"How do I change paper size of PDFs I download?" 

The "PDF paper size" setting lets you set the paper size of all your paystub and HR doc PDFs. It also aligns your postal mailing addresses with standard windowed envelopes. 

To set a pay batch's PDF paper size: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Advanced 
3. Then scroll all the way down to the "Other" heading. 
4. By default, "PDF paper size" is set to whichever paper size is most common in the pay batch's country. 
5. Select your preferred paper size by changing:
   PDF paper size 
6. And finally, click: Save 

To download somebody's paystub, and see its paper size: 

1. First, select the person on:
   Menu > People 
2. Then click:
   Pay > Paystubs history 
3. Once you've selected a paystub, click the blue "See event" button: (at the start of the row) 
4. Then once the panel slides out on the right, click: Download PDF 
5. Once it's downloaded, click the PDF to open it. 
6. Next, click the "Print" button:  
7. And then click: "More settings" 
8. And finally, you'll see the "Paper size" of this PDF is set, as expected. 

Keep in mind that: 

• If you ever find that the address isn't positioned in the envelope's window, you may need to check your:
  PDF paper size 

And that's it! That's everything you need to know about changing a pay batch's PDF paper size! 

"How do I delete a pay batch?" 

Occasionally you may want to delete a pay batch. 

To delete a pay batch: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Next, click: More 
3. Then: Delete 
4. Then: Yes ... delete 
5. Some of the time you may get this warning asking you to move the people in this pay batch to a different pay batch. 
6. If so, click See "Move all", and select the pay batch to move everyone to. 
7. And then click: Yes ... move all 
8. And finally, now the pay batch is deleted. 

To check that a pay batch's people have been moved out: 

1. First, click through to the pay batch you moved them to. 
2. Then click:
   Settings > Pay batch settings 
3. And finally, when you scroll down, you can see them all in the list, safely moved to this replacement pay batch. 

And that's it! That's all you need to do to delete a pay batch! 

"How do I pay paystubs each payday?" 

Your pay batch's "To-do" list is there to remind you of when it's time to pay paystubs. 

To pay paystubs: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then on the To-do tab, click the upcoming: "Payday" 
3. Once the "Payday" is open, you'll see details about each paystub, like net pay, taxes, and more. 
4. To see even more details about any paystub, click the blue "See paystub" button: (at the start of any row) 
5. Sometimes you may have a reason to skip a person for now, and pay them later. To skip paying a paystub for now, turn off the row. 
6. Then when you're ready, click: Pay now 
7. By default, each person gets emailed a PDF of their paystub. 
8. And by default, you'll also get an email with a PDF of everybody's paystubs, in case you'd like to print them. 
9. But you can turn any payday emails off if you'd like. 
10. And finally, click: Yes ... pay it 

"What happens in the background when I pay paystubs?" 

Immediately after paying paystubs, 1st Money sends details of the paid paystubs to HMRC. 

To know that a paystub submission has been filed with HMRC: 

1. First, find the "Paid" column with the green checkmarks. 
2. Then hover your mouse over each green check:  
3. If you see an hourglass status , it means HMRC is still receiving your paystub submission. 
4. Once HMRC accepts the paystubs, the hourglass status changes to a green check:  
5. To see even more "Tax Filing" details, click the check status:  
6. And finally, you'll see who made the submission, how many paystubs were submitted, and much more. 

For advanced usage: 

• To see the actual submission that was sent to HMRC, scroll down further, and click Show details, or: Show XML 
• HMRC calls the "Tax Filing" of paid paystubs a "Full Payment Submission", or FPS. 

Keep in mind that: 

• If you ever want to refresh the status, click the three dots: (in the top-right corner) 
• Then click: Reload 

And that's it! That's everything you need to know about what happens when you pay paystubs! 

"How do I see paystubs that've already been paid?" 

The "Already paid" report shows you all paid paystubs for the pay batch, over any time frame. 

To see paystubs that've already been paid: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Pay > Already paid 
3. Now, you'll see a list of paystubs that were paid in the last month. 
4. To see more details about a paystub, click the blue "See paystub" button: (at the start of any row) 
5. And you'll see the paystub open out (on the side). 
6. As you scroll across the "Already paid" report, you'll see info about each paid paystub, like net pay, taxable pay, etc. 
7. If you click an amount, it opens the paystub, and highlights the amount you clicked. 
8. And finally, on some amounts in the paystub, you can mouse over the amount, and you'll see an explanation of how it's calculated. 

To only see a set of selected people: 

1. First, click:
   Show settings > Show people 
2. Then Ctrl+Click the people you want to see paid paystubs for. 
3. Now it's only listing paid paystubs for the people you chose. 
4. And finally, it's also showing the totals for only the selected people. 

