Payroll services
Payroll Audit-Ready Documentation
Payroll Audit-Ready Documentation keeps your payroll records structured, consistent and easy to evidence when you face HMRC queries, workplace pension checks, funding applications, or internal reviews. The focus is on creating a clear audit trail across pay runs, employee changes, submissions and approvals, so you can answer questions quickly and stay compliant without last-minute stress.
More information
What this service delivers
You get a practical payroll documentation framework that makes it easy to prove what was paid, why it was paid, and when key steps were completed.
- A clear checklist of payroll documents to hold for each employee and each pay period
- A consistent folder and naming structure for payslips, reports and submissions
- Evidence of RTI activity (FPS/EPS) and what was filed, plus when
- Reconciliations between payroll reports and bank payments
- Records to support statutory payments (SSP, SMP and other leave pay) where relevant
- Workplace pension evidence (assessments, communications, contributions and submissions)
- Change logs and approvals for pay changes, leavers, starters and deductions
- A retention approach so you keep what you need and avoid unnecessary clutter
When this is most useful
This service is a strong fit if you:
- Run payroll in-house but want confidence your records would stand up to a review
- Have had inconsistent payroll admin and need to get things back under control
- Are growing your team and want a repeatable process before complexity increases
- Need payroll evidence for HMRC, pension providers, insurers, lenders or due diligence
- Want to reduce risk around leavers, salary changes, bonuses and statutory payments
How the work is delivered
Typically the work is completed in clear stages:
- Initial review of your current payroll process, software outputs and document storage.
- Gap check against what is normally needed for compliance and audit evidence.
- Documentation set-up, including templates, checklists and an agreed structure for records.
- Tidy and organise, bringing key historic items into a consistent format where needed.
- Handover and guidance so you know what to save each pay run and who signs off what.
What happens after set-up
Once the framework is in place, it becomes a simple routine rather than a project.
- You can keep documentation up to date each pay run using the checklist.
- If an enquiry arrives, you can pull the evidence quickly and respond with confidence.
- The process can be reviewed periodically to reflect changes in staff, pensions, or payroll frequency.
Frequently Asked Questions
What does audit-ready payroll documentation mean?
It means your payroll records are complete, organised and easy to evidence if someone asks how figures were calculated and paid. The aim is a clear trail from employee details through to submissions, reports and bank payments.
What payroll documents should I be keeping?
Common items include payslips, payroll summaries, RTI submission confirmations, payment records, and evidence for starters, leavers and pay changes. The exact list depends on how you pay staff, any benefits, and whether statutory payments apply.
Can you sort out messy or historic payroll records?
Yes, the work can include tidying and structuring past records so they are usable and consistent. If information is missing, you will be told what can be reconstructed and what you may need to obtain or document going forward.
Do you work with cloud payroll and accounting software?
Yes, the documentation approach is designed to work alongside common cloud systems and their reports. The focus is on saving the right outputs and creating a reliable process, rather than relying on memory or screenshots.
How long does it take to become audit-ready?
It depends on your payroll size and how much needs reorganising. A straightforward set-up can be completed quickly, while historic tidy-ups take longer if records are spread across emails, folders and multiple systems.
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