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Payroll

Temporarily halting pay1:28
Temporarily halting pay
EPS: No payroll payments1:02
EPS: No payroll payments
EPS: Closing business0:53
EPS: Closing business
EPS: Employment Allowance1:30
EPS: Employment Allowance
Submitting the EPS monthly0:55
Submitting the EPS monthly
EPS: Bank account changes0:53
EPS: Bank account changes
EPS: Opening the EPS monthly1:24
EPS: Opening the EPS monthly
EPS: Apprenticeship Levy1:26
EPS: Apprenticeship Levy
Changing your pay schedule1:16
Changing your pay schedule
Bridging from one pay schedule to another2:17
Bridging from one pay schedule to another
Types of pay schedules2:02
Types of pay schedules
Deleting a schedule1:15
Deleting a schedule
Setting payday dates1:14
Setting payday dates
Connect1:11
Connect
Connect1:22
Connect
Connect1:26
Connect
Connect1:08
Connect
Connect1:18
Connect
Connect1:37
Connect
Multi-paystub PDF1:19
Multi-paystub PDF
Entering your National Insurance number1:39
Entering your National Insurance number
Setting up your HMRC connection1:45
Setting up your HMRC connection
Paystub hours worked1:50
Paystub hours worked
Setting up as an external tax agent1:39
Setting up as an external tax agent
Tracking minimum wage2:33
Tracking minimum wage
 

Entering your National Insurance number1:39

"How do I enter my National Insurance number and ensure it's valid?" 

Your National Insurance number helps HMRC keep track of your taxes correctly. It can be found on past payslips, tax forms, or letters from HMRC. 

To enter your National Insurance number: 

  1. First, click over to:   Menu and click yourself. 
  2. Once it's open, click your way to: Pay > Tax 
  3. Then, enter your: National Insurance number 
  4. Once we click Save, HMRC will check your name, address, legal gender, date of birth, and payroll ID. 
  5. In this example, we've left the birthday empty, so you can see how it looks when something's missing. 

Because the birthday isn't set, we get this warning when HMRC tries to check your National Insurance number. 

To fix this: 

  1. Click: "Date of birth" 
  2. Enter your birthday, and click: Save 
  3. Now, click: Verify NI 
  4. Your National Insurance number will now be verified by HMRC again. This might take 15 to 20 seconds. 
  5. Once it's finished verifying, you'll see this confirmation message, and your National Insurance number is now saved. 

And that's it! That's all you need to do to verify your National Insurance number! 

Updated: Sat, Jul 2, 2022. Keywords: . Headings: `Where can I find my \$L->NATIONAL_INSURANCE_NUMBER?`
 

Multi-paystub PDF1:19

"How do I get a printable PDF of paid paystubs?" 

To get a printable PDF for a selection of paid paystubs: 

  1. First, click your way to:   Menu > Pay batches and choose your pay batch. 
  2. Then, click through to: Pay > Already paid 
  3. First, tick the paystubs you'd like to print, in this example we'll tick three paystubs. 
  4. Then, click: Show settings > Get paystubs for printing 
  5. After a few seconds your PDF will be automatically downloaded. 
  6. When you open the PDF and scroll down, you'll see it contains all three of the Paystubs we ticked, each on it's own page, as expected. 
  7. When you're ready, just click the printer button here to print it. 

If you need to change the "PDF paper size", watch our video on . 

If you'd like to see how to automatically get a printable PDF on each payday, watch our video on Paying paystubs. 

And that's it! That's how you can get a printable PDF for a selection of paid paystubs! 

Updated: Fri, Jul 1, 2022. Keywords: . Headings: `How do I print a paid \$LC->PAYSTUBS?`
 

Tracking minimum wage2:33

"How do I set a person's pay rate to track minimum wage?" 

If you intend to set a person's pay rate to the minimum wage, there's two tricky problems you'll need to keep on top of: 

  1. Firstly, the minimum wage, as set by the government, may change from year-to-year. 
  2. And secondly, for younger employees, you may need to update their pay rate on the day their age moves into an adult age bracket. 

With one simple switch, 1st Money takes care of both these problems. It's called "Tracking minimum wage". Once it's turned on, 1st Money automatically updates the employee's pay rate. This pay rate's then updated whenever the government releases new minimum wage rules, and updated whenever an employee's age changes. It's set and forget! 

