Payroll and End of Year Processing PAYE2000
Contents
1. Home Insert PageLayout Formulas Data Review View Developer E ox ay X fy ta J Show Hide Comment ae F f 3 Protect and Share Workbook I il CL 3 a lt 4 Z Show All Comments gi Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next Unprotect Protect Share Comment Show Ink Sheet Workbook Workbook 12 Track Changes Proofing Comments Changes Al O fe Payroll for the tax year amp taxyear Tn C D E F G H l J K L T1 of the year or when the NI table code changes 72 Prepare P45 1A for the Prepare P46 for the Go to P45 73 Scottish Variable Rate internet internet 74 t used in 2011 12 aes Prepare P45 3 fofthe Prepare P46 pennot for z 75 tani the itema SubmitM year movement 76 Please enter the details if new this year ball DEN 7 78 Tick here if new employee gt 7 79 tart End 80 First month in this employment if 81 82 From P45 Tax code from P45 part 1 83 for starter 9 84 Week or month nufnber from P45 part 1 _ Week 1 month 1 Check P45 data 85 eter period 86 Total pay to datg from P45 part 1 87 enter pay to date Calculgr d tax 88 Total tax to dafe from P45 part 1 ft 89 Pl ase enter tax to date 90 Previous employer HMRC office andfeference Pf 91 equired for P45 part Jand P46Pen 92 Previous efnployer leaving date 93 Required for P45 pa 94 Tick herd if no pay until the ne 95 92. P45 part 2 a 7 z2 v E g Insert 2X Ay B A Arial Ar Aa z General HA 7 Sees J AF w ate Bit De e aae S tens a orem af tame sipce Aromat Q pact saa Clipboard Font x Alignment x Number x Styles Cells Editing Al G fe Payroll for the tax year amp taxyear j a D G G H l J K L M 40 Information brought forward 41 A First day of PIW Waiting O1 42 B Date SSP1 change over form issued days inPIW 02 43 C Last day of PIW with you O3 44 Weeks notified on SSP1L 45 Linking letter 46 47 Periods of Incapacity for Work PIW 48 49 Sicknesses PIW Tick ifnot Avge weekly Pattern of Qualifying Days if different from Monday to Friday or the standard 50 Start date End date Start date Enddate entitled including 1B Sun Mon Tue Wed Thu Fri 51 O 52 oO C O o O O 53 m O E 0O O O E 54 O 55 56 E O o O ml 57 O o O oO O O O 58 oO 59 O oO 60 61 O O O O O O E 62 fo I O 63 Please enter the above if the 64 payroll history is incomplete 65 Week end Weekly This pay Daily 66 Saturday Week Sun Mon Tue Wed Thu Fri Sat Amount eriod rate ri 96 11 04 2009 1 97 18 04 2009 2 25 04 2009 3 l P45 p 29 Earnings orders You must provide the following information All orders require Start date End date if appropriate Date of issue used to prioritise different orders Date of receipt us
3. Home Insert Page Layout Formulas Data Review View Developer 5x a ia Z Record Macro RS A EF Properties S Map Properties T Import ia Use Relative References QA View Code 2 Expansion Packs Export Visual Macros Insert Design Source o Basic A Macro Security Mode l Run Dialog Refresh Data Code Controls XML A38 O fe Student Loan deduction Tn S D E F G H I J K L 24 Gender Required if no nno F female 25 26 National Insurance Number Center NINO 27 28 Works Staff Number L Transfer data to P60 29 for this employee 30 Department 0Co W optional used for payroll analysis 31 32 Employment start L 33 34 Employment end C 35 36 Deceased For P45 37 38 Student Lodn deduction 39 40 Please enter the tax code details and the starting period 41 Employee screen 42 Starting at Tick if Week 43 month number Tax Code Month 1 50 P35 continuation 1 0 Enter the starting month usually 1 and the tax code and tick if it is a Week1 Month basis The What is paid convention is followed once you have entered a code it is used for the starting month and all subsequent months unless you enter a new month and code underneath the first month The separate boxes for Tax code and the tick box are updated after you run the payroll they represent the most recently used information 17 National Insurance codes and Directors
4. button 26 Sundry notes and details You can access other sections of the payroll from the buttons on employee screen The following describes information on the various screens Different pay periods If different employees have different pay periods e g weekly and monthly and work for the same employer you will need to work out pay for each employee in turn not all together This will prepare the P11 please remember to save the employee information to the database Return to the employer screen and choose the P32 option to prepare the P32 for the employer Director previously employee appointed during the year HMRC recommends that a new P11 be started The old P11 will have a leaving date the new P11 will have details of earnings in the previous job i e prior to becoming a director You will need to distinguish the name of the employee e g by adding Director to the name You will prepare two P60s at the end of the year The first will show the tax earnings and NI prior to becoming a director The second will show the cumulative tax and earnings and also show the director s NI Director ceasing to be a director during the year but continuing as a paid employee HMRC recommends that a new P11 be started The situation is the reverse of the above Submitting returns by the Internet HMRC recommends that both the electronic P35 and accompanying P14s be submitted together the Original Complete Submiss
