Employee Masterfile allows you to create and edit and view all Masterfile details, period- and year-to-date details per income category, leave Accrual details and termination pay details for each employee. You can use Employee Masterfiles Maintain to create and maintain your employee records. You access this from:

Payroll, Masterfiles, Employee Details, Maintain.
Payroll, Masterfiles, New Employee, Details.

Use the Toggle icon on the toolbar or press Ctrl+E to switch between Enquiry and Maintenance modes.

When setting up a new employee the Standard Employee details, entered via Setups, Payroll, Options, Standard Employee becomes the default for all fields which can be edited.

The Employee Details Report displays details entered in Employee Maintenance. Alternatively, use the List Wizard to view, sort, print and export data to various file formats. To open the wizard, choose Find (F2) in the Employee Code field and then choose Output (F11).

See Employee Enquiry for information about functions in the employee Masterfile such as Income (F2) and Notes (F4).

Online onboarding for new employees

Employee Onboarding lets you invite a new staff member to provide their details through a series of online forms. These details flow through to create a new Masterfile, saving you time chasing paper forms and entering data.

You can also use onboarding to complete details of a new employee yourself. This may be quicker than completing the employee Masterfile, especially when adding many new employees at one time.

Employee Masterfile Maintain field descriptions

Details tab

Field or Group Name	Description
Title	Type in title of the employee (Ms, Mr, etc).
Inactive check box	Flags the employee as inactive. Inactive employees are hidden from lookups by default but can be included in reports via Include Inactive. Toggle ShowInactiv (F7) / HideInactiv (F7). Note: Marking an employee inactive does not stop Auto Pay; enter a Stop Pay Until date.
First Name	Type the employee's name. Do not use commas, square brackets ([ ]), backslashes (\) or quotation marks ("). For Australia, valid characters: Letters (A–Z) Numbers (0–9) (), space, &, /, ', ", -, . For New Zealand: Letters (A–Z) Numbers (0–9).
Second Name	Enter if applicable.
Surname	Enter surname.
Address Line 1	Type the address. Valid characters are: Letters (A–Z). Numbers (0–9). (), space, &, /, ' , ", -, #. For Country field only, full stop (.) valid. For STP (Australia), avoid leading spaces.
Address Line 2	Enter additional address information.
Suburb	Enter suburb. Use Find (F2) to select from postcode file; postcode and state auto-fill. For STP (Australia) with overseas address and Australian tax, enter Suburb but leave State and Postcode blank.
State	Type the state. For STP (Australia) with overseas address and Australian tax, leave blank (ensure Suburb is entered).
Postcode	Type the postcode. For STP (Australia) with overseas address and Australian tax, leave blank (ensure Suburb is entered).
Country	Type the employee's country.
DPID	8-digit Delivery Point Identifier for Australian addresses (used for postal barcodes).
BSP	3-digit number related to Australian postcodes; can be printed with postal barcodes on pay advices.
Job Title	Under Fair Work, pay advices must show Job Title, Pay Instrument/Award and Pay Classification. Add these fields to the pay advice print layout.
User Defined Fields 1–3	Custom fields (Payroll Options, Custom Fields) to capture extra info (e.g., termination reason, qualifications, licenses). For PNG: Field 1 must be 'National' or 'Expat'. Solomon Islands: Field 2 = yearly Taxable Non‑Cash Benefits (enter 0.00 if none); Field 3 = yearly Tax Exemptions (enter 0.00 if none).
Start Date	Exact commencement date. Prints on first year's payment summary. If Leave Accruals are enabled, becomes initial Leave Start Date (changing Start Date does not auto-change Leave Start Date).
Stop Pay Until	Prevents auto pay/entries until the given date. Can be set directly or via transactions. Clears automatically after the date when a pay is processed; Ctrl+Delete to clear manually. If Auto Pay employee is on stop pay, auto pay is not generated; warnings appear for time sheet/adjustment. Includes example for two‑week leave and Check Pays warning.
Termination Date	Auto‑updated when termination processed with checkbox ticked. Terminated employees do not receive auto pay; warnings shown for entries. Prints on AU payment summary, NZ EMS, PNG Statement of Earnings.
Home Phone Number	Enter phone number. AU SuperStream: at least one phone number required. Include area code (10 digits) unless mobile. Examples: Landline 0299298700 Mobile 0412987456 Overseas +61299298700. Spaces/brackets are ignored for ClickSuper/SAFF upload.
Linked Information	Path or URL to related info (file, folder, intranet page). Examples: \name\path\photo.jpg \name\path\; http://intranet/... Use Find (F2) to browse files. Ctrl+F2 for folders. Open Link (F8) to launch.

