Difference between revisions of "How do I run a payroll period?"

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== Summary ==
 
== Summary ==
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This article explains how to run a payroll period, and deals with the issues that will arise.
+
This article explains how to run a payroll period.
  
−
== More Information ==
+
== More Information ==
−
Platinum Payroll will allow you to combine different Pay Frequencies or run them separately within the same system. You may pay some of your employees weekly and some monthly, some on an hourly rate and some on a salary - all this is available in the payroll. It is advisable that you run each frequency separately i.e. run the payroll for the Weekly paid employees then go back in to run the Payroll for the Monthly paid employees, but this is not compulsory.  
+
Platinum Payroll will allow you to combine different Pay Frequencies or run them separately within the same system. You may pay some of your employees weekly and some monthly, some on an hourly rate and some on a salary - all this is available in the payroll. It is advisable that you run each frequency separately, i.e. run the payroll for the Weekly paid employees then go back in to run the Payroll for the Monthly paid employees, but this is not compulsory.
  
−
=== Entering the Correct Period and Pay Date ===
+
=== Run Payroll ===
−
To run a payroll period, follow the instructions below:  
+
To run a payroll period, follow the instructions below:
  
 
* Go to {{Menu|{{PR}}|Run Payroll Period}}.
 
* Go to {{Menu|{{PR}}|Run Payroll Period}}.
−
* This will bring up a {{DataPrompt|Payroll Selection}} Screen - if you pay on more than one frequency (e.g. weekly and monthly). Select the Payroll frequency you wish to run, by selecting {{Button|Yes}} next to the appropriate frequency.
+
* This will bring up a {{DataPrompt|Payroll Selection}} Screen.
−
* Check the period you are running the payroll for and the date you are paying the employees. The {{DataPrompt|Period End}} date should be the last day of the period you are paying the employees for. If this is the first time that you are running the payroll, you may need to set the {{DataPrompt|Period End}} date appropriately. Once you have set this, it should update to the correct period end each time you close the payroll period.  
+
* Select the Payroll frequency you wish to run, by selecting {{Button|Yes}} next to the appropriate frequency.
−
** Weekly paid employees: To fall in line with Statutory Pay and Tax Credit date settings it is advised the date you enter is the Saturday at the end of the week you are paying for.  
+
* Check the period you are running the payroll for and the date you are paying the employees.
 +
** The {{DataPrompt|Period End}} date should be the last day of the period you are paying the employees for. If this is the first time that you are running the payroll, you may need to set the {{DataPrompt|Period End}} date appropriately. Once you have set this, it should update to the correct period end each time you close the payroll period.
 +
** Weekly paid employees: To fall in line with Statutory Pay and Tax Credit date settings it is advised the date you enter is the Saturday at the end of the week you are paying for.
  
 
{{Example|text=if you are paying employees for time worked from Monday 7th April to Friday 11th April it is advised you enter Saturday 12th April as the Period End date (Sunday 6th April would have provided the first day in the 7 day period).}}
 
{{Example|text=if you are paying employees for time worked from Monday 7th April to Friday 11th April it is advised you enter Saturday 12th April as the Period End date (Sunday 6th April would have provided the first day in the 7 day period).}}
  
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* At this point you will need to enter the date by typing it in or click the {{Button|Drop Down}} to choose a date. The system will take the day after this to be the start date for the next pay period of this frequency.  
+
* Click the {{Button|Drop Down}} to choose a date. The system will take the day after this to be the start date for the next pay period of this frequency.
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* Enter the Pay Date - this is the date you are actually going to pay the employees. This date must fall within the tax period you are working in.  
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* Enter the {{DataPrompt|Pay Date}}. This is the date you are actually going to pay the employees and must be within the current Tax Period.
  
