UK Employee Record and Payroll Setup

Intro paragraph

This guide explains how to manage employee details for UK payroll in Givver.
You’ll learn how each section — including compensation, tax code, pension, student loan, and leaver processing — works, and how any updates automatically feed into payroll calculations for the current open payroll cycle.

Payroll details section

Field	Description	Automation / Impact
NI number	Enter the employee’s National Insurance number (e.g. SP979872A).	Automatically included in FPS submissions to HMRC.
NI letter	Select the NI contribution letter (e.g. A, B, C).	Updates employee (EE) and employer (ER) NI contributions automatically in the current open payroll cycle.
NI Director (Yes/No)	Toggle to indicate whether the employee is an NI Director.	Automatically changes the NI calculation method in the current open payroll cycle.
NI Director type	Available when “NI Director” is set to Yes. Choose between: - Standard → annual cumulative basis. - Alternative → monthly calculation, adjusted at year-end.	Automatically reflected in the current open payroll and HMRC submissions.

Compensation section

Field	Description	Automation / Impact
Currency	Choose the currency of the employee’s salary. For UK payroll, this should always be GBP (£).	The currency determines how values are displayed and reported in payroll and payslips.
Amount	Enter the employee’s base salary.	The system automatically applies this amount starting from the effective month you select — not immediately in the current payroll.
Frequency	Defines how the salary is structured. Although the dropdown includes Annual, Monthly, Weekly, Daily, and Hourly options, for UK payroll it must always be set to Annual, as Givver automatically divides the annual salary by 12 to calculate monthly pay.	Ensures payroll consistency and compliance with UK calculation rules.
Reason	Select or enter a reason for the change (e.g. “Promotion,” “Salary review,” or “Other”).	Helps maintain a clear audit trail for salary adjustments.
Effective month	Choose the month when the new salary should start applying. You can select a future month — for example, if you agree in November that the raise starts in December, you can set that effective date now.	The new salary will automatically take effect from the chosen month onwards, without impacting previous payrolls.
Comments	Optional text box for internal notes (e.g. “Approved by Finance”).	Comments are stored for internal reference only; not shown on payslips.
Delete compensation	You can delete a salary record if it was added by mistake.

Tax code section

Field	Description	Automation / Impact
Tax code	Enter the employee’s tax code (e.g. 1257L, BR, 0T, etc.). This determines how much income tax (PAYE) is deducted from their salary.	Givver is integrated with HMRC, so tax code updates received from HMRC are automatically reflected in the platform. However, you can also update them manually here if needed.
Effective month	Select the month when the new tax code should take effect. You can choose the current open payroll cycle or a future month, depending on when the change applies.	The change automatically updates PAYE deductions in the open payroll cycle linked to the effective month. Previous payrolls remain unaffected.
Save	After entering or confirming the tax code and effective month, click Save.	Once saved, Givver applies the new tax code to payroll calculations and includes it in the FPS submission to HMRC.

Pension section

Field	Description	Automation / Impact
Is there a waiting period?	Toggle to define whether the employee has a waiting period before being automatically enrolled into the pension scheme. For example, if the employee’s start date is April and you set a 3-month waiting period, the employee will appear as “Pending enrolment” for April, May, and June, and will automatically be enrolled in July.	Givver automatically tracks the waiting period and triggers enrolment at the end of it — no manual action required.
Has the employee opted out?	Toggle to indicate if the employee has opted out of the pension scheme.	When set to Yes, Givver automatically stops pension contributions and recalculates payroll accordingly in the current open payroll cycle.
Pension type	Defines which portion of earnings pension contributions are based on: - Qualifying earnings - Total earnings	Determines how employee and employer contributions are calculated. All changes take effect automatically in the current open payroll.
Employee contribution	Percentage of the employee’s gross pay that goes towards their pension (e.g. 5%).	Any adjustment updates the deduction instantly in the open payroll cycle and appears on the next payslip.
Calculation type	Defines the method used for calculating pension contributions, such as Net Pay Arrangement, Salary Sacrifice, or Pension Relief.	Once the type is selected, Givver automatically recalculates the payroll based on that contribution method within the current open payroll cycle.
Save	After reviewing or editing pension settings, click Save.	The system saves and applies the change immediately in the current open payroll cycle.

Student loan section

Field	Description	Automation / Impact
Does the employee have a student loan deduction?	Toggle to indicate whether the employee has a student loan or not. When set to Yes, the Loan plan dropdown becomes available.	Once enabled, Givver automatically applies student loan deductions according to HMRC thresholds in the current open payroll cycle.
Loan plan	Select the plan that applies to the employee: - Plan 1 - Plan 2 - Plan 4 - Postgraduate	Each plan has different repayment thresholds and percentages. Givver uses the selected plan to calculate deductions automatically.
Save	After selecting the correct plan, click Save.	The system saves and applies the deduction immediately in the current open payroll cycle, recalculating the employee’s net pay and including the deduction in the FPS submission to HMRC.

Process as a Leaver section

Field	Description	Automation / Impact
Leaving date	Set the date when the employee leaves the company. For example, if you’re running the November payroll and you add a leaving date in December, Givver will automatically process the employee as a leaver.	Once a leaving date is entered, Givver automatically performs the leaver process.
Automatic calculations	When a leaving date is added, Givver automatically calculates: - The number of working days the employee has worked in that month, based on their working pattern (stored in the Employment app). - The holiday pay balance, determining whether it should be paid or deducted.	The system automatically adds the corresponding payment or deduction to the current open payroll cycle — no manual entry required.
Payroll update	The leaver details and calculations (final pay, working days, holiday pay) are added to payroll automatically.	Ensures compliance and accuracy when closing an employee’s record, and prepares the data for FPS submission.