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Sage HR & Payroll UK 2015/2016 Year End Procedures
UK EOY Procedures 2015/2016 Page 1 of 69
UK 2015/2016
Year End Procedures
Sage HR & Payroll UK 2015/2016 Year End Procedures
UK EOY Procedures 2015/2016 Page 2 of 69
Table of Contents
1 Introduction ....................................................................................................................... 6
1.1 Legislative Changes introduced for 2016/2017 .................................................................. 6
Student Loans. .................................................................................................................... 6
Scottish Tax......................................................................................................................... 9
DEA & DAE Rates. ............................................................................................................... 9
Pension Death Benefit ...................................................................................................... 10
Contracted Out NI ............................................................................................................ 11
Tax Code Suffix ................................................................................................................. 11
1.2 RTI Requirements at EOY .................................................................................................. 12
2 Install Instructions ............................................................................................................ 13
2.1 Applying the Upgrade ....................................................................................................... 13
2.2 Check your version number ............................................................................................. 13
2.3 Run your Year End Update Program ................................................................................ 14
3 Finishing the tax year up to 5th April 2016 .......................................................................... 16
At-a-glance checklist......................................................................................................... 16
3.1 Check the period number ................................................................................................. 17
3.2 Generate your Final FPS ................................................................................................... 18
3.3 Generate your Final EPS ................................................................................................... 19
3.4 Submit ‘Final’ FPS & EPS (if required) to HMRC ............................................................... 20
3.5 Receive Final FPS submission acceptance by HMRC ........................................................ 20
3.6 Backup your entire system ............................................................................................... 20
4 Creating & Processing End of Year Records ........................................................................ 21
At-a-glance procedure ...................................................................................................... 21
4.1 Close Payroll EOY .............................................................................................................. 21
4.2 Extract EOY Data ............................................................................................................... 22
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4.3 End of Year Clearance....................................................................................................... 23
4.4 EOY Data Update .............................................................................................................. 26
4.5 P60 Data ........................................................................................................................... 27
5 P60 Production ................................................................................................................. 28
5.1 Stationery Types ............................................................................................................... 28
5.2 P60 Production Options ................................................................................................... 29
5.3 Print Files & Maintenance ................................................................................................ 30
5.4 Control File Details P60 settings ....................................................................................... 31
5.5 Lining up Laser printed forms ........................................................................................... 32
5.6 Publish E-P60 for Prolog (only available if purchased and installed) ............................... 33
5.7 Publish P60 (only available if purchased and installed) ................................................... 34
6 Starting the UK Tax Year from 6th April 2016 ...................................................................... 35
At-a-glance procedure ...................................................................................................... 35
6.1 Update 2016/2017 Constants .......................................................................................... 35
6.2 Blanket Tax Code Uplift .................................................................................................... 36
6.3 Functionality to reconcile FPS & EPS files. ....................................................................... 38
FPS Reconciliation ............................................................................................................ 39
FPS Totals Reconciliation .................................................................................................. 39
Year to Date Reconciliation .............................................................................................. 41
6.4 FPS Period Reporting. ....................................................................................................... 42
6.5 Monthly HMRC Return ..................................................................................................... 43
7 Additional FPS: Adjustments up to and including 19th April ................................................ 44
At-a-glance procedure ...................................................................................................... 44
7.1 Additional FPS field appendix ............................................................................................... 45
7.2 NI Details this period ............................................................................................................ 46
7.3 Further information on the Additional FPS .......................................................................... 48
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7.4 Running End of Year Changes report .................................................................................... 49
EOY Reconciliation ............................................................................................................ 51
Generate Additional FPS file............................................................................................. 51
Generate EOY EPS (if required) ........................................................................................ 51
Submit Additional FPS & EPS to HMRC ............................................................................ 51
7.5 Changes to P60 Details not requiring a HMRC submission .................................................. 51
8 EYU: Adjustments on and after 20th April........................................................................... 52
At-a-glance procedure ...................................................................................................... 52
8.1 EYU field appendix ................................................................................................................ 53
8.2 Further information on the EYU ........................................................................................... 54
Saving EYU records ........................................................................................................... 54
8.3 Run EOY Changes report (see section 7.4) ........................................................................... 55
EOY Reconciliation ............................................................................................................ 55
Generate the EYU file ....................................................................................................... 55
Generate EOY EPS (if required) ........................................................................................ 55
Submit EYU & EOY EPS to HMRC ...................................................................................... 55
8.4 Run EOY Reconciliation ......................................................................................................... 55
HMRC Liability report ....................................................................................................... 56
EOY Data report ................................................................................................................ 57
End of Year Audit report ................................................................................................... 58
8.5 Generate EOY FPS, EOY EYU, and EOY EPS if required ......................................................... 58
8.6 Submit EOY FPS, EOY EYU and EOY EPS if required .............................................................. 58
8.7 EOY HMRC Return. ................................................................................................................ 59
8.8 Change History ...................................................................................................................... 60
8.9 Delete Change History .......................................................................................................... 62
9 Creating a NEW employee EOY record or Pensioner Details ............................................... 63
9.1 Entering P45 Questions ........................................................................................................ 63
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9.2 Entering Starter questions .................................................................................................... 66
9.3 New Pensioner Indicator ...................................................................................................... 67
9.4 Creating an Employee EOY record for a Multi-Company Payroll ......................................... 69
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1 Introduction
These instructions will guide you through your Year End processing.
