How to review and edit payslips

This article explains how to view and edit payslips after running payroll (including disabling the message regarding the 1.25% uplift in NICs for the Health & Social Care Levy).

Please note that FreeAgent's payroll functionality won't be available if you have an unincorporated landlord account or if you're preparing your accounts using cash basis accounting.

Once you’ve filed payroll to HMRC using FreeAgent, it’s not possible to delete or undo the payroll submission. However, if you need to make any corrections in the current tax year to an employee’s pay or deductions after filing the payroll, you can follow the steps below to edit the relevant payslip, which will submit the correct year-to-date figures to HMRC in your next submission.

You can also style your payslips and add a comment to them.

Reviewing payslips

Once you’ve run each payroll, you can review the payslips that were issued by selecting the relevant month from the 'History' section on the 'Payroll' screen.

This will take you to a summary of all the payslips that were issued that month. To see a particular employee’s payslip for that month, choose ‘View Payslip’ next to the employee’s name.

To view a summary of the employee’s payslips for the entire tax year, select the employee’s name from the table.

You can also access this summary page directly by selecting the employee’s name from the drop-down menu.

Correcting mistakes

If you have level 8 access to FreeAgent and you find that your company has made a mistake in a payroll submission within the current tax year, you can edit the payslip(s) in question by following these steps:

1. View the payslip you need to correct

Navigate to ‘My Money’ and ‘Payroll’. Select the appropriate payroll month from the 'History' section on the ‘Payroll’ screen.

Next, choose the ‘View payslip’ button that appears alongside the details of the employee whose payslip you need to edit. To edit more than one payslip, please follow this process separately for each employee.

From the view of the employee’s payslip, you will see an ‘Edit Payslip’ button.

Please note that the ‘Edit Payslip’ button won’t be available if you are trying to correct any of the following:

• a month 12 payslip
• a historical payslip of an employee who has a leaving date entered into their payroll profile
• a payslip for a historical tax year

If you need to correct any of these types of payslip, please email support@freeagent.com for assistance.

2. Edit the payslip

Correct the required fields on the payslip.

Disabling the Health and Social Care Levy message on a payslip

Between 6th April 2022 and 5th April 2023, FreeAgent will automatically calculate the increased National Insurance contribution as per HMRC guidelines (3.9.8 National Insurance contributions - Health and Social Care Levy). A message will appear on payslips where applicable, confirming the “1.25% uplift in NICs funds NHS, health & social care” as per HMRC requirements to explain what these funds will be used for.

This will impact payslips raised within the 2022/23 tax year and where the employee is due to pay National Insurance.

To remove this message from an employee’s payslip, edit the payslip and select ‘No’ to the right of ‘Show Health and Social Care Levy note?’. Please note that this will only remove the message from this payslip. To remove the message for all of the employee’s payslips, you'll need to edit their payroll profile.

Select ‘Save Changes’ at the bottom of the screen to complete the process.

The employee’s payslip for that month will automatically be updated on the screen. You can select the ‘Save as PDF’ button to save and then share the updated payslip with the employee.

Correcting a payslip in this way will update the company’s year-to-date figures in FreeAgent immediately, but please note that HMRC won’t receive the updated information until the following month’s payroll submission.