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Pay batches

Changing PDF paper size2:41
Changing PDF paper size
Paying paystubs1:14
Paying paystubs
The "Already paid" report3:25
The "Already paid" report
Sending paystubs2:53
Sending paystubs
The "HMRC notices" history3:12
The "HMRC notices" history
Sending Paystubs to HMRC1:07
Sending Paystubs to HMRC
6 videos, with playing time of 14 minutes


 

To add or remove your own custom holidays:

  1. Go to: Pay batch > Time off > Paid holidays > Paid holidays
  2. Ensure you've selected your chosen "Paid holidays" for your area.
  3. Scroll down to: "Holidays to add"
  4. Follow the instructions inside that section.

For all people in this pay batch, these changes:

  • Show on their calendar.
  • Apply to the payroll.

To add people to a pay batch:

  • Go to: Pay batch > Pay > People

To tell us about a wrong or missing listed holidays:

  1. See your own holidays list:

    Go to: You > Time off > Paid holidays

  2. Click: "Missing a holiday? tell us" (at the bottom)

Updated: Wed, May 12, 2021. Keywords: edit, change, mistake. Headings: `How do I set my own changes to holidays?`, `My business has some additional holidays. How do I add them?`
 

Changing PDF paper size2:41

"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 your pay batch's PDF paper size: 

  1. First, click your way to: Menu > Pay batches and choose your pay batch. 
  2. Once it's open, go to: 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 your pay batch's country. 

To change the "PDF paper size": 

  1. First, click: PDF paper size 
  2. In this example we'll set it to: "Letter" 
  3. Then click: Save 

Now, let's download somebody's paystub to see how it looks: 

  1. First, click: Menu > People and choose a person. 
  2. Then: click your way to: Pay > Paystub 
  3. After that, click the left arrow to go to the previous payslip. 
  4. Next, open the paystub in a new tab by clicking the three-dots. 
  5. Then click: Open in new tab 
  6. Now that the paystub's open in its own window... 
  7. Click over to: More > Paystub PDF 
  8. Once it's downloaded, click the PDF to open it. 
  9. Next, click the print button here, to print it. 
  10. And finally, click: More settings 
  11. Here you'll see that the "Paper size" of this PDF is "Letter", just like we expected. 

And that's it! That's how to change the PDF paper size! 

Updated: Sat, Jul 2, 2022. Keywords: . Headings: `How do I change the size format of \$LC->PAYSTUBS PDFs?`
 

Paying paystubs1:14

"How do I pay paystubs each payday?" 

To pay paystubs: 

  1. Click your way to: Menu > Pay batches, and choose your pay batch. 
  2. On the "To-do" tab, click today's "Payday". 
  3. Here 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 small "See paystub" button near the beginning of the row. 
  5. You can always choose to pay someone later. You can skip paying any of the paystubs by turning off the row. 
  6. When you're all ready, click: Pay now 

By default: 

  • We'll email each employee a PDF of their paystub. 
  • And we'll email you a PDF of everybody's paystubs, in case you'd like to print them. 
  • You can turn these off if you'd like, but we'll click Yes ... pay it, and in this example we'll just keep one of them on. 

And that's it! Once you've paid everybody, that's all you need to do on payday to pay your paystubs! 

Updated: Tue, Jun 28, 2022. Keywords: statement. Headings: `How do I pay my employee's wages?`, `How do I see \$L->PAYSTUBS?`
 

The "Already paid" report3:25

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

To see paystubs that've already been paid: 

  1. Click your way to: Menu > Pay batches, and choose your pay batch. 
  2. Then: Pay > Already paid 
  3. Here, by default, you'll see a list of paystubs that were paid in the last month. 

To see more details about a paystub: 

  1. Click the "See paystub" button at the start of any row. 
  2. And you'll see the paystub open out on the side. 

If you wanted to open this paystub in a new tab: 

  1. Click the three-dots. 
  2. Then click: Open in new tab 

Now, back to the "Already paid" report. As you scroll across this list, you'll see information about each paid paystub, like net pay, taxable pay, etc. 

Clicking any of these numbers, for example clicking on this car benefit, opens the paystub, and highlights the number you clicked. 

On some of these numbers, you can mouse over the number, and you'll see an explanation of how it's calculated. 