Important: We strongly recommend that this document be read in its entirety BEFORE beginning
the ‘Year End’ process.
You must apply the EOY upgrade BEFORE commencing your EOY for 2015/2016.
1.1 Legislative Changes introduced for 2016/2017
Student Loans.
HMRC have announced they will be issuing new, and re-issuing existing Student Loan details from 1st
March 2016.
This means customers may experience difficulties during March payroll if they collect & load Student
Loans from the HMRC Gateway after 1st March, before applying this update and following the
instructions below…
Payroll > Processing > UKXML HMRC Filing > XML Received from HMRC > SL1
It is acceptable to retrieve your SL1 details after the 1st March from HMRC, check the details in ‘View
HMRC Data’ and if it is found they all commence on 6th April do not load them until you have
commenced Period 1 after the 6th April, and completed the details below.
Alternatively
if you intend to load your Student Loans from the HMRC Gateway immediately after the 1st March,
the following instructions must be carried out after the EOY Upgrade has been applied.
Current Student loans will be termed Plan 1, and the new plan introduced on April 6th will be Plan 2.
Customers will be required to amend their current Student Loan deduction rule with a new
indicator, and set up a new deduction rule within each payroll to operate the new plan.
A new field described as ‘Plan Type’ has been added to your deduction rules.
This is described on the following pages.
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Your current Student Loan must be indicated as Plan Type ‘1’.
A new deduction rule must be created and indicated as Plan Type ‘2’.
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Any Accumulators needed would naturally have to be created, and added to the new rule as required. Once these changes have been completed, you can load your SL1 Student Loan file in the normal manner from… Payroll > Processing > UKXML HMRC Filing > XML Received from HMRC > SL1
The details will be applied to each of your employees, with the necessary start date, anything dated 6th April will be added but not take effect until the Run Control Date exceeds the 6th April. In addition, the Student Loan Plan type has been added to the Starter Questions within Payroll>Perm Data>Basic Details.
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Scottish Tax
With effect from 6th April 2016 the Scottish Act 2012 introduced a ‘Scottish Rate of Income Tax’
(SRIT).
Although HMRC will be issuing new Scottish Tax codes during 2016/2017, there is currently no actual
change in the calculation of Income Tax. When a change is introduced, the required details will be
communicated to customers immediately.
It is strongly recommended customers become familiar with their responsibilities with the
introduction of SRIT, however the impact on the payroll will be minimal, the decision as to whether
an employee is considered a Scottish Tax payer will be made by HMRC. A Scottish Tax code when
issued will include a new Tax Code Prefix of ‘S’.
Tax Codes will be issued & collected from the HMRC Gateway, via RTI in the normal manner. The ‘S’
indicator will be held in the ‘Scottish Tax Indicator’ field within Payroll>Perm Data>Basic Details.
Whereas any information required to be printed by the Payroll will automatically prefix the tax code
with an ‘S’, e.g. S1100L, on P45’s, P60s Payslips, etc.
DEA & DAE Rates.
A new higher rate DEA has been introduced in April 2016.
See separate documents ‘DWP DEA Higher Rate with or without AEO
Module’ for specific detail.
A new Scottish DAE court order has been introduced in April 2016.
See separate documents ‘Scottish DAE with or without AEO Module’ for specific
detail.
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Pension Death Benefit
HMRC have introduced a mandatory requirement to report upon Death Benefit payments. To address this, a new field (labelled ‘Deceased’) has been introduced on the Payment Rules screen, this will be available when the Period End Date in the Run Control is set to 6th April or greater and the ‘Pension Rights’ flag is selected.
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Contracted Out NI
Particular attention should be taken to the section headed ‘Removing Contracted Out NI Codes’,
detailed within the EOY UK 2016-2017 Constants document.
From April 2016 Contracted Out NI codes will be abolished, whilst the need for SCON & ECON
numbers remain as they may be required for previous year amendments (EYU).
Employers should have already updated the NI codes on their employees’ prior to commencing
Period 1 2016/2017.
During the first Data Download of Period 1 2016/2017, the payroll will check employee records, and
if any obsolete NI codes are found they will be changed according to the table below, together with
a report for the user to check upon completion of the download.
HMRC have issued a list of current Contracted out NI codes, and what they should be changed to…
D TO A Standard Rate
E TO B Reduced Rate
L TO J Deferred Rate
I TO M Standard Rate (Under 21)
K TO Z Deferred Rate (Under 21)
To coincide with the abolition of Contracted Out NI, there is no requirement to report the UAP
(Upper Accrual Point) to HMRC as part on the NI breakdown of earnings, this will be replaced with
AUST (Apprentice’s Upper Secondary Threshold).
Tax Code Suffix
In April 2015 HMRC introduced two new Tax Code Suffixes. This was to identify a spouse or civil partner transferring part of their tax allowance. N (as the giver of allowance) M (as the receiver of the allowance) In April 2016 HMRC have issued the annual increase in tax codes, which includes an increase in L, N, & M. Please see section 6.2.
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1.2 RTI Requirements at EOY
During the tax year FPS and EPS files have been submitted to HMRC on a period by period basis. As a
consequence of this you will now be required to:
Generate and submit a Final FPS for the tax year after completing your final pay period.
Generate a Final EPS (but not necessarily submit) BEFORE you begin your End of Year
processing.
Notify HMRC of adjustments to EOY data using either an ‘Additional FPS’ or ‘EYU’ (Earlier
Year Update).
