Checklist: UK Payroll Processing

Introduction

This topic provides a high level guide to processing one UK payroll run in a single processing period. Use the topic as a form of checklist of suggested actions as you step through each process.

This topic doesn't include any bespoke configuration, reports, processes, and so on, which you might have created for your specific needs.

Pre-Processing

Data Type	Data Source	Action, Information, or Location
Master data changes, such as: P45's or new starter checklist. National Insurance (NI) category change (example: state pension age). Bank details. Temporary data such as: Overtime. Commission. Bonus payments.	Payroll	Complete any changes by business cut-off times (if such deadlines exist). Example: Business needs or times, such as entering information into payroll by a specific date for it to be included in a specific period’s payroll run. Use reports to identify any missing data. Examples: UK Pre-Payroll - Workers without Tax and National Insurance Details . View UK Payroll ID History .
	Benefits	Payment elections or deductions. See: Setup Considerations: Payment Elections.
	Worker	Name Address NI exemption certificates
	Human Resources	Compensation Job Work assignment Status
	Approved information from other Workday functional areas.	Absence Time Tracking

Integrations

Data Source	Action, Information, or Location
External third party	Examples: Fleet data External pension provider Union fees Benefits Credit union Commission
Payroll	HMRC incoming notifications.

Pay Input

Data Source	Action, Information, or Location
Payroll	Verify payroll inputs.

Pay Processing

Data Source	Action, Information, or Location
Payroll	Run retro pay calculation and retro pay complete. See: Steps: Process Retro Payroll.
	Calculate On-Cycle Payroll.

Checking Payroll Output

Data Source	Action, Information, or Location
Payroll	Check workers for any blank UK Payroll IDs. See: Assign UK Payroll ID for Worker (UK).
	Run Payroll Audits.
	Check data and complete your analysis of your payroll.
	Generate RTI FPS data and view the exceptions report. See: Steps: Process Real Time Information Full Payment Submissions (UK).
	Update and process any changes, then produce validation reports.
	Check for any missing payment elections. Example: Search for any missing bank account details.
	Run the View UK RTI FPS Data report to check for any contract end date overrides.
	Investigate if you need to make any payroll accounting adjustments. See: Setup Considerations: Payroll Accounting Adjustments. (You can also do this before you complete payroll.)
	Run reports, such as the Payroll Register report. See: Reference: Payroll Register Reports.
	Generate RTI FPS data and view the exceptions report again. See: Steps: Process Real Time Information Full Payment Submissions (UK).
	Check to see if all onboarding tasks have been completed.
	Use the Run UK RTI FPS task to submit files to the HMRC Live Gateway, without updating any records (Test in Live). See: Steps: Process Real Time Information Full Payment Submissions (UK).
	Re-run any corrections and test again, if necessary.
	Review payroll results and journals to ensure there aren't any errors.

Complete Payroll

Data Source	Action, Information, or Location
Payroll	Complete Payroll.
	Review payroll results and journals to ensure there aren't any errors.

Post Payroll Actions

Data Source	Action, Information, or Location
Payroll	Create your settlement run (Example: BACS).
	Submit your RTI FPS. See: Steps: Process Real Time Information Full Payment Submissions (UK).
	Run the View UK RTI EPS Data report to verify your EPS data. When correct, submit the data to HMRC. See: Steps: Process Real Time Information Employer Payment Summary (UK).
	Create any P45s. See: Steps: Create P45s for Terminated Workers (UK).
	Create and publish payslips. See: Define Payslips.
	Process pension auto-enrolment assessments and notifications. See: Setup Considerations: Pensions Auto-Enrolment (UK).
	Send SSP1 forms.
	Prepare and submit any third party payments.
	Complete payroll reconciliation. See: Reference: Reports for Post-Payroll.