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Paydata Manual

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1.
2. This section is divided into four types each with its own table of codes l Before Tax Additions These are amounts which are to be added to the gross wages before any tax calculation is performed Tax is therefore calculated on the gross pay Plus these values 2 After Tax Additions These amounts are added to the net wage after any tax calculation is performed Tax is therefore calculated on the gross pay and these values are added after a Before Tax Deductions These are amounts which are to be deducted from the gross pay before any tax calculation is performed Tax is therefore calculated on the gross pay Less these values 4 After Tax Deductions These amounts are deducted from the net wage after the tax calculation is performed Tax is therefore calculated on the gross pay and these values are deducted after There is a NI status for each code in each section This is described as the Before NI flag When set a Y payments deductions increase decrease the NI liability Under normal circumstances Before Tax Additions Deductions codes have the flag set at Y and After Tax 28 codes have the flag set to N There are very few types of additions deductions which are taxable but not NI liable or which are NI liable but not taxable Cost Codes are used to allocate the values entered under these codes to the desired section of the payroll analysis Where the system is linked to
3. This section is used to set up additional payments or deductions outwith normal pay and overtime which will be applied at every pay run These are divided into Before Tax Addition Such as bonuses This will be added to the gross pay before any tax is calculated tax is therefore deducted on this value After Tax Addition Such as reimbursement of expenses This will be added to the net pay after tax is calculated no tax is therefore deducted from this value Before Tax Deduction Such as Board amp Lodgings where it is an agreed part of the wage This will be deducted from the gross pay before any tax is calculated After Tax Deduction Such as payment for goods supplied by the company to the employee This will be deducted from the net pay after tax is calculated These will be applied in each pay period the employee is paid For each code you select you must enter an amount to be added or deducted each time the employee is paid The amount can be 0 57 Adding a Permanent Addition Deduction Select the type of addition deduction you wish to add Click New Car Mileage Other Pay The value in an entry may be changed during a payroll run this will not affect the retained value in the table 58 3 2 9 Holidays Employee Details Payment Pension Costings CunvPrev Employ NI Cumulatives Additions Deductions Holidays Sickness
4. 95 7 1 1 Employee Summary Produces a simple list of employees SAP CRYSTAL REPORTS Employee Summary Page 1 of 1 Last Pay Leaving SPA Number Name i Date Date 0002 Fraser Wilma 02 03 08 0003 Henderson Graham 05 06 58 0004 Turer Alexander 08 03 12 0005 Kendall Steven 28 09 46 0006 Drummond lan 06 09 53 0010 Hendry lan 04 06 53 0020 Androvic Hector 13 08 56 Total of 7 Employees Listed Current Page No 1 Total Page No 1 Zoom Factor 100 7 1 2 Detailed Employees A listing of each employee showing all the entries in their record 7 1 3 Employees Cumulatives SAP CRYSTAL REPORTS Summary of Employees Cumulatives Gross Pension Pay Pension 0002 Fraser Wilma 3120 00 0 00 0 00 0003 Henderson Graham 3080 00 16 90 21 13 0004 Turner Alexander 820 00 0 00 0 00 Kendall Steven 6083 00 37 04 46 30 0006 Drummond lan 4634 32 25 16 31 46 0010 Hendry lan 5200 00 33 86 42 33 0 00 0020 Androvic Hector 1273 30 6 34 7 92 72 16 Overall Totals 7 Employees 24210 62 119 30 149 14 1078 49 Current Page No 1 Total Page No 1 Zoom Factor 100 96 7 1 4 Wages Review Print This is a listing of all current employees with their basic pay and hourly rates Space is provided against each employee so that you may write notes for reviewing rates 7 1 5 Permanent Additions Deductions This is a printout of all employees detailing their permanently set
