Day-to-day Operations

This guide covers the typical tasks required to use paiyroll®. These typically involve routine changes (e.g. new workers, salary changes) and approving the pay run.

Admin Tasks

Log in with an administrator account e.g. master.admin:

Admin tasks

Task	Screen and Steps	Notes
Starters and Returners	Click Add… to add a new starter here Enter their starter details: Email Mobile Name Company Department Start date Normally, do not enter a password and delete it if your browser has autofilled one Weekly hours worked Date of birth Gender Either add NI number or 2 Postal address lines Click Add	Workers receive a welcome e-mail to set up their password and complete starter declaration and details.See also Starters. For returning workers, see Returners. The password is only used if you need to log in after you have created the employee.
Leavers	Update the employee here Enter the leaving date in End date Click Update	P45 available after a payrun. See also Leavers.
Pay Changes	Click Pay Items for the relevant employee Enter new values Click Update	E.g. Bonus, Salary etc.
Redo a pay run	Click Assigned tasks tab in My tasks Click the link Approve Run As Payroll Approver Select Approved: No to redo the pay run Done	Re do a pay run to include all changes made since last time. See also Pay runs.
Pre-approval report	Click Pre-approval summary2 in My documents and open in Excel Check the Attention required sheet for any missing data Check the Payroll expenditure sheet for differences Check the Payroll Journal sheet for the balancing Other value to be zero Check the Holiday entitlements Pay definition outputs sheets	Re-run interim payrun (see above) if changes needed. See also Universal Finance Journal.
Approve pay run	Click Assigned tasks tab in My tasks Check all reports are Green Click the link Approve Run As Payroll Approver Select Approved: Yes and the I confirm… tick box Click Done	Check reports and take action if required before approval. Payslips are updated in Workers mobile view just after approval. See also Pay runs, especially Handling errors.
Bank Payment	Download a BACS file from My documents Or click Worker payment (txt) to view in a text editor	Tip: If your bank does not allow file upload, you can copy/ paste values

GB-specific Tasks

GB specific tasks

Task	Screen and Steps	Notes
Confirm HMRC receipt	Click View to view the pay run in Pay runs Click Reports tab Click anywhere in the row GB RTI FPS avoiding the text	The receipt looks like: HMRC has received … at 14.11 on 24/01/2020. The associated IRmark was… Clicking GB RTI FPS will view the actual XML sent to HMRC
Pension submission	Download Pension file from My documents	Upload to Pension provider
Importing Tax Notices	These should be automatically collected by Payroll Debbie at the appropriate point in the pay run cycle To run manually: Click to start GB HMRC DPS in My data feeds Wait a few seconds for the report to run and the History time to update Click anywhere on the row GB HMRC DPS avoiding the report name to see the results	All P6/P9/SL and PGL notices are applied to the employee PAYE and SL Pay Items automatically

Worker Tasks

The following tasks are accomplished by Workers using the mobile-friendly user interface:

Worker tasks

Task	Login as	Screen and Steps	Notes
Timesheets	Worker or Manager	Log in to mobile view Click My tasks Worker My tasks Click Assigned tasks tab Click Review Timesheet As Manager Click Approved Continue	Employee submits weekly to department manager
Hours	Manager	Log in to mobile view Click My tasks Worker My tasks Click Monthly hours Enter number of hours Click Update	Entered once per month by department manager

Starters

When completing the starter’s details, the works id can be left empty; this will cause the system to allocate a value which is unique not just for the worker, but for this employment.

GB-specific Notes

Date of birth and gender are mandatory for HMRC and must be entered.

If the starters National Insurance (NI) number is unavailable, you must complete at least two address lines.

HMRC requires that returning leavers not reuse the works id from the previous employment. Leaving it blank will cause a suitable value to be auto generated.

Returners

GB-specific Notes

If you re-employ anyone, follow these steps.

1. Update Employee by clearing the previous End date and set the new Start date.

2. As HMRC require a different Works id if you re-employ someone, you can either:

   • Clear/ leave the previous Works id blank and the system will auto-generate a new unique ID for HMRC (e.g. id/2019-07-09) or

   • Add a your own new Works id which must be different than the previous one (noting that all Works id’s across a company must be unique).

3. Clear all previous P45 fields on the employee, if any.

4. Update PayItem PAYE for the worker. Clear all previous PAYE PayItem inputs sourced from a role/person Week1_month1, Previous pay, Previous tax, Tax code and Effective date (the buss sourced inputs will be blank).

5. The returning worker will need to submit a new starter declaration (A, B or C).

6. Finally, enter new P45 information if presented by the worker.

The system will generate a new starter tax code based on the starter declaration and P45, and ultimately superseded with a formal tax code from HMRC.

More information

Leavers

When a worker is marked as having left, all payments will end by default. To provide additional monies after this point:

• Add or keep specific Pay Items which will provide the additional pay.

• Remove or disable all other Pay Items which are sources of income (e.g. salary) and non-income remuneration (e.g. holiday accrual).

• Set the Worker’s pay-after-end as needed.

By default, the worker will continue to have access to the system for 31-days after the leaving date, after which Payroll Debbie will disable access.

GB-specific Notes

To ensure continuing GB SMP payments after a worker has left, set up pay-after-end.

To ensure P45 generation, after a worker end date is set, a payrun must be run and approved.