Day-to-day Operations¶
This guide covers the typical tasks required to use paiyroll®.
Admin Tasks¶
Log in with an administrator account for routine updates e.g. new workers, pay updates and approving the pay run. Most tasks are accessed directly from the paiyroll® Home screen. Skip any tasks that are not applicable.
HR Time & Attendance (T&A)
Note
If used, several tasks below will not be required
Starters
From a file
One at a time
Enter starter details:
Email Mobile Name Company Department Start date
Normally, do not enter a password and delete it if your browser has autofilled - a password is only used if you need to log in after you have created the employee
Weekly hours worked Date of birth Gender
Tick Paid irregularly if applicable
Either add NI number or 2 Postal address lines
Click Add
Note
Workers receive a welcome e-mail to set a password and complete starter declaration & details if invite option is selected..
Leavers
From a file
One at a time
Select the Company or Shift-select multiple companies
- Choose file to select a file with at least 2 columns:
Refer to each employee by configurable Employee lookup
End dates
Click Upload
In the Fields window select end_date
Select: VLOOKUP by depending on the configurable Employee lookup
Select Vlookup to specify the employee lookup column
Ensure Dry run is set to True and click Save options to see a preview of the changes that would be applied
Go back to the previous page (browser back 🔙 button) and change Dry run to False
Click Save options to apply the leaver dates
In Pay runs click Redo for the current pay run to include all changes and refresh My documents.
Note
Leavers will be processed in a final pay run, even when the leaving date precedes the pay period. See more in Leavers.
Restarters
Follow the steps for a Starter
Clear employee End date
- GB specific details:
Clear any previous GB P45 fields
Add new GB P45 information if presented
A new employee statement (A, B or C) is required and can be entered by the Administrator or Worker
and click Show all
Clear any previous PAYE and SL PayItem values and click Update
The system will automatically generate a new starter tax code more information
Upload Shifts
Click Choose file and Start
Wait a short while for the upload to complete
Click View
Verify the summary, warnings and errors
Confirm the number of shifts and total pay loaded
Repeat if required - all previously loaded shifts are deleted first
if required
Pay Changes
From a file
One at a time
See Upload Data for for file layout
- Select the relevant employee:
In the Search field type a few letters of a name, works_id or username
Select from list of workers by clicking or typing a few letters of the name, press return
Enter new Pay Item values
Click Update to save edits and view a live payslip. Move the live payslip by dragging title bar or resize from any edge
Click Create to add new Pay Items.
If you have a Test (Template) employee with multiple Pay Items, can select those in one step clicking the Add From… tab and then clicking Add from the relevant Test employee.
Pension changes
Manual
Auto
Make the necessary changes on the pension Pay Item and click Update
Tax Notices
Auto
Manual
Will automatically collected by Payroll Debbie at the appropriate point in the pay cycle.
GB NI number changes are applied automatically
All GB P6/P9/SL and PGL notices are applied to the employee PAYE and SL (Student Loan) Pay Items automatically
If needed, you can click Show all in the Pay Item Editor to show PAYE and SL which are hidden by default
Custom payrun (for daily payroll)
Redo pay run and Check report summaries
In Pay runs click Redo for the current pay run to include all changes and refresh My documents.
Wait until complete - a progress bar appears under the Wait button which changes when complete
Click View to view the payrun and click the Summary tab to check the workers included and their pay
Click the Reports tab to see the status of each report
Click View to see and check summary of each report
Check any country specific tasks as detailed below
Payslips are updated in Workers mobile view and marked as Draft
More in Pay runs.
Preapproval report
Click Pre-approval summary2 and open in Excel
Check the Attention required sheet for any missing data
Check the Payroll expenditure sheet for differences
Check Holiday entitlements Holiday data table Pay definition outputs sheets
Redo payrun (above) if changes needed. See also Universal Finance Journal.
Approve payrun
Important
Check there are no report warnings and correct before approval.
Select Approved: Yes… and also Confirm tick box
Click Done to approve and finalise the payrun
Check there were no errors and country specific tasks as detailed below
Wait for the next payrun to start
Final payslips are available for workers to access via their app
Note
See also Pay runs, especially Handling errors.
Bank Payment
Pension submission
Right-click Save Link As to download a pension file
Save the file to a suitable location - default is Downloads
Upload to pension providers portal
Note
Some pension reports use automated submission
GB-specific Tasks¶
P45 documents along with Payslips are automatically generated for leavers in My documents for administrators and workers. P60 documents are available in the last run of the tax year - usually in March.