Personal Details tab

Field or Group Name	Description
Gender	M = Male; F = Female; X = Indeterminate/Intersex/Unspecified. Pay Totals can show counts by gender and location.
Marital Status	M = Married; S = Single; D = De Facto; O = Other. Used for Medicare adjustment determination (De Facto/Other treated as Married).
Date Of Birth	Enter employee's birth date.
Previous Name	Optional (e.g., maiden name). If using alpha employee codes, consider Change Loc/Employee Code to reflect updates.
Next of Kin	Enter up to 25 characters (enquiry purposes).
Next of Kin Phone Number	Enter up to 25 characters (space numbers for readability).
Next of Kin Relationship	Specify relationship (e.g., spouse, sister).

Pay Details tab

Field or Group Name	Description
Employee Group	Allows default pay/leave details per group (e.g., programmers). Single or multiple group standard pays. Fields can come from group; global changes flow to employees for those fields. On allocate, choose whether to adopt group details; use Find (F2) or Ctrl+Delete to pull From Group.
Auto Pay check box	Y/N (G = from Group). Generates pays automatically from Standard Pay within Check Pays ranges; can be overridden in transactions; stopped via Stop Pay Until. NZ: If Yes, Days Worked comes from Standard Pay—can misstate RDP; set No and enter days in time sheet for accuracy.
Pay Advice Form Code	Specifies pay advice design; defaults to {MASTER} if blank.
Default Pay	E = Empty S = Standard Pay G = from Group. Determines whether time sheets start from Standard or Empty pay. Auto Pay requires Standard Pay.
Pay Point	Used for report sequencing and totals. Multiple pay points allowed. From Group available; Ctrl+Delete to clear; Enter to display From Group.
Payment Method	C = Cash. Q = Cheque. B = Bank (G = from Group). Multiple bank accounts supported; set up via Employee Bank Accounts.
Home Clock No	Identifier for time clock used by employee (optional). Labels can be printed. From Group available.
Clock Card No	Clock card name/number (optional). Labels can be printed. From Group available.
Pay Instrument / Award	Enter instrument/award. Required on pay advices (with Job Title and Pay Classification); add via Forms Designer.
Pay Classification	Enter classification. Required on pay advices; add via Forms Designer.
Company Bank Acct	Select company bank account controlling bank file used. Required for inclusion in bank payment file. From Group available.
G/L Bank Acct	General Ledger bank account to allocate wages. From Group available.
Employment Status	Defines employment terms. AU note: Do not terminate contract employees until year-end with final earnings processed.
Status Codes	F = Full Time. P = Part Time. T = Terminated. C = Casual. S = Seasonal. R = Contract (tax rounded to dollars; special termination handling). O = Other. G = from Group.
Pay Frequency	W = Weekly. F = Fortnightly. M = Monthly. 4 = 4 Weekly. B = Bi‑Monthl. G = from Group. 📌Note: Bi‑Monthly = twice a month.
Base Hours per Month	Enter normal hours per pay frequency (decimal). Used to derive hourly rate; drives hours exceeded warnings (except casuals). From Group available.
Pay Rate Type	H/W/F/M/B/4/Y (Hour/Week/Fortnight/Month/Bi‑Month/4 Week/Year); defaults from Pay Frequency. From Group available.
Normal Rate per Month	Enter normal earnings per pay rate type (e.g., 15.0000 per hour; 2100.0000 per month). Used to calculate pay per frequency and annual salary; also hourly rate for transactions. From Group available.
Award Rate per Month	Defaults to normal rate; change if award rate differs (e.g., for leave loading). From Group available.
Maximum Pay per Month	Optional gross pay cap per frequency—warns on Check Pays/Adjustments when exceeded. From Group available.
Annual Salary (Calendar Year)	Calculated calendar‑year pay based on rates (52.142857 weeks).
Pay per Month	Display only—derived from pay frequency.
Annual Salary (52 Weeks)	Display only—annualised on 52 weeks.
Cost Centre	Default costing centre (can split costs per pay). Configure via Setups, Company, Cost Centre. From Group available.
On Cost %	Employee on‑cost percentage (e.g., leave, workers comp). Used in Pay Costing reports; cost-centre On Cost % used in Cost Centre PTD & YTD report. From Group available.