The type of adjustment & submission needed will depend upon the date on which you are informing
HMRC of the amendment(s).
Adjustments after your Final FPS and Final EPS up to and including 19th April are submitted using an
‘Additional FPS’.
Adjustments after your Final FPS and Final EPS on or after 20th April are submitted using an EYU
(Earlier Year Update).
You are no longer required to generate or submit a P35 or P14s.
You still need to produce and distribute P60s to your employees by 31st May
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2 Install Instructions
2.1 Applying the Upgrade
The system must be version 2011.0.0.215 (or above) before the ‘Year End Update Program’
can be run.
You must apply your ‘2015/2016 End Of Year upgrade’ and have run the Year End Update
program ‘zyeuk2016.p’ before commencing any ‘End of Year’ processes.
2.2 Check your version number
Launch the relevant Live/Test main Payroll system icon and the version number is displayed in the
bottom left hand corner of your logon screen as shown here:
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Alternatively, you can check which version number while logged in to the payroll system:
Select “Help, About” from any menu and you will see your version number in the top left
corner.
If you do not have this version number (or above) then the EOY update has not been applied and
you will not be able to continue with the EOY process.
Please check you have followed all the Applying Updates instructions correctly and if you are still
experiencing problems then contact the Sage [email protected] 020 8645 2790.
2.3 Run your Year End Update Program
Once you are confident you are on the correct version number, you are ready to run your Year End
Update Program.
Select your relevant Payroll SnowdropKCS Live/Test Admin icon and run the following using
the details below:
Password: AdMiN (Case sensitive)
Option: Run a Program (From drop down menu)
Password: SoLo (Case sensitive)
Enter Program Name: zyeuk2016 and select ‘OK’ to continue
This will finalise the Year End update.
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When the program has run to completion, the following message will be displayed
If you receive the message ‘program cannot be found’ please log out of Admin and confirm you are
on the correct version number (2011.0.0.215 or above) and then try again.
Upon completion, exit the admin process, log back into the payroll as normal and continue with your
End of Year Process.
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3 Finishing the tax year up to 5th April 2016
At-a-glance checklist
Perform your final pay period of the tax year
Ensure that all reports and usual procedures have been completed for your final pay period
i.e. Month 12, Week 52(or Week 53, 54, or Week 56)
If you are using “step-by-step” to process your payroll YOU MUST reload the final period.
o (This will have been done automatically if you are using ‘Run Payroll’).
Ensure the Period No in Perm Data - ‘Basic Details’ and Processing - ‘Employee Display’ are
both the final period.
Generate and reconcile your ‘Final’ FPS
Generate and reconcile your ‘Final’ EPS (if required)
Submit ‘Final’ FPS & EPS (if required)to HMRC
Receive Final FPS and Final EPS (if relevant) submission acceptance by HMRC
Run any required EOY reports
Backup your entire system.
Ensure the ‘Period End Date’ in the ‘Run Control’ is between 01/03/2016 and 05/04/2016.
(This will allow you to Extract EOY data)
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3.1 Check the period number
Ensure the final period of the tax year has been completed by checking both the Payroll>Perm
Data>Basic Details and Payroll>Processing>Employee Display screens display the final period
number (12, 52/3 etc).
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3.2 Generate your Final FPS
When creating a Final FPS submission you can ignore the Questions and Declarations Section
within this screen, they are not required by HMRC, and will not be displayed again following EOY.
When entering the FPS screen, the indicator ‘Is this the final submission for the Tax Year’ will be
selected automatically when the month/week number in the Run Control is equal to month 12 or
week 52/53/54/56.
If you are NOT generating your Final FPS, and you choose to uncheck this field you will be presented
with the following message:
Selecting ‘OK’ will allow you to continue.
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3.3 Generate your Final EPS
When creating a Final EPS submission you can ignore the Questions and Declarations section
within this screen, they are not required by HMRC, and will not be displayed again following EOY.
If you have not reclaimed any statutory payments, and subsequently not generated an EPS
throughout the tax year, you MUST still generate a Final EPS, following the final pay period BEFORE
you begin your End of Year processing.
NOTE: As part of the validation process, the payroll system requires a Final EPS to have been
generated for each PAYE ref before beginning the year end process. HMRC do not necessarily
require an actual Final EPS submission unless statutory payments have been made.
When entering the EPS screen, the indicator ‘Is this the final submission for the Tax Year’ will be
selected automatically when the month/week number in the Run Control is equal to month 12 or
week 52/53/54/56.
If you are NOT generating your Final EPS and you choose to uncheck this field, you will be presented
with the message on the following page.
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Selecting ‘OK’ will allow you to continue.
3.4 Submit ‘Final’ FPS & EPS (if required) to HMRC
Payroll > Processing > UK XML HMRC Filing > XML Transfer to HMRC
Final FPS and Final EPS files are submitted to HMRC in the same manner as normal FPS and EPS files.
3.5 Receive Final FPS submission acceptance by HMRC
It is imperative your Final FPS submission has been accepted before you continue. Should the final
submissions reject you may need to make adjustments. EOY cannot be started until this has bee
completed.
3.6 Backup your entire system
Ensure that your technical team/department has taken a full system back up, keeping it separate
from any regular system backups.