Task |
Screen and Steps |
Notes |
|---|---|---|
Confirm HMRC receipt |
|
Worker Tasks¶
The following tasks are accomplished by Workers using the mobile-friendly user interface:
Task |
Login as |
Screen and Steps |
Notes |
|---|---|---|---|
My documents |
Worker or Manager |
|
Payslips are HTML format by default. If PDF is required be sure to change the filename to Payslip.PDF in the Payslip Report Definition. |
My details |
Worker or Manager |
|
|
Timesheets |
Worker or Manager |
|
Employee submits weekly to department manager |
Hours |
Manager |
|
Entered once per month by department manager |
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.
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.
The worker will continue to have access to the system until 31 days after the pay run in which they were marked as a leaver, after which Payroll Debbie will disable access.
If you want to disable access earlier, clear the Worker’s active flag and then click Update.
If you need to re-enable access temporarily, set the Worker’s active flag. There is no need to set a reminder to clear the active flag as Payroll Debbie will run within a day and clear it.
If access is required following a pay-after-end, simply set the Worker’s active setting, and the 31 day window will start again.
GB-specific Notes¶
To ensure continuing GB SMP (with occupational extensions) 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.
Pension Tasks¶
GB-specific Notes¶
Auto-enrolment Opt-outs and refunds¶
If a notice is received from a pension provider for opt-in, opt-out or a contribution change, then set the appropriate inputs on the employee Pay Item Opt-out date Opt-in date Worker %, Some data feed reports will automatically set these inputs e.g. NEST.
If you receive a valid refund notice, then enter a reference in the Refund reference input. Refunds are automatically applied in the current pay-run as long as the Opt-out period has not passed.
Attachment (Garnish) Tasks¶
Generally, changes to Pay Items can be made simply in the GUI, and will be applied right away. However, many garnish Pay Items are have state relating to things like underpayments and debts and so on, and so require additional steps. This section describes what to do.
GB-specific Notes¶
Attachment of Earnings setup¶
The rules for Attachment of Earnings garnishes are generally written in terms of Weekly (w1) or Monthly (m1) schedules. Likewise the attachment notice as received may be in terms of Weekly (w1) or Monthly (m1).
To support these combinations, and also schedules such as w2 and m3, all the Attachment of Earnings garnish pay items must have the repeating payment entered as follows:
For workers paid on weekly schedules (w1, w2, w4, etc.), the payment must be entered as a Weekly value. The Pay Item will adjust as needed for w2, w4 etc.
For workers paid on monthly schedules (m1, m3, etc.), the payment must be entered as a Monthly value. The Pay Item will adjust as needed for m3, m6 etc.
If the notice is for a Monthly payment, but a Weekly value is needed, use:
w1 = round(m1 * 12 / 52)
If the notice is for a Weekly payment, but a Monthly value is needed, use:
m1 = round(w1 * 52 / 12)
paiyroll® recommends you refer to the official documentation.
Note that if a workers has multiple Attachments of Earnings in effect, the deductions are made in a specific order. See GB Attachment of Earnings and Student Loans (Garnishes) for details.
Attachment of Earnings corrections¶
If an Attachment of Earnings garnish pay item is incorrectly configured, for example if a previously Unpaid amount needs to be changed, then the following steps should be taken:
Use the Analytics Report to check for historic deductions which need to be corrected.
Use a Payment or Deduction pay item to make the needed adjustment. (You will normally configure to use net pay, e.g. using “Net Pay” and “Addition to Net Pay” busses).
Change the amount of the debt to zero (or the reference), and operate till the end of the tax week or tax month. Monitor for and make any further adjustments needed during this time.
At the beginning of the next tax period, reset the garnish pay item with the correct values.
Student and Postgraduate Loan refunds¶
If a notice is received from HMRC to refund any Student or Postgraduate Loan, then:
Click Show all in the Pay Item Editor to show the SL Pay Item which is hidden by default
Add the refund amount as a negative value in PGL refund or SL refund
Set PGL to No stop any further deductions
For SL, you must set the Plan type for the refund - it cannot be changed to No as the plan number needs to be included along with the refund amount in the HMRC FPS submission. Therefore, set the SL Stop date to just after the pay date, to cease any further deductions.