How to Add New Employees (New)

Updated July 20, 2023 05:14

In this section, you will learn how to add new employees or request to add new employees along with all the necessary employee information. In this section, there will be four discussions related to the steps for inputting new employee information. However, beforehand, make sure you have set employee quota limits, or click here for an explanation.

Here are the steps.

Enter the Employees menu, then select the Employee directory.
Click “Add Employee”, then, click “Add New Employee”.

Important
The "Add Employee" button can change to a "Request employee" button which makes it mandatory for your approval to act adding an employee to a certain role. This feature can be activated in the approval setting.
1. To request an employee, click "Request employee" .

2. You can select “Request” and click Add new employee . Then, you can monitor the status of the approval request in the list below. If you need guidance on doing mass add employee requests, read here.
Next, you will be redirected to the employee information input page. There are four parts of data that you need to complete, namely Personal Data, Employment Data, Payroll, and Invite Employee.

A. Personal Data

In the first part you will be directed to the Personal Data page, this page contains personal information for new employees. To enter Personal Data, follow the steps below.

1. Click "Name" to fill in the employee's first name and last name according to the identity card.
2. Click "Email" to fill in the employee email.
  
  This email is used for activation of the ESS account and notifications from the Talenta system.
3. Click "Mobile Phone" to fill in the employee's cell phone number and "Phone" to fill in the employee's home phone number.
4. Click "Place of Birth" to fill in the place of birth on the identity card and "Birth Day" to fill in the place of birth on the identity card.
  
  This information serves as the default password when the employee first opens the payslip.
5. Click "Gender" to fill in the employee's gender and "Marital Status" to fill in the employee's marital status.
  
  - Gender will affect the type of leave that an employee is entitled to based on government regulations, for example: maternity leave.
  - Marital Status can be used to formulate formulas, for example, allowances/deductions whose nominal value is set based on marital status
6. Click "Blood Type" to fill in the type of employee's blood type and "Religion" to select the employee's religion.
  
  Religion will be used to calculate THR based on religious holidays.
7. Click "Identity Type" to fill in the type of identity used in the employee data and "Identity Number" to fill in the valid employee identity number.
8. Click "Identity Expired Date" to fill in the expiration date of the employee's personal identity and "Postal Code" to fill in the postal code number of the residential address on the identity card.
9. Click "Citizen ID Address" to fill in the residential address on the identity card.
10. Click "Residential Address" to fill in the current residential address (domicile). Activate the Use as residential address checkbox if the domicile address is the same as the residential address on the identity card.
11. After all personal data is filled in properly and completely, click "Next".

B. Employment Data

After that, you will be directed to the Employment Data page, this employment data contains employee data at the company, such as employee id, job position, job level, and others. To input Employment Data, follow these steps.

Information:

No.	Column Name	Description
1	Employee ID	Enter the employee identification number. This number is unique and different for each employee. The numbering format can be arranged according to company regulations. If you make a request for additional employees, and it turns out that the request was canceled or rejected, then the employee id can be reused by other employees.
2	Barcodes	Enter the employee absence number on the fingerprint machine which is unique and different for each employee.
3	Join date	Enter the date the employee joined the company.
4	Employment status	Fill in the employee's employment status, which includes the status (default) Permanent, Contract, or Probation.
5	Structure Grouping	Fill in the company organizational structure group.
6	Sign date	If you choose Permanent status, then you must fill in the significant date in the column provided below. employee date - If you choose Contract or Probation status, you must enter the expiration date of the contract or trial period. If you want to add an Employment Status category, you can see the explanation here. - The Join Date can affect payroll rules in accordance with company regulations, for example, salary prorate rules.
7	Branch	Fill in the branch of the company where the employee works.
8	Organization	Fill in the name of the department where the employee will work.
9	Job levels	Enter the level of the employee's position.
10	Job positions	Enter the employee's position. - This option will affect the applicable approval path settings. - Use the "Add New Job Position" button to add a new position (if any).
11	Grade	Choose the status of the employee group which is generally related to employee salary and benefit schemes (eg group IV).
12	Class	Choose a class of employees that is generally related to employee salary and benefit schemes (eg IVA).
13	Schedule	Fill in the employee's routine work schedule.
14	Division	Enter the employee division.
15	Approver line	Choose the employee's direct approver when making several requests, such as leave and so on.
16	Manager	Select the employee's manager which will be seen in the company's organizational chart.

C. Payroll

Next, you will be directed to the Payroll payroll page which contains employee payroll data at the company. To input payroll data, here are the steps.