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4 Creating & Processing End of Year Records
At-a-glance procedure
All End of Year menu options can be found within Payroll> EOY Processing
Receive confirmation from HMRC that Final FPS & EPS have been accepted
Close Payroll EOY (2014/2015)
Extract EOY Data
End of Year Clearance
EOY Data Update (if data needs to be amended)
Run EOY Changes report (if amendments have been made)
Run EOY Reconciliation (to confirm and balance amendments)
Generate Additional FPS and EPS if required
Submit Additional FPS and EPS if required
4.1 Close Payroll EOY
This option will remove the payroll EOY file for 2014/2015.
It is recommended that all users run this option before beginning the EOY procedure for 2015 2016
even if this is your first time running the End of Year process on SnowdropKCS, or if you are not sure
whether it has been run for 2014 2015.
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4.2 Extract EOY Data
Extreme Caution:
Extract EOY Data should never be repeated. Advice should be sought from the Payroll Support Desk
if you think you need to run it a second time.
Performing this task more than once may result in your year-end data being overwritten.
You will also be reminded that a backup of your system should be taken before being allowed to
continue:
You will also be prompted to ensure your Final FPS and EPS submission have been accepted by
HMRC:
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4.3 End of Year Clearance
Users who require any reports containing To Date values, or Accumulator values should ensure
they are produced before running End of Year Clearance.
The ‘End of Year Clearance’ prepares the system to run the first payroll of the new Tax Year by:
Clearing down To-Date values
Removing leavers from the payroll (allocating them to Payroll 00) but leaving them on the
database.
Changing the last period processed to period 00 as seen in
Payroll>Perm Data>Basic Details
Payroll>Processing>Employee Display>Basic Details
Clearing down any Accumulators set to ‘Clear at Tax Year End’
A message will be given during the End of Year Clearance process, warning if the payroll has
accumulators set to clear at Tax Year End. An option will be available to cancel the process at this
point if necessary.
Should you have Pensionable Pay to Date (S4) values in the To Date value screen, you are also able
to clear these values down during the EOY clearance by ticking the box shown below.
Select the ‘OK’ tick button to begin the clear down.
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A progress bar will show while clearance is running – please note the bar may take some
time to initially commence.
Once the clearance has completed the following message will appear
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A report named acccleareoyxx (xx=Payroll company number) detailing the accumulators which have
been cleared as part of the EOY Clearance procedure will be available from within the user’s reports
directory:
Should you wish to manually clear down any accumulators, it is possible to do so using
Payroll>Output>Accumulator Print/Clear
Once you have run your End of Year Clearance, should you have no adjustments to make to your
final submissions of the tax year, you may move on to section 5.
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4.4 EOY Data Update
Any adjustments to the Final FPS are made via the EOY Data Update screen.
Any End of Year records on this screen for years prior to 2013/2014 will remain as pre RTI
For tax years 2013/2014 onward RTI functionality is available allowing you to;
Adjust your current year Final FPS using the Additional FPS up to & including 19th April
Adjust your current year Final FPS using the EYU on or after 20th April.
Adjust previous years FPS using EYU at any time.
Adjust your current year Final EPS
Adjust previous years EPS at any time.
See all changes made to an employee’s End of Year record
The type of update file needed to be produced will depend upon the date on which you are
informing HMRC of the adjustment(s)
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Important:
The purpose of an Additional FPS or EYU is to adjust previously submitted data, or notify details of
joiners.
Any payments made to an employee on or after 6th April must be recorded in the new tax year and
not in an Additional FPS/EYU submission.
4.5 P60 Data
The P60 Data screen is read-only and contains the current End of Year detail created from the
Extract EOY Data
Any changes made via the Additional FPS or EYU will be reflected within the P60 Data screen as soon
as they have been saved.
Please refer to sections 7, 8, & 9 to make any EOY adjustment.
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5 P60 Production
Legislation requires your employees to receive their P60 by 31st May.
5.1 Stationery Types
SnowdropKCS supports the use of the following P60 stationery types:
Printer Type Supplier Orientation Detail
Dot Matrix HMRC Portrait P60 (continuous)
Laser HMRC Portrait P60 Single Sheet (Laser-Portrait)
Laser Knights
Business Forms Portrait P60 Pressure Sealed Data mailer
Laser Prolog Print
Media Portrait P60 (substitute) Type LE(P)
Knights or Prolog Print Media EOY stationery must be ordered from these suppliers directly.
Sage do not provide these forms.
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5.2 P60 Production Options
When you enter the P60 Production screen it is necessary to enter the following information based
on the P60 stationery you are using:
Continuous Laser or Single Part?
Enter the form type of the stationery you are using.
C - Continuous Printed on a Dot Matrix printer
L - Laser form, individual, Printed on a laser printer.
S - Single Part P60. Only to be used if you are using the HMRC (Short Version) P60.
Portrait or Prolog?
Enter the orientation of the form you are using.
P – Portrait
E – Prolog Print Media
Once this information has been entered and ‘OK’ is selected, your P60s will be produced and
available to print from within Utilities>Print>Payroll Reports
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5.3 Print Files & Maintenance
Payroll>Parameters>Print File Maintenance
Print files details are added automatically when your EOY upgrade is loaded onto your system.
If for any reason they are not, an entry can be added manually in the ‘Print File Maintenance’ screen
for whichever form type you are using.
Use the table below to select the print file that needs to be added and for the Font Number to use
when printing the forms from the report viewer.
