"When and how can a person's pay be lower than the standard minimum wage?" 

If you tried to set a person's pay rate to lower than the standard minimum wage, you'd get a warning. 

To see a pay rate warning: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. On their: Rate amount, click the "Edit" button:  
4. Then set their Rate amount to £5 an hour, which is deliberately lower than the standard minimum wage. 
5. Next, click: Save 
6. And finally, you'll see this minimum wage warning that stops a person's pay rate from being too low. 

Sometimes, but rarely, there's a few times you need to pay a person lower than the standard minimum wage. 

To pay a person lower than your country's standard minimum wage: 

1. First, turn on:  Ignore all min. wage restrictions 
2. Or, alternatively, select the pay batch the person belongs to, on: Menu > Pay batches 
3. Then click: More > Advanced 
4. Scroll down and turn on: Ignore all min. wage restrictions 
5. Then click: Save 
6. And finally, you won't get minimum wage warnings anymore. Now you can set the pay rate for anyone in this pay batch to lower than minimum wage. 

To set a pay rate that's lower than minimum wage: 

1. First, go back to the same person. 
2. Then going to the person's: Pay 
3. And setting their Rate amount to £5 an hour again. 
4. And finally, you'll see that this now saves just fine, even though it's lower than minimum wage. 

When setting this, please confirm that you're legally allowed to pay lower than minimum wage. There's only a few specific cases that this is allowed, including: 

• Self-employed people, 
• Company directors, 
• Volunteers, 
• And a few more. 

You can read more on HMRC's website about The National Minimum Wage and Living Wage. 

And that's it! That's everything you need to know about minimum wage restrictions! 

"How do I decide my payrolling benefits setting, and do my P11D?" 

Payrolling benefits is HMRC's new, and recommended approach to simplifying the tax administration of benefits in kind. 

It's an important choice because you can't change this setting once paystubs are paid for the pay batch. 

To set a pay batch's "Payrolling benefits" option: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: More > Advanced 
3. Then scroll down to the "Payroll" heading. 
4. And click the "Payrolling benefits" box. 
5. If you're a new company, or you've already switched to "Payrolling benefits", select the "Yes, now" option. 
6. Some established companies may've been doing P11D's the old way, but would like to be auto-switched to the new way. If you'd like to be auto-switched, when it reaches the end of this tax year, select the "Yes, soon" option. 
7. If you want to keep doing it the old way forever, select the "Not payrolling benefits" option. 
8. In most cases, however, it's best to select the recommended "Yes, now" option. 
9. But if you're still not sure, click the link to read more on HMRC's website. 
10. And finally, click: Save 

"If I say "Yes" to payrolling benefits, what P11D's is required to submit?" 

By saying "Yes" to payrolling benefits: 

• All this pay batch's paystubs automatically deduct taxes on benefits before the person gets their pay. 
• This way, you won't have to submit a P11D for each person, when you reach the end of each tax year. 
• You'll still have to do a P11D(b), but more on that later. 

"If I say "No" to payrolling benefits, what P11D's is required to submit?" 

By saying "No" to payrolling benefits: 

• You'll still have to do a P11D(b), but more on that later. 
• Also, when you reach the end of each tax year, you'll need to submit a P11D for each person. Alternatively, you could get your accountant to do it for you. 

To see a person's end of year P11D numbers: 

1. First, select the person on: Menu > People 
2. Then click: Pay > P11D yearly totals 
3. Keep in mind, the "P11D yearly totals" tab only shows for people who are in a pay batch that's set to: "Not payrolling benefits" 
4. The "P11D yearly totals" gives you all the numbers you'll need to fill in each person's P11D. 
5. Before you start copying numbers, be sure you've picked the correct tax year. 
6. And finally, you can click the buttons to go forward, or back, a year. 

To submit your P11D's: 

1. First, open the link to HMRC's P11D tax form. 
2. You'll see this note telling you HMRC's submission deadline (at the bottom of the last page), and where to send it. 
3. And finally, if you need to know more, search on Google, or ask your accountant. 

"What do I do with the P11D(b) yearly totals?" 

Whether you say "Yes" or "No" to "Payrolling benefits", you'll still have to submit one P11D(b) for each pay batch, when you reach the end of each tax year. To make this easier, you can use the prepared yearly totals. 

To see a pay batch's P11D(b) yearly totals: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Forms > P11D(b) yearly totals 
3. The "P11D(b) yearly totals" gives you all the numbers you'll need to fill in each pay batch's P11D(b). 
4. Before you start copying numbers, be sure you've picked the correct tax year. 
5. And finally, you can click the buttons to go forward, or back, a year. 

To submit your P11D(b): 

1. First, click: HMRC PAYE Online 
2. Then click the "Fill in P11D(b)" link. 
3. To start the process, click: Next 
4. And finally, if you need to know more, search on Google, or ask your accountant. 

Remember that regardless of whether you say "Yes" or "No" to "Payrolling benefits", every pay batch needs to submit the P11D(b). 

And that's it! That's everything you need to know about choosing your payrolling benefits setting, and doing your P11D's! 

"How do I decide the right employment type?" 

Setting "Employment type" tells you if a person's a contractor or an employee. It also tells you whether the person gets holiday pay or pensions, along with a few other things. 

To see a person's "Employment type": 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. And finally, Employment type 

In the list that opens, you'll see the following options: 

Not paid

Not paid. "Not paid" is for people who are unpaid or paid elsewhere. Choosing this still lets you use all the HR features like timesheets and HR docs. 

Employee

Employee. "Employee" is the most common employment type. People have taxes taken off their paystubs, and get all the normal benefits like paid holidays, pensions, and Statutory Leave. 

To learn more: 

• See HMRC's page on Employee employment status. 

Zero-hour worker

Zero-hour worker. Zero-hour workers get most of the same benefits as employees, like paid holidays and pensions, but don't get Statutory Leave. 

Examples of "Zero-hour worker" includes: 

• Agency workers, 
• Casual or short contract employees, 
• And some freelancers. 

A person's usually a "Zero-hour worker" for either of the following. Either heir shift changes with little notice. Or, the person sometimes does work for you, but can opt not to. 

To learn more: 

• See HMRC's page on Worker employment status. 

Off-payroll worker

Off-payroll worker. Off-payroll workers are contractors that HMRC says are to be taxed like employees. However, off-payroll workers don't get the benefits that employees get, like paid holidays, pensions, or Statutory Leave. 

Off-payroll workers usually work for you through their own company. A person's an "Off-payroll worker" and not an "Independent contractor" if the person would be a regular employee if you hired them directly. This can be common for IT contractors or contracts that relate to IR35. 

If you're not sure whether a person's an "Off-payroll worker", try HMRC's status checker. 

Independent contractor

Independent contractor. Contractors don't have taxes taken off their paystubs. Also, contractors don't get any of the benefits employees have, like paid holidays, pensions, and Statutory Leave. 

An independent contractor runs their own business and does their own taxes. Independent contractors usually decide their own work hours, supply their own work tools, invoice you for the work done, and don't get paid for holidays. 

If you're not sure whether a person's an "Independent contractor", try HMRC's status checker. 

To learn more: 

• See HMRC's page on Self-employed and contractor employment status. 

