PAYE stands for Pay As You Earn. The tax collection system ensures the UK Government receives the correct tax revenue from employed workers once they start earning.
The information in this section explains what steps new employers need to do for PAYE. Check whether you need to run payroll yourself, how to pay your workers for the first time, and how to keep records.
HM Revenue and Customs (HMRC) uses the PAYE scheme to collect Income Tax and National Insurance from employed workers.
As a rule, most employers will need to operate a Pay As You Earn scheme as part of their payroll.
Another section lists 7 important things you need to do if you are an employer who is employing staff for the first time.
Note: There is no legal requirement for you to register for PAYE if you do not pay any of your employees £118 (or more) a week, none of them get expenses and benefits, have another job, or get a pension. Even so, you would still need to keep accurate payroll records (see below).
As an employer, you will need to make deductions for PAYE when making payments to your employees through payroll. In most cases, payments made to employees will include:
You will also need to make certain kinds of deductions from their pay. As a rule, you will deduct tax and National Insurance (NI) for the majority of your employees. Other deductions may also include pension contributions or student loan repayments.
Note: The section on running payroll explains more about your regular payroll tasks, how to record employee pay, and how to calculate deductions (e.g. tax and National Insurance).
There are several steps you need to follow when reporting pay and deductions - if you run payroll yourself. For example, you will need to report your employees' payments, and amounts you deducted, to HMRC. You must make the report each payday (or before).
Even so, the payroll software that you use will:
You must send another report to claim a reduction on any amount that you owe to HMRC using a Full Payment Submission (e.g. to reclaim statutory payments).
Before paying HMRC, you will be able to view exactly how much you owe them - based on the reports that you created. Following that, you will need to make your payment (usually once a month).
Employers need to tell HMRC about a new employee as part of their regular reports. Furthermore, you would also need to notify them if any of your employees have a change in circumstances. Grounds for reporting employee changes include becoming a director of a company or reaching State Pension age.
At the end of the tax year, payroll annual reporting and tasks will be among your responsibilities. Furthermore, your obligations will include informing HM Revenue and Customs about expenses or benefits.
Note: Small scale employers (those who expect to pay less than £1,500 a month) can arrange to pay HMRC on a quarterly basis. Check the HMRC employer PAYE payment helpline for further information.
Most employers need to operate Pay As You Earn (PAYE). If so, you will be able to choose how to run your payroll system, such as by:
Setting up payroll will involve certain tasks when you pay your employees for the first time (details below). For example, you would need to register as an employer with HMRC and provide them with some information about your employees.
As an employer, you can choose to pay a payroll provider to run it for you (e.g. an accountant or a bureau). If so, it would be important to consider how much support they need to give you.
Even so, you would still have the responsibility of collecting details and keeping records about your employees. You would need to give this information to your payroll provider.
Some of the support that payroll providers for small business can offer, includes:
Note: Employers have a legal responsibility to complete all PAYE tasks. This still applies even if you are paying someone else to do them on your behalf.
In some cases, you can be exempt from reporting payroll online, such as if you are:
Note: HMRC has further guidance on setting out who can report payroll on paper, instead of online, and how to apply.
So, you decided to run payroll yourself and want to know the process for setting up payroll. There are several tasks you need to complete to be able to pay your employees for the first time.
Note: Employers can choose when (and how often) to pay their employees. But, completing annual reporting and tasks is part of preparing for the next tax year (beginning on the 6th of April each year).
As an employer, running payroll means you will need to collect and keep records of:
Your records need to be accurate. You must keep payroll records for a minimum of three (3) years from the end of the tax year that they relate to. HMRC might carry out tax compliance checks to ensure you are paying the correct amount of tax.
HMRC can estimate your payments and charge a penalty (up to £3,000) if you fail to keep full records.
You must inform HMRC without delay if you cannot replace payroll records that get lost, stolen, or destroyed. You must try to recreate them or contact HMRC for help if you are unsure how much you paid your employees.
When you send your final payroll to HMRC, you must inform them if the tax year includes figures that are:
You must follow the rules that relate to data protection and your business if it stores or uses personal information about your employees.
In some cases, an employer can apply for financial help for an employee tax refund if they are unable to pay for it themselves (using their Government Gateway user ID and password).
Do you operate a small business with less than ten (10) employees? If so, you can download HMRC PAYE tools (e.g. software and assistance) to help you calculate your employees' payroll.
Note: If you have decided to run payroll yourself, you need to have HMRC recognised payroll software so you can send reports to HM Revenue and Customs.
Check what you need to do when you start paying employees. Your regular payroll tasks are going to include recording employee pay, calculating deductions, and giving payslips.
Every month you have to pay HM Revenue and Customs (HMRC) what you owe as part of running payroll for your employees. Check the process for correcting errors when running payroll.
Payroll Giving is a way of giving money to charity without paying tax on it. It must be paid through PAYE from someone’s wages or pension.
If a female employee gives you a ‘certificate of election’ form, she may be able to pay less National Insurance.
PAYE and Payroll for Employers in the United Kingdom