Register for PAYE: How and When - PAYE Registration Process

As a new business owner, there are many things to consider when it comes to managing your employees' payroll. One of the most important aspects of this is registering for PAYE. PAYE stands for Pay As You Earn and is a system used by HMRC to collect income tax and national insurance contributions from employees' salaries. In this blog post, we will cover everything you need to know about PAYE registration, including its importance in payroll management and the criteria for registering. So, whether you are a self-employed individual or an employer with a team of staff, read on to learn all about PAYE registration.

PAYE, or Pay As You Earn, plays a crucial role in income tax deductions for employees, ensuring accuracy and compliance. It simplifies payroll management for employers by automating the process. It's a fundamental part of managing your employees' finances and ensuring that they receive the right amount of pay after tax deductions. Additionally, PAYE contributes to funding essential government services. It also ensures that employees have contributions to national insurance and pensions. Registering for PAYE is a significant step for companies to meet tax regulations and avoid penalties.

The Role of PAYE in Payroll Management

PAYE plays a crucial role in payroll management. It calculates income tax and national insurance deductions for employees, including deductions for employee benefits, student loan repayments, child maintenance, and pension contributions. PAYE also generates detailed payslips that outline the deductions made. In addition, it records payroll information for annual reports and self-assessment tax returns. Furthermore, PAYE provides employers with a reference number for tax code notices and contact details for employees. Managing payroll efficiently and accurately is essential for any business, and PAYE helps streamline this process.

Impact of PAYE on Employers and Employees

Completing the PAYE registration process before the first payday is crucial to avoid any delays. Through PAYE registration, employers can deduct income tax and national insurance contributions from employee wages, ensuring that employees' national insurance contributions are included in their payroll deductions. This registration also enables employees to receive payslips with income tax deductions, contributing to accurate employee records for tax and pension purposes. The impact of PAYE on both employers and employees is significant in terms of efficient payroll management and compliance with tax regulations.

You need to register your company for PAYE if any employees (including directors) meet at least one of the following conditions:

• They are paid £123 or more per week
• They receive a pension.
• They have a second job.
• They receive expenses or other employee benefits.
• if you operate under the Construction Industry Scheme (CIS) as a contractor

According to HMRC's current guidelines, you should register for PAYE before your first payday. Please note that it can take up to 15 working days to receive your PAYE reference number, so you should register at least a week in advance of your planned payday.

However, you can't register too early. Ensure that you register within two months of when you plan to start paying your staff.

To pay an employee before you get your employer PAYE reference number, you should:

1. Run payroll.
2. Store your full payment submission.
3. Send a late full payment submission to HMRC.

You can register an an employer and set up PAYE online. If you need to register your company for PAYE, you must do so before the first payday, but no more than 2 months in advance. Within 15 working days of registering, you should receive a letter with your PAYE reference number. You will need PAYE reference number to enroll for PAYE Online and send payroll information to HMRC.

PAYE Registration Process

You can run your payroll and send information about payments you make to your employees to HMRC in two ways: Register for PAYE online or on paper.

HMRC mandates that most people should send the information online using payroll software. However, some employers can still use paper to send information to HMRC.

Keep following details on hands while registering for PAYE:

• your name and address
• contact details, for example telephone number, email address
• type of business (for example sole trader)
• number of employees you expect to employ
• date you want the PAYE scheme to start (‘today’ is the default)
• date of first payday (if known)
• your National Insurance number

For any additional information required for your specific company setup, it's advisable to consult professional advice.

Managing PAYE after Registration

After successfully registering for PAYE, it is crucial to effectively manage your payroll obligations. Utilize reliable payroll software to handle PAYE deductions and maintain accurate records for your employees. Make sure to submit a full payment submission to HMRC for each pay period, including income tax, national insurance, and pension contributions. Regularly update employee details, tax code notices, and contact information as necessary. When facing any queries or concerns, hire a professional small business accountant.

If you want to stop being an employer or your employee(s) starts earning below the relevant LEL, you should inform HMRC to close your PAYE record.

1. Submit a final payroll return, which can be either a Full Payment Submission (FPS) or Employer Payment Summary (EPS).
2. Ensure you deduct and pay any outstanding tax and National Insurance to HMRC within 17 days (or 14 if you’re paying by cheque).
3. Remember to select the 'Final submission because scheme ceased' box
4. Provide the date you closed your PAYE scheme in the 'Date scheme ceased' box (future dates are not allowed).
5. Send your expenses and benefits returns.
6. Enter a leaving date on each employee's payroll record.
7. Provide your employees with a P45 on their last day. Most payroll software can generate a P45 for you, or you can order them from HMRC.

Registering for PAYE is a crucial step for both employers and employees to ensure compliance with tax regulations and proper payroll management. It is mandatory to register for PAYE under certain circumstances, and the process can be completed online with careful preparation and attention to detail. At GoForma, we understand that managing payroll and tax can be challenging, especially for new businesses. Our expert small business accountants are here to assist you every step of the way. Don't just take our word for it; check out our Google and Trustpilot reviews to see what our satisfied clients have to say about our services. Simplify your financial management today – hire accountants from GoForma and experience the difference!

Whether you're a start-up or an established business, let us help you manage the PAYE registration and tax compliance. Book a free consultation today to get started!

FAQs on PAYE Registration

Do I need to make pension contributions for employees?

By law, all employers must provide a workplace pension scheme. You are required to automatically enroll and contribute to the pension for any employee who meets the following criteria: earns at least £10,000/year, is between the ages of 22 and the State Pension age, and typically works in the UK.

Do I need to register for PAYE if I do not have any employees?

Even if you do not have any employees, you might still be required to register for PAYE. The necessity of PAYE registration hinges on whether you (or any other directors) receive a director's salary of £120 or more per week and/or obtain employee expenses or benefits through the company, and/or if the company hires subcontractors for construction work.