getting started guide bureau payroll - moorepay

BUREAU PAYROLL

GETTING STARTED GUIDE

– Last Updated 09/03/2020

Moorepay Bureau Payroll

Contents 1.0 Purpose of Document

2.0 Home Page Navigation

3.0 Entering A New Starter

4.0 Making Someone A Leaver

5.0 Salary and Hourly Rate Changes

6.0 Permanent Payment/Deduction Code Changes

7.0 Creating A Bulk Timesheet Template

8.0 Inputting Temporary Adjustments using Bulk Timesheets

9.0 Inputting Temporary Adjustments using Single Timesheets

10.0 Inputting Sickness

11.0 Inputting Statutory Payments

12.0 Inputting HMRC Information

13.0 Starting Payroll Process

14.0 Preview Reports

15.0 Restore Payroll

16.0 Complete Payroll Process

17.0 Final Reports

18.0 Online Payslips

19.0 Print Payslips

20.0 Resetting Employee Passwords

21.0 Payroll Cleardown



1.0 Purpose of Document

This guide is intended to assist new users to process a basic payroll using Moorepayhr Core Bureau Payroll, however it is not a comprehensive training guide. This guide is designed to be a prompt through your first Moorepay payroll runs or to act as a refresher whenever needed. If you have any questions that this guide doesn’t answer, please speak to your Moorepay contact.



2.0 Home Page Navigation

This is the main home screen.

You can return to this screen at any time by clicking the MP icon from anywhere in the system.

Further information on this screen can be found in the main manual.



3.0 Entering A New Starter

New starters can be entered in 2 ways; using the Hire option or the New Starter Wizard.

Both can be accessed from the Personnel Menu.

3.1 Hire Screen

When using the Hire screen all required information is contained within one main area.

Work through the page. Anything with a red * is a mandatory field.

This screen will show a default Tax Code of 0T W1/M1. This would need to be changed manually or entered

in the HMRC Details in the Employee Tab within the Payroll Menu.

You will find more information about Uploading HMRC Documents in section 11 of this guide.

Once all data has been entered you must select the Save option at the top of the page.

Further information regarding PAYE Tax and National Insurance can be found on the Government website

www.gov.uk

http://www.gov.uk/



3.2 New Starter Wizard

This is simply an alternative way to enter a new starter. Instead of one single screen, you work your way

through the individual tabs. You must complete and save each one before you can move on to the next.

There is no right or wrong way to enter a new starter – whether you choose to use Hire or New Starter

Wizard is simply down to personal preference.

If employees are going to be using ESS (Employee Self Service), you must also enter their email address in

the Contact Details screen from the menu option highlighted below.



You must also create a Security Profile for them.

This is done from the Security Menu – Define Users.

Selecting the above menu option will take you to the screen below.

Once the information has been saved, two emails will be sent to the employee. One e-mail will contain a link

to the system, along with their username, and the second e-mail will contain a temporary password.

More information on Security Profiles can be found in the main Moorepayhr manual.



4.0 Making Someone A Leaver

From the Personnel screen select Significant Dates.

Select the employee using the search field to enter their name, ID number, or NI number.

Change the Payroll Status to Leaver and enter the Leave Date and a Leave Reason (if required).

When payroll is processed the employee will then be paid up to and including the leave date and the P45 will

be printed and posted to you by Moorepay along with the final payslip.



5.0 Salary or Hourly Rate Changes

From the Personnel Screen select Employee Pay Details.

Search for the employee either by entering the name or their employee number.

Enter a new effective date for the new salary and input the new salary details.

Once amended, remember to click the Save button.



6.0 Permanent Payment/Deduction Code Changes

From the left-hand menu, select Payroll > Bureau Payroll > Employee > Payment Codes:

Select or search for the employee (as shown in previous screens), then select the Payment or Deduction

code you wish to amend - do this by clicking the magnifying glass to the left of the Pay Codes, then scroll

down to the deduction codes.

This screen is where you will enter recurring payments or deductions. This will also include Earning

Arrestments (for Scotland) and Attachment Orders.

