Admin-Payroll

Summary

Admin Payroll is where you set up payroll for a company location before processing a pay run. Add a payroll location, assign a Payroll Owner, then configure the available payroll tabs for that location.

This article provides an overview of Admin Payroll. Use the related articles for detailed guidance on each setup area.

In this article

• Before you begin
• Step 1: Open Admin Payroll
• Step 2: Understand location cards
• Step 3: Add or edit a payroll location
• Step 4: Open a location and use the tabs
• Frequently Asked Questions (FAQ)

Before you begin

To use Admin Payroll:

• Payroll must be included in your organisation’s contract.
• You need access to the Admin Payroll page.
• Payroll is not shown for the Mental Health;L & D package.

What you can do on the page depends on your permissions:

• Add Payroll
• View Payroll
• Edit Payroll
• Update Payroll Status

Access to individual payroll tabs also depends on your permissions:

• HMRC Details: View HMRC and Edit HMRC
• Schedule: View Schedule, Add Schedule, Edit Schedule, Delete Schedule, and Update Schedule Status
• Pay Code: View Paycode, Add Paycode, Edit Paycode, and Delete Paycode
• Settings: View Payroll Settings
• Audit: View Payroll Audit

Before setting up payroll, you should have:

• At least one company location
• The person who will be the Payroll Owner
• HMRC PAYE and Government Gateway details if you need to submit RTI
• Accounting codes if you want to map pay codes to your ledger

Set up payroll from Admin > Payroll. Process pay runs from Company Money.

Step 1. Open Admin Payroll

1. Log in to Plumm.
2. From the main menu, select Admin.
3. Select Payroll.
4. The Payroll page will open.

Step 2. Understand location cards

The Payroll page includes a Search field and, if you have Add Payroll permission, an Add Payroll button.

Each payroll location card shows:

• Location name
• Status
• Payroll Owner name and photo

Active payroll locations

An active payroll location displays the status Active.

1. Find the location you want to manage.
2. If you have View Payroll permission, select the card to open it.
3. Alternatively, select the ⋮ menu to view the actions available to you.

Depending on your permissions, an Active card can include:

• View — Opens the payroll location in view mode. Country, Location, Currency, and Payroll Owner cannot be changed.
• Edit — Opens the payroll location in edit mode. You can change Currency and Payroll Owner, but Country and Location cannot be changed.
• In Active — Deactivates the payroll location.

When deactivating a payroll location:

1. Select In Active from the ⋮ menu.
2. The Inactive Payroll? confirmation will appear.
3. Review the message Are you sure you want to inactive this payroll?
4. Select Confirm.

Once completed, Plumm displays Payroll Inactive successfully.

In Active payroll locations

An In Active payroll location has been deactivated and cannot be opened.

If you have Update Payroll Status permission:

1. Select the ⋮ menu.
2. Select Reactivate.
3. The Reactivate Payroll? confirmation will appear.
4. Review the message Are you sure you want to reactivate this payroll?
5. Select Confirm.

Once completed, Plumm displays Payroll reactivate successfully.

Search for a payroll location

Use the Search field to filter payroll cards by the location name or status text displayed on the card.

If there are no payroll locations, Plumm displays Nothing to show here yet.

Step 3. Add or edit a payroll location

Add a payroll location

You need Add Payroll permission to add a payroll location.

1. Select Add Payroll.
2. In the Add Payroll window, select the Country.
3. Select the Location.
4. Select the Currency.
5. Select the Payroll Owner.
6. Select Confirm.

After the payroll is successfully created, Plumm displays Payroll added.

If payroll has already been set up for the selected location, Plumm displays Payroll already exists on selected location.

Country and Location cannot be changed after the payroll location has been created.

Edit a payroll location

You need Edit Payroll permission to edit a payroll location.

1. Find the Active payroll location.
2. Select the ⋮ menu.
3. Select Edit.
4. Change the Currency or Payroll Owner as required.
5. Select Confirm.

After the changes are saved, Plumm displays Payroll updated.

Step 4. Open a location and use the tabs

1. Find an Active payroll location.
2. Select the location card.
3. The Manage Payroll page will open.
4. Check the location name shown in the header.
5. Use the back chevron when you want to return to Admin Payroll.

The tabs you can see depend on your permissions.

HMRC Details

Requires View HMRC permission.

Use HMRC Details to manage:

• PAYE details
• Government Gateway details
• Notifications
• Employment Allowance
• Apprenticeship Levy
• Test Mode

Schedule

Requires View Schedule permission.

Use Schedule to add and manage pay schedules, including:

• Pro Rata Rule
• Holidays Are Paid
• Day Offs Are Paid

Pay Code

Requires View Paycode permission.

Use Pay Code to:

• Add custom pay codes
• Map accounting codes to system pay codes

Settings

Requires View Payroll Settings permission.

Use Settings to manage email and password protection for:

• Payslips
• P45
• P60

Audit

Requires View Payroll Audit permission.

Use Audit to review changes made to the payroll location.

Banking

Banking is shown only when the BACS add-on is active.

Use Banking to select the default bank used for payments.

Worker Group is not available on the Admin Payroll page. Worker groups are used on Benefits.

Frequently Asked Questions (FAQ)

1. Why can I not see Admin > Payroll?

Payroll must be included in your organisation’s contract, and you need access to the Admin Payroll page. Payroll is not shown for the Mental Health;L & D package.

If you still cannot see Payroll, ask your administrator to check your access.

2. What does In Active mean on a payroll location?

In Active means that the payroll location has been deactivated. You cannot open it until someone with Update Payroll Status permission selects Reactivate.

3. Can I change the Country or Location after payroll is created?

No. Country and Location are set when the payroll location is created and cannot be changed afterwards.

If you have Edit Payroll permission, you can still change the Currency and Payroll Owner.

4. Where do I process a pay run?

Set up payroll from Admin > Payroll. Process pay runs from Company Money.

5. Do I need permission for every payroll tab?

No. Each tab is shown only when you have the relevant view permission.

The Banking tab also requires the BACS add-on to be active.