5. 7 2 4 Hourly Pay Details Similar to Payment details in 7 2 3 but displaying the hours and hourly rates for each pay period 7 2 5 Pension Payments Over a selected range of periods for the employees selected the following totals are produced Total Employee Pension Contributions Total Employee AVC s Total Employer Pension Contributions 7 2 6 Average Earnings Lists employee average earnings over the last 8 pay periods 7 2 7 Agency Holiday Details Gives the accrued holiday detail for employees based on attendance days 99 7 3 Code List Reports This section lets you display or print the basic payroll settings Reports Payroll Parameters Auto Enrolment Thresholds and Triggers Pension Schemes Allowance and Deduction Codes PAYE Parameters Nl and SSP Parameters Payroll Parameters Listing of the basic system settings Pension Schemes A listing of the Pension Scheme details as set in the Maintenance Payroll Parameters Section Allowance amp Deduction Codes A listing of the allowance and deduction codes as set in Maintenance Allowance and Deduction Codes PAYE Parameters A listing of the PAYE parameters currently set in the Maintenance PAYE Parameters Section NI amp SSP Parameters A listing of the National Insurance parameters currently set in the Maintenance NI amp SSP Parameters Section Auto Enrolment Thresholds amp Triggers A Listing of the Values set in the Auto
6. By Employee 0 000 Details Verified Payroll Name Up to 28 characters of text are required to identify the payroll within the system This is not checked for uniqueness This name will appear on the top of the pay slip and all reports generated from this payroll Pay Frequency The frequency of the payroll which must be one of the following Weekly Fortnightly 4 weekly Monthly Quarterly Only one type can be operated within each payroll If a business has both weekly and monthly payments these have to catered for in separate payrolls Highest Cash Note The highest denomination of bank note for cash paid employees either 5 10 20 or 50 The 12 system uses this in working out the coinage analysis for employees paid in cash Even if no employees are paid in cash a value must be specified Holiday Year End Month The month from January to December which is the end of the holiday year This is only relevant if you are recording employees holiday dates Employer Contracted Out ECON You must indicate whether you the Employer are contracted out for National Insurance purposes Such Employees do not pay NI but their Employer does Depending on what this flag is set at the Employer s contribution will be calculated at contracted out rates or not ie the flag should be set to Y for Employer contracted out Where contracted out an ECON Number must be entered Care should therefore be taken to ensure that
7. You may need to take time at first to find out where everything is If you go into the wrong option simply exit out again and you will be back to the previous stage Within a screen you should use the Tab Key to move between data fields not the return key Shift Tab goes back through the fields If a field has a box with a down arrow at the end it has a predefined list from which to pick Once in the field you can scroll down the list and select the required item Alternatively type the first letter of the item you wish this will give you the first item with this initial letter Press the same letter again to move to the next item on the list with that initial letter 1 2 If you get stuck Something somewhere is sure to catch you out It is often just a matter of taking a step back to the previous section and starting again Switching the machine off is never a good option but it is unlikely that you would cause real damage if you did You are likely to lose any unsaved entries which will have to be re entered Should you get totally stuck you can call up Farmdata s help line which is manned during office hours for assistance It is absolutely necessary that you take regular backups of your work See Appendix A for more information on backup routines You should keep at least three sets of backup and use them in rotation Set A should be used on Day 1 Set B on Day 2 Set C on Day 3 and on day 4 you should return to Set A You shoul
