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Adding a New PAYE Worker To RSM InTime

What do I need to do to set up a PAYE worker?

You will need to add the worker to RSM InTime and provide a copy of your worker's HMRC starter declaration and P45 if they have provided one to you.

How do I add the worker to RSM InTime?

Prior to entering a new PAYE worker, you should ensure that you have the following details to hand.

• Worker Title

• Worker Name

• Worker Address

• Worker Gender

• Worker National Insurance No (if this data cannot be provided, you must supply the worker date of birth. The worker will not be eligible for Tax relief on their pension contribution if they have no NI number).

• Worker Email Address (also used for payslip access)

• Worker Bank Details (We can only make payments direct to a UK bank account, please contact us for details on making payments to a foreign account).

• Worker Date of Birth

• Worker Date of Joining

• Optional - P45 or HMRC starter declaration

Step by step instructions

1. Navigate to Profiles > Workers. 

2. Click on the "Create" button located at the top right hand corner of the page.

3. Enter the above noted worker details in to the appropriate fields.

4. Click "Save" located at the foot of the current page. RSM InTime will check for any missing or incorrectly entered data and will highlight the field red.

5. If you have received a P45 or HMRC starter declaration from your worker, please ensure this is uploaded to our Client Portal Document Centre.

Where can I find a copy of HMRC's starter declaration to provide to my workers?

The starter declaration can be downloaded directly from HMRC's website here.

How do I provide you with the starter declaration/P45?

HMRC Starter declarations and P45s need to be uploaded to our Client Portal Document Centre.

Worker Holidays

How are holidays calculated?

Your holiday scheme calculation method is usually agreed during the on-boarding stage.  To discuss how your holiday scheme is configured please contact your pay and bill executive contact.

Visit the government website here for more information about holiday entitlement.

When do worker holiday accrual balances update?

Holiday balances for each worker are updated on completion of each payroll run. This means holiday entitlement associated with each timesheet will only be added to a worker's balance once the timesheet has been processed for payment through our payroll. There is one exception to this, and this will depend on whether your worker is configured to pay out holiday each payslip automatically as it is accrued.

Do worker holiday balances reset annually?

This will depend on how your scheme was configured during the on-boarding stage. There are three reset options which can be set globally for all workers;

• A set date each year.

• On the anniversary of a worker’s start date.

• Balances never clear down.

If you are unsure how your holiday scheme(s) have been configured, please contact your pay and bill executive contact.

How does the worker submit holidays?

This will depend on whether your worker accesses InTime to enter and submit their timesheets. Full details on how to submit claims can be viewed through our holiday request help page here.

Can I pay holiday out each week as it is accrued?

Yes this is possible. For further details on setting this up, please contact your pay and bill executive contact.

Payslips

How do workers receive their payslip?

Payslips are not emailed to workers.  Instead, workers access payslips through our Payslip Portal.

Payslip notifications are usually emailed to the worker the day before pay day.

Will workers receive log in details to access the portal?

Workers will receive an new payslip email notification. Workers will need to follow the instructions on the email to gain access for the first time.  To register, workers will need to provide their email address, National Insurance number and company code. More details on the registration process can be found here.

What will the worker payslips look like?

An example of a worker payslip can be viewed below.  The payslips will be branded with your logo.

(click to enlarge)

Leavers

What do I need to do when a worker finishes working with our Agency?

Please email your pay and bill executive contact at paybill.esl@rsmuk.com.

Please include the worker name, the leave date and whether any remaining outstanding holiday should be paid.

How do my workers receive a copy of their P45?

Worker P45s are made available through the worker's payslip portal account.

Can P45s be emailed to a worker instead?

No. Workers must log in to their payslip portal account to access their P45.

How long will leavers have access to their payslip account?

Leavers payslip portal accounts will remain active for 90 days from their leave date. Leavers are notified of this each time they log in to the payslip portal.

Returning Workers

What is a returning worker?

A returning worker is someone who has been marked as a leaver and has received a P45. Then at a later date begins working with you again. In these cases, when the worker returns, the worker will enter a new period of employment and will be treated as a new starter.

Can I re-use the old record for returning workers?

No. You will need to create a new worker record on RSM InTime.

What do I need to provide for a returning worker?

Returning workers will be treated as a new starter, therefore you should follow the steps outlined in the Adding a New PAYE Worker section.

Will the worker need to re-register with the payslip portal?

Yes. The worker will need to re-register for each new period of employment. It is possible to combine a worker's old payslip portal account with their new account. This is not an automatic process and applied on a worker by worker basis. Please email your pay and bill executive contact at paybill.esl@rsmuk.com with details of any worker payslip portal accounts that you would like to combine.

End Of Year (P60s)

Will my workers receive a P60?

Yes. P60s will be created for every active PAYE worker on your payroll. P60s are available to all workers through the payslip portal.

When will P60s be made available to my workers?

P60s are usually made available to workers within a few weeks of their final payment for the tax year. All P60s are made available before HMRC’s deadline of the 31st May.

Pension

When will my workers enrol in to my pension scheme?

Your workers can postpone for up to 3 months from their start date.  We will configure our payroll software during the on-boarding stage to automatically apply the postponement period provided by you.

Do I need to enrol my workers?

Yes, this is a legal requirement.

What if my worker doesn't want to join the pension scheme?

Workers must opt out with the pension provider directly.  We can only accept opt out notifications received from your pension provider. More information about opting out can be found here. For more details, please liaise with your pension provider.

What if my worker wants to opt in the pension scheme?

Workers who aren’t eligible for automatic enrolment have a right to opt in to the pension scheme. Requests to opt in must be submitted in writing and signed by the worker making the request. More information about opting in can be found here.

How much will my workers contribute to their pension?

There is a minimum amount that you and your workers need to pay in to their pension scheme.  Details of the current contribution rates can be found here.

What are my pension duties?

• We will assess whether your workers are eligible to join the pension scheme. 

• We will calculate the relevant pension contributions in line with how the pension scheme has been configured.

You are required to complete each of the tasks listed below. If you have opted for our pension admin service, we will complete these tasks on your behalf.

• You need to write to each worker individually to explain how automatic enrolment applies to them.

• You need to advise of any opt out notices received by your pension provider prior to each payroll being completed.

• You need to upload enrolment and contribution details directly to your pension provider.  We will provide you with a set import files for your chosen provider once each payroll period has been completed.

Reports

PAYE reports can be split in to two parts. The timesheet margin and payroll reports.

Timesheet margin analysis

RSM InTime provides you with access to our timesheet margin reporting tool. The reporting tool allows you to create and save your own custom layout, along with the ability to customise your own date range. You can choose to run your report for the current period or alternatively run the report over several months. Full details on the margin report can be found here.

PAYE reports

We will provide you with a standard set of reports that detail all the costs associated with your PAYE contractors. This will include reports such as:

• Gross to net summary

• Copy payslips

• Pension contribution details

• Holiday balance summary

• P32 Detailing your PAYE liability

These reports will be uploaded to our secure Client Portal Document Centre.

Can you email me the reports each week?

No. As the reports contain sensitive data, they will be made available to you through our Client Portal Document Centre.

Queries/Questions

Who do I contact if I have a payroll question or need to speak to someone?

Your pay and bill executive contact can be contacted on the details below:

• Tel                01324 667 230

• Email           PayBill.ESL@rsmuk.com

Can my worker call you directly if they have a pay or timesheet query?

Unfortunately, we will only respond to queries or questions raised by you or an authorised administrator in your business.  Workers should direct their queries to you.