CIS subcontractor

CIS subcontractor. CIS subcontractors work in construction jobs and have 20 to 30 percent taken off their pay for what HMRC calls a "CIS deduction". CIS subcontractors don't get any of the employee benefits like paid holidays, pensions, and Statutory Leave. 

To learn more: 

• About how to see how to set up a new "CIS subcontractor", watch the video on: Adding a pre-verified CIS subcontractor 
• Also watch the video on: Adding an un-verified CIS subcontractor 
• And also see HMRC's page on the Construction Industry Scheme (CIS). 

Director only

Director only. This option is only for directors that don't also have a job with the company. This usually means directors get paid to attend board meetings, but aren't paid for their time worked. 

If the director also works for the company as an employee, set them as an: "Employee" 

To learn more: 

• Also watch the video on: Setting directorships 
• Also see HMRC's page on Director employment status. 

And that's it! That's everything you need to know about choosing employment types for your people! 

"How do I enter a National Insurance number and make sure it's valid?" 

National Insurance numbers help HMRC keep track of people's taxes correctly. It can be found on past paystubs, tax forms, or letters from HMRC. 

To enter a National Insurance number: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Tax 
3. Then enter their: National Insurance number 
4. And finally, once you click Save, HMRC checks the name, address, legal gender, date of birth, and payroll ID. 

To fix missing info when verifying a National Insurance number: 

1. First, if you're missing some info when verifying a National Insurance number, you'll get that something's missing. 
2. Now, because the birthday isn't set, you'll get this warning when HMRC tries to check their National Insurance number. 
3. To fix this, click the item that's missing. 
4. Enter their missing info, and click: Save 

1. Now, click: Verify NI 
2. Their National Insurance number is now verified by HMRC again. This might take 15 to 20 seconds. 
3. And finally, once it's finished verifying, you'll see this confirmation message, and the National Insurance number is now saved. 

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

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

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

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Pay > Already paid 
3. First, check the paystubs you'd like to print. 
4. Then click: Show settings > Get paystubs for printing 
5. After a few seconds your PDF is automatically downloaded. 
6. When you open the PDF and scroll down, you'll see it contains all the paystubs that you checked, each on it's own page, as expected. 
7. And finally, when you're ready to print it, click the "Print" button:  

To learn more: 

• About how to change the "PDF paper size", watch the video on: Changing PDF paper size 
• If you'd like to see how to automatically get a printable PDF on each payday, watch the video on: Pay now full 

And that's it! That's all you need to do to download a printable PDF for a selection of paid paystubs! 

"How do I schedule a person's pay rate to change on a future date?" 

Scheduling a person's future pay rate keeps their current pay rate unchanged, until the date that you've picked for the pay change to happen. 

To schedule a person's pay rate to change on a future date: 

1. First, select the person on: Menu > People 
2. Then go to Pay > Pay 
3. Then click the "Schedule future rate" link. 
4. Pick the date you'd like the pay change to start from. 
5. You can select any pay period start date in the next 12 months. 
6. Next, set the new future pay rate. 
7. You could also change the rate type. 
8. Then click: Save 
9. Now that it's saved, you'll notice that whilst the person's main rate hasn't changed, the description has. 
10. And finally, you'll see a note explaining when, and to what amount, this pay rate is now set to change to, on that future date. 

Keep in mind that: 

• If you ever need their pay rate to change right now, skip all the previous steps, and just change their rate directly. 
• Whatever you set their future pay rate to, it can always be seen by the person. 
• So, if the person ever wanted confirmation that their pay change was scheduled, you could always just send them a link to this page. 
• Also note, a person's future pay rate change can't be scheduled for the middle of a pay period, rather, only the start of a pay period. 
• And only one future pay rate change can ever be scheduled. 

If the situation changes, you can always come back again and set their future pay rate again. 

Also, to delete any future pay rate, click "Edit", and then click: Delete 

In which case the person now has no future pay rate scheduled. 

And that's it! That's everything you need to know about scheduling a person's pay rate to change on a future date! 

"How do I set a person's National Insurance category letter?" 

National Insurance category letters turn on discounts to a person's National Insurance contributions. Depending on the letter, this discount can benefit either the person, the employer, or sometimes both. 

To set a person's National Insurance category letter: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Tax 
3. Then scroll down to the "National Insurance" heading. 
4. And click the "National Insurance category letter" box. 
5. For most people, the letter to select is: "A" 
6. And finally, click Save, and you're done. 

Currently, HMRC's published about 20 different category letters, each with their own discounts. If you're interested, you can read more about each by reading their notes. 

In addition, you could also click the links to read more on HMRC's website. 

Sometimes, when you look through the list, you may find more than one category letter that matches the person. When more than one category letter matches a person, it's up to the employer to pick just one. 

Sometimes, some category letters are grayed out, and can't be selected. This is when a category letter isn't available for the person, based on other things you've entered, or things that haven't been filled in. 

You may notice: 

• That "Reduced NI" is grayed out. 
• This is because "Reduced NI" is only available to females. 

To check a person's "Legal gender": 

1. First, click: Settings > Medical 
2. And look for: "Legal gender" 
3. If it's not been set, then set it. 
4. Then click: Save 
5. Now, when you click back to Pay, then: Tax 
6. Then to reload the page, click the "Reload tab" button: (at the top) 
7. And finally, you'll now see that Reduced NI can now be selected. 

Again, if you're ever not sure which one to select, set it to letter "A", which means no discount on National Insurance contributions. 

And that's it! That's everything you need to know about setting a person's National Insurance category letter! 

"How do I set a person's pay rate?" 

When you invite a new person, it's important to set their agreed pay rate. 

To set a person's pay rate: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. Next, click: Set rate 
4. In the popup that opens, type in their new: "Rate amount" 
5. And set the pay timeframe as well. 
6. And then click: Save 
7. And finally, now that it's saved, you'll see that the person's "Rate amount" is now set to £15 per hour. You can also see this message (at the bottom) showing their new estimated employment costs. 

To see a more detailed estimate of their employment costs: 

1. First, click: Pay > Summary 
2. And finally, you'll then see a more careful breakdown of all their employment numbers. 

To learn more: 

• About the calculations, just hover your mouse over a number to see the calculation notes. 

And that's it! That's everything you need to know about setting a person's pay rate! 

"What's the "Per year" pay rate?" 

The "Per year" pay rate, sets the person's "Rate amount" to a fixed salary for the year. 

To set a "Per year" pay rate: 

1. First, set it to: "Per year" 
2. Next, type in their "Rate amount" per year. 
3. Then click: Save 
4. Now, to see their paystub, click: Pay > Paystub 
5. Then once their current paystub slides out on the right, you'll notice that their earnings for the current month isn't the amount you're expecting. 
6. When you mouse over the "Earnings" number you'll see the calculation. 
7. This shows that the person's just been hired, and it's their first working month. This means the person's only getting paid for the worked part of the month, as expected. 
8. However, when you click the "Next month" button, you can see next months paystub. 
9. And finally, on the next month, you can see that the person correctly gets the full earnings of £2,000 each month. 

