release notes iris payroll
TRANSCRIPT
18/02/2014
Release Notes
IRIS Payroll
September 2017 & Patch
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Dear Customer
Welcome to your software update for September 2017. This update of the software includes
some new features and enhancements. These notes provide information on all the improvements
to the software; for detailed information on April 2017 legislative changes, click here. If you
encounter any difficulties, please visit: http://www.iris.co.uk/contactus
The minimum system requirements can be found on our website:
■ IRIS Payroll Business
■ IRIS Bureau Payroll
Contents
September Release 2017 Patch Release Notes v2.18.119* ............................................................ 5
Government Gateway ................................................................................................................................ 5
Error 91 ........................................................................................................................................................ 5
September Release 2017 v2.17.* ...................................................................................................... 6
Transitional Period ........................................................................................................................... 6
Trivial Commutation ......................................................................................................................... 6
National Living Wage/National Minimum Wage ........................................................................... 6
Add New....................................................................................................................................................... 6
Delete ........................................................................................................................................................... 6
Hourly Rates ................................................................................................................................................ 7
Reports ......................................................................................................................................................... 7
National Minimum and Living Wage .................................................................................................... 7
Tax/NI/Pension Rates ............................................................................................................................. 7
Warnings ...................................................................................................................................................... 7
Part Payments ................................................................................................................................... 8
Configure Part Payment ............................................................................................................................ 8
Diary Entry ................................................................................................................................................... 8
Enter Variations/Calculate ......................................................................................................................... 9
Process in Payroll Examples .................................................................................................................... 10
Automatic Enrolment Assessed Employees Report..................................................................... 10
Client List Report............................................................................................................................. 11
Remote Payroll Entry (IRIS Bureau Payroll only) ......................................................................... 11
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Configure Timesheet ................................................................................................................................ 11
Email Notifications.................................................................................................................................... 11
Email Reminders ................................................................................................................................... 11
Payroll Calendar .................................................................................................................................... 11
Holidays in RPE ......................................................................................................................................... 12
Configure Timesheet ............................................................................................................................ 12
Employee Details – RPE App ................................................................................................................ 12
Example of imported holiday information ........................................................................................ 13
Enter/Import Statutory Payments in RPE .............................................................................................. 13
SSP .......................................................................................................................................................... 13
SMP, ShPP, SPP, SAP ............................................................................................................................. 14
RPE Print Payroll Instructions ................................................................................................................. 14
April 2017 Patch Release v2.17.92 .................................................................................................. 15
Reports ....................................................................................................................................................... 15
Pay Elements Analysis Report ................................................................................................................. 15
Payroll Summary with Year to Dates ..................................................................................................... 15
April 2017 Release v2.17.80 ............................................................................................................ 16
PAYE Legislation .............................................................................................................................. 16
Apprenticeship Levy ....................................................................................................................... 16
Changes to the Software for Apprenticeship Levy ...................................................................... 16
Company Details ....................................................................................................................................... 16
Month-end Summary screen .................................................................................................................. 16
Quick Calculator ........................................................................................................................................ 17
Year-End Restart Process ........................................................................................................................ 17
Apprenticeship Levy ................................................................................................................................. 17
National Insurance ......................................................................................................................... 17
Tax, NI, SSP, SMP, SAP, SPP & ShPP ................................................................................................ 18
Tax Code Changes ........................................................................................................................... 18
Student Loan Thresholds ............................................................................................................... 18
RTI ..................................................................................................................................................... 18
Earlier Year Update (EYU) ........................................................................................................................ 18
Removed ................................................................................................................................................ 18
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Added ..................................................................................................................................................... 18
Employer Payment Summary (EPS) ....................................................................................................... 19
Full Payment Submission (FPS) ............................................................................................................... 19
Car & Fuel Benefits .......................................................................................................................... 19
NEST .................................................................................................................................................. 19
Reports ............................................................................................................................................. 19
Employment Allowance ........................................................................................................................... 19
Earlier Year Update – Employee YTDs Report ...................................................................................... 20
P60 Report ................................................................................................................................................. 20
Month End Summary ............................................................................................................................... 20
Getting Started Guide ..................................................................................................................... 20
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September Release 2017 Patch Release Notes v2.18.119
Government Gateway
IMPORTANT - HMRC has recently changed the website address (URL) the software connects to
automatically when processing RTI submissions. All the changes required for your software are
included within this update. If you do not update to this version or later, you will be unable to
send your RTI submissions to HMRC. HMRC will deactivate the existing URL by February 2018
however IRIS recommends you update your software as soon as possible.
