Entering a new employee into Personeel en Salaris Online

When you are logged in, you can see the following screen:
You see the period in which you can make changes in the top right corner.
The active period is written in the format 'year-month-M' or 'year-period number-W4'.

Here you can only make changes in the active period. So you can only add a new employee(s) who will be employed in the period indicated (or later) in the top right corner. If you want to register employees before the currently active period, look further down in this manual under the heading 'Entering employees who have entered service before the currently active period' for more explanation.

Click on "Actions" and select "New Employee" to register a new employee in the active period (or in the future):

You will see the following screen:

Choose the option "Payroll" (Do not choose)

1. Next to "Default employee", you can (via the dropdown menu) choose a number of standards by which you immediately set a number of settings correctly.
   • For example, choose Parttimer/Fulltimer, On-call employee (Oproepkracht) or Trainee (Stagiair). If in doubt, you can leave this blank.
2. At "In service date", the default is the first day of the month (of the active period). You can of course adjust it to another day in this month or a future month. However, you cannot register an employee in the past. For an explanation, see the article 'Register employees who have been employed before the currently active period' down below.
3. All fields under the heading "Personalia" must be completed.
   • The "Empl. no." (employee number) is automatically filled.
   • Always enter the maiden name of married women next to "Surname". If you also want to use the spouse's name, click on "More contact data" (at the bottom of the form).
4. At "Address", you can enter the zip code and house number and click on "Search address". Then Personeel en Salaris Online searches for the right address.
5. Next to "IBAN number" you enter the IBAN number (number of the bank account) of your employee. The "Bank acc. nr." field can be left blank.
6. Click on "Next".

Then you will see the following screen:
You can enter the contract details here.

1. Enter the correct "Contract start date".
2. Enter the end date of the trial period under "Trial period contract" if applicable.
3. At Contract type you can (via the drop-down menu) choose "Temporary" or "Permanent".
4. “Contract end date": Make sure you enter the last working day of the contract and not the first day the contract is ended. Often a contract ends on the last day of the month.
5. Choose whether there is a written contract.
6. Only fill hours per week if these deviate from schedule hours; otherwise you can leave this blank.
7. Choose whether or not to apply the "Wage Tax Rebate".
8. At "Job title", you can choose from the job titles that have been used so far. If it concerns an employee in a new position, you can leave it blank here and report this new job title to us.
   Underneath you can choose the contract type. For example, you can choose "Employment contract (Arbeidsovereenkomst) or Internship agreement (Stagiair).
9. The "Manager, Department and Cost Center" fields are optional.
10. By clicking on the upward arrows () you can add documents to your digital file.
    • Here you can upload a copy of the passport or identity card, the ‘loonbelastingverklaring’ (income tax declaration) and the contract. These are then always available online for you. Therefore, you no longer need to email us these documents separately.
11. Click on "Next".

Then you will see the following screen:
You can enter the salary and roster here.

1. At "Schedule" your full-time schedule is filled in as standard. Here, you can enter which days the new employee will work. Always fill in 2 weeks.
   • If an employee starts working a fixed number of hours, but the days do change a lot, make the best possible estimate so that the total number of hours corresponds to the contract hours.
   • For an on-call worker, you fill in 0 everywhere.
2. You can enter the gross full-time salary next to "Gross full-time salary", when the schedule is filled in correctly.
3. If the employee is an on-call worker, you can select and fill in "Gross Hourly Wage".
4. At "Salary Table" you can choose a salary table, scale and step, if applicable. If you do this, the "Gross fulltime salary" will be filled in automatically for you. If no salary table applies, choose "None" here (like in this example)
5. For the "Annual wage special rate" you enter the gross monthly salary * 12 months * 1.08 (for the holiday pay).
6. With "Fixed wage components", you can add recurring allowances on a monthly basis. For example, think of the travel allowance. Enter the standard amount that the employee can receive monthly.
7. If the employee comes into service mid-month, you can check the box at "Pro rata". The allowance is then calculated pro rata in the month of employment.
8. Click on the + to confirm the entered wage type at 6. You can then add more reimbursements.
9. Click on "Next".

You will see the following screen: 
These New Employment Action Points are optional.

