Sending an FPS after payday
If you send a late Full Payment Submission (FPS) without a valid reason, you may get:
- an online penalty warning message for the first late FPS you send each month
- a penalty for reporting late
When you can send a late FPS report
In certain situations you can send a Full Payment Submission (FPS) after you pay your employee.
|Situation||When to report|
|Your employee does not give you a P45 and is either paid less than £116 a week or has worked with you for less than a week||Within 7 days of paying your employee|
|Your employees’ payday is on a non-banking day, for example weekend or bank holiday||On the next banking day - but enter the regular payment date in the ‘payment date’ field and select ‘Late reporting reason’ code G|
|You make an ad hoc payment outside of your regular payroll, for example you’re told after you’ve sent your FPS about a new starter or a missed overtime payment. (Payments made regularly outside your normal payroll run are not ad hoc)||In your next regular FPS or an additional FPS|
|You pay your employee an expense or benefit where you must pay National Insurance, but not Income Tax, through payroll. This depends on the benefit.||Within 14 days of the end of the tax month|
|You cannot calculate or report your employee’s pay in advance because it’s based on their work on the day, for example harvest workers paid based on how much they pick||Within 7 days of paying your employee|
|You make certain non-cash payments to your employee||As soon as possible within 14 days of the end of the tax month, or when you deduct tax and National Insurance (if earlier). For complex situations (for example when exercising share options) contact HMRC|
|You’ve not received your employer PAYE reference yet||As soon as possible after you receive your employer PAYE reference - select ‘Late reporting reason’ code G|
Put the reason for reporting after payday on your FPS for each late submission. If you do not, or if HMRC disagrees with the reason or you do not send an FPS, they may send you an online penalty warning message and a penalty.
Viewing late FPS reports in your HMRC online account
If you send an FPS in the same tax month as you paid your employees, you can view the report in your HMRC online account from the 12th of the next tax month.
This is different if you send an FPS in the tax month after payday.
|Late FPS sent (in tax month after payday)||HMRC online account updated|
|Between 6th and 11th||By the 14th|
|Between 12th and 19th||Within 2 days|
|On or after the 20th - and you did not send a FPS the previous tax month||Within 2 days|
|On or after the 20th - and you sent a FPS the previous tax month||By the 12th of the next tax month|
Step 1 Check your business is ready to employ staff
Step 2 Recruit someone
You need to advertise the role and interview candidates. You can use a recruitment agency to do this or do it yourself.
As an employer you must make sure you recruit employees fairly.
and Check they have the legal right to work in the UK
and Find out if they need a DBS check
Step 3 Check if they need to be put into a workplace pension
You have ongoing responsibilities to check if your employees need to be put into a workplace pension scheme.
Step 4 Agree a contract and salary
When someone accepts a job offer they have a contract with you as their employer.
Step 5 Tell HMRC about your new employee
You must tell HMRC about your new employee on or before their first pay day.