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How to Add New Employees (New)

Article author
Learning Center Mekari
  • Updated

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.

  1. Enter the  Employees menu,  then select  the Employee directory.
  2. Click  “Add Employee”,  then, click  “Add New Employee”.
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    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" . 
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    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.
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  3. 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.
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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.
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    2. Click "Email" to fill in the employee email.
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      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.
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    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.
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      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.
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      - 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. 
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      Religion will be used to calculate THR based on religious holidays.

    7. In "Identity and address" enter your NIK (16 digit NPWP) and Passport number in the following columns.
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      Make sure your NIK and 16-digit NPWP are synchronized.

    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.
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    9. Click "Citizen ID Address" to fill in the residential address on the identity card.
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    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.
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    11. After all personal data is filled in properly and completely, click "Next".
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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.
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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.

  1. 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.
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  2. 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.
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    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

  3. 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.
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    In Allowed for Overtime, if you select Not Eligible, employees cannot apply for overtime and there is no Overtime tab in Employee Info.

  4. 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.
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  5. Then, complete the payroll payment section.

    No. Column/Button Name Description
    1. Split payments Activate the split payment method by clicking "Activate"  or deactivate it by clicking  "Not activate".
    2. Split payment policy If you select  "Activate"  in Split payment, then you can select the split payment policy here.
    3. Transfer to Choose what bank employees use for payroll payments.
    4. Account number Enter the employee's account number.

    There will be a green check mark if the account number is correct and registered.

    5. Account holder name The name of the account number holder will automatically appear in this column.
    6. Add account

    You can click this button if there is more than 1 (one) employee account for payroll payments and you have activated Split payments.

    - Employees can have a maximum of 3 accounts for payroll.
    - Delete account information by clicking the  “trash can” icon.

  6. Next, complete the employee tax data in the columns provided.

    In Tax configuration, there are features Auto Create PKWT Compensation which you can access if you contact our Support Team to bring up this feature. Click here to for further details.
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    No. Column/Button Name Description
    1. NPWP 15 digits (old) Fill in the old NPWP with 15 digits in this column.
    2. NPWP 16 digits (new)

    Fill in the new NPWP with 16 digits in this column.

    In the NPWP, if this column is not filled in, the employee will be subject to a 20% higher income tax withholding rate.

    3. PTKP status Fill in the Non-Taxable Income status for employees in this column.
    4. Tax method Fill in the type of tax calculation according to company regulations in this column.
    5. Tax salary Fill in the type of salary payment for employees in this column.
    6. Taxable date Fill in the start date of tax imposition for employees in this column.

    In  Taxable Date,  if this column is not filled in, the start date of tax imposition will refer to the  join date.

    7. Employment tax status

    Fill in the employee's tax status in this column.

    The tax status of the selected employee affects the PPh 21 calculation scheme.

    8. Beginning net Fill in the amount of net income for the previous period (for employees who transfer or join in the middle of the year) in this column.
    9. PPH21 paid Fill in the amount of PPh 21 for the previous period that has been paid (for employees who transfer or join in the middle of the year) in this column, if any.
  7. 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.
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    If the BPJS Ketenagakerjaan Date column is not filled in, then the calculation start date will refer to the join date.

  8. Click "NPP BPJS Employment" to fill in the JKK configuration options according to company regulations.
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    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.

  9. 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.
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    If the BPJS Kesehatan Date column is not filled in, then the calculation start date will refer to the join date.

  10. Click "BPJS Health Family" to fill in the required additional number of BPJS Health dependents. 
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    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.

  11. Click "BPJS Health Cost" to fill in the BPJS Health configuration options according to company regulations.
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    - 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.

  12. Click "JHT Cost" to fill in the JHT configuration options according to the company's provisions.
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    - 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.

  13. Click "Balance Pension Cost" to fill in the JP configuration options according to the company's provisions.
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    - 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

  14. 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.
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  15. After all payroll data is filled properly and completely, click "Submit".
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D. Invite Employee

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

On the Invite employee page, you will see the Invite employee display as follows.
INVTLT1.pngExplanation:

No. Button/Column Name Description
1 Invite to access Talenta Check to provide a Talenta access email invitation to the employee.
2 Set up onboarding Check it to start  setting up Onboarding,  which is an employee orientation process that you can customize according to your needs. You can set specific tasks and documents that must be completed by the new employee.

Important
By checking Set onboarding, you will be directed directly to the Onboarding page with employees whose status is  Ready to onboard . To learn what the Onboarding page looks like, click  here.
3 Submit & add other Click to add another new employee and a pop-up appears. You can add new employees in the marked section, then click  "Send".
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You can also check  Set onboarding  here. See the explanation about Set onboarding in table row number 2.

4 Submit Click to send a Talenta access email invitation to the employee.

This is an explanation of how to add a new employee. To add new employees in bulk, click here.