you add your new record.

You should now have an existing employee record, continue to add the contract record

Access: Personnel administration > Employment contracts

[New]

Header record
Employee ID Select <Your Employee Start reason New employee
ID>

(Use )
Contract chrono <Tab> Type Permanent
Contract start date 01/09/2014 Site VIP
(Default = today’s date)
Time 0800 Company <Accept default>
Contract tab
Job information
Position SALES11001 Payslip title Director

Standard job CONSULTANT Department Sales

Profile 002

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Characteristics
Job type Full time Weekly hours 40
Employment Regular hours Monthly hours 173.36
status
Working Full time Reference planning STD
conditions
Declared and Declarative (next) tabs
Deduction N/A Medical 1 adult
category dependants 2 children
Payroll tab
Payslip SA payslip Initial Basic Salary R15000.00
Statutory info
IRP5 start date 01/09/2014 ETI calculation type Normal
(Date format: mm/dd/yy)
Tax status Statutory SIC code 33333
UIF status UIF SEZ code ZAR

[Create]

5.1 Header record

 Employee ID: Click on the magnifying class icon and select the employee from the
Employee list.
 Contract chrono: This number is generated automatically based on the setup for sequence
numbers.

 Start reason: The reason why the employee started this contract may be defined in a specific
function to manage the activity periods.

Setup > Payroll tables > Reasons for arrival of an employee

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 CHARACTERISTICS section
 Automatic management of activity periods:

This option will enable the management of contract changes and the update of contract
reasons to happen automatically. For example, when a change on a contract occurs, and the
reason is added, the previous contract will automatically be ended with the ‘end reason’
indicated on this Setup screen.

 Automatic management of site entry dates:

Allows you to set whether, with the change of the employee arrival / entry reason the "Site
entry Date" has to be automatically filled or not using Contract start date.

 Payslip break:

This flag is set to allow for Payslip Consolidation. If this flag is set, it will generate a new
separate payslip when the employee arrival / entry reason changes.

5.2 Contract tab

The Contract tab allows for a list of employment contracts to display from the Employee record.
The user may select to view the details of a particular contract by selecting the magnifying class

icon .

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5.2.1 REFERENCES section

This section describes information from a labour broker.

Tip
Field Description

The labour broker contract number

Contract no. can be entered here

The labour broker agency name

Temp agency can be selected here for future
reference

5.2.2 TRIAL PERIOD section

 The duration for the trial period can be set.

 A dashboard view of all upcoming end dates for probation periods can be created for HR
administrators or line managers. This may assist in the management of employees within
their probation period.

5.2.3 JOB section

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 Field Description Impact

If this selection is not made, the

Select this option if you want the Career history
career movements of the
Career screen to be updated with information from the
employee will not be recorded
contract
on the Career screen
An org chart can be printed
The positions added under Personnel
using the position structure
Position administration > Personnel data forms >
Management reporting lines can
Ledgers will display here
be created
The jobs added under Personnel administration Defaults can be set on the
Standard job > Personnel data forms > Ledgers will display standard job to update positions
here and Employee records
This has an impact on the pay
Profiles can be setup and linked to pay plan
plan structure (Earnings,
calculations. The profile selected on the
Profile Deductions, Fringe Benefits,
employee’s contract will determine which pay
Contributions, etc.) applicable to
plan items will be applicable to this employee
this employee

5.2.4 CHARACTERISTICS section

The setup of hours as well as the conditions of employment for this employee is specified under
this section:

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RSA specific information

 The lookup lists for Job type, Employment status and Working conditions have been
updated to include values required within a South African context.

Tip
Field Description

The part time value specifies a percentage that

must be calculated on the employees’ rate of
PT rate pay. The payroll calculation will use this
percentage to calculate the income of the
employee
Hours of work See section below. The hours of work will
(Weekly hours, default from Parameter values setup, but may
Monthly hours) be changed per employee
This field is used where the hour smoothing
Annualized no. principle is applied. The system then uses the
days ‘average hours over a period’ in calculations
instead of actual hours worked
The reference week will determine how input
will be interpreted by the Time Management
module. The reference week setup will be
Reference planning
discussed in the Time Management module.
The default values are defined in the Parameter
values setup

The requirements for weekly and monthly hours will default from the Parameter values setup:

Access: Setup > General parameters > Parameter values

 Select the chapter TPS for Time management.