If the payment or deduction code you require does not appear, you will need to contact your Moorepay

representative.

The details entered will depend upon the type of payment or deduction. For example, a Loan deduction will

be entered as a reducing balance.



If you need to temporarily stop a Payment or Deduction Code, select the code as shown above and enter an

S in the Stop Marker box.

When you wish to remove the Stop simply remove the S from the Stop Marker box and save.



7.0 Creating A Bulk Timesheet

Timesheets are used to process Temporary Adjustments (payments or deductions that only apply to this

pay period). Overtime, Expenses, Bonuses, and Commission are examples of temporary adjustments.

Timesheets can be entered individually (per employee), but if you have numerous adjustments in a pay

period you may find it is less time consuming to use a Bulk Timesheet where all amendments can be made

at once.

A Bulk Timesheet Template needs to be created first.

From the left-hand menu select Administration > Payroll > Bulk Timesheet Template:

Select New and give the template a Name and a Description, then select the Company and the Template

Type in the window which is now loaded.



Underneath the timesheet, you can select the Payment / Deduction codes by ticking the INCL box you

wish to appear on your template (you can create individual templates or have all required codes on one).

Remember to press SAVE in order to save the template.



8.0 Inputting Temporary Adjustments Using Bulk Timesheet Entry

From the Payroll tab in the left-hand menu, select Timesheets > Bulk Timesheet Entry:

Then click Generate A New Form:

Give the form a name (E.g. March Adjustments), select the template you would like to use, and press Save



Now double click on your saved timesheet to open your Bulk Timesheet.

Complete each column as required. This can be Saved if you have further adjustments or changes to make.

Once all data has been entered select Validate and Finalise.

Once the data has been validated select Import to Timesheets.

The bulk entries will then be uploaded to employees’ individual timesheets.

Once uploaded, Bulk Timesheets cannot be re-entered.

Any amendments should be made directly on the individual timesheets.



9.0 Inputting Temporary Adjustments Using Single Timesheets

If you don’t have many employees with adjustments or you need to amend adjustments, you can do this from

the Payroll menu, selecting Timesheets > Timesheets:

From the search field, find and select the employee.

Select the appropriate payment or deduction code required and enter the adjustment.

Press Save



10.0 Inputting Sickness

The most common way to input sickness is to use Leave By Proxy.

From the left-hand menu, select Personnel > Leave > Leave by Proxy:

Select the employee from the list and complete the sickness details.

Press Next filling out information as needed then press Finish.



11.0 Inputting Statutory Payments

From the left-hand menu, select Payroll > Bureau Payroll > Employee:

Scroll down and you will see the Statutory Payments listed:

Although the data that you will input here will vary, depending on the statutory payment, the process of

recording is the same for all types. Once you have entered the data, you can add KIT days in the KIT Days

box (this is only for recording dates. It will not calculate the pay).

If the employee is to receive no standard pay (salary, basic rate etc) in the statutory period, this would need

to be adjusted in their pay details.

For further guidance please refer to the Moorepay Help Guide or speak to your Moorepay

representative.



12.0 Inputting HMRC Information

12.1 HMRC Documents

HMRC data, such as new starter P45s or New Starter Checklists, P6 or P9 documents, Student Loan

Notices etc. should be entered via Payroll > Bureau Payroll > Employee > HMRC Documents:

This will then take you into this screen:

Here you can add in data such as Student Loan types, Post Graduate Loans etc. To add P45 or New Starter

Declaration information you must click on the Document Type box and select the option you need from the

drop-down menu:



Once you have selected the correct heading you can then add in Year to Date figures etc, or use the Starter

Declaration drop-down further down the screen to record the data, if you do not have a P45, for instance:

12.2 NI/RTI Details

This is where you can change National Insurance and Real Time Information Data, such as NI numbers and

table letters etc.



12.3 Current SSP Details

This a read only screen, which shows an employee’s entitlements for Statutory Sick Pay, if this is recorded in

the system.

