QuickBooks Core Payroll: Your new payroll experience

1. After moving to Core Payroll you will be asked to enter your main payroll contact and reconnect NEST automated submissions if you have NEST pension schemes
2. Invite all your employees to Workforce so employees can access their payslips in one place rather than across multiple emails. Payslips can still be downloaded and saved in a PDF format. If an employee was added in Standard Payroll but did not accept the invite before migrating to Core Payroll, the employee will need to be re-invited.

If you manage CIS suffered within payroll then please re-enter your UTR number by selecting Company Settings, next Payroll Settings then finally UK tax.

1. No Duty Start Date in Standard Payroll means the date will have been automatically calculated in Core Payroll post conversion. If the Duty Start Date calculated by Core Payroll is incorrect, please change it before running payroll. If payroll is run with an incorrect Duty Start Date, then the pay run(s) will need to be deleted, next update the Duty Start Date and rerun payroll. You can update your Duty Start Date by selecting Company Settings, next Payroll Settings and finally Workplace pension.
2. Missing PAYE and or Accounts Office references after converting will apply to a very small number of customers so please check this by selecting Company Settings, next Payroll Settings then finally UK tax.
3. Verify your pensionable pay items to ensure these are marked correctly before you run payroll.

Data & history

• Historical data: All your historical payroll data is downloadable within Core Payroll.
• Current tax year payruns: These are viewable at the employee level but are static (uneditable). Any corrections should be made in the next payrun.
• Data download errors: If you experience errors downloading data, please try again later.
• Previous P60s: Available for download.
• Pay history: Now located within the Employee Record. You can delete individual employee payruns, not entire payruns.

Payslips and employee access

• Payslips: Payslips are accessed through QuickBooks Workforce. Employees will receive email notifications when payslips are available.
• No email payslips: Payslips are no longer emailed directly.

Financial and tax

• Journal entries: Found in QuickBooks Online (QBO) search as "Payroll Payment." These are uneditable. Make corrections via additional journal entries.
• FPS submissions: Automatically available for migrated customers with prior settings enabled.
• EPS submissions: Automatically generated after the 6th of the following month if no payments are due. Do not run payroll in this case.
• CIS suffered: Must be manually entered monthly via Payroll Settings.
• Pension filings: Now stored in the Tax Centre, not Pay History.
• Tax code refreshes: Visible in the Employee Record (no notifications).
• Leaver FPS: A separate FPS is generated for leavers.

Payroll features

• Overtime: Supports x1.0, x1.5, and x2.0 overtime rates.
• Additional pay types: You can add custom pay types.
• Proration: Supported for new starters and statutory payments.
• Unpaid leave: Not supported.
• Reports: Available on-screen, in Excel, and PDF formats.

Why are you replacing Standard Payroll with Core Payroll?

We're phasing out Standard Payroll and replacing it with Core Payroll. This change will allow us to roll out new features more quickly, giving you an even better experience.

I see the message "We're moving you to QuickBooks Core Payroll." What should I do?

We'll move you to Core Payroll outside UK business working hours. You should expect to regain access to payroll at 9am, or shortly thereafter the following morning.

Why hasn't my move happened as scheduled?

We schedule conversions from Standard to Core Payroll and message everyone in advance. Sometimes migrations do not complete, and as such are postponed to the following month. Reasons for postponement can include payroll not yet being in the current tax year or outstanding submissions that need sent to NEST or HMRC.

How will I be moved to QuickBooks Core Payroll?

Don’t worry, we’ll let you know in advance before moving you to Core Payroll. The transition will happen overnight, and by the next morning, you’ll have access to Core Payroll.

How long will the move take?

We’ll carefully move customers on specific dates during the night. In some cases, the move may be completed between 8:00-9:00 am the next day.

Will I need to relearn payroll?

No, once you’ve moved to Core Payroll, you’ll find a familiar look and navigation. While there may be a few changes, we’ll make sure to document them before moving day.

We’ll send you a link to this information, but feel free to bookmark the page and check back whenever you need.

What do I need to do before the move?

Great news! You don’t need to do anything at the moment. Just bookmark this article and keep an eye out for an email and an in-product alert closer to moving day.

Will all my data be the same?

Your year-to-date (YTD) data will include all payruns and calculations up to the current tax year. 

However, previous payruns within your current PAYE year will be “static” and cannot be changed. We’ll remind you closer to the move date, but it’s a good idea to doublecheck that your payruns are correct. 

If any changes need to be made, we’ll be here to help you correct them in future pay runs or you can use the HMRC PAYE tools if necessary.

Is there anything that won’t move from Standard to Core Payroll?

We’ll be moving all of your data to Core Payroll. If you’ve been using QuickBooks Standard Payroll for a while, any data, forms or reports from previous years beyond the current year will also be moved and made available in a secure area within Core Payroll. We’ll provide you with more details on this soon.

How can I see the changes before the move to Core Payroll?

We’ll make sure there’s plenty of information available for you to refer to both before and after you’ve moved to Core Payroll. The key information will be added to this help article, so be sure to bookmark it so you can refer back to it later.

Can I change the date of my move?

Unfortunately, no. The move to Core Payroll is triggered by your billing date which cannot be changed.

I'm an accountant onboarding clients, will the first-time setup be different?

Setting up Core Payroll will be slightly different, but it will include all the important information needed to quickly run your clients’ first payroll.

What will be different about running payroll?

While the overall look and feel will be very familiar, there may be a few changes. However, running payroll itself in Core Payroll will be extremely similar to running payroll in Standard Payroll.

What does this move mean for me?

If you’re currently on our Standard Payroll plan, we’ll be upgrading you to Core Payroll. We want to make this transition as seamless as possible for you. As we get closer to the transfer date, we’ll provide guides to help you along the way.