Add or edit an employee

Overview

Employee records are automatically created in TaxLab when you import benefits or vehicles linked to a new/unique employee ID. While you can add employees manually, the recommended approach is to import them alongside their assigned benefits to ensure accuracy and to avoid duplicates. 

It does not matter which tax year or quarter the employee records are imported into, the software will recognise and apply employee details across all relevant quarters and years.

Please note that employee cash pay/salary information does not roll over to the next FBT tax year. This needs to be manually entered in Quarter 4 of each FBT tax year. 

Employee records can be viewed, edited and updated from the Employees screen from the entities FBT calculation under Workpapers > Employees.

Essential employee fields

To import employees into TaxLab, the minimum required fields are:

• Employee ID
• In quarter 4 Full year gross cash pay (for alternate rate calculations)

Additional fields such as first name, surname, cost centre, and join date are optional and may be included depending on your organisation’s preference.

Manually add an employee

1. From the entity’s FBT calculation, in the navigation bar select Workpapers > Employees.
2. Select New.
3. Complete the relevant available fields.
4. Select Save.

Edit an Employee

Employee records can be updated either manually or by importing the necessary data.

Manual instructions

Edit one employee record:

1. From the Employees screen, select the checkbox next to the employee.
2. Select Edit.
3. Make the necessary changes, then select an area outside the fields (within the edit box) to register the update.
4. Select Save.

Edit multiple employee records:

1. Select the checkboxes next to the employees.
2. Select Edit.
3. Make the required changes, then select an area outside the fields (within the edit box) to register the update.
4. Select Save.

Import instructions

1. Prepare your data in a spreadsheet using the column headers from the FBT import template.
   • Ensure the Employee ID matches existing records in TaxLab.
   • Only include columns for the fields that need to be updated.
2. Copy the data, including column headers.
3. In TaxLab, from the entity’s FBT calculation, select Workpapers > Employees.
4. From the Employees screen, select Import.
5. Paste the copied data into the Import pop-up window.
6. Select Import.

Delete an Employee

A single employee:

1. Select the employee ID to open the Edit employee pop-up, then select Delete. OR;
2. Select the checkbox next to the employee record, then select Delete.

Multiple employees:

1. From the Employees workpaper, select the checkboxes next to the required employee records.
2. Select Delete.

Troubleshooting

Issue: Can’t delete an employee

If a departed date is automatically assigned when trying to delete an employee, it means benefits have been linked to that record, and it can not be deleted

To resolve:

• Reassign all benefits to the correct employee before attempting to delete the record.
• Ensure reassignment occurs across all quarters and all tax years where the employee was assigned benefits.
• Consider the impact on any previously filed FBT returns before making changes.

Issue: Duplicate employees

Duplicate employee records can’t be deleted if they have assigned benefits.

To resolve:

1. Identify which employee record should be retained.
2. From the FBT calculation, select Workpapers > Benefits.
3. Select the Full year tab.
4. At the bottom of the table, select All Benefits.
5. Use the search bar to locate benefits linked to the duplicate employee.
6. Select the checkboxes for relevant benefits, then select Edit.
7. In the Bulk Edit window, select the correct employee from the dropdown.
8. Select Save Changes.
9. Repeat for all relevant tax years.
10. Once all benefits are reassigned, delete the duplicate employee as described above.

Related articles

Manage benefit and pooling categories

Benefits assigned to former employees