Halo Employer · Resource guide
Managing Halo each month
Once an arrangement is active, there are three main tasks: apply the agreed salary sacrifice through payroll, pay the nursery and review Halo's monthly service fee.
Resource guide
Managing Halo each month
Once an arrangement is active, there are three main tasks: apply the agreed salary sacrifice through payroll, pay the nursery and review Halo's monthly service fee.
Before you begin
Open Arrangements and check each active arrangement's:
- Employee
- Monthly contribution
- Start date
- Current status
Only include arrangements that are active for the relevant payroll period.
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Payroll
When an arrangement first becomes active, update the employee's salary in your payroll software from the arrangement's start date.
Hannah's agreed salary sacrifice is £1,000 a month, equivalent to £12,000 a year. From 1 November, her annual salary changes from £50,000 to £38,000.
You do not need to enter a new salary every month. For each subsequent pay run, confirm that the employee's reduced salary continues to be applied correctly.
Before completing payroll:
- Check the contribution and start date against the active arrangement
- Confirm the arrangement remains active
- Complete your usual National Minimum Wage check
- Record the payroll adjustment in Halo where required
Hannah's monthly gross earnings reflect her active salary-sacrifice arrangement. -
Nursery invoices and payments
The nursery will be given your contact details so it can invoice you directly. Halo is not involved in the nursery's invoicing or in payments between you and the nursery.
When you receive an invoice, compare it with the employee's active Halo arrangement. Check:
- Employee and child
- Nursery
- Billing period
- Arrangement reference
- Invoiced amount
- Payment details
The invoiced amount should match the employee's contribution shown in Halo. Query any difference before making payment.
Compare the nursery invoice with the employee's active Halo contribution before making payment. Pay the nursery directly through your usual payment process using the details supplied on its invoice.
Pay the nursery directly through your usual payment process. Check that the nursery, arrangement reference and amount paid are correct. After payment, open Payroll and Finance → Payment Confirmations in Halo and confirm that the nursery has been paid for the relevant arrangement and period.
Nurseries issue invoices on their own schedule. Follow the billing period and payment terms shown on the invoice.
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Halo service fee
Halo's monthly fee is 15% of the employee's monthly contribution.
For Hannah's £1,000 monthly contribution, the Halo service fee is £150.
Halo issues an invoice and collects the fee by Direct Debit. Review the amount and collection date when the invoice is received.
Halo issues the monthly service-fee invoice before collecting it by Direct Debit. If the nursery invoice differs from the contribution shown in Halo, contact Halo so the service fee can be adjusted before collection.
Once the Direct Debit has been collected, Halo sends a payment confirmation.
Halo confirms when the monthly service fee has been collected.
Monthly checklist
For each active arrangement
If something changes
If an employee's contribution, nursery or arrangement changes, check the approved effective date before altering payroll or making payment.
See the Changes and support guide for the next steps.