5. 15 Lower down the screen you find the adjustments screen PAYE2011 v03 Compatibility Mode Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer a Z Record Macro SS A EF Properties El Tp Map Properties y Import Use Relative References Qa View Code a Expansion Packs on Export Visual Macros Insert Design ource Basic Macro Security Mode f Run Dialog Refresh Data Code Controls XML Al G Jf Payroll for the tax year amp taxyear a E c D E F G H 79 Adjustments to pay for Tax and National Insurance 81 Starting at Amountof Tick if Tickif Tick if for 82 Description month number adjustment Taxable __NIC able _starting month only OOOO 000 Ss RES JOO OOO OOO wlio on OOO OOO Joooj J zoon this period this peri tax nic bocoocoooo0oo0oo0oo0oo0oo0oo0oo0oo0oo0oo0oo0oo0no0oo0OoO The description will be printed on the pay slip The adjustment can be positive or negative and can be taxable or not and NICable or not Each adjustment by default is for the starting month and every subsequent month if it is only for the starting month then tick the right hand box 16 Tax Codes Selecting the tax code button on the employee screen leads to PAYE2011 v03 Compatibility Mode Microsoft Excel
6. Select the file PAYE2012 xls Select Edit Copy Find and Select the suitable folder Select Edit Paste this action should cause the PAYE2012 spreadsheet to be copied from the installation CD to your PC Installing the database Warning Do not install a fresh empty database if you are bringing forward information from last year Insert the PAYE2000 disk into your a drive Copy the file PAYEDATA from the CD to the C drive in a similar manner to that used for the PAYE2012 spreadsheet You can choose the C directory if you choose another directory Update your master Spreadsheet with the name of the directory see below Changing the master spreadsheet You only need to change the master spreadsheet if you are planning to use the database and have copied the database to a directory other than the C directory You should move to the right of the introductory screen and see a display similar to the following Figure 1 PC Al E PAYE2012 Compatibility Mode Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer D Ax ABC id az 4 x ta Gs J Show Hide Comment EF FEE protect and Share Workbook t Wad i CL 3 a Cd Z gt Show All Comments amp gl Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next x Unprotect Protect Share HE Comment nk S
7. Cc D E F G H l J K L M P35 continuation 1 Payrcll for the tax year 2011 12 4 3 Employer Please enter the name here Employer screen Go to Warnings 4 5 Please use this screen for employees 6 7 Open employee Save employee to Remove employee Retrieve employee Print employee Remove employee from pea 8 from database database details from screens from last year information database 108 9 10 Name and address of employee Select the button to move to 1 Title Go to What is paid Go to SSP Remove all 12 Check forenames Forenames _ data 2 ye 13 Check surname Surname Gatndanonics Go to SMP dal 14 Address Please enter the address here K Go to NIC codes Go to SPP adoption 1 Check Go to Control panel Go to SPP birth af Cy Go to P11 Go to SAP 20 Postcode 21 Go to P60 Earnings Orders 22 Date of birth L pos requ d if no NINO 23 M male Go to P35 24 Gender Required if no NIN F temale 25 26 National Insurance Number A NINO 27 28 Works Staff Number N Transfer data to P60 A for this employee Please remember to select the Remove details button before setting up a new employee You must complete and save at a minimum the following e Forename e Surname e Address e Date of birth e Gender And or e National Insurance number If you are using the payroll e Starting period usually 1 and the tax code e Starting period usually 1 and the NIC table letter
8. Data can also be provided for the joiners leavers directors student loans departments Warning messages are shown in red you need to remove the cause of the warning otherwise later processing may not work You can bring forward an individual employee from the previous year by selecting the Retrieve employee button 12 End of year processing Move to the P60 screen and the display is Ca PAYE2012 Compatibility Mode Microsoft Excel x Home Insert Page Layout Formulas Data Review View Developer ax gt _ e o fd E aj i x T ta 4 Show Hide Comment gi TA f EA Protect and Share Workbook uy Show All Comments g Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next es z Unprotect Protect Share Comment Show Ink Sheet Workbook Workbook L2 Track Changes Proofing Comments Changes Al Q f Bic D G F G H J KL M N O __P Q R S 2 P60 End of Year Certificate Employee s details Print P60 Tax Year to 5 April 2012 fSurname Forenames or initials To the employee National Insurance number Works payroll number Please keep this certificate in a safe place as you will need it if you have to fill in a tax 9 return You also need it to make a claim 10 for tax credits or to renew your claim Pay and Income Tax details 12 It also helps you check that your employer is Pay Tax deducted 13 using the correct National Insurance number
