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.

FieldDeadlineRequiredTypeDescription

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., electronic payment)

First Pay Run

Conditional -Required if Payment Method is EFT

Text

How will this employee be paid

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

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.

  1. Accessing the Upload Feature:

    • 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:

  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:

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

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