Form Supplier Type Report Name
Report Lines
Font Number
HMRC P60 Continuous Portrait P60CPXXX 40 n/a
HMRC P60 (Short Version) Single Part P60SPXXX 66 40
Knights Business Forms P60 Pressure Sealed Laser Portrait P60LPXXX 66 40
Prolog Print Media P60 Prolog Print Media Laser P60LEXXX 66 17
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5.4 Control File Details P60 settings
Payroll > Processing > Control File Details
To suppress leaver P60s, and produce P60s for current employees only, set the 'Single Part P60'
indicator to ‘yes’ on the 'Control File Details' screen.
All P60s will print in the order specified in the ‘Payslip Sequence’ field
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5.5 Lining up Laser printed forms
Within Payroll>Parameters>Print File Maintenance scroll down the list to locate the particular print
report name you wish to adjust, and select the icon at the top left corner of the screen, and
the following screen will be displayed.
Font This field should be ignored; it has been set automatically on the EOY Upgrade
Top Margin Accepts an entry of -9 to 9, and will move the text up or down the page by the value
specified.
Left Margin Accepts an entry of -9 to 9, and will move the text to the left or right by the value
specified.
Orientation Accepts entries of P if Portrait. (Only required for laser printing)
Laser If this print is being sent to a laser printer
Copy File to Printer If this print is being sent to an impact/dot matrix printer.
If adjustments are made, the change will take immediate effect within the viewer, there is no need
to re-generate the print file.
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5.6 Publish E-P60 for Prolog (only available if purchased and installed)
Payroll>EOY Processing>UK >Publish E-P60
Once the P60s have been produced in step 5, you will be able to generate the E-P60 file to upload to
the Prolog online service.
Select the relevant EP60 file and then select the ‘Publish E- P60’ button.
Upon completion, this will have created an E-p60 file available for uploading to the Prolog
site.
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5.7 Publish P60 (only available if purchased and installed)
Payroll> EOY Processing>UK >Publish P60s
Once the P60s have been produced in step 5, you will be able to generate the P60 information for
the Self Service module within Payroll or HR.
Select the required P60 file, followed by the ‘Publish P-60’ button.
Upon completion, this will have created and published the p60 file which will be available to view within the Self Service module.
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6 Starting the UK Tax Year from 6th April 2016
At-a-glance procedure
Update 2016/2017 Constants (see separate document ‘UK 2016-2017 Constants’)
Perform a Blanket Tax Code Update
Import P9s
Commence first period of the 16/17 tax year.
6.1 Update 2016/2017 Constants
Payroll>Constants>Constants Country/Year
Before processing the first pay period of 2016/2017 it is necessary to update the system’s constants
to ensure the correct National Insurance and taxation are applied.
Select the ‘Country’ from the drop-down list and enter the start year in the ‘Year’ field, 2016.
The 2016 constants record will initially contain the same data as 2015; you must amend or add any
data that has changed for 2016/2017.
(See separate document ‘UK 2016 - 2017 Constants’)
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6.2 Blanket Tax Code Uplift
Payroll > Functions > Batch Updates > Blanket Tax Code Update
HMRC announced the increase of L, M, & N, tax codes from the 6th April 2016.
L + 40
M + 44
N + 36
Please Note: The payroll ‘Run Control’ located under ‘Payroll – Processing’ MUST hold a Period End
Date and Period Number within the new tax year, e.g. 06/04/2016 Period 01 prior to running the
‘Blanket Tax Code Update’.
Enter the uplift amount as shown and select ‘Run’.
The process will update all the relevant tax codes within the database for the selected
payroll.
A ‘Database’ report named ptaxcxxx.Lnn (nn = Payroll Company number) detailing all tax
codes uplifted can be viewed / printed from the user’s report directory
Utilities>Print>Database Reports
This process is payroll specific so must be run for each payroll independently.
IT IS STRONGLY SUGGESTED THE REPORT PRODUCED IS CHECKED IN ITS ENTIRETY BEFORE
COMMENCING PERIOD 1.
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Please note that where a HMRC P9 Notification for an L, M, or N Suffix Tax Code has been imported
already for an employee for the Tax Year 2016/2017, this will already include the uplift amount, and
will therefore remain unchanged by the Blanket Tax Code Update routine.
If you import any HMRC P9 Notifications after running the Blanket Tax Code Update routine, these
will be applied in place of the Tax Code set by the Blanket Tax Code Update routine if they are
effective on or after 6th April 2016
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6.3 Functionality to reconcile FPS & EPS files.
Reconciliation reports are available to assist in the month on month balancing of your payroll(s).
FPSaaaaaaxx.csv (where aaaaaa is PAYE ref and xx is the payroll company number)
When generating an in-year FPS submission file each period you will be notified that the
FPSaaaaaaxx.csv report has been produced in the users report directory.
Please note: The FPSaaaaaaxx.csv report will be overwritten each payroll period. You may want to
move a copy of the report into a folder on your own network in order to maintain a comprehensive
history of the FPS you have generated.
(It is possible to retrospectively report on a specific period’s FPS detail by running the FPS Period
Reporting option, described on page 41.)
EPSaaaaaa.csv (where aaaaaa is PAYE ref)
When generating the EPS submission file you will be notified that the EPSaaaaaa.csv report has been
produced in the user’s report directory
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FPS Reconciliation
Payroll > Processing > UK XML HMRC Filing > FPS Reconciliation
When this option is selected two reports are produced which will reconcile the FPS data for the
payroll selected and a message is displayed to indicate as such.
