Africlock Manual
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Add a new employee

Choose the calculation method/type of worker when you want to load a new employee:
Clock worker: The system uses physical time worked to calculate the employee's wage by means of clock movements or hand records.
Piece worker: The system uses piece work activities to calculate the employee's wage.
Salaried workers: The system generates pay slips at a fixed monthly amount. The wage will decrease when you physically enter unpaid leave or short time on the system.
 
Add a new employee
This is where you enter a new employee's details. Please do so carefully and accurately. Although you can rectify mistakes afterwards, it will make your life much easier if you take your time and get everything correct from the beginning.
1

Display name

1. Display name
This name will be displayed on standalone clocks with display units. If the field is left blank, the clocks will show the employee's first initial and surname. You can use a nickname here if desired, as this name is not used anywhere else.
2

Initials

2. Initials
The initial letters of the employee's forenames e.g. PJ in the case of PJ Thompson.
3

Employee number

3. Employee number
Enter the employee number here. It can be alphabetic, numeric or a combination of the two. If you prefer to use numeric values only, prefix them with leading zeroes (e.g. 0010 or 0300) to ensure a meaningful sorting order on printouts and onscreen lists.
4

Employment duration

4. Employment duration
Indicate whether this is a permanent or temporary appointment.
5

Date employment start

5. Date employment start
The date of the employee's first day at work. Enter the date as DDMMYYYY.
6

Surname

6. Surname
Type the employee's surname here. The system requires the combination of surname and initials to be unique. If you have two J Smiths in your employ, you can ensure uniqueness by adding nicknames after their surnames e.g. Smith (Johnno), Smith (Jake).
7

Full names

7. Full names
Enter the employee's forenames e.g. Peter Lionel.
8

Nationality

8. Nationality
If 'Foreign' is marked, the 'Country of origin' must also be entered.
9

ID number

9. ID number
The employee's ID number or passport number. Note that the system can check South African ID numbers for validity if requested to do so.
10

Country of origin

10. Country of origin
Choose the applicable country of origin from the list.
1111. Date of birth
This is used to determine tax liability, which is different for people under 65 and those who are 65 or older. The date should be entered as DDMMYYYY.
1212. Time programme
Choose the appropriate time programme.
1313. Employee group
Select the employee group to which this person will be assigned.
1414. Gross pay per pay period
Enter the employee's gross pay for the 'Wage frequency' you have selected (i.e. his/her gross pay per day, week, fortnight, month etc). This is for use on pay slips.
1515. Hourly or fixed wage
Is the employee compensated by the hour or does he/she receive a fixed amount per pay period (depending on short and overtime)?
1616. Pay method
Indicate if the employee is going to be paid in cash, by cheque or my means of an electronic transfer.
1717. Language preference
Select the language the employee prefers for use on pay slips and correspondence.
1818. Occupation
 
Job title, e.g. 'General worker' or 'Tractor driver' or 'Foreman'.
 
The system does not have a pre-generated list of occupations available. You have to generate your own list. To add an occupation, choose 'Add occupation to list'.
Type the appropriate job title in the field, and choose 'OK'. The occupation will now be available in the list. This isn't necessary information to complete the employee's profile.
1919. Team/Supervisor
Employees can be divided into teams/supervisors. Reports can be generated according to team or employee group.
2020. Wage frequency
Select the wage frequency for this employee. This is for use on pay slips and UI-19 forms.
21

Company

21. Company
This field will be available if more than one company has been loaded on the system. Choose the correct company.
2222. OK (Save)
Save the values currently displayed.
2323. QUIT
Close the window without saving anything.
24

Help message

24. Help message
This is a help area with context sensitive messages to assist you in completing the form.
2525. Hourly rate
If the employee will be paid hourly, the hourly tariff can be added here.
 
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