Error 91
Error 91 will no longer be displayed when saving Employee Details changes, following deletion of a
Company Rate, or when viewing Payroll History prior to running a payroll.
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September Release 2017 v2.17.*
Transitional Period
Transitional Period ends on 30th September 2017. All employees with Transitional Period will be
assessed for auto enrolment on/after 01/10/2017 and postponement may then be applied to
Eligible Jobholders, Non-eligible Jobholders and Entitled Workers. Once the Transitional Period has
ended, the Transitional Period indicator will be ignored and the employee will be included in the
normal AE assessment.
Trivial Commutation
Changes have been made to the software and the Starter Details | Pensioner |Trivial
Commutation Payment fields will now be enabled at all times.
National Living Wage/National Minimum Wage
In Admin | File | Companies, we have added a new menu item, Minimum/Living Wage Rates.
These are the rates for National Minimum Wage (NMW) and National Living Wage (NLW).
These rates can be amended but this should only be done if instructed to do so by HMRC.
The rates (as from 1st April 2017) are:
■ 25 and over £7.50
■ 21 to 24 £7.05
■ 18 to 20 £5.60
■ Under 18 £4.05
■ Apprentice under 25 £3.50
Please Note: The Apprentice rate applies to all apprentices under the age of 19 and those
apprentices 19 or over who are in the first year if their apprenticeship.
Add New
The Add New button allows you to create a new record. In the event that you create a new
record, all fields must be completed. The date the new rates are effective from must be after the
date for the final existing record. If you install an update, any rates you have set up with a date
before or the same as the latest date on the installation will be removed.
Delete
Using the Delete button, you can remove any records that you have created.
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Hourly Rates
On the Company | Hourly Rates | Add New – Create Pay Rate screen, an Ignore Minimum
Wage Checks tick box has been added.
A column Ignore Minimum has been added to Company | Hourly Rates. This column is for
display purposes only.
Reports
National Minimum and Living Wage
We have added a new report, National Minimum and Living Wage, to the software to display
any employees where their rate of pay does not meet the National Minimum or National Living
Wage. Checks will be made based on the employee’s date of birth and the date the report is
printed or within the next 30 days. For instance, printing the report on the 1st May will cover
birthdays to 31st May.
Any Hourly Rates with Ignore Minimum Wage Checks ticked will not be checked or included on
this report.
The report will display:
■ Employee Name
■ Date of Birth
■ If Apprentice
■ Age
■ Pay Rates (Name and Rate)
■ National Minimum & Living Wage Rates (applicable to the employee)
Once selected from Reports Manager | Employee, you will be able to print this report from
Reports | Employee Reports.
Tax/NI/Pension Rates
We have added the National Minimum Wage and National Living Wage rates to the
Tax/NI/Pension Rates report.
Warnings
We have added warnings to Employee Details and Enter Variations to advise if employees’ pay
rate(s) do not meet the National Minimum Wage and National Living Wage rates. If required, you
can disable the warnings for individual pay rates using the new tick box in Company | Hourly
Rates | Add New – Create Pay Rate |Ignore Minimum Wage Checks.
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Part Payments
We have added the facility to make part payments to the payroll software. Part Payments allows
you to pro rata payments for Starters, Leavers and for Mid Period Changes to Salary for existing
employees. You can enter them as Automatic Actions in the diary (Employee | Diary Entry), or
they can be imported via the Remote Payroll Entry module*.
Before use, you will need to:
▪ Set up the method you will be using to calculate the part payments within each company
▪ Define work periods for the relevant pay frequencies in the current tax year
* The Remote Payroll Entry module is only available with IRIS Bureau Payroll
Configure Part Payment
A new Configure Part Payment button has been added to the Company | Pay Elements group.
This button opens the Configure Part Payment screen.
The Part Payment section at the top of the screen contains a Calculation Method drop-down
field and two tick boxes labelled Starters and Leavers and Mid Period Changes. Tick the options
you want part-payments to apply to and then, from the Calculation Method drop-down field,
select from the following options:
▪ Annual Working Days
▪ Calendar Days
▪ Working Days
▪ None
The Part Pay Elements section of the Configure Part Payment screen allows you to select the
pay elements you wish to include in the part payment calculation.
