"How do I add lots of people to a repeat payable?" 

Sometimes you've just created a brand new repeat payable, and you're looking for the fastest way of adding it to hundreds of your existing people. 

To add a repeat payable to lots of people: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then scroll right down to "Repeat payables", select one, and click the "Edit" button:  
4. Once the panel slides out on the right, click: Add person 
5. Now, when the second panel slides out on the right, to add this repeat payable to everyone, click: Add all (that shows when you hover) 
6. Then click: Save 
7. And finally, you'll now see everyone listed (at the bottom). 

To see a repeat payable listed on a person's "Pay" settings: 

• Click that person. 

To keep a repeat payable's always turned on: 

1. First, click the "Advanced" heading. 
2. Then turn on:  Auto-add to new people 
3. And then click: Save 
4. This'll keep the repeat payable turned on, from now on, for any new people you add or move in. 
5. And finally, now you can be confident that every person in this pay batch always has this repeat payable applied to their pay. 

And that's it! That's all you need to do to add lots of people to any repeat payable! 

"How do I delete a repeat payable?" 

To delete a repeat payable: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then scroll right down to "Repeat payables" and click the one you'd like to delete. 
4. Then click the "delete" link. 
5. Once the panel slides out on the right, click: Yes ... delete 
6. This repeat payable is now deleted, including removing it from any person's unpaid paystubs. 
7. And finally, for any paystub that's already paid, all previous repeat payable usages remain unaffected. However, from now on, for any paystub that's yet to be paid, this repeat payable never shows up again. 

To learn more: 

• About how to restore this repeat payable back out of the "Deleted bin", watch the video on: Deleted items 
• However, once it's undeleted, you'll still need to add it back on to each person. To see the fastest way to add lots of people, watch the video on: Adding everyone to a repeat payable 

And that's it! That's all you need to do to delete a repeat payable! 

"What are the advanced settings for repeat payables?" 

The "Advanced" settings gives you extra options to make your repeat payables even more useful. 

To add a new repeat payable: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Pay > Repeat payables 
3. Next, click: Menu > Repeat payable > New repeat payable 
4. Then click: Other ... taken off pay 
5. Once the panel slides out on the right, type in a name for your new repeat payable. 
6. And finally, keep it as "Per month", and type in "10" for the amount. 

To set a repeat payable's advanced options: 

1. First, click the "Advanced" heading, to expand it. 
2. First, turn on:  Auto-add to new people 
3. With this setting turned on, every new person now automatically has this repeat payable added to their pay. This includes both every time a person is moved into this pay batch, and also when people are added from scratch. You can always turn it off later, for any person, but at least, with "Auto-add", you're less likely to forget if it's a common deduction. 
4. Next, type in a "Description". The "Description" allows you to type in whatever notes you'd like to go along with this repeat payable. 
5. Next, set the optional start and end dates. The start and end dates can be used to limit when this repeat payable gets applied. The amount of the repeat payable is only applied to paystubs with the following. If any part of the paystub's pay period is between the start and end dates. 
6. And finally, set the payee. However, the payee setting only shows for deductions, or in other words, when you're deducting pay off a person. 

To add a new payee for a repeat payable: 

1. First, click New to make a new payee. 
2. Next, type in all the payee's details, including bank account details. 
3. Then click: Save 
4. Now you can see that the payee's all set up. 
5. The payee allows you to set the bank account that the deducted money is to be paid in to. 
6. If no payee is set, the money is still deducted from the person's paystub, but just stays in the employer's account. 
7. And finally, with no payee set, the employer is then responsible to onward pay this money manually. 

To turn on a repeat payable's email reminder: 

1. First, by turning on "Remind me to check this", you can set a future date to receive an email reminder to check back in on the settings again later. 
2. Set the date you want to receive the reminder to check if the deduction needs to be increased at that time. 
3. And finally, click: Save 

To see how a repeat payable's auto-add setting works: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. When you scroll right down to their "repeat payables ... pay batch" settings, you'll see that the person's not got a "Gym membership". That's because the person's currently in a different pay batch. 
4. Next, move the person into the "Call center" pay batch where "Gym membership" is set up with the auto-add. 
5. Now that the person's been moved into the "Call center" pay batch, you can immediately scroll back down to their repeat payables. 
6. And finally, you'll see that because the person's been moved into this pay batch, the person's also been auto-added to the "Gym membership" repeat payable. 

To turn on or off a repeat payables for a person: 

1. First, if don't want a person to have a repeat payable any more, click the "remove" link. 
2. And, then click: Yes ... remove 
3. And now the repeat payable's removed from the person. 
4. If you want the repeat payable back, click: New repeat payable 
5. Then select the repeat payable you want back. 
6. And finally, now it's instantly back again. 