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{{Example|text=Week 1 runs from 6th April - 12th April, if your pay date for weekly employees falls within this date range then you should be in weekly payroll period 1. The payroll system will not allow you to enter a date which falls outside the permitted pay period.}}
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{{Example|text=Tax Period Week 1 runs from 6th April - 12th April. If your pay date for weekly employees falls within this date range then you should be in Weekly payroll Period 1. The payroll system will not allow you to enter a date which falls outside the permitted pay period.}}
  
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*Then click {{Button|OK}} to start entering your payroll information. All employees due to be paid this period are listed down the screen.
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* Click {{Button|OK}} to start entering your payroll information.
 +
==== Employee Default Pay Changes ====
 +
{{Warning|text=If you choose to amend employee pay defaults e.g. due to a pay increase, the changes will not be applied to the open period. Instead they will be applied after closing the current period. If you wish for pay changes to be effective within the current period please move to the relevant employee and press {{KeyPress|F7}} or press {{KeyPress|S-F7}} to refresh all employee pay defaults. Please ensure you use this option prior to entering hours or other adjustments for this period.}}
  
 
=== Entry Screens ===
 
=== Entry Screens ===
−
You have the choice of two screens to enter your Payroll information i.e. Hours worked, Pre/Post Tax Adjustments, SSP, Holiday Pay etc.
+
You have the choice of two screens to enter your Payroll information, i.e. Hours worked, Pre/Post Tax Adjustments, SSP, Holiday Pay etc.
  
−
* Standard Entry Screen  
+
* Standard Entry Screen
−
* Detailed Entry Screen  
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* Detailed Entry Screen
  
 
==== Using the Standard Entry Screen ====
 
==== Using the Standard Entry Screen ====
 
This screen allows you to move freely around it, using the arrow keys on your keyboard or clicking on the fields with the mouse.
 
This screen allows you to move freely around it, using the arrow keys on your keyboard or clicking on the fields with the mouse.
  
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All employees due to be paid during the Period are listed on screen. The order in which they are listed is defined in the {{Menu|Payroll Settings}}. You may change the order from this screen by pressing {{KeyPress|A-F2}} to Re-Sort Data although the changes will be lost as soon as you exit the Run Payroll Screen. To change the order temporarily or permanently go to {{Menu|Payroll Maintenance|Payroll Settings|Period Total Sort Order}} for further details.
+
All employees due to be paid during the Period are listed on screen.
−
 
−
The headings across the top of the screen will be made up of the Pay Rates and Period Adjustments, as set up in:
 
  
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{{PayrollSettings|Company Parameters|Payment Defaults}}  
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The order in which they are listed is defined in the {{Menu|{{PlatinumModuleSettings}}|{{PR}}|Module Settings}}.
  
−
and
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You may temporarily change the order from the standard entry screen by pressing {{KeyPress|A-F2}} to Re-Sort Data although the changes will be lost as soon as you exit the Run Payroll Screen.
  
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{{PayrollSettings|Period Adjustments}}.
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{{Tip|text=The period details are displayed at the top of the screen.  The employee your are working in is also displayed at the top of the screen so you can check their NI Rate and Tax Code for the current period are correct.}}
  
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For each employee, these fields will pick up the default values e.g. Standard Hours Worked, Standard Pay Rate and any Period Adjustments which have been set up to be added/deducted each period - see [[How do I Add a New Employee to the Payroll?|Employee Amendments.]]
+
The headings across the payroll entry screen will be made up of [[How do I set up employee payment defaults?|Pay Rates]] and [[How do I set up payroll adjustments?|Period Adjustments]].
  
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{{Note|title=Note|text=If you have changed pay rates for any of the employees, you should press either {{KeyPress|F7}} for an individual employee or {{KeyPress|S-F7}} for all employees to update the default pay amounts before you enter any hours or other adjustments for this period.}}
+
For each employee, these fields will pick up the default values e.g. Standard Hours Worked, Standard Pay Rate and any Period Adjustments which have been set up to be added/deducted each period - see [[How do I create an employee in the payroll?|Employee Amendments.]]
  
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==== Using the Detailed Entry Screen  ====
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* Enter the hours worked at each pay rate.
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From the Standard Screen, press {{KeyPress|F5}} to Edit/View Run Totals. This will pop up the Detailed Entry screen.
+
* Enter any additions or deductions to pay using the columns available to you.
 +
* Other additions and deductions to pay such as SSP, Student Loan deductions, P45 details should be entered using the additional functions. Press {{KeyPress|F12}} to view a list of functions including:
  