 Choose to view more detail under the TXH group for Hourly rate settings.

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The setup for default reference week calendar is also done in Parameter values:
 Select the chapter TPS for Time Management.

 Choose to view more detail under the DEF group for Default value settings.

5.2.5 CLASSIFICATION section

This section can be completed for employee ranking or classification purposes. The Rank and
Coefficient fields can be used as conditions to calculate payroll benefits.

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5.2.6 DATES section

The DATES section fields provide information on employee start dates with the company and site.
The Seniority date refers to the Anniversary date of the employee, and can be used to calculate
long service awards.

5.3 End of contract tab

The End of contract tab records all information relevant to the termination of employment contracts
and termination of employment or final exit of employees:

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 Field Description Impact

Totals must be zero’d after The totals will start to accumulate from zero if
RTZ of totals
termination the employee returns
If this setting is selected, then leave balances
Must leave continue to
Time events will not clear on termination of an employment
accumulate when you move
balance contract, but will be carried forward to the next
within the group?
contract
This is only checked if an employee is not
returning. The field can be left unselected if an
Must the final calculation of
Final exit employee is on an extended ‘unpaid leave’
payroll totals be done?
period such as a sabbatical. The totals will
accumulate again on his/her return

5.4 Declared tab

Most of the information recorded on the Declared tab is specific to the French legislation. It is
however important to indicate here whether an employee works for a single or multiple employers
and whether he holds one or more than one job.

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5.5 Declarative (next) tab
The Declarative (next) tab holds information regarding the employees’ medical aid and dependents
to the medical aid:

Employee event: Specific employee events linked to a date may be entered on this screen. These
events can then be used in conditions or as triggers for workflow execution. The event may also be
picked up on the dashboard view or notifications can be created based on the event date.

5.6 Payroll tab

The tab allows you to enter details which may be relevant to the payroll or payslip.

RSA specific information

PREPAYMENTS section

Payslip: A RSA payslip layout has been created in the same format as the standard VIP payslip.

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Net to gross payroll
It is possible to do a net-up calculation for an employee. This option allows you to choose the
headings and variables that may be relevant for the calculation.

Example: Calculate the gross income based on a minimum expected net salary:
 Objective heading will be the ‘Net salary’.
 Objective variable will be a specific variable created where the ‘expected net salary’ can be
entered.
 The secondary variable will be the variable where the employee’s gross salary or basic
salary is entered.

The variables and headings used in this section can be setup in the Parameter values setup as
defaults.
Access: Setup > General parameters > Parameter values

 Select the chapter PLA for Pay plan management.

 Choose to view more detail under the PAE group for Payroll settings.

Pre-payments
If an employee receives a regular advance on their salary, a regular pre-payment amount can be
entered here. The payment date for this advance can also be entered. This will be relevant only
where the particular employee receives a regular advance on a monthly basis on the same day
each month.

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Exemptions
This function allows you to exclude certain calculations on the payslip from taking place for a
specific period of time. If multiple exemptions apply for the specific period, the system will select
the exemptions that must be applied for the period. This section will be discussed in the Payroll
Management module.

Note:
This function can be used for the management of payroll earnings or deductions during maternity
leave.

Salary trend
The system records the increase history of the employee in this section. The information is updated
using the History extraction function. The setup for this section is done in Parameter values:
Access: Setup > General parameters > Parameter values

 Select the chapter PAY for Payroll management.

 Choose to view more detail under the EVO group for Salary trend information.

Totals
The user can choose to display specific payroll totals on the Contract screen for easier access.

Note:
The totals relevant to South Africa have been added on this screen. Local menu 349 was modified
to include descriptions relevant to RSA.

The linking of the totals to accumulate to the headings on the contract is specified on the Total
setup in the pay plan. The values are updated as soon as the payroll process is completed.