Diary Entry
Under Employee | Diary Entry, we have added two new options to the Action Details drop-down
for Automatic Actions. The full list of options (the new ones are bold) is now:
▪ Tax Code
▪ Salary (Period)
▪ Salary Annual
▪ Rates
▪ Payments
▪ Deductions
▪ Leaving
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A Process in Payroll tick box has also been added to this screen as some Automatic Actions can
now be processed mid-payroll, rather than during the Finalise process.
The Process in Payroll tick box appears in the bottom right of the Action Details section (and is
enabled by default) if:
▪ Part Payment Calculation is not set to None
▪ Part Payment Mid Period Changes is ticked
▪ The Automatic Action is for Salary (Period), Salary (Annual), Rates, Payments or
Deductions
Enter Variations/Calculate
During the Enter Variations/Calculate process, if the Automatic Actions are flagged to Process
in Payroll, the payroll software will:
▪ Calculate part payments for leavers, if the Starters and Leavers option is ticked on the
Configure Part Payment screen and the Leave Date is within the defined Work Period for
the current pay period (or the next pay period when the employee is being paid for the last
time)
▪ Calculate part payments for new starters, if the Starters and Leavers option is ticked on the
Configure Part Payment screen and if the Start Date is within the defined Work Period
for the current pay period (or previous pay period when the employee is being paid for the
first time)
▪ Calculate mid-year pay element changes, if the Mid Period Changes option is ticked on the
Configure Part Payment screen, and the date of the action is before the end of the work
period for the payroll being processed
Notes to Remember:
▪ An employee could start and leave in the same month, and a mid-year pay element
change could also occur in the same period
▪ Any Automatic Actions that do not have Process in Payroll set will be actioned in the
Finalise process
▪ The Part Period calculation will only occur on the first run, not on a rerun, to prevent
the loss of any manual changes
If a part payment calculation has been made, on the top right of the Pay | Enter Variations
screen for the individual, the following text will be displayed in red:
▪ ‘Part Period Calculation’ for a starter or leaver
▪ ‘Mid-Period Change’ for a mid-period change to a pay element
▪ If both, just ‘Mid-Period Change’
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Process in Payroll Examples
▪ Original Automatic Actions are processed during Finalise, up to and including the Pay
Date in the following pay period
For example, using the Payroll Calendar above, when finalising Month 10, Automatic
Actions with dates set up to 25/02/2017 will be processed. In this example, Process in
Payroll is not selected
▪ The new Process in Payroll actions are set to Done in the Finalise process up to the end of
the current pay period, based on the Work Periods calendar e.g. 31/01/2017 for month 10
▪ For example, using the Payroll Calendar above, if you have Process in Payroll actions for
31/01/2017 and 01/02/2017, finalising month 10 will only set the action with the date of
31/01/2017 to Done. The 01/02/02017 will be left for Enter Variations/Calculate to action
in Month 11. (The only exception to this would be advancing for holiday where finalise has
to mark automatic actions up to the end of the Work Period for the advanced period)
Examples for calculation methods for part payments can be found in the Help | Manual.
Automatic Enrolment Assessed Employees Report
A new report ‘Automatic Enrolment Assessed Employees’ has been added to the Reports |
Report Manager | Company section. If you are licenced for the IRIS AE SuiteTM, this report will
print the number of employees assessed for auto enrolment in each company.
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Client List Report
The date FPS Last Sent and whether it is the Final Submission is now included on the Client List
Report, printed from the Bureau Dashboard.
Remote Payroll Entry (IRIS Bureau Payroll only)
Configure Timesheet
To cater for part payment calculations, a new tick box has also been added labelled Enter Change
Date. Ticking this box allows the remote user (your client) to enter change dates for pay elements
in the Bulk Employee Amendments section of the RPE App.
Email Notifications
Email notifications will now be sent:
■ to the client when the Bureau uploads a timesheet
■ to the Bureau when the client completes the timesheet and submits it to payroll
Email Reminders
We have added an email reminder facility to Remote Payroll Entry. This enables you to switch
reminders on for the day the timesheet is due back from the client and, if necessary, a number of
days prior to the deadline.