9. Earnings at or up to UEL Total of NIC Employee s NI contributions The above repeated for each table letter up to 4 usually only one letter is required e The total of pay and tax e The latest tax code Data can also be provided on the P60 screen for e Statutory payments SSP SMP SAP SPP e Student loans 13 e Joiners and leavers After entering the P60 information print if required with the print buttons return to the employee screen and save to the database After completing all employees P60s return to the employer screen to prepare the P35 The program reads all P60s summarises them and prepares the P35 Please complete the P35 especially The funding boxes 7 on page 2 and 20 on page 3 Any amount already paid in box 25 on page 3 CIS figures in boxes 23 and 28 on page 3 Any tax free incentive in box 26 on page 3 unlikely Tick boxes on page 4 Please remember the incentive is tax free don t forget to make the appropriate adjustments to the employer s own tax return Use the Prepare end of year return button to prepare the internet return The program reads all the P60s and the P35 and prepares a file called eoy_return Then choose the Submit button to send the return to the Government Gateway and read the response Please note that in order for you to submit an end of year return with the internet HMRC must know that you are entitled to do so The employer or the agent must register with the
10. Government Gateway More details are given later in this manual Keeping track of submissions PAYE2012 automatically keeps track of internet submissions and responses the replies to earlier submissions in the database Each time you prepare a return the employer s record in the database is updated After the end of year return is processed by HMRC please return to the employer screen and select the button to record the success in the database You can review submissions and responses by clicking the Read responses from the Database button on the introductory screen 14 Day to day payroll The payroll contains sections for a large number of options which are required for HMRC acceptance tests many of them are not used in normal day to day processing The minimum requirements are as follows and can be reached from the employee screen Please note that references to month also refer to week or any other pay period depending on the pay frequency selected on the employer screen Selecting the What is paid button on the employee screen leads to G PAYE2012 Compatibility Mode Microsoft Excel 3 in Page Layout Formulas Review i Developer ox Tr SS wr ABG at ie x ta TA Show Hide Comment sc 1 Protect and Share Workbook 7 f 4j BE oS Z gt Show All Comments gfi Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next e Unprotect Protect Sh
11. Statutory Sick Pay SSP and cut off day for payments SSP is included in the appropriate weekly payslip for weekly paid employment but only up to a certain day of the week For example if someone is paid on Friday then the days of sickness will be notified typically up to and including Thursday immediately before the Friday You must enter the day of the week in this example Thursday The selected day can be the same as the pay day Any sick days not included in the first week s pay will be included in the following week s pay SSP is included in monthly payslips but only up to a certain number of days before the end of the month This can be zero or you can choose a number such as 5 days i e SSP for sickness in the last 5 days will not be included in the current month but in the next month 28 Sickness periods are entered lower down the SSP screen on the left hand side The payroll program will calculate PIWs waiting days and entitlement to sickness You may need to enter the average weekly salary if there is insufficient payroll history to calculate automatically You can select a different pattern of Qualifying days the default is Monday to Friday PAYE2010 W004 Compatibility Mode Microsoft Excel A Home ieg Page Layout im n ne a i i 0 x Fe
12. and In previous 14 deducting the right rate of National Insurance employment s 15 contributions Go to employee AAD eli 17 By law you are required to tell HM Revenue In this if refund mark R 18 amp Customs about any income that is not employment 19 fully taxed even if you are not sent a Tax 20 Return Total for year 21 HM REVENUE amp CUSTOMS Payment in Wi 22 Employee s Widows amp Orphans Life Assurance Enter 53 54 23 contributions in this employment k 24 The figures marked should be used for 25 WEE UL a eee eet Final tax code 27 National Insurance contributions in this employment 28 NIC Earnings at the Earnings above Earnings above the Earnings above the Total of Scheme 29 Table Lower Earnings the LEL up to ET up to and UAP up to and employee s Contracted o1 30 letter Limit LEL and including the including the Upper including the Upper and employer s Employee s contributions where earninos ___Farninos Accrual Point ILAP pag page 3 P35 page 4 35 _continuation 1 Farninns imit LFI contributions hi 34 Mab ontrol panel What is paid Ready PAYE2012 will transfer end of year payroll information automatically to the P60 If you are not using the payroll you can enter the appropriate data At a minimum you need NIC table letter Earnings at or up to LEL Earnings at or up to ET Earnings at or up to UAP
13. employee related such as P60s is saved with the employee options Information which is employer related such as a P35 is saved with the employer options Working with PAYE2000 Introduction PAYE2012 is a computer system which helps employers and agent prepare payroll and end of year returns PAYE2012 is not a substitute for the knowledge and skill of a payroll practitioner it assists you with the routine tasks of data entry transcribing figures from one schedule to another and calculating tax and national insurance What can it do PAYE2012 allows you to enter all the necessary information for an employer s payroll it automatically calculates the tax and national insurance liability and allows you to print payslips reports P11 P32 P60 P35 and P45s It also prepares an employer s end of year return for filing online PAYE2012 uses HMRC specifications for calculating tax and national insurance As part of the accreditation process the calculations are checked and agreed to the nearest penny If you enter all sources of income correctly then the tax and national insurance will be correct Opening the Payroll A new Employer After opening Excel select File then Open and choose the PAYE2012 spreadsheet This is the first screen you will see Figure 2 Home Insert 700 a Page Layout Formulas Data Review View Show Hide Comment f TA f 1 Protect and Share Workbook t 5 be m gl Allow Users to Edit Range
