We have developed a payslip tool that you can use with HMRC Basic PAYE Tools to create a payslip. While our website hosts the payslip tool, no data can be seen in any way whatsoever by us and no data is saved within the tool.
How to use this tool
Saving payslips to a dedicated payslip folder
How can I insert hours worked on the payslip?
How can I email a copy of the payslip to my employee?
Creating a desktop link to the payslip tool
After you have completed your payroll process using HMRC Basic PAYE tools (BPT), under the 'Manage employees' tab, select the employees you want to create a payslip for.
Then select the 'Employee payments' option at the top of the left-hand menu.
You will then see a list of the employee payments you have made, and three choices – View, Change and Export to csv.
Choose 'Export to csv'. (Please note that BPT only allows you to 'export to csv' for the most recent pay period. It is set up like this because strictly, an employee should receive their payslip on or before their pay-date.)
The next screen should ask you where on your computer you want the file to be saved – navigate to the place that you want on your computer and then save the file.
It may be an idea to have a folder specifically for payslips: if you want to know how to do that, follow the guidance below. In any case, you may want to make a note of where the file has been saved so that you can easily find it again.
Now go to the 'Browse' button in the blue 'select your csv file' box above. Your computer will open your list of files.
Select the csv file you saved in the previous step.
Select the red 'Create payslip' button.
Your payslip has been created and you can print it in the format that suits you best to give to your employee.
If you are using our payslip tool it may be an idea to keep all your employees’ payslips in a dedicated folder. This may make it easier to find them all.
To do this, go through the BPT ‘Export to csv’ process, as outlined above.
Instead of just saving the file to your chosen place, you could look for an option that says something like ‘new’ --> ‘folder’ (precisely what you have to do will depend on what computer you have but often if you right click on an open space in the pane, then a menu with this option will come up).
Click to set up a new folder and call it ‘Payslips’ or something of your choice. This will create a new folder and then you can save your payslip file to this folder.
You may then be able to add the folder to your ‘Favourites’ (if you have this facility) which should make finding it in future a bit easier.
As explained on our payslip page, from April 2019, payslips are required to state number of hours being paid where wages vary according to time worked; either as an aggregate number of hours or as separate figures for different types of work (or rates of pay).
Our payslip tool extracts information from HMRC’s Basic Payroll Tools software to create a payslip. Unfortunately, HMRC do not currently have a field for this data in BPT (which means we can not pull the data through into our payslip tool).
As such, in order to comply with the new rule, we suggest employers write the number of hours on the payslip under where it says Basic Pay:
This can be done by hand, if you are going to print off and physically give the payslip to your PA.
If you want to email the payslip to your employee, you will have to add the text by editing the payslip once you have downloaded it to PDF. This can be done a number of ways.
If you have a subscription to Adobe Acrobat DC then you can edit the PDF in the following way:
- Open your payslip in Acrobat
- Click on the Edit PDF tool in the right pane
- Click Add Text in the top pane
- Click on the payslip where you wish to add the number of hours worked – we recommend under the ‘Payment’ section of the payslip (see example above)
- You can click and drag to resize elements or highlight and change the font/colour, etc.
- Save PDF
Adobe Acrobat is the industry standard for viewing and editing PDFs, and can be downloaded from the Adobe website.
However, if you do not wish to pay for a subscription then there are a number of free PDF editing tools available, such as PDFescape. We cannot recommend any of them so we suggest you do your research before choosing a tool – some require you to have watermarks on your PDFs or require you to download their tool, while others (including PDFescape) allow you to upload and edit the PDF entirely online, meaning you should not need to download/install anything onto your equipment.
Once you have generated your payslip you may want to send it to your employee via email rather than print it out and give it to them.
You may have noticed that our payslip tool only has a ‘Print payslip’ option however it is possible to use this to create a new PDF file on your computer which you can then email, instead of printing it to a physical document.
If you are using an Apple Mac, are using Windows 10 or have a program like Adobe Acrobat already installed on your computer, you should have a default print to PDF function available:
- Once you have clicked ‘Print payslip’ look for the option that says something like ‘print to pdf’ or ‘adobe pdf’ in the drop down printer list and then click 'Print' to convert the file to PDF.
- You should then be asked where you’d like to save the PDF document. Simply choose the location on your computer where you’d like to store it, give it a name, and click 'Save' to create your PDF.
Other Windows systems may not have a built in PDF printer. Instead however, you should be able to print to the Microsoft XPS Document Writer printer to create an XPS file from the document (Microsoft’s version of PDF).
This in itself, may suit your needs although please note that as XPS files are not as well-known as PDFs, it may look unfamiliar to your PA and/or they may not be able to open it easily. Therefore, you have a couple of simple options:
A. You can install a free PDF printer to add to your list of printers. You can choose from a variety of free PDF printers available online – although be very careful about downloading any random add-ons during installation (check any boxes you are asked to tick/untick carefully). Then you can follow steps 1 and 2 above.
B. If you are unable to install a PDF printer on your computer, you can create an XPS file from the document. Free web-based converters that you do not need to download/install, are then available if you want to create a PDF using your XPS file. Again, an online search should provide you with plenty of options but again, watch out for downloading and installing and unwanted add-ons during the conversion process. Then you can follow step 2 above.
If you visit the payslip tool a lot, then you could add the web page to your ‘Favourites’, or use a desktop shortcut to make the payslip tool easier to find.
Your exact options will depend on what type of system you have. But, usually creating a desktop shortcut involves doing something like this: copy the address of the payslip tool page and right click on the desktop in an open space. Click on New --> shortcut. Paste the address into the box that will appear, and press OK. Give it a name and then press finish. Now go to your desktop – there should be a new icon that resembles our DTG icon for your newly created shortcut.