Add recurring pay items

Adding recurring pay items to employee payslips allows you to adjust pay as necessary when regularly paying employees additional amounts.

Before you begin

There are a number of predefined recurring Pay items that can be added to employee payslips. If the pay item you require isn't on the predefined list, create a Custom pay item.

1. From the left side bar, navigate to Settings > Pay items.
2. Click Create Recurring to create a recurring pay item.
3. Enter the Pay item name and select the Payment type from the drop down menu. Click Next.
4. Fill in the amount per payroll or per hour worked and select the duration.
5. Mark the boxes if the pay item is Taxable, Subject to National Insurance, or Pensionable.
6. Click Save & close.

How to add recurring pay items to employee payslips

1. From the left side bar, navigate to Employees.
2. Select the relevant employee.
3. Navigate to the Pay Items tab.
4. Click Add pay item.
5. Select the relevant pay item and fill out the required information.
6. Click Save & close.

Great! That pay item will now appear on all of the employee's subsequent payslips.

Note: If you are payrolling Benefits in Kind, use these predefined pay items to ensure the benefits are taxed correctly. To learn more, see Benefits in Kind guide.

How to bulk add recurring pay items

If you need to process recurring pay items for multiple employees, you can import the hours/units as a XLSX, XLS, or CSV file.

Note: To successfully bulk add recurring pay items, you need to set up the recurring pay item first. Standard recurring pay items, such as PMI and loans, can be selected as Private health or Loan scheme.

1. From the left side bar, navigate to Employees.
2. Click Import/Export > Import recurring pay items.
3. Click Select file to use the file navigator, or drag and drop your file into the screen.
4. Select the correct header row.
5. Once headers are confirmed, the column headings will begin matching automatically, which you can confirm by clicking Confirm mapping. If you have any columns that are unable to be matched, select the correct option from the dropdown menu.
6. To quickly validate the data, toggle on Show only rows with errors. You can then validate the data at the row or cell level.

   Note: Rows with errors will be ignored. 

7. If you are ready to submit, click Yes.

FAQs

What columns do I need if I'm uploading a pre-populated file?
The headings required are: Employee ID, Type, Title, Pensionable, and Amount.

Tip: If you choose to use your own headings, UK Payroll will automatically try to match your headings, so try to choose similar or easily identifiable headings.