This page outlines the process and dates for payroll processing at Headway North Staffordshire with effect from April 2026. It is important that processes and deadlines are adhered to to make sure that your pay is processed correctly.
Introduction
This is the process for the finance team delivering payroll each month. Whilst the finance team will undertake common sense checks and flag obvious anomalies, this process and the accurate and timely delivery of payroll each month is dependent upon accurate and timely:
- entering of absence and paid overtime data into the Bright HR system by employees and managers;
- notification of staff changes (resignations, appointments, contract amendments, pay rate changes, and similar);
- notification of sickness, maternity/paternity leave, and so on;
- forwarding of any correspondence in respect of the pension scheme, for example opt-outs and opt-ins;
- forwarding of any HMRC documents, for example tax code changes and student loan notifications;
- advice of any other deductions or additions to pay.
Adjustments each month
Pay at the end of each calendar month will include:
- contracted hours for that month (defined on Bright HR)
- paid overtime for the previous calendar month (reported using Bright HR)
- weekend enhancements for the previous calendar month (reported by the Outreach Manager)
The following will be deducted:
- any shortfall to contracted hours for the previous calendar month (reported using Bright HR)
- any unpaid leave taken in the previous calendar month (reported using Bright HR)
- adjustments for sickness absence (see below)
- any debt owed to HNS
- Court-ordered deductions from earnings
Sickness
Adjustments for statutory sick pay will be made for the current month if the finance team are aware of the absence when payroll is processed, for example for ongoing sickness covered by a long-term sick note.
An adjustment will be made in the following month for any ad-hoc days of short-notice sickness absence.
Maternity/Paternity/Adoption pay
These adjustments to pay will be made on an individual basis depending on the notice given, expected birth date, and so on. These will be clarified in an individual letter to the employee detailing the statutory payments due.
Timeline (please note that all dates revert to the Friday if they fall on a weekend or Bank Holiday)
5th of each month
- Deadline for Bright HR be fully up to date for the previous month for hours worked.
- Deadline for any other changes to be advised by managers to the finance department.
12th of each month
- Payroll amounts finalised in QuickBooks payroll.
- Cross checked by a second person in finance department.
- Referred to Chief Executive for approval with statement affirming completeness and accuracy.
- Chief Executive forwards to board member for second approval and/or raises queries.
19th of each month
- Adjustments made as required and Chief Executive’s and board member’s approval secured and recorded.
22nd of each month
- EITHER: Net payments set up manually to trigger from the bank on the penultimate or last working day of the month and cross checked by another member of finance team;
- OR: BACS bulk transfer file sent to Co-op Bank and acknowledged/confirmed ready for automatic payment on the penultimate or last working day of the month.
- AND: Payments set up for HMRC and pension provider to complete on the penultimate or last working day of the month.
Penultimate or last working day
- Payments made and bank account checked to affirm payments successfully transmitted.
First week of subsequent month
- Payroll transactions reconciled in QuickBooks.
- Liability accounts checked and should be zero.
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