## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/en-ca/payroll/llms.txt

Use this file to discover all available documentation pages before proceeding.

# 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:

1.  Go to **Getting Started** page.
2.  Click **Complete now** next to _Add employees_. You’ll be redirected to the **Employees** module.
3.  Click **Add Employee**.
4.  Provide the required details in each of the below steps:
    *   [Basic Details](/en-ca/payroll/help/employer/getting-started/add-employees.html#basic-details)
    *   [Compensation](/en-ca/payroll/help/employer/getting-started/add-employees.html#compensation-details)
    *   [Personal Details](/en-ca/payroll/help/employer/getting-started/add-employees.html#personal-details)
    *   [Tax Details](/en-ca/payroll/help/employer/getting-started/add-employees.html#tax-details)
    *   [Payment Details](/en-ca/payroll/help/employer/getting-started/add-employees.html#payment-details)

* * *

## Basic Details

*   Provide the employee’s basic details:

![Provide Employee’s Basic Details](/payroll/help/en-ca/employees/add-employees/add-basic-details-of-employee.png)

**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](/en-ca/payroll/help/employer/settings/work-locations.html).

**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](/payroll/help/en-ca/employees/add-employees/add-compensation-details-of-employee.png)

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](/payroll/help/en-ca/employees/add-employees/add-personal-details-of-employee.png)

**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](/payroll/help/en-ca/employees/add-employees/add-federal-tax-information-of-employee.png)

*   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](/payroll/help/en-ca/employees/add-employees/select-payment-mode-for-employee.png)

Payment Mode

Description

**Direct Deposit**

Provide the employee’s [Bank Information](/en-ca/payroll/help/employer/getting-started/add-employees.html#employees-bank-information-required-to-set-up-direct-deposit) 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](/payroll/help/en-ca/employees/add-employees/add-bank-information-of-employee.png)

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.