8. Days Days Days Qualifying SSP Days Days per Week 5 00 7 2 00 4 00 67 If you select to record any sickness against an employee All previous sickness records will be displayed Start and End dates of the period of sickness The number of days of sickness these are not checked against the above Only periods of four or more days are eligible for Statutory Sick Pay SSP purposes For periods of less than four days or where SSP liability has ceased the following should be entered as zero except the last and the SSP calculation ignored Number of PIW Period of Incapacity for Work days The number of days within this period when the employee was incapable of working Number of Qualifying days The number of days the employee should have worked within this range Number of Waiting days Three days at the start of each period of sickness are discounted and described as waiting days Number of SSP days This is the number of qualifying days less the number of waiting days The number of days SMP will be paid Number of Qualifying days per week for this employee usually 7 or 5 The number of days an employee would normally work in a week From the above SSP will be calculated by finding the appropriate SSP weekly rate from the employee s average earnings this is then multiplied by the number of SSP days divided by the Qualifying days per week This
9. 00 J y 42 00 615 00 120 72 35 98 84 74 770 11 113 00 42 00 614 00 42 00 61500 12073 35 99 84 74 Total Page No 16 Zoom Factor 100 A A A A A A A A A A A B B B B B B B B fa p a 3 P R r 4 o 36 2 10 Automatic Update of Tax Codes This routine allows an automatic update of tax codes for employees with tax letters Currently the allowable letters are A M N P or Y No Tax Letter Increment Display Print Tax Code Changes You must enter the value to be added to or subtracted from each of the codes eg for 1000L changing to 1060L the value would be 60 Zero is acceptable A listing may then be printed showing the old and new codes Employees who have left are not affected Each payroll on the system must be updated individually 37 2 11 Holiday Year End This routine will clear all Holiday Records and set Holidays taken to zero No printouts are produced here See Employee Reports for these Press Start to Continue or Exit to Abandon hisani Lac There is no automatic clear out of holiday records in the system You must select this clear out option Before you run it you should take a report from Report Employee Report Holiday Records This option may only be run in the last month of the current holiday year or the first month of the new pay year All holiday records are cleared and holidays taken set to zero for each emplo
10. Additions or Deductions 7 1 6 Names and Addresses This is a listing of all employees with their names and addresses 7 1 7 Employees Cost Centres This printout shows the cost centre and percentage if set up for each employee For example 0001 Bloggs Fred PIGS 80 ARABLE 20 7 1 8 Personnel Listing This lists various items relating to Personnel details for the selected employees Employee Number Name Department Date of Birth Age Basic Pay Start Date Years of service NI Number 7 1 9 Sickness Record A listing of each individual s sickness record within the current pay year 7 1 10 Holiday Record A Listing of each individual s holiday record within the current holiday year 97 7 2 Payroll Reports This section is used to retrieve information generated from payroll runs Useful in finding information for Income Tax and Pension payments Reports Tax NI SSP and SMP Retums Pension Payments Payroll Worksheet Average Eamings Payment Details Agency Holiday Details Hourly Pay Details Fraser Wilma Androvic Hector 7 2 1 Tax NI SSP and SMP Returns This gives details of Tax NI Recoverable SSP and SMP for a specified period with totals printed for each at the end You must enter the start and end week or month numbers of the period you require 7 2 2 Payroll Work Sheet This is simply a list of all employees and their last pay period with empty boxes beside ea
11. Average Eamings Employee 0006 Drummond lan Holiday Entitlement 30 00 Holidays to Date 400 gt Holidays Remaining 26 00 010172015 02 01 2015 gt 03 04 205 06 04 2015 This section is normally updated by the Holiday Dates within the payroll run New entries can be added here if required by clicking New Existing entries can be edited by selecting the line and clicking Edit An entry can be deleted by selecting the line and clicking Delete 59 3 2 10 Sickness Records This section maintains the sickness records of the employee Employee Details Payment Pension Costings Cum Prev Employ Ni Cumulatives Additions Deductions Holidays Sickness Avera Employee 0006 Drummond lan PIW Period of Incapacity for Work SSP Statutory Sick Pay End Date iii eg nas dang Srii Tea BE Date This section is normally updated by the Statutory Sick Pay routine within the payroll run New entries can be added here if required by clicking New Existing entries can be edited by selecting the line and clicking Edit An entry can be deleted by selecting the line and clicking Delete 60 3 2 11 Average Earnings This section maintains the Average Earnings for an employee over the last 8 periods for Statutory Sick Pay purposes Payment Pension Costings Cum Prev Employ NI Cumulatives Additi