FPS Totals Reconciliation
The FPS Totals Reconciliation report is a csv file which is available from within the user’s reports
directory. It is labelled FPSRECxxYY-YY.csv (where xx is the payroll number and YY-YY is the tax year).
This CSV report compares the To-Date Values within the FPS submission file, to the employees’ To
Date values (Payroll>Perm Data>To-Date Values), and reports any differences.
This will be the case where year to date figures have been updated rather than the amendment
being processed through the payroll.
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Please note: Where a payroll starts part-way through the tax year, all employees will appear on the
FPS Period Totals Reconciliation report, however this will only happen for the first period they are
processed.
Where all employee records reconcile, the report will still be produced but will display the column
headings only and contain no employee data.
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Year to Date Reconciliation
The Year to Date reconciliation report is also available from within
Utilities>Print>Database Reports.
PYTDRXXX.Lxx (where xx is the payroll number)
This includes all payrolls sharing the same tax reference, together with the total FPS Year to Date
values, the total Monthly HMRC Return Year to Date figures, together with any differences.
Also included are the Employees YTD figures, to assist in identifying discrepancies.
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6.4 FPS Period Reporting.
Payroll > Processing > UK XML HMRC Filing > FPS Period Reporting
The Period FPS report generates a csv file which is available from the user’s reports directory. This
process may generate multiple files called FPSaaaaaaPPrrXX.csv if there have been additional runs
for the same period.
aaaaaa = the PAYE reference
PP = the tax period
Rr = Run number (if the FPS has been run multiple times due to supplementary runs)
XX = the payroll company.
Upon selecting the ‘FPS Period Reporting’ option you will be asked which Payroll Company, Tax Year
and Period you wish to report on before generating the report.
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6.5 Monthly HMRC Return
The Monthly HMRC Return now separates the current year from End of Year.
The current year report can be found in the same location:
Payroll > Output > Statutory Reports > Monthly HMRC Return.
This report will display the current year HMRC Return only.
The EOY HMRC Return is now located within EOY Processing, will be identical to the above screen
with the exception of the ability to select the tax year
For reference purposes it will include the Tax Ref & Accounts Ref, from the Tax & DWP Details
screen.
The bottom of the screen will display the totals for the particular payroll you are processing, but in
addition will display the PAYE Scheme Totals if this payroll shares its Tax Reference with any other
payrolls.
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7 Additional FPS: Adjustments up to and including 19th April
At-a-glance procedure
Update Employee EOY figures using ‘Additional FPS’ tab
Run End of Year Changes report
Run EOY reconciliation
Generate Additional FPS
Generate Additional EPS (if required)
Submit Additional FPS & EPS to HMRC
Adjustments after your Final FPS and Final EPS up to and including 19th April are input, generated,
and submitted using an ‘Additional FPS’.
After 19th April this tab will be disabled for year-end adjustments
Values in the Additional FPS tab will need to be entered as positive or negative adjustments to
correct the year to date values.
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7.1 Additional FPS field appendix
Payment Date: The payment date of this adjustment
P45 Starter Questions: See section 9.2
New Pension Ind: See section 9.3
Employee Data
Join Date:
Leave Date: When present, the leave date is copied from the ‘Last Payroll Date’ during the EOY Copy
and this field is read-only. If no date exists within the ‘Last Payroll Date’ this field may be populated
with the relevant leave date.
Tax Code, Tax Class, Director Y/N,
Appointment Week: The week number from which the employee held director status (where not for
full year)
Payments this period only
Gross Pay,
Benefits taxed via payroll: Enter the value of benefits taxed via payroll for the adjustment
Trivial Commutation payment: Enter the value of the trivial commutation if relevant for the
adjustment
Type: The trivial commutation type (Mandatory where a trivial commutation value exists)
Occupational pension indicator: Flag where this is an adjustment to an Occupational Pension
Taxable pay incl Benefits in Kind: is a calculated field using the information entered in other fields in
this screen
Payments not subject to tax or NICs:
Payments subject to NIC but not taxed:
Statutory Payments this period only
SSP - SMP - SPP - SAP – ASPPShPP
National Insurance this period only
Code:
EES Value: Read-Only – use ‘NI details this period’ to update
ERS Value:
NI Details this period – see section 7.2
Deductions this period only
Tax:
Pre-tax pension contributions: Enter the value of pension taken on the adjustment payment value
Shares, GAYE, Post Tax Pension Contributions, Student Loan.
Other Deductions made from net pay: Enter any deductions made from the net pay of the
adjustment
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7.2 NI Details this period
The NI details for which the adjustment is being made need to be entered by selecting the ‘NI Details
this period’ button.
The system will not allow NI adjustments to be made which result in negative to-date NI values.
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Upon saving the ‘NI details this period’ screen, the information is displayed in the ‘National
Insurance this period only’ fields on the main Additional FPS screen:
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7.3 Further information on the Additional FPS
Only one Additional FPS is allowed until that entry has been generated and submitted. The
system will not allow you to enter the Additional FPS tab where an un-generated record has
not been submitted.
It is possible to see all adjustments per tax year against an employee in the Change History
tab (section 8.8)
When saving an Additional FPS, you will be presented with the following message reminding
you of your obligation to submit this information to HMRC:
Saving Additional FPS records
Where adjustments have been made within the Additional FPS screen and the record has been
saved, the data entered will update the relevant figures in the P60 Data tab and will be cleared down
from the Additional FPS tab.
For example, if the user enters tax as £40.00, the tax field in the P60 data tab will be increased by
£40.00.