Tax tab

Field or Group Name	Description
Tax File Number (Australia)	Enter TFN (or ABN if Voluntary Agreement). Warns if blank/invalid. Codes allowed are: 000000000 (no TFN). 111111111 (applied/within 28 days or relationship ended within 28 days). 333333333 (U18 below thresholds). 444444444 (certain pension recipients).
Advise Super Fund	Yes = include TFN in superannuation export file to fund.
Tax Cert Category (Australia)	Allocates worker category for payment summaries: N = Individual Non‑Business. V = Voluntary Agreement. L = Labour Hire. O = Other Specified Payments. P = Personal Services. H = Working Holiday Maker (special reporting identifiers).
Tax Scale (Australia)	Select tax code (Find F2). Tax can be overridden in time sheets. HELP/SFSS handled via Tax Impost 1; WHM scale available.
Tax Rebate (Australia)	Enter combined per‑annum rebates (e.g., Dependent, Zone).
Medicare Adj (Australia)	Y/N. If Medicare Levy Variation applies. Uses Marital Status to determine single/married.
Dependants (Australia)	Number of dependants for Medicare adjustment (Spouse=0, Single=0).
Study & Training Support Loans	Select if employee must pay HELP/SFSS impost. Options: Include RESC (treat RESC as income for impost calc); Include Reportable FB (adds grossed‑up RFB for impost; not with Calculate Tax YTD).
Tax‑Free threshold claimed	Select if claiming threshold (affects impost tables; select appropriate Tax Scale separately).
Residency Status	R = Resident. N = Non‑Resident. Updating may require re‑submitting TFN Declaration to ATO.
Calculate Tax YTD	Y/N. Averages tax over YTD earnings; suited to variable pay. Weekly‑based averaging; not recommended for monthly/bi‑monthly due to variance. Not with Include Reportable FB. Do not override calculated tax; set to No if tax scales change mid‑year.
Voluntary Tax	Additional tax withheld per pay (with employee agreement).
Superannuation Choice Offered	Date choice of fund was offered.
Choice Last Exercised	Date employee last chose super fund.
Payment Summary	Counts of PAYG and ETP summaries created/printed/transferred this FY.
Employee Finalised	Flag auto‑applied when STP finalised and ATO‑confirmed.
Pay Locator Reference	Optional reference for non‑fixed address (e.g., ship's name).
Senior Offset	Select if claiming Senior Australians Tax Offset.
Zone Rebates	Select if claiming Zone/Overseas Forces/Dependant Spouse/Special Tax Offset.
TFN Dec Signed	Date TFN Declaration signed (optional).
TFN Dec Status	TFN Declaration status: Lodged / Pending / Hold. New employees default Hold; set Pending to include in next TFN Declaration file.
IRD Number (NZ)	Enter IRD number (required). Valid if >10,000,000 and <150,000,000; warns if blank.
SDR Cert. (NZ)	Select if Special Deduction Rate certificate exists (reduced Student Loan rate).