To turn on "Tracking minimum wage": 

  1. First, click:   Menu > People and choose a person. In this example, we'll choose "Bruce". 
  2. Then click over to: Pay > Pay settings 
  3. Then click "Rate amount". 
  4. Now, turn on: Tracking minimum wage 
  5. You'll now see their "Rate amount" box goes grey, and shows the letters "(mw)". 
  6. This indicates that their "Rate amount" is now locked to the minimum wage. 
  7. Then click: Save 
  8. If you read here, you can see notes and links on how their rate was set. 
  9. If you later decide to pay higher than minimum wage, just turn it off again, but we'll leave it on for now. 

For younger employees, who's pay is set to "Tracking minimum wage", the "Date of birth" can affect their pay rate. Let's show an example: 

  1. Let's click here to change this person's "Date of birth". 
  2. Let's set them to 17 years, and 364 days old. In other words, they're almost 18, but still not quite. 
  3. Then click: Save 
  4. Now we can see their "Rate amount" is correctly set to the lower 17 year old rate. 
  5. Let's change their "Date of birth" again. 
  6. Let's change their "Date of birth" by two days, so they're now 18 years, plus one day old. In other words, they're now two days older. 
  7. Then click: Save 
  8. Now we can see their "Rate amount" has automatically increased, and is correctly set to the 18 year old's higher rate. 
From now on, if you intend to keep this person on minimum wage, just keep this setting as is. Each year, their minimum wage will automatically keep up-to-date with changes in government rates, and it'll be constantly adjusted for their age. 

And that's it! That's how you can set a person's pay rate to track minimum wage! 

Updated: Tue, Apr 5, 2022. Headings: `Does tracking minimum wage automatically update when my employee turns 18?`
 

Setting up as an external tax agent1:39

"How do I set myself up as an external tax agent with my Government Gateway account?" 

Connecting to "HMRC online services for agents", through your Government Gateway account, lets you submit on behalf of other companies as an external tax agent. 

To connect your Government Gateway account: 

  1. First, click over to:   Menu and click yourself. 
  2. Then, go over to: More > Paid preparer 
  3. And turn on: Are you an external tax agent, accountant, or bookkeeper? 
  4. Then, scroll down to the heading: "HMRC connection ... tax agent" 

Before continuing, read through these notes to see if you've got things like a "Government Gateway account" and an "agent code": 

  1. Next, enter your Government Gateway user ID and: Government Gateway password 
  2. Finally, click: Save 
  3. All your details are now Checked by HMRC, and in a few seconds you'll see this confirmation message. 
  4. Getting this confirmation message means your connection details are now saved. You won't have to enter them again. 

Now that you're connected, you're all ready to submit to HMRC on behalf of as many companies as you're providing tax services to. 

Optionally, you can also store your contact details to be sent with HMRC submissions. This helps HMRC know who to go to if they've got questions. 

And that's it! That's all you need to do to connect to HMRC as an external tax agent! 

Updated: Fri, Jul 1, 2022. Keywords: . Headings: `How do I see if I've got a Government Gateway account?`
 

Setting up your HMRC connection1:45

"How do I set up a connection to HMRC?" 

Before paying UK paystubs, you'll first need to set up a connection to HMRC. This lets HMRC assign your tax payments to your exact company account. First, you'll need to set your company's account details: 

  1. Click your way to:   Menu > Pay batches, and choose your pay batch. 
  2. Then: Settings > HMRC connection 
  3. Enter your Accounts Office reference You can find this on the welcome letter HMRC sent when you first registered as an employer. 
  4. Next, enter your Employer PAYE reference This is also found on the same welcome letter, in your Government Gateway account, or on other letters and emails from HMRC. 

Next, let's set up your connection to HMRC: 

  1. Scroll down to the "HMRC connection ... company" section. 
  2. Then, enter your company's: Government Gateway user ID 
  3. And then your: Government Gateway password 
  4. Finally, click: Save 
  5. All your details are now Checked by HMRC, and in a few seconds you'll see this confirmation message. 
  6. Getting this confirmation message means your company's connection details are now saved. You won't have to enter them again. 
Now that you're all connected, you're ready to submit payroll each payday. If you've got more than one pay batch, you'll need to do each of these steps again, for each of your other pay batches. It's fine to reuse the exact same connection details for each pay batch if they all belong to the same company. 

