## Creating a Pay Run A pay run calculates pay for all employees with a specific pay frequency (e.g. all monthly employees, or all weekly employees). ### Step 1: Start a New Pay Run 1. Go to **Payroll > Pay Runs** 2. Click **New Pay Run** 3. Select the **pay frequency** (weekly, fortnightly, four-weekly, or monthly) The system automatically calculates the next period dates based on your previous pay run for that frequency. If this is your first pay run, you'll need to set the period start, period end, and payment date manually. ### Step 2: Review Period Details - **Period Start / End** — The dates this pay period covers - **Payment Date** — When employees will be paid (this is reported to HMRC) - **Employee Count** — Shows how many active employees match this pay frequency Click **Create Pay Run** to generate the pay run. ### Step 3: What Happens Automatically When a pay run is created, the system: 1. Finds all active employees with the selected pay frequency 2. Calculates each employee's **basic pay** (annual salary / periods, or hourly rate x contracted hours) 3. Calculates **PAYE income tax** using the cumulative method based on their tax code 4. Calculates **National Insurance** contributions (employee and employer) 5. Calculates **student loan** and **postgrad loan** deductions if applicable 6. Calculates **pension** contributions (employee and employer) if enrolled 7. Calculates **net pay** 8. Stores year-to-date (YTD) figures for each employee The pay run is created in **Draft** status so you can review and adjust before approving. ### Pay Frequencies | Frequency | Periods per Year | Typical Payment Day | |-----------|-----------------|-------------------| | Weekly | 52 | Every Friday | | Fortnightly | 26 | Every other Friday | | Four-weekly | 13 | Every 4 weeks | | Monthly | 12 | Last working day or 25th | ### Running Multiple Frequencies You can have employees on different pay frequencies. For example: - Monthly salaried office staff - Weekly paid site workers Each frequency has its own pay runs. They are completely independent.