Editing an employee record

You might sometimes need to change or update the information on your employee record. It’s easy to do this in Sage One Payroll, but it’s useful to know which areas are available.

You can’t amend the information shown on the Workplace pensions tab from within this window, however it will automatically update once you complete each step for automatic enrolment.

To edit an employee record

Watch how

  • 1. Employees > click the employee you want to edit > Edit.

If an NVR response message appears, this may be due to an issue with the employee’s NI number.

  • 2. Amend the employee record as required > Save. For information about editing the Employee Details tab, please refer to the following section. Alternatively, you can edit working patterns.

Employee details

Item Description
Personal Details Basic information about the new employee, including their national insurance (NI) number. If you can’t find the employee’s NI number, you should record the employee’s first name(s) and surname, address, date of birth, and gender. You can then ask your employee to complete a new starter checklist.
Contact Details The employee’s postal address, telephone number and e-mail address.
Pay Cycle This is how often you pay the employee. The available options are weekly, 2-weekly, 4-weekly and monthly.
Contracted Weekly Hours The number of hours the employee is contracted to work in a single week.
RTI Pay ID This is used to capture a unique employee reference for your company which is included in your submissions to HMRC.

If you’re transferring part way through a tax year from another payroll system that assigned a RTI Pay ID to your employees, you must enter the same RTI Pay ID in Sage One Payroll.

If your previous payroll system did not have RTI ID’s you must enter a reference of your choice.

If your employee is a new starter who has moved from another business, or you haven’t previously used a payroll system to submit your employees under RTI, Sage One will automatically assign them an RTI Pay ID.
Start Date The date on which the employee started employment with the company.
Finish Date The date on which the employee finished employment with the company. If you specify a Finish Date, the system treats the employee as a leaver.
Payment Method The method by which the employee receives their pay.
Is a Non UK Worker Automatic enrolment legislation doesn’t apply to non UK workers. If you don’t need to assess your worker under automatic enrolment conditions, select this check box.

For example, this can happen if they’re seconded from a non-UK employer, their base remains outside the UK, their contract remains with the non-UK employer and they’ll return to work outside the UK for this employer after the placement.
Current Tax Details * Tax Code

The employee’s tax code determines the tax allowances they receive. In the case of a new employee, it should be specified on their P45.

If not, the new employee must complete a new starter checklist. The information they provide on this determines which tax code they should be on.

In some circumstances HMRC will tell you that the employee’s tax code needs to be changed. The new tax code will take into account the employee’s correct Total Pay to Date and Total Tax to Date values for the tax year.

* Week1/Month 1

If the employee’s tax is calculated on a Week 1/Month 1 basis, select this check box.

* National Insurance (NI) category

The employee’s NI category. Each category has a contribution category letter which matches the letters shown in the NI tables, and is referred to as a contribution table letter. The letter is usually A, B, C or J.

* On Trade Dispute

If the employee is currently is in a trade dispute with the employer, select this check box.


HMRC define a trade dispute as:
‘any dispute between employers and employees, or among employees. It should be connected with the employment, or non-employment or the terms or conditions of employment of any person, whether employed by the employer with whom the dispute arises.’
Is a Director If the employee is a director of the company, select this check box. National insurance (NI) is calculated differently for a director than a normal employee.

When you select the Is a Director check box, you must also enter the following information:

Directorship Started

Use this drop-down list to specify whether the employee became a director in a previous tax year, or during the current tax year.
If the directorship started in the current tax year, you must also include the Start Date.

Preferred Calc Method

Directors’ NI can be calculated in two different ways. Each method gives the same NI liability amount by the end of the tax year, although NI payments during the year can be quite different under the two methods.

Calculate NI Cumulatively

This is the default calculation method. It is most common for directors who are paid irregularly by the company. This method involves the use of annual earnings thresholds to determine the director’s NI liability in a particular pay run. The director isn’t liable for NI until their total earnings during the tax year exceed the Annual Primary Threshold.

* Calculate NI Per Pay Run

This calculation method, sometimes called the alternative method, involves determining the director’s NI liability on a weekly/monthly basis in each pay run using weekly or monthly earnings thresholds. It is most common for directors who are paid regularly by the company.

Because this method yields an averaged NI liability in each pay run without reference to other pay runs, a balancing calculation is carried out at an appropriate time using year to date earnings thresholds. This makes any necessary correction to the director’s NI liability.
Previous Tax Details: Starting Basis In the Previous Tax Details section, you can enter the available details about the employee’s previous tax and NI details in the current tax year.

Starting Basis: This is an existing employee.

If you’re setting up an employee who already works for you and is being paid in the normal way, select this option. When you select this option, some extra options are available:

Starting Basis: Employee Declaration: P45

If the employee has presented a P45 Part 3 issued by their previous employer, select this option.

You must then choose one of the Circumstances options. These determine which additional options are available.

* Circumstance A

Select this declaration if this is the employee’s first job since the last 6 April, and he/she has not been receiving taxable Jobseeker’s Allowance, Employment and Support Allowance, taxable Incapacity Benefit, or a state or occupational pension.

* Circumstance B

Select this declaration if this is the new employee’s only job, but since last 6 April he/she has had another job, or has received taxable Jobseeker’s Allowance, Employment and Support Allowance, or taxable Incapacity Benefit. This option also declares that the employee does not receive a state or occupational pension.

* Circumstance C

Select this declaration if the new employee also currently has another job, or receives a state or occupational pension.


If the new employee does not have a P45 from their previous employer, use the Employee Declaration: P46 starting basis instead.

Starting Basis: Employee Declaration: P46

You also need to choose one of the Circumstances options.

* Circumstance A

Select this declaration if this is the employee’s first job since the last 6 April, and he/she has not been receiving taxable Jobseeker’s Allowance, Employment and Support Allowance, taxable Incapacity Benefit, or a state or occupational pension.

* Circumstance B

Select this declaration if this is the new employee’s only job, but since last 6 April they have had another job, or has received taxable Jobseeker’s Allowance, Employment and Support Allowance, or taxable Incapacity Benefit. This option also declares that the employee does not receive a state or occupational pension.

* Circumstance C

Select this declaration if the new employee also currently has another job, or receives a state or occupational pension.

* Unknown

Choose this circumstance option when you don’t have enough information on the starter to complete a P46.
Tax Code The tax code determines the tax allowances the employee receives. You must specify this if the employee already works for you or has presented a P45 Part 3.

The tax code should be specified on the P45 Part 3.

If the new employee does not present a P45, they must complete a P46, which will indicate to the payroll system which which tax code they should be on.

If the employee’s tax code subsequently needs to be changed to take into account the employee’s correct ‘Total Pay to Date’ and ‘Total Tax to Date’ values for the tax year, HMRC will inform you.
Leaving Date The date on which the employee finished their previous employment.
Week 1/Month 1 Select this check box if the employee’s tax is calculated on a Week 1/Month 1 basis.
Final Pay Period The week or month of the employee’s final pay run in their previous employment.
Total Pay to date The total amount of pay the employee has received in the tax year to date, if any.

This field is only editable when you are creating a new employee.
Total Tax to date The total amount of tax paid by the employee in the tax year to date, as specified on their P45.

This field is only editable when you are creating a new employee.
Employer’s PAYE Ref This reference number identifies the employee’s previous employer, if any. It is specified on their P45.

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