If you set the number of days to zero, the reminder will be limited to the day the timesheet is due.
If you set the number of days greater than zero, you will then receive reminders both on the day
the timesheet is due and also the number of days before it is due (if it has not been received by
payroll already).
To enable reminders:
1. Go to the Application Menu
2. Choose Import/Export then Configure Timesheet
3. Double click on the relevant Pay Frequency
4. Tick Enable Email Reminders
5. If required, enter Days Before Timesheet Due
6. Click Save then OK
Payroll Calendar
A new column, Timesheet Due Back, has been added to the Company | Payroll Calendar, Pay
Period Set Up Wizard. This will only be visible if you have the Remote Payroll Entry Module.
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Holidays in RPE
We have made changes to the software to allow holidays, where the Type is set as Per Hour or
Per Day, to be entered by your client and then automatically processed into payroll and the
absence diary.
Please Note: Any holidays set up with the Type as Per Week or Per month, will need to be
submitted as payroll instructions.
New Process:
Configure Timesheet
We have added the following fields to Configure Timesheet:
■ Holiday Pay Year
■ Holiday Pay Period
■ Holiday No. of Days/Hours
Employee Details – RPE App
The following fields have been added to Employee Details | Employment tab in the RPE App:
■ Holiday Remaining
■ Holiday Type – Days/Hours
■ Holiday Rate
■ 1 Diary day represents
If configured in the Timesheet from payroll, new fields will be available for your client in the
Payroll Entry form in the RPE App:
■ Holiday Year (this field will be blank by default and will have the options of the current
year or the current year +1)
■ Holiday Period
■ Holiday No. of Days/Hours
Your client can enter a holiday value without holiday dates. This will pay the holiday value through
payroll and no diary entry will be created
Run payroll with holiday
pay
Employee Details Holiday Balance updated
Holiday recorded in
Absence Diary
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Example of imported holiday information
Enter/Import Statutory Payments in RPE
We have amended the module and your client can now enter Statutory Payments. This includes a
change to the software to import and calculate SSP.
SSP
For the calculation of SSP, if configured in the timesheet, your client can enter a date range in the
Payroll Entry screen and the SSP due will be calculated on import into IRIS Bureau Payroll.
SSP Qualifying Days have been added to the Employment tab in the RPE App. If SSP Qualifying
Days are not entered in the RPE App, when creating an employee, the default pattern of Monday –
Friday will be set. If your client enters SSP Qualifying Days in the RPE App for an existing
employee, these will overwrite the existing pattern, for instance if an employee has the default
setting of Monday – Friday and in the RPE App the days are set as Tuesday – Thursday, this will be
the new setting in payroll for the individual.
Holiday Rate
set in
Employee
Details
Holiday Dates
imported
Number of
days holidays
calculated
Diary Entry?
Days
Remaining
reduced by
Holiday Value
No
From: 1/5/17
1 day Yes – 1 day 1 0.00
To: blank
No
From: 1/5/17
5 Yes – 5 days 5 0.00
To: 5/5/17
Yes
(£100/day)
From: 12/6/17
5 Yes – 5 days 5 £500.00
To: 16/6/17
No
From: blank
n/a No 0
£24.56
Imported value To: blank
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SMP, ShPP, SPP, SAP
Your clients can now enter the relevant information and then IRIS Bureau Payroll will, on import,
create the relevant record if one does not exist. Under the new Amend Existing Employees |
Statutory Payments tab, you can enter the following information:
■ Statutory Maternity Pay
o Expected week of Childbirth (Sunday)
o First day to have SMP
■ Statutory Paternity Pay – Birth
o Week Baby Due (Sunday)
o First day to have SPP
■ Statutory Adoption Pay
o Matching Date
o Placement Date
o First day to have SPP
■ Statutory Paternity Pay – Adoption
o Matching Date
o Placement Date
o First day to have SPP
■ ShPP
o First Day to have ShPP
o Number of Weeks to Pay
o Partner’s Surname
o Partner’s Forename
o Partner’s NI Number
If necessary, warning messages will be displayed. For instance, if earnings are too low to qualify or
there is already a record in progress.
