Once your PayFit account is set up, there are several reporting actions you need to complete as an employer. While PayFit manages most declarations, some remain your responsibility due to their specific or exceptional nature. This article outlines what PayFit handles and what requires your attention.
Declarations Fully Managed by PayFit
RTI (Real-Time Information) Submissions to HMRC
Monthly declarations
Full Payment Submission (FPS): Sent each payroll run, detailing employee pay, deductions, and tax owed.
Employer Payment Summary (EPS): Informs HMRC of reductions in your PAYE bill, such as statutory payments or Employment Allowance.
Year-to-Date Amendments via FPS: Adjustments to previous tax year submissions (where applicable).
Annual declarations
The final FPS indicator or/and EPS indicator is sent to notify HMRC that no further payroll submissions are due for the tax year.
P11Ds for active employees and leavers based on the amounts reported for the tax year categorising each benefit appropriately to ensure accurate tax reporting.
P11D(b) PayFit calculates Class 1A National Insurance contributions due on all the benefits reported by the company.
Tip: You can download your P11D and P11D(b) reports directly from your PayFit account under the Document section, but they will be available under each employee portal as soon as the submission is confirmed.
Declarations Requiring Your Attention
Benefit Data Collection & Submission
You must gather benefit details from providers (e.g., private medical insurance, company cars) and ensure accuracy before submission.
PayFit automates calculations, but you must review and confirm reports before filing.
If selected, PayFit can submit your P11D/P11D(b) to HMRC on your behalf.
Pension Contributions and Reporting
PayFit automates pension submissions for supported schemes, including:
Generating pension contribution reports.
Submitting pension data via API integrations (for supported providers).
Providing CSV reports for manual upload if required.
💡 You are responsible for keeping pension scheme details up to date, including contribution rates and employee opt-ins/opt-outs (unless you are using NEST or SMART and have chosen for PayFit to manage your pension).
Our Help Centre article contains information on pension timelines.
Pension Scheme Administration
While PayFit facilitates pension contributions, overall administration remains your responsibility:
Setting up new pension schemes and entering correct details.
Assessing and enrolling employees in the right scheme.
Managing opt-outs, and refunds (unless using NEST or SMART, where PayFit handles submissions).
Adjusting contributions and scheme updates.
Manually uploading contribution files if required.
Paying pension contributions to providers.
Re-enrolment duties and assessments
Changing employee groups on the pension portal, when a change has been made in PayFit.
Submitting the Declaration of Compliance to Pension Regulator before the deadline
💡 PayFit provides alerts and reminders for assessments and contributions in line with the company settings and the dates entered.
P60 & P45 Documents
PayFit automatically generates P60s at the end of the tax year for all employees as soon as March payroll is run.
When an employee leaves, a P45 is automatically generated.
Pension letters if set up in the system.
Payments and bank files
PayFit Payments: Automates salary transfers directly from your business bank account using Telleroo.
Other bank files: The system can generate BACS or Faster payments files for you to upload to your bank for processing. We can provide bank files for most UK bank providers.
Important: PayFit does not send P11D/P11D(b) liabilities to HMRC, even if PayFit submits the P11D/P11D(b) for you.
Our Help Centre article details how you can set up PayFit Payments, in which PayFit submit salary and/or HMRC payments on your behalf.
HMRC Payment Calculation
PayFit calculates PAYE, National Insurance contributions, and other deductions owed to HMRC.
HMRC liabilities can be found in your PayFit account under the relevant payroll month.
Payments to HMRC are due by the 22nd of each month (electronic) or 19th (cheque).
PayFit can send HMRC payments on your behalf via Telleroo.
Important: PAYE is calculated based on how payments are set up in payroll, so it's important to assign pay items to the correct tax treatment.
For example, bonuses added under pay items should be marked as taxable and subject to NIC.
Payments Requiring Your Action
Approving and Processing Payments
Even with PayFit Payments, payroll must be approved and run for the bank file to be created. We submit the payment amounts by 12pm the day after you run payroll. If you pay your employees before 12pm, please finalise your payroll 2 business days before your actual pay day.
If using a different bank file, once you run the payroll, the bank file will be created under the document section. The file can then be downloaded and uploaded to your bank to facilitate the payments.
💡 If you have any questions about your responsibilities, PayFit Customer Support is available to help.