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Add a new starter in Accord Payroll

Alex
Updated

Article 1 of 14 — Training Notes

Add a new starter in Accord Payroll

  • How to create a new employee record from scratch
  • Which tabs to complete and what information goes where
  • How to use the Standard (STD) Record to set default values for new starters

Contents

Introduction

When a new employee joins, you need to create their record in Accord Payroll (if they are not imported from Ciphr HR or any other csv files) before they can be included in a payroll run. The employee entry form is tabbed — you will work through the General, Tax/NICs, Costs/Switches, and Accounts tabs to enter the key information needed to pay them correctly.

Note: If your organisation uses an HR system or other front-end software to manage new starters, employee records are typically created there first and then transferred to Accord Payroll via an import or synchronisation process. In that case you may not need to follow this process manually.

Enter a new starter

  1. Click the Employee Enter/Adjust shortcut button on the toolbar.

    Accord Payroll toolbar showing the Employee Enter/Adjust shortcut button highlighted

  2. To create a new record, click New on the employee form. Enter a new employee code manually, or click the + -> Code button to generate the next available code automatically. Complete the General tab with the employee's personal details.

    New Employee form showing the General tab with fields for name, NI number, employment date, department, and pay frequency

    Note: If you use alphanumeric employee codes, the + -> Code button will not appear.

  3. Click the Tax/NICs tab. Enter the following details from the starter's P45 or starter declaration:

    • Previous employment taxable pay (if applicable)
    • Previous employment tax paid (if applicable)
    • Tax code
    • NIC Table letter (if different from the default)

    Employee form showing the Tax/NICs tab with fields for tax code, NIC table letter, and previous employment figures

  4. Click the Costs/Switches tab. Enter the employee's pay rate — either Period Pay, Annual Salary, or Rate £/h — and ensure the correct pay switch is selected.

    Employee form showing the Costs/Switches tab with pay rate fields and pay switch options

  5. Click the Accounts tab. Enter the employee's bank account details for BACS payment, and any default accounting segments if your organisation uses them.

    Employee form showing the Accounts tab with bank account details fields

  6. Click Save to create the employee record.
Editing an existing employee: To update an existing employee's information, enter their employee code in the Employee Code field (or use the drop-down arrow to search), make the required changes across any tab, and click Save. Note that the employee form only shows one employee at a time — for bulk changes across multiple employees, use the Employee Entry Tables feature.

About the Standard (STD) Record

The Standard Record (STD Record) is a template used to pre-fill default values when creating new employee records. For example, your organisation might set default pay frequency, payment method, or NIC table letter so these do not need to be entered manually for every new starter.

Typically, STD Record 1 is used for weekly-paid employees and STD Record 3 for monthly-paid employees.

To view or modify the STD Record:

  1. Click the Employee Enter/Adjust button to open the employee form.
  2. Tick the STD Record checkbox in the bottom-left corner of the screen. The form will switch to showing the standard record rather than an individual employee.
    3. Employee form with the STD Record checkbox ticked, showing default values for new employees
  3. Edit the default values as required and click Save.
  4. Untick STD Record to return to the normal employee view.

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