> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/setup/employees.md).
# Add and edit payroll employees
Add people to payroll, set their type, union, wages, expenses and startwork documents, and edit, add positions for or remove them.
If RollCredits payroll is turned on for your production, you add people to payroll and change their pay details on the **Employees** tab of **Payroll > Setup**. Owners, Super Admins, Managers and Department Heads can add and edit employees. Department Heads can add, see and edit only people in their own department.
For the table itself, see [Track employee onboarding](/payroll/setup/employee-onboarding.md).
{% hint style="info" %}
Until the production has a work location, the tab shows "You must create a work location before you can add employees". See [Manage work locations](/payroll/setup/work-locations.md).
{% endhint %}
{% hint style="info" %}
Some fields appear only if your company has them turned on: **Custom Overtime State**, **Escrow Account**, and the minimum wage check on **Wage**.
{% endhint %}
## Add an employee
1. On the **Employees** tab, select **Add New Employee**. The **Add Employee** panel opens.
2. In **Employee**, pick someone already on the production, or type an email address to invite someone new.
3. Check **Legal First Name** and **Legal Last Name**, which fill in from the person's RollCredits name.
4. Fill in the rest of the panel, described below.
5. Select **Confirm**.
**Confirm** stays greyed out until every required field is filled in and, when editing, until you change something.
The **Employee** list shows people on the production who aren't on payroll yet. Payroll Agents and payroll employees aren't listed, and typing their email shows "User is already on the production". Someone new joins the production as Payroll Crew, in your department if you have one.
Who gets emails:
* The employee gets a welcome email for payroll on this production. Someone you invite also gets an email that they were added to the production, plus a sign-in invitation if they're new to RollCredits.
* An agent gets an email when you assign them to the employee, now or later.
* Later, adding or deleting a wage, or changing its amount or period, emails the employee.
The employee then [finishes their onboarding](/payroll/get-started.md).
## Set the employee's details
* **Legal First Name** and **Legal Last Name** lock once the employee is created. The employee can update their legal name after logging in, or you can contact RollCredits support.
* **Agent**: agents can onboard and fill out timesheets for the employee. Pick a Payroll Agent on the production, or type an email to invite one. You can't pick the employee, or anyone on the production with another role. **Agency Name** appears once you choose an agent. See [Onboard and fill out timesheets for assigned employees](/payroll/assigned-employees.md).
* **Employee Type**: **W-2 Employee** or **Loanout**. If the crew member asked for a different type, a note shows that type and their note. Saving a new type, or saving after such a request, asks the crew member to confirm their type again.
* **Title**.
* **Union** appears when your production has unions. Choose **Non-Union** or an agreement. For an agreement, choose a **Schedule** if one is offered, then an **Occupation Code** (required).
* **Withhold union dues?** appears when the agreement withholds dues. It starts ticked. Unticking it doesn't affect employer union contributions.
* For a DGA director, **Director's drawdown is set up** appears, ticked. Enter the **Total Project Drawdown Amount**. If you untick it, the director's wages and pension are billed to the production on each payroll run.
* **Represented By An Agency**: tick it and enter the **Agency Fee** percentage (10 to start). The fee is added on top of wages, so leave it out of the rates.
* **Minor Employee**: if your company uses minor onboarding, a minor gets the [minor information form](/payroll/get-started/minor-information.md) and a minor's W-4 or W-9.
* **Default Work Location** (required). **Custom Overtime State** applies California's overtime rules instead of the work location's state.
* **Employment Start Date** and **Employment End Date** (required). Once the employee has shifts, the start date can't be after the first one and the end date can't be before the last. Saving new dates deletes the empty timecards for weeks they no longer cover.
{% hint style="info" %}
**Employee Type** and **Minor Employee** lock once a timecard for this position is approved or paid. To use a different value, add another position.
{% endhint %}
## Set up an escrow employee
Without a **Weekly Escrow Amount**, the employee isn't saved as escrow.
1. Tick **Escrow Employee**.
2. If nobody has agreed to the escrow terms for this production yet, the **Escrow Terms** window opens. Read the terms, tick the agreement checkbox and select **Agree & Continue**. **Cancel** unticks **Escrow Employee**.
3. Enter the **Weekly Escrow Amount**.
4. If shown, choose the **Escrow Account**: the Trial Balance account the escrow deposit sits in. Each week's escrow payment comes off it on the payroll invoice.