Alternatively: 

1. First, if you click your way to: HR > Job settings 
2. And set their "Date joined" to the first day of the month, and click: Save 
3. Now, when you go back to their paystub. 
4. And finally, their earnings for the current month, now correctly shows £2,000, because the person's worked for every day of the month. 

And that's it! That's everything you need to know about "Per year" pay rates! 

"What's the "Per month" pay rate?" 

The "Per month" pay rate is similar to the "Per year" rate. 

To set a "Per month" pay rate: 

1. First, set it to: "Per month" 
2. Next, set their "Rate amount" per month. 
3. Then click: Save 
4. Now, on their paystub... 
5. And finally, you can see that the person correctly gets their earnings each month. 

And that's it! That's everything you need to know about "Per month" pay rates! 

"What's the "Per hour, timesheet hours" pay rate?" 

The "Per hour, timesheet hours" pay rate automatically pays people an hourly rate based on the "Done time" in their timesheets. This makes sure that people are only paid for the hours actually worked. 

To set a "Per hour, timesheet hours" pay rate: 

1. First, set it to: "Per hour, timesheet hours" 
2. Next, set their "Rate amount" per hour. 
3. And finally, click: Save 

To see their paystub: 

1. First, click: Pay > Paystub 
2. Then once the panel slides out on the right, you'll notice that you can't open their current paystub. 
3. And finally, this is because there's no "Done time" on their timesheets. 

To put some "Done time" on their timesheets: 

1. First, click: Attendance > Timesheet 
2. Then click: Add time 
3. Drag the sliders to add eight hours of "Done time" for their working day. 
4. Then click: Save 
5. Now, when you go back to their paystub. 
6. Their earnings now correctly shows for the hours of "Done time" submitted in a timesheet. 
7. And finally, paying people "Per hour, timesheet hours" means that everything's be easily tracked with the built-in timesheets. 

And that's it! That's everything you need to know about "Per hour, timesheet hours" pay rates! 

"What's the "Per hour, target hours" pay rate?" 

The "Per hour, target hours" pay rate automatically pays people an hourly rate based on their target hours. 

To set a "Per hour, target hours" pay rate: 

1. First, set it to: "Per hour, target hours" 
2. Next, set their "Rate amount" per hour. 
3. Then click: Save 
4. Now, to see their paystub, click: Pay > Paystub 
5. Then once their paystub slides out on the right, you'll now see that their earnings are based on their target hours, as expected. 
6. And finally, when you mouse over the "Earnings" number you'll see the calculation. 

To see more detail on a paystub's hours worked: 

1. First, click the "Hours worked" link. 
2. You'll now see the hours worked for each day in the pay period, with a total (at the bottom). 
3. Now back to the paystub. 
4. If you ever need to adjust the person's target hours, click the "target hours" link. 
5. And finally, this can be changed at any time, up until the paystub's paid. 

Sometimes you may need to make a one-time manual adjustment to a person's hours. Maybe the person's worked extra hours and you've agreed to pay extra. Or maybe the person's missed a few days and it's understood that there's less pay for less hours. 

To manually adjust a person's hours: 

1. First, click the "adjust hours" link on their "Earnings" row. 
2. Decide if you're removing or adding hours. 
3. Next type in the number of hours, or press the up and down arrows. 
4. Then click: Save 
5. Now that it's saved, you can see that both the hours and the pay calculation have changed. 
6. And finally, this makes the "Per hour, target hours" pay rate a flexible way to pay people by the hour, without doing timesheets. 

And that's it! That's everything you need to know about "Per hour, target hours" pay rates! 

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

When setting a person's pay rate to minimum wage, there's two tricky problems you'll need to keep on top of: 

1. First, the minimum wage, as set by the government, may change from year-to-year. 
2. And finally, for younger people, 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 problems. It's called "Tracking minimum wage". Once it's turned on, 1st Money automatically updates the person's pay rate. This pay rate's then updated whenever the government releases new minimum wage rules, and updated whenever a person's age changes. It's set and forget! 

To turn on minimum wage tracking: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. Then click the person's rate amount, or if no rate amount is set yet, click: Set rate 
4. Now, turn on:  Tracking minimum wage 
5. You'll now see their "Rate amount" box goes gray, and shows the letters: "(mw)" 
6. This indicates that their "Rate amount" is now locked to the minimum wage. 
7. Then click: Save 

1. To understand how their rate was set, read the see notes and links. 
2. And finally, if you later decide to pay higher than minimum wage, just turn it off again. 

To understand how a younger person's "Date of birth" affects their pay rate, when "Tracking minimum wage": 

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

And that's it! That's all you need to do to set a person's pay rate to track minimum wage! 

"How do I set a person's secondment?" 

Secondment is where a person is temporarily sent by their company to work in an overseas branch of the same company. Usually this is to exchange experience and skills, or to replace other workers. 

To set a person's secondment options: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Tax 
3. Then scroll down and click the heading "Secondment", to expand its three options. 
4. First, click the "Seconded from..." box and select the option that best fits the person's situation. 
5. If you're not sure which option to select, click the HMRC link, to read more. 
6. Second, turn on  EEA_CITIZEN if the person's a European Economic Area citizen, and can show it with a passport image. Again, if you're not sure, read more on the HMRC link. 
7. And third, turn on  Included in a expatriate modified scheme if the person's in a EPM6 (Employment Procedures Modified, Appendix 6) scheme. Like before, if you're not sure, read more on the HMRC link. 
8. And finally, click: Save 

And that's it! That's everything you need to know about entering a person's secondment settings! 

"How do I set a person's tax code?" 

Before a person can be paid, you first have to enter their tax code. 

To set a person's tax code: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Tax 
3. If you already have the person's tax code, just type it in. 
4. Or, you can click Examples, and select one from the list. 
5. For whatever tax code you enter, you'll see that the note is automatically updated, explaining what the new tax code letters mean. 
6. If the tax code you enter is an emergency tax code, you'll see that  Emergency tax code? is automatically turned on for you too. 
7. And finally, click: Save 

Keep in mind that: 

• Tax codes are two to seven characters long, and are assigned by HMRC. 
• Tax codes set how much income tax is deducted by the employer on payday. 
• If the tax code's wrong, then the employer may be deducting either too much or too little tax. 
• You can find tax codes on past paystubs, tax forms, or letters from HMRC. 
• If a person can't find their tax code, or their situation's changed, ask them to call HMRC on: 0300 200 3300 
• Also, occasionally HMRC may send a change to a person's tax code, through a P6 or P9 coding notice. If HMRC sends one, your tax code is automatically updated. You won't have to do anything. 
• Any time a person's tax code is automatically updated, two emails are sent. One email to the person, and also one email to their pay batch's payday admin. 

And that's it! That's everything you need to know about setting a person's tax code! 

"How do I set a person as a director?" 

A director is a person who's legally responsible for running a company and making sure company accounts are properly prepared. 

To set a person as a director: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Tax 
3. Then scroll down to the "Directorships" heading. 
4. Once you turn on  Is a director..., you'll see three additional options. 
5. First, enter the date that you first started being a director. The start date is required. 
6. Second, this end date is optional and is kept empty in most cases. Come back and fill it in if, one day, your directorship comes to an end. 
7. And third, turn on  Director NICs using alternative method, if you also get regular pay from this company, like a salary or wage. 
8. And finally, click: Save 

In some cases, you may be the director of your own company, and may even be the only employee in the company. Even so, still turn yourself on as a director. 

