The whole pay cycle, processed on a fixed timetable
This is the core service. We take your approved payroll inputs, process the pay run under the rules agreed in your service agreement, produce the outputs, and maintain the payroll record.
checking the data you supply for completeness and internal consistency before processing: missing timesheets, headcount movements that do not reconcile, hours outside normal ranges, duplicate entries, and starters or leavers not reflected in the data. Exceptions are reported to you, not resolved by assumption.
applying contractual rates, hours, overtime, shift premiums, bonuses, commission and allowances as instructed.
income tax under PAYE, employee and employer National Insurance, pension contributions, student loan and postgraduate loan deductions, attachment of earnings and other court-ordered deductions, and any other deductions you instruct.
processing new starter information and tax codes, and producing leaver documentation including P45s.
applying HMRC coding notices to the payroll record on receipt.
the pay run summary, gross-to-net report, deductions summary, departmental or cost-centre analysis where your structure requires it, the payment schedule for your bank submission, and the HMRC liability figure for the period.
produced for each employee and distributed by the method agreed with you: secure download, password-protected document, or printed and posted.
maintained for the statutory retention period and available to you throughout.
No pay run is finalised without your written approval. You receive the draft totals and the exception report, you review them, and you confirm. That approval is recorded in the audit trail with the date, the approver and the version approved. If you need a correction after approval, it is processed as a documented adjustment rather than a silent re-run.
Your timetable is agreed at setup and fixed thereafter. A typical monthly cycle looks like this:
| Stage | Typical timing |
|---|---|
| Input cut-off | 5 working days before pay date |
| Draft payroll and exception report issued to you | 3 working days before pay date |
| Your approval due | 2 working days before pay date |
| Payslips, reports and payment schedule issued | 2 working days before pay date |
| RTI submission (where in scope) | On or before pay date |
Weekly and fortnightly payrolls run on a compressed version of the same sequence. Turnaround is conditional on receiving complete inputs by the cut-off. Late or incomplete inputs are reported to you immediately, because a late input and a late pay run are the same problem one step apart.
An agreed rate per payslip produced, invoiced monthly in arrears against a processing log showing each run, the headcount and the rate. Alternatively a fixed monthly fee against an agreed pay frequency and headcount band, reviewed quarterly.
A one-off setup fee applies where the payroll needs to be built from scratch or migrated; it is quoted separately and stated in your agreement before you commit. There is no exit fee, and no charge for providing your own payroll data back to you at the end of an engagement.
Request a managed payroll quote