RPE Print Payroll Instructions
The ability to print RPE Payroll Instructions has been added to View & Import Timesheet. To
print the Payroll Instructions:
1. From the Pay tab, select View & Import Timesheet
1. Highlight the relevant row and click View
2. Choose the Payroll Instructions tab
3. Click Print (Print will be disabled if there are no Payroll Instructions)
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April 2017 Patch Release v2.17.92
Reports
The issue with the following reports missing off periods, after changing the pay frequency from
monthly to any other pay frequency, has been resolved:
■ P11 Working Sheet
■ P60s
■ Payroll Summary with YTD
■ Company Costs
■ Year to Date Summary
Pay Elements Analysis Report
The Pay Elements Analysis will now display the value paid for holidays.
Payroll Summary with Year to Dates
For companies with configured departments, the Payroll Summary with Year to Dates will now
order by name or code.
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April 2017 Release v2.17.80
PAYE Legislation
Apprenticeship Levy
Funding for apprenticeships is changing and employers will be required to contribute to a new
apprenticeship levy. The new Apprenticeship Levy has been introduced from the 2017/18 tax
year. Details on the legislation changes can be found in the Legislation Guide. Changes to the
software to incorporate Apprenticeship Levy are detailed below.
If Apprentice Levy in Company Details is not set, Levy will not be calculated and values will not
be populated into the new month end processing fields for Apprenticeship Levy; Pay Bill,
Allowance and Levy.
Levy allowance can be split across multiple companies with the same PAYE Reference but the
maximum allowance must not exceed £15,000. You will pay the levy if your pay bill exceeds
£3million per tax year, pro-rated on a monthly basis.
In order for the necessary calculation to work for Levy Allowance, it is essential that Month End
Processing is performed.
If you are moving a company mid-tax year onto IRIS Payroll, you must enter the Pay Bill YTD and
the Levy Paid YTD in the Apprenticeship Levy screen.
Changes to the Software for Apprenticeship Levy
Company Details
To cater for the new Apprenticeship Levy Allowance, the following new fields have been added to
the Company Details | Company tab under the section Apprenticeship Levy:
▪ Apprenticeship Levy
▪ Apprenticeship Levy Allowance – this field will only be enabled if Apprenticeship
Levy is set
Month-end Summary screen
A new button has been added to the Month End Summary screen. This opens a new screen
Apprenticeship Levy where you can view the Pay Bill, Allowance and Levy Paid data for each
tax month. From this screen you can also view Pay Bill YTD, Allowance YTD and Levy Paid YTD.
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If you started using IRIS Payroll part way through the tax year, transferring from another payroll
system, you can enter the values on this screen.
Quick Calculator
A new tab, App. Levy, has been added to the Quick Calculator. This tab contains the following
fields:
▪ Month – select from drop-down
▪ Annual Allowance
▪ Pay Bill To Date
▪ Levy Already Paid
▪ Apprenticeship Levy Due
Year-End Restart Process
When moving into the new tax year (2017/18 only) using the Year-end Restart process, you will
receive a message asking you to confirm the value of Apprenticeship Levy Allowance being
claimed. In future years, if the default allowance is set to the current maximum, it will be set to
the maximum allowed in the new tax year.
During the Year-end Restart process:
■ Company Details | Apprentice Levy will be set by default
■ You must choose the maximum or minimum allowance for the 2017/2018 tax year or
enter the value of allowance you require which cannot exceed £15,000
Apprenticeship Levy
The following reports have been amended to include the new Apprenticeship Levy and
Apprenticeship Levy Allowance fields:
■ Company Details Report
■ Month End Summary
■ Tax/NI/Pension Report
■ Employer Payment Summary (EPS)
■ Company Costs Summary (Apprenticeship Levy only)
■ Employers’ Annual Return (Apprenticeship Levy only)
■ P30 Summary (Apprenticeship Levy only)
National Insurance
Following legislative changes, the payroll software will now accept KC National Insurance Number
prefixes.
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Tax, NI, SSP, SMP, SAP, SPP & ShPP
The rates for tax, NI and statutory payments have been updated for 2017/2018.
Tax Code Changes
In line with legislative changes, moving into the new tax year (2017/2018) will automatically uplift
tax codes as required.
Student Loan Thresholds
The annual thresholds for 2017/18 are:
■ Plan Type 1 - £17,775
■ Plan Type 2 - £21,000
RTI
Earlier Year Update (EYU)
The EYU has been updated in line with schema changes. Some minor amendments have been
made to field descriptions.
