WFM UK: UI Refresh: Setting up a Secondary Pay Basis in Payroll

Overview

When employee records are created, they are attached to their main PAYE.

To attach an employee to another pay basis on another PAYE, a second Pay & Tax Details record must be created. This article shows how to do this.

The separate PAYE needs to have already been configured in the portal by Fourth's Payroll Bureau Team. Contact payroll@fourth.com for more information.

Setting up a Second Pay & Tax Details Record

This is done via an employee's main employee record.

• Go to Payroll > Employees > Employee List > search for and select the required employee
• Then, from the employee side menu, go to Payroll > Employee Payroll Info > Pay & Tax Details List

Fig.1 - Bringing up employee Pay & Tax Details

The employee will already have a primary Pay & Tax Details record, displayed onscreen.

• Select Create New Pay & Tax Details from the top right corner

Fig.2 - Employee's primary Pay & Tax Details, 'Create New Pay & Tax Details' button

Complete the following:

• Company - change from the main PAYE to the PAYE that is wanted
• Pay Basis - change to the Pay basis that is wanted
• Week 1 Month 1 - tick this box to ensure that all tax due is calculated based only on the current pay period (week or month). It ignores previous pay and tax contributions from earlier in the tax year, as tax us due on all earnings on a non-cumulative basis
• NI Category - standard category for age range/circumstances
• Tax Code - select BR (basic rate of 20% on all earnings)  

Fig.3 - Setting up a secondary pay basis

• Scroll down to select a Payslip and P45 Delivery Method 
• Delivery Method- ESS (or as per Primary Pay & Tax Details)
• P45 Delivery Method: ESS (or as per Primary Pay & Tax Details)
• Select Save

Fig.4 - Setting up a secondary pay basis

When looking at the Pay & Tax Details List, the employee will now have a primary Pay & Tax Details record for the main pay basis and a secondary one for the other pay basis. 

Fig.5 - Employee's secondary pay basis complete

The employee will now appear on both the main payroll and the other payroll.

Things to Consider:

• The employee will need to be set up with BR Week 1/Month 1 tax code for the new pay basis
• If there is an error message when trying to save the new Pay & Tax Details screen regarding ‘Attached with Form’, select Save again to override
• If there is an error message when trying to save the new Pay & Tax Details screen regarding NI Categories, amend the NI category as advised and Save again