Basic PAYE Tools is a free computer software package provided by HM Revenue & Customs (HMRC) to help you run your payroll throughout the year.
The tools are designed for employers with nine or fewer employees and will work out the tax and National Insurance contributions (NICs) for your employees in each pay period and report your payroll information to HMRC.
This guide explains how to make sure you download the latest version of the tools and any updates, what you need to be able to use them and what to do to solve any problems you encounter.
On this page:
Please read the next section of this guide to check what version of Basic PAYE Tools you need to suit your situation. HMRC has user guides, with pictures of screens, that will help you with downloading and installing the product. When you know which version you'll be downloading, you might want to look at these first - choose the one that applies to you.
Existing users: switching to Basic PAYE Tools (RTI) (PDF 2.4MB)
First time users: download and install Basic PAYE Tools (RTI) (PDF 1.7MB)
The next step is to add pay details, which will enable the tools to calculate the PAYE tax, NICs and other deductions. This user guide explains how to do all of that:
All users: using Basic PAYE Tools for real time reporting (PDF 1.6MB)
And if you haven't already done so, use the 'Business Readiness Checklist' to help prepare your business for reporting PAYE information in real time.
Download the 'Business Readiness Checklist' (PDF 65K)
It's important to make sure you always use the most up-to-date version of the tools, and the one that will run your payroll correctly and send the necessary submissions to HMRC.
Use the table below to get the version that's right for your situation.
If you used the tools to run your payroll in 2012-13, please read the guide 'Completing 2012-13 year end and switching to Basic PAYE Tools in real time (RTI)' before attempting to download Basic PAYE Tools.
Completing 2012-13 year end and switching to Basic PAYE Tools in real time (RTI)
My situation |
My plans |
I will need to download |
|---|---|---|
I already use Basic PAYE Tools and will start reporting in real time from 6 April 2013 |
I plan to carry on using the tools |
The latest updated version for 2012-13 then use this to complete and send my 2012-13 Employer Annual Return. Once that's complete (but not before), I will download the RTI version of Basic PAYE Tools for 2013-14 |
I don't currently use Basic PAYE Tools |
I plan to start using the tools from 6 April 2013 |
|
I joined the real time reporting pilot in 2012-13 and already use the RTI version of Basic PAYE Tools |
I plan to carry on using the tools in 2013-14 |
The RTI version of Basic PAYE Tools for 2013-14 |
I joined the real time reporting pilot in 2012-13 but don't currently use Basic PAYE Tools |
I want to start using the tools now |
|
I use screen reader software and need to use the Assistive Mode version of the tools (for Windows) |
I want to use the tools to report in real time from 6 April 2013 |
Basic PAYE Tools are designed for employers with nine or fewer employees. If you've already decided this is the best payroll option for you, follow the links in the table above to make sure you get the right version. If you haven't made up your mind yet, read 'Software packages and other payroll options' first - there's a link below.
Software packages and other payroll options
Basic PAYE Tools has been tested on computers with the following operating systems:
Basic PAYE Tools may not work on older versions of the Windows, Mac or Linux operating systems, and will not work on mobile operating systems such as iOS or Android.
Customers using Basic PAYE Tools in ‘Assistive Mode’ (which is designed for users of screen reader software) are advised to avoid using the following browser and operating system combinations:
The recommended system requirements are:
If the computer on which your tools for 2013-14 will be installed has internet access, but doesn't have broadband internet access you will need to telephone HMRC's Employer Orderline for a copy of 'Basic PAYE Tools 2013-14 Real Time Information' on a disc - this may take up to seven working days to reach you.
Contact HMRC's Employer Orderline
If you have an Apple Mac computer and are not sure whether it has an Intel processor, select the Apple logo on the top left hand corner of your desktop and then select 'About this Mac'. Basic PAYE Tools won't work with Apple Macs fitted with PowerPC processors.
HMRC will not be responsible for any loss, damage, cost or expense arising out of the installation and use of this application.
The security of the data held in the Basic PAYE Tools is your responsibility.
If you are already using an earlier version of Basic PAYE Tools, HMRC strongly recommends that you back up your data before installing any new version.
The latest updated version of Basic PAYE Tools for 2012-13 - only download this version if you need to use the tools to send your Employer Annual Return for 2012-13 |
The Assistive Mode version of the RTI Basic PAYE Tools for 2013-14 for Windows users This version is designed for employers who use screen reader software. Other employers should not select this. |
Once you have downloaded the files to your computer, locate the folder you downloaded them to and install Basic PAYE Tools package on your computer. How you do this will vary depending on the type of computer and operating system you are using, but will be the same as installing other software packages you download from the internet.
Instructions on how to install and open the tools can be found by following the link below.
Download and read how to get Basic PAYE Tools running in Linux (PDF 22K)
If you are planning to install Basic PAYE Tools on your network, please see HMRC's guide 'Installing Basic PAYE Tools onto a networked computer'.
Installing Basic PAYE Tools onto a networked computer (PDF 1.9MB)
Once you've installed Basic PAYE Tools, any time your computer is connected to the internet you will be automatically advised when updates become available. Please look out for these notifications on the home page of the tools.
If you have automatic updates switched off, you can still check for updates manually:
If you have trouble installing Basic PAYE Tools, please try restarting your computer and running the installation again.
Some antivirus programs may incorrectly quarantine software that you have downloaded from the internet. If you are unsure of how to restore a download from quarantine please contact your antivirus software provider for support.
If your installation problems continue or you have problems while using the tools, contact HMRC's Online Services Helpdesk.
Contact HMRC's Online Services Helpdesk
If you want to keep your database information, for example if you plan to install Basic PAYE Tools on another computer, you must back up your data first.
From your Windows desktop:
Alternatively, you can uninstall the tools by using the 'Add or Remove Programs' feature within the Windows Control Panel.
You may also need to delete the Employer Database separately. By default this will be in your user profile folder.
Locate the folder where you have installed Basic PAYE Tools, by default this is either /Applications/HMRC/payetools2012 or /Applications/HMRC/payetools2013. Run the 'Uninstall' program.
To check whether there are any known issues that may impact on your use of the tools and to find workarounds and solutions to those issues, visit the HMRC Service issues page.