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* At the top of the screen is the Employee's Code & Name and the Period.
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* [[How do I add sick pay?|SSP]]
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* The middle of the screen is for entering the basic period details i.e. Hours Worked and Additions/Deductions.  
+
* [[How do I assign attachments to an employee?|Attachments e.g. Student Loans]]
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* The bottom half of the screen is for information only. This displays the current period totals:
+
* [[How do I add maternity pay?|SMP]]
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Gross Pay, Nett Pay, Employee's and Employer's NI contributions & rebates (if applicable) and Tax.
+
* [[How do I add paternity pay?|SPP]]
 +
* [[Entering P45 details/new starters|Enter P45/P46 Details]]
 +
* [[How do I add a payroll leaver?|Enter any leavers]]
  
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It will also display any Pension Contributions, SSP, SMP/SAP/SPP and Holiday Pay if entered for this employee. If the employee contributes to the Holiday Credit Scheme, the amount they are contributing this period is displayed alongside ‘Hol. Credit’ and the amount they have available to draw on is displayed in the brackets. It is a more detailed screen so that you can see a summary of the payroll period totals for the chosen employee as you are entering information.  
+
* Press {{KeyPress|ENTER}} or arrow key down the screen to amend each employee in turn. Alternatively follow the steps below to use the detailed entry screen.
  
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Then you will need to enter basic payroll details for the employee:
+
==== Using the Detailed Entry Screen ====
 +
From the Standard Screen, press {{KeyPress|F5}} on the first employee. This will pop up the Detailed Entry screen.
  
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* Enter the number of hours worked.
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As per the standard screen you should:
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** If they are paid an hourly rate, enter the number of hours worked at the Standard Rate, if it differs from their standard hours.
 
−
** If they are paid a salary, enter the number of hours worked. This is not compulsory for salaried employees, although you may wish to keep a record of the number of hours the employee has worked (this can also appear on the employee's payslip). This will not affect the amount the employee will be paid.
 
−
* Enter the number of hours worked at any other Rates e.g. Time 1/2, Double Time.
 
−
* Enter any additions/deductions under the relevant Period Adjustments e.g. Commission due, if necessary.
 
−
* If the employee is drawing any of their Holiday Credit, enter the amount in the ‘Hol. Credit’ Adjustment field. This automatically deducts the value entered from the employee's savings.
 
  
−
{{Note|text=Special Period Adjustments/Attachments like Tax Credits, Student Loans and CSA Deductions, are displayed on the right hand side of the screen if they have been set up in the {{Menu|{{PR}}|Payroll Maintenance|Payroll Settimngs}} menu, and should be entered here.}}
+
* Enter the hours worked at each pay rate.
 +
* Enter any additions or deductions to pay using the columns available to you.
 +
* Other additions and deductions to pay such as SSP, Student Loan deductions, P45 details should be entered using the additional functions. Press {{KeyPress|F12}} to view a list of functions including:
  
−
* Once you have filled in the basic details for the first employee, you may also need to enter other additions/deductions e.g. Sick Pay, Holiday Pay, Tax Credits or Attachments.
+
* [[How do I add sick pay?|SSP]]
 +
* [[How do I assign attachments to an employee?|Attachments e.g. Student Loans]]
 +
* [[How do I add maternity pay?|SMP]]
 +
* [[How do I add paternity pay?|SPP]]
 +
* [[Entering P45 details/new starters|Enter P45/P46 Details]]
 +
* [[How do I add a payroll leaver?|Enter any leavers]]
  
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* When you have entered the information for the first employee, tap <F1> to move on to the next employee. When you look at the Employee Name at the top of the screen, you will see that you are now on the next employee. {{KeyPress|F1}} or {{KeyPress|S-F1}} scroll forwards/backwards through the list of employees, in the order they appear on the Standard Entry Screen.  
+
* Press {{KeyPress|F1}} to amend each employee in turn. You will see the name of the employee you are amending just behind the detailed entry window.
  
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* Once you have finished entering all the information for each employee for this period, you need to produce the End of Period Reports, i.e. Payroll Analysis, Payslips and so on. Please refer to [[How do I Run Reports at the End of a Payroll Period?|this]] for more detailed help on this step.
+
=== Payroll Totals ===
 +
The bottom half of the screen is for information only. This displays the current period totals:
 +
Gross Pay, Nett Pay, Employee's and Employer's NI contributions & rebates (if applicable) and Tax.
  