To filter this list of paid paystubs to a set of selected people: 

  1. Click: Show settings > Show people 
  2. In this example, we'll just Ctrl+Click "Sonia" and "Bruce". 
  3. Now it's only listing paid paystubs for Sonia and Bruce. 
  4. And here, it's showing the totals for just these two people. 

Now, switching back to "All" people, and clicking "Hide people". 

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

To show all the paystubs for a single tax year: 

  1. Click: Show settings > Dates > Tax year then choose your tax year. 
  2. You're now looking at all the paystubs for the entire tax year. 

To show just one row of summed numbers for each person: 

  1. Click: Show settings > Combine paystubs by person 
  2. Now there's just one row for each person. 
  3. This lets you easily see the sum of each person's paystub numbers over the entire tax year. 

To make sure these numbers cover all of the year's paystubs: 

  1. Scroll over to the "paystubs" column. 
  2. If these people were paid monthly, ensure it says "12", like this. 
  3. If a person joined part-way through the year, this number may be less than twelve. 
  4. If they were paid weekly, this number would be more like "52", or "53". 

Feel free to play with all these filters for your own reporting. Advanced users may find this "Date type" feature, here, useful if you're trying to filter paid paystubs even more specifically. 

Now, once you've got all these filters set, to download the numbers on screen to an XLS file: 

  1. Click: Show settings > More > Download > .xls 
  2. Now you've got an XLS file to use for your own calculations. 

Finally, to see how to get a printable PDF of a set of paystubs, watch our video on Multi-paystub PDF 

And that's it! That's all you need to know about the "Already paid" report! 

Updated: Thu, Jul 7, 2022. Headings: `What's the already paid report?`
 

Sending paystubs2:53

"How do I send out paystubs on payday?" 

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

  1. In the first email you get a printable PDF of all the paid paystubs. This printable PDF is emailed to you only. 
  2. In the second set of emails, an email is sent to each employee with their individual paystub. This email includes a PDF attachment of just their own pay and taxes. 

To turn these emails on or off: 

  1. First click your way to: Menu > Pay batches, and click your pay batch. 
  2. Once it's open, click through to: Settings > Pay batch settings 
  3. Then, scroll down to: Once paystubs are paid 
  4. Here you can choose which emails you want sent on payday. 
  5. In this example we'll turn off both Email each employee their paystub and: Get a PDF for printing 
  6. Finally, click: Save 

Now, lets pay some employees, so we can see how this looks: 

  1. First click your way to: To-do, and click the next "Payday". 
  2. Then, click: Pay now 
  3. Here we can see that the sending of both emails is still turned off, as expected. 
  4. You're welcome to turn these emails on again here, like this, before clicking the Yes ... pay it button. 
  5. It takes a few seconds while we double check all the tax calculations, and prepare the emails for sending. 
  6. The emails should arrive into each person's email inbox within about 60 seconds. 

We've now switched to our email inbox so you can see what both of these emails look like. 

This first email is sent to you only, and has the PDF for printing: 

  1. When you scroll to the bottom of the email, you'll see the PDF attached. 
  2. Click on the PDF to open it. 
  3. When we scroll down, you'll see it contains all 9 of the paystubs you've just paid, each on it's own page. 
  4. When you're ready, just click the printer button here to print it, or click the download button to save it. 

If you'd prefer to not get this PDF by email, and instead download it directly, watch our video on Multi-paystub PDF 

Now, let's look at the second email. This is an example of the sort of thing that each employee will get each payday: 

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

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

And that's it! That's all you need to know about turning on and off payday emails! 

Updated: Fri, Jul 1, 2022. Keywords: . Headings: `How do I download a paystub email?`, `How do I stop paystub emails from sending?`
 

No overtime. Set pay batch "Advanced settings" to zero. Set holidays to none.

To set up your people like contractors with no holiday pay, and no other extras, we recommend that you:

  1. Put them in a UK pay batch (this is a workaround ... you're turning off all UK settings):

    Pay batch > Settings > Pay batch s... > Tax jurisdi...

  2. Turn off overtime at:

    Pay batch > More > Advanced > Overtime ca...

  3. Set Pay batch Advanced settings to zero at:

    Pay batch > More > Advanced

  4. Set holidays to "None selected" at:

    Pay batch > Time off > Paid holidays > Paid holidays

Updated: Wed, May 12, 2021. Keywords: minimum, configure, disable. Headings: `How do I turn off holiday pay for my contractors?`, `How do I remove overtime for contractors?`, `How do I pay contractors with a simple hourly rate, and nothing else?`
 

Put them in a U.S. pay batch and turn off all the extras.

