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2025 Payroll calendar templates for UK businesses
A payroll calendar helps your business stay organised and compliant by tracking key payroll dates across the year. Whether you pay your employees weekly, monthly or on another schedule, a clear payroll calendar can help you avoid delays, missed deadlines and compliance issues.
Payroll calendar templates are predesigned forms, spreadsheets, or PDFs that allow business owners to track important dates and deadlines, ensuring employee pay is accurate and on time. Payroll calendars can work with other payroll tools, such as time tracking, to provide a convenient and efficient way to organise and manage pay periods.
By using a payroll calendar template, businesses can avoid errors and miscalculations that may occur when managing pay periods manually. Use the links below to jump to the section that covers your pay period: such as time tracking , scheduling, or invoicing.
Use the links below to jump to your preferred pay frequency, or scroll through for a full overview of how to organise payroll in 2025.
These payroll calendar templates are best used for:
Retail, hospitality, trades, and other sectors with hourly or shift-based work
Employers with temporary or seasonal staff
Businesses that want to improve employee satisfaction by offering alternative pay schedules (example, weekly pay)
What to watch for in 2025
In 2025, New Year’s Day (Wednesday 1st January) and Boxing Day (Friday 26th December) are UK bank holidays. If your usual payday lands on a bank holiday, process payroll early to ensure employees are paid on time.
How many pay periods in 2025?
The number of pay periods in 2025 depends on how often you run payroll. Here’s a quick look at the different pay schedules and how many paydays each one has:
Pay Schedule | Number of Pay Periods |
Weekly | 52 |
Fortnightly (bi-weekly) | 26 |
Bimonthly | 24 |
Monthly | 12 |
Each pay frequency has its benefits, and the right one for your business depends on factors like cash flow, payroll processing, and employee preference.
Weekly Payroll Calendar Template
Weekly payroll means 52 pay periods a year, with the same payday each week - usually Friday.
This 2025 weekly payroll template assumes your payroll cut-off and payday are the same day. If a pay date falls on a UK bank holiday, it should be moved to the nearest working day.
Benefits of weekly payroll:
Ideal for hourly workers
Easier to align pay with time tracking
Increases employee satisfaction due to frequent payments
2025 fortnightly (biweekly) payroll calendar template
Fortnightly payroll pays employees every two weeks, usually on a fixed weekday like Friday. There are 26 pay periods in 2025, unless your chosen cycle aligns in a way that adds a 27th pay date.
Important dates to consider:
Good Friday (18th April), Christmas Day (Thursday 25th December), and Boxing Day (Friday 26th December) may affect your payroll processing schedule.
You may need to bring payday forward if it lands on a bank holiday or adjust processing timelines to accommodate time off.
How to structure a fortnightly calendar:
Plan ahead by listing out each fortnight’s pay period and payday.
Add columns for pay period start and end, payslip issue date, RTI submission, and payment release date.
Fortnightly pay is ideal if:
You employ a mix of salaried and hourly workers
You want to balance frequent pay with reduced processing effort compared to weekly payroll
You want to support employees with regular budgeting
2025 Bimonthly payroll calendar template
Also called semimonthly payroll, this schedule pays employees twice per month, typically on set calendar days such as the 15th and last day of the month. This results in 24 pay periods per year.
Things to consider:
Bimonthly payroll dates can fall on weekends or bank holidays. For example, if 31st August falls on a Sunday, payday should be moved to Friday 29th.
Adjustments need to be made frequently throughout the year, so a clear and editable calendar is essential.
How to plan:
Note your two recurring pay dates per month (for example, 15th and last day).
Include a field for “adjusted pay date” when these fall on weekends or bank holidays.
Bimonthly pay works well for:
Salaried teams who prefer predictable pay dates
Businesses aligned with monthly accounting or financial cycles
Companies looking for a balance between admin effort and employee satisfaction
Download 2025 Bimonthly Payroll Calendar (PDF)
2025 Monthly payroll calendar template
A monthly payroll calendar template works for businesses paying employees monthly - which is 12 pay periods a year. The payroll calendar template accounts for 12 payroll periods, with the pay date occurring on the first of every month. However, like bimonthly, the day of the week that is the pay date can vary.
The payroll template for monthly payroll is adjusted so that the pay date - if it falls on a weekend or holiday - will instead be the soonest business day. Monthly payroll has the least administrative work, so some businesses will opt for it to keep payroll costs low.
