Client Data Collection Checklist

Before setting up a new client business in Employment Hero, gather this essential information to ensure a smooth setup process. Please note, this list may not be comprehensive, depending on individual requirements and processes. It is designed to give you a basic idea of what is required to run a payroll.

Business Information

Company Details

• Business name (as registered with Companies House)
• Trading name (if different)
• Company registration number
• Business address
• Business phone number
• Business email address

Legal Information

• Company type (Ltd, LLP, Sole Trader, etc.)
• VAT registration number (if applicable)

HMRC Information

PAYE Details

• PAYE reference number
• Accounts Office reference number
• Auto Enrolment staging date

Employee Information

Employee Data

• Employee names
• National Insurance numbers
• Date of birth for each employee
• Start dates
• Job titles
• Current salary/hourly rates

Employee Bank Details

• Bank names
• Sort codes
• Account numbers
• Account names

Year-to-Date Information

• Gross pay year-to-date for each employee
• Tax deducted year-to-date
• National Insurance contributions year-to-date

Payroll Structure

Pay Information

• Pay frequency (weekly, fortnightly, monthly)
• Pay day (specific day of week/month)
• First pay run date with Employment Hero

Basic Rates

• Standard hourly rates by role
• Salary amounts for salaried employees
• Overtime rates (if applicable)

Banking Information

Business Banking

• Bank name
• Account name
• Sort code
• Account number

Contact Information

Primary Contacts

• Payroll contact name and details
• Finance contact name and details

User Access

• List of users who need access to Employment Hero
• Email addresses for all users

Holiday Information

Annual Leave

• Annual leave entitlement (days per year)
• Holiday year start date
• Current holiday balances for each employee

Pre-Setup Requirements

Before Starting

• Go-live date agreed
• Final pay run date with current provider
• All information verified with client

Notes

Client-specific requirements: Note any special arrangements or important considerations for this client.

Important: Ensure all information is current and accurate. Missing employee data or incorrect HMRC details can delay your first pay run.

Data Protection: Handle all employee data securely and in accordance with GDPR requirements.