And that's it! That's everything you need to know about setting a person as a director! 

"How do I set myself up as an paid preparer 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 paid preparer. 

To connect your Government Gateway account: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Paid preparer 
3. And turn on:  Are you an paid preparer, accountant, or bookkeeper? 
4. Then scroll down to the "UK Tax filing connection ... tax agent" heading. 
5. Before continuing, read through the notes to see if you've got things like a "Government Gateway account" and an: "agent code" 
6. Next, enter your Government Gateway user ID and: Government Gateway password 
7. And then click: Save 
8. All your details are now checked by HMRC, and in a few seconds you'll see this confirmation message. 
9. Getting this confirmation message means your connection details are now saved. You won't have to enter them again. 
10. And finally, 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 HMRC has questions. 

And that's it! That's all you need to do to connect to HMRC as an paid preparer! 

"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. 

To set your company's HMRC account details: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Tax filing 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. And finally, 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. 

To set up your connection to HMRC: 

1. First, 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. Next, click: Save 
5. All your details are now checked by HMRC, and in a few seconds you'll see this confirmation message. 
6. And finally, getting this confirmation message means your company's connection details are now saved. You won't have to enter them again. 

Keep in mind that: 

• 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 step again, for each of your other pay batches. 
• It's fine to reuse the exact same connection details for each pay batch if the pay batch's belong to the same company. 

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

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

If you turn on  Temporarily halt pay, the person won't get paid. The person won't have any paystubs paid until a person turns  Temporarily halt pay off again. This option doesn't block the person in any other way. The person can still login, do timesheets, and everything else. 

To learn more: 

• About how to block a person from logging in, watch the video on: Temporarily blocking access 

To turn on "Temporarily halt pay" for a person: 

1. First, select the person on: Menu > People 
2. Then click: Settings > Permissions 
3. And finally, turn on:  Temporarily halt pay 

To see how a person's "Temporarily halt pay" looks when paying paystubs: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then: Pay > Pay now 
3. And finally, you'll see that the row for the halted person is grayed out. You can pay the other people, but just not the halted person. 

To turn off "Temporarily halt pay": 

1. First, click the orange warning. 
2. This takes you straight to that person's  Temporarily halt pay setting. 
3. And finally, 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 a person on the date their pay is due. This option is included for your convenience. You'll need to do your own research to decide when to turn on:  Temporarily halt pay 

And that's it! That's all you need to do to temporarily halt one of your people's pay! 

"How do target hours get used?" 

A person's target hours sets how many hours, each day, a person usually works. 

To see a person's target hours: 

1. First, select the person on: Menu > People 
2. Next, go to their Pay > Pay 
3. And scroll down to their: "Target hours per week" 
4. And finally, you'll see the person's current target hours a day, and total hours a week. 

To change a person's target hours: 

1. First, to 4 hours a day, from Monday to Thursday, and 6 hours on Friday: 
2. Next, drag one of the blue sliders to 4. 
3. You'll see that all the Monday to Friday sliders have moved together, and that the total hours is now 20 hours a week. 
4. Next, scroll down a bit and turn off:  Move weekday sliders together 
5. Now you can drag just the Friday slider, on its own, to 6 hours. 
6. This now brings the total hours to 22 hours a week. 
7. By default, if you don't change it when you invite a new person, the target hours are set to 40 hours a week. This is set as 8 hours a day, Monday to Friday. 
8. And finally, you can change the target hours anytime, between paydays. The target hours are mainly only looked at on payday itself, when calculating pay. 

Keep in mind that: 

• Target hours are also used in paid time off. So, if a person's target hours was 4 hours a day, from Monday to Thursday, and 6 hours on Friday. If the person took a Friday off, the person would get 6 hours of paid time off. But, if the person took a Thursday off, the person would only get 4 hours of paid time off. 
• Target hours are used when calculating estimates on pay and taxes for hourly paid people. When you set a person's pay and click Save, you can see the person's new pay estimates. 
• Target hours are used when you set a person to hourly paid, but don't expect them to submit timesheets. 
• And target hours are occasionally used by a very small number of advanced repeat payables that're tied to an estimate of a person's weekly working hours. 

And that's it! That's everything you need to know about how target hours get used! 

"What's the pay summary for?" 

The pay summary gives you a one page snapshot of a person's pay. 

To see a person's pay summary: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Summary 
3. And finally, you'll see a one page summary that estimates all the main numbers of a person's pay. 

To understand each part of a pay summary: 

1. First, (at the very top) click Print. Printing this page gives you a nicely formatted, single page summary, of a person's pay. Sometimes a pay summary page can be useful, as an estimate of a person's pay, when you're offering them a job. 
2. Next down from the top, this big number is the person's gross pay. If it's shown as a yearly amount, but if you want to see it monthly, click the "per year" link. 
3. Next is this short explanation on how the person's paid. Again, click any of the links if you want to change some of the settings. 
4. The main area of the page is the numbers. When you hover your mouse over some of the numbers, you'll see the segments of the pie charts light up. You'll also see explanations of how some of the numbers were calculated. 
5. And finally, the "Employer taxes" (at the bottom of the page). This section shows you your additional employer costs, like employer taxes and pensions. This section doesn't show up for people who don't have payroll permissions, and also doesn't show on the print version. 

Keep in mind that: 

• Overall, this page can be a useful tool in helping people understand an estimate of their pay, however it's an estimate only. 
• Some numbers may work out differently in the day-to-day running of real life payroll. 

And that's it! That's everything you need to know about a person's pay summary! 

"What are the advanced tax settings?" 

There's four advanced tax settings that occasionally you may need to set. 

To set a person's advanced tax settings: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Tax 
3. Then scroll down and click the heading "Advanced", to show its contents. 
4. First, is "RTI Payroll ID". This must always have something in it, and must never be empty. If you've migrated the person over from another payroll platform, you must enter the "RTI Payroll ID" used on the other platform. This allows HMRC to match up their records, throughout the tax year, from both platforms. 
5. Next, is  Irregular employment payment pattern. This is for when the person isn't being paid regularly. This includes when you won't be paying them for 3 months, or more. Like, for casual employees, or when on long-term sick leave. Check out the HMRC link, to read more. 
6. Next, is  Earnings are for more than one job. This is for when the person's got multiple jobs. But only for when it's with this company, or with associated businesses. See the HMRC link, to read more. 
7. And finally, is  Payments are to a non individual. This is for when payday payments aren't made to the person. Instead, payday payments are made in the name of "a personal representative, trustee or corporate organization". Click the HMRC link, to read more. 

And that's it! That's everything you need to know about advanced tax settings! 

"What does the "Show pay as" setting do?" 

The "Show pay as" setting allows you to show pay info, like each person's salary, as either a yearly or monthly amount. 

To set "Show pay as", for all people in a pay batch: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: More > Advanced 
3. Then scroll down to the "Payroll" heading. 
4. And click the "Show pay as" box. 
5. And change it to your preferred pay time period. 
6. And finally, click: Save 

To see how a "Show pay as" change looks: 

1. First, open a person who's in this pay batch. 
2. And go to their: Pay > Summary 
3. And finally, you can now see that the person's pay is now shown as a monthly amount, just as you expected. 

