API stands for Application Programming Interface. It is a defined way for one software system to request data or actions from another system in a structured format.
In payroll and HR software, APIs are commonly used to connect payroll with pensions, accounting, banking, HRIS and recruitment tools so data can move automatically without manual re-keying.
Clear API documentation and secure authentication are essential so partners and customers can integrate reliably and keep employee and pay data protected.
ATS is a web-based system that enables recruiting professionals to manage the recruitment process. It is commonly used in companies that receive many online applications and shortlist candidates for interviews.
Many organizations use an applicant tracking system (ATS) or applicant management system (AMS) to collect, store, and organize applicant information. ATS helps them manage the process of recruiting candidates. Usually, the candidates come through all possible channels like career sites, job boards, job fairs, referrals, etc., and ATS stores their information in the database. Applications can be easily captured online, and with a click of a button, these can be filtered through a recruitment pipeline.
It is used to help reduce application processing time, streamline the recruitment process, improve applicant tracking, and increase recruitment productivity.
Automatic enrolment requires eligible employers to enrol qualifying employees into a workplace pension scheme and make employer contributions into that pension. It is designed to improve pension saving rates among employees. Employees can choose to opt out of the scheme if they wish.
If you pay your bills using a lot of checks, you might want to consider using the Bankers Automated Clearing Service. BACS Payment Schemes Limited (BACS), previously known as Bankers' Automated Clearing System, is responsible for clearing and settling UK automated direct debit and BACS Direct Credit and providing third-party services. It is basically a way to transfer money electronically, and these payments usually take 3 working days to process.
The Banker's Automated Clearing House (BACS) is a private-sector clearing service used by banks to send each other payments. To receive payments via BACS, a bank must meet specific criteria. The BACS clearing service is run by the BACS system operator, a banking trade body UK Finance subsidiary. The system was set up in 1972 to make a faster and more efficient payments system. A benefit of BACS is that payments can be made on a day-to-day basis.
Benefits in kind (also called BIKs or P11D benefits) are non-cash benefits an employer provides to an employee, such as a company car, private medical insurance or certain living accommodation.
In the UK, many benefits in kind are taxable and must be reported to HMRC, usually on form P11D (or through payroll if payrolled). The taxable value can affect Income Tax and, in some cases, National Insurance.
Payroll and HR teams need accurate benefit records so the correct tax treatment is applied and year-end reporting stays compliant.
Business intelligence is the term used to describe a set of technologies that lets people get better insight into business operations and performance. The goal is to give managers the critical information to make important, data-based decisions for their organisations.
Business Intelligence is about getting the right information to the right people at the right time to make better decisions based on fact rather than gut feel. Using BI, organisations can accurately measure their performance against key business indicators and identify areas for improvement.
BI can be applied in various business situations, including forecasting future performance, identifying current problems or opportunities, comparing actual results to forecasted results, etc. It helps to improve performance, reduce costs and increase profits by providing access to critical data and analytical tools.
The Construction Industry Scheme (CIS) is an HMRC tax scheme that applies to payments made by contractors to subcontractors for construction work in the UK.
Under CIS, contractors must verify subcontractors with HMRC and, in most cases, deduct tax from their payments and pay that amount to HMRC as an advance towards the subcontractor's tax.
CIS affects both contractors and subcontractors in the construction industry and sits alongside normal payroll and tax reporting obligations.
Cloud technology delivers software and data services over the internet, usually accessed through a web browser, instead of installing systems on local servers in your office.
For UK payroll teams, cloud payroll means you can run PAYE processing, RTI submissions and reporting from anywhere with a secure connection, with the supplier handling hosting, updates and much of the infrastructure.
Good cloud setups still require strong security controls, including encryption, access permissions, regular backups and up-to-date software, so employee and pay data remain protected.
A cognitive agent is software that uses artificial intelligence to interpret user questions, decide how to respond, and guide people to the next step — often through a chatbot or virtual assistant.
In HR and payroll contexts, cognitive agents can help employees find payslip information, answer routine policy questions or route support requests, while complex cases still need human review.
Deductions are amounts taken from an employee's gross pay before net (take-home) pay is paid. In UK PAYE payroll, typical deductions include Income Tax, employee National Insurance, pension contributions, student loan repayments and attachment of earnings orders.
