Your Payroll Calendar: The Dates That Matter Most

For most small businesses, payroll feels like a monthly sprint that somehow always lands on the same week as a VAT return or a big client deadline. The trick to staying calm is to treat payroll dates the way you treat a tax deadline: immovable, predictable, and worth planning around. As an employer, you have legal duties to report to HM Revenue & Customs (HMRC) and to pay your staff correctly and on time. Miss those dates and you can face penalties, even if your intentions were good.

Let’s walk through the key deadlines, the practical checks you can do before payday, and the records you should be keeping. It’s not glamorous, but getting payroll right builds trust with your team and keeps your business out of hot water.

Real Time Information: What You Must Report and When

Under Real Time Information (RTI), you must send payroll data to HMRC every time you pay your employees. This is done through a Full Payment Submission (FPS), usually on or before the day you pay your staff. The FPS tells HMRC how much you’ve paid, what tax and National Insurance you’ve deducted, and any statutory payments you’ve made, such as Statutory Sick Pay (SSP) or Statutory Maternity Pay (SMP).

If you have no employees to pay in a tax month, you must still tell HMRC by sending an Employer Payment Summary (EPS). This is also where you claim reductions for things like the Employment Allowance or recover statutory payments. A tax month runs from the 6th of one month to the 5th of the next, so your reporting window follows that rhythm.

Your PAYE payment to HMRC is due by the 22nd of the following month if you pay electronically. If you pay by cheque, the deadline is the 19th. For most small employers, quarterly payments aren’t an option—monthly is the default, so diary that 22nd like clockwork.

Pension duties run alongside payroll. If you run a workplace pension, you must assess eligible staff and contribute before the 22nd of the following month as well. Missing a pension contribution deadline can mean a fine from The Pensions Regulator, so set a reminder a few days earlier.

Finally, don’t forget your annual tasks. P60s must be given to employees by 31 May, and P11D forms for benefits in kind are due to HMRC by 6 July, with Class 1A National Insurance paid by 22 July. Diary these early so they don’t sneak up.

Deadlines Diary: A Simple System to Stay Ahead

Rather than keeping dates in your head, build a payroll calendar with clear, repeating reminders. Here’s a practical checklist you can adapt:

• On or before each payday: Send your FPS to HMRC. Check that the amounts match your payroll software’s figures.
• By the 5th of the following month: Send an EPS if you need to claim Employment Allowance, recover statutory payments, or declare no payment for the month.
• By the 19th or 22nd of the following month: Pay PAYE and National Insurance to HMRC (19th for cheque, 22nd for electronic).
• By the 22nd of the following month: Pay pension contributions to your scheme provider.
• By 31 May: Issue P60s to all employees who were on payroll on 5 April.
• By 6 July: Submit P11D and P11D(b) forms for benefits and expenses.
• By 22 July: Pay any Class 1A National Insurance due on benefits.

You can set these as recurring calendar events with a two-day warning. That small buffer gives you time to fix a bank transfer or chase a missing timesheet.

Payday Is Not the Finish Line: Check Payslips Before You Pay

One of the easiest ways to create a payroll headache is to press send on payments and then spot an error on the payslip. Once money has gone out, correcting overpayments or underpayments becomes messy and time-consuming. Instead, build a short review ritual a day or two before payday.

First, check that every employee’s tax code is up to date. HMRC sends tax code notices by post or through your payroll software, and ignoring them leads to incorrect deductions. Second, verify that any changes to hours, overtime, bonuses, or deductions have been entered correctly. Third, look at statutory payments: have you calculated SSP or SMP using the correct average weekly earnings? Errors here can mean reclaiming too much from HMRC, which you’ll have to pay back later.

Finally, check the net pay figure against your bank file. A simple cross-check between payroll software and online banking prevents the embarrassment of a bounced salary or an overpayment that you have to claw back. If you spot a mistake, fix it before the payment goes out. If it’s already too late, correct it in the next payroll run and communicate clearly with the employee.

Record-Keeping: What to Keep and For How Long

HMRC requires you to keep payroll records for at least three years from the end of the tax year they relate to. In practice, keeping them for six years is safer, especially if you’re ever selected for a compliance check. Your records should include:

• Payroll reports: FPS and EPS submission receipts, plus any HMRC notices.
• Payslips: Copies of every payslip issued, showing gross pay, deductions, and net pay.
• Statutory payment records: Calculations and evidence for SSP, SMP, ShPP, and SAP, including dates and amounts paid.
• Pension records: Contribution schedules, assessment reports, and opt-in or opt-out notices.
• Expenses and benefits: P11D working sheets, receipts, and Class 1A calculations.

Store these digitally and back them up. If HMRC asks questions, you’ll be able to answer quickly. Good records also make it easier to spot trends, like rising overtime costs, and to plan cash flow around your PAYE bill.

When to Ask for Help

If payroll feels like a constant scramble, it might be time to bring in a bookkeeper or payroll specialist. A good one will keep your calendar on track, check payslips before payday, and ensure your records are audit-ready. But even if you outsource, you remain legally responsible for accuracy. Stay involved enough to review the key reports each month, and never ignore an HMRC letter about payroll. A five-minute check today can save you a penalty tomorrow.