New Individual

Creating a New Individual

Before you start, please take note:

• Staff and casuals record are imported automatically from the HR system, so you don't need to create staff or casuals records. If someone is missing please contact the RCS Administrator.

• Freelance individuals who operate through their own registered company are added to RCS as organisations, so don't create them here either.

All other individual contributors are created in this screen.

Enter the contributor's details

Fill in as many of the fields as you can, including as many contact details as possible and items like default currency as these help avoid delays in payment.

Compulsory fields are Surname and Forename and then at least one of the following information:

a) Telephone/mobile number

b) Email address

c) Street address AND Town

Contributors must be entered with their real names. If they are published under a different byline, or known by another name, then this can be added separately (see the Notes below).

Be careful not to enter a duplicate

If the contributor name or address/post code already exists in RCS then you will get a warning message. Please do not ignore this message - you must double check that the contributor isn't already on the system. Please also see this note on avoiding duplicates

Data required to pay a contributor

RCS (and the Oracle payments system) need the Street address and Town to pay the contributor; you can fill this in later (along with other payment necessary information) if you do not have this to hand. If this information is not entered, the fields will be highlighted in yellow (along with any others that are preferred):

Save changes

Is the contributor represented by an agent?

If the contributor is represented by an agent such as Wylie Agency or Rogers, Coleridge & White, you will need to make a link with the agent.

Notes

1. Searching. To search for a specific contributor, follow the guidelines here.

2. Pseudonyms. These can be recorded in the Names pop up menu. Click on the check box against Search to make the name searchable in RCS. To add additional names add an extra row in this window

3. Gender will be automatically set according to the Title you select.

4. If a Contributor has passed away type in a date of death into the Died field; this makes the Agent/payee field compulsory, as this is where correspondences and payments get sent to. You'll need to create a new agent as the estate of... the deceased contributor.

5. Occupation shows the primary format in which the freelance, staffer, or casual contributes: Writer for text, Photographer for pictures and Illustrator for cartoons and graphic artistry. This field is mandatory because it determines the agreement defaults attached to the contributor's commissions and contracts.

6. Postcodes. Entering a UK postcode auto-fills the Town field.

Staff? This checkbox show whether the contributor is a current member of staff. The address fields for current staff members will be disabled and hidden. You cannot request a fixed-term contract for current members of staff. Ex-staff members assume freelance status and the normal rules for inputting of contributor data should be followed. Staff data is maintained by the HR.