Employers calculate and withhold these amounts each pay period, then pay the relevant sums to HMRC or other bodies according to the rules that apply. New starters usually provide starter information (and a P45 if they have one); HMRC issues or confirms the tax code used for Income Tax.
Accurate deductions matter for compliance and for employee trust — mistakes can lead to underpayment or overpayment of tax and National Insurance that later need correcting.
An employee portal is a secure online area where staff can view personal and employment information held by their organisation.
In payroll software, portals commonly let employees access payslips, P60s, personal details, leave requests and company policies without contacting the payroll team for every routine query.
A web-based interface that allows employees to handle many job-related tasks normally conducted by HR (such as benefits enrolment, updating personal information and accessing company information).
Flexi time (flexitime) is a working arrangement where employees complete their contracted hours but can vary start and finish times within agreed limits, usually with manager approval.
Payroll and time systems need clear rules for core hours, accrued flexi balance and overtime so pay and attendance records stay accurate.
This is the total amount an employee receives prior to any tax deductions.
HMRC stands for His Majesty's Revenue and Customs. It is the UK government department responsible for collecting taxes, National Insurance and duties, and for administering PAYE and Real Time Information (RTI) for employers.
HRIS stands for Human Resources Information System. It is software used to store and manage employee data such as personal details, job roles, absence, benefits and often links to payroll.
An HRIS differs from broader Human Capital Management (HCM), which usually covers a wider set of people processes including talent, learning and performance as well as core HR records.
Typically refers to software that allows Payroll, HR and Time & Attendance and possibly more functions to pass data between them without any re-keying of data or need for imports/exports. Typically done through the use of one data source (HRIS).
The ability of your HR database to link to other business systems, such as Finance, Learning Management Systems, Applicant Tracking Systems and Performance Management systems. (See also Integrated HRIS)
A software licence is a cost per user (employee, contractor, volunteer) to access the software. This is typically a recurring annual cost and is usually subject to inflationary increases for the length of the contract. NB. Review the contract terms to understand what the vendor defines to be an 'Active User'.
A web-based interface that allows managers to handle many job-related tasks normally conducted by HR (such as time approvals, running reports, looking up information about employees).
National Insurance (Class 1) is a contribution paid by employees on their earnings. For the 2025/26 and 2026/27 tax years, employees pay nothing on weekly earnings up to the Primary Threshold of £242. They pay 8% on earnings between £242 and the Upper Earnings Limit of £967 per week, and 2% on earnings above £967 per week.
This is the total amount an employee actually takes home after all deductions have been withdrawn.
A contract restricting an employee from disclosing confidential or proprietary information.
A contractual agreement between an employer and an external third-party provider whereby the employer transfers responsibility and management for certain HR, benefit or training-related functions or services to the external provider.
Pay as You Earn (PAYE) is the scheme through which employers deduct tax from their employees' salaries on the behalf of HMRC.
The term 'payroll' encompasses all methods and calculations an employer uses to determine pay for employees and all necessary deductions required.
A pension scheme is a long-term saving plan for retirement that you pay into whilst still working. Pension schemes also often have favourable tax treatment in comparison to other forms of saving.
With a workplace pension, a percentage of your monthly pay is put towards the pension scheme and your employer is also required to add money for you.
A Request for Information (RFI) is an early procurement document used to gather information from software vendors about their products, capabilities and approach before a formal tender.
HR and payroll buyers often issue an RFI to shortlist suppliers. It is different from ROI (return on investment), which measures financial benefit after a system is chosen and used.
Software as a Service (SaaS) is a licensing and delivery model where software is provided on a subscription basis and hosted centrally by the supplier, rather than installed on the customer's own servers.
Users typically access SaaS applications through a web browser. Benefits often include lower infrastructure cost, regular product updates and faster rollout. Most modern cloud payroll systems, including Brain Payroll, are delivered as SaaS.
A company that assists organisations in combining different software products from multiple vendors. An SI may also be able to offer certain customisations for specific applications. SIs operating in government include Fujitsu, Certus Solutions, Capgemini and Kainos.
As an employee, you have a tax code that your employer and HMRC use to determine how much Income Tax should be deducted from your pay.
An employee document outlining the complete pay package they receive on an annual basis, including all forms of money, benefits, services and in-kind payments.
The visual part of an application or system through which a user (candidate, employee, line manager) interacts with software. This aspect of the system is most closely associated with the user experience.