Payroll Record Keeping System

What the payroll record keeping system covers

A structured set-up for capturing, filing and reconciling payroll documents, so you always know what to keep and where it lives.

• A clear folder structure and naming convention for payroll documents
• A monthly payroll “pack” checklist, so nothing is missed
• Copies of payslips, payroll summaries and payment reports
• RTI submission records (FPS/EPS) and related confirmations
• Records for starters, leavers and pay changes (with supporting documents)
• Statutory payments evidence (for example SSP and family leave where relevant)
• Pension and workplace scheme documents needed to support payroll entries
• Reconciliation notes so payroll totals tie back to the books and bank payments
• A retention approach aligned to payroll record keeping obligations

When this service is most useful

This is a good fit if you are busy and want payroll administration handled properly, without last-minute document hunts.

• You have started employing people and want a compliant system from day one
• You use a payroll bureau or software and need the records organised for your accounts
• You have regular pay changes, overtime, bonuses or expenses that need evidence
• You want cleaner bookkeeping and fewer end-of-year queries
• You want to be ready for HMRC checks, funding applications or due diligence

How the service is delivered

We set up a practical workflow that matches how you run payroll and how your bookkeeping is done.

1. Agree what payroll documents you produce and what you need to retain.
2. Create a simple filing structure (cloud-based if preferred) and a monthly checklist.
3. Each pay period, collect the key outputs and supporting documents and file them consistently.
4. Reconcile the payroll figures to what was paid and what should be posted to the accounts.
5. Flag missing items or unusual variances early, while they are easy to fix.

Ongoing value after set-up

Once the system is running, you spend less time chasing paperwork and more time focusing on the business.

• Faster answers to HMRC queries because evidence is easy to retrieve
• More reliable bookkeeping, with payroll numbers supported by documentation
• Smoother year-end accounts and less disruption around reporting deadlines
• Periodic tidy-ups and process tweaks as your team and payroll complexity grow