Employees

The Employees screen in Thulo HR Payroll is used to manage employee income and payroll-related information that will be used when generating payslips.

The data maintained on this screen serves as one of the primary inputs for payroll calculations and payslip generation.

Important Note

Whenever you:

• Enter new employee payroll data

• Edit existing payroll data

• Import employee payroll data

• Synchronize data from the HR Records module

You must click Save.

The system will process the changes and switch the record to Updated status. Only then will the latest information be available for payroll calculations and payslip generation.

Purpose of the Employees Screen

The Employees screen is used to:

• Manage employee income information

• Maintain payroll-related employee data

• Configure tax rebate and tax rate information

• Provide payroll data for payslip calculations

The information on this screen is used when creating payroll records in the Payslips menu.

Employee Data Sources

Income Rebate Code

The Income Rebate Code field retrieves data from:

Payroll → Settings → Income Tax Rebates

When an Income Rebate Code is assigned to an employee, the system automatically applies the corresponding rebate amount during payroll calculations.

Example

Assume:

Calculation

Final Salary = (Gross Pay - Personal Income Tax) + Income Rebate
Final Salary = (50,000 - 5,000) + 2,000
Final Salary = 47,000

The employee will receive a final salary of 47,000.

Income Tax Rate

The Income Tax Rate field is displayed by default with the value:

A

This represents the standard personal income tax calculation configured in the system.

If required, the value can be removed or modified according to payroll requirements.

Additional Payroll Columns

Other visible columns on the Employees screen are generated from the:

Payroll → Settings → Earnings List

These columns allow administrators to enter employee-specific earning values such as:

• Basic Salary

• Overtime

• Allowances

• Incentives

• Other Earnings

Copy Function

The Copy function allows payroll information from the previous month to be copied into the currently selected month.

Example

If the Employees screen is displaying April data:

• Selecting Copy will copy employee payroll data from March into April.

Important

If no employee payroll data exists for the previous month, the system will not copy any records.

Option 1: Without HR Records Integration

When the Employees screen is not synchronized with the HR Records module, payroll data can be entered manually or imported from Excel.

1.1 Manual Data Entry

To enter employee payroll information manually:

1. Open the Employees screen.

2. Click the cell you want to edit.

3. Enter the required value.

4. Click Save.

Result

The employee payroll information will be stored and used during payroll calculations.

1.2 Import Employee Data from Excel

Step 1: Download the Import Template

1. Navigate to Payroll → Employees.

2. Click Import Excel.

The Import screen will appear.

3. Select the payroll month.

4. Click Create File.

5. Download the Excel template generated by the system.

Step 2: Update the Excel File

Before importing:

Allowed Columns

Only update editable columns, such as:

• CT1

• CT2

• Job Title

• Residential Address

• Income Rebate Code

• Income Tax Rate

• Other green-colored columns

Important Rules

• Use only the Excel template downloaded from the system.

• Do not add or remove rows or columns.

• Do not modify orange-colored columns.

• CT1 and CT2 must contain numeric values.

• Date fields must use the format:

yyyy-mm-dd

Step 3: Import the File

1. Click Choose File.

2. Select the updated Excel file.

3. Click Import.

Result

The payroll information will be imported into the Employees screen.

Step 4: Correct Import Errors

If the import contains errors:

1. The system will display an error notification.

2. Click Download Error File.

3. Review and correct the errors.

4. Upload the corrected file.

5. Click Import again.

Option 2: Synchronization with HR Records Module

When HR Records Module Integration is enabled in the Data Integration settings, the Employees screen can automatically synchronize employee information from the HR Records module.

Data Synchronization

1. Navigate to Payroll → Employees.

2. Click Data Synchronization.

The system will retrieve employee information from the HR Records module.

Examples of Synchronized Data

• Contract Period

• Basic Salary

• Employee Information

• Contract Details

• Other HR Records Data

Result

The synchronized information will be automatically populated in the Employees screen.

Editing Data After Synchronization

Even after synchronizing with the HR Records module, administrators can still:

• Edit employee payroll data

• Import payroll data using Excel

• Save updates manually

This allows synchronized data to be adjusted when required for payroll processing.

Important Notes

• Employee data maintained on this screen is used directly in payroll calculations.

• Always click Save after entering, importing, or synchronizing data.

• Income Rebate Codes are retrieved from the Income Tax Rebates configuration.

• Additional earning columns are generated from the Earnings List.

• The Copy function copies data from the previous month into the current month.

• HR Records synchronization automatically updates employee contract and salary information while still allowing manual adjustments when necessary.