Mandatory Fields for Employees

Managing Mandatory Fields for Employee Profiles in FreePayroll

Accurate and complete employee data is crucial for successful payroll processing and compliance with HMRC regulations. FreePayroll requires specific mandatory fields to be filled out for each employee. This guide outlines these fields and the importance of their accuracy.

HMRC Required Fields

To ensure all submissions to HMRC are successful and to avoid penalties, the following fields must be accurately completed:

- First Name
- Last Name
- Gender
- Date of Birth
- Employee ID (unique identifier)
- Address Line 1
- City
- Country
- Post Code
- Valid NI Number (National Insurance Number)
- NI Category
- Tax Code
- Employee Start Date

Note on Titles: If you provide a personal title for an employee, it must match the gender normative associated with that title (e.g., Mr, Ms, Miss, Mrs, Dr).

FreePayroll Required Fields

To support the automated nature of FreePayroll system and ensure no employee payment details are missed:

- Email Address: Needed for sending digital documents such as payslips and P60s and pension welcome letters.
- Pay Schedule: Each employee must be assigned a pay schedule.
- Salary: Salary details must be specified in the employee's profile.

Ensuring Data Accuracy

- Unique Email Requirement: Each employee record must have a unique email address to comply with GDPR regulations.
- Update and Verification: Regularly verify and update employee information to maintain accuracy and prevent issues during payroll processing.

Updated on: 27/04/2024