To set it back to yearly: 

1. First, click the "per month" link. 
2. Then when the pay batch's "Advanced" settings slides out on the right... 
3. Change it back to: "Yearly" 
4. And it automatically saves, and reloads. 
5. And finally, you can again see the person's pay shown as a yearly amount. 

Keep in mind that: 

• The "Show pay as" setting can be changed whenever you like, and has no effect on taxes or other calculations. 
• However, a change to this setting affects every person in the pay batch. 

And that's it! That's everything you need to know about a pay batch's "Show pay as" setting! 

"What tax settings do I need to set for a veteran?" 

If you employ a veteran, you get tax relief from the government for the first 12 months after the veteran start's their first job. This tax relief could mean that the employer doesn't have to pay any employer National Insurance for the veteran's first 12 months. 

To set a person's veteran tax settings: 

1. First, select the veteran on: Menu > People 
2. Then click: Pay > Tax 
3. Then scroll down to the "National Insurance" heading. 
4. Next, to decide if the veteran qualifies: 
5. Find out if this is their first job since leaving the armed forces. If "Yes", then set their "National Insurance category letter" to: "V" 
6. Otherwise, find out when, after leaving the armed forces, their "first job start date" was. If it's not yet been 12 months since their "first job start date", then also set their "National Insurance category letter" to: "V" 
7. In all other cases, if it's been over 12 months since their "first job start date", set their "National Insurance category letter" to something else. 
8. If you've set their "National Insurance category letter" to "V": 
9. You'll see a new heading appear, called: "Qualifying veteran" 
10. Next, select if this is their "first job as a veteran", or if the veteran's: "had another job" 
11. Then if the veteran's "had another job", enter their: "Date of first civilian employment" 
12. Next, upload, or take a photo of a document that shows their armed forces employment. 
13. And finally, after you've selected the document, your changes are now auto-saved. 

Examples of an approved document to upload, include: 

• Their discharge papers. 
• Their identification card, which shows their time in the armed forces. 
• Their letter of employment, or contract with the armed forces. 
• Or their P45, from leaving the armed forces. 

Keep in mind that: 

• A veteran includes any person that's ever served in any regular branch of the British Armed Forces. This includes: the Royal Navy, the British Army, and the Royal Air Force. 
• And that the qualifying period begins on the first day of the veteran's first civilian employment, since leaving the armed forces, and ends 12 months later. 

And that's it! That's everything you need to know about tax settings for a veteran! 

"When do I need to enter a person's previous employment pay and tax amounts?" 

When setting pay for a new person, there's two previous employment pay and tax amounts that you may need to enter. Both come from the person's P45. 

To set a person's previous employment pay and tax amounts: 

1. First, select the person on: Menu > People 
2. Then click: Pay > Pay 
3. Then scroll down to the "Previous employment" heading. 
4. Now, look on the paper P45 form you've been given. Find their "Total pay to date", and enter it into the first box. 
5. Next, also on their P45, find their "Total tax to date", and enter it into the second box. 
6. And finally, click: Save 

Remember to include in their pay and tax amounts: 

• Any previous employment before joining your company. 
• And only for the current tax year, starting 6th of April, until now. 
• Ignore any amounts from previous tax years. This includes if there's been a gap of unemployment and their P45's from a previous tax year. 
• If a person didn't have any previous employment, just leave it empty. 
• Also, occasionally HMRC may send a correction, through a P6 or P9 coding notice. If HMRC sends a correction, the person is automatically updated. You won't have to do anything. 
• And once the date rolls around to the new tax year, on the 6th of April, the pay and tax amounts are automatically wiped. Again, you won't have to do anything. 
• Any time a pay or tax amount is automatically updated, two emails are sent. One email to the person, and also one email to their pay batch's payday admin. 

And that's it! That's everything you need to know about entering a person's previous employment pay and tax amounts! 

To connect your Quickbooks account to a pay batch: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. On the "Setup" tab, scroll down to "Accounting package" and select: "Quickbooks" 
4. Then click: Connect Quickbooks 
5. If asked, enter your email and password and click: "Sign In" 
6. Then click: Authorize 
7. And finally, now you're connected to Quickbooks. 

And that's it! That's everything you need to know about connecting to Quickbooks! 

"How do I change the default accounts?" 

To change a default account that paystubs are submitted to: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. In the "Accounting package" section, click: Configure 
4. This is where you can customize where each of your 1st Money payroll debits and credits get recorded in your accounting package. 
5. Change the accounts one by one until you're happy. 
6. And finally, click: Save 

And that's it! That's everything you need to know about changing a pay batch's default accounts! 

To send recently paid paystubs to Quickbooks: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: To-do 
3. If you have some recently paid paystubs, you'll see: "Send paystubs to accounting" 
4. Click it, and your paystubs are posted to Quickbooks. 
5. Once sent, you can click the same to-do item to see the accounting data in history. 
6. Each accounting data has a "See in Quickbooks" link. 
7. And finally, click it to see the matching entry in your Quickbooks account. 

And that's it! That's everything you need to know about sending paystubs to Quickbooks! 

"How do I open the EPS monthly?" 

What's 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 non-payroll monthly changes, the EPS doesn't need to be filed 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 non-payroll monthly 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 file, the payday admin automatically gets a reminder email by the 17th. 

To open a pay batch's EPS monthly: 

1. First, select the pay batch on: Menu > Pay batches 
2. Check you're on the To-do tab. 
3. And finally, scroll down, and click: EPS monthly 

To understand what parts of an EPS get submitted to HMRC: 

1. First, once it's open, you'll see the EPS contains seven headings. Each section can be opened and closed. Just click its heading. 
2. Only sections that'll be filed to HMRC now shows the check:  
3. And finally, if there's any section you don't want to file to HMRC, it won't be filed if you simply close it back to the square:  

And that's it! That's all you need to do to open an EPS monthly! 

"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 learn more: 

• About how to open the EPS, watch the video on: EPS: Opening the EPS monthly 

To tell HMRC that you don't expect to have any payroll payments for a few months: 

1. First, check: "No payroll payments ... upcoming" 
2. Then select the month that matches the last date you don't expect to pay payroll until. 
3. If you didn't have any payroll payments for this month, or in other words, the tax month just ended, the following happens. 
4. 1st Money detects that you didn't pay any payroll payments, and automatically checkmarks "No payroll payments ... this month" for you. 
5. And finally, if in fact you did pay payroll payments, either elsewhere or not in 1st Money, just do the following. This section won't be filed to HMRC if you uncheck the section back to the square:  

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

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

To learn more: 

• About how to open the EPS, watch the video on: EPS: Opening the EPS monthly 

To make changes to your Employment Allowance: 

1. First, check: "Employment Allowance" 
2. Then click the "Edit Employment Allowance" link. 
3. Make any changes you want to, then click: Save 
4. And finally, back on the EPS monthly, you'll see that the "Employment Allowance" heading now has changes to file to HMRC. 

Keep in mind that: 

• 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 checkmarks "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 probably can't 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 by HMRC, you'll get the rejection message from HMRC forwarded to you, letting you know why. 