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RSA specific Information
The following specific information was added for South Africa:

TAX AND UIF INFO

Field Description Impact

The IRP5 start date will be used

This date will specify when the employee’s
for calculating the employees’
IRP5 start date financial information must start to accumulate
correct tax deduction for the
for the printing of an IRP5 certificate
applicable tax year
This flag will be used in a
Indicates whether an employee is legally retired
Legally retired condition for the correct tax
for tax calculation purposes
calculation
Issued to employees where the tax status is This field is associated with
equal to: Directive percentage and
 TDFD - Tax Directive - Fixed Percentage IRPDirective amount
3(b)
 DIRDFP - Director - Directive Fixed
Percentage IRP 3(b)
Directive number
 DIRDDR - Directive Director Deemed
Remuneration IRP 3(d)
 TDFA - Tax Directive - Fixed Amount IRP
3(c)
 DIRTDFA - Director - Directive Fixed Amount
IRP 3(c)
The manner in which UIF is calculated is The UIF status will influence the
UIF status
selected UIF deduction
The manner in which an employee’s tax must The tax status will influence the
Tax status
be calculated and deducted is selected tax deduction
This is an amount advised by the user and is This amount should not be
based on the previous years’ earnings. It is only changed during the tax year
applicable with specific tax statuses:
 Director - Statutory Tables
Deemed
 Directive Director Deemed Remuneration
remuneration
IRP3 (d)
 Director - Temporary / Part Time
 Director - Directive Fixed Percentage IRP
3(b)

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 Field Description Impact

Indicates whether an employee receives foreign Influences the employee’s tax

Foreign income
income calculation

Important Information:
 Directive number: If the directive is associated with the change in tax status of the employee,
then a new Contract record must be created for the employee.

If the directive number is associated with a specific lump sum received, then this will be
managed with specific comments made on the employees’ payslip. This will be discussed in
the Payroll Management module.

Employment Tax Incentive (ETI) Information

Field Description Impact
If this flag is set, all other ETI
related information is ignored for
this employee
Non qualifying Excludes this employee from the calculation for
This employee will be excluded
employee ETI
from any ETI calculation by
default
The setting allows users to select the ETI
calculation type on employee level. This will
ETI calculation type apply the exemption applying to the age of the
employee and linked to the SIC and SEZ codes
on site level
This influences the calculation
Special Economic
Indicates which SEZ the employee belongs to for ETI – some SEZ’s are
Zone (SEZ)
excluded
This influences the calculation
Standard Industrial
Indicates the SIC the employee belongs to for ETI - some SIC’s are
Classification (SIC)
excluded

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5.7 Supervisors tab
The reporting structure is defined in the user setup. Only exceptions are defined on the Contract
record.

5.8 Accounting (Acct) tab

The accounting setup defined on the Employee record will apply unless specific exceptions for
reporting are applicable on contract level. This may be applicable where multiple contracts exist
across multiple sites or companies.

5.9 Back pay

It is possible in the system to calculate back pay based on certain conditions. The settings on this
screen apply specifically when back pay calculations need to be run for a specific period. The
section will be discussed in detail in the Payroll Management module.

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6.0 Arrival Document Generation

Once the employee has been added to the system, you will be able to generate the required
documentation for the employee.

In the Sage HRM system, it is possible to generate the following documents per employee:
 Employee letter of employment,
 Employment contract, and
 Amendments to the employment contract.

Templates can be created and selected as document clauses to build the document layout.

Local menu 398 is used to define the types of documents to be available on the list. This list can
be extended through development.

Exercise 3: Generate new arrival documents

A new employee needs to receive documentation from the company once they have arrived. You
will now be able to generate your new employees’ arrival documents.

We will generate the employment contract for the employee added in Exercise 2.

Follow the section below the case study to generate your contract.

1. From the Contract record: Personnel administration> Employee contracts > Make sure the
Employment contract option is selected

2. Select Arrival Document Generation from the functions menu on the right of the screen

The arrival document generation screen will display. The relevant fields should default.

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 Select [OK]

The contract log indicating the generated contract record should display

3. Access the generated Documents to see the generated employee contract

Select [Print] to see the printed format of the document

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6.1.1 Generate documents
Documents for employees can be generated at several levels for a specific or selected number of
employees:
 Entry of employees, or

 Generate arrival documents.

