Approving & Submitting a Pay Run

Approving & Submitting a Pay Run

Pay runs follow a workflow: Draft > Approved > Submitted > Paid

Approving

Once you've reviewed all entries and are happy with the figures:

1. Open the pay run
2. Click Approve
3. The status changes to Approved and entries are locked from editing

Approving confirms the pay figures are final and ready for reporting.

Submitting FPS to HMRC

After approving, you can submit the Full Payment Submission (FPS) to HMRC:

1. Click Submit FPS
2. Review the summary in the confirmation modal (employee count, total pay, total tax, total NI)
3. Click Confirm & Submit

The system sends the FPS data to HMRC electronically via the RTI (Real Time Information) system. This includes:

• Each employee's pay, tax, and NI for this period
• Year-to-date totals
• Starter information for new employees
• Leaver information for departing employees

Important: FPS must be submitted on or before the payment date. Late submissions may incur penalties from HMRC.

Marking as Paid

After you've actually paid your employees (via bank transfer, etc.):

1. Click Mark as Paid
2. The status changes to Paid

This is a record-keeping step — dynamik.app does not transfer money. You need to make payments through your bank separately.

Reverting to Draft

If you need to make changes after approving (but before submitting FPS):

1. Click Revert to Draft
2. Make your changes
3. Approve again

You cannot revert a pay run that has already been submitted to HMRC.