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

"How do I file my Apprenticeship Levy to HMRC?" 

To learn more: 

• About how to open the EPS, watch the video on: EPS: Opening the EPS monthly 

To set your "Apprenticeship Levy" when it's your first time to reach HMRC's £3 million threshold: 

1. First, 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 checked automatically. 
4. From now on 1st Money automatically calculates your: "Levy due YTD" 
5. And finally, you'll have to file Apprenticeship Levy every month, even if the "Levy due YTD" is £0.00. 

To calculate your: "Levy due YTD" 

1. First, the software automatically removes 1/12th of what you've currently set the "Apprenticeship Levy allowance" to. 
2. The maximum Apprenticeship Levy allowance is £15,000 yearly, split between all your connected companies. 
3. If you want to reduce this allowance for this pay batch, click the "Edit" button:  
4. And finally, if you're using the entire £15,000 in one of your other connected companies, drag the slider to set it to £0. 

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

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

To learn more: 

• About how to open the EPS, watch the video on: EPS: Opening the EPS monthly 

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

To see how your EPS looks if banking changes have been detected: 

1. First, check your EPS looks correct, when you're about to send bank details to HMRC. 
2. If any of the bank details aren't correct, to make your changes before sending, click an "Edit" button:  
3. And finally, once you've filed this EPS, HMRC now has your updated bank details to send you any tax refunds. 

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

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

To learn more: 

• About how to open the EPS, watch the video on: EPS: Opening the EPS monthly 

To let HMRC know, through your EPS, that you're closing your business: 

1. First, check: "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 checked automatically, with the closing date you entered. 
5. And finally, now HMRC knows 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 everything you need to know about closing your business! 

"How do I file the EPS monthly?" 

Once you've reviewed all the sections of the EPS, you'll be ready to file it. 

To file an EPS monthly: 

1. First, click: File EPS with HMRC (at the bottom) 
2. It usually takes HMRC around 15-20 seconds to finish processing the EPS and send back your submission confirmation. 
3. Once it's finished, you'll see your confirmation receipt. 
4. And finally, back on your To-do list, you'll see the checkmarks. This shows that the EPS was filed successfully. 

To learn more: 

• About making changes to an EPS that's already been filed, watch the video on: Changing an EPS 

And that's it! That's everything you need to know about filing an EPS monthly! 

"How do I change an EPS after it's already filed to HMRC?" 

To change or update an EPS that's already filed: 

1. First, select the pay batch on: Menu > Pay batches 
2. Once it's open, check you're on the To-do tab. 
3. Then click the EPS you'd like to change. 
4. In the panel that slides out on the right, scroll down and click: Change this EPS 
5. This'll take you to the page where you enter your changes to the EPS that's open. 
6. Keep in mind that you don't have to re-enter everything. Suppose you originally sent both banking and other changes. Then say, you later wanted to further update just the banking. In this case, just refile the banking section only. The other changes are still kept by HMRC, and not overwritten. 

1. When you're ready, click: File EPS with HMRC 
2. Like before, it usually takes HMRC around 15-20 seconds to finish processing the EPS and send back your submission confirmation. 
3. And finally, you'll see your confirmation receipt. 

Keep in mind that: 

• You can't change an EPS after the 19th of the month. In other words, an EPS for the tax month ending on the 5th, has a 14-day change window. 
• You're free to refile as many EPS changes as you like during the 14 day change window. Once it's the 19th of the month, however, the EPS is locked by HMRC. 
• The exception is the "March EPS", which is the last EPS of the tax year. It doesn't get locked for 12 months, so you can make changes during this time. 
• Also keep in mind, some changes, like changing bank account details, can just be filed in next month's EPS. 
• Be advised however, "Recoverable amounts" and "Apprenticeship Levy" need to be accurate for the current month. 

And that's it! That's everything you need to know about changing an EPS! 

"How do I add my bank account for my payday payments?" 

Payees are the place you store the bank account details that you want bank payments to be made to or from. 

You'll find them used in places like person, pay batch, and repeat payables. 

To add a payee: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Payday bank account 
3. Next, click the "Payee for payday" box. 
4. Then click: New 
5. Once the panel slides out on the right, you'll see that it's already set as a "Personal" account. You'll also see that it's already entered your first and last names. 
6. You're welcome to change any of the details, but mostly you just need to type in your "Account number", and: "Routing number" 
7. In most cases it correctly sets your bank logo. 
8. If the bank logo's wrong, just select the correct bank yourself. 
9. Then click: Save 
10. This time, when you click the "Payee for payday" box, you'll now see your new payee in the list. 
11. Click it, to select it. Then click: Save 
12. And finally, from now on, all your payday payments are now paid to this bank account. 

To change a payee: 

1. First, click the "Payee for payday" box. 
2. Then click: Edit 
3. A common change is to change the: "Display name" 
4. Or to change the appearance and color. 
5. Once you're happy with your changes, click Save, and you'll instantly see your changes show up. 
6. Feel free to add as many payees as you like. You can always switch between payees anytime, and from the moment you click Save, all future payday payments, from then on, are paid into your newly selected bank account. 
7. And finally, setting and changing your payee bank accounts is something only you can do. Even admins can't change it. This gives you the security of knowing that your money always gets paid to exactly where you decide for it to be paid. 

And that's it! That's all you need to do to add or change your bank account for your payday payments! 

"How do I add my company's bank account to pay payroll from?" 

In most cases, when you submit your payroll taxes to HMRC, details about the company's bank account also needs to be submitted. 

This means you need to add your company's bank account to a newly created pay batch. 

To create a brand new pay batch: 

1. First, click: Menu > Pay batches > New pay batch 
2. And finally, type in the pay batch's name. 

To add your company's bank account: 

1. First, scroll down to "Bank to source payments from" and click the "Payee to source from" box. 
2. Then click New to create a new payee. 
3. Once the panel slides out on the right, you'll see that it's already set as a "Business" account, and has already entered your business name. 
4. You're welcome to change any of the details, but mostly you just need to type in your "Account number", and: "Routing number" 
5. In most cases it correctly sets your bank logo. 
6. If the bank logo's wrong, just select the correct bank yourself. 
7. Then click: Save 
8. This time, when you click the "Payee to source from" box, you'll now see your new payee in the list. 
9. Click it, to select it. Then click: Save 
10. And finally, from now on, all your payroll tax submissions to HMRC submit this account as your company's bank account. 

And that's it! That's all you need to do to add your company's bank account to pay payroll from! 

"How do I delete a payday bank account?" 

To delete a payee: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Payday bank account 
3. Next, click the "Payee for payday" box. 
4. Then click the "Edit" link on the payee you'd like to delete. 
5. Once the panel slides out on the right, to open it in a new tab, click the three-dots: (in the top-right corner) 
6. Then click: Open in new tab 
7. Next, click: More 
8. Then: Delete 
9. Then: Yes ... delete 
10. Some of the time you may get this warning asking you to move your payday payments to a different payee. 
11. If so, simply click Move, and select your replacement payee. 
12. Your original payee is now deleted. 
13. Then to reload the page, click the "Reload tab" button: (at the top) 
14. And finally, you'll see that your payday payments are now set to be paid to your replacement payee. 