Access: Personnel administration > Administrative documents > Document generation

A Selection screen is displayed from which specific employees can be selected for whom
documents must be generated:

6.1.2 Employee documents generated

All the documents generated for employees can be viewed in the Arrival document function.
Changes can be made to the documents that have been generated for the employee.

Access: Personnel administration > Administrative documents > Arrival documents

Note:
Changes that are made to documents that have already been generated, will overwrite any
changes made to the document clauses.

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6.2 Documents generator

6.2.1 Document formulas

The documents created uses mail merge fields to merge employee and company related
information on the document. The document formula option allows you to create the formulas you
want to use within a document. The merge fields will need to be created first, before they can be
used in the document

Access: Personnel administration > Administrative documents > Document Formula

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 Tip
Field Description

Employee: Information will be selected in the Types of documents can be

Type Employee record added in Local Menu 398
(through development)
A condition can be added to extract the
Formula
information specific to the selection

6.2.2 Document clauses

The document clauses are the building blocks that will be used to compile a completed document.
Each clause can be created with a specific condition to indicate when this clause will be applicable
for a particular employee. Only the clauses applicable to the selected employee will be generated.

Access: Personnel administration > Administrative documents > Document Clauses

Tip
Field Description

ARRIVAL Types of documents can be

The option allows you to select to which
DOCUMENTS added in Local Menu 398
documents this clause will apply
section (through development)
General: The particular clause will be
generated for all employees who match the
CHARACTERISTICS
criteria
section
Specific: The clause will be generated for only
those employees who have been selected
Different contracts can be
A condition can be added to specify when this
Condition generated for employees
clause must be generated
based on their job titles
This indicates the position of the clause in the The same sequence number
Sequence
document can be used if the clause must

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 Tip
Field Description

10 000 lines are available print on the same level in the

9999 indicates the last clause to print the contract
document
Page breaks can be inserted before or after a
Page breaks
clause when the document generates
Provides space to enter a clause title that will
CLAUSE section
display in the document

Refer to the clause for Maternity Leave to see how a condition can be applied.

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7.0 Employee Populations

7.1 Purpose of population function

The population function allows the user to create any grouping of employees which can be used as
a filtering option in reports or any filter screen.

7.2 Create new population group

Access: Personnel administration > Personnel data forms > Employee population groups

A new population group for African Females can be created using the Population function.

 POPULATION - Enterable on portal: The user may also select the Population group to be
entered in the HR Portal.
 SUB-POPULATION: Sub population groups can be added if a smaller breakdown of the main
group is required and linked to another population group.
 EMPLOYEES: The user may manually select employees from the employee list, or a rule can
be created to automatically assign population membership to an employee
 MEMBERSHIP RULE: A rule can be created using a formula. The rule will ensure that
employees are automatically assigned to the population based on certain conditions.

7.2.1 Creating a rule

Access the drop-down function from the Rule and select [Employee Selection]. This option will
open an Expression builder screen which will allow the user to create the rules for the population
group.

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The system will provide for an Expression builder screen where users can build the selection
conditions for this population group.

Select a field from the field list, and choose the operator and value.

Example: Employee Race = African

Once the selection has been made, select:

 [And] – To add another inclusive condition.
 [or] – To add another condition which may be mutually exclusive.

 [OK] – To accept the expression you have entered.

As soon as any of these selections are made, the expression entered will move to the ‘Formula’
line.

The expression builder will convert the expression into a formula on the Population screen.

Note:

If you are comfortable with the formula builder, you can enter the formula without selecting the
Expression builder.

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7.2.2 Updating populations
Once the population has been created, the user may update the Employee records with the
population according to the membership rules.

Select [Population update] from the Functions menu:

A Population update screen will display. You may select to update the population with or without a
simulation. A simulation is recommended as a first step to make sure that the update of populations
to Employee records will be done correctly.

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Once the update has been completed, a list of employees selected for this population will display
on the Population:

The employees on the list will also now have a new population transaction added to the Others tab
on the Employee record.