Click "Basic Salary" to fill in the basic salary received by employees and "Salary Type" to fill in whether the basic salary is for one month or one day.
Click "Payment Schedule" to fill in the employee salary payment period and "Prorate Settings" to fill in the type of employee prorate according to company regulations.

In the Payment Schedule, the options that appear in this column follow the settings that have been made in the Payroll Configuration > Payment Schedule menu
Click "Allowed for Overtime" to fill in the overtime status for employees and "Overtime Working Day Default" to fill in the overtime policy that applies to working days.

In Allowed for Overtime, if you select Not Eligible, employees cannot apply for overtime and there is no Overtime tab in Employee Info.
Click "Overtime Day Off Default" to fill in the overtime policy that applies to holidays and "Overtime National Holiday Default" to fill in the overtime policy that applies to national holidays.
Click "Bank Name" to fill in the name of the bank used in the payroll process.
Click "Account Number" to fill in the employee's bank account number and "Account Holder Name" to fill in the bank account owner's name from the account number concerned.
Click "NPWP" to fill in the employee's Taxpayer Identification Number and "PTKP Status" to fill in the Non-Taxable Income status for employees.

In the NPWP If this column is not filled in, the employee will be subject to a 20% higher withholding tax rate.
Click "Tax Method" to fill in the type of tax calculation according to company regulations and "Tax Salary" to fill in the type of salary payment for employees.
Click "Taxable Date" to fill in the start date of taxation for employees and "Employee Tax Status" to fill in employee tax status.

- On Taxable Date, if this column is not filled in, the start date of tax imposition will refer to the join date.
- In Employee Tax Status, the tax status of the selected employees affects the PPh 21 calculation scheme.
Click "Beginning Net" to fill in the amount of net income for the previous period (for employees transferring or joining in the middle of the year) and "PPh 21 Paid" to fill in the amount of PPh 21 for the previous period that has been paid (for employees transferring or joining in the middle of the year).
Click "BPJS Employment number" to fill in the BPJS Employment membership number and "BPJS Employment Date" to fill in the starting date for Employment BPJS calculations for employees.

If the BPJS Ketenagakerjaan Date column is not filled in, then the calculation start date will refer to the join date.
Click "NPP BPJS Employment" to fill in the JKK configuration options according to company regulations.

The options that appear in this field are in accordance with the JKK rate per office location that has been set on the Company Configuration menu.
Click "BPJS Health Number" to fill in the BPJS Health membership number and "BPJS Health Date" to fill in the starting date for BPJS Health calculations for employees.

If the BPJS Kesehatan Date column is not filled in, then the calculation start date will refer to the join date.
Click "BPJS Health Family" to fill in the required additional number of BPJS Health dependents.

Fill in this column if the employee is paying for BPJS Health for a family other than his wife and 3 children, for example: father and mother-in-law.
Click "BPJS Health Cost" to fill in the BPJS Health configuration options according to company regulations.

- By Company: The percentage of BPJS Health that is part of the employees is given benefits by the company.
- By Employee: The percentage of BPJS Health that is part of the employees is borne by the employees themselves.
- Default: BPJS Kesehatan configuration follows the company settings in the Payroll Configuration menu.
Click "JHT Cost" to fill in the JHT configuration options according to the company's provisions.

- By Company: The percentage of JHT that is part of the employee is given benefits by the company.
- By Employee: The percentage of JHT that is part of the employee is borne by the employee himself.
- Not Paid: The company does not participate in the JHT program.
- Default: The JHT configuration follows the company settings on the Payroll Configuration tab.
Click "Balance Pension Cost" to fill in the JP configuration options according to the company's provisions.

- By Company: The percentage of JP that is part of the employee is given benefits by the company.
- By Employee: The percentage of JP that becomes the employee's share is borne by the employee himself.
- Not Paid: The company does not follow the JP program.
- Default: The JP configuration follows the company settings on the Payroll Configuration menu.
The upper limit of the Pension Guarantee effective as of March 2020 is 8,939,700
Click "Retirement Guarantee Date" to fill in the starting date for calculating the Pension Guarantee for employees. If this column is not filled, then the calculation start date will refer to the join date.
After all payroll data is filled properly and completely, click "Submit".

D. Invite Employee

After filling in personal data, employment data and payroll now your new employee data has been successfully saved in the talent application. Apart from that, you can also directly invite employees to use your Talenta ESS (Employee Self Service) account. Here are the steps.

Check “Invite to Talenta”.
Check “Use onboarding for this employee”. if you want to do onboarding first, before the employee concerned can use the talent application.
Then click “Invite”.
You can also add another new employee with a click “Add Another Employee”.
Or click “Back to Index” to return to the previous page.