−
Once you have produced all the reports you require, you can close the period. Please refer to [[How do I Close a Payroll Period?|this]] for more detailed help on this step.
+
It will also display any Pension Contributions, SSP, SMP/SAP/SPP and Holiday Pay if entered for this employee.
 +
 
 +
If the employee contributes to the Holiday Credit Scheme, the amount they are contributing this period is displayed alongside 'Hol. Credit' and the amount they have available to draw on is displayed in the brackets.
 +
 
 +
== Saving the Payroll ==
 +
You may click {{Button|Close}} to exit the payroll without completing it or submitting it to HMRC.
 +
 
 +
== Reporting and Submitting ==
 +
Once you have finished entering all the information for each employee for this period, you need to produce the End of Period Reports, i.e. Payroll Analysis, Payslips and so on.
 +
 
 +
* [[How do I run reports at the end of a payroll period?]] will guide you through this process.
 +
 
 +
* [[How do I close a payroll period?]] explains how to close and submit your FPS (Full Payment Submission) to HMRC.
 +
 
 +
* You should also ensure you [[How do I run reports at the end of a payroll period?#Submitting the Employer Payment Summary (EPS)|submit your EPS]] (Employer Payment Summary) at the end of each Tax month.
 +
 
 +
== Historic Notes ==
 +
 
 +
=== Coronavirus Information ===
 +
The current situation changes regularly so please ensure you visit HMRC's website for the most up to date information.
 +
 
 +
Please visit [https://www.gov.uk/guidance/claim-for-wage-costs-through-the-coronavirus-job-retention-scheme#site this] page for information relating to furloughing workers, eligibility and how to calculate an 80% rebate.
 +
 
 +
Use the information on your 2019/2020 P11's and/or copies of employee payslips to assist you with calculating the wages per employee.
 +
 
 +
Please seek advice from your accountant if you are unsure of the amounts to use.
 +
 
 +
The HMRC portal address is [https://www.gov.uk/guidance/claim-for-wages-through-the-coronavirus-job-retention-scheme here]. Use your Government Gateway username and password.
  
 
== See also ==
 
== See also ==
−
* [[How do I Close a Payroll Period?]]
+
* [[How do I run reports at the end of a payroll period?]]
−
* [[How do I Run Reports at the End of a Payroll Period?]]
+
* [[How do I close a payroll period?|Close and submit FPS]]
−
* [[How do I Add a New Employee to the Payroll?]]
+
* [[How do I run reports at the end of a payroll period?#Submitting the Employer Payment Summary (EPS)|Submit EPS]]
−
* [[How do I Set Up Payroll Adjustments?]]
+
* [[How do I create an employee in the payroll?]]
−
* [[How do I Set up Payroll Attachments?]]  
+
* [[How do I set up payroll adjustments?]]
−
* [[How do I Prepare for Automatic Enrolment?]]
+
* [[How do I set up payroll attachments?]]
 +
* [[How do I journal a Covid19 grant?]]
  
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{{KB_Tags|Running, Payroll, Period, wages}}
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{{KB_Tags|running, payroll, period, wages, coronavirus, covid, covid19, covid 19, furlough, furloughing, furloughed, job retention, close period, submit fps, submit eps, hmrc}}
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{{KB_PR}} {{FAQ}} {{ZN_Admin}}
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{{FAQ}}{{How}}{{KB_PR}}{{ZN_Admin}}

Latest revision as of 06:31, 15 November 2024

Summary

This article explains how to run a payroll period.

More Information

Platinum Payroll will allow you to combine different Pay Frequencies or run them separately within the same system. You may pay some of your employees weekly and some monthly, some on an hourly rate and some on a salary - all this is available in the payroll. It is advisable that you run each frequency separately, i.e. run the payroll for the Weekly paid employees then go back in to run the Payroll for the Monthly paid employees, but this is not compulsory.

Run Payroll

To run a payroll period, follow the instructions below:

  • Go to " Payroll Run Payroll Period".
  • This will bring up a "Payroll Selection" Screen.
  • Select the Payroll frequency you wish to run, by selecting [Yes] next to the appropriate frequency.
  • Check the period you are running the payroll for and the date you are paying the employees.
    • The "Period End" date should be the last day of the period you are paying the employees for. If this is the first time that you are running the payroll, you may need to set the "Period End" date appropriately. Once you have set this, it should update to the correct period end each time you close the payroll period.
    • Weekly paid employees: To fall in line with Statutory Pay and Tax Credit date settings it is advised the date you enter is the Saturday at the end of the week you are paying for.
if you are paying employees for time worked from Monday 7th April to Friday 11th April it is advised you enter Saturday 12th April as the Period End date (Sunday 6th April would have provided the first day in the 7 day period).
  • Click the [Drop Down] to choose a date. The system will take the day after this to be the start date for the next pay period of this frequency.
  • Enter the "Pay Date". This is the date you are actually going to pay the employees and must be within the current Tax Period.
Tax Period Week 1 runs from 6th April - 12th April. If your pay date for weekly employees falls within this date range then you should be in Weekly payroll Period 1. The payroll system will not allow you to enter a date which falls outside the permitted pay period.
  • Click [OK] to start entering your payroll information.