Exercise 4: Creating an employee population

The company wants to be able to select and filter on specific groups of people. The grouping of
people (i.e. population) is usually a combination of various fields on Employee and Contract
functions

The following groupings are required:

 Employees where Race = African, AND

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  Gender = Male, AND

 Employee who are foreign nationals

Create a population to provide this functionality to the company

[TIP]: Build one condition at a time and generate your population every time until you have added
all the conditions stipulated above

Access: Personnel administration > Employment populations

[New]

1. Create a new membership rule by accessing the function and selecting Employee
Selection

Create the conditions stipulated above to include the different types of employees for the
population.

2. Select to [Save] your selections

3. Select the [Population update] function and check that your employee was included in the
population (Check the Employee record – Others tab for employee added in Exercise 1)

7.2.3 Population filters on reports

The population can be used as a filter in any report.

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In the Employee list report below, only African Women were included based on the population
selection:

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8.0 Custom Entry Screens

The system allows you to create an entry screen for almost any employee or contract field. This
may be used to update or view information. This function can also be used as a reporting function
to extract information from the system.

8.1 Entry options

The following standard extractions options are available:
 AL allowances: Annual leave provision entry.

 Salary raise tracking: Allows users to execute pay increases.

 Other entries: A list of entry screen options is available.

8.2 Other entries

Access: Personnel administration > Customized entry > Other entries

8.2.1 Entry screens

Screens can be created for custom or batch entry. The user can choose the format of the Entry
screen and select the fields to be displayed or fields that must be entered through this function.

This tool can be used to restrict users to specific information for entry and also to manage
segregation of duty. Two Entry screens can be created for example to allow two different users to
enter different information.

This tool is similar to the ‘batch entry’ tool in other systems.

Note:

Calculated values that are calculated in the payroll plan (example calculated headings) may not be
edited in this function.

8.3 Setup of Custom entry screens

A list of Custom entry screens are provided in the Reference folder. Users can also define their
own screens according to requirements.

Access: Setup > General parameters > Employee screens

The feature allows the user to create Custom input screens for employee management. A field list
is available with a list of Employee fields that may be updated using this function. This list can be
found in:

Setup > General parameters > Employee field dictionary

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 Tip
Field Description

If this is an active field, it will be

Active
available for selection
These are the common fields
from the employee file which are
Yes / No
usually selected in Custom entry
screens

Header information
Tip
Field Description

The same layout can be copied multiple times.

The layout can be restricted to The ‘input’ column can be changed to allow for
Access code
certain users certain fields to be display only fields for some
users and entry fields for other users
An activity code can be added to
Activity code
protect this entry screen

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COLUMNS - Selection detail
Tip
Field Description

Select from a list of fields to add The formula option can be used to
to the Entry screen layout. concatenate fields from the Employee record.
Field Selecting the ‘Formula’ option will In the example above, the Name and
allow for a custom formula to be Surname of the employee was concatenated
created. to display in one column on the batch layout.
The value entered here will Use headings which are easy to understand.
Title display as the column heading on It may be different from the field names
the Entry screen selected
Select how the field must be Make sure that the fields where no entry will
displayed in the screen layout. be necessary are set as ‘displayed’ fields
The following options are only to limit user entry errors
Input
available:
 Entry field
 Display only field

8.3.1 Adding a formula

A specific formula can be added to display values in a field on the Entry screen in a different
manner. In the example below, the employee’s name and surname was concatenated to display in
one column instead of two separate columns:

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Exercise 5: Custom Entry Screen

The Standard Industrial Classification (SIC) code must now be printed on the employee’s tax
certificate. It is important that all employees have this value populated on their employment
contract screens.

Add a new Entry screen to populate the employees’ SIC code by using the Custom entry setup
function

Setup > General parameters > Employee screens

1. Select to add a [New] screen

2. Create columns to add the Employee Name and Standard industrial classification code

(Remember to add enough information for employee identification by adding display columns to the
template)

Tick Employee fields only (to only pick up defined columns)

3. [Save] your selections

You can now use this setup to add SIC codes for employees in a batch input screen
Access: Personnel administration > Customized entry > Other entries

1. Select the Screen code you added in the previous section

2. Select [OK]

3. View and add new information for your employees (see the section below for more
information on how to add details in this screen)

8.3.2 Data extraction

The tool may be used to extract data to view history information. This is particularly helpful to view
payroll history. The list of transactions can be exported or printed.

