Keep each payroll run organised from changes to approval.

Build the routine around your pay cycle

Payroll administration depends on accurate information arriving in time for the agreed pay date. Yudey helps organise a process for employee changes, pay inputs, review and reporting. We begin with employee numbers, pay frequencies and the arrangements already in place. A stable monthly payroll may need a different routine from weekly pay with changing hours and frequent starters.

The written scope identifies the tasks included and the responsibilities retained by the employer. HMRC guidance describes the recurring reporting and record tasks associated with running payroll. ^[1] We distinguish administration from employment advice, payment execution and a complete audit of historic pay. The proposal makes those boundaries clear before a recurring service is accepted.

Set the information and approval cut-offs

The agreed process can identify who provides hours, salary changes, absence information and other pay inputs. We set a cut-off and explain how late changes are handled. A manager's informal message should not be treated as an authorised pay instruction without the agreed approval route. This helps the business avoid unclear decisions becoming payroll figures.

Starter and leaver information also needs a reliable process. We identify the details and documents required for the service, along with responsibility for confirming them. Protected employee records are shared through an agreed method after onboarding. Do not submit personal identifiers, bank details or payroll files through the initial enquiry form; a summary of the workforce is enough to begin scoping.

Prepare the agreed payroll output

The service can include processing approved inputs, producing agreed reports and preparing payslips within the specified system. We identify unusual movements and questions needing the employer's response. Variable hours, statutory payments and particular deductions may need supporting facts or additional professional analysis. The scope states which situations are covered and how exceptions are escalated.

We do not decide contractual entitlements solely through payroll processing. Questions about holiday rights, employment status or a disputed deduction can require employment or specialist advice. The employer supplies the relevant decisions and approved information through the agreed route. An administration service should not imply that every underlying employment arrangement has been legally reviewed.

Review before reporting or payment

The proposed workflow includes an approval stage for the payroll output. We identify the version and any changes since the previous run, so the authorised person can confirm the figures. If late information requires a rerun, the approval record should remain aligned with the version used. The proposal states the included corrections and additional-run arrangements.

Where HMRC reporting is included, suitable authorisation and software access are established. Submission evidence is retained as part of the handover. Reporting, issuing payslips and paying employees are different actions. We do not assume authority to move funds or change bank instructions merely because payroll figures have been prepared, and any payment-related service requires express agreement.

Coordinate pensions and other connected tasks

Payroll can interact with workplace pension administration, benefits reporting and accounting records. We identify which interfaces are included and who checks that the information reaches the next process. Preparing a payroll report is not the same as confirming a pension contribution has been received or a payment has cleared. The responsibilities and evidence should be separately visible.

Year-end tasks, historical corrections and provider migration may require additional scope. If an existing reporting problem is present, explain the period and concern at the start. We assess the required professional work rather than absorbing an unknown backlog into a routine fee. The recurring timetable begins from an agreed opening position and documented handover.

Agree the service commitment

Fees depend on employee numbers, frequency, complexity and the connected tasks requested. The GBP quote states applicable VAT, included runs, correction arrangements and software charges where relevant. It also identifies how changes in workforce or pay complexity affect the service. This lets you understand the recurring commitment before sharing detailed records or moving from another provider.

Start with workforce size, pay frequency, next payday and current arrangements. Mention irregular hours, overseas elements or outstanding errors that may affect onboarding. We will clarify the proposed routine and assess availability before agreeing the first run. An enquiry does not itself establish a commitment to meet a payday or reporting deadline.