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Where the adjustment includes values for SMP, SSP, SAP, SPP or ASPP/ShPP fields, a message will be
displayed when the record is saved to remind you to send an EOY EPS submission:
7.4 Running End of Year Changes report
Payroll > EOY Processing > UK > EOY Changes Report
This report MUST be run following any changes made to an employee’s EOY record, which has a
direct effect on the EOY data.
When ‘EOY Changes Report’ is selected the following screen will open:
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Once you have entered the tax year for which the report should be run you will be given two options:
All changes since EOY Extract: will generate a report containing all changes made within the
Additional FPS, or EYU screens, since the EOY data was originally extracted.
The column headed ‘FPS/EYU Generated’ will show as ‘Y’ when the FPS or EYU has been produced
ready for submission. If the FPS or EYU has not been generated, this field will display as ‘N’.
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Followed by
EOY Reconciliation
Generate Additional FPS file
Generate EOY EPS (if required)
Submit Additional FPS & EPS to HMRC
7.5 Changes to P60 Details not requiring a HMRC submission
The EOY Changes Report will still be necessary where a change has been made to an employee’s EOY
file which does not require a submission to HMRC, but DOES need to be updated on a P60.
An example of this scenario would be an update to an employee’s address after the initial P60
Production has been run.
If you have made changes and have an Additional FPS and EPS file to submit, use the same
submission process as for in-year submissions
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8 EYU: Adjustments on and after 20th April
At-a-glance procedure
Update Employee EOY figures using ‘EYU’ tab
Run End of Year Changes report
Run EOY Reconciliation
Generate EYU
Generate replacement EPS (if required)
Submit EYU & replacement EPS to HMRC
Adjustments required after your Final FPS and Final EPS on or after 20th April are generated and
submitted using an ‘Earlier Year Update’ (EYU).
Upon entering the EYU tab the values displayed are the total EOY figures as held in the employee
P60 Data tab. You will need to increase or decrease the year to date values as required.
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8.1 EYU field appendix
Adjustment Date: The date of this adjustment
P45 Starter Questions: See section 9.2
New Pension Ind: See section 9.3
Employee Data
Join Date,
Leave Date: Where it exists the leave date is copied from the ‘Last Payroll Date’ during the EOY Copy
and this field is read-only. If no date exists within the ‘Last Payroll Date’ this field may be populated
with the relevant leave date.
Tax Code, Tax Class, Director Y/N
Appointment Week: The week number from which the employee held director status (where not for
full year)
Payments and deductions (Remember to replace the total values with your new totals)
Gross Pay: Enter the corrected year to date value of gross pay
Pension (Pre or Post Tax): Enter the corrected year to date value of Pre-tax pension
GAYE, Shares, Student Loan, Benefits Taxed,
Trivial Commutation: Enter the value of the trivial commutation, followed by the type.
Type: this field is mandatory if there is a value in the previous field.
Taxable Pay & Tax
Previous Employment: show the value held in the P60 Data tab. To amend this value, update the
values held in the P45/Starter button.
This Employment: Pay is a read-only calculated field: Gross Pay (Shares + GAYE+ Pre-Tax pension)
less Taxable pay previous employment.
Tax is read-only and a calculated field: Total tax for year less previous employment tax = tax this
employment. To amend this field, update the Total tax for year field.
Student Loan: Enter the corrected year to date value of student loan deducted
Statutory Payments
SMP, SPP, ASPP/ShPP, SAP,
National Insurance
Code, EES Value, ERS Value, Up to LEL, LEL to ST, ST to PT,
PT to UAP. UAP to UEL, EE Rebate, ER Rebate, SCON,
If you operate an occupational contracted-out scheme, enter the employee's scheme contracting
out number (SCON) here, where the National Insurance category letter is D, E, L, I, or K.
Refund given to employee? Must be ticked where you have directly given the NI refund to the
employee, If this field is not ticked HMRC will refund the employee directly.
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8.2 Further information on the EYU
Saving EYU records
When adjustments have been made within the EYU tab and the record has been saved, the data
entered will overwrite the relevant figures in the P60 Data tab.
For example, if the Gross Pay was amended to £15,000, the Gross Pay field in the P60 data tab will
update to £15,000.
Where the EYU adjustment contains values within SMP, SPP, SAP or ASPP/ShPP fields, a message will
be displayed when the record is saved to remind you to send EPS submission:
It is possible to see all adjustments against an employee in the Change History tab (section 8.8)
When saving an EYU you will be presented with the following message:
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8.3 Run EOY Changes report (see section 7.4)
EOY Reconciliation
Generate the EYU file
Generate EOY EPS (if required)
Submit EYU & EOY EPS to HMRC
If you have made changes and have an Additional FPS and EPS file to submit, use the same
submission process as for in-year submissions.
8.4 Run EOY Reconciliation
Payroll >EOY Processing>UK> EOY Reconciliation
On selecting EOY Reconciliation you will be prompted to select the Tax Year End on which to run the
reconciliation:
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Running the EOY Reconciliation will produce three reports:
HMRC Liability Report
EOY Data Report
End of Year Audit Report
HMRC Liability report
PLIABXXX is available in the user’s reports directory
Shows the additional amount that needs to be paid to or reclaimed from HMRC due to the EOY
changes made. This report shows the total liability for the PAYE reference to which the payroll
belongs.
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EOY Data report
EOYdatayyyyxx.csv (where yyyy is the tax year end and xx is the payroll company number), found in
the user’s reports directory.
