1. Register as an Employer with HMRC
Employer Reference Number (ERN): You need to register with HM Revenue and Customs (HMRC) to get an ERN. This can be done online.
PAYE Scheme: Register for the Pay As You Earn (PAYE) scheme. This is HMRC’s system for collecting Income Tax and National Insurance from employment.
2. Choose Payroll Software
Software Options: You can choose payroll software to automate calculations and reporting. There are various options available, both free and paid.
Manual Option: This is no longer available due to changes in legislation.
3. Collect Employee Information
Forms: Have employees fill out forms like the P45 (for previous employment details) and P46
(if they don’t have a P45).
Bank Details: Collect bank details for direct deposit payments.
4. Determine Pay Period
Frequency: Decide how often you will pay your employees (weekly, bi-weekly, monthly, etc.).
5. Calculate Payroll
Gross Pay: Calculate total earnings (wages, bonuses, etc.).
Deductions: Include Income Tax, National Insurance, and any other deductions (e.g., pension contributions, student loan repayments).
Net Pay: Subtract deductions from gross pay to get net pay.
6. Pay Employees
Payment Methods: Distribute payments via direct deposit, checks, or other agreed methods.
7. File and Pay Taxes
Monthly Reporting: Submit Full Payment Submissions (FPS) to HMRC on or before each payday.
Tax Payments: Pay HMRC the tax and National Insurance you owe, usually by the 22nd of the following month.
Annual Reports: Submit an Employment Payment Summary (EPS) at the end of the tax year (5 April).
8. Keep Records
Record-Keeping: Maintain detailed payroll records for at least three years as required by law.
9. Stay Updated, Compliance: Keep up with changes in tax laws and regulations to ensure ongoing compliance.