Overtime submitted by the deadline (shown on payroll tab in Citrus) will be paid in the same pay period.
Overtime submitted for dates earlier than the month prior will need to be added manually.
Running payroll
Go to SafeHR Payroll Tab
Check the pay period is correct
Recalculate pay period
*Do a detailed payroll report to check for anyone with sick leave or other changes and make sure it all shows up on payroll
Continue to step 2 and file FPS
EPS *(There is also an EPS. Although you don’t have to submit an EPS every month, you must if you want to claim EA (employer allowance) (we get £5000 at beginning of each tax year) or statutory family leave recovery (maternity leave) and at the end of the tax year.
Once FPS status shows as complete and filed with HMRC continue to step 3.
Click on 'Add payslips to employee files on pay day'.
Journal
Temp process - cannot currently be submitted to Xero due to incorrect mapping. Create single journals for each person (in Xero draft). View Paryroll Journal for this pay period and create journal for all employee payments as per data from .
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Usual process - Submit payroll journal to Xero
View the draft journal in Xero https://go.xero.com/Journal/Search.aspx?invoiceStatus=INVOICESTATUS%2fDRAFT
Uncheck 'Show journal on cash basis reports' and Post journal.
Nest Pension
Submit pension data with Pension Sync
Validate pension submission and submit.
Log into NEST Pensions Employer Account
Go to Manage Contributions
Click on the edit/pay arrow for the current earnings period
Pension Sync will have added the correct contribution figures so you can go ahead and Submit Schedule and select Pay Now.
Confirm to authorise our next direct debit payment.
Fiona's pension is separate. Complete the draft bill for Investec and submit for payment
When doing journal for employer costs remember to deduct Fiona's employer pension cost as this will be included in her individual journal.
Rosalind has stopped contributions. Investec is shown as her provider in Safe as a workaround so she isn't submitted with the paysinch submission to Nest.
Lock Payroll
Schedule Wages Payments
Log into Barclays and schedule payments for the last working day of the month.
HMRC & NEST pension are set up as direct debits, so no need to schedule these.
Checklist (#321693)
HMRC submission filed
Journals completed
Log into Nest and submit pension schedule
Complete Investec bill from draft in Xero (Fiona)
Set up pay in Barclays
Lock payroll
Notes
EPS
Submit after the final payroll at end of each tax year.
Family leave and EA (employment allowance)
For EA this is up to you to asses your eligibility as a company. (We get £5000). Need to submit EPS from beginning of tax year each month to claim this until it has run out.
SSP is payable from the 4th day of sickness onwards, it isn't recoverable from HMRC so no need to submit an EPS for this.
PAYROLL SUBMISSION DEADLINES
Current month deadline found on Payroll tab.
Future submiss deadlines are under
Settings
Pay & Beneftis
Payroll Settings > view/edit details
Show calendar
NEST
Deadline for schedule submission is 10th of month. Contribution schedule should be submitted 5 working days prior to deadline as it takes this long for NEST to process the payment. (As per info provided by phone from NEST employer helpline.)
HMRC
We have a Direct Debit for PAYE due 22nd of each month. We will be notified of the amount in advance.
Other Employers' PAYE liabilities like surcharges, penalties or interest by other payment methods must be paid separately.
You can cancel or change your Direct Debit Instruction using HMRC online service up to 6 working days before your Employers' PAYE payment is due.
Payments will appear on your bank statement as ‘HMRC SDDS’.
HMRC guide to PAYE and NI re errors with submissions.