Every pay run has an Exports page. It holds your bank file and the files for your PAYE, Health Surcharge and NIS returns. You'll also produce the official NI184 and NI187 there.
Before you start
Finalise the pay run first, so the files match the payslips your staff receive. See Run your payroll.
Open the Exports page
Open Payroll › Pay runs, open the pay run, then press Exports. Once the run is finalised, NIS forms for this month → on the run opens the same page. The page is called Payroll reports and statutory exports. The top shows the period and the run's NIS figures.
The downloads are in the Payroll Reports section at the bottom of the page. Most are CSV files that open in any spreadsheet. Payslips ZIP holds PDFs, and TD4 forms to print (IRD template, PDF) is a PDF.
Download the bank files
Under Payment and hours exports:
- Bank export lists everyone in the run with their bank details and net pay.
- ACH export lists only the people whose payment method is ACH, numbered in order.
- Hours export lists the hours each person was paid for.
Ask your bank which file it takes for salary payments, then download that one.
The bank details come from each employee's Bank / ACH details section, which also holds their Payment method. Fill these in before you download the files.
Make the file in your bank's own layout
If your bank wants its own bulk payment file, set it up once under Bank upload files:
- Press Upload a sample of your bank's bulk payment file and choose the bank's sample, as CSV or Excel (.xlsx), with its column headings.
- Under Check what fills each column, check what goes in each of the bank's columns, and change any that's wrong.
- Check the Bank file name, Dates and Amounts, then press Save bank file.
From then on, every pay run's Exports page offers that file, with everyone paid by bank in the bank's layout: press Download beside it, or the Bank file: line under Payment and hours exports. The first bank file you save is your default. If anyone paid by bank has no account number, the page names them so you can add it.
Download the PAYE, Health Surcharge and NIS files
Under Statutory CSV support:
- PAYE export gives each person's gross pay, taxable pay and PAYE for this run.
- Health Surcharge export gives each person's Health Surcharge and whether they're exempt.
- NIS export gives each person's NIS class with the employee and employer contributions.
- NI184 support export and NI187 support export give the figures on the official forms, for checking.
PAYE and Health Surcharge are due to the BIR, and NIS to the National Insurance Board (NIB), by the 15th of the following month. PaySuiteTT prepares the figures; you make the payments and submit the returns yourself.
Get the TD4s at the end of the year
The TD4 is the yearly certificate of pay and tax that you give each employee. The BIR gets the same figures with your PAYE annual return.
After the year's last pay run is finalised, open Exports on any of that year's runs. Under Statutory CSV support:
- TD4 forms to print (IRD template, PDF) prints each employee's figures on the IRD's own TD4 Supplementary form, one per page: their pay, commission, allowances, NIS, PAYE and Health Surcharge for the year. The form is half a page, so you can print two to a sheet. Stamp and initial each one, give the employee two copies, and keep one. If your NI forms use an approved stamp and signature (Settings › Company profile, from the account button at the foot of the menu), they're already in the stamp box.
- IRD e-Tax TD4 upload is the file for your PAYE annual return on the BIR's e-Tax site. If a detail is missing, the Exports page lists what to correct instead, each with a link to where you fix it.
- TD4 export is a spreadsheet of each employee's pay, PAYE, NIS and Health Surcharge for the year, for checking.
When someone leaves during the year, give them their TD4 with their final pay: on their last pay run, press Adjust under their name, then TD4 for the year. It's there once their payslip is finalised.
All three cover the calendar year of the run's pay date and count finalised and paid runs only. Service charge counts as pay; commission has its own line. The TD4s are due to your employees, and the annual return to the BIR, by the end of February.
If you started PaySuiteTT part way through the year
A TD4 covers everything you paid that person in the year, including the months before PaySuiteTT. Add those months first, either way:
- On the person's page, under Pay this year before PaySuiteTT, choose your Last pay day before PaySuiteTT and type the totals from your old payroll's year-to-date report or their last payslip there: gross pay, NIS, PAYE and Health Surcharge, any commission and allowances, and the weeks worked, then press Save pay to date.
- For everyone at once, import the year-to-date report (see Bring in employees from a spreadsheet).
Pay runs in PaySuiteTT paid on or before that date aren't counted twice. Someone who left before you switched still gets a TD4 from these figures.
Check what the NI forms need
The NI184 lists each employee's NIS number, earnings and weekly contributions. The NI187 sums up how many people you paid for and the contributions due.
Under NI184 and NI187 generation, a label shows Ready to generate or how many items are still needed. The generate buttons work only once it says Ready to generate. Each item under Complete these items before generation links to the page where you fix it. The forms need:
- your business's legal or trading name, address and phone number, in Settings › Company profile;
- your NIS employer registration number and NIS service centre code, in Settings › Tax & NIS;
- an authorised signature, uploaded and approved in Settings › Company profile;
- each employee's NIS number, date of birth and start date, on their employee record.
Data preview before generation shows the details that go on the forms for each employee, with Needs info wherever something is missing.
Generate and download the NI184 and NI187
If the NI184 and NI187 cards already say Generated, skip to step 4: finalising the run made them.
- Type the name and job title of the person who prepared the forms in Prepared by and Position. To fill these in for every run, set Default NI form preparer and Default preparer position in Settings › Tax & NIS.
- Check the Document generation date. It's the date printed on the forms, not the pay period.
- Press Generate both forms. To make one form, press Generate NI184 only or Generate NI187 only.
- When a form's card says Generated, press Download official NI184 or Download official NI187.
The official forms can go to NIB as they are. On the NI184, each person's weeks are printed one digit to a box, like the dates.
Fill in forms missed on older runs
Open Payroll › NI184/NI187 Forms. The page, NIS forms, has one card per month: the NIS employees, employee and employer NIS, total NIS due, Health Surcharge and PAYE, and the due date (the 15th of the next month). Press NI184 PDF, NI187 PDF or CSV summary to download that month's forms. They combine every finalised and paid run in the month and list only the people who pay NIS; a week belongs to the month its Monday falls in. If something needs fixing first, such as the NIS employer number, the signature or who prepares the forms, the card lists it with a link to fix it.
Download every payslip at once
Payslips ZIP, under Document bundles, holds every payslip PDF in the run.
See totals across several runs
Open Books & reports › Reports for totals over a month, a quarter or a year. Reports, and Tax & filing › VAT, PAYE & NIS filings, show when the Payroll or Books service is on. Reports, your books and the audit pack explains the reports.
Good to know
- Changed an employee's bank details or NIS number? Download the file again.
- After you correct a detail on the forms, generate them again.
What's next
Next, see Payslips: sending them and what staff see. Once you've filed a return, mark it filed in the filing calendar, as VAT and tax forms explains.