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Payslips

Paying paystubs2:17

"How do I pay paystubs each payday?" 

To pay paystubs: 

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

By default: 

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

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

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

Immediately after paying paystubs, 1st Money sends details of the paid paystubs to HMRC. HMRC calls this a Full Payment Submission or FPS. You can see if the submission has been filed with HMRC by hovering over each green tick in the "Paid" column. 

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

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

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

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

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

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

 

Checking paystubs before paying3:35

"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 clicking: Pay now 

To open a paystub: 

  1. First, open the pay batch. 
  2. And go to: Pay > Pay now 
  3. Once 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 by clicking the three-dots. 
  4. Then clicking: Open in new tab 
  5. Next, hover over the row of the first paystub you want to check. 
  6. And click the blue "See paystub" button, at the start of the row. 
  7. Once their paystub slides out on the right, we can now begin Checking. 
  8. The first thing to check is this big number at the top. This is their "Net pay", or, in other words, how much they'll be paid to their bank account. Ensure that it "feels" like the number you're expecting to pay. 

To check a paystub's hours worked: 

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

To change repeat payables, like a benefit in kind: 

  1. Click this blue button at the front of the row, you can open the repeat payable and change its settings. 
  2. Let's change "Vehicle type" to "Van" and click: Save 
  3. Here, you can instantly see the change show up on the paystub. 

To temporarily remove a repeat payable: 

  1. Allows you to remove a repeat payable from just a single paystub, but still have it show up in future paystubs. 
  2. If this is what you want, just uncheck this box. 
  3. When you uncheck this box the repeat payable will be removed from the current paystub, but it'll still show 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 this person. 
  3. And now that we're in the person's pay settings, just click: "remove" 
  4. And finally, 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, it's still showing because it's been paid on previous paystubs in the tax year. Because of this, its "year to date" amount still needs to show. 
  7. Once we get to the next tax year, it'll just disappear. 

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. For example, you may want to share this "checking" job with others in your payroll team. Checking paystubs can be done by multiple people, all at the same time. Just set up each person in your payroll team to connect from their own login, and make sure they each have payroll admin permissions. 

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

And that's it! That's just a few of the things to look out for when checking paystubs! 

Updated: Fri, Feb 3, 2023. Keywords: inspect.
 

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 clicking 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: Fri, Feb 3, 2023. 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?`
 

Paystub tax filing status1:16

"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. 

In this example, we've logged in as a person who's got no special permissions. This way, you can see how any person can check their own paystub tax filing. 

To check a paystub's tax filing status: 

  1. First, click on yourself. 
  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, just click the blue circle, and then click: Payday 
  5. Once your paystub slides out on the right, click the blue See tax filing status button. 
  6. Here, 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. In addition, if you scroll down to the bottom of your paystub, you'll also see your "HMRC receipt" here as well. 

And that's it! That's how to check a paystub's tax filing status! 

Updated: Fri, Feb 3, 2023. Keywords: proof.
 

Downloading & printing paystubs2:37

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

Sometimes, you can misplace, or need another copy of a paystub. At times like this, it can be helpful to see how to download just a single paystub". 

In this example, we've logged in as a person who's got no special permissions. This way, you can see how any person can get their own paystub PDFs. 

Before we start, first, click yourself. 

To see all your paid paystubs in a list: 

  1. Click: Pay > Paid paystubs 
  2. Then, when you hover over each row, it'll show how long it's been since the paystub was paid. 
  3. Once you've chosen a paystub, click the blue "See event" button, at the start of the row. 
  4. Then, once the panel slides out on the right, just click: Download PDF 
  5. After a few seconds, your paystub PDF will be downloaded. You can just click the downloaded PDF to open it, and you're all ready to print. 
  6. If you need more than one paystub PDF, just continue clicking and downloading, until you've got all the PDFs you need. 

Alternatively, here's a second way to download paystubs: 

  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, just click the blue circle, and then click: Payday 
  4. Once your paystub slides out on the right, open it in a new tab by clicking the three-dots. 
  5. Then click: Open in new tab 
  6. If you need to go to the next, or previous paystub, just click these triangles, and it'll quickly jump you to the next paystub. 
  7. Once you've found the paystub you want, click: More > Paystub PDF 
  8. And finally, once it downloads, just 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, feel free to also check out the spreadsheet version of your paystub by clicking: More > Paystub XLS 

If you've got payroll permissions, and you want to download all the paystub PDFs of a single payday, in one go, you can also watch our video on getting a Multi-paystub PDF. 

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

Updated: Fri, Feb 3, 2023. Keywords: post.
 

Deleting a paystub2:28

"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, open the pay batch. 
  2. Then go to: Pay > Pay now 
  3. Once "Pay now" slides out on the right, hover over the row of the paystub you want to delete. 
  4. Then click the blue "See paystub" button, at the start of the row. 
  5. Once your paystub slides out on the right, open it in a new tab by clicking the three-dots. 
  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 now you'll see that this paystub's been deleted, and is back to being: "Not paid" 

Here's a few things to note about deleting a paystub: 

  • 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. 
  • However, if you've connected this pay batch to an accounting package, like QuickBooks, you'll only have until 2 AM, tonight. Once you pass 2 AM, this pay batch's paystubs can't be deleted anymore. 
  • More precisely, At UTC 3 AM, each night, all of the day's paystubs are automatically sent out to your connected accounting package. Once it's sent, the day's paystubs are locked forever, and can't be deleted anymore. 
  • Once a paystub's locked forever, your next best option is to make an adjustment to the person's next paystub. 
  • Adjustments to their next paystub can be made by clicking Payables, then New payable, and then choosing from this 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 all you need to know about deleting a paystub! 

Updated: Fri, Feb 3, 2023. Keywords: remove, correction.
 

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, Aug 6, 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?`

© 2020–2023 1st Money Platform (GB) Ventures. All rights reserved.
www.1st.money/help/Payroll/Payslips/