Click on "Finish".

Then click on "To employee" and you will see the data entered.

If you click on the "Payslips" tab, you can immediately see a pro forma calculation for the new employee.

Entering employees who have entered service before the currently active period:

In Personeel en Salaris Online, it is also possible to register employees for a period for which the salary calculations have already been made.

First, you select the little house in the menu on the far left corner to get to the home screen.

 Then choose "New employee" under "Mutation forms requester".

Then you will see the following sceen:
On the first tab "Personal info" you fill in the fields completely. The fields Bank Account Number, BIC-code, Emergency Contact and Relation can be left blank.

Click on "Next".

On the second tab "Address and Contact" the "Address data" are mandatory. The "Contact Details" are optional.

If your employees use the employee login, you can enter the employee's email address here at "Private email".

Click on "Next".

On the third tab "Employment and schedule", you enter the required information.

1. Next to "Default employee" you can (via the dropdown menu) choose a number of standards, by which you immediately set a number of settings correctly. 
   • For example, choose Parttimer/Fulltimer, On-call employee (Oproepkracht) or Trainee (Stagiair). If in doubt, you can leave this blank.
2. Choose whether or not to apply the "Wage Tax Rebate".
3. Enter the "Contract start date" and "Contract end date": make sure that you enter the last working day of the contract here at the end date:
   This is not the first day that the contract has expired. Often a contract ends on the last day of the month.
   
4. Select whether the contract is "Temporary" or "Permanent".
5. Enter the end date of the trial period under "Trial period contract" if applicable.
6. Select whether there is a written contract.
7. Fill in the number of contract hours per week. For an on-call employee, you can fill in "0".
8. At "Select function" you can choose from the functions that have been used so far. If it concerns an employee in a new position, you can leave it blank here and report this new function to us.
9. The fields "Select manager, Select department and Select Cost Center" are optional.
10. At "Schedule" your full-time schedule is entered as standard. Here you can enter on which days the new employee will work. Always enter 2 weeks.
    
    • If an employee starts working a fixed number of hours, but the days do change a lot, make the best possible estimate so that the total number of hours corresponds to the contract hours.
    • For an on-call worker, you fill in 0 everywhere.

Click on "Next".

On the fourth tab "Salary and wage components", you fill in the required information.

1. At "Salary" you can choose different salary options via a dropdown menu:
   • You can enter the "Gross fulltime salary" here, if the schedule is filled in correctly. 
     Please do not use the Gross Salary Parttime here.
   • If the employee is an on-call worker, you can select  "Gross Hourly".
2. Do you want to use a "Salary table"? If so, check this radio button and choose the correct salary table, scale and step. You do not have to enter a gross salary anymore.
3. You do not have to calculate the "Estimated annual salary" yourself. By clicking on the "Generate Estimated Annual salary" button, the annual rate is calculated automatically.
4. With "Wage components" you can add recurring allowances on a monthly basis. For example, think of the travel allowance. To do so, select the correct reimbursement in the dropdown menu, click on  and a line appears with this reimbursement. Under "Waarde" (value), enter the amount that the employee can receive monthly as standard. If the employee comes into service mid-month, you can check the box at "Pro rata". The allowance is then calculated pro rata in the month of employment. You can add multiple reimbursements in this way.

Click on "Next".

You will be taken to the fifth and final tab: "Review and Submit".

Check all the data entered here. By clicking on "Previous", you can go back in the tabs to adjust things if necessary.

Almost at the bottom (scroll down), you can add documents to your digital file under "Attachment".

Here you can upload a copy of the passport or identity card, the ‘loonbelastingverklaring’ (income tax declaration) and the contract (optional). These are then always available online for you. Therefore, you no longer need to email us these documents separately.

At the bottom you can add "Comments". Click on "Add" after typing your comment.

When your entry is complete, click on "Submit".

We will receive a message that you have completed this mutation form. Only after we have approved the mutation form, you can view a pro forma payslip or enter changes, such as hours worked and days worked. That’s why we always recommend that employees, who are employed during the active period, are entered via the first method.

Do you have any further questions or comments?

Don’t hesitate to contact us!