"How do I record 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 see this: 

1. Set Arranged by to "Employee". 
2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
4. You'll now see the £100 showing under "Benefits in kind ... employee arranged". 

And that's how you know the "Benefit in kind" will be taxed with Class 1 National Insurance. 

And that's it! That's what happens when you set "Arranged by" to "Employee". 

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

To see how this works: 

1. First we'll set Arranged by to "Company". 
2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
4. You'll now see the £100 showing under "Benefits in kind ... company arranged". 

And that's how you know the "Benefit in kind" will be added to this person's taxable pay. 

And that's it! That's what happens when you set "Arranged by" to "Company". 

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

In this video, we'll talk about how to add a one time "Benefit in kind" to an employee's paystub. Instead if you want a "Benefit in kind" that's added to the employee's paystub every payday, watch our video about creating a Repeating benefit in kind. 

To get started: 

1. Click through to: > Menu > Expense claim 
2. Choose the person who's getting this "Benefit in kind". In this example we'll choose Sonia. 
3. Scroll down, and choose "Benefit in kind". 
4. In Amount enter how much this "Benefit in kind" is worth. Here we'll enter £100. 
5. When you're finished, click: Next 
6. Here you can type a short description of this "Benefit in kind", but for now we'll click: Skip 
7. You can also attach an image, like a receipt, but we're going to skip this part too. 
8. Review what you've entered, then when you're ready, click: Save 

And that's it! This new "Benefit in kind" will now be added to Sonia's next unpaid paystub. 

To see this "Benefit in kind" on Sonia's paystub: 

1. Scroll down to: Amount 
2. Then click the See on paystub button. 
3. Now you'll see a new "Benefit in kind" added under "Benefits in kind ... company arranged". 

And that's how you know your "Benefit in kind" was created successfully! 

And that's it! That's how you set up a one time "Benefit in kind" for an employee! 

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

1. In the Employee deducted field, enter how much the employee's agreed will be deducted, so they can use this benefit outside of work. In this example we'll enter £20. 
2. Just above, in the Amount field we'll enter the total amount of £100. 
3. Finally, click Save, and that's it! The deduction has been set up. 

To see this deduction on Sonia's paystub: 

1. Click the See on paystub button. 
2. You'll now see the £20 from before, taken off Sonia'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 we entered. 
4. This is because the employee'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 employees can use a company benefit outside of work. 

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

In this video, we'll talk about how to set up a repeating "Benefit in kind" that's added to the employee's paystub every payday. 

Instead if you want a one time "Benefit in kind", watch our video about adding a One time benefit in kind. 

To get started: 

1. Click:   Menu > People 
2. Then choose the person who's getting this "Benefit in kind". 
3. In this example we'll choose Sonia. 
4. To make a new repeat payable, go to: Pay > Pay settings 
5. Scroll down to "Repeat payables ... personal". 
6. Then, click the add button. 
7. Choose "Benefit in kind". 
8. In Description you can type a short description of what this "Benefit in kind" is for. 
9. Next, in Amount enter how much this benefit is worth per year. 
10. In this example we'll enter £1,200 for the year. 
11. Finally, click Save, and that's it! Now a "Benefit in kind" will show up on Sonia's paystub every payday. 

To see this "Benefit in kind" on Sonia's paystub: 

1. Click the See on paystub button. 
2. You'll now see £100 added to Sonia's paystub under "Benefits in kind ... company arranged". 

To see how this is calculated: 

1. Hover your mouse over the row. 
2. For this example, the £100 is calculated as £1,200 per year, divided by twelve paydays in the year, equals £100 per payday. 

And that's it! That's how you set up a repeating "Benefit in kind" for an employee! 

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

1. In the Employee deducted field, enter how much the employee's agreed will be deducted, so they can use this benefit outside of work. In this example we'll enter £20. 
2. Just above, in the Amount field we'll enter the total amount of £100. 
3. Finally, click Save, and that's it! The deduction has been set up. 

To see this deduction on Sonia's paystub: 

1. Click the See on paystub button. 
2. You'll now see the £20 from before, taken off Sonia'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 we entered. 
4. This is because the employee'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 employees can use a company benefit outside of work. 

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

1. In the Employee deducted field, enter how much the employee's agreed will be deducted, so they can use this benefit outside of work. In this example we'll enter £20. 
2. Just above, in the Amount field we'll enter the total amount of £100. 
3. Finally, click Save, and that's it! The deduction has been set up. 

To see this deduction on Sonia's paystub: 

1. Click the See on paystub button. 
2. You'll now see the £20 from before, taken off Sonia'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 we entered. 
4. This is because the employee'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 employees can use a company benefit outside of work. 

"My company's agreed for an employee to use a company vehicle for private purposes, or in other words, a "Benefit in kind"." 

"This increases the employee's taxable pay, but doesn't increase the employee's in-the-hand pay." 

"How do I set up a "Company vehicle" repeat payable for the employee?" 

