As a working mum of two, there’s nothing more satisfying than seeing the bottom of the washing basket – even if it only lasts until the next pair of socks appears! Payroll can feel much the same: everything neatly processed, payslips issued, reports sent… until a last-minute change surfaces from a member of staff, and the cycle begins again.

While changes are sometimes unavoidable, every amendment means we need to carefully re-check calculations, adjust reports, and resubmit details to HMRC or pension providers. That’s why minimising late changes isn’t just helpful for us — it makes payroll smoother, faster, and more accurate for you and your team too.

Why timely payroll information benefits you

• Fewer delays – sticking to agreed deadlines helps ensure payslips go out on time, with no last-minute rework.
• Accuracy first time – providing complete information upfront reduces the chance of errors or missed payments.
• Happier staff – employees rely on being paid correctly and on time, delays or corrections can cause unnecessary stress.
• Compliance confidence – early notice of changes means HMRC and pension submissions are right the first time, avoiding potential adjustments later.

Tips to keep payroll running smoothly

• Set a cut-off date – aim for at least three working days before payday. For example, with a month-end payday, the 25th works well for team members
• Share the cut-off with staff – encourage employees to get their overtime claims, holiday requests, or sickness notifications to you before the deadline. This avoids anyone waiting a full month for corrections.
• Bundle updates together – where possible, send pay adjustments alongside any staff or rate changes to keep everything in sync.
• New starters – collect full details at the beginning. A completed new starter checklist or P45 is ideal, but at a minimum the following payroll records are needed:
  *Full name
  *Home address
  *Date of birth
  *Email address
  *National Insurance number
  *Pay rate
  *Start date
• Leavers – check holiday entitlement against days taken. HMRC’s annual leave calculator is a handy tool for working this out.

Hive can help

By working together to stick to cut-off dates and share complete information, payroll becomes quicker, smoother, and more accurate for everyone. That means less time chasing corrections and more time focusing on your business.

And if payroll is something you’d rather not have to worry about at all, our dedicated payroll team is here to help. We take the hassle out of payroll and auto-enrolment pension accuracy and compliance so you can enjoy peace of mind knowing your staff are paid correctly and on time. If you’re considering outsourcing, get in touch, we’d be delighted to support you.