And that's it! That's all you need to know about setting up a connection to HMRC! 

Updated: Wed, Jun 29, 2022. Keywords: . Headings: `How do I edit HMRC settings?`
 

Temporarily halting pay1:28

"How do I temporarily halt the pay of one of my people?" 

If you turn on the "Temporarily halt pay" switch, that person won't get paid. They won't have any Paystubs paid until someone turns "Temporarily halt pay" off again. This option doesn't block that person in any other way. They can still login, do timesheets, and everything else. If you need to block someone from logging in, watch our video on Temporarily blocking access. 

To "Temporarily halt pay" for a person: 

  1. First, click:   Menu > People and choose a person. In this example, we'll choose "Bruce". 
  2. Then: Settings > Permissions 
  3. Then turn on: Temporarily halt pay 

To see how this now looks when paying Paystubs: 

  1. Go to that person's Pay batch, at:   Menu > Pay batches 
  2. And choose your pay batch. 
  3. Then: Pay > Pay now 
  4. Here you'll see that the row for the halted person is greyed out. You can pay the other people, but just not the halted person. 

To turn off "Temporarily halt pay": 

  1. Just click the orange warning. 
  2. This takes you straight to that person's "Temporarily halt pay" switch. 
  3. Once you turn it off, the orange warning goes away, and you can now pay them through "Pay now". 

Please be aware that it may be illegal to not pay someone on the date their pay is due. This option is here for your convenience. You'll need to do your own research to decide when you should and shouldn't use it. 

And that's it! That's how you can temporarily halt the pay of one of your people! 

Updated: Wed, Apr 6, 2022. Keywords: wage. Headings: `How do I halt somebody's pay for now?`
 

Accounting

 
 

To post your paystub data to AccountingSuite, first connect it (you only do this once).

Connect1:22

"How do I connect to Accounting Suite?" 

To connect your AccountingSuite account to your 1st Money pay batch, go to menu, then Pay batches, then choose your pay batch. 

Go to the "Setup" tab. 

On the "Setup" tab, scroll down to "Accounting package" and select "AccountingSuite". 

Then click: Connect AccountingSuite 

Enter your details, then click: Grant access 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into AccountingSuite.

Send to1:52

"How do I send paystubs to Accounting Suite?" 

To send recently paid paystubs to AccountingSuite, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to AccountingSuite. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in AccountingSuite" link. Click it to get to your AccountingSuite account. 

If asked, enter your details and click: OK 

Navigate to "Accounting - Journal entries". 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to AccountingSuite?`, `How do I change accounts in AccountingSuite?`, `Can I send paystubs to AccountingSuite?`
 
 

To post your paystub data to FreshBooks, first connect it (you only do this once).

Connect1:26

"How do I connect to Freshbooks?" 

To connect your Freshbooks account to your 1st Money pay batch, go to menu, then Pay batches, then choose your pay batch. 

Go to the "Setup" tab. 

On the "Setup" tab, scroll down to "Accounting package" and select "Freshbooks". 

Then click: Connect Freshbooks 

Type in your Freshbooks email and password and click: Log In 

Click: Allow Access 

If you have more than one business at Freshbooks, choose the one you'd like to connect and click: OK 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into FreshBooks.

Send to1:25

"How do I send paystubs to Freshbooks?" 

To send recently paid paystubs to Freshbooks, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to Freshbooks. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in Freshbooks" link. Click it to see the entries in your Freshbooks account. 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to FreshBooks?`, `How do I change accounts in FreshBooks?`, `Can I send paystubs to FreshBooks?`
 
 

To post your paystub data to Kashoo, first connect it (you only do this once).

Connect1:11

"How do I connect to Kashoo?" 

To connect your Kashoo account to your 1st Money pay batch, go to menu, then Pay batches, then choose your pay batch. 

Go to the "Setup" tab. 

On the "Setup" tab, scroll down to "Accounting package" and select "Kashoo". 