And that's it! That's all you need to do to delete a payday bank account! 

"How do I split my payday payments between two bank accounts?" 

Sometimes you may want to have your payday payments split across two different bank accounts each payday. 

To set up a fixed amount split payment: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Payday bank account 
3. Next, click the "No split payments" box. 
4. Then select: "Yes, split payment ... by amount" 
5. Next, type the amount you want paid to this second bank account each payday. 
6. Then select the payee bank account that this amount is to be paid to each payday. 
7. Then click: Save 
8. And finally, the split payment's now all set up and £300 gets deposited into the person's savings account each payday. 

Now, after the payday admin's paid your split payment. 

To see your split payments on your own paid paystubs: 

1. First, click More, then: Paystub PDF 
2. Once the paystub PDF's downloaded, click it to open it. 
3. And finally, when you scroll down to the bottom of the paystub PDF you'll see the details of your split payments. You'll also see the amounts paid to each bank account. 

Now, back to the split payment settings. 

To turn off split payments: 

1. First, select: "Yes, split payment" 
2. And change it to: "No split payments" 
3. Next, click: Save 
4. And finally, the split payments are now turned off and no future payments are to ever go to any split payment account. 

The last option to show you, is the percentage split on your payday payments. 

To set up a percentage split payment: 

1. First, click the "No split payments" box. 
2. Then select: "Yes, split payment ... by percent" 
3. Drag the slider to the percentage that you want. 
4. Then check the payee is the one you want. 
5. Next, click: Save 
6. And finally, the percentage split payment's now all set up. This percentage of your pay now gets deposited into your savings account each payday. 

Keep in mind that: 

• Setting split payments is something only you can do for yourself. 
• Even admins can't set or change it for you. 
• This gives you the security of knowing that your money always gets paid to exactly where you decide for it to be paid. 

And that's it! That's all you need to do to split your payday payments between two bank accounts! 

"How do I check paystubs before paying payroll on payday?" 

If your team's paystubs frequently include timesheets and expenses, you may want to check each paystub before you click: Pay now 

To open a paystub: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Pay > Pay now 
3. Next the "Pay now" list slides out on the right. If you're going to be checking lots of paystubs, it's easiest to open it in a new tab. Just click the three-dots: (in the top-right corner) 
4. Then click: Open in new tab 
5. Next, hover your mouse over the row of the first paystub you want to check. 
6. And click the blue "See paystub" button: (at the start of any row) 
7. And finally, once their paystub slides out on the right, you can now begin checking. 

The first thing to check is this big number (at the top). This is their "Net pay", or, in other words, how much is paid to their bank account. Make sure that it "feels" like the number you're expecting to pay. 

To check a paystub's hours worked: 

1. First, if the person does timesheets, click the "hours worked" link, and a list of their timesheet times slides out on the right. 
2. If you need to change one of the times, click it to open the timesheet. 
3. Now, drag the slider to make your change, and click: Save 
4. And finally, now that it's reloaded, you can see that the "hours worked" is less. Also, when you hover your mouse over the "Earnings" number, the hours to be paid is less as well. 

To change repeat payables, like a benefit in kind: 

1. First, click this blue button (at the front of the row), you can open the repeat payable and change its settings. 
2. Next, change "Vehicle type" to "Van" and click: Save 
3. And finally, you'll instantly see the change show up on the paystub. 

To temporarily remove a repeat payable: 

1. First, keep in mind that this removes a repeat payable from just a single paystub, but it still shows up on future paystubs. 
2. If this is what you want, just uncheck this box. 
3. And finally, when you uncheck this box the repeat payable is removed from the current paystub. It still shows up in all future paystubs, as expected. 

To permanently remove a repeat payable: 

1. First, click this blue button (at the front of the row). 
2. Then scroll down to the "People getting this" heading and click a person. 
3. And now that you've opened the person's pay settings, click the "remove" link. 
4. Then click: Yes ... remove 
5. Now that it's reloaded, you can see that the repeat payable is now set to empty. 
6. Even though it's set to empty, the row is still showing because it's been paid on previous paystubs in the tax year. The previous payments mean the "year to date" amount still needs to show. 
7. And finally, once you get to the next tax year, the newly empty "year to date" amount means the row just disappears. 

If you're paying lots of people, and if your team's paystubs frequently include timesheets and expenses, you may want to plan things out in advance. You may want to share your "checking" job with others in your payroll team. Checking paystubs can be done by multiple people, all during the same time. Just set up each person in your payroll team to connect from their own login, and check each person's got payroll admin permissions. 

Now, once everything's checked, you just have to click: Pay now 

And that's it! That's everything you need to know about checking paystubs! 

"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 open a paystub's list of "Hours worked": 

1. First, select the person on: Menu > People 
2. Then click: Pay > Paystub 
3. Next, to open their paystub in a new tab, click the three-dots: (in the top-right corner) 
4. Then click: Open in new tab 

1. Now that the paystub's open in its own window... 
2. And finally, click: More > Hours worked 

On the paystub's "Hours worked" you can see: 

• A detailed breakdown of each days hours. So, if a pay period started on March first, and went through to March 31st, you'd see a pay period of 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, to see that day's notes, you can hover your mouse over the "Notes" button:  
• You'll see the total of hours worked (at the bottom). 
• All the numbers are in decimal format to make them easy to work with when downloaded as an XLS. 

To download a paystub's "Hours worked" as an XLS: 

1. First, click: Show settings > More > Download > .xls 
2. And finally, you'll now have an XLS file that you can use for your own calculations. 

And that's it! That's everything you need to know about seeing hours worked on a paystub! 

"How do I check a paystub's tax filing status?" 

Sometimes, you may want to be sure that your pay and taxes have been correctly filed with HMRC. 

So you can see how any person can check their own paystub tax filing, the following steps are for people with no special permissions. 

To check a paystub's tax filing status: 

1. First, select yourself on: Menu > People 
2. Then go to your: Calendar 
3. Click back through the months and look for the blue circle that matches the payday date of the paystub that you're looking for. 
4. Once you find the paystub you're looking for, click the blue circle, and then click: Payday 
5. Once your paystub slides out on the right, click: See tax filing status 
6. Then on the panel that slides out on the right, you'll see your "HMRC receipt" that confirms that your pay and taxes have been filed successfully. 
7. And finally, if you scroll down to the bottom of your paystub, you'll also see your "HMRC receipt" as well. 

And that's it! That's everything you need to know about checking paystub's tax filing status! 

"How do I download & print my old paystubs?" 

Sometimes, you can misplace, or need another copy of a paystub. Sometimes it's helpful to see how to download just a single: paystub" 

So you can see how any person can get their own paystub PDFs, the following steps are for people with no special permissions. 

To see all your paid paystubs in a list: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Paid paystubs 
3. Then when you hover your mouse over each row, it shows how long it's been since the paystub was paid. 
4. Once you've selected a paystub, click the blue "See event" button (at the start of the row). 
5. Then once the panel slides out on the right, click: Download PDF 
6. After a few seconds, your paystub PDF is downloaded. You can click the downloaded PDF to open it, and you're all ready to print. 
7. And finally, if you need more than one paystub PDF, just continue to click and download, until you've got all the PDFs you need. 

