Before your first payroll run

Start with the employer and employee details

Confirm the employer registration position and gather the employee information needed for payroll. MTCA guidance identifies employer registration and employee FS4 declarations as part of the Final Settlement System. Check the applicable declaration with the employee rather than assuming one tax status fits everyone.

Agree a simple monthly routine

Identify the pay period, agreed pay and any variable information that needs checking before processing. Decide who will confirm changes and how records will be shared securely. A short, consistent handover is more useful than trying to reconstruct missing information after payday.

Keep the payslip and reporting responsibilities distinct

Payroll processing, tax and social security deductions, remittance and employer reporting are connected responsibilities. MTCA publishes separate reporting guidance, including FS3, FS5 and FS7 requirements. Lotus can discuss payroll setup and processing; the applicable forms and deadlines should be checked for your circumstances.

1. Confirm employer registration, any Jobsplus engagement reporting and employee information before the first run.
2. Check the applicable FS4 declaration and agreed pay, hours and changes.
3. Agree when payroll inputs are approved and how records are shared.
4. Confirm deductions, remittance and applicable FS3, FS5 and FS7 reporting responsibilities and dates.
5. Retain payroll outputs and submission confirmations, and review changes before the next run.