Then click: Connect Kashoo 

Type in your Kashoo email and password and click: Log in 

Click: Allow 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into Kashoo.

Send to1:13

"How do I send paystubs to Kashoo?" 

To send recently paid paystubs to Kashoo, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to Kashoo. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in Kashoo" link. Click it to see the matching entry in your Kashoo account. 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to Kashoo?`, `How do I change accounts in Kashoo?`, `Can I send paystubs to Kashoo?`
 
Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to ?`, `How do I change accounts in ?`, `Can I send paystubs to ?`
 
 

To post your paystub data to QuickBooks, first connect it (you only do this once).

Connect1:37

"How do I connect to Quickbooks?" 

To connect your Quickbooks account to your 1st Money pay batch, go to menu, then Pay batches, then choose your pay batch. 

Go to the "Setup" tab. 

On the "Setup" tab, scroll down to "Accounting package" and select "Quickbooks". 

Then click: Connect Quickbooks 

If asked, enter your email and password and click: Sign In 

Click: Authorize 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into QuickBooks.

Send to1:25

"How do I send paystubs to Quickbooks?" 

To send recently paid paystubs to Quickbooks, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to Quickbooks. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in Quickbooks" link. Click it to see the matching entry in your Quickbooks account. 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to QuickBooks?`, `How do I change accounts in QuickBooks?`, `Can I send paystubs to QuickBooks?`
 
 

To post your paystub data to Xero, first connect it (you only do this once).

Connect1:18

"How do I connect to Xero?" 

To connect your Xero account to your 1st Money pay batch, go to: Pay batch > Settings > Pay batch settings > Accounting package 

Select "Xero". Then click: Connect Xero 

If asked, enter your login and password and click: Log in 

Click: Allow access 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into Xero.

Send to1:05

"How do I send paystubs to Xero?" 

To send recently paid paystubs to Xero, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to Xero. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in Xero" link. Click it to see the matching entry in your Xero account. 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to Xero?`, `How do I change accounts in Xero?`, `Can I send paystubs to Xero?`
 
 

To post your paystub data to ZohoBooks, first connect it (you only do this once).

Connect1:08

"How do I connect to ZohoBooks?" 

To connect your ZohoBooks account to your 1st Money pay batch, go to menu, then Pay batches, then choose your pay batch. 

Go to the "Setup" tab. 

On the "Setup" tab, scroll down to "Accounting package" and select "Zoho". 

Then click: Connect ZohoBooks 

Type in your Zoho login and password and click: OK 

Now you're connected. 

 

Feel free to change the automatically created default expense and payable accounts.

Changing accounts1:07

"How do I change the default accounts?" 

To change the default accounts that 1st Money paystubs will be submitted to, first go to one of your pay batches. 

Now go to "Setup". 

In the "Accounting package" section click the "Configure" button. 

This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. Change the accounts one by one until you're happy. 

Finally, click Save, and you're all done! 

 

Once your paystubs are paid you're just one click away from posting your journal entries into ZohoBooks.

Send to1:25

"How do I send paystubs to ZohoBooks?" 

To send recently paid paystubs to ZohoBooks, first go to one of your pay batches. 

If you have some recently paid paystubs, you'll see a "Send to accounting" on your to-do list a day after. 

Click it, and your paystubs will be posted to ZohoBooks. 

Once sent, you can click the same to-do item to see the journal entries in history. 

Each journal entry will have a "See in ZohoBooks" link. Click it to see the matching entry in your ZohoBooks account. 

Updated: Mon, Jul 4, 2022. Keywords: integration. Headings: `How do I connect to ZohoBooks?`, `How do I change accounts in ZohoBooks?`, `Can I send paystubs to ZohoBooks?`
 

EPS Employer Payment Summary

 

EPS: Opening the EPS monthly1:24

"How do I open the EPS monthly?" 

 

The EPS monthly lets HMRC know about any non-payroll monthly changes happening in your business. 

  • If your business doesn't have any of these changes, the EPS doesn't need to be submitted for that tax month. The tax month is always the 6th of the month to the 5th of the next month. 
  • If your business does have these changes during the tax month, the EPS's due by the 19th of the next month. 
  • If 1st Money detects your business has changes to report, we'll automatically send the payday admin a reminder email by the 17th. 

