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 modal (tax year, tax month, employees, total pay, total tax)
3. Enter your Government Gateway password — it is used once for this submission and never stored
4. Click Submit FPS

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

If HMRC have not answered yet

HMRC normally answer within seconds. If no final answer arrives in about 45 seconds, the submission is listed under Recent submissions on the PAYE page (Apps → PAYE for Employers (RTI) → Open PAYE) with an amber Polling badge. Click Resume on that row and enter your Government Gateway password again — dynamik.app asks HMRC for the outcome. Once HMRC have answered, the badge changes to Accepted or Rejected; if it still says Polling, wait a minute and press Resume again. Do not submit the FPS a second time while it is still Polling. The same applies to an EPS.

If HMRC still give no final answer after repeated attempts, the submission is marked Error and the message shows the Correlation ID — quote it to HMRC to check the outcome before submitting again.

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.