To show all a pay batch's paystubs for a single tax year: 

1. First, click:
   Show settings > Dates > Tax year 
2. Then select your tax year. 
3. And finally, you're now looking at all the paystubs for the entire tax year. 

To show only one row of summed amounts for each person: 

1. First, click:
   Show settings > Combine paystubs by person 
2. Now there's only one row for each person. 
3. And finally, you'll see the sum of each person's paystub amounts over the entire tax year. 

To check that amounts cover all of a year's paystubs: 

1. First, scroll over to the "paystubs" column. 
2. If the people were paid monthly, make sure it says: "12" 
3. If a person joined part-way through the year, this amount may be less than twelve. 
4. And finally, if a person was paid weekly, this amount would be more like 52, or 53. 

To download paystub amounts to an XLS file: 

1. First, get all your date filters set. 
2. Then to download the amounts to an XLS file, click:
   Show settings > More > Download > .xls 
3. And finally, you've now got an XLS file for your own calculations. 

Keep in mind that: 

• The "Already paid" report is only available to people with payroll admin permissions. 

To learn more: 

• About how to download a printable PDF of a set of paystubs, watch the video on: Multi-paystub PDF 

And that's it! That's everything you need to know about using your pay batch's "Already paid" report! 

"How do I send out paystubs on payday?" 

There's two emails that can be automatically sent each time you pay paystubs. 

• For the email of "an individual person's paystub":
  an email is sent to each person, with their individual paystub. This email includes a PDF of their own pay, and their own taxes. 
• For the email of "everyone's printable paystubs":
  a printable PDF of everyone's paystubs is emailed to a payroll admin. 

To turn payday emails on, or off: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then scroll down to the "Once paystubs are paid" heading. 
4. Next, decide which payday emails you want sent on payday. 
5. And finally, click: Save 

To see how payday emails look: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then on the To-do tab, click the upcoming: "Payday" 
3. Then click: Pay now 
4. You'll see that it's remembered any email send settings you've previously set. 
5. You're still welcome to turn the payday emails on or off, then click: Yes ... pay it 
6. It takes a few seconds while all your tax calculations are double checked, and payday emails are prepared for sending. 
7. And then the payday emails arrive into each person's email inbox in less than 60 seconds. 
8. Now, look in your email inbox, to see if both payday emails have arrived. 
9. For the email of "an individual person's paystub":
   Each person gets a nice preview of their pay and taxes. 
10. And when you scroll to the bottom, you'll see a PDF of their paystub attached. 
11. For the email of "everyone's printable paystubs":
    When you scroll to the bottom, you'll see a larger PDF attached. 
12. This PDF contains all the paystubs you've recently paid, each on it's own page, ready for printing. 
13. When you're ready, click the "Print" button:  
14. And finally, if you want to save the PDF, click the "Download" button:  

Keep in mind that: 

• The email with everyone's printable paystubs is sent to the person who clicked Pay now, which is always a payroll admin. 
• And remember that both payday emails are optional. Even if you turn them both off, your "Tax Filing" is still sent to HMRC, as you'd expect. 
• Also, any person who wants to, can turn on PDF encryption, to protect all their emailed PDFs with a PIN. 

To learn more: 

• About how to not get this PDF by email, and instead download it directly, watch the video on: Multi-paystub PDF 
• And to learn about PDF encryption, watch the video on: Setting your PDF doc PIN 

And that's it! That's everything you need to know about sending payday emails! 

"How do I set a pay batch's Unique Taxpayer Reference?" 

The Unique Taxpayer Reference, or UTR, is a 10-digit code that uniquely identifies you or your business. Your UTR is used by HMRC whenever HMRC is dealing with your tax. 

To set a pay batch's UTR: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Tax settings 
3. Next, you'll need to decide if you're doing your Tax Filing as a company or a sole trader. 
4. And then you can type in your 10-digit UTR code. 
5. If you need help finding your UTR, click the link to HMRC's website, and read HMRC's advice. 
6. And finally, click: Save 

Keep in mind that: 

• Each pay batch can have a different UTR, or all your pay batch's can all share the same UTR. It's up to you. 
• Each time you click Pay now, your UTR is included with your Tax Filing, when it's sent to HMRC. 
• Once the UTR is set, there normally isn't any reason to change it. 
• If you're still waiting for your UTR to be sent to you, from HMRC, you can still run Pay now as long as you've set up your HMRC connection. 

To learn more: 

• About connecting to HMRC, watch the video on: Setting up your HMRC connection 

And that's it! That's everything you need to know about setting a pay batch's Unique Taxpayer Reference! 

"How do I use the "HMRC notices" history?" 

