WFM UK: Customer and Bureau Responsibilities and Deadlines in Payroll

Overview

This article outlines a typical Payroll processing week. Please refer to your individually tailored timetable for specific cut-off dates and times.

Customer and Bureau Responsibilities and Deadlines

Friday (1 week before pay day)

Customer to submit any paperwork, for example Maternity, Paternity, Attachment of Earnings Order documents to the Bureau for processing.

Monday (of Payroll week)

Customer to submit all Rotas and Tronc to Payroll and send any payment/deduction uploads to the Bureau for processing by midday. The Bureau will then complete uploads and reconciliations followed by the 30-point Payroll checking process.    

Tuesday (of Payroll week)

Bureau will advise the customer that the Payroll preview is available to view by 11am. 

The customer should check the preview and advise the Bureau of any critical amendments that will cause overpayments by 2pm. The Bureau will amend the Payroll as necessary, and the customer should sign off and authorise the Payroll by 5pm.  

Wednesday (of Payroll week)

If set up, the Bureau will send the BACS. The people system will automatically send the FPS to HMRC.

Thursday (of Payroll week)

The customer should check to see that the FPS has been sent to HMRC successfully. The Bureau will reconcile the FPS figures.   

Friday (Pay day)

Employees will be paid and receive payslips.

19th of each month

The P32 screens must be approved by the 19th of each month.


Timetable Deadlines Explained

All customers will be issued with a timetable prior to going live. The following is a breakdown of each deadline contained within the timetables.

Paperwork Deadline

Any paperwork related to current Payroll processing must be sent to the Payroll Bureau by the deadline stated on the timetable. Paperwork can include: 
 

• Statutory Payments forms such as MATB1’s, SC3’S, Matching Certificates
• Attachment of Earnings orders 

 
Any paperwork received after the paperwork deadline will need to be put on hold and processed in the next available Payroll.  

Rota Deadline

Payroll data must be submitted by this deadline. This can include: 
 

• Rotas (via Rota Module) 
• Tronc (via Tronc Module) 
• Additional Payments Uploads (via email, excel templates) 
• Additional Deduction Uploads (via email, excel templates) 
• Timesheets (via timesheet functionality) 
• Expenses (via expenses functionality or excel templates via email) 

 
Any Payroll data received after this deadline may not be checked by your Payroll specialist, and should be put on hold until the next available Payroll.

Preview Deadline

Your Payroll specialist will have completed all Payroll checks by this deadline. The preview will be available on the system for you to check.

Last Amendments

Last amendments refer to critical amendments only. Critical amendments can be made to prevent overpayments to leavers.  
 
Any additional payments should be added to the next available Payroll.

Payroll Approval  

The Payroll will need to be closed and authorised by this deadline. This is to ensure that employees are paid on time and that the FPS file is sent to HMRC before the pay date to avoid penalties.

Pay Date

Employees will be paid, and payslips received by this deadline.

WFM - Payroll Processes Articles