Completing your Payroll

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Completing your

Payroll

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Payroll refers to the process involved in paying your

employees, working out all the necessary deductions

such as income tax and national insurance contributions

and making sure that your employee gets paid on a set

day and receives a payslip to explain the additions and

deductions to their salary.

Completing Your

Payroll

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Timeline

There’s a lot to be done in a short space of time and potentially a lot of information going backwards and forwards, so it is vital that we’ve got a clear process and timeline.

We’ll open BrightPay Connect for you to start documenting changes for the current pay period.

We’ll give you a window to review and sign-off the payroll.

Before the 22nd of the following month you’ll need to pay HMRC.

We’ll close BrightPay Connect and start making the necessary edits.

We’ll complete the remainimg payroll steps in the background, submit files to HMRC and your pension providers and update Xero (or provide the information to you).

Once we’ve sorted all these tasks we will roll forward the information and open BrightPay Connect for the next pay period.

Cut-off

Edits

Sign-off

Pay Day

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We’ll open the BrightPay Connect portal for you to start documenting changes for the current period.

If they relate to a future pay period, can you keep track of these and tell us at the time. It’s not that we’ve got a bad memory, it’s just that we’ve got no way of adding to that pay period and we want to keep a neat audit trail. You can log onto the portal at any time to view/submit payroll entries.

We’ll close BrightPay Connect and start making the necessary edits.

We’ll start reviewing your comments and start making the necessary changes. When we’re done we’ll trigger the system to send you a notification to review and sign off the payroll.

If we are making payments on your behalf, we’ll ensure that everything is ready by 2 pm.

You’ll need to review and approve the payroll.

If we don’t hear from you - we’ll hit go assuming you are happy and will approve on your behalf so we do not miss any deadlines.

Open BrightPay Connect

Cut Off

Edits

Sign Off

Payment

3 working days before pay day 10 working days before pay day

2 working days before pay day

1 working day before pay day

Submit payroll entry for month 4 (ending 01/01/2020). Payroll entry has been requested by MAP Ltd. Please complete in accordance with their instructions to ensure your payroll is processed accurately and on time.

View/Submit Payroll Run NOTIFICATIONS

The payroll run for month 4 (ending 01/01/2020) is ready for your approval. Click the button below to preview the payroll run and provide approval or feedback for MAP Ltd.

Preview/Approve Payroll Run NOTIFICATIONS

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Email address Password

Remember me

Forgot your password?

Go

Submit payroll entry for month 4 (ending 01/01/2020). Payroll entry has been requested by MAP Ltd. Please complete in accordance with their instructions to ensure your payroll is processed accurately and on time.

Preview/Approve Payroll Run

View/Submit Payroll Run

NOTIFICATIONS

PAYE REFERENCE FINALISED TO AUTO ENROLMENT ACCOUNTS OFFICE REF CORPORATION TAX REF

EMPLOYER DETAILS

TOTAL AMOUNT PAYMENT DUE DATE

More

DUE TO HMRC

There are no upcoming calendar events.

Calendar

DUE TO HMRC

Employer Dashboard

MAP Limited DASHBOARD EMPLOYEES REPORTS CALENDAR HMRC PAYMENTS

When you have changes to update us on, click on the “View/Submit Payroll Entry”. You can add comments at any time whilst the portal is open.

All communications of changes should be made through BrightPay Connect, we need to ensure that we comply with GDPR regulations and have a clear audit trail. We’ll start reviewing your comments as soon as we’ve passed the Cut Off.

Submitting changes ahead

of the Cut Off

BrightPay Connect

Submit payroll entry for month 4 (ending 01/01/2020).

Payroll entry has been requested by MAP Ltd. Please complete in accordance with their instructions to ensure your payroll is processed accurately and on time.

View/Submit Payroll Run NOTIFICATIONS

Click on the ‘View/Submit’ button, this will take the user to the Payroll Enrty main screen. BP

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To add a new starter you’ve got two options: Click on the cog in the top right hand corner and then “Add new starter…”

Or click on the“New starter this period?” at the bottom of the list.

For all other changes, just add a comment and click the “Add Comment” button.

When you’re done click the “I’m Finished”

button. Once we’ve completed all the Edits, your payroll will be ready for you to approve. Click on the “Preview/Approve

Payroll Run” button

I’m Finished

COMMENTS

search by employee name

New starter this period? + Click here to add

Payroll Entry

MAP Limited - Month 4 (ending 01/01/2020)

Click each employee below and enter their payments, additions and/or deductions for month 4 (ending 01/01/2020). As you work through the list, your entries are saved and, if need be, you can leave this page and return to it at a later date to pick up where you left off. When you have completed entering the amounts, added any starters, and indicated any leavers, click the “I’m Finished” button.

Payments Additions Deductions

Add Comment

Mark all as complete Mark all is incomplete

Add new starter... Import payments, additions and deductions

Import monthly payments Import hourly payments ....