Whenever there's a change that HMRC wants you to know about, you'll get a message called an: "HMRC notice" 

To see a pay batch's "HMRC notices": 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > HMRC notices 
3. You'll now see all your HMRC notices from over the last year. 
4. To see an HMRC notice's full message, click the blue "See event" button: (at the start of any row) 
5. And you'll see when it was received, which person was involved, and the body of the notice below. 
6. Where possible, if the notice is a settings change, it's auto-scheduled, and done for you. 
7. An example of an auto-scheduled change is when HMRC changes somebody's tax code. 
8. Another example, is when one of your people starts, or stops, a student loan repayment plan. 
9. For every auto-scheduled change, a copy of an HMRC notice is emailed to, both the person involved, and also to the pay batch's payday admin. 
10. Where possible you'll see a button, that you can click to see the change. 
11. And finally, when the change is scheduled for an upcoming date you'll also see a note about the change. 

To remove a scheduled change: 

1. First, click the "remove" link. 
2. Then click: Yes ... remove 
3. And finally, you'll now see the scheduled change has been removed. 

To see HMRC notices from further in back in time: 

1. First, click:
   Show settings > Dates > Previous 2 years 
2. And finally, you'll now see the older HMRC notices in the listing. 

To only see HMRC notices involving a set of selected people: 

1. First, click:
   Show settings > Side settings ... show 
2. Then on the To list, Ctrl+Click the people you'd like to see HMRC notices for. 
3. And finally, you'll now only see HMRC notices for your selected people. 

Keep in mind that: 

• If you've ever got multiple pay batches all sharing the same "Employer PAYE reference", those pay batches each show the same set of: "HMRC notices" 
• Also, some "HMRC notices" are only ever emailed to the payday admin. This includes company tax setting changes, info updates like P11D(b) messages, CIS messages, and annual reminders. 

And that's it! That's everything you need to know about "HMRC notices" history! 

"What does a payday admin do?" 

The payday admin is the person who's in charge of responding to any of the pay batch's payday reminders. This includes reminders about paying paystubs, handling expense claims, doing Tax Filing. 

To set a pay batch's payday admin: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then scroll down to the "Payday admin" heading. 
4. By default, the payday admin is set to the person who created the pay batch. 
5. And finally, click it, and look for the person that you'd like to set as the new payday admin. 

It's possible that the person you'd like as the new payday admin isn't showing in the list. Probably, because the person doesn't have full payroll admin permissions yet. 

To add a person to your org's list of payday admins: 

1. First, click: Add (at the bottom) 
2. Then click the person you want. 
3. Then change that person to: "Full ... payroll admin" 
4. Once the list has reloaded, you'll now see the person listed, so select them. 
5. Then click: Save 
6. And finally, from now on, all payday reminders, like expense claims and Tax Filing now go to the new payday admin. 

Keep in mind that: 

• The only people who'll ever show in the list of payday admins, are people with full payroll admin permissions. 
• It's not only the payday admin that can pay paystubs, or approve expenses. Any other full payroll admin can also do all of this too, for any pay batch. 
• The difference with the payday admin is in the pay batch's reminders, or requests for approval. 
• The reminders, and requests for approval, are only ever be sent to the payday admin that you've set for the pay batch. 

And that's it! That's everything you need to know about what payday admins do! 

"What do I need to consider when setting the pay batch?" 

Most small employers only ever need a single pay batch. However, larger, or more complicated employers may want to set up multiple pay batches. This allows you to decide which pay batch the person get put in to. 

The three places you can set a person's pay batch are: during onboarding, in the person settings, and in pay batch. 

To set a person's pay batch during onboarding: 

1. First, click:
   Menu > People > Invite a person 
2. Next, type in the new person's email. 
3. Then click: Invite 
4. On the very first onboarding screen, you'll see the setting for:
   Pay batch 
5. By default, it's automatically set to whichever pay batch has the most people. 
6. Next, set it to the pay batch you'd like, and then click Next to save the change. 
7. And finally, now the change is all saved. 

To set a person's pay batch from their person settings: 

1. First, select the person on:
   Menu > People 
2. Then click:
   Pay > Pay 
3. Then change the setting for:
   Pay batch 
4. Once you change their pay batch, it auto-saves. 
5. And finally, the change is all saved. 

To set a person's pay batch in pay batch itself, which is your fastest way to move lots of people in one go: 

1. First, select the pay batch you want to move the person into, on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then scroll down and click: Add person 
4. Once the panel slides out on the right, click all the people you want to add. 
5. Then click: Save 
6. And finally, once it's saved, you'll see all the people you clicked show up in the list of pay batch people. 

Once a person's been added to a pay batch, that person automatically receive their pay batch's settings, including: 

• The tax rules, calculations, currency, and payday schedule of the pay batch. 
• The added person gets the repeat payables of the pay batch. 
• The added person gets the time off settings of the pay batch. 
• And the paid holidays of the pay batch. 
• And the added person gets the pension settings of the pay batch. 
• And the added person gets all the advanced settings of the pay batch. 

And that's it! That's everything you need to know about setting your pay batches!