5. After you save the employee, upload their escrow agreement on the **Documents** tab. Until then, their status is **Escrow Agreement Needs Document**. See [Upload payroll documents](/payroll/setup/production-documents.md).
The weekly amount is released each pay cycle as approved timesheets are processed. To reread the terms, select **Review escrow terms** (**View escrow terms** once agreed).
## Set wages
1. Enter a **Wage Label**, the **Wage** and the **Wage Period**.
2. Optionally, choose a **Cost Code** for gross wages and expenses, and a **Fringe Code** for fringes. The fringe code fills in from the cost code when there's a match.
3. To add another rate, select **Add additional wages**, then pick the main one in **Choose default rate**. **Delete Rate** removes a rate.
* For union employees, **Wage** stays greyed out until you choose an **Occupation Code**, and **Wage Period** offers only the schedule's periods.
* If your company checks minimum wage, a wage below the minimum for the work location's state or the occupation code shows "Wage is below the minimum wage".
* When editing, a note warns that wage reductions may lead to legal penalties.
* A **Daily Flat Rate** wage period ticks and locks **Overtime Exempt?**. Make sure local and state laws allow the exemption.
* For hour-day periods, such as **8 Hour Day** or **5.5 Hour Half Day**, you can tick **Is this a guaranteed day rate?**. The employee then gets at least the day rate, and may get more for longer days.
## Add weekly expenses
Weekly expenses fill in on every new timesheet.
1. In **Weekly Expenses**, select **Add expense**, or **Add another** for more.
2. Choose a **Type**: Kit Fees, Taxable Expenses, Mileage or Non-Taxable Expenses.
3. Enter **Miles** for mileage, or an **Amount** for the others.
4. Enter a **Description**, and choose a **Code** if you want.
Each expense says whether it's taxable. Select the trash icon to remove one.
## Assign startwork documents
The **Startwork** card lists your published startwork templates. Tick each one the employee should sign during onboarding. To make or publish templates, see [Create startwork templates](/payroll/setup/startwork-templates.md).
When editing, unticking a template the employee already has opens **Remove Assigned Startwork**. Removing it erases their document, including any signatures, and can't be undone. Select **Confirm** to remove it when you save, or **Cancel** to keep it.
## Set custom field defaults
1. In **Custom Fields**, select **Add custom field**, or **Add another** for more.
2. Choose the **Custom field** and its **Default value**.
Defaults apply to every timesheet day unless changed there. The list comes from your [company's custom fields](/company/custom-fields.md).
## Edit an employee
1. On the **Employees** tab, select the edit icon (**Edit Employee**) at the end of the employee's row. For Owners, Super Admins and Managers, **Edit Employee** on their profile or [timecard panel](/payroll/review-payroll-runs/review-timecards.md) also opens it.
2. Make your changes and select **Confirm**.
The top of the **Edit Employee** panel has shortcuts:
* **Review I9 Documents**, **Review Loanout Documents** or **Review Startwork Documents**, when something is waiting for you. See [Review an employee's I-9](/payroll/review-i9.md), [Review loanout documents](/payroll/review-loanout-documents.md) or [Countersign startwork documents](/payroll/countersign-startwork.md).
* **View Profile** opens [the employee's profile](/payroll/employee-profile.md).
* **Update Payout Preferences** opens the employee's **Payout Settings**, where you choose how they're paid. See [Choose how you get paid](/payroll/get-started/payout-info.md).
{% hint style="info" %}
These shortcuts open pages that only Owners, Super Admins and Managers can use.
{% endhint %}
## Add another position
1. Open the person's **Edit Employee** panel.
2. At the bottom, select **Add Another Position**.
3. In the **Add Position** panel, fill in the position's details, then select **Confirm**.
A position is a separate employment profile, usually for another occupation code. The legal name and **Minor Employee** carry over and can't be changed here. **Employee Type** starts as the first position's type, and you can change it. You can't add a second union position with the same occupation code and employee type.
## Remove an employee
Owners, Super Admins and Managers can remove an employee.
1. Open the employee's **Edit Employee** panel.
2. Select **Remove Employee**.
3. In the **Remove Employee** window, select **Confirm**.
{% hint style="danger" %}
Removing can't be undone. If the person has other positions on the production, only this one is removed. If it was their only position and they're Payroll Crew, they're removed from the production. Otherwise they keep their role but are no longer on payroll.
{% endhint %}
You can't remove a position that has a timecard with hours entered or with a paycheck. **Remove Employee** is greyed out, and pointing at it shows why.
---
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