14. up a new employer You must complete and save at a minimum the following Name Address HMRC office 3 digits PAYE reference If you are using the payroll e Whether employees are paid monthly or weekly or any other frequency e if weekly the first pay day of the tax year usually the first Friday e if monthly the start day of each month usually 1 Data can also be provided for the HMRC office eligibility for small employer s relief and departments within the employer Please select the Retrieve employer button to bring forward employer information from the previous tax year and select the Retrieve all employees to bring forward each employee after you have brought forward the employer This will automatically increment the latest tax code if an L code by a fixed amount for 2011 12 this is 100 11 A new employee Select the employee button on the first screen and move to the following screen fe PAYE2012 Compatibility Mode Microsoft Excel gt Home Insert Page Layout Formulas Data Review View _ Developer ox fd E at im xJ ta ta C Show Hide Comment Be me H p Protect and Share Workbook Z gt Show All Comments v Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next Unprotect Protect Share Comment ow Ink Sheet Workbook Workbook oe Changes Proofing Comments Changes Al Q fe Payroll for the tax year amp taxyear B
15. 6 Job titl optional for P45 part 3 i A e 97 98 or from P46 Tax gode used for P46 A B M 4 M Startup f Employers Employees P35 pag pagg pag P35 page 4 P35 continuation 1 Contr fu i Ready a EH New employees will eith r bring a P45 or will sign a P46 Enter the aperopanls information for th employee f lower down the P46 information Select the necessary Prepare button for the internet return either the P45 3 or the P46 and then the Submit button Leavers You need to select the Prepare the P45 1A for the internet button and then Go to the P45 screen and the following screens to print the P45 NOTE The P45s can be printed on plain A4 stationery following HMRC guidelines 20 The Control Panel Selecting the Control Panel button on the employee screen leads to C z s PAYE2012 Compatibility Mode Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer x ABG id E at mE fa ta J Show Hide Comment BE eo aa Share Workbook Z Show All Comments Allow Users to Edit Range Spelling Research Thesaurus Translate New Delete Previous Next r Unprotect Protect Share Comment Ink Sheet Workbook Workbook gt Track Changes Proofing Comments Changes Al x Se Payroll for the tax year amp taxyear B C D E F G H l J K ke M N Payroll for the tax year 2011 12 Employer Please enter the name here Please use this screen to contro
16. Payroll and End of Year Processing PAYE2000 2011 12 User Manual and Customer Agreement We accept the terms and conditions set out in this document Signed Dated Capacity in which signed Crown copyright forms are reproduced with the permission of the Controller of Her Majesty s Stationery Office Table of Contents Limited Licence Limited Licence The Licence hereby granted to the Customer by Quality Management Software Ltd the Supplier shall take effect in respect of the Payroll End of year Return PAYE2000 for the year of assessment 2011 2012 The Supplier reserves the right to terminate the licence agreement granted forthwith on giving notice to the Customer in writing Disclaimer The Supplier shall have no liability in any way arising out of the use of PAYE2000 and the Customer by using the software acknowledges this It is imperative that the user of PAYE2000 understands that it is not a substitute for the knowledge and skill of a payroll practitioner PAYE2000 has been designated to assist the practitioner not to replace him or her and accordingly users should always check the calculations and end of year Return before it is submitted Software Support Telephone support is available to help users solve any questions they have with the functionality of PAYE2000 on the following numbers 01483 429078 Andrew Bolton 01453 761956 Rebecca Benneyworth FCA The Supplier undertakes to respond t
17. S i 4 CL 3 Wd Cd gt Show All Comments i g Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next a E Unprotect Protect Share Comment Show Ink Sheet Workbook Workbook 1 Track Changes Proofing Comments Changes name x Jf Please enter the name here A B Cc D 3 F G H J K L M N o Payroll for the tax year 2011 12 2 3 Please use this screen for employers 4 s 5 Open employer fro Save employer to aces arian Remove employer Print employer Retrieve employer liisa all en 6 database database us from database information from last year om fast yoa all screens in this y 8 9 Name and address of employer Select the button for Update tax c Name Please entzr the name here Go to Employee screen TE 11 Address Please enter the address here Ba z Prepare P32 Go to P60 14 v 15 Country Go to P32 16 Postcode a Prepare P60 for all 18 HMRC Office amp PAYE referenced I ae employees Prepare P35 19 Please check Please check SEU 20 Contracted out pension scheme Prepare P35 21 eo C Summary using P32 22 data payroll only 23 Your reference gt o 24 25 For employer s use C Tick for amendment Go to P35 26 A 27 Prepare end of year Prepare P38 return Go to Wamings 28 Accounts office referere retum memet fie rtemet fle M 4 gt gt Startup Emplo p pa p pa P35 continuation 1 Please remember to select the Remove details button before setting
