Required Company Information During Global Payroll Implementation in the UK for existing PAYE customers

Here are the company details we will be asking you to share with us during the “2. Customer Information Collection” stage for existing PAYE customers. 

For customers with new PAYE, please visit Required Company Information During Payroll Implementation in the UK for new PAYE customers. 

Company Information

• Company name
• Business address
• VAT number
  • Visit the official website here to read more about VAT numbers.

Company registration

• Employer's reference issued by HMRC
  • This is a unique identifier assigned to each employer by HM Revenue and Customs (HMRC).
  • Visit the government website to read more.
• Account's reference issued by HMRC
  • Your Accounts Office Reference number is a crucial part of setting up a business in the UK. HMRC uses this number to identify your business and for all communications between you and them.
  • The HMRC letter contains a one-time passcode. Remote requests access, and HMRC sends a letter to the registered address with a code for Remote. Our payroll team enters this code, which sets us up to work as their agent.
  • Visit the government website to read more.
• A brief description of the business
• Payroll frequency
• Is the company eligible to claim small employer relief?
  • Small Employer's Relief is a scheme aimed at providing support to small businesses about their employer NICs liabilities. The relief applies to employers whose total annual liability for Class 1 National Insurance contributions is below a certain threshold.
  • Visit the government website to read more.
• Is the company eligible to claim the employment allowance? If yes, how much of the allowance has been claimed this tax year?
  • An initiative to support businesses by reducing the amount of employer National Insurance contributions (NICs) they have to pay.
  • Visit the government website to read more.
• UK registration number (CRN)
  • It is a unique eight-character code assigned to incorporated businesses in the UK.
• Is the Apprenticeship Levy applicable?
  • Visit the government website to read more.
• How much of the Apprenticeship Levy allowance (max £15k) has been allocated to this PAYE scheme?
• Employees' salary pay date
• Number of employees on the last payroll
• Number of employees receiving statutory payment such as SMP, SPP etc.
• Do the majority of employees receive a fixed monthly salary?
• How many employees are on a variable rate of pay such as hourly paid?

Company Bank Details

• Bank name
• Account holder name
• Account ownership type
• IBAN
  • IBANs in the UK consist of 22 digits and include the country code, check digits, bank code, sort code, and bank account number.
• BIC/SWIFT
  • All banks and financial institutions are assigned a BIC or SWIFT code and these are used to process international money transfers safely and securely using the SWIFT system.

Required Company Documents

• HMRC Authorization Letter (Authorising your agent (64-8)' form)
  • We will share the 64-8 format to complete.
• Company policies
  • We ask for company policies and regulations that may impact payroll procedures, including those related to leave, compensation, pension, benefits, and insurance.
• Payroll summary from the start of the tax year
  • Detailed report outlining all earnings, deductions, benefits, and contributions per employee per month. We ask for both a monthly breakdown and a summary highlighting the year-to-date values. This report is required for companies with financial activity in the current tax year (in the xlsx file format).
• P30 & P32 summary document
  • These are the documents that summarize the amounts owed by the employer to HMRC for PAYE (Pay As You Earn) taxes and National Insurance contributions. You can find the forms by contacting the HMRC Employer Helpline.
  • P30 typically refers to a form known as "P30 - Employer's Supplementary Return." This form is for employers to report and pay any outstanding Class 1 National Insurance contributions (NICs) to HMRC.
  • P32 is the Employer Payment Record and is a summary of the amounts you have paid to HMRC each month. It covers both PAYE tax and NICs deducted from employees' salaries as well as employer's NIC. The P32 can be found under HMRC -> P32 Employer Payment Report. It is a summary of the tax month 6th - 5th of the following month. 
• Certificate of Liability Insurance

  • Companies must have employers' liability insurance upon hiring employees. This covers workplace injuries or illnesses. A certificate of liability insurance (COI) is a legal document proving a business has liability insurance, often required in high-risk business contexts.
    See also: Certificate of Employers' Liability Insurance in UK

• P11
  • It is an employer's declaration to HMRC concerning the amounts paid to employees and the deductions made from their pay. It's a detailed record of each employee's pay and deductions over the tax year.
  • Visit the government website to read more.
• Copy of Journal (if applicable)
  • Copy of the company's general ledger file.

If your company has had financial activity in the current tax year, we'll ask you to provide the forms below (in xlsx format) during the Remote Payroll setup process: 

• Full Payment Submission(FPS) 
  • It is a report that employers are required to submit to HM Revenue and Customs (HMRC) each time they pay their employees. The FPS contains details of payments made to employees during a specific pay period, along with information about deductions such as income tax, National Insurance contributions, and student loan repayments.
  • Visit the government website to read more.
    See also: What is Full Payments Submission File (FPS) in the UK?
• Employer Payment Summary (EPS) 

  • An "Employer Payment Summary (EPS)" in the UK is a form businesses submit to HMRC, detailing employee payments and deductions. It includes information on PAYE taxes, National Insurance contributions, and other relevant data for a given pay period. This allows HMRC to reconcile employer payments with RTI submissions.
    See also: What is Employer Payment Summary (EPS) in the UK?

Required Employee Documents

• Employees’ work contract per employee
• Employees’ payslips
  • We ask you to share all the employee payslips relevant to the current tax year if the implementation starts in the middle of the year
• Copies of IDs
• P60
  • It is an official document that employers issue to their employees at the end of each tax year, typically by the beginning of May.
  • Visit the government website to read more.

See also: What is a P60 form?

• P45
  • This will be provided by employers to employees upon leaving a job.
  • Visit the government website to read more.

See also: What is a P45 form?

• P11D
  • The Summary outlines the details of the expenses and benefits provided to the employee during the tax year.
  • P11D forms are provided only when benefits are given, and tax is not adjusted through the payroll. This can result in a tax liability for the employee based on the provided benefits. Primarily, the most prevalent method of handling benefits in the UK is through "tax at source." This approach adjusts tax in real-time on the benefits, eliminating the need for a P11d. In essence, employers using "tax at source" for benefits aren't required to provide a P11D.
  • Visit the government website to read more.

See also: What is a P11D form?