Alternatively, the second way to download paystubs is from your calendar: 

1. First, go to your: Calendar 
2. Click back through the months and look for the blue circle that matches the payday date of the paystub that you're looking for. 
3. Once you find the paystub you're looking for, click the blue circle, and then click: Payday 
4. Once your paystub slides out on the right, to open it in a new tab, click the three-dots: (in the top-right corner) 
5. Then click: Open in new tab 
6. If you need to go to the next, or previous paystub, click the triangles, and it jumps you to the next paystub. 
7. Once you've found the paystub you want, click: More > Paystub PDF 
8. And finally, once it downloads, click the downloaded PDF to open it, and you're all ready to print. 

Sometimes, instead, you may just be after the numbers from your paystub, perhaps so you can do your own calculations. If so, to download the spreadsheet version of your paystub, click: More > Paystub XLS 

To learn more: 

• About how to download all the paystub PDFs of a single payday, in one go, if you've got payroll permissions, watch the video on: Multi-paystub PDF 

And that's it! That's everything you need to know about downloading paystubs! 

"How do I delete a paystub?" 

Occasionally, you may have a paid paystub, and then realise there's been a mistake. Some mistakes can be fixed by first, deleting the paystub, and then re-running: "Pay now" 

To delete a paystub: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Pay > Pay now 
3. Once "Pay now" slides out on the right, hover your mouse over the row of the paystub you want to delete. 
4. Then click the blue "See paystub" button: (at the start of any row) 
5. Once your paystub slides out on the right, to open it in a new tab, click the three-dots: (in the top-right corner) 
6. And then click: Open in new tab 
7. Now that the paystub's open in its own tab, click: More > Delete 
8. And then click: Yes ... delete 
9. And finally, you'll see that this paystub's been deleted, and is back to being: "Not paid" 

Keep in mind that: 

• Whenever you pay a paystub, everything that's connected to it's calculations gets locked. This includes locking connected timesheets, expense claims, repeat payables, and time off. This freezes everything, so your records remain reliable. 
• Making a change to a locked timesheet, or expense claim is the most common reason for deleting a paystub. 
• Instead of deleting a paystub, you could also make an adjustment to the person's next paystub. 
• Adjustments to their next paystub can also be made. Just click Payables, then click Menu > Payables > New payable, and then select from the list. 
• Any time you delete a paystub, it's important that you pay that paystub again as soon as possible. Deleting a paystub only deletes it in your copy of the payroll. HMRC's copy remains as is, and becomes out-of-date, until you re-run "Pay now". However, once you re-run "Pay now" for the paystub you deleted, HMRC gets all your new paystub numbers, and everything's all synced up again. 

And that's it! That's everything you need to know about deleting a paystub! 

"What types of schedules are there?" 

There's five different types of pay schedules: 

1. First, weekly. 
2. Bi-weekly. 
3. Semi-monthly. 
4. Monthly. 
5. And finally, once only. 

1. Weekly schedules allow your people to have their pay period end on the same day of every week. You're free to select any day of the week that you'd like their pay period to end on. Weekly is popular as it also means your people get paid every week. This creates an easy to remember routine of paydays. 

1. 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. 

1. 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. 

1. Semi-monthly schedules means you have two pay periods a month, each ending on two different days of your choice. You can pick any two days you like. A popular choice is the first and 15th of the month. Others like to set the 15th and 30th. All this, and more, is possible with semi-monthly. On unusual months like February, which ends on the 28th, 1st Money still correctly ends your pay period the way you'd expect. 

1. Monthly schedules create a pay period that ends on the same date of each month. You're free to pick any date in the month that you'd like as your date period ended. Again, irregular month ending dates like February work just fine. 

1. And finally, the last option is once only schedules. Once only is useful if your organization is switching from one pay period type to another, like moving from bi-weekly to semi-monthly pay periods. Once only pay periods are easy to set up, but not used very often. To learn more, watch the video on: Bridging from one pay schedule to another 

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

Please note...

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. 

To learn more: 

• About bridging schedules, watch the video on: Bridging from one pay schedule to another 

To change how often your people get paid: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then beside Payday due, click the "Edit" button:  
4. Currently, the Pay period recurs every two weeks. 
5. Next, change it to weekly, ending every Friday. 
6. Then click: Save 
7. And finally, if you 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! 

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

To setting a payday's dates: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then beside Payday due, click the "Edit" button:  
4. 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. 
5. Next, go back and change it. 
6. Then click: Save 
7. If you go back to the 12 month calendar and click the "Reload tab" button: (at the top) 
8. And finally, it now shows that paydays are set to your selected number of days after the pay period ends. 

And that's it! That's all you need to do to set a pay batch's number of days between its end of a pay period date and payment date! 

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

To bridge from one type of schedule to another: 

1. First, select the pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then beside Payday due click the list button:  
4. Then open your current schedule, and take a note of what the current schedule is. 
5. Scroll down to Schedule ends on and set the last date for pay. 
6. Then click: Save 
7. 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. 

1. Now go back to the Pay batch settings and click the list button:  
2. Then click: New schedule 
3. You've now opened the new schedule. Next, set how often this new schedule recurs. 
4. After that, set the Schedule starts on date. 
5. Then click: Save 
6. And finally, 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 a gap between two schedules: 

1. First, 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. Select the suggestion and do the same thing for: Schedule ends on 
6. You've now set the start and end dates to bridge this six day gap. 
7. Then click: Save 
8. And finally, 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! 

"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. 

To learn more: 

• About bridging schedules, watch the 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, select the schedule's pay batch on: Menu > Pay batches 
2. Then click: Settings > Pay batch settings 
3. Then beside Payday due click the list button:  
4. Then click the schedule you want to delete. 

1. Once it's open, click: More > Delete 
2. And finally, click: Yes ... delete "Schedule" 

And that's it! That's everything you need to know about deleting a schedule! 

"How do I see a historical list of all my old tax forms?" 

The "Tax forms history" shows you a list of all the tax forms that've ever been prepared in your name. 

So you can see how any person can get to their own "Tax forms history", the following steps are for people with no special permissions. 

To see all your old tax forms in a list: 

1. First, select yourself on: Menu > People 
2. Then click: Pay > Tax forms history 
3. You'll now see a list of all your old tax forms, including what the form was, when it was prepared, and by who. 
4. And finally, to see a single tax form, click the blue "See event" button: (at the start of the row) 

Now that the tax form's opened: 

• You can see which of your email addresses the tax form was originally sent to. 
• And you can click Download PDF to re-download a copy of your original tax form. 
• By default, you'll see a cover page, which has some notes you may find useful. 
• If you don't want this cover page, just turn off:  Add cover 
• And you'll now see the cover page disappear. The cover page also stays off all your other tax forms from now on, until you turn it back on. 

Examples of tax forms that you may see in this list include: 

• P45: Details of an employee leaving work. 
• P60: End of year certificate. 
• CIS-PDS: The construction industry scheme payments and deduction statement. 
• SMP: Statutory maternity pay. 

Even if a person's been deleted, you can always re-download their tax forms, even years later. 

To learn more: 

• About how to open a deleted person, watch the video on: Finding a deleted person 

And that's it! That's everything you need to know about seeing a historical list of all your old tax forms!