12. Date 01 09 2013 Month 1 Basis Basic Pay 1500 00 Student Loan l Repayments Apply f Hours Normally Worked 39 0 iregular Payment Pattem Hourly Rates Last Pay Period Print Next Previous SVR Indicator Only Available if the Scottish Variable Rate has been enabled This is effectively a Y N flag indicating whether or not the SVR applies to this employee Tax Code Employees who pay no tax should be entered with a tax code of ONT Valid tax letters are H L P T V D K A J Y BR Basic Rate or NT for No Tax Week 1 Basis If the employee is to be taxed on a Week 1 Basis then Yes should be selected Tax will then be calculated on the current period only without taking into account previous payments If the Week 1 Basis is subsequently changed to No tax will be then be recalculated at the next pay period on a cumulative basis for the year to date Note that BR Basic Rate is only on a week 1 basis if selected above Otherwise it is on a cumulative basis Student Loan Repayments apply Yes or No indicating whether or not Student Loan Repayments apply to this employee 46 Irregular Paymant Pattern The Inland Revenue will assume an employee has left if they have not been paid for a number of periods Tick this if the employee is paid at irregular intervals during the year such as a casual employee Last Pay Period The period in which the employee was last paid For weekly fortnig
13. Enrolment thresholds and triggers 100 7 4 p45 Reports Employees leaving require printed p45 documentation to give to their next employer These documents can be printed here Part 1A for Employee Part 2 for new Employer Part 3 for new Employer None _ Employee None 30 06 2015 L Date Range 30 06 2015 Limits can be set on name or date of leaving 101 7 5 End of Year Reports Allows you to print the p60 s for employees at the year end p35 reports are also available for you information Reports P60 End of Year Certificate P35 Continuation Sheet P35 Summary Start Androvic Hector L_ Employee End Tumer Alexander John Omit Employees with Email Addresses Omit Leavers Display Print Exit Help 102 7 6 Wages Reports Allows you to reprint any of the reports from previous Payroll Runs 5 30 07 2015 Month 4 v 1 30 04 2015 Month 1 Omit Employees with Email Addresses 103 7 7 Auto Enrolment Reports 01 04 2015 v 104 Appendix A Backup amp Restore Routines You are strongly advised to make backup copies of your data To do a backup you can use the utility supplied with the program which is located under the File menu Backup Data BAR Please Select what to Backup AllData This Business 1 Farmdata Ltd Help Next Cancel Exit You may select to backup all data in which case all busine
14. Insurance 06 04 2015 Current Payroll Run Previous Tax Month 33 This Tax Month will be 4 Payment Date 30 07 2015 v Pay Ref Period Start Date 01 07 2015 v Message for Payslips 1 Message for Payslips 2 Canca 63 4 2 Wages Details Summary Name j 4 This Month Basic Pay Fraser Wilma 4 Sick Pay Henderson Graham i j T Tumer Alexander atemity Pay Kendall Steven Patemity Pay Drummond lan P Hendry lan v Shared Patemity Pay Androvic Hector 2 z Adoption Pay Hourly Pay Before Tax Additions Before Tax Deductions Additions Deductions Gross Pay Before Tax Addtions After Tax Additions Before Tax Deductions After Tax Deductions EO o Pension Leaving 30 06 15 Chanity Cost Centres Income Tax Amount Cost Code Student Loan After Tax Additions After Tax Deductions Net Pay Calculate New Remove L l j TI l Save Delete Reports Suspend Complete The Employees box in the top left corner shows your list of current employees Each is set as No under the paid column Once you have entered their detail and saved this changes to Yes Having selected an employee in the top left box their tax code and last pay period are displayed If the Employee was previously selected and the page saved then the previous values are presented The Basic Pay as set in the employee s
