HR

HR
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Employees – HR

This form contains a list of all company employees and can also be used to record job applicants. It includes all the basic data required for payroll calculation.

Main toolbar
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Click the "New" button or press the keyboard shortcut Alt+N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Person Settings

When creating a new employee record, this field is set to "Unlimited – Unlimited". If a change occurs for an employee (e.g. they change their name, address, start working at a different department, etc.), use the "Add Settings" button to open a dialog and create a new settings entry that will be valid from the date you specify.

Once the date is saved, the field will change to, for example, 14.05.2010 – Unlimited. Using the drop-down list, you can see that the previous settings entry was automatically ended on the day before the new settings took effect, e.g. Unlimited – 13.5.2010.

If you make changes in the upper tabs of the employee record and save them under a new settings entry, the new data will only be displayed within that new settings entry. By selecting the original settings entry, you will be able to view the original, unmodified data.

If you want to remove a new settings entry, use the "Delete Settings" button. This will remove the date restriction from the original person settings entry and will also undo all changes made in the upper tabs.

Employee Number

This field contains the employee's personal number and can hold up to 20 characters – digits and/or letters. In the "Basic Information" tab, you can fill in the "Alternative Employee Number" field if you need to assign an additional number to the employee.

Last Name

The employee's current last name

First Name

The employee's current first name

Person Group

This is an optional field that allows you to divide employees into groups for the purpose of different gross wage accounting, wage compensation accounting, or based on their different relationship to the company, etc. The creation and meaning of person groups is managed in a separate list.

Select the appropriate person group using the drop-down list arrow. If you need to create a new group or edit an existing one, you can open it here by pressing F2.

Department

Enter the department where the employee will be registered and to which you want to post payroll costs. Select the appropriate department using the drop-down list arrow from the department list. This code list can be customized by the user using the F2 key.

For clarity, the employee record is divided into several tabs.
​Tabs in the upper half of the record:

Tabs in the lower half of the record:

"Basic Information" tab
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This tab is used to enter basic information about employees and, where applicable, other persons who have some relationship with the company.

Alternative Employee Number

This field contains the employee's alternative personal number and can hold up to 20 characters – digits and/or letters.

Relationship Type

Select the appropriate relationship type from the drop-down list. This type is fixed and cannot be changed by the user. The main reason is to allow recording of people who are not in an employment relationship but whose personal data needs to be tracked. Three options are available:

· Employee

· Applicant

· External Person

Title

National ID Number

For correct transfer to generated forms, enter the national ID number without a slash. Based on the national ID number value, the "Gender" and "Date of Birth" fields will be pre-filled automatically if it is a standard Czech national ID number.

Gender

Select the appropriate gender from the drop-down list.

Date of Birth

If the date of birth was not filled in correctly, you can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

Qualifications

This field is for your information about the person's qualifications. It can contain up to 255 characters.

Position

This field allows you to note the employee's position. It can contain up to 255 characters.

"Other" tab
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This tab is used to enter additional information important for the employer's needs, for applying tax credits related to pension receipt, and for payroll statistics.

Birth Last Name

Previous Last Name

Place of Birth

Country of Birth

Select the appropriate country using the arrow from the country list. This code list can be customized by the user using the F2 key.

Marital Status

Select the appropriate status using the arrow from the drop-down list. This status is fixed and cannot be changed by the user. The following options are available:

· Single

· Married

· Divorced

· Widowed

· Partner

Nationality

Select the appropriate country using the arrow from the country list. This code list can be customized by the user using the F2 key.

The checkboxes at the bottom of the screen are used to record pensions received by the employee. Based on the data set here, a new entry will be created in the separate "Tax Credits" tab. Check the appropriate pension type that the employee receives.

Old-Age Pension

Early Old-Age Pension

Widow's/Widower's Pension

Orphan's Pension

Pension Received Abroad

Pension From

"Dependent Partner" tab
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If the employee has a dependent partner for whom they claim a tax credit, this tab must be completed. The tax credit will then be calculated automatically based on this tab.

Dependent Partner

Checking the Dependent Partner box enables the fields in this tab for editing.

Valid From

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Enter the date from which the partner meets the conditions as a dependent partner. You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

Valid To

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Enter the date until which the partner meets the conditions as a dependent partner. You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

ZTP/P

If the dependent partner holds a ZTP/P disability card, check ZTP/P. The adjacent fields "ZTP/P Valid From / ZTP/P Valid To" will then become available.

