Add Employees

An employee is an individual who works for your organization. As an employer in Canada, it is your responsibility to ensure timely and accurate payment to your employees.

Adding essential employee information to Zoho Payroll is crucial to processing payrolls, calculating net pay, and withholding federal and provincial tax amounts.

To add an employee:

Go to Getting Started page.
Click Complete now next to Add employees. You’ll be redirected to the Employees module.
Click Add Employee.
Provide the required details in each of the below steps:

Basic Details

Provide the employee’s basic details:

Provide Employee’s Basic Details

Field Name	Description
Employee Name	Enter the employee’s first name, middle name, and last name.
First Day of Work	Enter the employee’s date of joining.
Employee ID	Provide a unique identification number for the employee.
Work Email	Enter the employee’s official work email address. This email address will be used to: Send pay stubs and payroll forms to the employee Allow the employee to access the Employee Portal, if enabled
Mobile Number	Enter your employee’s mobile number.
Work Location	Select the location where the employee primarily works from. PRO TIP: You can add a new work location by clicking New Work Location in the dropdown. Learn more about Work Locations.
Designation	Select the employee’s job title. PRO TIP: You can add a new designation by clicking New Designation in the dropdown.

Select the Enable Portal Access option if you want your employee to access your organization’s Employee Portal. Enabling this will send an email invite to the employee’s Work Email asking them to join the Employee Portal.

INSIGHT The Employee Portal is a dedicated space for your employees where they can:

View and download their pay stubs
Access their tax information and compensation details
View their salary breakdown for a preferred timeframe, such as the current year or the previous year

Click Save and Continue. You’ll be redirected to the employee’s Compensation page.

Compensation

Provide the employee’s compensation details:

Provide Employee’s Compensation Details

Feild Name	Description
Compensation Type	Select the employee’s compensation type: Hourly Salaried
Amount	Enter the compensation amount for your employee. For an hourly employee, enter the hourly wage you pay them. For a salaried employee, enter the sum you pay per year, month, week, or hour.

INSIGHT

Zoho Payroll lets you compensate your Hourly employees for the overtime hours they work in a pay period.
Salaried employees cannot be compensated for overtime hours they work.

Click Save.
Assign Benefits and Deductions for the employee, if required.
Click Save and Continue. You’ll be redirected to the employee’s Personal Details page.

Personal Details

Provide the employee’s personal details:

Provide Employee’s Personal Details

Field Name	Description
SIN	Enter your employee’s 9-digit Social Insurance Number (SIN).
Date of Birth	Enter your employee’s date of birth.
Personal Email Address	Enter your employee’s personal email address.
Residential Address	Enter the employee’s home address.

Click Save and Continue. You’ll be redirected to the employee’s Tax Details page.

Tax Details

If the employee is exempt from federal taxes, enable This employee is exempted from Federal Income Tax. Else, provide the employee’s federal tax details such as Claim Amount, Prescribed Zone Amount, and Additional Withholdings.
If the employee has other exemptions, enable Canada Pension Plan and/or Canada Employment Insurance.

Provide Federal Tax Information of Employee

If the employee is exempt from provincial taxes, enable the relevant option. Else, provide their provincial tax details.
Click Save and Continue. You’ll be redirected to the Payment Details section.

Payment Details

Select the Payment Mode.

Select the Payment Mode to Pay the Employee

Payment Mode	Description
Direct Deposit	Provide the employee’s Bank Information to make direct deposit payments to them.
Cheque	You’ll need to pay your employees via cheque and then record payments manually for each payroll.

Click Save and Continue.

Employee’s Bank Information Required to set up Direct Deposit

Employee’s Bank Information Required for Direct Deposit

Field Name	Description
Bank Name	Enter the name of the bank in which the employee holds an account and wants to receive payments from you.
Account Number	Enter the bank account number in which your employee wants to receive payments from you.
Routing Number	Enter the nine-digit routing number of the employee’s bank account.
Account Type	Select the type of bank account: Checking Savings

The employee’s profile will be added to Zoho Payroll.