15. Pay plus Employer s NI and pension contributions but excluding SSP and SMP These costs are analysed as per the cost centres in the employee s records or as 80 entered in Section 4 5 The above analyses are debited to the appropriate cost codes Income Tax NI and Pension costs are credited to their appropriate codes SSP and SMP are debited to their codes and the balance credited to the Net Wages Control code i e Bank Account After Tax Adjustments After Tax Additions and Deductions are debited or credited as appropriate to the cost centres specified in the table of allowance deduction codes which is accessed through the payroll utilities If there is no cost centre in the table for an allowance or a deduction then you will be asked for one every time the system comes across that particular allowance or deduction code Again see Section 4 5 The total of the above is credited or debited to the Net Wages Control Code i e Bank Account 4 5 6 6 Pension Scheme Contributions For each Pension Scheme in effect this shows each employee s contribution plus any additional voluntary contributions and the employer s contribution Totals for each Scheme and an overall Grand Total are produced 4 5 6 7 Detailed Wages Analysis Listing If the parameters were selected for individual employee costing by employee and or cost centre then a printout showing gross wages costs is produced 4 5 7 Wages Analysis by Employee This breaks down the W
16. amount of SSP will then be automatically added to the employee s basic pay in the payroll run If you still pay basic wages during sickness then to adjust back to the normal weekly pay use a Before Tax Deduction which should be often called Adjust SSP set as code 1 to subtract the amount of SSP paid from the Gross Pay This ensures the employee receives his usual pay but the SSP part of it has been recorded by the system in order that it may be reclaimed For example usual basic pay of 254 SSP of 44 22 Basic Pay 254 00 SSP 44 22 Before Tax Deduction 44 22 Gross Pay 254 00 Where PIWs are linked the average earning rate to be applied is the average of the eight weeks 68 prior to the commencement of the first linked PIW Similarly on second and subsequent pay days of a continuous PIW the average earnings rate to be applied is the average of the eight weeks prior to the commencement of the PIW In each of these cases the SSP as calculated by the system may require amendment The system displays its calculation and you may make amendments as required or abandon the entry for the employee by clicking cancel Click save to accept the entry Employers liability for SSP stops after twenty eight weeks If the SSP weeks to date displayed are over this period then the SSP days should be reduced until twenty eight weeks is reached If your system has been running less than eight weeks then the average earnings for employe
17. conditions that apply to the actual scheme Thus the user must evaluate whether they believe a refund is permitted and set the flag accordingly When set at Yes the system will give back ALL pension contributions shown on page 5 in the next payroll run After the run is complete page 5 will then show 0 contributions to date Note that the pay year end process zeroes the contributions on page 5 Thus if a refund is required across a year end a manual intervention will be required That is to say the contributions last year and this year will need to be added together and edited into page 5 Employers can avoid such complications by postponing employees who would normally require AE in the last month of the pay year 49 Date to start Worker Joined Workers other than those with EJ or JH Non Eligible Jobholder status have rights to join AE schemes This field provides for the recording of when contributions are to start Date Pension Notice Received Workers with EJ or JH status not already members of a scheme can request to join opt in to a scheme This provides a field to record when such a request was received The remaining fields are informational only and are re evaluated during each payroll run Eligible Jobholder Status Yes or No blank Date EJ 1 Attained Date EJ Regained after Postponement Non Eligible Jobholder JH Status Yes or No blank Date Jobholder 1 Attained Entitled Worker EW Status Yes or No blan
