Getting started with Payments in UK Payroll

Keep track of scheduled, successful, and failed payments in UK Payroll.

Get the most out of Bob

• Learn how to fund your account.
• View upcoming and past payments.
• Access key payment details.

Before you begin

• Ensure you have set up two-factor payroll authentication.

How to use Payments

Note: If you are using AccessPay to process payments, ensure you confirm payroll by your bank's clearing window on 2 working days from the payment date. No manual changes can be made after this stage, and HiBob cannot make manual adjustments to your file on your behalf.

1. From the left menu, click Payments. Here, you can view a list of payments, and the associated Payment type (Net pay or PAYE), Provider, Pay date, Payment status (Pending, Processing, Needs attention, or Paid), and Amount.
   

   Tip: For automatic payments, a Pending payment status means that the payment hasn't been transmitted yet. You can still make changes and re-confirm your payroll during this time.

2. If there are errors while Processing payments, an error message or Needs attention will appear in Payment status. To re-try payment, go to Payrolls > relevant payroll and click Re-try to re-try the payment.
   

   Note: You are responsible for resolving any issues (e.g., invalid bank details). After correcting the issues, please retry the payment submission in the Payments section. If you are using AccessPay, contact Support to understand what needs to be fixed. 

3. To manually pay a failed automatic payment, manually pay the payment, and then click the three dots to the right of the relevant payment and select Mark as manually paid.
   

   Note: Marking the payment as manually paid will trigger UK Payroll to send payslips to employees.

4. To view specific payment details, including the Names of paid employees, the individual payment Status, and the individual payment Amount, click on the relevant Payment type entry.
   

   Note: For AccessPay users, the Complete status refers to the BACS file finishing processing in AccessPay, not a completion of payment. You are responsible for ensuring all Complete payments have been settled into the payee's account. 

5. To view the payroll information for a specific payment, click on the relevant payment’s Reference. 
6. To access your Modulr or AccessPay account, click Modulr settings or AccessPay settings in the top right. To learn more, see Modulr integration or AccessPay integration. 

Note: HiBob is not responsible for missed payments. As the employer, you are responsible for ensuring employees, AOE, and HMRC are paid on time.

How to create a penny test

Penny tests transfer a small amount of money to validate bank account details. Penny testing is valuable for time-sensitive payroll transfers, eliminating the risk of payroll errors due to invalid or incorrect bank account details.

1. To ensure an employee can receive a penny test, navigate to Employees > relevant employee.
2. In General, mark the box next to Include in Penny Tests to ensure the employee is included. Click Save changes.
3. From the left menu, navigate to Payments.
4. Select Actions > Create penny test.
5. The penny test will appear in the payments table, where you can track its Payment status. 
   

   Note: Modulr users can view the status of each individual penny test payment. AccessPay users can only view the overall status of the penny test payment. To view individual statuses and errors, contact support. 

FAQs

What if I need to make edits to an already submitted payroll?

If you're using Modulr for payments, you can edit payments anytime before the scheduled pay date.

1. Navigate to Payrolls > relevant payroll and click Edit. This will un-confirm the payment with Modulr.
2. Make the necessary changes.
3. Re-submit your payroll.

If you're using AccessPay for payments, you cannot edit submitted payrolls after the Confirm by date (two working days prior to the pay date). However, if an error message or Needs attention status appears against a payment or an employee, contact Support to understand what needs to be fixed. Then, update the incorrect information and then re-try the payment. 

If you need to make changes to a submitted payroll, contact Support before 1pm on the Confirm by date. HiBob cannot support changes to the payroll after this point.