Reports on all employees’ Tax, Employee and Employer NI, and statutory reclaim values held in the
P60 screen.
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End of Year Audit report
EOYaudityyyyxx.csv (where yyyy is the tax year end and xx is the payroll company number) found in
the user’s reports directory.
This report gives more in depth detail of the EOY changes made to employees, it includes the user
who made the change, together with the date, time and type of change made (Add FPS or EYU) and
finally whether the submission file has been generated.
To enable the data held within the report to be easily filtered and sorted on, the employee number
appears on each line of data.
8.5 Generate EOY FPS, EOY EYU, and EOY EPS if required
Payroll> EOY Processing>UK>EOY FPS/EYU/EPS File Creation
Once adjustments to the EOY data have been made, it will be necessary to generate Additional FPS
and/or EYU files and submit these to HMRC
If you have made adjustments to statutory payments on either an Additional FPS or EYU, you will
also need to generate an EPS using the EOY EPS File creation
(Payroll> EOY Processing > EOY EPS File creation)
8.6 Submit EOY FPS, EOY EYU and EOY EPS if required
Payroll > Processing > UK XML HMRC Filing > XML Transfer to HMRC
Additional FPS/EYU and EPS files are submitted using the same process as for in-year submissions.
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8.7 EOY HMRC Return.
This screen is located within Payroll – EOY Processing.
The EOY HMRC details have been separated from the current year HMRC.
(See section 6.6)
When making amendments to EOY data, these details will default to the latest EOY, however you
have the ability to select the year required at the top of the screen.
In addition to displaying the Tax District & Ref, & Accounts Ref for information. The bottom of the
screen displays totals for the payroll currently selected, and totals including any other payrolls
sharing the same tax ref. (PAYE Scheme Total)
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8.8 Change History
Records are displayed in chronological order with the most recent adjustment at the top.
These Change History records also detail the user who made the change, the date and time entered,
a brief overview of the change made and the type of change.
If the file has been generated, submitted, and accepted or rejected by HMRC, this information will
display in the final four columns.
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The detail behind each entry can be viewed within Change History by selecting the line required
followed by the ‘View Detail’ button.
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8.9 Delete Change History
It is possible to delete a record within the Change History tab, where the record meets the following
criteria:
Amendments have been saved but file has NOT been Generated (‘Gen’ = No)
File has been Generated and Submitted to HMRC but rejected (‘Gen’ = No, ‘Accepted’ = No)
Records will not be able to be deleted where:
Amendments have been saved and the file has been Generated (‘Gen’ = Yes)
File has been Generated, Submitted to HMRC and accepted (‘Gen’ = Yes, ‘Accepted’ = Yes)
Where a file is submitted to HMRC and rejects, due to data on the employee record being incorrect,
it is necessary to remove the record from within Change History, enter the corrected data within the
Additional FPS or EYU as required, re-generate and resubmit until the file is accepted by HMRC.
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9 Creating a NEW employee EOY record or Pensioner Details
When a new employee EOY record is added after the EOY Extract, it will be necessary to enter
P45/Starter Questions details.
This information if entered, is only stored within the EOY record. Any information for the current tax
year will also need to be updated in the P45/Starter Questions details within Payroll > Perm Data >
Basic Details if relevant for the current tax year.
9.1 Entering P45 Questions
Clicking the P45/Starter button opens a new window in which the details are input:
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When P45 details are entered and the screen is saved a message the following message will be
displayed:
Selecting ‘Yes’ will result in the details entered in the previous tax code and previous tax basis
updating the Tax Code and Tax Basis fields on the employee’s EOY record.
When ‘No’ is selected, no update will be made and the fields will need to be populated manually.
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Where the leave date entered on the P45 details is within the tax year being amended, the system
will show the following message:
Selecting ‘Yes’ will result in the previous taxable and previous tax fields on the P60 data tab updating
with these values.
When ‘No’ is selected, these fields will not be populated.
If the leave date is not within the tax year, or the Tax basis on the P45 is ‘1’, the system will not ask if
the employee record should be updated.
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9.2 Entering Starter questions
When Starter Questions have been completed indicating that the employee has either completed
statement A,B,C, or has not completed a statement and this is saved, the following message will
display:
Selecting ‘Yes’ will result in the tax code and tax class updating in relation to the statement flagged.
When ‘No’ is selected, no update will be made and the fields will need to populated manually.
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9.3 New Pensioner Indicator
Where an EOY record is being created for a pensioner, enter the pension details required within the
Pension Details button:
When Pension details are entered and the screen is saved the following message will be displayed:
Selecting ‘Yes’ will result in the details entered in the previous tax code and previous tax basis
updating the Tax Code and Tax Basis fields on the employee’s EOY record. When ‘No’ is selected, no
update will be made and the fields will need to populated manually.
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Where the leave date entered on the Pension details is within the tax year being amended, the
system will show the following message:
Selecting ‘Yes’ will result in the previous taxable and previous tax fields on the P60 data tab updating
with these values.
When ‘No’ is selected, these fields will not be populated.
If the leave date is not within the tax year, or the Tax basis on the Pension details is ‘1’, the system
will not ask if the employee record should be updated.
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9.4 Creating an Employee EOY record for a Multi-Company Payroll
When creating an EOY record for an employee and the Payroll Company under which the record is
being created is flagged as ‘Multi Company’, the system will ask which Cost centre the employee
record relates to: