Payroll information to send

You only need to send payroll information your product already holds. PayrollKit collects or checks anything missing with the employer in the embedded component.

See Onboard an employer and Run payroll each period for when to send this information, and the API reference for the required fields.

What you need to send

For an Employer to use PayrollKit, the minimum data you'll need to provide is:

• The employer's legal name and the ID you use for them.
• Each employee's legal name, employment start date and the ID you use for them. If their employment has a separate ID, include that too.
• The signed-in user's ID and display name.

What you can prefill

You can also send payroll information the employer has already confirmed:

• Employer and PAYE scheme: PAYE reference and Accounts Office reference.
• Pay schedules: the ID you use for the schedule, whether employees are paid weekly or monthly, the first pay period, the usual payday and how it moves when that date is not a banking day.
• Personal and contact details: National Insurance number, date of birth, gender, home address and email address.
• Employment details: payroll ID, leaving date, Pay Schedule assignment and bank details.
• Payroll instructions: tax code and basis, National Insurance category, starter information, student or postgraduate loans, director details and pension membership.
• Opening balances: complete year-to-date pay, tax, National Insurance, loan and pension totals when an employer joins PayrollKit partway through the tax year.

If your product does not hold an item, leave it for the employer to complete or confirm in PayrollKit.

What to send for a Pay Run

When the employer approves their payroll information, send:

• Every pay line for the period, showing the employee, what the payment is for, such as salary, overtime or a bonus, and either the total amount or the hours and rate. Include the ID your product uses for each line.
• Department and location codes if you want them included in accounting exports.
• Confirmation that each employee will receive their net pay in a single payment.
• A version number for the submission and the time it was approved.

Send all approved pay lines with each update. An accepted submission creates the next immutable Pay Run Input Revision and makes it current, so anything you leave out is absent from that revision. Earlier revisions remain available as payroll evidence.

See Replace Pay Run inputs for the request fields and formats.