To open the EPS monthly: 

  1. First click your way to:   Menu > Pay batches and choose your Pay batch. 
  2. Make sure you're on the To-do tab. 
  3. Then scroll down, and click: EPS monthly 
Once it's open, you'll see the EPS contains these seven headings. Each section can be opened and closed by clicking on its heading. 

Only sections that show this tick will be submitted to HMRC. 

If there's any section you don't want to submit to HMRC, simply close it back to the square , and it won't be submitted. 

And that's it! That's how you open the EPS monthly! 

Updated: Thu, Jun 30, 2022. Keywords: . Headings: `Where do I find the EPS?`, `How do I get to the EPS?`, `What's the EPS?`
 

EPS: No payroll payments1:02

"How do I tell HMRC when I've got no payroll payments?" 

Letting HMRC know that you've got no payroll to pay helps you avoid penalties or owing extra taxes. To open the EPS, watch our video on EPS: Opening the EPS monthly. 

If you don't expect to have any payroll payments over the next few upcoming months: 

  1. Tick: "No payroll payments ... upcoming" 
  2. Then, choose the month that matches the last date you don't expect to pay payroll until. 

If you didn't have any payroll payments for this month, or in other words, the tax month just ended: 

  1. 1st Money detects that you didn't pay any payroll payments, and automatically ticks "No payroll payments ... this month" for you. 
  2. If, in fact, you did pay payroll payments, either elsewhere or not in 1st Money, just untick the section , and just this section won't be submitted to HMRC. 

And that's it! That's all you need to know about reporting no payroll payments. 

Updated: Thu, Jun 30, 2022. Keywords: . Headings: `How do I say that there's no payroll payments?`, `How do I report a "Period of Inactivity" on an EPS?`, `How do I submit no payments to employees for one or more future whole tax months?`, `How do I report a "No Payment For Period" on an EPS?`, `How do I submit no payments to employees for current or past tax months?`
 

EPS: Employment Allowance1:30

"How do I tell HMRC when I've got Employment Allowance changes?" 

To open the EPS, watch our video on EPS: Opening the EPS monthly. 

If you've got changes you want to make to your Employment Allowance: 

  1. Tick: "Employment Allowance" 
  2. Then click the "edit Employment Allowance" link. 
  3. Make any changes you want to, then click: Save 
  4. Now, back on the EPS monthly, you'll see that the "Employment Allowance" heading now has changes to submit to HMRC. 

Letting HMRC know about changes in your eligibility for Employment Allowance helps you pay the correct amount of National Insurance. 

If you're eligible for Employment Allowance, 1st Money automatically ticks "Employment Allowance" on the first EPS of the tax year or whenever there's a change. 

Once you've claimed Employment Allowance, HMRC remembers your claim for the rest of the tax year. 

You might not be able to claim Employment Allowance if your "de minimis state aid" over the last 3 years is above a certain threshold. Your exact threshold depends on your company's business sector. You can read more on HMRC's website about Employment Allowance. 

If your Employment Allowance claim is rejected, we'll forward you the rejection message from HMRC letting you know why. 

And that's it! That's all you need to know about reporting changes to your Employment Allowance. 

Updated: Thu, Jun 30, 2022. Headings: `How do I make changes to my Employment Allowance?`, `How do I indicate my employer's eligibility for Employment Allowance on an EPS?`
 

EPS: Apprenticeship Levy1:26

"How do I report Apprenticeship Levy to HMRC?" 

To open the EPS, watch our video on EPS: Opening the EPS monthly. 

If it's your first time reaching the £3 million threshold: 

  1. Click: edit Apprenticeship Levy 
  2. Set "Apprenticeship Levy" to: "Yes ... paying Apprenticeship Levy". You only need to turn this on if your "annual pay bill" is more than £3 million per year for all your connected companies. 
  3. Now, back on the EPS monthly, you'll see that "Apprenticeship Levy" is now ticked automatically. 
  4. From now on 1st Money automatically calculates your "Levy due YTD". 
  5. You'll have to submit Apprenticeship Levy every month, even if the "Levy due YTD" is £0.00. 