18. if the employer is sole trader or partnership This is the number issued to you the employer when you register for self assessment COTAX Reference Corporation Tax Reference No Applies to limited companies This is the tax reference number issued to you as a company 18 Directory for Submission The directory where a copy of the submission file will be deposited Details Verified Once all the required entries on the page are correct tick the Details Verified box in the bottom right corner Online submissions to HMRC will not be available unless all the Payroll Parameter pages have the Details Verified ticked 19 2 3 Auto Enrolment Parameters Enable Auto Enrolment Staging Date 01 04 2015 Latest Pay Reference Period Start Date 01 05 2015 Direct Benefit Hybrid Scheme Exists No v End Date for Direct Benefit Hybrid Scheme 1st Cyclical Automatic Re Enrolment Date 01 04 2018 Automatically Postpone new Eligible Jobholders No v Apply Max Postponement to new Eligible Jobholders No Default Pension Scheme for Auto Enrolment Peoples Pension Directory for Auto Enrolment Files C FARMDATA PAYROLL32 AE Staging Date also referred to as Employers Duty Start Date This date is set for each Employer by the DWP While this date is blank the AE processes in the payroll in question are dormant After the date is filled in the AE processes only become fully active in the first payroll run that contains the S
19. of the use inability to use quality or performance of such Farmdata software and user manual even if Farmdata Ltd or any such other person or entity has been advised of the possibility of such damages or for any claim by any other party In addition Farmdata Ltd or any other person involved in the creation production or distribution of Farmdata software shall not be liable for any claim by you or any other party for damages arising out of the use inability to use quality or performance of such Farmdata software and user manual based upon principles of contract warranty negligence strict liability for the negligence of Farmdata Ltd or other tort branch of any statutory duty principles of indemnity or contribution the failure of any remedy to achieve its essential purpose or otherwise This does not affect your statutory rights PREFACE The following document is a user guide for PAY data the Payroll Calculation and Management system produced by Farmdata Ltd This manual is not designed to teach a novice how to manage a payroll system rather it is designed to assist someone familiar with operating a payroll in using a computerised system The system as described is implemented under the Windows Operating Systems Table of Contents CHAPTER 1 PAY dafi seeur oe wn ies erate eet ae eee 6 1 1 Introduction acts caueesctsascectsetcncesa pees erescesdeme a eed sons ae ee 6 1 2 If you get SUH asses sas scasornoessnd say encenaseintaitanaoasace
20. percentage rates which apply for National Insurance 2 7 3 Statutory Sick Pay Parameters Earnings Limits and Thresholds Percentage Rates Statutory Sick Pay Parameters Average Wi Eaminas Weekly Rate of SSP XA or more 88 451 Less than 112 00 0 00 44 SSP Recovery Rate Percentage ook SMP Recovery Rate Percentage 92 0 SPP Recovery Rate Percentage 9200 e ShPP Recovery Rate Percentage 92 0 SAP Recovery Rate Percentage 92 04 Date NI SSP Parameters last changed officially 06 04 2015 This screen details the average weekly earnings bands and appropriate weekly rate of SSP Recovery Rate Percentages are the rates at which these can be reclaimed 34 2 8 Auto Enrolment Thresholds and Triggers Annual Annual Annual Taal Erie Lower Upper ae Threshold Threshold aro eee 556400 42475 00 8105 00 2 00 1 00 T 10 sen arem von enon ma D an A G see wow ie e woe ee exe nom The Table of Auto Enrolment Thresholds and Triggers sets the figures which are required for Auto Enrolment pension schemes Any changes to this will be notified with NI and Tax table changes 35 2 9 Test Routine For NI Contributions This routine may be used to ensure the system is correctly calculating NI contributions Reports Enter Values for Testing Use NI Test File Limits Type Enter six annual salary figures and click OK The system then calculate