SDR End Date (NZ)	Date SDR expires.
Tax Code (NZ)	Select tax code (Find F2). Tax can be overridden in time sheets.
SL Rate Override (NZ)	Select to override default student loan rate.
SL Deduction Rate (NZ)	Enter SL rate in decimal (e.g., 0.05 for 5%).
Tax Impost Details (NZ)	Available if impost Description set in Payroll Options.
Tax‑free threshold claimed (NZ)	Not required in NZ; only appears if impost Description is set.
Residency Status (NZ)	R = Resident; N = Non‑Resident.
Calculate Tax YTD (NZ)	As per AU notes; averaging cautions apply.
Voluntary Tax (NZ)	Enter additional tax if desired.
KiwiSaver Status	A = Automatic Enrollment P = Previously Enrolled X = Exempt – Existing Employee G = Exempt – Age R = Exempt – Overseas Resident C = Exempt – Casual T = Exempt – Other; I = Opted In O = Opted Out (complete Opt Out Date and bank details for refund).
KiwiSaver Start Date	Update if status changes (defaults to employee start date for new hires).
Info. Pack Provided (NZ)	Provide within 7 days of start.
Last Deduction Rate Change (NZ)	Date of last employee‑requested KiwiSaver rate change (employers must accept a change at least every 3 months).
Opt Out Date (NZ)	Date employee signed opt‑out (between day 14–56). Requires Bank Code for Refund; do not set within a period already reported.
ESCT Percentage (NZ)	Employer Superannuation Contribution Tax rate.
Holiday Period Start/End (NZ)	IRD‑approved contribution holiday period. Tip: store notification in Linked Information.
Bank Code for Refund (NZ)	Bank account for IRD refunds; must pass IRD validation. Format parts: Bank ID (2), Branch (4), Account base (8), Suffix (4).
Account Name (NZ)	Account name corresponding to the refund bank account.
TFN/TIN (PNG)	Enter employee Tax Identification Number (prints on Statement of Earnings).
Tax Scale (PNG)	Select tax code (percent/zero possible).
Tax Rebate (PNG)	Enter per‑annum rebates as per registration form.
Medicare Adj / Dependents (PNG)	If applicable; number of dependents (Spouse=0; Single=0).
Tax Impost Details (PNG)	Available if impost descriptions are configured.
Tax‑free threshold claimed (PNG)	Not required in PNG (only if impost Description set).
Residency Status (PNG)	R = Resident; N = Non‑Resident.
Calculate Tax YTD (PNG)	As per AU notes; averaging cautions apply.
Voluntary Tax / Withholding Rate (PNG)	Enter extra tax per pay; for Voluntary Agreement, enter withholding rate (overrides other taxation setup).
Super Member No. (PNG)	Enter NASFund member number.
Statement of Earnings Status (PNG)	Flags for created/printed/transferred; reset at year‑end or on deletion (display‑only).
Pay Locator Reference (PNG)	As per AU—non‑fixed address reference.
FNPF (Fiji)	Enter employee FNPF number (≤11 chars). Included in Fiji EMS/PAYE reports and files.