To get started: 

1. Click your way to:   Menu > Pay batches 
2. Then choose your pay batch. 
3. To make a new repeat payable, navigate to Pay > Repeat payables 
4. Then click: New repeat payable 
5. Choose: Company vehicle ... private use 
6. If this vehicle is a van, then click Vehicle type, and choose Van 

1. Next, enter the vehicle's Make and model 
2. Next, type in your vehicle's License plate 
3. Keep going, and enter the vehicle's Purchase price + accessories, then enter the vehicle's Date first registered 
4. Scroll down to: Fuel 
5. If you know your vehicle's CO2 emissions, enter it here. Otherwise, if you don't know your vehicle's CO2 emissions, you can easily look it up using your vehicle's number plate. 
6. To do this, click the "Lookup CO2 emissions" link underneath. 
7. This'll take you to the government vehicle enquiry website. 
8. Type in your vehicle's number plate, then click: Continue 
9. Click Yes, then: Continue 
10. If you scroll down, you'll see your vehicle's CO2 emissions, date of first registration, engine size, and more. 
11. Now that you have your vehicle's CO2 emissions, go back to 1st Money, and type it in. 
12. Next, to add the people who'll be using this vehicle, scroll down. 
13. Click Add people, and choose the people to add. 
14. In this example we'll only add Clara, but you can watch our video on Sharing a vehicle with more than one person. 
15. Finally, click: Save 

And that's it! The vehicle benefit has been created and shared with one person. 

Now you'll see Clara's getting 100% of this vehicle benefit because her's is the only name in the list. This vehicle benefit will now show up on Clara's next unpaid paystub, and won't affect any of Clara's already paid paystubs. 

To see this vehicle benefit on Clara's paystub: 

1. Click on Clara. 
2. Hover your mouse over the vehicle benefit, then click the "See on paystub" button with the circles. 
3. Now you'll see the vehicle benefit showing under "Benefits in kind ... company arranged". 

And that's how you'll know the vehicle benefit was created successfully. 

And that's it! That's all you need to know to create vehicle benefits! 

"How do I find a vehicle benefit so I can make changes?" 

To find a vehicle benefit: 

1. Click your way to:   Menu > Pay batches 
2. Then choose your pay batch. 
3. Now, to open your pay batch's repeat payables, go to: Pay batch > Pay > Repeat payables 
4. All your pay batch's repeat payables, including vehicle benefits will show up here. 

Here's the second way to get to a vehicle benefit: 

1. Go to a person that uses that vehicle, then go to that person's repeat payables. 
2. To do this, click:   Menu > People, and choose a person using that vehicle. 
3. In this example, we'll choose Clara. 
4. Then, click over to: Person > Pay > Pay settings 
5. Scroll down, all the way to the bottom, then look for "repeat payables ... pay batch". 
6. All this person's repeat payables, including vehicle benefits, will show up here. 

And that's it! That's two ways to find a vehicle benefit to make changes! 

"How do I share a vehicle between people?" 

When you share a vehicle between people, the benefit will be split equally on each person's paystub. 

To see how this works, let's share this vehicle between two people. To get started: 

1. Scroll down, then click: Add people 
2. In this example we'll add Henry and Sonia, but you can share vehicles between as many people as you like. 
3. Click: Save 
4. Now Henry and Sonia share this vehicle equally, getting 50% each. 

To see this on Henry's paystub: 

1. Click on Henry. 
2. Hover your mouse over the vehicle benefit, then click the "See on paystub" button with the circles. 
3. Here you can see £50 added to Henry's paystub as a "Benefit in kind". 
4. Hover your mouse over the row to see how this is calculated. 
5. For this example, the £50 is calculated as £1,200 per year, divided by twelve paydays in the year, so that's £100 per payday, divided by the two people sharing this vehicle, Henry and Sonia. 

The same £50 will also be added to Sonia's paystub. To see this: 

1. Click off to get back to the vehicle benefit. 
2. Click on Sonia. 
3. Then click the "See on paystub" button with the circles. 
4. Here you can see the same £50 on Sonia's paystub as well. 

Now let's try removing Sonia from this vehicle: 

1. Click off to get back to Sonia's repeat payables. 
2. Click the "remove" link under the vehicle benefit to remove Sonia. 
3. Now that Sonia's removed, Henry's getting 100% of the vehicle benefit. 

To see this on Henry's paystub: 

1. Click on Henry. 
2. Then click the "See on paystub" button with the circles. 
3. Now you'll see £100 instead of the previous £50, because Henry isn't sharing the vehicle with Sonia anymore. 

And that's it! That's how you share your vehicle between people! 

"My employee's agreed to have money automatically deducted from their paystub for the private use of a company vehicle. How do I set up this deduction?" 

To set up the deduction in the pay batch repeat payable: 

1. Scroll down and expand the "Optional" section. 
2. Then, in Employee paystub deductions for private use, enter how much will be deducted, every year, to use this vehicle privately. We'll set it to £120 a year. 
3. Click Save, and that's it! The private use deduction has been set up. 

In this example, We know that Henry's getting this vehicle benefit because he's listed at the bottom of the page. Now that the private use deduction has been set up, some money will be automatically taken off Henry's paystub every payday. 