18. and Starters Selecting the NIC codes button on the employee screen leads to C z RIN PAYE2011 v03 Compatibility Mode Microsoft Excel p Sa gt Home Insert Page Layout Formulas Data Review View Developer ox Z Record Macro Q EF Properties EE T Map Properties 7 Import 2 f Use Relative References Ww QA View Code Pe Expansion Packs 7 Export Visual Macros h Insert Design R Source ioy Basic A Macro Security Mode l Run Dialog Refresh Data Code Controls XML A53 B c D E F G H J K L 39 40 Please enter the tax code details and the startin riod 41 Employee screen 42 Starting at Tick if Week 43 month number Tax Code Month 1 44 45 46 47 48 49 Most recently used information after you have run a pay period 50 52 EJ Trick if Week 1 Month 1 54 55 Please enter the NIC table letters Employee screen 56 57 Starting at NI Contribution 58 month number Table Letter APP 1 2 64 Director 65 Tick here if director 66 Date appointed AZ P35 continuation 1 Enter the starting month usually 1 and the NIC code The What is paid convention is followed once you have entered a code it is used for the starting month and all subsequent months unless you enter a new month and code underneath the first month Directors Information about directors is included here this affects the calcul
19. are ps Comment Show Ink Sheet Workbook Workbook L Track Changes Proofing Comments Changes Al MES fe Payroll for the tax year amp taxyear B Cc D E G G H J K L M Back to employee screen 2 3 Employer 4 5 Please use this screen for employee s wages and salary details 6 Work out net to gross 7 Name and address of employee 8 Title Net Forenames Gross 10 Surname 12 What is paid to employee o 14 Note the same salary 15 continues until you enter 16 a new week month 17 number and amount 18 19 Salary rate or Salary per month i Starting at Salary Contribution to pension Pension Tick if pension Contribution to pension month no asa _ as amount deduction tax deductible as a as amount aug You must enter the starting month number usually 1 and the basic salary for each period Once you have entered the salary you do not have to enter another unless it changes The month salary is used for each subsequent month If the salary changes say in month 6 enter 6 and the new salary underneath the month 1 figures The extra boxes to the right are for employee and employer pension contributions The on strike tick box is used to restrict tax refunds while on strike Alternatively you can enter the number of hours and a rate per hour the calculated salary will show in the Salary column These details will also show on the payslip
20. ation of NIC New members of staff Information about the previous employment of new members of staff is included below you can check the P45 data for tax already deducted in a previous employment 18 In year movements Move down the employee screen to see 2 Compatibility Mod iE er LE gt 7 E gt a x ZA Show Hide Comment ee 1 Protect and Share Workbook 3 a Cd fa a gt Show All Comments A g Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next Unprotect Protect Share FE Comment gt Show Ink Sheet Workbook Workbook 1 Track Changes Proofing J Comments Changes Al G Payroll for the tax year amp taxyear a 5 __ C D E F C I ee r L 71 of the year or when the NI table code changes 72 Prepare P45 1A for the Prepare P46 for the Go to P45 _73 Scottish Variable Rate g ETH eee z ASUR Prepare P45 3 forthe Prepare P46 pennot for ye E 76 Please enter the details if new this year oe the internet 7 78 Tick here if new employee gt o 79 80 First month in this employment hy 81 83 EI m Check P45 dt 85 86 C_J 87 88 Co Ee 89 J E ae 31 22 L 93 94 o 95 96 Cc And tick the b6x to get the next screen 19 a 2 i PAYE2012 Compatibility Mode Microsoft Excel
21. ed to prioritise different orders Priority and non priority AEOs and DEOs need Initial amount Amount in previous year if appropriate The protected amount may be 0 The normal deduction 30
22. heet Workbook Workbook L2 Track Changes Proofing Comments Changes A2 ME f A D H J K L M N o 3 4 Please select an option to go to the screen 5 Employer screen Database c 8 Internet c My Documents 9 Employee screen 10 Transfer folder c agywin 11 Control panel 12 Transfer file in 13 H P11 Transfer P60 data in 16 17 P60 Payelink c My Documents 18 19 20 aE Calc irmark 21 Internet use 22 User ID 23 Transfer file out 24 Password 25 26 This is the testing flag 27 If ticked you can only have one employer 28 and one employee 29 Please contact the supplier for the 30 full version 44 gt gt Startup El ers Employees P35 page 1 Resayoj 2 Een Enter the following information e the location of the database in cell H6 e HMRC user id and password for submitting the end of year return by the internet you can change them when you prepare the end of year return Remember to save the spreadsheet with File and Save Starting PAYE2012 Open Microsoft Excel select File Open and choose PAYE2012 from the spreadsheets available Using the database The database contains two main sections the employer and employee information Move to the employer screen and see the display The buttons allow you to retrieve save and delete employers from the database Similarly the employee screen has buttons which allow you to retrieve save and delete employees from the database Any information which is