When the data extraction option is selected, a Display screen will allow for selection criteria to filter
employees and select an extraction period.

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8.3.3 Display and data entry
The following Data entry screen will be displayed once the selections have been made. The Entry
screen provides a list of employees based on the selections:

The following input methods can be used to enter values in this format:
 Standard input: Select a cell, and enter the value in the table.
 Replication entry: This can be useful when the same value applies to many or all employees.
Enter the value in the cell, select the options button for the cell and choose “Apply below”:

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 The value will be copied to all the cells below.

 Operational entry: This option is used if you want to apply the same operation (e.g. an
increase in a value) for several employees. This option will only be available in a column with a
value such as the columns available in the Salary raise template. Select the options button in
the cell, and select “Raise”:

 An Option screen will be displayed:

Select the appropriate option to perform the increase and apply.

8.3.4 Print, export or e-mail the result

The results can be printed, exported or emailed by selecting the options button for the grid view:

Or, choose a function from the function menu:

An increase spread sheet can be created for example, and submitted to workflow by emailing the
result to the person responsible for authorising the change:

Specific notes on exporting to MS Excel

The export to MS Excel function may result in some fields not displaying correctly on the spread
sheet. These fields must be edited manually in MS Excel by selecting the correct format for the
field. In the example below, the Employee ID field must be formatted as a ‘number’ field to display
correctly:

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Sage HRM - Personnel Administration 61
9.0 Update Contract Function

9.1 Contract update criteria

The user may use this function to update specific contract criteria based on certain filter conditions:

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Sage HRM - Personnel Administration 63
10.0 Update Career Follow-up

10.1 Career follow-up on contract

The Career follow-up option must be selected on the employee’s contract of employment to ensure
that a career history transaction is created on the employee’s Career history screen:

If this selection is not made on the contract, the movement history will not be recorded when a
change in position occurs on the Employee record.

The user may globally enable this field on the contract and update the employee’s Career
movement screen with the Update contract option.

10.2 Using this function

Access: Personnel administration > Personnel data forms > Career monitoring update

Select the employees that must update as well as the date range for the update to take place.

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Select [OK].

The employee’s Career follow up selection on the Contract tab will now be enabled through this
global action.

When you access the employee’s Career screen, the movement transactions which were created
over the selected update period will be updated for the selected employees.

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Sage HRM - Personnel Administration 66
11.0 Creating Sequence Numbers

A number generator can be created by using the Sequence number function. This function allows
for numbers such as employee numbers and contract numbers to be automatically generated
based on the rules defined for the number. The maximum number allowed through this function is
20 characters.

There are two steps to the process:

 Define the structure for the sequence number, and
 Assign the sequence number generator to a function in the system.

11.1 Setup a sequence number structure

Access: Setup > General parameters > Sequence number definition > Structures

DEFINITION LEVEL: This selection will determine on which level this structure will apply.
RTZ LEVEL: The setting will indicate when the number must reset to ‘0’. Example, if ‘Annual’ is
selected, the number will reset to zero and start from zero with every new year.
TYPE: Indicates whether the number will be numeric or alpha numeric.
COMPONENTS: Allows for a selection of component types within the system. The structure above
indicates that the first five characters of the Employee record must be generated using the SITE
code. The next eight characters must be a sequential number. The number will be created with
leading zeros.

11.2 Assign the structure to a function

Using this setup, the sequence number structure can be assigned to or linked to a specific function
in the system.

Access: Setup > General parameters > Sequence number definition > Structures

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The sequences can be assigned to different modules in the system. The modules are indicated on
the left of the screen. The employee number can be found under Common data.

Note:
A sequence number must be defined for the generation of an employee code. A number is then
automatically assigned to an employee. The number cannot be changed manually on the
Employee record.

Exercise 6: Sequence Numbers

Create a sequence number for the generation of employee codes specific to your site.
You will need to include the SITE in your sequence number definition.
You can also include other identifiers to setup your code.

