First Employee Cost Calculator & Employer Setup
Model a first-employee budget, then work through the employer tasks that need attention before the first payday.
Hiring someone is more than agreeing a salary. This planner adds employer National Insurance, an employer pension contribution and costs you enter. It is a budget tool, not a payroll calculation or a check of worker status, National Minimum Wage, statutory pay, pension eligibility or insurance requirements.
Estimated monthly cash cost: £2,971. Other costs can include payroll software, recruitment, training, equipment and insurance.
First employee: the setup sequence
- Check that the engagement is employment rather than self-employment or another status.
- Budget for pay, employer NI, pension, statutory-pay risk, equipment and insurance.
- Register as an employer, choose how payroll will run and collect employee starter information.
- Check workplace-pension duties and obtain employers’ liability insurance where required.
- Run payroll on time, file/pay PAYE and keep a documented personnel/payroll record.
Worked planning examples
| Scenario | What changes the cost | What to check next |
|---|---|---|
| £30,000 full-time employee | Employer NI starts above the secondary threshold; pension and setup costs are separate cash items. | National Minimum Wage, pension eligibility, payroll setup and insurance. |
| Part-time employee | Pay depends on hours and legal minimums; employer duties can still apply. | Hours, holiday, pension and actual worker status. |
| Contractor alternative | A day rate is not directly comparable with salary cost and status cannot be determined by a label. | Employment status, IR35 where relevant, insurance and scope of control. |
Employment status, pay rights, tax and pension duties are fact-specific. Use current GOV.UK guidance and obtain payroll, HR or legal advice where needed.
Related guides
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Information on this page is general guidance for UK small businesses and is not financial, tax or legal advice. Tax rules, allowances and product terms change. Always check current information with HMRC, Companies House or a qualified professional before making decisions.