Open Payroll › Employees, click New and Create internal User / Employee (or Create Invitation to let them fill in their own details). Enter their name and details and Save All Changes, then on Employment click Create Employee Record and fill in the pay, tax, super and bank sections.
Before you start
- Payroll set up: at least one Pay Cycle and the pay items you use (see Set up payroll).
1. Create the person
Open Payroll › Employees (Users and Employees) and click New. Create internal User / Employee adds them yourself; Create Invitation emails them so they enter their own details.
On Main details enter at least First Name and Last Name, plus date of birth, private email, phone and address. Click Save All Changes: Employment opens up once they are saved.
2. Create the employment record
On Employment click Create Employee Record:
- Employment Type (required) - Full-time, Part-time or Casual.
- Pay Cycle (required) - how often they are paid.
- Use Timesheet to create Payroll - Yes to pay them from their timesheets.
- Main Pay Item and Pay Rate (required) - their ordinary pay and its rate.
- Rate Period (required) - what the rate is per (hour, year…). Hourly Rate is worked out.
- Weekly Working Hours - for full-time (38 by default) and part-time.
- Occupation, Start Date, Status - their role, first day and Active status.
3. Tax declaration and TFN
Complete New Tax Declaration asks the questions on the ATO's TFN declaration (residency, tax-free threshold, study loans) and works out their tax code. Provide TFN records their tax file number. Save the record to apply it.
If they have not given a TFN, choose Continue without TFN so tax is withheld at the no-TFN rate.
4. Super and bank
Under Superannuation, Select Fund and enter the Membership Number (a fund without a member number is not saved). Under bank, Add their Main Bank Account, and optionally a savings account and Savings Amount to split their pay.
Click Save All Changes. Show full validation lists anything still missing for payroll and STP.
Let employees keep their own details up to date
Invite this user to Exacc (it needs a private email and a saved record) gives them a login. In My Details they can update their TFN and tax declaration, bank accounts, super fund and member number, and personal details. Request Information on the list emails every active employee whose super or bank details are missing.
Who can do this
Saving employment details needs an administrator of the business file.
Related guides
Checked against Exacc on 9 October 2026. Machine-readable version