Finalise the pay run
To make payslips, finalise the pay run (see Run your payroll). Each employee with an email address on their record gets theirs by email, as a PDF. The Finalize pay run page lists anyone without one as "No email (payslip saved only)".
Back on the run, press Check payslips sent → to see the emails in the Payslip Outbox.
Find a payslip
Open Payroll › Payslips. The newest pay date is at the top. Each row shows the employee, the Pay date and Period, their Email with the payslip's email status, and the Last delivery.
To find someone, type their name or email under Search by employee and press Search. Press their name, or View / Download, to open the payslip.
Check that it arrived
On the payslip, Delivery history lists each delivery attempt with its Recipient, Status, and Started and Completed times. Employee email shows the address on their record.
Press Download PDF for a copy, for example to give to someone without an email address.
Use the Payslip Outbox
Open Payroll › Payslip Outbox. The page is headed Accounting outbox, with a ← Back to pay runs link at the top. It lists every payslip email with who it went To, its Delivery status and the PDF under Attachments.
- Sent: the email went out. If someone can't find it, ask them to check their spam folder.
- Failed: the page says what went wrong. If the address was right, press Retry. If it was wrong, open the payslip, press Download PDF and pass it on.
Payslip Outbox is in the menu while the Payroll or Invoices & VAT service is on.
Regenerate a payslip
Press Regenerate on a payslip to remake the payslips for that one pay run. It opens the run's Finalize pay run page. Press Finalize (generate payslips) and confirm with Finalize and generate.
This remakes the PDFs for everyone in that run and refreshes their year-to-date figures. The amounts stay the same, and a payslip that was already emailed isn't emailed again.
After you approve a new stamp or signature, use Regenerate finalized payslips instead (see below). It updates every finalised payslip at once.
Correct a payslip after it was sent
If a payslip went out with a mistake, such as a bonus left off or the wrong hours, you can correct it and send the right one. Only the business owner and accountants can do this. Only that person's pay changes; the rest of the run stays as it is.
- Open Payroll › Pay runs, the run, then Adjust next to the person.
- Under Correct this payslip, type What needs correcting? and press Correct this payslip, then Start correction.
- Press Change their inputs, fix what was wrong (hours, bonus, other pay such as Survey bonus, or a one-time deduction) and press Save and preview.
- At the top, check the Sent payslip, Corrected and Change columns, and how much more there is to pay (or how much they were overpaid).
- Leave Email the corrected payslip to their address ticked, press Reissue payslip, and confirm.
The corrected figures replace the old ones everywhere: the payslip, their My payslips page, exports and year-to-date totals. Their email, headed "Corrected payslip", says it replaces the earlier payslip. The books get only the difference, dated today, and the run's NIS forms are made again. Later payslips this year are made again too (not emailed) so their year-to-date totals are right.
Until you reissue, nothing changes for them. Press Cancel correction to put everything back. Leave can't be changed in a correction.
If they were already paid, pay them the difference (or get the overpayment back), then press Record the difference as paid (or Record the overpayment as recovered) under Correction history. The payslip as it was first sent stays there too, under Payslip as sent before.
If you've already filed PAYE or NIS for that month, PaySuiteTT tells you so: the return may need amending with the BIR or NIS.
Put your logo, stamp and signature on payslips
Only the business owner can do this. First upload your logo, stamp and signature, and approve the stamp and signature: Set up your business shows how.
- Press the account button at the foot of the menu, then Settings › Company profile.
- Under Document branding, check that the Payslips boxes are ticked: Apply company logo, Apply approved stamp and Apply approved signature. They start ticked. Press Save if you change them.
- To update payslips you've already finalised, press Regenerate finalized payslips and confirm with Regenerate payslips. The amounts stay the same.
A payslip made without your approved stamp or signature says "Stamp or signature not applied" on its page.
Let staff open their own payslips
Staff need their own login, linked to their employee record. The quickest way is the Sign-in card on the person's employee page: press Invite them to sign in. The invite goes to their email address, and their login is linked to their record by itself. You can also link a login under Setup › Employee Account Links; Invite your team shows how. Until then, My payslips says "Not linked yet".
Check what staff see under My payslips
Staff open My payslips in their own menu, under Pay & leave. It lists every payslip you've finalised for them, newest first. Each shows the pay date, the period, the Net pay and a status of Finalised or Paid.
Opening one shows their Gross pay, Deductions and Net pay, line by line, with Download PDF. Staff paid by the hour or by the day also see how many hours or days they were paid for, such as "59.5 hours worked".
Good to know
- For staff paid by the hour, the payslip PDF shows Hours Worked and Hourly Rate where a salary would go, and the first earnings line reads like Regular pay (55.5 h x $29.00), with overtime on its own line. Someone paid different rates in two departments gets one line for each, such as "Kitchen (50 h x $40.00)". Staff paid by the day see Days Worked and Daily Rate. These are the hours and days the run paid them for. Salaried staff's payslips are unchanged. Payslips made before this change don't show hours.
- A payslip goes to the email address on the employee's record when you finalise. If an address was wrong, fix it on the employee's record, then open their payslip and press Send again. You can also press Download PDF and pass it on, or link their login so they can download it themselves.
What's next
To fill in your PAYE, NIS and Health Surcharge returns, open Tax & filing › VAT, PAYE & NIS filings and read VAT and tax forms.