Note: First create the structure for your sequence number before you assign the number to a specific
function :

Access: Setup > General parameters > Sequence number definition > Structures

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12.0 Consultant Tools – Employee/Employee Contract

12.1 Importing employee information

A function has been created in Sage HR Management to assist with the migration of data from
existing systems to HRM. A migration tool assists with the mapping of fields between the existing
system and Sage HRM. The tool also includes the option to create rules for the conversion of data
from the existing system.

This tool will be demonstrated to you during the formal class room training session as part of the
Consulting Tools section.

12.2 Employee import template

More than one import template must be created for the import of employee information because
various tables (i.e. employee address details, employee bank details, employee contract details,
etc.) are used in the system where information is stored and updated to.

12.3 Important template information

 File format: CSV.
 Date format: “ddmmyy”.
 First column identifier: Must be 1 for all templates.
 Employee ID: Not generated automatically. Must be provided for each template.
 Employee contract ID: Not generated automatically. Must be provided for each contract
template.
 Local menus: Where fields link to local menus, the item number must be provided in the
template, e.g. 1 = Male, 2 = Female.
 Miscellaneous tables: Where fields link to miscellaneous tables, the item code must be
provided in the template, e.g. Site = VIP.

12.4 Available employee information templates

Access: Setup> Usage> Imports / exports > Import / export templates

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The following seven templates are available for the import of employee and employee contract
information:

12.4.1 SAEMP1
This template consists of the following fields on the Employee record:
 Employee ID,
 Title,
 Known as name,
 Surname,
 First name,
 Active indicator,
 Birth date,
 Gender,
 Country,
 Initials,
 Marital status,
 Site,
 Initial site,
 Home number,
 Fax number,
 Cell number, and
 E-mail address.

12.4.2 SAEMP2
This template consists of the following fields on the Employee record:
 Employee ID, and
 Work telephone number.

12.4.3 SAEMP3
This template consists of the following fields on the Employee record:
 Employee ID, and
 Accounting code.

12.4.4 SAMEMP4
This template consists of the following fields on the Employee record:
 Employee ID,
 Payment type,
 Payment method,
 Bank,
 Country,
 Bank ID number,
 Currency,
 Bank account type,
 Bank branch number,
 Account relationship,
 Account holder name, and
 Percentage.

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12.4.5 SAEMPSA
This template consists of the following fields on the Employee record (RSA specific):
 Employee ID,
 Employee tax number,
 Second name,
 RSA ID number,
 Passport number,
 Passport country,
 Ethnic group,
 Racial group,
 Address type,
 Service type,
 Default,
 Unit/postal number,
 Complex,
 Street number,
 Street name,
 Suburb/District,
 City,
 Postal code, and
 Country code.

Note:
Address details repeated three times in template to cater for multiple addresses.

Note:
More fields will be added for the latest tax certificate export specifications.

12.4.6 SAEMPCTR1
This template consists of the following fields on the Contract record:
 Employee ID,
 Contract,
 Contract start date,
 Reason,
 Nature of contract,
 Site,
 Collective agreement,
 Profile,
 Payslip title,
 Department,
 Rate per hour (PT rate),
 Hours per week,
 Hours per period,
 Monthly gross,
 Reference planning,
 Fixed term contract reason,

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  Termination date,
 Termination reason,
 Socio-professional category,
 Category,
 Professional status,
 Risk,
 Employee category deduction, and
 Sickness scheme.

Note:
Some of these fields will be removed in future (i.e. French mandatory fields).

12.4.7 SAEMPCTRSA
This template consists of the following fields on the Contract record (RSA specific):
 Employee ID,
 Contract,
 Contract start date,
 IRP5 start date,
 Tax status,
 Legally retired,
 Deemed remuneration,
 Directive number,
 Directive percentage,
 Directive amount,
 UIF status,
 Standard industrial class (SIC), and
 Special economic zone (SEZ).

12.5 Importing the templates

Access: Usage > Imports / exports > Imports

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 Use the magnifying class icon to select the required template, e.g. SAEMP1.
 Select [OK].

 Specify the file location.

 Repeat this step for all seven templates.

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