To see how a repeat payable's advanced settings get used: 

1. First, on the person's list of repeat payable's, you can see the description that was typed in earlier. 
2. And finally, when you mouseover the circle, you can see even more details, like the start and end dates. 

To see how email reminders work: 

1. First, you'll get the email reminder on the date you selected. 
2. Once you get an email reminder, click the blue button to reopen your repeat payable. 
3. And finally, if the payday admin for this pay batch is another person, a copy of this email reminder is also sent to the payday admin. 

And that's it! That's everything you need to know about advanced settings for repeat payables! 

"How do I do an employee arranged benefit that the company then pays for?" 

Employee arranged benefits, paid by the company, are taxed with Class 1 N.I., but aren't added to in-the-hand pay. 

To do an employee arranged benefit that your company then pays for: 

1. First, set "Arranged by" to: "Employee" 
2. Next, set the Amount of the: "Benefit in kind" 
3. Now, to see how this'll be added to the person's paystub, click: See on paystub 
4. You'll now see the £100 showing under: "Benefits in kind ... employee arranged" 
5. And finally, that's how you know the "Benefit in kind" is taxed with Class 1 National Insurance. 

And that's it! That's everything you need to know about setting "Arranged by" to: "Employee" 

"My company's arranged and paid for a benefit for a person. How do I get the amount of the benefit to be added to the person's taxable pay, but not the person's in-the-hand pay?" 

To see how a company arranged benefit works: 

1. First, set "Arranged by" to: "Company" 
2. Next, set the Amount of the: "Benefit in kind" 
3. Now, to see how this'll be added to the person's paystub, click: See on paystub 
4. You'll now see the £100 showing under: "Benefits in kind ... company arranged" 
5. And finally, that's how you know the "Benefit in kind" is to be added to the person's taxable pay. 

And that's it! That's everything you need to know about setting "Arranged by" to: "Company" 

When your company pays for a benefit that a person uses outside of work, this is considered a "Benefit in kind", and increases the person's tax, but doesn't increase the person's in-the-hand pay. 

In this case, you'll want to add a one time "Benefit in kind" to a person's paystub. 

To learn more: 

• About how to add a "Benefit in kind" that's added to the person's paystub every payday, watch the video on: Repeating benefit in kind 

To set up a one time "Benefit in kind": 

1. First, click: Menu > Expense claim 
2. Select the person who's getting the one time: "Benefit in kind" 
3. Scroll down, and select: "Benefit in kind" 
4. In Amount enter how much the "Benefit in kind" is worth. 
5. When you're finished, click: Next 
6. Next, you can type a short description of the one time "Benefit in kind", or click: Skip 
7. You can also attach an image, like a receipt, or click: Skip 
8. Next, review what you've entered, then when you're ready, click: Save 
9. And finally, the new one time "Benefit in kind" is now added to the person's next unpaid paystub. 

To see a one time "Benefit in kind" on a person's paystub: 

1. First, scroll down to: Amount 
2. Then click: See on paystub 
3. And finally, now you'll see a new "Benefit in kind" successfully added under: "Benefits in kind ... company arranged" 

And that's it! That's all you need to do to set up a one time "Benefit in kind" for a person! 

"A person's agreed to have money automatically deducted from their paystub to have a company benefit, outside of work. How do I set up the deduction?" 

1. In the Employee deducted field, enter how much the person's agreed to be deducted, so the person can use this benefit outside of work. 
2. Just above, in the Amount field, enter the total amount. 
3. Then click: Save 
4. And finally, the deduction's all set up. 

To see a deduction on a person's paystub: 

1. First, click: See on paystub 
2. You'll now see the £20 from before, taken off the person's paystub. 
3. If you scroll up to "Benefits in kind ... company arranged", you'll see the "Benefit in kind" has been reduced to £80 instead of the £100 that you entered. 
4. And finally, this is because the person's deduction from their paystub reduced the "Benefit in kind" by £20. 

And that's it! That's all you need to do for deductions so people can use a company benefit outside of work. 

When your company pays for a benefit that a person uses outside of work, this is considered a "Benefit in kind". This increases the person's tax, but doesn't increase the person's in-the-hand pay. 

In most cases, you'll want to set it up as a repeating "Benefit in kind", that's added to the person's paystub every payday. 

To learn more: 

• About how to do a one time "Benefit in kind", watch the video on: One time benefit in kind 

To set up a repeating "Benefit in kind": 

1. First, select the person who's getting the "Benefit in kind"\ on: Menu > People 
2. To make a new repeat payable, go to: Pay > Pay 
3. Scroll down to: "Repeat payables ... personal" 
4. Then click the "Add" button:  
5. Select: "Benefit in kind" 
6. In Description you can type a short description of what the "Benefit in kind" is for. 
7. Next, in Amount enter how much this benefit is worth per year. 
8. Then click: Save 
9. And finally, a "Benefit in kind" now shows up on the person's paystub every payday. 