23. ion method We follow this method We also include all P14s in an uncompressed form the compressed form is primarily for employers who need to submit large numbers of Pl4s There is an overhead for the Revenue as the compressed information has to be uncompressed before it is validated Holiday pay We calculate holiday pay following HMRC s examples for weekly paid employees In particular we use Method B for calculating NICs this uses the whole sum based on the number of weeks it represents We follow the suggested option number apply the 3 weekly lower and upper earnings limits and earnings threshold to the total payment and round the resulting NICs figures to the nearest penny rounding down exact amounts of 2p in the normal way Note that the revised earnings threshold for NIC must be obtained from the annual value and is not just a simple multiple of the weekly value The lower and upper earnings limits are multiples of the weekly values 27 Statutory pay SMP SAP SPP The amount of statutory pay depends on average earnings prior to the period of statutory payment The payroll software calculates the average based on the payroll history using the previous 8 weeks employment record There may be situations where the average cannot be calculated for example where there is an incomplete history or some of the payments were in an earlier year Remember that average earnings can affect the amount of SMP in the first 6 and subse
24. l payroll processing Go to Warnings Back to employee screen Name and address of employee Title Go to What is paid Forenames 10 Surname 12 Which month do you want to work out pay 13 Start End oo noone Ww yo Jili 14 01 04 2011 30 04 2011 15 16 Please select an option Work out pay for this period Remove p11 data for this period 17 only only 18 19 Work out all pay up to and Remove all p11 data up to and a including this period including this period 22 23 Prepare payslips and the Please select the period for the payroll 24 payroll summary report for all only employees with this period will be processed 25 employees monthly P35 continuation 1 Control panel lt What is paid a a p aaa Toms You must first select a pay period with the up and down arrows and then the button to calculate pay for this period or all periods from the start of the year up to the selected period The payroll process first removes any pay details previously calculated and recalculates the pay The button Prepare payslips and the payroll summary report for all employees works out the pay for the selected period prepares a report and optionally prints the payslips for all employees Please remember to save the current employee first if you have not already done so If you have a mixture of weekly and monthly employees you can use the new dropdown to select the ap
25. le Internet file 29 ia for the e Submit end of year return Internet file Prepare P35 Summary Prepare P60 for all employees dat payroll only P35 continuation 1 Control panel After you have prepared the return select this option to submit it 25 The submit option opens Internet Explorer and our submit program and displays the following a C submit_eoy_online2006 htm Microsoft Internet Explorer File Edit View Favorites Tools Help ay Q sax amp x E A pe Search Sie Favorites amp A 7 B LJ amp Address C submit_eoy_online2006 htm x B Go THE RESPONSE FROM HER MAJESTY S REVENUE amp CUSTOMS IS Tax Office Reference Send to Revenue for a new submission Employer name Period end Date and Time TERP REST z Schedule eck previous submission if too many tries Occurrence Message Code Error Text Which disk drive amp Doffe d My Computer Gateway s response you may get a warning about slow running select No to continue W try 10 times to read the Gateway If there is no response we stop f there was no response you should try again with this option If the Gateway is very busy you may have to try again after some time Note for older versions of Excel you may not be able to see the screen above Please start Internet Explorer and open the submit_eoy_online2012 program and then select the Send to Revenue
26. ll only 24 25 For employer s use Tick for amendment Eo 26 ee 27 Prepare end of year Prepare P38 return Go to Warnings Internet file Control panel Ji 4 gt gt Employers Emp page 3 P35 page 4 P35 continuation 1 Ready 7 Select the left hand arrowed sequence to prepare the following e the P32 note this can be done at any time during the year to produce information about payments due to HMRC e the P60s for all employees e the P35 Agents and employers must ensure that they submit accurate information in an internet return All the P60 details and the P35 summary must be valid If you are claiming the tax free incentive for internet filing remember to adjust the employer s accounting profit appropriately when determining the profit for tax purposes The incentive is tax free The EOY service is available before 6 April however it will be interrupted during the change in tax year period please check with HMRC 23 Advice for P60s This is particularly applicable if you are using the software to prepare and submit the EOY return and using information from last year If you are using the software for day to day payroll you will already have done many of these tasks End of year users ie users who have not used the day to day payroll start by retrieving each employer from last year and saving them there is no need to retrieve the employee information from last year as the sta