Leave Tab

Field or Group Name	Description
Leave accrued up to and including	Date up to which leave accrued (updates each pay). Used to assess entitlement anniversaries. Changing generates Note‑type leave transactions; see Leave History. Enquiry can estimate future accruals by setting a forward date.
Leave Start Date	Date leave accruals commenced (usually employee start). Impacts Accrue in Advance, Contingent Period, and Calculate by Date/Hour/Pay tables. Changing generates Note‑type transactions.
RDO Week	Indicates current RDO cycle week; increments each pay; resets at cycle end. Changing generates Note‑type transaction.
Hours per Day	Enter usual hours/day (decimal). Affects accruals where entitlement is in days/weeks. Changing generates Note‑type transactions.
Days per Week	Enter usual days/week. Changing generates Note‑type transactions.
Special Rate RDP (NZ)	Specified Relevant Daily Pay per employment agreement; must be ≥ RDP.
Public/Sick Leave Rate (NZ)	Calculation method: A = Average Daily Pay (52‑week average). O = Ordinary Pay. S = Special Rate RDP. H = Highest of ADP/Ordinary/Special.
Specified AL Rate (NZ)	Specified annual leave rate per agreement; select S = Specified Leave Rate in Annual Leave Rate.
Annual Leave Rate (NZ)	Method: A = Average Earnings (12 months). F = 4‑Weekly Earnings. H = Highest. N = Normal Pay. S = Specified Leave Rate. X = Highest excluding 4‑Weekly. Use Hours per Day option to base OWP/AWP divisors on employee hours/day for irregular hours.
Leave Loading – Loading Percent	Enter holiday loading %. Used for payments and leave liability. From Group available.
Leave Loading – Normal/Award Rate	Select whether loading uses Normal or Award rate (G = from Group).
Stop Leave Accrual – Start/End Date	Prevents accrual for Calculate‑by‑Date leave types during a date range (flag enabled automatically). Shown on Leave History. Changes alter accrual.
Leave Table	Select applicable leave tables (or NIL). Ensure Hours/Day and Days/Week are set. Changing generates Note‑type employee leave transaction. Multiple tables supported; display units (days/hours) defined in leave table maintenance.
Last Entitlement Date	Date employee last received entitlement. Behaviour differs by table: Anniversary vs Completion of Entitlement Period. Accrue in Advance uses this to time next entitlement Enter Fixed Entitlement Date for fixed schedules (e.g., Christmas shutdown).
Entitlement Owing	Unused leave employee is eligible to take (after full entitlement period). Accrual per pay adds to prior balance. Negative values indicate leave taken in advance. Changing generates Adjustment‑type leave transaction.
Pro‑rata Owing	Progressive leave accrued since anniversary (not yet qualified until full period). Changing generates Adjustment‑type transaction.
Contingent Owing	Leave accrued up to contingent period (e.g., Long Service). Moves to pro‑rata once contingent period served. Changing generates Adjustment‑type transaction.
Stop Leave Accrual (flag)	Global flag triggered by Start/End dates to halt accrual for applicable leave types during period; shown in Leave History.

Online Services tab

Field or Group Name	Description
Document Delivery Email Address	Type the employee's email address for payroll documents, for example, Pay Advices & Payment Summaries.
Email documents to this address	Select Yes to use the address for document delivery (record created in Address Manager). The email address entered in the Document Delivery Email Address will not be active until this checkbox is set to Yes.
Notification	Select Yes to receive delivery notifications (available when emailing to this address).
Attaché Online Email Address	Login email for employee portal access (recommend work email; personal if none).
Enable Attaché Online	Grant portal access to employee.

Custom fields tab

Field or Group Name

Description

Description 1, 2, 3
Decimal 1, 2, 3
Date 1, 2, 3
Yes/No 1, 2, 3
Number 1, 2, 3

The Custom Fields tab includes 15 fields that can be used for your specific requirements.
You can enter meaningful names for the fields via the Custom Fields tab in Payroll Options. For example:
- Job classification,
- Reason for Termination,
- Qualifications,
- Membership Numbers,
- LSL Registration Number etc.

The five field types are:
- Text.
- Decimal.
- Date.
- Yes/no.
- Numeric.

The information stored in custom fields is available in Employee Enquiry and can be printed on pay advices and labels.
To report on user-defined Masterfile fields, choose Payroll, Reports, Employee Details/Labels, User-defined fields.

Memo tab

Field or Group Name	Description
Memo	Use the Memo tab to add additional details about the employee. Similar to Notes (F4) however Notes only provides for date-dependent, single-line entry and is limited to displaying a maximum of ten lines at a time. With Memos you can enter lines of any length and use the scroll bar and keyboard controls to navigate.

Attaché Payroll (Australia and New Zealand): Create or onboard a new employee

Attaché Payroll: Set up a Standard Pay for an employee

Attaché Payroll: Confirm that tax calculated is correct in an employee's timesheet

Attaché Payroll (Australia): Set up a Study and Training Support Loan Tax Impost in the employee Masterfile

Attaché Payroll: Employee Masterfiles - Enquire

Attaché Payroll: Employee Masterfiles - Maintain