Pay
- Hitesh Sud
- Stuart Murray
- Justin Stephens
This section controls all pay types for your employees. You can hold salary details as well as putting through one-off payments, pensions and loans. If you have Pay Manager or use our payroll service, support or your payroll executive can help with these sections.
If you are using this for reporting or have payroll outside of RSM, your payroll department can help with these fields and the information required. We have provided additional security on some of these tabs, with fields being locked once entered. (Certain users have the ability to unlock these.) If you are using our payroll services, please speak to your payroll executive should you need help.
Click the links below for information on each tab.
Details
We recommend you use the date field to help with your audit history tracking. You can use type of change and the reason dropdowns for each record (which are prepopulated), and can add to these within manage lookups. If you are using Pay Manager, the date is also used for any salary pro-rata payments for starters and leavers in a batch. Remember to use the create button for a new record, and save once details have been entered.
The currency field is optional and is controlled by creating a lookup.
Pick the basis: annual, daily, hourly, monthly, or weekly, then enter the amount according to the basis. If you choose annual, you need to enter the annual amount they will be paid. People Manager calculates and prepopulates the greyed-out fields.
Hourly - Salary divided by weeks in year (52 or 52.14), divided by the average work plan hours or the contractual hours if a work plan isn't present.
Weekly - Salary divided by weeks in the years (52 or 52.14).
Monthly - Salary divided by 12.
Annual - Multiplied by which ever option you have picked in the basis.
Rates
The rates tab can be useful if you have someone with various job roles that are paid at different rates. The job type dropdown is controlled within manage lookups.
Payroll
This section is required if you are using Pay Manager or our payroll submission service. (For further information, please contact support.) If you don't use either, you can still use this tab to store relevant information that may help your payroll department.
The below table provides further details about the individual sections and fields:
Section | Field | Description |
|---|---|---|
Tax & NI Details | NI number |
|
| NIC letter | The system auto-selects the NIC letter based on the employee's age. |
| Amend Letter | You can override the auto-selected letter if required using the amend letter button. Information about how to choose the right letter is available at gov.co.uk and a short definition is provided below for convenience. |
Director details | Director |
|
| Director start |
|
| Director end |
|
Starter declaration | simplified vs standard | |
|
|
|
You need to enter an NI number to allow your employees to log in, whether you use Pay Manager or not. The date of birth and NI number are used by the employee to log in to MyHR and create their own password. On entering these details, they must match what is recorded in their record.
This area stores all tax details for your starter and includes: student loans, starter declaration, P45 and the employee's tax and NI information. You will also assign the payroll details, payment method and pay frequency. Your payroll department can help you with these details, alternatively please refer to Payroll - GOV.UK (www.gov.uk) for further information.
Once set, these fields become locked from which point you must click Unlock to change any details. (This is restricted to certain users.)
Pension
If RSM are processing your UK payroll, they will set up the pension configuration for you (including AVC if required). The following is only relevant if RSM are not processing your UK payroll.
Multiple pension schemes can be created via Admin → Pension → Pension Schemes and are available in the Scheme dropdown on the Pension tab. If the employer and employee percentage contributions have been specified in the scheme, they automatically populate the contributions fields on the tab, but can be amended if required. Employees with an AVC scheme have two pension entries, one for their normal scheme, and a second for their AVC scheme. (AVC schemes are designated by the AVC checkbox in the pension scheme.)
The type of scheme determines the fields displayed on the tab. For normal schemes, the four fields Employer Percentage, Employee Percentage, Employer Fixed Amount and Employee Fixed Amount are available. For AVC schemes, the two fields AVC Percentage and AVC Fixed Amount are available.
Please hover over the question marks for additional explanations.
If you migrate the People Manager database to a new instance of the system, any pensions created in RSM payroll are automatically created in the new instance of People Manager.
Further down the page you have the option to enter retirement details:
Bank
You will only ever store the current bank details of an employee; we do not hold historical records.
These can be updated by the employee if required, with/without authorisation.
Bonus
This area allows you to enter bonuses. If you require multiple bonus types, these can be configured via Admin → Lookups → Manage Lookups → Bonus Types.
If you have Pay Manager and want bonuses to be shown separately on payslips, each bonus will require a separate pay element. Once you have added your bonus record with a date, type and amount, click save.
The date field here will not pro-rata, ie, if you enter the 15th of the month, it will pay the whole amount within that pay period.
Benefits
This screen allows you to add benefits for your employees where a new record must be created for each benefit. The type field can be populated by manage lookups, and the renewal date can have an alert associated with it. We have provided a variety of fields allowing you to add a policy number, employee and employer amounts, and the allowance. (Please note, this does not get transferred to the payroll system - the box is only used for storing and reporting.)
Allowances
As with the benefits screen, you need to create a new record for each allowance. (The name field can be populated within lookups.) By leaving the end date unpopulated, the allowance will continue to run each pay period and can be added to submissions for payroll purposes. For further help, please contact support.
This screen is effective date driven and will calculate the deduction amount based on this field, ie, if you enter the 15th of the month and the amount is £200, it only takes £100 for that pay period. You can configure alerts against the end date field on this tab.
Deductions
As with the benefits and allowances screens, you need to create a new record each time. (The name field can be populated within lookups.) By leaving the end date unpopulated, the allowance continues to run each pay period and can be added to submissions for payroll purposes. For further help, please contact support.
This screen is effective date driven and will calculate the deduction amount based on this field, ie, if you enter the 15th of the month and the amount is £200, it will only take £100 for that pay period. You can configure alerts against the end date field on this tab.
Loans
Within the loan screen, you can record the loan amount and the repayment amount per period. The remaining balance is greyed out and automatically updates after each pay period. If the loan has been paid outside of the system, you can mark it as repaid. Each loan should have its own entry, and loan types are created within manage lookups. This can also be added to submissions for payroll purposes.
Misc
This tab allows you to hold other information for report purposes.
