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.