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Posted on

February 1, 2018

Information and data required to set up a payroll with Paycircle

Here is a list of the information you need to have plus some decisions you may need to make prior to getting set up

  1. Information about your company

    Tell us:

    • Your company’s name
    • Your company’s address
    • Your company’s logo – for your payslips
    • A contact name and email – for employee’s pay queries
    • A contact name and email – for our main point of contact
    • Details of any team members who require Administrator access on Paycircle and also what level of access (basic, admin or super admin)
    • Who your company Director’s are (for National Insurance purposes)
  2. Your company and HMRC

    Tell us:

  3. Your bespoke payroll set up

    Tell us:

    • Your company’s pay periods – weekly or monthly etc
    • The pay periods start and end days or dates – e.g. first to last day of each month or 15th to 14th each month or Monday to Sunday, if weekly
    • The payment day – e.g. the last day of each month or the 15th of each month or every Friday, if they are paid weekly
    • The day your employees are notified they’ve been paid and receive their payslips – normally the same day as the payment day
    • Whether they are paid a month in arrears – some companies pay periods are first to the last day of the month with the payment day being the end of the following month. This is called payment in arrears
    • Your company’s payroll processing day or date – the day that everything is processed and you know everyone’s pay and tax information. This may be different to the actual approval date, as you may leave a period in between processing and approval and payment, so that the data can be checked for errors or missing information
    • Your preferred payment method – how you make payments to your team – Faster Payments, BACS, bank transfer, cheque etc
    • If your payment method is via Faster Payments or BACS, which bank you use
    • Who makes the payments – your company, your payroll provider, someone else? If Paycircle makes the payments we need to have cleared funds in our account 24 hours before the payments need to be made, we will also pass on any third party processing fees
    • About the number of your payroll adjustments each pay period and if you have a file that you would like to upload for these adjustments
  4. Team information

    For each individual we’ll need:

    • First name and last name and middle name(s) if they have them
    • Date of birth
    • First line of their home address and postcode
    • National Insurance number and category (normally A)
    • Gender
    • Employers reference number / payroll ID
    • Company or personal email address
    • Tax code including  the W1/M1 indicator, if they have one
    • Starter Checklist information – A, B or C (only for new starters without a P45)
    • Year To Date information for every employee who has been paid this tax year (you won’t need this if you’re starting in April)
    • Employee’s bank details – if you are planning to use Paycircle to create a bank file for paying employees


    You should be able to get this information very easily from your current software provider or software package. Here is an example layout of a file showing all of the employee data required to set up and run your first payroll (pink fields are mandatory).

  5. Your pension information

    Tell us:

    • Your company’s Staging Date or next  re-enrolment date for Workplace Pensions – whether there’s a scheme in place already or if the staging date is in the future. You can use our Staging Date calculator to check, you’ll need your PAYE Reference to hand
    • Which pension company you have chosen or are going to choose – if there is a scheme in place, we’ll need to know which pension provider you’ve chosen and your scheme’s Employer Reference Number
    • If there is a scheme in place, we will also need an export of your member’s pension data – this is to take into account historic opt-ins and opt-outs and make sure that everyone’s enrolment status is correct.
    • Whether or not your company postpones pension assessment for all new employees (normally three months)


    Paycircle connects automatically to six different pension providers:

    NEST (National Employment Savings Trust), NOW Pensions, Legal & General, The People’s Pension, Smart Pensions and Aviva.

    If you have a different pension provider to any of these, or have any questions at all relating to any of this information, please contact our Support Team.

  6. Sending your data to Paycircle

    Once you have everything ready, you can send it over as and when you have it. We have many different ways that you can send data to us securely, just contact our Support Team to discuss the best way of sharing your data.

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