When sending an EYU for 2016/2017 onwards the following fields have been removed/added:
Removed
■ ECON
■ SCON
■ PT to UAP
■ UAP to UEL
■ NI Rates D, E, L, I and K
Added
■ Flexible Drawdown Group
▪ Flexibly accessing pension rights
▪ Pension death benefit indicator
▪ Flexible drawdown taxable payment
▪ Flexible drawdown non-taxable payment
■ PT to UEL
■ NI Rate H
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Employer Payment Summary (EPS)
Following legislative changes, from the 2017/18 tax year, the EPS will now include Apprenticeship
Levy values.
Full Payment Submission (FPS)
The FPS has been updated with legislative changes for the 2017/18 schema.
Car & Fuel Benefits
From 2017/2018 Tax Year, we have added the ability to process Car and Fuel Benefits through
payroll. The relevant fields have been added to the FPS and new fields to cater for these changes
have been added to the software for instance, from the Company menu a new Configure
Company Car Details option is available.
Further information can be found in the following guides:
■ Car & Fuel Benefit in Payroll
■ Legislation Guide
NEST
If assumed pensionable pay is entered for the NEST Contribution File, the reason for the reduced
earnings field 9 will be set to 3 Member is on family leave.
Reports
Employment Allowance
Employment Allowance has been added to the following reports:
■ Company Costs Summary
■ Tax/NI/Pension Report
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Earlier Year Update – Employee YTDs Report
The following fields has been added/removed from the Earlier Year Update – Employee YTDs
Report:
■ NI Earnings 1d has been removed
■ Flexible Drawdown Taxable Payment has been added
■ Flexible Drawdown Non Taxable Payment has been added
■ Flexibly Accessing Pension Rights has been added
■ Pension Death Benefit has been added
P60 Report
The P60 has been updated in line with legislative changes.
Month End Summary
If a Student Loan Refund has been processed, the Month End Summary will display the
following message:
A Student Loan refund is included in this report which has reduced the Amount Due figure to pay to
HMRC.
Getting Started Guide
The Help | Getting Started has been renamed Getting Started Guide. The drop down menu
has been removed and the following information can now be found on the Knowledge Base:
■ Creating a Company
■ Configuring your Payroll Calendar
■ Configuring Pay Elements
■ Creating an Employee
■ Creating a Department
■ Configuring Holidays
■ Payroll Cycle
■ Report Manager
Call: 0344 815 5700 for IRIS or 0344 815 5677 for Earnie
Visit: iris.co.uk
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Additional Software and Services Available
IRIS AE Suite™
The IRIS AE Suite™ works seamlessly with all IRIS payrolls to easily manage auto enrolment. It will
assess employees as part of your payroll run, deduct the necessary contributions, produce files in
the right format for your pension provider* and generate the necessary employee
communications.
IRIS OpenPayslips
Instantly publish electronic payslips to a secure portal which employees can access from their
mobile phone, tablet or PC. IRIS OpenPayslips cuts payslip distribution time to zero and is included
as standard with the IRIS AE Suite™.
IRIS Auto Enrolment Training Seminars
Choose from a range of IRIS training seminars to ensure you understand both auto enrolment
legislation and how to implement it within your IRIS software.
Useful numbers
HMRC online service helpdesk HMRC employer helpline
Tel: 0300 200 3600
Fax: 0844 366 7828
Email: [email protected]
Tel: 0300 200 3200
Tel: 0300 200 3211 (new business)
Contact Sales (including stationery sales)
For IRIS Payrolls For Earnie Payrolls
Tel: 0344 815 5700
Email: [email protected]
Tel: 0344 815 5677
Email: [email protected]
Contact support
Your Product Phone E-mail
IRIS PAYE-Master 0344 815 5661 [email protected]
IRIS Payroll Business 0344 815 5661 [email protected]
IRIS Bureau Payroll 0344 815 5661 [email protected]
IRIS Payroll Professional 0344 815 5671 [email protected]
IRIS GP Payroll 0344 815 5681 [email protected]
IRIS GP Accounts 0344 815 5681 [email protected]
Earnie or Earnie IQ 0344 815 5671 [email protected]