When we calculate your "Levy due YTD", we'll automatically remove 1/12th of what you've currently set the "Apprenticeship Levy allowance" to. The maximum Apprenticeship Levy allowance is £15,000 yearly, split between all your connected companies. Click here if you want to reduce this allowance for this pay batch. Set it to £0 if you're using the entire £15,000 in one of your other connected companies. 

And that's it! That's all you need to know about reporting your Apprenticeship Levy. 

Updated: Thu, Jun 30, 2022. Headings: `Do I submit Apprenticeship Levy if there are no apprentices?`, `How do I declare my liability for the Apprenticeship Levy?`
 

EPS: Bank account changes0:53

"How do I send HMRC my bank account for tax refunds?" 

To open the EPS, watch our video on EPS: Opening the EPS monthly. 

Anytime 1st Money detects changes to the details of your "Bank to make payments from", including when you set them for the first time, we'll prompt you to send them to HMRC. This is so HMRC knows where to pay you back for any of your tax refunds. 

Here's an example of how your EPS looks if we've detected banking changes and are about to send them to HMRC. 

If any of these bank details aren't correct, click any of the buttons that look like this to make your changes, before sending. 

Once you've submitted this EPS, HMRC will now have your updated bank details to send you any tax refunds. 

And that's it! That's all you need to know about sending your bank details to HMRC. 

Updated: Thu, Jun 30, 2022. Keywords: . Headings: `How do I give HMRC my bank details?`, `How do I inform HMRC of my bank account?`
 

EPS: Closing business0:53

"How do I let HMRC know I'm closing my business?" 

To open the EPS, watch our video on EPS: Opening the EPS monthly. 

If you're closing your business, here's how you can let HMRC know: 

  1. First, tick: "Closing business" 
  2. Then, click: Close business 
  3. Enter the date your business closes, and click: Save 
  4. Now, back on the EPS monthly, you'll see that "Closing business" is ticked automatically, with the closing date you entered. 
  5. This lets HMRC know that this'll be your final EPS submission since you're closing your business and won't be paying any more payroll. 

And that's it! That's all you need to know about closing your business. 

Updated: Thu, Jun 30, 2022. Keywords: liquidate, bankrupt. Headings: `How do I terminate my business?`
 

Submitting the EPS monthly0:55

"How do I submit the EPS monthly?" 

Once you've reviewed all the sections of the EPS, you'll be ready to submit it. To submit the EPS, click the Submit EPS to HMRC button, at the bottom of the page. It usually takes HMRC around 15-20 seconds to finish processing the EPS and send back your submission confirmation. 

Once it's finished, you'll see something like this confirmation receipt. 

Now, back on your To-do list, you'll see these checkmarks. This shows that the EPS was submitted successfully. 

If, later, you need to make changes to an EPS that's been submitted, watch our video on Changing an EPS. 

And that's it! That's all you need to know about submitting the EPS monthly! 

Updated: Thu, Jun 30, 2022. Keywords: . Headings: `How do I report an EPS to HMRC?`
 
Updated: Mon, Jul 4, 2022. Keywords: . Headings: `How long can you edit an EPS before it's locked?`
 

Payslips

 

1st FREE Time & Attendance works with your existing payroll system. After ending a pay period, get sub-totals of hours worked on each paystub.

To see the done time for each person's pay period:

  1. Set up a new pay batch (if you haven't already):

    Go to:   Menu > Pay batches > New pay batch

  2. Set up the payday cycle, so it exactly matches your external payroll:

    Go to: Pay batch > Paydays

  3. Add people to that pay batch:

    Go to: Pay batch > Pay > People

  4. To see done time (which now matches the pay period's date started and ended):
    1. For the entire pay batch:

      Go to: Pay batch > Pay > Pay now

    2. For a single person:
      1. Open a person's paystub:

        Go to: Paystub

      2. Click:

        More > Details

Now you're all set!

  • After a pay period, get sub-totals of hours worked on each:

    Go to: Paystub

  • Copy and paste them into your payroll system.

If you do these steps at a later date, we still back calculate all the sub-totals and display them on each paystub.

