If you have Sage HR with no payroll integration, there's no default field in an employee's profile to document their bank details. However, you can create one using a custom field.
You could either create one field for bank account details, or you could create multiple fields e.g. one for Account number, one for Sort code number, etc. You can even set it up in Sage HR so that when the field is amended, you're notified. This way you're aware the bank details need to be amended in your payroll software.
We show you how to do this in the steps below.
📎NOTE: If you use Sage HR integrated with Sage 50 Payroll a bank accounts section field is available by default.
Create a bank details field
Click your name in top-right corner, then click Settings.
On the General setting menu, click Employee data.
Click Custom fields, then click Add new.
In the Field name, enter the custom field name.
From the Type drop-down, select the relevant type.
If necessary enter an optional Field description.
From the Field location drop-down, select "PERSONAL" tab or "EMPLOYEE tab.
📎NOTE: This determines which of tab it will be on in the employee's profile menu:
Review and select the relevant access settings:
We recommend the following, which would allow an employee to amend it themselves, as well as their manager be able to amend it too.
If set up like the screenshot above then:Bank details won't show on an Employee's Info Card
Bank details can be a field that gets filled in when you add a new employee.
The bank details field can be seen by the employee in their own profile.
The employee has access to edit their own bank details
The field can be viewed by their team manager or direct manager
Their team manager or direct manager can edit their bank details
Once complete, click Add.
Select who you want to assign this custom field to. You can select everyone or select specific employees.
If you want to assign it later, click Eligibility.
Click Save.
When you go to your employee's profile, you will see the new custom field listed which you can enter details into. Remember to click Save after you do.
Set up notification for when bank details are amended
Click on your name in the top right-hand corner, then click Settings.
On the settings menu, click Recipes.
Click Add recipe.
Give a name to the recipe e.g. Amended bank details.
Under When this happens... Select Employee in the first drop down, then changed custom field in the second drop down.
So it says 'Employee has changed custom field'
Under Do this action select either send email or create task then who you want to be notified about this change e.g. the employee's direct manager, or even the specific person who manages payroll.
Under With custom condition, select your bank details custom field.
If you selected to send an email, you can draft what the email will say.
If you selected to create a task you can draft what the task will say. You can also set a deadline.
To use a variable in an email, click on it and it will enter into your email content. To use a variable in a task description you must copy and paste it.
Select who you want this recipe to apply to, whether its for the whole company, a specific team, specific employees etc.
When you're done, click Save recipe.
Once this has been done, when bank details have been amended a notification will be sent.