27. nding information will be available automatically Open up each employee on the employee screen make any changes to the standing information and enter the financial information on the P60 screen Please do not include any CIS payments as employees earnings on the P60 You can exclude employees from the return with a tick box at the bottom of the employee screen Please check especially the NINO and tax code these are items which HMRC is fussy about NINOs must be AA111111B where the AA cannot be TN for temporary The B is a letter There must be at least one NI table letter and earnings information on the P60 Advice for P35s Please make sure the HMRC office and PAYE reference on the employer screen are correct The office is the first 3 digits and can change if a tax office is closed or employers are transferred to another office Please also select a payment frequency usually monthly or weekly Please prepare the P35 information using the appropriate option see overleaf You will need to make some extra entries At a minimum you will need to enter any NICs and tax already paid in box 25 on page 3 of the P35 If you are entitled to claim the any tax free incentive enter this in box 26 If you are not using the complete payroll and are recovering SSP please check the calculated entry in box 12 This is usually calculated on a monthly basis in a complete payroll You will need to check the tick boxes on page 4 of the P35 After maki
28. ng any changes please save the employer information this will save any alterations to the P35 screens 24 Preparing the EOY return Complete payroll users follow the left hand path of P32 P60 P35 End of year users follow the right hand path Select the option to prepare the EOY return You will be prompted for the user id and password and the location of the temporary file usually the C My Documents folder The softwere reads the database for each employee and prepares the electronic P14s and summary P35 The software may detect problems such as an invalid NINO and will prompt yo You will have to correct any errors otherwise HMRC will reject the return PAYE2010 W004 Compatibility Mode Microsoft Excel fai eg Ong ore eo L B x Arial j10 eneral H y IRE Bi oY Bw es J ap 523 Conditionat ae Sort amp Find amp ste F CEA DEDE E3 o 88 Formatting Ee Siplese Cl Format rier sacas Clipboard Font Alignment Number Cells Editing AS Ey sf D JE F G l J a O VSA E Y O FT 0 P a R 9f Select the button for Update tax codes for 10 Please enter the name here Go to Employee screen Poa 11 Please enter the address here 10 error z Prepare P32 Go to P60 14 v 15 Go to P32 Fi 16 17 19 Please check Please check 202 af 22 a gt 24 a to P35 i 26 ro a Prepare end of year Prepare P38 return Go to Wamings a return Internet fi
29. o messages left on voicemail within eight hours of the call being lodged between the hours of 9 00 am to 4 00 pm Monday to Friday The Supplier will endeavour to respond quickly to any call Any special circumstances which prevent this response time being met at any time will be reported on voicemail The Supplier will provide support for the installation for approximately one hour to assist the customer in using PAYE2000 for no extra charge Any additional training time will be charged at 100 an hour by agreement in writing with the Customer The support will not provide technical tax or payroll advice Enquiries about these subjects should be directed to HMRC Copyright This document represents a limited licence granted to the Customer by the Supplier PAYE2000 may not be reproduced in any way lent or sub let to any other third party without the express permission of the Supplier What is PAYE2000 PAYE2000 Quality Management Software Ltd is an Excel spreadsheet that is designed to assist employers and practitioners with payroll and completing end of year Returns It allows the user to quickly and simply complete information on screen as they would on paper It performs the calculation of tax and National Insurance following HMRC s guidelines PAYE2000 includes a database which allows you to keep track of employer and employee information from year to year and to store payroll data and each year s return The database also all
30. ows you to monitor the submission of returns to the Revenue Please note the demonstration version includes a built in database which allows one employer and one employee there is no separate database file Before installing PAYE2000 PAYE2000 has a database and you must ensure the appropriate Excel options are installed in order to use it The Setup program in earlier versions of Excel or Microsoft Office includes these options From Office 2000 onwards the options are automatically included You may need your original Office CD or disks Run Setup and choose the Add Remove option Confirm that you have installed the options which allow Excel to use a database These are referred to as Office 97 Data Access Please select all the sub options by selecting the all option or ticking the boxes with the mouse If you have any doubt please contact QMS for advice Getting started What do you need to run PAYE2000 To run PAYE2000 on your PC you should have e A Pentium with a minimum of 32 Mb of RAM preferably 64 Mb e Windows or Vista e A copy of Microsoft Excel 97 or above e A knowledge and understanding of payrolls and the end of year Return e The Revenue has approved printouts from a HP LaserJet printer Installing PAYE2000 The PAYE2000 spreadsheet should be copied into any suitable folder Insert the PAYE2012 Spreadsheet CD into your CD drive Select the My Computer icon on your desktop Select the CD drive
