Pay Run

What is a Pay Run?

Creating a Pay Run

Process for Creating a Pay Run

  1. Go to "Payroll > Pay employees"
    image-1653422712957.png

  2. Select whether the pay run is either:
    1. A standard pay run (Monthly pay run, runs on the 27th)
    2. Unscheduled pay run (can be run anytime e.g. leaver pay run)

      image-1653422868602.png

  3. Then click "Process Pay Run"

    image-1653422962955.png

  4. Enter the date the employees are to be paid

    image-1653423303033.png


  5. You can add a message to be written on the payslips here

    image-1653423341309.png

  6. Select the employees to be included in the pay run

    image-1653423360523.png



Unscheduled Pay Runs

When you select an unscheduled pay run, you have to select the tax year and the pay period that the unscheduled pay run is relevant.

 

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Adding Holidays

EMPLOYEE HOLIDAYS MUST BE ADDED BEFORE A PAY RUN IS STARTED, UNLESS BEING MANUALLY ADDED.

Adding Holidays via the Employee Time Off Screen

Adding Holidays as a Pay Run Line

This technique should only be used as an amendment to a payslip as they are not automatically deducted off an employee's holiday allowance.

On the payslip screen...

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Enter the number of hours and the rate per hour to pay at

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Adding Overtime

To add Overtime is done from the employee payslip screen

Overtime is paid at time and a half (1.5 x standard hourly rate)

  1. Click "Add" and Select "Overtime"

    image-1653499182921.png

  2. Enter the number of hours in the box

    image-1653499240193.png


Adding Sick Days

Adding Deductions

Paying via BACs

To start the payment run....

  1. Go to the pay run for the month you want to process

    image-1653567938416.png



  2. Click on the pay run you want to pay

    image-1653567978889.png


  3. Click on "Options" then "Download Bank Payment File"

    image-1653568024695.png

  4. Select "BACS File"

    image-1653568051029.png

  5. Click Download

    image-1653568062991.png


  6. The file will be downloaded to your Downloads folder

  7. Copy the file to the Financials Folder on Nethdd
    \\192.168.0.10\nethdd\Staff Folder\Richard\Richard backup\Popcorn\Popcorn\Accounts\Financials\Payroll Reports\[[ENTER FINANCIAL YEAR HERE]]\[[ENTER MONTH HERE]]

    image-1653568255043.png


  8. Rename the Downloaded Bacs File to the month and financial year e.g. May-22-PAYROLL

    image-1653568335829.png

    image-1653568353055.png


  9. File after being renamed should look like below....

    image-1653568411223.png


  10. Go to BANKLINE
  11. Login as per usual
  12. Click on "Payments" > "Import Payments"

    image-1653568669276.png

  13. Click "Choose FIle"

    image-1653568755089.png

  14. Navigate to the folder from step 7 and select the copied BACs file

    image-1653568803895.png


  15. Press "GO"

    image-1653568824541.png


  16. You should see a screen like below, with the number of payments imported as 1

    IT IS VERY IMPORTANT THAT IS SHOWS THE NUMBER OF IMPORTS AS 1

    image-1653568893917.png

  17. Click "Accept Import"

    image-1653568923569.png


  18. Go to Payments and Approve Payments from the navigation menu

    image-1653568963042.png


  19. If the Raised payment screen shows no payments awaiting approval then go to Raised payment shows no payments awaiting approval otherwise continue on to step 20.

  20. The below value 


    image-1653570398500.png


    Should match this value in xero (on the payrun)

    image-1653570485204.png


  21. Double check the pay dates

    The value below should be on or before the 27th of the month


    image-1653570548659.png

  22. If the date is not correct follow: Date is not the correct payment date
  23. Approve the payment as usual
  24. Transfer enough money to cover wages into reserve account

    From 2849 to 6944 (round up to nearest £1,000)

    DON'T BLOODY FORGET TO DO THIS


  25. Setup the HMRC Payment

Setup HMRC Payment

  1. Go to Payroll > Taxes & Filings

    image-1653571479416.png

  2. Take this figure here from the month submission:

    image-1653571536829.png


  3. Go to BANKLINE

  4. Go to Payments > Make a payment or transfer

    image-1653571679138.png


  5. Select make a payment from a template

    image-1653571697791.png


  6. Select HMRC CUMBERNAULD

    image-1653571738338.png


  7. Select "Make Payment"

    image-1653571760019.png

  8. The payment date should be on or before the 16th of the Month i.e. the first working day before the 16th if it falls on a bank holiday or weekend.

  9. Take the amount from Step 2 and past it into the amount box

    image-1653571910569.png

  10. Click "Raise Payment"

    image-1653571966742.png


  11. Approve the payment as normal

    DON'T BLOODY FORGET TO TRANSFER MONEY INTO THE RESERVES ACCOUNT



Date is not the correct payment date

  1. Go to Payments > Imports

    image-1653570638508.png


  2. Click on the import

    image-1653570658778.png


  3. Click on the import on "Awaiting Authorisation"

    image-1653570700948.png


  4. Click the payment ref

    image-1653570760722.png


  5. Click edit payment details


    image-1653570784319.png

  6. Change the date to the date you want the money to arrive in employee's bank account

    image-1653570831952.png

  7. Click confirm changes

    image-1653570882065.png


  8. Either click "Confirm payment"

    image-1653570937861.png


  9. Approve the payment as usual

Raised payment shows no payments awaiting approval

If the raised payment screen looks like below....

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1. Go to your imports -  Payments > Import Payments

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2. Click the file you imported from Step 17 in the above steps

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3. Under the incomplete row should show one incomplete payment

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4. Click the "1" in the image above

5. Select the Payment ref

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6. You will see one or more errors

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7. Click on the error to see the problem

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8. FIX THE ERROR IN XERO AND RESTART THE IMPORT PROCESS FROM STEP 1 (YOU NEED TO RENAMED THE IMPORT FILE)

9. DON'T FORGET TO CANCEL THE IMPORT AS BELOW

image-1653569688541.png
Then

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Generating NEST Pension File

Posting Pay Run & Sending Payslips

Posting the Pay Run

After making all your payslip changes you can post the pay run by clicking "Post Run"

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Viewing Payslips

Before a pay run is posted

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After a pay run is posted

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Sending Payslips

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On the next screen, select who you want to send the payslips too and click "Email Payslips"

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Adding Bonus's / Extra Payments

On the Employee Payslip Screen...

  1. Click "Add" and "Bonus"

    image-1653498457898.png

  2. Enter the amount in pounds of the bonus

    image-1653498504741.png


  3. Click "Save"

    image-1653498522929.png



 

Adding Expenses

Paying National Insurance & Tax