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Process a pay run

Created on  | Last modified on 

Summary

How to process your payroll using Standard pay run in Sage Payroll.

Description

Processing a pay run consists of four main steps:

  1. Confirm your processing date.
  2. Enter any absences.
  3. Review employees pay.
  4. Complete and submit to HMRC.

Complete the pay run for each pay frequency you have.

You can only process a pay run once per frequency, per period. For example, you can't process a monthly pay cycle twice within one tax month.

CAUTION:

Once you complete a pay run, you can't reverse it or undo a submission to HMRC. If you need to make changes, read Amend a completed pay run

Resolution

This video will take you through processing a pay run. For more detailed steps, read the information below.

  1. Select Summary or Pay Runs from the menu bar.
  2. Under the required pay frequency, Select Process Pay Run.

1. Confirm pay date

The date displayed is based on the pay calendar you have set up. If this is correct, select Next.

To change the process date, read Process a pay run - Confirm pay date

2. Enter absence

If you don’t have any absence, select Next.

For help enter, amending or deleting absence, read Process a pay run - Enter absences.

3. Review employees pay

The information you entered for the last pay run will appear. If the payment and deduction values are correct for each employee, select Next.

Otherwise, you can find more information on your options by reading Process a pay run - Review employees pay.

4. Complete and submit to HMRC

Check all figures are correct. If they aren’t, select the Back button to get to the relevant screen and make the changes. 

If you’re happy with the figures, select Complete Pay Run.

For a detailed explanation of this window, read Process a pay run - The Confirm Pay window.

Confirm Pay Values

The Confirm Pay Values screen will appear to submit your Full Payment Submission (FPS) to HMRC. Enter your HMRC credentials for this to happen. These are the same details you use to log into the HMRC portal. You’ll be in one of the following situations:

▼You have previously entered your HMRC credentials

The system now saves these. You don’t need to type them in again. Select Submit to send your FPS

▼You have previously entered your HMRC credentials but need to change them

To re-enter these details, select the green Change option. Once entered, select Submit to send your FPS

▼You haven’t yet entered your HMRC credentials

You’re prompted to enter them now. Once done, select Submit to send the FPS. For more information, read Get your Government Gateway credentials.

If you submit the FPS late, you must select a late reason.

CAUTION:

If the submission fails, check the error code and resolve the issue. For more information, read Submission errors. 

Next steps

Check what applies to your situation and complete the appropriate steps:

NOTE:

If you also have Sage Accounting and you enable Payroll integration, the system automatically posts your salary journals.

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