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Payroll services support corporates in inspecting the daily-based payroll processes, i.e., calculations of accurate tax, salaries, wages, allowances, accounts, and eliminations of inaccuracies in the payrolls. Corporations, however, need to arrange payroll solutions with essential features for business continuity.In general, payroll taxes are collected via the PAYE (Pay As You Earn) system performed by employers.

To pay employees on time, including all the benefits bounded by HMRC, employers must register with PAYE. During the COVID-19 crisis, the UK government has helped employers and employees by introducing more beneficial schemes and packages. 

As lockdown regulations have been released, the Chancellor declared a range of support packages to continuing COVID in the spring Budget of 2021 to benefit enterprises, self-employed individuals, employers, and the economy. Paying Statutory Sick Pay (SSP) and Coronavirus Job Retention Schemes (CJRS) are the support packages, yet both schemes are part of the PAYE system. Employers registered with the PAYE can take advantage of these schemes as well.

How Payroll Tax Procedure Operates in the UK

UK payroll procedure is considered as one of the complex procedures. Pay As You Earn (PAYE) is a central system responsible for processing payroll taxes in the UK. The employer must deduct the amount of tax from the salary that an employee owns and directed it to the HMRC (Her Majesty’s Revenue and Customs) department.

Although, the process of paying payroll tax is the same for both the salaried and hourly-paid workers. The majority of businesses deduct this amount every month from the employees. Employers send their current pay deductions by post and electronically on or before the 19th and 22nd of each month in the UK. Thus, employers need to keep on updating their accounts to pay their workers on time.

Employee Payroll Set-Up

In the UK, employers have to go through a simple procedure to prepare employee payroll. As soon as the employer employs his first worker, he follows some basic steps of PAYE, elaborated down below:

Step#1: PAYE Reference Number

Predominantly, employers apply online to get a reference number from the government. After successfully registering as an employer with HMRC, only then RN can be acquired. HM Revenue and Customs send reference number via message to employer after five working days.

Step#2: Get Employee’s Tax Code

Employer uses tax code to inspect the amount of tax deduction from the employee’s pay or pension. However, plenty of tax codes are used in the UK, yet HM Revenue and Customs department provide the exact tax code to employers. Furthermore, the required tax code is also available on employee’s pension letters, payslips, and P45 forms.

Step#3: Get Employee’s NIN (National Insurance Number)

Every employee has a National Insurance Number (NIN) in the UK that shows the tax they must pay to HM Revenue and Customs. Employees can find NI numbers on the payslip, bank statements, pension letters, and letters from the Department of Work and Pensions (DWP). So far, the employer also needs this number to check benefits, pensions, and amount of tax-related to his employee.

Step#4: Get Employee’s P45 Form

The P45 form is a tax code that is very important for both the employee and employer. Details regarding the employee leaving work, issued by the former employer at job termination, are available in this form. Revenue and Customs have the list in which the tax codes are listed. The employer gets this code to complete the further process.

Step#5: Configure PAYE for a New Employee

Finally, the employer can pay a new employee by computing their PAYE. To maintain continuity in PAYE, the employer can record the salary, estimate deductions, add the employer’s NI contribution in the pay, and get payslips. Consequently, the employer reports all payrolls to HMRC in a documented form recognised as a Full Payment Submission (FPS).

Traditional PAYE System Ambiguities

Employers receive the tax code of each employee via P9T or P9X forms. Whenever the tax code of any employee is updated by HMRC, under the PAYE system, an employee can receive the details of the new tax code through the P9T form. Further tax details such as employee’s tax-free income, increment, or decrement in tax will also be available in the P9T form.

However, an employee with more than one source of income gets confused among multiple tax codes. The employee does not get the right idea of which tax code should use. Hence, wrong information about the tax code can lead to incorrect deductions of tax for the taxpayer. As a result, employees are compelled to pay tax either over-deducted or under-deducted.

Also, due to the change in the tax code, an employee may get unqualified for multiple benefits, i.e., age-related relief and receiving a car on retirement. Sometimes, HMRC does not update the tax code automatically. Consequently, the employee might end up paying more tax. Due to these loopholes, HMRC is trying to mend the operations or functions of PAYE to avoid any discrepancies.

Basic PAYE Tools

Basic PAYE Tools (BPT) is an advanced form of PAYE. BPT offers multiple services to employers, such as update details of employee pay and deductions for tax by using Earlier You Update (EYU) function in a real-time environment. HMRC has introduced BPT to help employers and employees by providing Real-time Information (RTI).

Employers can use BPT to run payroll and report the pension contributions paid by the employees. Moreover, BPT is easy to install, and everyone can take advantage. Employers can receive notifications automatically and can add employee payroll information on or before payment.


Basic PAYE Tools does not support auto-enrolment, pension contributions, staff assessment, and supply information to the pension provider. Thus, HMRC is constantly updating the services to enhance the PAYE system operations via digital tools. Still, with the huge number of registered individuals and tax data, HMRC and UK government upgrading gradually but surely.

Choose the Best Payroll Consulting Firm

Managing all payroll processes in-house is complicated, and consultancy from an experienced and effective payroll accountant can provide you with better payroll management. Similarly, quickly expanding organisations may find it challenging to adapt swiftly for delivering payroll on a large scale.

Payroll consultancy services providers are comprised of a team of payroll management experts, including local market experts. As a result, they know how to execute compliant and dependable payroll at scale.

Experts at Bloom Financials take the time to get to know your organisation and create an accurate, timely, and user-friendly payroll for employees. Their services and practical insights give you total control and visibility into personnel data and corporate metrics, including real-time data visualisation.