Employee Information

This section provides guidance on managing employee data in Agrigistics, covering both the specifics of required personal information fields and the process for bulk uploading this data efficiently.

Field Descriptions

The provided employee information table is applicable for employees with a 'True' UIF (Unemployment Insurance Fund) status, requiring all listed fields. For employees with a 'False' UIF status, only their first name, surname, employee number, and employment start date are mandatory.

Submission deadlines at Agrigistics are about sending the right employee information at the right time. We focus on getting the most important details first, so our clients can start using our services quickly. Other information that's not needed right away can be sent later. This makes things easier for our clients and keeps everything organized.

Field	Deadline	Required	Type	Description
Employee #		Yes	Text	Unique identifier for the employee
Job Description		No	Text	Description of the employee's job role
First Name		Yes	Text	Employee's first name
Surname		Yes	Text	Employee's surname
Nickname		No	Text	Preferred informal name of the employee
UIF	First Pay Run	Yes	True/False	Unemployment Insurance Fund number
PAYE	First Pay Run	Yes	True/False	Pay-As-You-Earn tax reference number
Income Tax Number		No	Text	Employee's personal income tax number
ETI	First Pay Run	Yes	True/False	Employment Tax Incentive eligibility
Race		Yes	Text	Employee's race
Gender		Yes	Text	Employee's gender
Date of Birth	First Pay Run	Yes	Date	Employee's date of birth
ID Type	Monthly Filing	Yes - Must be specified as 'ID' or 'Passport'	Text	Type of identification
ID Number	Monthly Filing	Conditional -Required for South African citizens	Text	Identification number
Employment Start Date	Monthly Filing	Yes	Date	Date when the employee started working
Passport Number	Monthly Filing	Conditional - Required for non-citizens/foreign employees	Text	Passport number for foreign nationals
Country of Origin	Monthly Filing	Yes	Text	Employee's country of origin
Passport Expiry	Monthly Filing	Conditional - Required for non-citizens/foreign employees	Date	Expiry date of the passport
Mobile Number		No	Text	Employee's mobile phone number
Address Line 1	Bi-Annual Filing	Yes	Text	Primary line of employee's address
Address Line 2		No	Text	Secondary line of employee's address
Address Line 3		No	Text	Additional line of employee's address
City	Bi-Annual Filing	Yes	Text	City of the employee's address
Province	Bi-Annual Filing	Yes	Text	Province of the employee's address
Postal Code	Bi-Annual Filing	Yes	Text	Postal code of the employee's address
Address Country Code	Bi-Annual Filing	Yes	Text	Country code of the employee's address
Payment Method	First Pay Run	Yes	Text	Method of payment (e.g., bank transfer)
Bank	First Pay Run	Conditional -Required if Payment Method is EFT	Text	Bank name for direct deposits
Branch Code	First Pay Run	Conditional -Required if Payment Method is EFT	Text	Bank branch code for direct deposits
Account Type	First Pay Run	Conditional - Required if Payment Method is EFT	Text	Type of bank account (e.g., checking)
Account #	First Pay Run	Conditional - Required if Payment Method is EFT	Text	Bank account number for salary deposits
Holder Relationship		Conditional - Required if Payment Method is EFT	Text	Relationship of account holder to employee
3rd Party Name		No	Text	Name of third party for payment (if applicable)

Employee information can be captured individually for each employee or bulk uploaded by using an Excel template file.

Edit Employee Personal Information

Navigate to the employee payroll screen to edit an individual's information. To access this screen:

• Navigate to Payroll / Employees and click on the desired employee

• Navigate to a Recurring Pay run and click on the desired employee

Navigate to the Employee Details tab. On this screen you will be presented with all the relevant information for the employee:

Employee Information

Bulk Edit/Upload Information

For a quick and simple way to edit details for multiple employees at once. Please note to add any payroll information for employees they must first be added under Management / Employees.

Import and export employee personal information

1. Accessing the Upload Feature:

   • Navigate to Payroll / Employees

   • Click on the downward-facing arrow next to the "Import personal info" button located at the top right-hand corner.

2. Export Employee Information

   1. Export All: Exports all employee information.

   2. Export Pay Run Errors: Exports data specifically related to errors in pay runs and that need to be fixed before the first pay run can be completed.

   3. Export Monthly Filing Errors: Exports information regarding errors in monthly filings

   4. Export Bi-Annual Errors: Focuses on exporting data concerning bi-annual filing errors.

   You can make changes to any information on this sheet. The sheet will highlight required information with red validation errors.

3. Reference for Field Requirements:

   • For details on which fields are required or conditional, refer to the field descriptions.

4. Completing the Upload:

   • After making the necessary changes on the excel sheet, click on the "Import personal info" button on the same page and follow the instructions to update the information.

Bulk Resign Employees

Resigning one or more employees and adding the correct UIF status.

Validation

To make sure all employee information is valid, the Agrigistics payroll has built in functions to assist in finding errors with all your information.

Tax certificates cannot be generated for employees that have validation errors

Click on the red exclamation icon next to filter to view validation errors across all your employees:

Validation Errors

Once you have clicked on the icon, a detailed side panel will appear with specific errors for each employee:

Validation error for a specific employee

Click on the specific employee in the list to edit and correct their information. If there are no errors for an employee the red icon will disappear next to their name.