ZTP/P Valid From

Enter the date from which the dependent partner holds a ZTP/P disability card. You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

ZTP/P Valid To

Enter the date until which the dependent partner holds a ZTP/P disability card. You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

Last Name

First Name

Birth Last Name

Title

National ID Number

Date of Birth

You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter => "Button Reference".

Gender

Select the appropriate gender from the drop-down list.

"Address" tab
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This tab lists all possible addresses for the employee.

This tab is divided into several sub-tabs:

"Permanent" tab
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Enter the address where the employee has permanent residence, i.e. the address as registered in the central population register.

Street

House Number

Postal Code

Post Office

City

Country

Select the appropriate country from the country list drop-down. This code list can be customized by the user using the F2 key.

"Contact" tab
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If the employee does not reside at their permanent address, you can enter their contact address here. This tab also contains other contact details for the employee.

Contact Street

Contact House Number

Contact Postal Code

Contact Post Office

Contact City

Contact Country

Select the appropriate country from the country list drop-down. This code list can be customized by the user using the F2 key.

Email

Fax

Mobile

Phone

"Domestic Residence (Permanent Address is Abroad)" tab
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This tab is for employees whose permanent residence is outside the country. Enter their contact residence within the country here.

Domestic Contact Street

Domestic Contact House Number

Domestic Contact Postal Code

Domestic Contact Post Office

Domestic Contact City

Domestic Contact Country

Select the appropriate country from the country list drop-down. This code list can be customized by the user using the F2 key.

"Payroll Parameters" tab
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This tab contains data that is important for payroll processing. Tax credits are calculated automatically based on this data.

This tab is divided into several sub-tabs:

"Basic Data" tab
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Payment Method

Use the drop-down list to select the agreed method of wage payment. This method is fixed and cannot be changed by the user. Three options are available:

· Bank Transfer

· By Post

· Cash

Advance Liability Type

Use the "magnifier" to select the liability type, i.e. the document type to which the advance payment schedule for this employee will be posted and where the relevant accounting template is set. This setting takes precedence over the default settings. It is used in cases where you want to post advances differently for certain employees.

Supplementary Payment Liability Type

Use the "magnifier" to select the liability type, i.e. the document type to which the supplementary payment schedule for this employee will be posted and where the relevant accounting template is set. This setting takes precedence over the default settings. It is used in cases where you want to post supplementary payments differently for certain employees.

Tax Declaration Signed

A taxpayer may sign an income tax declaration with only one payer (employer). If the employee has signed this declaration with your company, check this box. Signing it determines the eligibility for non-taxable allowances, tax credits, the method of taxation, and annual tax settlement. Only after this box is checked is it possible to, for example, select children for the child tax credit.

If the employee actually claims the taxpayer credit for themselves, this is selected in the following "Tax Credits" tab.

The law states that if a taxpayer signs the tax declaration within 30 days of starting employment, the employer – as the tax withholder – will apply the tax credits from the month of the employee's start date.

Tax Non-Resident

A tax non-resident is a taxpayer who does not have a permanent residence in the Czech Republic and does not stay here for at least 183 days in a calendar year. If your employee is a tax non-resident, check the Tax Non-Resident box.

In the lower section, fill in data relating to the employee's previous employment:

Social Insurance from Previous Employment

Health Insurance from Previous Employment

Days Worked at Start

Years Worked at Start

"Tax Credits" tab
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ZTP/P Card Holder

Check this box if the employee holds a ZTP/P disability card.

In the next field, check the degree of disability:

· Disability Degree 1 and 2

· Disability Degree 3

Card Number

ZTP/P card number

Student

Check this box if the employee is also a student and will be claiming a tax credit on this basis.

Taxpayer Credit

If the employee is claiming the taxpayer credit for themselves, this box must be checked.

If the employee wishes to claim a tax credit for any children, those children must be listed in the separate "Children" tab.

1st Child for Deduction

Select the child's name from the drop-down list.

2nd Child for Deduction

Select the child's name from the drop-down list.

Additional Children for Deduction

Select additional children for deduction by clicking the "Select" button.

Select children using the arrows as described in the "Working with Data Windows" chapter.

"Social Insurance" tab
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This tab applies only to participants of the 2nd pillar pension savings scheme, which is no longer active.

"Health Insurance" tab
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Health Insurance Provider

Use the "magnifier" to select the appropriate health insurance provider from the company list. When adding health insurance providers to the list, you must set the "Relationship Type" field to "Health Insurer".

