Employees
Add an employee with their documents, contract, working hours and WPS bank details, then give them a salary structure so payroll can pay them.
An employee in Verasol has two parts. The employee record holds who they are, their documents, their contract and where their salary is paid; HR keeps it up to date. The salary structure holds what they earn; a payroll manager sets it. Payroll pays only employees who have a salary structure for the month.
Find an employee#
Open Payroll & HR and stay on People › Employees.
- 1 Search by name, employee code, email or phone, or filter the list by department and status.
- 2 Add Employee opens an empty employee form.
- 3 View Details opens the employee's page.
- 4 Edit opens the employee form.
Add an employee#
- Click Add Employee.
- Fill in the sections of the form (below). The fields with a red star are required.
- Click Save Employee.
Verasol gives the employee the next code (EMP-0016 after EMP-0015) and a leave record for the year with 30 days of annual leave and 90 days of sick leave. An employee who joined before this year starts with the leave earned since joining, which HR can correct.
What goes in each section#
| Section | Fields |
|---|---|
| 1 Personal Information | First Name, Last Name, Date of Birth, Gender and Email (required); Phone, Emirates ID, Passport Number, Visa Number. |
| 2 Documents & WPS | The expiry dates of the Emirates ID, passport, residence visa, labour card, work permit and health insurance, with the Labour Card Number, Work Permit Number and the health insurance details. The Compliance tab warns you before they expire. |
| 3 Employment Details | Joining Date, Employment Type (Full Time, Part Time, Contract, Intern) and Contract Type (Limited (Fixed Term) with its Contract End Date, or Unlimited); Department and Designation; working hours; overtime; nationality and pension. |
| Bank Details | Bank Name, Account Number, Account Holder Name, IBAN Number and the WPS Agent ID (Routing Code): the 9-digit routing code of the employee's bank or exchange house. |
| Address | Address, City, Emirate and, if you like, the P.O. Box. |
Working hours and overtime#
Hours/Week, Hours/Day and Break (minutes) default to 40, 8 and 60. The hours per day matter: overtime starts after them, and the hourly wage for overtime is the basic salary ÷ 30 ÷ the hours per day.
Tick Eligible for overtime pay for employees who are paid for overtime, and choose the OT Multiplier. Verasol never pays less than the law: 1.25 for overtime on a working day, 1.5 at night and on rest days and public holidays. See Attendance and overtime.
Nationality and pension#
Enter the Nationality. For UAE and GCC nationals choose the Pension scheme (GPSSA, Abu Dhabi Pension Fund or GCC national (home scheme)); From nationality lets Verasol decide. The screen explains the rule: pension-insured employees get no end-of-service gratuity; payroll withholds their contribution and books the employer's. The default rates are GPSSA 5% and 12.5%, and Abu Dhabi Pension Fund 5% and 15%. For a GCC national, enter the home scheme's rates in Employee contribution % and Employer contribution %.
The Salary expense account is where this employee's salary is booked. Leave it on Company salaries account unless you book some staff to another expense account.
Open the employee's page#
Click 3 View Details on the list. The page shows the Personal Information, Employment Details, Salary structure, Bank Details and Leave Balance, with any custom fields your company added.
- 1 The Salary structure card shows the pay in force: the basic salary, the housing, transport and other allowances (and any other component the structure has), the Monthly gross, the pension contribution withheld for a UAE or GCC national, and the annual amount (12 × the monthly gross). Edit sets the employee's pay (below).
- 2 Leave Balance shows the annual leave available, the sick leave left of the year's quota, the maternity leave entitlement (for a female employee) and the compensatory time off available. HR can change the year's quotas with Edit and add days with Award Comp Off. See Leave.
- 3 Generate Payslip opens the payslip of the latest payroll the employee was paid in. Download PDF saves it; once that month is processed, a payroll manager can send the PDF to the employee's e-mail address with Email to employee.
Set the salary structure#
- On the employee's page, click Edit on the Salary structure card.
- Choose the 1 Effective From date: the first day the new pay applies.
- Under Monthly pay, enter the 2 Basic salary, and the Housing allowance, Transport allowance and Other allowances, all per month. A structure that already has another component (a conveyance or medical allowance, variable pay or a shift allowance) shows it too, so it is kept when you change the pay.
- Check the summary: the 4 Monthly gross, the Deductions and the Monthly net, with the annual amount below.
- Click 5 Save Salary Structure.
Under 3 Deductions, the window shows the pension contribution payroll withholds from a UAE or GCC national, at the rate of their scheme. The UAE has no income tax or social security deductions from pay apart from it; loan instalments, unpaid leave and absences are deducted when payroll runs.
The basic salary is the basis of the end-of-service gratuity, overtime and leave salary, each worked out per day as the basic salary ÷ 30. Keep the allowances separate from the basic salary.
A new salary structure ends the one before it on the day before its Effective From date. Payroll pays each structure for its own days, so a raise from the 16th pays the old salary for the 1st to the 15th.