To see a repeating "Benefit in kind" on a person's paystub: 

1. First, click: See on paystub 
2. And finally, you'll now see £100 added to the person's paystub under: "Benefits in kind ... company arranged" 

To see how a repeating "Benefit in kind" is calculated: 

1. First, hover your mouse over the row. 
2. Then you'll see that the repeating "Benefit in kind" is calculated as a total cash equivalent, per year. 
3. And then divided by the person's number of paydays in the year. 
4. And finally, equaling an amount per payday. 

And that's it! That's all you need to do to set up a repeating "Benefit in kind" for a person! 

"A person's agreed to have money automatically deducted from their paystub to have a company benefit, outside of work. How do I set up the deduction?" 

1. In the Employee deducted field, enter how much the person's agreed to be deducted, so the person can use this benefit outside of work. 
2. Just above, in the Amount field, enter the total amount. 
3. Then click: Save 
4. And finally, the deduction's all set up. 

To see a deduction on a person's paystub: 

1. First, click: See on paystub 
2. You'll now see the £20 from before, taken off the person's paystub. 
3. If you scroll up to "Benefits in kind ... company arranged", you'll see the "Benefit in kind" has been reduced to £80 instead of the £100 that you entered. 
4. And finally, this is because the person's deduction from their paystub reduced the "Benefit in kind" by £20. 

And that's it! That's all you need to do for deductions so people can use a company benefit outside of work. 

"A person's agreed to have money automatically deducted from their paystub to have a company benefit, outside of work. How do I set up the deduction?" 

1. In the Employee deducted field, enter how much the person's agreed to be deducted, so the person can use this benefit outside of work. 
2. Just above, in the Amount field, enter the total amount. 
3. Then click: Save 
4. And finally, the deduction's all set up. 

To see a deduction on a person's paystub: 

1. First, click: See on paystub 
2. You'll now see the £20 from before, taken off the person's paystub. 
3. If you scroll up to "Benefits in kind ... company arranged", you'll see the "Benefit in kind" has been reduced to £80 instead of the £100 that you entered. 
4. And finally, this is because the person's deduction from their paystub reduced the "Benefit in kind" by £20. 

And that's it! That's all you need to do for deductions so people can use a company benefit outside of work. 

"How do I enter "qualifying" moving costs?" 

The qualifying moving cost limit

HMRC sometimes labels "moving costs" as "qualifying costs". The following explains what to do when the "qualifying" moving cost is over the £8,000 limit. 

• Because it's over the £8,000 limit, you'll need to first create a "Standard moving expense" for the first £8,000. 
• And then create a "Benefit in kind" "Remaining moving expense" for the remaining amount. 
• However, keep in mind, if your cost's less than the £8,000 limit, you'll only need to do the first step. 

"Ok, so how do I create the "Standard moving expense" for the part under £8,000?" 

To create a "Standard moving expense" part for up to £8,000: 

1. First, click: Menu > Expense claim 

1. Select the person who's moving. 
2. Then click: Expense 
3. Enter £8,000 and click: Next 
4. Select an option from the "Qualifying costs under £8,000", then click: Next 
5. You can attach an image, like a receipt, or click: Skip 
6. Once you're happy with it, click: Save 
7. And finally, your new "Standard moving expense" is now added to the person's paystub. 

To see a "Standard moving expense": 

1. First, click: Amount 
2. Then click: See on paystub 
3. Now you'll see a new "Standard moving expense" added under: "Post-tax benefits and reimbursements" 
4. And finally, that's how you know the "Standard moving expense" was created successfully! 

"How do I then create the remaining expense for the "qualifying costs" over £8,000?" 

To create a "Remaining moving expense" for a person's second part over £8,000: 

1. First, click: Menu > Expense claim 

1. Click the person who's moving. 
2. Scroll down and select: "Benefit in kind" 
3. Enter: £2,500 
4. Leave "Arranged by" as "Company", and click: Next 
5. Now you can write some notes about the "Remaining moving expense" if you'd like. 
6. When you're finished, click: Next 
7. You can attach an image, like a receipt, or click: Skip 
8. Once you're happy with it, click: Save 
9. And finally, your new "Remaining moving expense" is now added to the person's paystub. 

To see a "Remaining moving expense": 

1. First, go to Amount, and click: See on paystub 
2. Now you'll see there's a new "Remaining moving expense" added under: "Benefits in kind ... company arranged" 
3. And finally, that's how you know the second part of the "Remaining moving expense" was created successfully! 

And that's it! That's everything you need to know about adding "qualifying" moving costs!