Getting started – Workmax

Getting started – Workmax

Thank you for choosing Workmax as your payroll provider. This guide will help you get started and run payroll with a few simple steps.

Company details. #

Before you can start payroll, you must collect information about your company.  We need your company name, address, telephone numbers, industry, etc. This should take about 5-10 minutes to complete.

Bank details. #

We use Plaid to pay your employees. Plaid is a financial services company that allows you to link your business account with us so we can make deductions on your behalf to fund your payroll bill. If you want to pay your employees outside the platform, please select I will make payments outside Workmax.

HMRC Information. #

Please ensure you have registered with HMRC first before you run payroll. You will need an Employer Payment Reference, an Office Reference, and a unique employer ID. We will need these details so we can submit Full Payment Submissions (FPS), Employer Payment Summary (EPS) and Expenses and Benefits Report (EXB).

Pay schedule. #

Your pay schedule will entail how often you will pay your employees. Currently, we support four pay frequencies.

  1. Weekly
  2. Bi-Weekly
  3. 4 Weekly
  4. Monthly

The pay schedule is a combination of

  • Pay period.
    • The timeframe during which your employees worked.
  • The payday.
    • The day the employees receive wages.
  • Cut-off offset.
    • The pay period end date is with the pay date. Some pay period end dates might end a day before the pay date. For example, if your pay date is 01/08/2023, the pay period will run from 01/07/2023 to 31/07/2023. The cut-off offset will be 1, and employees will get paid a day after the pay period ends.


Work Schedule #

Most companies will have employees working a fixed schedule or a variable schedule. If your company has most employees working a set plan, please enter the days on which the employees will work. For example, if your employees work Monday to Friday, select Monday to Friday and enter each day’s start and end times.

This information will help Workmax automate your timesheets and leave requests. We will be able to pro-rate holiday entitlements according to your work schedule.

Suppose your employees work on a different schedule. Please select a variable plan and how many hours a typical shift will be.

This information is crucial. For example, some variable schedules have employees working 8 hours each shift. This means that if an employee works 8 hours on a Monday, this is equivalent to a full day of work. As well as, if an employee works 4 hours, the employee has worked half a day. 

Employees who work variable hours can accrue Paid Time Off each month based on the hours worked each month. Hours are accrued at the end of the tax month.

Profiles #

Workmax has four standard profiles with different rights and access.

  1. Admin
  2. Manager
  3. Client
  4. Employee
  5. Contractor
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