To access this utility, click Employer, followed by Edit Employer Details. Sections available for completing/editing are:

Basic Details

1) Employer Name

2) Trading Name - a Trade Name can also be entered here, if applicable

3) Employer Address

PAYE Registration

1) Employer PAYE Reference - mandatory for RTI submissions

2) Accounts Office Reference - mandatory for RTI submissions

3) Company Registration Number - enter your company registration number here, if applicable

4)  Self-Assessment Unique Tax Reference (UTR) - enter your reference here, if applicable

5) Corporation Tax Reference - enter your reference here, if applicable

6) BACS Service User Number (SUN) - enter your Service User Number, if applicable

7) Small Employers' Relief - tick if the employer qualifies for Small Employers' Relief

8) Expenses & Benefits Tax Accounting Method - select the method that the employer will be operating, if company expenses and benefits apply. 

Typical Employee

This section allows the user to create settings that will be used as the default when adding a new employee. They can of course be changed on an individual basis if required. These settings are:

1) Typical pay frequency

2) Typical pay basis

3) Typical pay method

4) Typical annual leave year starts

5) Typical annual leave calculation method

6) Typical annual leave entitlement

7) Carry over annual leave from previous year

8) Typical Working Days

9) Typical minimum wage profile

10) Flag where employees are paid below minimum wage (hourly paid only) - untick the box if you would like to turn off minimum wage flagging where hourly paid employees are paid below minimum wage.  

11) Automatically generate works numbers using custom settings - tick if you would like the software to automatically generate works numbers using your own custom settings, which can set up here.

12) By default, withhold tax refunds when pay is zero - by default, the payroll system will not give a tax refund to an employee who has zero pay. If you wish to give your employees who are on a cumulative basis a tax refund when their pay is zero simply untick this box.

13) By default, do not pay Statutory Sick Pay - if your company has its own Sick Pay Scheme and you wish to operate your own scheme rather than HMRC's Statutory Sick Pay scheme, tick this box to not pay SSP by default.

14) Opt out from reporting employee payment information to credit check providers - by default, this option will be selected, you will need to untick this box if you wish to opt out of reporting employee payment information.

RTI

The following will be included as the principal contact details on all RTI submissions sent for the employer. If you send RTI submissions on behalf of your client, and wish to include your agent details in submissions, select enter your agent settings option.

1) Title and Name

2) Contact email address

3) Contact Phone Number and/or Fax number

Client Details

The following client information can be recorded for each employer in BrightPay:

1) Contact name, email address and phone number

2) Alternative contact details

3) Default password 

4) Tag colour

5) Managed by staff member

6) Current status

7) Current due date

8) End of tax year completion - Final FPS/EPS, P60s, P11Ds

9) Notes

Notes ( from 2026/27 only) 

Enter any notes for the employer. This field can be used to record additional information as required.

Please note: There is no way to export Employer / Client details.

If you need to run payroll for a new employer but do not have the PAYE reference yet from HMRC, you can enter a dummy / fake PAYE reference such as 123/AB12345 so the employer and employee can be set up on BrightPay. No RTIs will be able to be submitted until the correct reference is entered.

Once the PAYE is received from HMRC, this can replace the incorrect one by going to Employer tab > Edit Employer Details > PAYE Registration. Enter the correct PAYE reference and save changes.