31. propriate category Payslips The payslips are designed to be printed on special A4 stationery avail window One payslip is printer per page the page is folded in two and the employee s address is visible through the window The stationery is referred to as Mastermailers reference MAILPAD or MAILPADF The latter has a postal franking band and could be posted QMS Ltd and its directors and staff do not have any financial interest in Econoprint 21 A section of the payroll report is as follows amp Microsoft Excel PAYE2008 v03 File Edit View Insert Format Tools Data Window Help DRS ARV t BeA SF O o E Arial 16 BUSES SHS x 8 8 6 Al X fe Payroll for the tax year 2007 08 B eee EXE A TTT Payroll for tt e ta ar 2007 08 Print the payroll copes summary 4 5 Department Employee Gross Pensionee Pensioner NIC ee NIC er NIC total Tax Statutory another employee 1 000 00 0 00 0 00 62 15 72 32 134 47 161 53 0 00 EA new employee 2 000 00 0 00 0 00 172 15 200 32 37247 39979 0 00 Total 3 000 00 0 00 0007 23430 27264 50694 561 327 0 00 3 Grand Total 3 000 00 0 00 ooo 23430 272647 506 94 56192 0 007 to 307042007 2j umim uz olo 10 u 1 u 1 2 a arD ial i se M 4 gt n pii p32 Paysip Paysiip other What is paid p45 Sheet1 Paysummary SSP SMP lt i olf Ready The report shows department subtotals if app
32. quent weeks You may need to calculate average pay separately and enter the average figure on the appropriate screen SMP SAP SPP If you are backdating a pay rise which affects the calculation of average earnings don t forget to re calculate the average This does not overwrite SMP which has already been paid However SMP still to be paid and recovered will be increased to take account of any past underpayment Employer s departments You have the option to specify departments Please add a department to the list on the employer s screen When you add an employee you can select a department The payroll will be summarised by department enabling you to prepare the appropriate account entries for book keeping purposes If you don t use departments the payroll report will show an overall total Pension contributions The payroll allows you to make straightforward pension contributions either as a lump sum or on a percentage basis These can be ticked as tax deductible or not More complicated scenarios such as when an employee makes standard contributions to a pension scheme and also makes Additional Voluntary Contributions are also possible In this case you should indicate the standard contribution next tot the salary entry box and lower down the screen include the AVC as a negative adjustment to pay with an appropriate description Both contributions may or may not be deductible for tax and both will appear on the payslip Paying
33. ropriate 22 Payroll and the End of year Move to the employer screen C A ei PAYE2012 Compatibility Mode Microsoft Excel p SA z x Home Insert Page Layout Formulas Data Review View Developer x ABG z i Show Hide Comment f f i Protect and Share Workbook YEO S Banepa e B o Z Show All Comments gi Allow Users to Edit Ranges Spelling Research Thesaurus Translate New Delete Previous Next j x Unprotect Protect Share Fe Comment Show Ink Sheet Workbook Workbook 1 Track Changes Proofing Comments Changes Al k l f Payroll for the tax year amp taxyear B Cc D E F G H J K A M N o 3 Please use this screen for employers 4 Remove employer and 7 5 Retrieve all e 5 Open employer fro Save employer to Remove employer Print employer Retrieve employer 6 database database empioyeo coe om from database information from last year pae all screens in this y 8 9 Name and address of employer Select the button for Update tax c 10 Name Please enter the name here Go to Employee screen SES 11 Address Please enter the address here g Prepare P32 Go to P60 14 v 15 Country Go to P32 16 Postcode us Prepare P60 for all 18 HMRC Office amp PAYE referenc f Cid employees Prepare P35 19 Please check Please check SEITE 20 Contracted out pension scheme Prepare P35 21 eo D_ _ _ _ Summary using P32 22 data payro
34. s Sho J tata 3 gt Show All Comments PAYE2012 Compatibility Mode Microsoft Excel Developer 3 4 Please select an option to go to the screen 5 Employer screen 8 9 Employee screen 10 2 _Conto panel _ 13 u P11 15 16 7 P60 18 19 20 P35 21 Internet use ee 22 User ID 23 24 Password 25 26 This is the testing flag 27 If ticked you can only have one employer 28 and one employee 29 Please contact the supplier for the 30 full version 44 gt gt Startup E Ready fa Screens Database c Internet c My Documents Transfer folder Transfer file in Transfer P60 data in Payelink c My Doc Calc irmark Transfer file out c agywin es uments Spelling Research Thesaurus Translate New Delete Previous Next 7 Unprotect Protect Share HE Comment Show Ink Sheet Workbook Workbook L2 Track Changes Proofing Changes A2 g f D H l J K o Jiii The buttons take you to the appropriate screens and buttons on these screens will guide you through the other options 10 Select the employer button and move to the following screen PAYE2012 Compatibility Mode Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer ox ABG fa ay 3 X ta ie CA Show Hide Comment A HH Protect and Share Workbook 3 HR
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