Every month follows the same six stages: record the month's changes, prepare the draft, check it, approve it (a different Admin; figures locked), pay staff, and remit and post. The only hard control is approval: nothing is paid or remitted from a draft, and the person who prepared the run cannot approve it.
| Stage | Where in PayTrove | Who | Chapter |
|---|---|---|---|
| Once: set up | Settings; Users; Pay components; Employees; Leave types | Admin; Preparer | 2–5, 8 |
| Record the month's changes | Employees (pay, allowances, one-offs, loans); Leave; Garnishments | Preparer | 5, 8, 9 |
| Prepare and check the run | Run payroll → New payroll run; days worked; checks; Compare with last run; payslips | Preparer | 6, 9 |
| Approve | The draft run → Approve run | Admin (not the preparer) | 6 |
| Pay staff | Bank payment file; payslip PDFs; self-service | Admin / finance | 6, 12 |
| Remit and file | Remittances; PAYE, pension and NHF schedules; employer levies | Admin / finance | 7 |
| Post to the ledger | Journal for the ledger (BookTrove or other) | Accountant | 6 |
| Bonuses and leavers | Off-cycle and 13th-month runs; final settlement | Preparer, then Admin | 10, 11 |
| Year end | Annual returns (Form H1 per state); ITF by 1 April | Admin / finance | 13 |