How to pay PAYE candidates

The ONS reported that in February 2024, there were estimated to be 30.4 million payrolled employees in the UK – a rise of 368,000 people over the past 12 months. Within this, wholesale and retail, health and social work and education account for around 40% of UK employees.

To ensure our agency partners can continue to grow their business, QUBA Solutions provides a full PAYE bureau, meaning we handle the whole payroll process on your behalf, alongside our LTD and Umbrella offerings. Rather than having to outsource to an accountant, manage yourself or enlist the help of a separate payroll company.

How does this work?

  1. You would provide QUBA with your PAYE reference number and Accounts office reference number. This can be obtained when registering as an employer.
  2. Via our DynamiQ platform, you create a candidate record and select them as PAYE. Entering their basic information, personal bank details and including a New Starter Checklist or P45.

3. Contractors will receive their payslips via email each Wednesday as soon as the payroll has been processed. The payslips will display your companies branding and payments to contractors will be received first thing on a Friday.

4. We make full payment submissions to HMRC after each payroll in compliance with RTI legislation. (Not all funders provide this service – many will leave the reporting and management of employer costs – as per below – to the recruitment agency to handle!)

5. QUBA deducts all Employer costs –
Holiday pay will be accrued for PAYE workers at 12.07% with the holiday pay year running from January 1st to December 31st. Any other deductions such as student loans will also be made.
Employers NI accrued and paid to HMRC on your behalf each month
Pension – QUBA is fully compliant with pensions regulations and uses the well-known pension provider, Nest Pensions (National Employment Savings Trust). In line with legislation, all PAYE workers will be automatically enrolled after 12 weeks and we’ll manage the communication with your temporary workers, sending all the information your workers would need to contact their pension provider. We’ll also notify Nest with new enrollments and send them contribution schedules.

6. All documents are stored against your candidate’s record on DynamiQ, so you can access any historical data in addition to seeing employer cost deductions via our gross profit report. You can also track and request candidates’ holiday pay to be released to them, via our system too.

QUBA Solutions processes over 7000 payments each week to temporary workers and contractors and support hundreds of recruitment agencies payroll per week, whether it’s PAYE, Limited Company or via Umbrella Companies.

If you’re interested in having a full suite of payroll options available to you, in addition to market leading tech and 100% funding, get in touch with us today.