Employee Default Pay Changes

If you choose to amend employee pay defaults e.g. due to a pay increase, the changes will not be applied to the open period. Instead they will be applied after closing the current period. If you wish for pay changes to be effective within the current period please move to the relevant employee and press <F7> or press <Shift+F7> to refresh all employee pay defaults. Please ensure you use this option prior to entering hours or other adjustments for this period.

Entry Screens

You have the choice of two screens to enter your Payroll information, i.e. Hours worked, Pre/Post Tax Adjustments, SSP, Holiday Pay etc.

  • Standard Entry Screen
  • Detailed Entry Screen

Using the Standard Entry Screen

This screen allows you to move freely around it, using the arrow keys on your keyboard or clicking on the fields with the mouse.

All employees due to be paid during the Period are listed on screen.

The order in which they are listed is defined in the " " Reports & Settings Maintenance Options System Administrator Module Settings" Payroll Module Settings".

You may temporarily change the order from the standard entry screen by pressing <Alt+F2> to Re-Sort Data although the changes will be lost as soon as you exit the Run Payroll Screen.

The period details are displayed at the top of the screen. The employee your are working in is also displayed at the top of the screen so you can check their NI Rate and Tax Code for the current period are correct.

The headings across the payroll entry screen will be made up of Pay Rates and Period Adjustments.

For each employee, these fields will pick up the default values e.g. Standard Hours Worked, Standard Pay Rate and any Period Adjustments which have been set up to be added/deducted each period - see Employee Amendments.

  • Enter the hours worked at each pay rate.
  • Enter any additions or deductions to pay using the columns available to you.
  • Other additions and deductions to pay such as SSP, Student Loan deductions, P45 details should be entered using the additional functions. Press <F12> to view a list of functions including:
  • Press <Enter> or arrow key down the screen to amend each employee in turn. Alternatively follow the steps below to use the detailed entry screen.

Using the Detailed Entry Screen

From the Standard Screen, press <F5> on the first employee. This will pop up the Detailed Entry screen.

As per the standard screen you should:

  • Enter the hours worked at each pay rate.
  • Enter any additions or deductions to pay using the columns available to you.
  • Other additions and deductions to pay such as SSP, Student Loan deductions, P45 details should be entered using the additional functions. Press <F12> to view a list of functions including:
  • Press <F1> to amend each employee in turn. You will see the name of the employee you are amending just behind the detailed entry window.

Payroll Totals

The bottom half of the screen is for information only. This displays the current period totals: Gross Pay, Nett Pay, Employee's and Employer's NI contributions & rebates (if applicable) and Tax.

It will also display any Pension Contributions, SSP, SMP/SAP/SPP and Holiday Pay if entered for this employee.

If the employee contributes to the Holiday Credit Scheme, the amount they are contributing this period is displayed alongside 'Hol. Credit' and the amount they have available to draw on is displayed in the brackets.

Saving the Payroll

You may click [Close] to exit the payroll without completing it or submitting it to HMRC.

Reporting and Submitting

Once you have finished entering all the information for each employee for this period, you need to produce the End of Period Reports, i.e. Payroll Analysis, Payslips and so on.

  • You should also ensure you submit your EPS (Employer Payment Summary) at the end of each Tax month.

Historic Notes

Coronavirus Information

The current situation changes regularly so please ensure you visit HMRC's website for the most up to date information.

Please visit this page for information relating to furloughing workers, eligibility and how to calculate an 80% rebate.

Use the information on your 2019/2020 P11's and/or copies of employee payslips to assist you with calculating the wages per employee.

Please seek advice from your accountant if you are unsure of the amounts to use.

The HMRC portal address is here. Use your Government Gateway username and password.

See also


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