Payroll Entry Dashboard

What information do we need?

You’ll need to provide us with details such as the statutory redundancy pay and everything that you’d provide for a leaver. You might find this online calculator useful:

https://www.gov.uk/calculate-your-redundancy-pay We’d also recommend that you seek professional advice from your HR expert.

Redundancy

New rate £ and effective date.

Leave date, details of any holiday accrued which needs to be paid, plus any outstanding loans and relevant information.

We may also need a new email address to send the employee their P45.

Rates of pay Leavers

?

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Before you add a new starter to the system, you’ll need to collect some information - hopefully you’ll have it all to hand.

If the new employee has a P45, you’ll need to select

option B and update the relevant information.

Additional Information for

New Starters

Starter declaration Select..

(A) This is the employee’s first employment since 6th April (B) This is the employee’s only employment

(C) The employee has another employment (or pension) Employee has no P45 or starter declaration

New Employee

Select.. Select..

Not applicable (do not deduct Postgraduate Loan repayments) Not applicable (do not deduct Student Loan repayments)

30 hours or more

NINO NI Table

Works number

Contracted hours per week Postgraduate Loan Student Loan

Department Starter declaration

Tax code

Personal Employment Payment

Save Cancel

New Employee

Title Address line 1 Address line 2 Address line 2 Country..

Post Code Select..

day month year day month year First name Middle name Last name

Employee Name Date of birth

Address Email address Phone Gender Start Date

Save Cancel

Starter declation

Tax code

Previous employment taxable gross Previous employment tax deducted

(B) This is the employee’s only employment

Week/Month 1 Basis

£

Enter new employee’s details in all sections of Personal, Employment and Payment.

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Plan 2 refers to a student loan taken out from

September 2012 onwards, in England or Wales. Older loans and loans taken out in Scotland or Northern Ireland, are called Plan 1 loans.

You’ll need to select the basis of how the pay is worked out, if you enter the monthly rate the annual salary is calculated (and vice versa). The software isn’t as smart when it comes to the hourly and daily rate as it doesn’t need the standard contractual work pattern for payroll purposes - you’ll only need to enter standard hourly or

daily rate if this is the basis of how you pay the employee. If you select ‘Credit transfer’ as the payment method, you’ll be able to submit the new employee’s payment details. Student Loan

Not applicable (do not deduct Student Loan repayments Deduct Pan 1 Student Loan repayments

Deduct Plan 2 Student Loan repayments

New Employee

Select.. Select..

Standard hourly rate Standard daily rate

Payment method How is pay worked out?

£ £

Save Cancel

How is pay worked out?

Monthly rate

Standard hourly rate Annual salary

Standard daily rate

Based on a monthly / annual salary

£

£ £

£

Payment method

Bank sort code Bank account number

Bank account name

Bank reference

RTI BACS sub-reference

Credit transfer

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Click on the marker to right to view the payslip

Once we’ve made all the edits to the payroll, you’ll get a chance to review and sign-off.

Note: To view payslips, click on the marker to the right hand side of employee details.

If you’re happy to ‘Sign-off’ your payroll click on the GREEN button. If something’s not right add a

comment and click on the RED button.

If we don’t hear back from you, we’ll assume that everything is spot on and signed-off.

When the payroll has been approved (or we’ve not heard from you), we’ll close the payroll period, prepare the final payslips for employees and share with you with the relevant Take Home Pay amounts plus any amounts due for PAYE.

In the background, we’ll be busy - submitting the EPS file to HMRC, uploading your pension data, updating Xero (or providing the information to you) and we will roll-over payroll to the next month for you so you have the link to provide any new month updates.

Signing Off your Payroll

Preview/Approve Payroll Run NOTIFICATIONS

All looks OK. Approve the payroll run. Something’s not right. Reject the payroll run.

COMMENTS

Employee Hours Gross Tax EE NIC ER NIC EE Pension ER Pension Take-home Cost to ER

Total

Payroll Approval

MAP Limited - Month 4 (ending 01/01/2020)

below is a preview of the payroll run for month 4 (ending 01/01/2020). Click on any employee to preview their payslip.

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Playing fair

As you can expect, we have many payrolls to run, all grouped around the same period towards calendar month end.

We therefore request your support in making the process run as efficiently as possible for everyones benefit.

If we receive information that is inaccurate, we risk errors and/or re-runs which can be harmful for us both.

When we have to re-run a payroll, it is never a quick edit. We have to run the majority of the process and produce the files all over again, costing extra time and unnecessary stress at a time when we need to operate efficiently.

Our fees for reruns are as follows:

Payroll: £20 flat plus £5 per each affected employee Pensions: £20 flat plus £3 per each affected employee

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16 Blackfriars St, Manchester, M3 5BQ, United Kingdom [email protected] | 0161 711 0810 | wearemap.co.uk