{"schema":"exacc.help.page/1","url":"https://exacc.au/help/add-employee/","title":"Add an employee","description":"Set up an employee for payroll in Exacc: their details, employment record, pay rate, tax declaration and TFN, super fund and bank account, then invite them in.","category":"Payroll","summary":"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.","lastVerified":"2026-10-09","apps":["app"],"processIds":["employees"],"start":{"label":"Open Employees","url":"https://app.exacc.au/{dbId}/users-list?userStatus=A&employeeStatus=A"},"menuPath":["Payroll","Employees"],"before":["Payroll set up: at least one **Pay Cycle** and the pay items you use (see **Set up payroll**)."],"steps":[{"step":1,"title":"Create the person","body":["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."],"url":"https://app.exacc.au/{dbId}/users-list?userStatus=A&employeeStatus=A"},{"step":2,"title":"Create the employment record","body":["On **Employment** click **Create Employee Record**:"],"fields":[{"name":"Employment Type","help":"**Full-time**, **Part-time** or **Casual**.","required":true},{"name":"Pay Cycle","help":"how often they are paid.","required":true},{"name":"Use Timesheet to create Payroll","help":"Yes to pay them from their timesheets."},{"name":"Main Pay Item and Pay Rate","help":"their ordinary pay and its rate.","required":true},{"name":"Rate Period","help":"what the rate is per (hour, year…). **Hourly Rate** is worked out.","required":true},{"name":"Weekly Working Hours","help":"for full-time (38 by default) and part-time."},{"name":"Occupation, Start Date, Status","help":"their role, first day and Active status."}]},{"step":3,"title":"Tax declaration and TFN","body":["**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."]},{"step":4,"title":"Super and bank","body":["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."]}],"sections":[{"heading":"Let employees keep their own details up to date","body":["**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."]},{"heading":"Who can do this","body":["Saving employment details needs an administrator of the business file."]}],"related":["https://exacc.au/help/payroll-setup/","https://exacc.au/help/run-pay-event/","https://exacc.au/help/employee-termination/","https://exacc.au/help/invite-user/"],"linkNote":"Links containing {dbId} open that screen in the business file whose id is dbId. A person can also open this help page with ?db=<dbId> to get the same links as buttons."}