Variable Shifts and Overtime

Pharmacy operations often require variable shift patterns to meet patient needs, particularly during peak periods like flu season. HRPayHub accounts for:
HRPayHub simplifies locum payroll by:

• Shift Premiums: If your pharmacy pays different rates for evening or weekend work, HRPayHub automatically applies these premiums.
• Overtime Calculations: Any additional hours worked beyond standard contracts are captured and calculated accurately according to your pharmacy’s policies.
• Statutory Compliance: HRPayHub ensures that overtime pay adheres to UK working time regulations and minimum wage laws.

By automating these processes, HRPayHub reduces errors and supports fair pay practices, which boosts staff satisfaction and compliance.

Part-Time and Flexible Workers

Many pharmacies employ part-time staff to cover peak hours or specific tasks. HRPayHub provides tools that ensure:

• Pro-Rata Pay Calculations: Accurate pro-rata salary calculations based on contracted hours and actual hours worked.
• Leave Entitlement Compliance: HRPayHub calculates holiday pay for part-time staff in line with UK statutory requirements, ensuring fairness and avoiding costly disputes.
• Shift Flexibility: Whether an employee is working 10 hours or 40 hours a week, HRPayHub’s payroll module adapts automatically, reducing admin burdens and compliance headaches.

Integration with HR

Pharmacy payroll isn’t just about numbers—it’s deeply linked to your people. HRPayHub’s all-in-one approach means payroll data works hand in hand with HR data:

• Leave and Absence Management: Approved leave and absence data flow automatically into payroll, ensuring accurate holiday pay, sick pay, and maternity/paternity pay. This integration eliminates manual updates and reduces errors.
• Performance and Incentives: If your pharmacy uses performance-based bonuses or incentives, HRPayHub’s HR module can track performance reviews and link directly to payroll for accurate bonus payments.
• Employee Onboarding and Offboarding: HRPayHub automatically adjusts payroll records when staff join or leave your pharmacy, removing the risk of paying former employees in error or missing payments for new joiners.

Benefits for Your Pharmacy

• One Source of Truth: No more juggling separate systems for HR, accounting, and payroll. HRPayHub brings everything together, creating a single source of truth for your financial and people data.
• Reduced Admin Workload: Automation and integration mean less time spent manually updating spreadsheets or cross-checking data.
• Better Decision-Making: With accurate, up-to-date data flowing between HR, payroll, and accounting, pharmacy owners and managers can make more informed decisions—whether it’s adjusting staffing, budgeting for new services, or planning for growth.

Building a Positive Workplace Culture

Pharmacy payroll isn’t just about numbers—it’s deeply linked to your people. HRPayHub’s all-in-one approach means payroll data works hand in hand with HR data:

• Reduced Payroll-Related Stress: Errors or delays in payroll can create significant stress for employees, especially if they’re relying on wages to support their families. HRPayHub’s reliable processes reduce these risks, creating peace of mind for staff and managers alike.
• Support for Work-Life Balance: By integrating leave management with payroll, HRPayHub ensures that holiday pay, sick pay, and other entitlements are managed fairly. This promotes a healthier work-life balance, which is crucial in the demanding pharmacy environment.
• Empowered Employees: Through the self-service portal, staff can manage their personal information, view leave balances, and track how time off affects their pay—all of which fosters a sense of autonomy and engagement.

Recruitment and Retention Advantages

In today’s competitive job market, especially in the healthcare sector, pharmacies that pay accurately and on time have a clear advantage when recruiting and retaining top talent.

• Enhanced Employer Brand: Pharmacies with a reputation for fair and reliable payroll processes become more attractive to new recruits. Pharmacists, technicians, and locums are more likely to choose employers who demonstrate respect for their work through accurate pay.
• Lower Turnover Costs: Accurate payroll is one of the most effective ways to reduce staff turnover. By minimizing disputes and frustrations over pay, HRPayHub helps you keep experienced team members longer—reducing recruitment costs and maintaining continuity in patient care.

P11D and Benefits-in-Kind

If your pharmacy provides any benefits-in-kind (like company cars, private medical insurance, or certain allowances), you’re also responsible for submitting P11D forms for affected employees.

• Accurate Benefits Tracking: HRPayHub tracks taxable benefits throughout the year, ensuring that P11D forms accurately reflect what has been provided to each employee.
• Simplified P11D Preparation: Instead of manually calculating benefits values and submitting separate reports, HRPayHub automates this process—saving time and ensuring accuracy.
• Class 1A National Insurance Compliance: HRPayHub also calculates Class 1A National Insurance contributions for any benefits-in-kind provided, ensuring your pharmacy meets all related employer obligations.

Employer Final Submission and Reconciliation

Beyond individual staff documents, pharmacies must reconcile their entire payroll year with HMRC, ensuring that all PAYE, NIC, and other deductions match reported figures.

• Automated Year-End Reconciliation: HRPayHub compares payments made throughout the year with payroll data, flagging any discrepancies for resolution before submission.
• HMRC Final Submission Support: HRPayHub guides you through the final submission process, ensuring that all required data is accurate and that your pharmacy closes the tax year confidently.

Respect for Statutory Entitlements

Pharmacy staff have the same rights as any other UK worker: to be paid for holidays, sick days, and parental leave. HRPayHub ensures your payroll practices:

• Comply with the Working Time Regulations: Including rules around paid annual leave, maximum weekly hours, and breaks.
• Handle Holiday Pay Accurately: Including average earnings for variable-hour staff—a critical area for pharmacy compliance.
• Calculate Sick Pay and Maternity Pay: HRPayHub automates statutory payments, ensuring employees receive their legal entitlements without delay or confusion.

Staff Communication and Transparency

Payroll isn’t just a back-office process. It’s a core part of how your staff experience working at your pharmacy.

• Clear Payslips and Digital Access: HRPayHub’s self-service portal gives employees direct access to their payslips and pay-related data, reducing questions and building trust.
• Open Channels for Payroll Queries: Encouraging staff to ask questions or flag issues helps you catch errors early and reinforce a culture of fairness and transparency.

Staying Ahead of Regulatory Changes

The pharmacy sector is shaped by continuous change—whether it’s new employment laws or updates to NHS funding structures. HRPayHub stays current with:

• Automatic Updates for Tax and Pension Rules: So you’re always compliant without needing to chase new legislation.
• Flexible, Configurable Workflows: So your payroll system can adapt quickly to new pharmacy policies, partnership models, or NHS reimbursement processes.

Regular Payroll Reviews and Audits

Pharmacy owners can’t afford to “set and forget” their payroll. Best practice means regularly reviewing and auditing your processes:

• Payroll Reconciliation: HRPayHub helps you cross-check what’s been paid against what’s recorded—spotting discrepancies early and avoiding costly mistakes.
• Management Reporting: Automated payroll reports from HRPayHub provide managers with clear insights into payroll costs and staff-related expenses—essential for budget planning and operational decisions.