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Link Forms to Payroll Reimbursements (UK Payroll)

Automate your employee reimbursements by linking them to HR Forms.

Updated over a week ago

What's covered in this guide?:

This feature is available for users who have enabled Workforce HR.

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. This ensures that reimbursement requests (such as mileage, training expenses, or purchases made on behalf of the business) flow automatically from forms into payroll.

Create a Reimbursement-Linked Form

To create a reimbursement-linked form:

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

  2. Give the form a name and assign it a category.

  3. Click Create.

  4. Add a new question:

    • Write your Question (e.g., “Amount to be reimbursed”).

    • Set Answer Type to Currency.

    • Tick Link to Payroll.

    • Set Payroll Item Type to Reimbursement.

  5. Click Save Question.

💡 Tip: For compliance, add a signature field:

  • Add a new question named Signature.

  • Set Answer Type to Signature.

  • Mark as Required.

  • Save.

Assign a Reimbursement-Linked Form

To assign a reimbursement-linked form:

  1. Go to HR > Forms > Form Templates.

  2. Click Assign next to the relevant form.

  3. Select an employee from the dropdown.

  4. Click Assign.

The employee receives an email notification to complete the form.\

Complete a Reimbursement-Linked Form

Employees can:

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

  2. Enter the reimbursement amount and other required details.

  3. Upload receipts or supporting files if requested.

  4. Provide a signature if required.

  5. Submit.

Manage Reimbursement-Linked Forms

To manage deduction-linked forms:

  • Go to HR > Forms > All Forms.

  • Track submission status (e.g. Submitted).

  • Check payroll export status in the Payslip column.

  • Status updates after you export the pay run.

Verify Payroll Entries

To confirm reimbursements are added:

  • Go to Payroll > Staff > Select Employee > Reimbursements, or

  • Create a Pay Run and view the reimbursements in the payslip.

Export to Payroll

  • Forms show as Pending Export if:

    • Submitted (no approval workflow), or

    • Approved (if approvals required).

  • Once exported:

    • Status updates to Exported.

    • A link to the relevant payslip appears.

  • Track via Form Log and Payslip View.

Note: Users can also manually add a reimbursement line to a draft payslip.

Update or Delete Linked Items

  • Edit a form to remove its payroll link.

  • If a payslip or pay run is deleted:

    • The reimbursement line is removed.

    • It re-adds on the next export if still valid.

  • Deleting a form submission clears the payroll link.

Troubleshooting

Form not exporting?

  • Ensure it’s completed/approved.

Payroll not updating?

  • Confirm the question is marked as Linked.

Deleted entry?

  • Re-export to re-add valid reimbursement lines.

  • Manually add a reimbursement line to a draft payslip.

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