Adding Employees

Coming Soon — Payroll is currently in development and will be available in a future update. This article describes how the feature will work when it launches.

Adding employees to Accounted payroll

Before you can run your first pay run, you'll need to add your employees to the system. Here's what information you'll need and how the process will work.

Information required for each employee

When adding an employee, you'll need the following details:

Personal information:

• Full legal name (as it appears on official documents)
• Date of birth
• Home address
• National Insurance number
• Gender (required for NI calculations)

Employment details:

• Start date
• Job title
• Annual salary or hourly rate
• Pay frequency (weekly, fortnightly, four-weekly, or monthly)
• Normal working hours per week

Tax details:

• Tax code — This is usually provided on a P45 from the employee's previous employer, or issued by HMRC. If this is the employee's first job, you'll use the standard tax code (currently 1257L). If they don't have a P45 and it's not their first job, you'll need to use a starter checklist.
• Student loan plan type (if applicable) — Plan 1, Plan 2, Plan 4, or Postgraduate Loan. The employee should tell you which plan they're on.

Pension details:

• Whether the employee is eligible for auto-enrolment
• Pension provider and contribution percentages (if applicable)
• Postponement date, if you're deferring auto-enrolment

Bank details (for payment):

• Account name
• Sort code
• Account number

Adding an employee step by step

1. Go to Payroll > Employees > Add Employee in your dashboard.
2. Enter personal details — Fill in the employee's name, date of birth, address, and NI number.
3. Enter employment details — Set their salary or hourly rate, start date, and pay frequency.
4. Set up tax — Enter their tax code and student loan status. If they have a P45, enter the details from it (previous pay and tax to date).
5. Set up pension — Configure auto-enrolment settings. Accounted will calculate whether the employee qualifies based on their age and earnings.
6. Enter bank details — For paying the employee directly (BACS details).
7. Review and save — Check all details and save the employee record.

Starter checklists

If a new employee doesn't have a P45, they'll need to complete a starter checklist. Accounted will generate a digital starter checklist form that your employee can fill in. Based on their responses, Accounted will determine the correct tax code to use.

The starter checklist asks the employee to select one of three statements:

• Statement A — This is their first job since 6 April, and they haven't received a pension or Jobseeker's Allowance.
• Statement B — This is their only job, but they've had a previous job or received benefits since 6 April.
• Statement C — They have another job or pension.

Each statement results in a different tax treatment for the employee's first pay period.

Updating employee details

Employee details can be updated at any time from their profile. Changes to tax codes should be made when you receive a new coding notice from HMRC. Penny will alert you when HMRC sends a tax code change so it's applied in your next pay run.

When an employee leaves

When an employee leaves your employment, you'll need to mark them as a leaver in Accounted. This triggers the generation of a P45, which the employee will need for their next employer. Accounted will also handle the necessary RTI submission to inform HMRC.