Points to note for 2025:
Watch out for months where the final day falls on a weekend (for example, 31st May 2025 is a Saturday). In this case, you’d process payroll to pay staff on Friday 30th.
December also requires planning ahead - paying staff before Christmas can affect cash flow and tax reporting deadlines.
How to organise a monthly calendar:
Mark each month’s final working day and label it as payday.
Add columns for payroll processing cut-off, payslip distribution, RTI submission, and pension contribution deadlines.
Best suited for:
Full-time staff on fixed salaries
Smaller businesses looking to minimise payroll admin
Companies that want to align payroll with monthly expenses and tax submissions
Download 2025 Monthly Payroll Calendar (PDF)
How to keep your payroll organised in 2025
Keeping accurate payroll records is essential for you and your employees. Employees need payroll records to file taxes or apply for a mortgage or car loan, while employers need them to comply with state and government regulations. Plus, it helps to have accurate payroll information for things like hiring and managing cash flow.
Here are some best practices to ensure your payroll records are always up-to-date and accurate:
Know your payroll budget: The first step to staying organised is to take preventive measures so you don't fall behind. Before finalising an employee’s pay, know your budget and what you can afford.
Know the tax deadlines: Missing tax dates isn’t an error you want to experience. Set calendar reminders to make sure you file your payroll taxes on time, every time.
Know what records to keep: Various state and federal laws require employers to keep payroll records for extended periods.
Know the regulations: Payroll can be confusing, but even accidental errors can result in painful fines.
Update records regularly: Whether using a payroll spreadsheet or any other tool, update your records on a schedule. The more often you check-in, the more organised your payroll can be.
Managing and organising payroll is a challenging task for any small business owner. But with the right tools, you may find keeping accurate payroll records is as simple as it is rewarding.
Next steps for streamlining your payroll process in 2025
Payroll calendar templates are a valuable resource for business owners and payroll departments. They provide structure and organisation in managing pay periods, whether you’re seasoned or just figuring out how to set up payroll.
And while a template can help you with organisation, they can’t actually run payroll. Payroll solutions like QuickBooks Payroll can help you stay ahead of payroll tax deadlines, run payroll reports, and pay employees through direct deposit.
Keeping Your Payroll Organised in 2025
A payroll calendar is just the first step. Here are a few key practices to keep your payroll process running smoothly all year:
1. Stay ahead of HMRC deadlines
Use HMRC’s PAYE tax calendar to keep track of reporting and payment due dates. Set reminders or automate with payroll software.
2. Maintain accurate records
Under UK law, you must keep payroll records for at least 3 years. Store payslips, timesheets, and RTI submissions in a secure system.
3. Budget for payroll
Understand your payroll liabilities in advance, including salary, pension contributions and National Insurance. This ensures you’re never caught short on payday.
4. Review pay periods
Check regularly that your pay calendar still fits your business needs. Growth, staffing changes, or industry demands may call for a different schedule.
Streamline Payroll with Software
A 2025 payroll calendar can keep you organised, but for a truly stress-free experience, consider using payroll software like QuickBooks Payroll. Features include:
Automated pay runs
Tax calculations and filings
RTI submissions to HMRC
Payslip generation and employee self-service
Whether you're paying weekly or monthly, QuickBooks Payroll helps businesses stay compliant and efficient all year round.
Frequently Asked Questions
What is the most common payroll schedule in the UK?
Monthly payroll is the most common in the UK, especially for salaried employees. It reduces admin and aligns well with tax and pension reporting.
What’s the best payroll schedule for hourly staff?
Hourly staff may benefit from weekly or fortnightly pay. These schedules allow for accurate pay calculations based on hours worked and reduce waiting times for pay.
What happens if payday falls on a bank holiday?
You should process payroll so employees are paid on the last working day before the bank holiday.
Can I change my payroll schedule during the year?
You’ll need to inform HMRC and communicate clearly with employees. Ensure new pay dates don’t cause cash flow problems or compliance issues.
Disclaimer
This content is for information purposes only and should not be considered legal, accounting or tax advice, or a substitute for obtaining professional advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by region, state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Intuit does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Intuit does not warrant that the material contained herein will continue to be accurate nor that it is completely free of errors when published. Readers should verify statements before relying on them.
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