The payroll handover test: Could someone else run your payroll tomorrow?
14.08.2026August can be a quieter time for many businesses. With people taking annual leave and activity slowing down, it can also provide something that is harder to find at other times of the year… breathing space. So, rather than letting August pass by, why not use it to review one of the processes your business relies on every month – payroll?
Here’s a simple test to start with:
If the person who normally runs your payroll was unavailable tomorrow, could someone else take over?
If the answer is no or you’re not entirely sure, it could be a sign that your payroll process needs a closer look.
Why payroll handovers matter
Payroll is one of those business processes that needs to happen on time, every time. Employees expect to be paid correctly, HMRC deadlines need to be met and pension and other statutory requirements still need to be managed.
But in many businesses, payroll can become heavily dependent on one person.
They may know where everything is stored, which employees have variable hours, how certain payments are handled and what needs to be submitted to HMRC. That knowledge can be invaluable but if it only exists in one person’s head, it can also create a risk for the business.
Annual leave is a good example. August can mean key people are away from the business, leaving others to pick up unfamiliar tasks. An unexpected absence can create the same problem at any time of year. A good payroll process shouldn't rely on one person simply being available.
Could someone else pick up your payroll?
You don't need to hand over your entire payroll operation to test how resilient it is.
Start with a few simple questions:
1. Is the process documented?
Could another member of the team follow the payroll process without needing to ask the usual payroll administrator what to do?
Think about everything from gathering employee information and checking timesheets to processing payroll, producing payslips and making the necessary submissions.
If there are lots of steps that aren't written down, August could be a good time to document them.
2. Is your payroll data accurate?
Payroll relies on accurate employee information. Take some time to check that the data you're working with is up to date and that changes such as new starters, leavers, salary changes, tax codes and pension information have been recorded correctly.
It's much easier to identify and resolve discrepancies during a quieter period than when you're up against a payroll deadline.
3. Does more than one person know how to run payroll?
Having a clear backup isn't just useful when someone goes on holiday. It gives your business greater resilience if the usual payroll administrator is unexpectedly unavailable.
Consider whether another member of the team has the right access, understands the process and could step in if needed.
4. Can you access what you need?
Payroll information, previous reports and important records should be accessible to the people who need them, while still being appropriately protected.
If payroll depends on a particular computer, server or someone's individual files, it may be worth considering whether there's a more flexible way to manage it.
5. Are you ready for the busier months ahead?
The second half of the year can quickly become busy. Getting your payroll processes in order now means there's less to sort out when other priorities start competing for your attention.
A little preparation in August could save time and avoid unnecessary pressure later in the year.
A simple August payroll check
If you have some breathing space this month, use it to review:
- Your payroll process from start to finish
- Employee and payroll data
- Access permissions and who can run payroll
- Where payroll records and reports are stored
- HMRC submission processes
- Pension processes and records
- How payroll is handled when the usual administrator is away
- Whether another member of the team could take over if needed
- Any manual steps that could be simplified or automated
Could cloud payroll make the handover easier?
The technology you use can also make a difference.
Cloud-based payroll software means payroll information isn't tied to one computer or location. It can give authorised users access to the information they need, making it easier for businesses to maintain continuity when someone is working remotely, on annual leave or unexpectedly unavailable.
It can also reduce some of the administration that comes with traditional desktop payroll software, such as manual updates, backups and software maintenance.
How MyPAYE can help
If you're reviewing your payroll processes this summer, MyPAYE is a secure cloud-based payroll solution designed to help businesses, accountants and payroll bureau manage payroll more efficiently.
Because MyPAYE is cloud-based, authorised users can access payroll from any internet-connected device without relying on software installed on a particular computer. Automatic updates help keep the software up to date with the latest legislation, while secure hosting and backups remove the need for businesses to manage these separately.
MyPAYE also provides tools for automating and simplifying key payroll tasks, including HMRC RTI submissions, payslip production, pension management, employee data and statutory pay calculations. With multi-level access controls, businesses can also give relevant team members access to the payroll information they need. helping to make payroll less dependent on one person.
Whether you're running payroll for one business or managing hundreds of clients, MyPAYE provides a flexible way to manage payroll securely and efficiently.
Could someone else run your payroll tomorrow? If you're not sure, August could be the perfect time to find out. Try MyPAYE for free.
Sign up for a free trial today and see how our cloud accounting software can benefit your business.
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