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

The "PDF paper size" setting lets you set the paper size of all the paystub and HR doc PDFs. 

It also makes postal mailing easy if you're using standard windowed envelopes. Once you've put the paystub into a windowed envelope, you'll see that the person's address shows through, and it's all ready to send. If you ever find that the address doesn't show through the envelope window, you may need to set your "PDF paper size" setting. 

To set a pay batch's PDF paper size: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: More > 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. To change the "PDF paper size", click: PDF paper size 
6. Then select your preferred paper size. 
7. 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 > Paystub 
3. After that, click the left arrow to go to the previous paystub. 
4. Next, to open the paystub in a new tab, click the three-dots: (in the top-right corner) 
5. Then click: Open in new tab 
6. Now that the paystub's open in its own window... 
7. Then click: More > Paystub PDF 
8. Once it's downloaded, click the PDF to open it. 
9. Next, click the "Print" button:  
10. And then click: "More settings" 
11. And finally, you'll see the "Paper size" of this PDF. 

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?" 

There's few reasons to delete a pay batch, but just in case you need it: 

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, simply 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?" 

To pay paystubs: 

1. First, select the pay batch on: Menu > Pay batches 
2. On the "To-do" tab, click today's: "Payday" 
3. Then you'll see the main details about each paystub, like net pay, taxable pay, and more. 
4. To see more details about a paystub, click the blue "See paystub" button: (at the start of any row) 
5. You can always opt to pay the person later. You can skip paying any of the paystubs by turning off the row. 
6. And finally, when you're all ready, click: Pay now 

Keep in mind that: 

• By default, each person gets emailed a PDF of their paystub. 
• And by default, you'll get an email with a PDF of everybody's paystubs, in case you'd like to print them. 
• You can turn the payday emails off if you'd like, and then click: Yes ... pay it 

And that's it! That's all you need to do on payday to pay your paystubs! 

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

Immediately after paying paystubs, 1st Money sends details of the paid paystubs to HMRC. HMRC calls this a Full Payment Submission or FPS. 

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

1. First, finding the "Paid" column. 
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. And finally, once HMRC accepts the paystubs the hourglass status automatically changes to a green check:  

To see more details about your paystub submission to HMRC: 

1. First, in the "Paid" column, click the check status:  
2. Then you'll find who made the submission, how many paystubs were submitted, and more. 
3. And finally, if you want to see the actual submission that was sent to HMRC, scroll down further, then click Show details, or: Show XML 

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

"How do I see paystubs that have already been paid?" 

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. And finally, you'll see a list of paystubs that were paid in the last month. 

To see more details about a paystub: 

1. First, click the blue "See paystub" button: (at the start of any row) 
2. And you'll see the paystub open out (on the side). 
3. Then to open this paystub in a new tab, click the three-dots: (in the top-right corner) 
4. Then click: Open in new tab 
5. Now, back to the "Already paid" report. As you scroll across this list, you'll see info about each paid paystub, like net pay, taxable pay, etc. 
6. If you click an amount, it opens the paystub, and highlights the amount you clicked. 
7. And finally, on some amounts, you can mouse over the amount, and you'll see an explanation of how it's calculated. 

To filter a pay batch's "Already paid" report's list of paid paystubs to just 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 showing the totals for just the selected people. 

Now, switch back to "All" people, and click: Hide people 

Sometimes, you may want to have a sum of each person's paystub amounts for an entire tax year. 

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 just one row of summed amounts for each person: 

1. First, click: Show settings > Combine paystubs by person 
2. Now there's just 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. If a person was paid weekly, this amount would be more like 52 or 53 
5. And finally, feel free to play with all the filters for your own reporting. 

To download paystub amounts to an XLS file: 

1. First, you'll find the "Date type" feature useful if you're trying to filter paid paystubs even more specifically. 
2. Now, once you've got all the filters set, to download the amounts to an XLS file: 
3. Then click: Show settings > More > Download > .xls 
4. And finally, you've now got an XLS file for your own calculations. 

To learn more: 

• About how to see 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 "Already paid" reports! 

"How do I send out paystubs on payday?" 

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

1. First, a printable PDF of all the paid paystubs. This printable PDF is emailed to you only. 
2. And finally, an email is sent to each person with their individual paystub. This email includes a PDF attachment of just their own pay and taxes. 

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: Once paystubs are paid 
4. Next, you can decide which payday emails you want sent on payday. 
5. And finally, click: Save 

To pay some people, and see how payday email settings work: 

1. First, click: To-do, and click the next: "Payday" 
2. Then click: Pay now 
3. You'll see that the sending of both emails is still turned off, as expected. 
4. You're welcome to turn the payday emails on again, before you click: Yes ... pay it 
5. It takes a few seconds while all your tax calculations are double checked, and payday emails are prepared for sending. 
6. And finally, the payday emails arrive into each person's email inbox in less than 60 seconds. 

Now, in your email inbox, you can see what both the payday emails look like. 

To understand a pay batch's payday PDF for printing email: 

1. First, it's sent to you only. 
2. When you scroll to the bottom of the payday email, you'll see the PDF attached. 
3. Click the PDF to open it. 
4. When you scroll down, you'll see it contains all 9 of the paystubs you've just paid, each on it's own page. 
5. When you're ready, click the "Print" button:  
6. And finally, to save the PDF, click the "Download" button:  

To learn more: 

• About how to not get this PDF by email, and instead download it directly, watch the video on: Multi-paystub PDF 

To understand a person's email that's sent to them each payday: 

1. First, when you scroll to the bottom of their paystub email, you'll see a PDF of their paystub attached. 
2. And finally, when you open the PDF you'll see the print and download buttons again. 

Both payday emails are optional. Even if you turn them off, the paystub info is still sent to HMRC, as you'd expect. 

And that's it! That's everything you need to know about turning on and off 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: Forms > 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 needs you to know about, you'll get a message from HMRC called a "Notice". You can see all your notices on the "HMRC notices" history. 

To open a pay batch's "HMRC notices" history: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: More > HMRC notices 
3. And finally, you'll see all your HMRC notices from over the last year. 

To see an HMRC notice's full message: 

1. First, click the "See event" button: (at the start of any row) 
2. And you'll see when it was received, which person was involved, and the body of the notice below. 
3. Where possible, if the notice is a simple setting change, 1st Money automatically schedules the setting change for you. 
4. Two simple setting changes that may be scheduled from an HMRC notice are: 
5. When somebody's tax code changes. 
6. Or, when one of your people starts or stops a student loan repayment plan. 
7. Where possible you'll see a button, that you can click to see the change. 
8. 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 what an HMRC notice email looks like: 

1. First, HMRC notice emails are sent when a simple tax code change has been scheduled. 
2. A copy of each HMRC notice is emailed to, both the person involved, and also to the pay batch's payday admin. 
3. And finally, both can see the email, so both know what's going on. 

Some notices are only about changes in the company's tax settings, or other info updates like P11D(b) messages, CIS messages, and annual reminders, etc. For tax setting change notices, only a pay batch's payday admin gets an email. 

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 using the same "Employer PAYE reference", the pay batches each show the same set of: "HMRC notices" 

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 just 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!