To see this on Henry's paystub: 

1. Click on Henry. 
2. Then click the "See on paystub" button with the circles. 
3. Scroll down to "Post-tax withholdings" at the bottom of the paystub. 
4. You'll now see £10 taken off Henry's monthly paystub as "Vehicle private use". 

To see how this is calculated: 

1. Hover your mouse over the row. 
2. For this example, the £10 is calculated as £120 per year, divided by twelve paydays in the year, equals £10 per payday. 

And that's it! That's all you need when deducting for the private use of a company vehicle. 

"How do I update the vehicle benefit if my company covers the cost of fuel used for private purposes?" 

To update the vehicle benefit in the pay batch repeat payable: 

1. Scroll down to "Fuel". 
2. Then, turn on Employer also pays private fuel costs 
3. Click Save, and that's it! 
4. Now a private fuel "Benefit in kind" will be added to Henry's paystub because he's getting this vehicle benefit. 

To see the private fuel amount added to Henry's paystub: 

1. First reload the page by clicking the reload button at the top. 
2. Then, scroll down, and expand "Advanced". 
3. Here you'll find the yearly private fuel cash equivalent, in this example it's £1,200. 
4. You'll also find the vehicle's yearly cash equivalent, which is also £1,200. 
5. In total that's £2,400 per year. 

To see this £2,400 on Henry's paystub: 

1. Scroll down, then click Henry. 
2. Then click the "See on paystub" button with the circles. 
3. Here you can see £200 added to Henry's paystub as a "Benefit in kind". 

To see how this is calculated: 

1. Hover your mouse over the row. 
2. In this example the £200 is calculated as the total cash equivalent, £2,400 per year, divided by twelve paydays in the year, to get £200 per payday. 

And that's it! That's all you need to do, if your company pays for private fuel. 

"If my employee pays for part of the purchase cost of a company car, how do I enter this?" 

If an employee pays for part of the cost of a company car, the yearly cash equivalent of the car will be reduced. Here's how to enter how much the employee paid. 

To get started: 

1. Scroll down, then expand the "Optional" section. 
2. Then, fill in Employee payments towards car, also known as capital contributions. 
3. In this example we'll enter £3,000. 
4. This amount is a one time cost, and isn't automatically deducted from anybody's paystub. 
5. Finally, click Save, and that's it! 

Now, to calculate how much this car's yearly cash equivalent is reduced by: 

1. First scroll up to find the purchase price of your car. 
2. In this example it's £6,000. 
3. The employee paid £3,000 towards the price of the car, which means the yearly cash equivalent will be halved because £3,000 is half of £6,000. 
4. You can see this if you scroll down, then expand "Advanced". 
5. Here you'll see the previous yearly cash equivalent, in this example it's £1,200. 

Now, to get the new yearly cash equivalent: 

1. Reload the page by clicking the reload button at the top. 
2. Then expand "Advanced" again. 
3. Here you can see the new yearly cash equivalent is now £600, which is half of the previous £1,200. 

To see the new yearly cash equivalent of £600 on a paystub: 

1. Scroll down to "People getting this". 
2. Then, click a person getting this car benefit. In this example We'll click Henry. 
3. Then click the "See on paystub" button with the circles. 
4. Here you can see £50 added to Henry's paystub as a "Benefit in kind". 

To see how this is calculated: 

1. Hover your mouse over the row. 
2. In this example the £50 is calculated as the yearly cash equivalent, £600 per year, divided by twelve paydays in the year, to get £50 per payday. 

And that's it! That's all you need to do, if an employee pays for part of the cost of a company car. 

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

For this example

HMRC sometimes just calls this "qualifying costs". Here's an example, where the "qualifying" moving cost is £10,500. 

• Because it's over the £8,000 limit, we'll first create a standard "Expense" for the first £8,000. 
• After, we'll create a "Benefit in kind" expense for the remaining £2,500. 
• 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 expense for the part under £8,000?" 

To create the standard expense part for up to £8,000: 

1. Click through to: > Menu > Expense claim 
2. Choose the employee who's moving. 
3. In this example it's Sonia. 
4. Choose: Expense 
5. Enter £8,000 and click: Next 
6. Choose an option from the "Qualifying costs under £8,000", then click: Next 
7. You can attach an image, like a receipt, but we're just going to click Skip image for now. 
8. Once you're happy with it, click: Save 
9. Your new expense will now be added to Sonia's paystub. 

To see this expense: 

1. Go to: Amount 
2. Then click the See on paystub button. 
3. Now you'll see a new expense added under "Post-tax benefits and reimbursements". 
4. And that's how you know the first part of the expense was created successfully! 

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

To create the second expense part for the remaining £2,500: 

1. Click through to: > Menu > Expense claim 
2. Choose the employee who's moving. 
3. In this example it's Sonia. 
4. Scroll down and choose "Benefit in kind". 
5. Enter £2,500 
6. Leave "Arranged by" as "Company", and click: Next 
7. Now you can write some notes about this expense if you'd like. 
8. When you're finished, click: Next 
9. You can attach an image, like a receipt, but we're just going to click Skip image for now. 
10. Once you're happy with it, click: Save 
11. Your new expense will now be added to Sonia's paystub. 

To see this second expense: 

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

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