Previous Sickness Insurance Provider (Other than ČSSZ)

Name of the previous organization that administered sickness insurance, if it was not the ČSSZ.

For informational purposes only.

Current Sickness Insurance Provider (Other than ČSSZ)

Name of the current organization that administers sickness insurance, if it is not the ČSSZ.

For informational purposes only.

Insured Person Number

In health insurance, the insured person number is used for unambiguous identification. The insured person number is typically the national ID number. In certain cases, particularly where duplicate national ID numbers have been detected or when assigning numbers to persons without permanent residence, the health insurance provider assigns a different number that is similar to the national ID number format.

Health Insurance – Top-Up to Minimum Assessment Base

Check this box if it will be necessary to calculate a top-up of health insurance contributions to the minimum wage level. This applies to cases where an employee in the primary employment relationship (for whom the state is not also an insurance payer) receives remuneration below the minimum wage due to absences (unpaid leave, unauthorized absence). If the employee has multiple income sources within the organization, the sum of all income is taken into account.

If the employee only has agreements or occasional employment, or if the state is the health insurance payer for the employee, leave the Health Insurance – Top-Up field unchecked.

Reduction of Health Insurance Assessment Base (Act No. 592/1992 Coll., § 3 – Assessment Base, paragraph 7)

This flag is used for an employer who employs more than 50% of persons with disabilities.

"Foreign Insurance" tab
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The data entered here is included in the "Notice of Employment Commencement (Termination)" form. This data is entered in the section "Identification of the Last (Current) Foreign Insurance Carrier".

Foreign Insurer Name

Name of the last (current) foreign insurance carrier

Foreign Insurer Specification

Enter the specification as per the form:

· P – previous

· S – current

· N – none

Foreign Insurer Street

Foreign Insurer House Number

Foreign Insurer Postal Code

Foreign Insurer City

Foreign Insurer Country

Select the appropriate country using the arrow from the country list drop-down. This code list can be customized by the user using the F2 key.

Foreign Insurance Number

Foreign insurance number

"Labels and Note" tab
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Labels

Here you can attach Labels as needed.

Note

Used for notes about the employee that are not recorded elsewhere.

"Attachments" tab
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The data in this tab is for your own use if you need to store any attachments, such as photocopies of documents submitted by the employee.

The top toolbar of the table contains a number of buttons, some of which are described in the separate chapter "Program Controls".

Use the button to add a new attachment. When adding an attachment, you can choose from the following options:

Next to each attached file, there is a "folder" icon that allows you to view the attachment at any time. The "floppy disk" icon allows you to save the attachment to a different location. The "scanner" button is used to scan the document, and the second option allows you to select the scanner and scanning parameters.

"Employment" tab
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This tab covers all employment relationship options and all related aspects. A separate chapter, Employment, is dedicated to this topic.

"Shifts" tab
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The individual entries in this table are filled in automatically for each employee based on the data entered in the "Employment" tab.

The top toolbar of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Year

Month

If an employee has, for example, two employment contracts, this table will have two rows filled in for each month.

New entries cannot be created here, nor can existing ones be deleted. The only accessible button is "Edit". Clicking this button opens an interactive shift entry table. The program draws information from this table for payroll calculation, so particular care should be taken when completing it.
If shifts are regular, the entire table is filled in automatically based on the data in the "Employment" tab.

In the case of illness, holiday, or other absences, the table is adjusted manually – by clicking on individual cells or by dragging the mouse across multiple cells. Similarly, the table is filled in manually if shifts are irregular.

"Permanent Wage Components" tab
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This tab is used for standard setup of recurring wage components for an employee.

The top toolbar of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Click the "New" button or press the keyboard shortcut Alt+N to open the form for a new record.

Employment Contract

Use the arrow to select the employment contract for which you want to create a permanent wage component. Only those employment contracts that you have set up in the "Employment" tab are available here.

Wage Component

Use the "magnifier" to select a component from the predefined wage component code list. This code list is fixed and cannot be modified. Changes will be made automatically when legislation changes. Only those wage components for which recurrence is applicable are displayed here, i.e. those belonging to the groups "Basic Wage", "Supplements", "Other Compensation", or "Bonuses".

Abbreviation

Abbreviation of the selected wage component

Name

Full name of the selected wage component

Start Date

Enter the date from which the selected wage component will be valid. You can enter it manually in the format DD.MM.YYYY. Alternatively, you can use the "calendar" button, whose usage is described in more detail in the "Program Controls" chapter =>