If you have used the New Starter Wizard to create an employee, it is also in the Employee menu that you

will find the screen you need to enter costing data. Year to Date values are also recorded in here too.



13.0 Payroll Processing

When all the pay period data has been entered, and all HMRC information recorded, you need to send the

payroll for processing by the Bureau Payroll Team. There are several stages to this process.

13.1 Start Payrun Processing

From the left-hand menu go to Payroll > Bureau Payroll > Processing > Start Payrun Processing:

Select the company code, then tick the Process Payroll Confirmation button at the bottom of the screen,

then select Run Process.

An email will then be sent to the payroll processing team advising them that your payroll is ready for

processing.

Once processed you will receive an email advising that your payroll is processed and that your reports are

ready to view.



13.2 Preview Reports

Once you have started the Payrun Process, you will then be able to access your preview reports via the

Preview Reports screen:

You can then select the report or reports you require.

13.3 Payrun Restore

If you need to amend the payroll after checking your preview reports, you can go to Payroll > Payrun

Restore:

From this screen, select your Company Code, select the Save Type and then Run Process. This will

restore the payroll to the point before you went through the Start Payrun Processing status. Once you have

made the necessary changes, you will need to complete the Start Payrun Processing step again.

13.4 Complete Payrun Processing

Once you are happy that the payroll is correct, you can complete the payrun process.



To do this go to Payroll > Bureau Payroll>Processing>Complete Payrun Processing:

Once, again you need to select the Company Code, and tick the confirmation button, followed by Run

Process. If you wish, you can also add a message which will show on the payslips:

Your data will then be sent to Moorepay for processing.



14.0 Final Reports

From the main homepage you will see a link at the top right-hand side – Access My Reports.

If you are not using Moorepay Web Archiving you must ensure that you download your reports before

Clearing Down your payroll or you will lose access to your reports – you cannot access historical reports.



15.0 Online Payslips

Each pay period online payslips will be activated automatically for your employees and will be available to

view from the actual pay date onwards.

If you wish to make the payslips accessible to your employees before the actual pay day:

From the left-hand menu select Administration > Payroll > Payslip Run Options.

Select the Company.

Click on Show/Hide Selected Payslip Run from Employees.

Select the pay run you require and select OK.



16.0 Printing Payslips

If Moorepay are printing your payslips, these will be automatically posted out to you.

However occasionally you may need to print off a payslip for an employee.

From the left-hand menu select Payroll > Pay and Pension Letters > Payslips:

Search for and select the employee using the Search box.

Highlight the payslip you require and select Click to View Selected Payslip.



17.0 Resetting Employee Passwords

Employees can reset their own passwords from the login screen by selecting Forgotten Your Password.

However, it is important that you are aware of how to reset employee passwords, because sometimes they

will lock themselves out before they think to reset!

From the left-hand menu on the Home Page, select Security > Reset User

Select the employee using the Search field at the top of the screen.

Change the User Password and press to Save. Advise the employee of the temporary password and they

will be prompted to change their password the next time they log in.



18.0 Payroll Cleardown

Before you can move into the next pay period, you must run the Cleardown process. Some people look at

this process as the last part of the payroll process, others see it as the first thing they do to start the new

period.

You will not be able to enter any data in the new pay period until the Cleardown process has been run. You

must ensure that you have all your payroll output, including any printed payslips, P45s etc. before running

the Cleardown process.

From the left-hand menu select Payroll > Bureau Payroll > Processing > Payroll Cleardown:

Select the Company and tick the Please Confirm that you wish to CLEARDOWN box, tick Run Process.

You will receive a warning advising that this process will move the payroll into the next pay period and that

no further adjustments will be able to be made to the current pay period. The process cannot be reversed.



These steps take a few minutes to process and once completed you will receive an email confirmation.

As mentioned earlier, you can always check the progress of your payroll at any stage by selecting Payroll

Processing Status from the Bureau Payroll > Processing tab on the left-hand menu.

In the new window, you will see the status of your payroll -