Updated: Sat, Apr 2, 2022. Keywords: export, connect, export, combine, own. Headings: `How can I take done time from timesheets here into my external payroll?`, `Where do I find done time for a single pay period?`, `Can I use your attendance product with my existing payroll system?`
 

Paystub hours worked1:50

"How do I see the hours worked on a paystub?" 

For anyone who's paid hourly, the number of hours worked during the pay period is an important part of the pay calculation. 

To see a paystub's hours worked: 

  1. First, open an hourly person's paystub by going to:   Menu > People 
  2. Then, choose the person. 
  3. Next, click your way to: Pay > Paystub 
  4. Next, let's open it in a new tab by hovering over the three-dots. 
  5. Then click: Open in new tab 
  6. Now that the paystub's open in its own window... 
  7. Click your way to: More > Hours worked 

On "Hours worked" you can see: 

  • A detailed breakdown of each days hours. In this example, the pay period starts on the first of March, and goes to the 31st of March, so we can see 31 rows. 
  • For each row, you can click the link to see the timesheet for that day. 
  • And for days where there's timesheet notes, you can hover your mouse over this notes icon to see that day's notes. 
  • At the bottom, you'll see the total of hours worked. 
  • All the numbers are in decimal format to make them easy to work with when downloaded as an XLS. 

To download as an XLS: 

  1. Click: Show settings > More > Download > .xls 

  1. You'll now have an XLS file that you can use for your own calculations. 

And that's it! That's how to see the hours worked on a paystub! 

Updated: Thu, Apr 7, 2022. Headings: `How can I see how many hours were worked in a paystub?`, `How do I download a XLS file on hours worked on a paystub?`
 

Schedules

 

Types of pay schedules2:02

"What types of schedules are there?" 

There are five different types of pay schedules: 

  1. Weekly. 
  2. Bi-weekly. 
  3. Semi-monthly. 
  4. Monthly. 
  5. And once only. 

Here's some detail on the schedules: 

  1. Weekly schedules allow your employees to have their pay period end on the same day of every week. You're free to choose any day of the week that you'd like their pay period to end on. Weekly is popular as it also means your employees get paid every week. This creates an easy to remember routine of paydays. 
  2. Bi-weekly schedules means each pay period lasts exactly two weeks. Bi-weekly is popular because you also get an easy to remember routine of paydays, but with half the effort of weekly. 
  3. Four-weekly schedules means each pay period lasts exactly four weeks. Four-weekly is popular because you also get an easy to remember routine of paydays, but with half the effort of bi-weekly. 
  4. Semi-monthly schedules means you have two pay periods a month, each ending on two different days of your choice. You can choose any two days you like. A popular choice is the first and 15th of the month. Others like to use the 15th and 30th. All of these options and more are possible with semi-monthly. On unusual months like February, which ends on the 28th, 1st Money will still correctly end your pay period the way you'd expect. 
  5. Monthly schedules create a pay period that ends on the same date of each month. You're free to choose any date in the month that you'd like as your date period ended. Again, irregular month ending dates like February work just fine. 
  6. The final option is once only schedules. These are useful if your organization is switching from one pay period type to another, for example moving from bi-weekly to semi-monthly pay periods. They're easy to setup, but not used very often. To learn more, watch our video on Bridging from one pay schedule to another. 

Updated: Thu, Mar 24, 2022. Keywords: frequency, recur, often, repeat. Headings: `What frequencies of pay periods do you have?`, `How often can paydays be?`, `Can I do weekly paydays?`, `Can I do monthly paydays?`, `Can I do 2 paydays a month?`
 

Changing your pay schedule1:16

"How do I change how often my schedule recurs?" 

 

Please note, once the schedule's got paid paystubs, a "Schedule locked" message shows, and its settings can't be changed anymore. In this case, to change payday settings, you'll probably want to bridge over to another schedule. Watch our video on Bridging from one pay schedule to another 

To change how often your employees get paid: 

  1. First, click your way to:   Menu > Pay batches 
  2. Then click your pay batch. 
  3. Once it's open, click through to: Settings > Pay batch settings 
  4. Then, beside Payday due, click the edit button. 
  5. Currently, the Pay period recurs every two weeks. 
  6. Let's change it to weekly, ending every Friday. 
  7. Finally, click: Save 
  8. If we go back onto the 12 month calendar, the pay periods now recur every week. 