To have your people paid in USD, select U.S. as the country (tax jurisdiction):

  • Go to: Pay batch > Settings > Pay batch s... > Tax jurisdi...

To set up your people like contractors with no holiday pay, and no other extras, we recommend that you:

  1. Put them in a UK pay batch (this is a workaround ... you're turning off all UK settings):

    Pay batch > Settings > Pay batch s... > Tax jurisdi...

  2. Turn off overtime at:

    Pay batch > More > Advanced > Overtime ca...

  3. Set Pay batch Advanced settings to zero at:

    Pay batch > More > Advanced

  4. Set holidays to "None selected" at:

    Pay batch > Time off > Paid holidays > Paid holidays

Updated: Wed, May 12, 2021. Keywords: configure, employee, disable, different. Headings: `Where do I set the payment currency for my contractors?`
 

The "HMRC notices" history3:12

"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 the "HMRC notices" history: 

  1. First, click your way to: Menu > Pay batches and choose your pay batch. 
  2. Once it's open, click: More > HMRC notices 
  3. Here, by default, you'll see all your HMRC notices from over the last year. 

To see the full message of an HMRC notice: 

  1. Click the "See event" button at the start of any row. 
  2. Here you'll see when it was received, which employee was involved, and the body of the notice below. 

Where possible, if the notice is a simple setting change, 1st Money will automatically schedule that update for you. Two examples of simple setting changes that we'll schedule for you is: 

  1. First is when somebody's tax code changes, like the example shown on screen. 
  2. And second, when one of your employees starts or stops a student loan repayment plan. 

Where possible you'll see a button, like this, that you can click to see the change. 

When the change is scheduled for an upcoming date you'll see a note about this here. 

If you disagree with a scheduled change, and you want to remove it: 

  1. Click this "remove" link. 
  2. Then click "Yes" to confirm. 
  3. You'll now see the scheduled change has gone. 

As an example, here's what one of these emails would look like if a simple tax code change has been scheduled. A copy of each HMRC notice is emailed to, both the employee involved, and also to the pay batch's payday admin. This lets them both know what's going on. 

Some notices are only about changes in the company's tax settings, or other information updates like P11D(b) messages, CIS messages, and annual reminders, etc. For these kinds of notices, we'll only email the pay batch's payday admin. 

If you wanted to see notices from further back, here's how to see the last two years of notices: 

  1. Click: Show settings > Dates > Previous 2 years 
  2. Now you'll see the older HMRC notices in the listing. 

If you wanted to only see the notices involving a set of selected people: 

  1. Click: Show settings > Side settings ... show 
  2. Then, in this example, on the To list, we'll just Ctrl+Click "Sonia" and "Sara". 
  3. Now it's only listing notices about Sonia and Sara. 

By the way, if you've ever got multiple pay batches all using the same "Employer PAYE reference", they'll each show the same set of "HMRC notices". 

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

Updated: Fri, Jul 8, 2022. Keywords: . Headings: `How do I list HMRC notices from only some people?`, `How do I remove a scheduled change?`
 

Your options are: Weekly, Bi-weekly, Semi-monthly, Four-weekly, and Monthly.

Your options (for pay to be calculated) are:

  • Weekly ... every week.
  • Bi-weekly ... every 2 weeks.
  • Semi-monthly ... twice a month.
  • Four-weekly ... every 4 weeks.
  • Monthly ... once a month.
  • Once only ... bridge from one schedule to another.

To set your pay period:

  • Go to: Schedule > Schedule > Pay period ...

Once set, you get further options for the exact dates your pay periods start and end.

Updated: Sat, Jul 25, 2020. Keywords: biweekly, semimonthly, twice, recur. Headings: `What timing or interval can I use for pay periods to repeat?`, `When can pay periods be set to occur?`, `Where do I set the pay periods dates?`
 

Sending Paystubs to HMRC1:07

"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. You can see if the submission has been filed with HMRC by hovering over each green tick in the "Paid" column. 

If you see an hourglass status icon , it means we're still waiting for acceptance from HMRC. 

