Process a pay run

Summary

How to process your payroll in Sage Payroll.

Description

Processing a pay run consists of four main steps:

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

Things to consider

You must complete the pay run for each pay frequency you have.
You can only run the payroll once per frequency per period. For example, you can’t process a monthly pay cycle twice within one tax month.
Once you complete a run, you can't reverse it or undo a submission to HMRC. If you need to make changes, read Make changes to a completed pay run.

Resolution

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

Process your payroll

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

1. Confirm pay date

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

For more information, read Process a pay run - Confirm pay date.

2. Enter absence

here you can add new absences and amend or delete existing one. If you don’t have any absence, select Next.

For more information, 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.

For more information, read 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.
TIP: For a more detailed breakdown of the figures, you can run the Detailed report and Draft payslips.
Once you’ve confirmed the pay values are correct, select Complete Pay Run.

The Confirm Pay Values screen will appear to submit your Full Payment Submission (FPS) to HMRC. You must 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. For more information, read FPS late reasons.

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

Next steps

Depending on your situation, you may need to:

Distribute your payslips. For more information, read Payslips
Submit your EPS. For more information, read The P32 Employer Payment Record
Generate your P32 report. For more information, read The P32 Employer Payment Record
Submit your pension data. For more information, read Submit pension contributions
Export your salary journals. For more information, read Salary journals

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