And that's it! That's all you need to do to change your pay schedule! 

Updated: Thu, Mar 24, 2022. Keywords: adjust. Headings: `Where do I change when my employees get paid?`, `How can I change payday dates?`
 

Setting payday dates1:14

"How do I set the delay between the end of a pay period and the date people are paid?" 

To set the date of your paydays: 

  1. First, click your way to:   Menu > Pay batches 
  2. Then click your pay batch. 
  3. Once it's open, click through to: Settings > Pay batch settings 
  4. Then, beside Payday due, click the edit button. 
  5. Currently, the payday is 7 days after the end of each pay period. So the calendar shows a period ending on the 15th, gets paid on the 22nd. 
  6. In this example, we'll go back and change it to 15 days. 
  7. Then, click: Save 
  8. If you go back to the 12 month calendar and click refresh, it now shows that paydays are 15 days after the pay period ends. 

And that's it! That's all you need to do to set the delay between the end of a pay period and the date people are paid! 

Updated: Thu, Mar 24, 2022. Keywords: adjust. Headings: `What's the delay between a period end date and a payday?`, `Where are payday dates set?`
 

Note: For advanced users only

Bridging from one pay schedule to another2:17

"How do I bridge from one type of schedule to another?" 

To bridge from one type of schedule to another: 

  1. First, click your way to:   Menu > Pay batches 
  2. Then click your pay batch. 
  3. Once it's open, click through to: Settings > Pay batch settings 
  4. Then, beside Payday due click the list button. 
  5. Then open your current schedule. In this example, the current schedule is bi-weekly. 
  6. Scroll down to Schedule ends on and set the last date for pay. 
  7. Then click: Save 
  8. If you go to 12 month calendar, it now shows the bi-weekly schedule stops as expected. You can see in April that there's no more pay days in blue. 
  9. Now go back to the Pay batch settings and click the list button. 
  10. Then click: New schedule 
  11. You're now looking at the new schedule. Next, set how often this new schedule recurs. In this example we'll set it to: Monthly 
  12. After that, set the Schedule starts on date. 
  13. Then, click: Save 
  14. If you go to 12 month calendar, it now shows monthly starts as expected, but there's a six day gap between them. 

To bridge this gap: 

  1. Go back to the Pay batch settings and click the list button. 
  2. Then click: New schedule 
  3. Once it's open, set the Pay period recurs to: Once only 
  4. Then, scroll down and click: Schedule starts on 
  5. It automatically suggests the recommended start date. Choose the suggestion and do the same thing for: Schedule ends on 
You've now set the start and end dates to bridge this six day gap. 
  1. Then click: Save 
  2. If you go back to the 12 month calendar, it now shows that every working day is now covered with a schedule. 

And that's it! That's all you need to do to bridge schedules! 

Updated: Thu, Mar 24, 2022. Keywords: adjust. Headings: `How do I avoid a gap between paydays?`, `How do I plug unpaid days when I change schedules?`, `How do I avoid an overlap when changing paydays?`
 

Deleting a schedule1:15

"How do I delete a schedule?" 

A schedule without paid paystubs won't need to be deleted, since you can change the schedule's settings as much as you like. 

Once the schedule's got paid paystubs, a "Schedule locked" message shows, and its settings can't be changed anymore. In this case, to change payday settings, you'll probably want to bridge over to another schedule. Watch our video on Bridging from one pay schedule to another 

Also, you can't delete the schedule that's currently in use for today's date. You also can't delete a schedule if it's the last remaining schedule in the pay batch. In reality, it's rare that you'd ever need to delete a schedule. 

To delete a schedule: 

  1. First, click over to:   Menu > Pay batches 
  2. Then click your pay batch. 
  3. Once it's open, click through to: Settings > Pay batch settings 
  4. Then, beside Payday due click the list button. 
  5. Then click the schedule you want to delete. 
  6. Once it's open, go to: More > Delete 
  7. Then click: Yes ... delete "Schedule" 

And that's it! That's how to delete a schedule! 

Updated: Mon, Mar 28, 2022. Keywords: remove, trash. Headings: `How do I get rid of a schedule?`, `How do I move a schedule to deleted?`

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