Help centre / Documents, payroll and payslips
Set up payroll and send a pay period
Set when your payroll pays, check each period's warnings in Before you send, and send it for approval and export.
What you'll need: Your Employer PAYE and Accounts Office references, Your pay day and how often you pay.
KivoHR gathers each period's hours, leave, sickness, starters, leavers and pay changes into one file for your payroll software.
More detail
It doesn't work out pay itself. Before you send lists what needs a second look, with a link to fix each. Its warnings never stop you, unless something would break the law.
Set up your payroll
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Step 1: Go to Settings, Payroll, and press Add a scheme.
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Step 2: Type its Name, the Employer PAYE reference and the Accounts Office reference.
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Step 3: Set how often it pays, The first period starts on, and the Day of the month or Weekday.
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Step 4: Set Working days before pay day, when the period should go to payroll.
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Step 5: Save it.
Send a pay period
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Step 1: Go to Payroll and press Open on the period.
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Step 2: Read Before you send.
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Press each link to put things right. Check What changed: a long group shows its first eight, and Show all opens the rest.
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Step 3: Press Send for approval.
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Someone else who approves payroll checks it.
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Step 4: They press Approve and export.
More detail
Then Download the file for your payroll software.
Stuck?
It says nobody else can approve payroll
Nobody approves their own. Give a second person Approve payroll, or ask an owner to switch approval off in Settings, Payroll. A new payroll starts with it off when only one person can approve.
It says "Add yourself first"
Sending a period for approval goes in your name, so your sign-in needs a record of its own. Press Add yourself first: it takes a minute, and brings you straight back.
It says a period is waiting for approval
Approve it, or press Send back, before you change the payroll.
I can't change how often it pays
That's fixed once a period has been sent. Add a new payroll, and move people to it from a date.
It says something changed while you were looking
Reload the page, check the changes, then approve again.
Before you send says someone's pay jumped
Their new rate is more than a fifth from the old one. Check it was typed right on their Pay tab.
It says nobody is in this pay period
Nobody's job falls in its dates. Check people are on this payroll.
A contractor isn't in the pay period
Contractors and self-employed associates invoice you, so they're never on a payroll: no lines in the file, and no pay sheet. Check their hours against their invoice in Attendance instead. Sessional and locum workers are on payroll.
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