Once HMRC accepts the Paystubs the hourglass icon will automatically change to a green tick:  

To see more details about the submission to HMRC, click the status icon in the "Paid" column. 

Here you'll find who made the submission, how many paystubs were submitted, and more. 

If you want to see the actual submission we sent to HMRC, scroll down further, then click Show details, or: Show XML 

And that's it! That's all you need to know about what's happening in the background when you pay payslips! 

Updated: Fri, Jul 8, 2022. Headings: `How can I tell if HMRC has accepted my paystubs?`
 

To change the times of when night pay starts and stops:

  • Go to: Pay batch > More > Advanced > Night pay s...

All night pay done time on timesheets (hourly employees only) are increased by the "Night pay" multiplier. To see this:

  • Go to: Pay batch > More > Advanced > Night pay

By default, the multiplier and start and stop times are set to the recommended values for your country (tax jurisdiction).

Updated: Wed, Aug 4, 2021. Keywords: evening, morning, begin, end, midnight. Headings: `Do you have the correct times set for night pay hours?`, `Is night pay correctly calculated?`
 

To change how overtime is calculated:

  • Go to: Pay batch > More > Advanced > Overtime ca...

Your options are:

  • Daily overtime.
  • Weekly overtime.
  • No overtime.

This setting applies to every hourly paid employee in the pay batch.

Updated: Sat, Jul 25, 2020. Keywords: set, counted. Headings: `Where do I set overtime to daily, weekly, or turn it off completely?`, `What are my options for overtime?`
 

To change the default target paid time off days each year (for the entire pay batch):

  • Go to: Pay batch > Time off > Time off se... > Default pai...

This is set with units of days time off each year (an estimate of hours per each is also shown).

If you need a more exact amount, directly type in a decimal value (instead of using the slider). E.g.: "18.5"

The default target paid time off is applied when a person is first added to a pay batch. To then override this (per person):

  • Go to: Person > Pay > Pay settings > Paid time off
Updated: Sun, May 16, 2021. Keywords: update, goal, yearly, holidays. Headings: `How do I adjust the paid time off for a single employee?`, `Is time off set per person or per pay batch?`
 

A pay batch is where you decide many pay related settings for a group of employees. It's also the place to look at reports on hours worked, holidays, payments, etc.

By adding people to a pay batch, you get:

  • The pay period frequency of your choice:

    Go to: Schedule > Schedule > Pay period ...

  • Sub-total hours worked for each pay period on each paid paystub:

    Go to: Pay batch > Pay > Already paid

  • Settings for holiday options:

    Go to: Pay batch > Time off > Paid holidays

  • Settings for night pay:

    Go to: Pay batch > More > Advanced > Night pay s...

  • Settings for time off:

    Go to: Pay batch > Time off > Time off se... > Limit paid ...

It isn't possible to see the payroll features without first adding a person to a pay batch.

Updated: Sat, Jul 25, 2020. Keywords: reason, purpose. Headings: `What are pay batches for?`, `What can I configure in a pay batch?`
 

Report - People

 

If you'd like to see all the details of your people on one page open the "People" report:

Select from:

  1. Org people (see all):

    Go to: Menu > Org > Reports > People

  2. Pay batch people (just for one pay batch):

    Go to: Pay batch > Pay > People

To download as a spreadsheet, .xls, or .csv:

  1. Click show settings (at the bottom).
  2. Click download:
  3. Select your file type.

Note: Only payroll admins can set these features. To see if you're an "Payroll admin":

  • Go to: You > Settings > Permissions > Payroll adm...
Updated: Fri, Mar 4, 2022. Keywords: combined, together, other, complete, single, contact, employment, employees. Headings: `How can I find all my people's data in one place?`, `How do I download a spreadsheet of my person's info?`, `Where can I see each worker in a list?`
 

Report - To-do

 

If we've missed an official holiday for your area, please tell us.

To tell us about a wrong or missing listed holidays:

  1. See your own holidays list:

    Go to: You > Time off > Paid holidays

  2. Click: "Missing a holiday? tell us" (at the bottom)

Updated: Sat, Jul 25, 2020. Keywords: miss, mistake, error, day, vacation, rest, statutory, bank. Headings: `Who do I tell if a holiday isn't there?`, `How do I fix missing public holiday dates?`

© 2020–2022 1st Money Platform (HU) Ventures. All rights reserved.
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