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Link Forms to Payroll Deductions (UK Payroll)

Automate your deductions by linking them to HR Forms.

Updated yesterday

What's covered in this gude?:

Overview

The "Link to Payroll" functionality within HR Form Templates allows organisations using Tanda Payroll to connect numeric responses from employee-submitted forms directly to payroll.

Create a Deduction-Linked Forms

To create a deduction-linked HR form:

  1. Go to HR > Forms > Form Templates > + Create New Form Template

  2. Enter a name and assign a category

  3. Click 'Create'

  4. Click + New Question

  5. Then, to link this question to a deduction:

    • Write your Question in the free-text box.

    • Set the Answer Type to Currency.

    • Tick the Link to Payroll box.

    • Set the Payroll Item Type to Deduction.

    • Select your Deduction Type from the dropdown menu (to manage your deduction types, navigate to Payroll > Payroll Settings > Deduction Types).

    • [OPTIONAL] Expand the Reference files & Description menu, and add a description or upload any associated files (up to 15MB).

    • Click Save Question to confirm your changes.

For example:

For compliance and record-keeping purposes, we recommend making an employee provide a signature to acknowledge this deduction.

To add a signature requirement:

  1. Click + New Question

  2. Enter a name (e.g., "Signature")

  3. Set the Answer Type to Signature

  4. Tick Required

  5. (Optional) Add files or a description

  6. Click Save Question

  7. Save Form

Assign a Deduction-Linked Form

To assign a deduction linked form:

  1. Go to HR > Forms > Form Templates

  2. Click Assign next to your form

  3. Choose an employee from the dropdown

  4. Click Assign

The employee receives an email notification to complete the form.

Complete a Deduction-Linked Form

To complete a deduction-linked form:

  1. Go to HR > Forms > My Forms > Fill

  2. Enter the deduction amount and any other required responses

  3. Provide a signature if prompted

  4. Click Submit

Manage Deduction-Linked Forms

To manage deduction-linked forms:

  1. Go to HR > Forms > All Forms

  2. View the submission status (e.g., Submitted)

  3. Confirm the payroll export status under the Payroll Payslip column

This will update once you have exported your Pay Run for that cycle.

Verify Payroll Entries

To confirm this deduction was successfully added:

  1. Go to Payroll > Staff > Select Employee > Scroll to Deductions

  2. Or, create a new Pay Run and view the deductions section on the payslip

Export to Payroll

  • After submission, forms show as Pending Export when:

    • Submitted (no approval workflow), or

    • Approved (if approval workflow is enabled)

  • Once exported:

    • The form status updates to Exported

    • A link to the related payslip appears

Track form statuses through the Form Log and Payslip View pages.

Update or Delete Linked Items

  • Edit a form to remove the Link to Payroll connection

  • If you delete a payslip or pay run:

    • The allowance line is removed

    • It is re-added during the next export if valid

  • Deleting a form submission clears the payroll link

Troubleshoot

  • Form not exporting? Ensure it is completed or approved and includes a linked Number question

  • Payroll not updating? Check if the correct Earnings Rate is selected and the question is marked as Linked

  • Deleted entry? Re-export to re-add valid allowance lines

Deductions
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