21. this flag is set properly After April 2003 this has no significance Tax Year in Progress The full year number in which the current pay year ends eg 2016 for the 2015 2016 tax year This is used to verify the PAYE and NI tables are set correctly and printed on the P60 and P35 prints Last Pay Period The period the payroll was last run For weekly fortnightly or four weekly this is 0 53 For monthly or quarterly this is 0 12 Last Pay Date The date of the most recent payroll run Type of Employee Costings The system can produce reports listing gross costs for each payroll cost centre code by employee and by cost centre When N is selected the payroll analysis still prints the total for each cost centre This may be changed and a payroll analysis reprinted to get the required costing report Agency Holiday Accrual Rate Used to set the number of holidays an employee accrues for each week worked Password A password may be specified so that access to the payroll may be controlled A password may be up to 8 characters in length If this facility is used please take care to keep the password safe and remember it 13 2 2 2 Nominal Ledger Codes General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Income Tax NI Contributions NIC Bank Account Recoverable SSP Payments Recoverable SMP Payments Recoverable SPP Payments Recoverable ShPP Payments Recoverable SAP Paym
22. two separate cost centres If an employee s wages cannot be permanently allocated leave the cost centre codes blank You are then required to enter an analysis each time the employee is paid Charity Contribution The amount of money if any being contributed on each pay day by the employee to an approved charity If not applicable this entry must be zero Charity Cost Code A cost centre code can be allocated for charity contributions If not applicable leave blank 51 3 2 6 Cumulative amp Previous Employment Details Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan Attendance Days to Date ts Gross Pay this Employ Total Hours Worked 0 00 Tax this Employment Sick Days to Date Oo Week 53 Pay SSP Weeks to Date 0 0 5 Week 53 Tax SSP to Date ook Employees Pension to Date SMP to Date 0 00 gt Employers Pension to Date SPP to Date 0 00 gt Total AVCs to Date ShPP to Date ook Charity Conts to Date SAP to Date 0 0 Student Loan Repayments Previous Employment Starter Type Existing Employee Starter Declaration Please Select Pay Prev Employ 0 00 Tax Prev Employ 0 0 New Delete Find Print Next Previous Attendance Days To Date Within the payroll you may record the total number of days an employee has worked in the particular pay period This is the total of these for the current pay year Th
23. 0 0 00 820 00 0005 Kendall Steven 1 1 1060L A 1505 00 487 00 185 00 K 0 00 99 96 114 40 8 19 10 24 1505 00 124 00 0 00 1272 85 2 1 1060L A 3073 00 487 00 185 00 0 00 288 12 33079 2070 2587 3073 00 43780 0 00 2326 38 4 1 1060L A 1505 00 487 00 185 00 0 00 99 96 114 40 815 10 19 1505 00 52 60 0 00 1449 49 Employee Totals 6083 00 1461 00 555 00 0 00 488 04 559 59 37 04 46 30 6083 00 509 20 0 00 5048 72 0006 Drummond lan 1 4 1060L A 1500 00 487 00 185 00 0 00 99 36 113 71 815 1019 1500 00 123 00 0 00 0 00 1269 49 2 1 1060L A 1500 00 487 00 185 00 0 00 99 36 113 71 8 11 10 14 1500 00 123 20 0 00 0 00 1269 33 4 1 1060L 1634 32 487 00 185 00 0 00 111 25 127 39 890 11 13 1634 32 2680 0 00 100 00 1440 97 Employee Totals 4634 32 1461 00 555 00 0 00 309 97 354 81 25 16 31 46 4634 32 219 40 0 00 100 00 3979 79 0010 Hendry lan 1 1 455L A 2600 00 0 00 0 00 0 00 0 00 0 00 1695 2119 2600 00 44400 000 0 00 2139 05 4 1 455L A 2600 00 0 00 0 00 0 00 0 00 0 00 16 91 21 14 2600 00 292 00 0 00 0 00 2291 09 Employee Totals 5200 00 0 00 0 00 0 00 0 00 0 00 33 86 42 33 5200 00 736 00 0 00 0 00 4430 14 0020 Androvic Hector 1 1 1060L A 1273 30 487 00 185 00 0 00 72 16 82 43 6 34 7 92 1273 30 77 80 120 00 997 00 Employee Totals 1273 30 487 00 185 00 0 00 72 16 82 43 6 34 7 92 1273 30 77 80 120 00 997 00 Overall Totals 24210 62 1078 49 1385 98 119 30 149 14 24210 62 1542 40 t 220 00 21234 43 Total Page No 1 Zoom Factor 100
24. 13 Save New Delete Find Print Next Previous Employee Number You must allocate a number to each employee you enter onto the system This number may be up to 10 characters Numbers already in use are unavailable Leavers returning within the same year must be given a new number Employee Name This has three parts Surname and two forenames each of up to 15 characters Title Select as required Date of Birth In the form DD MM YYYY e g 02 09 1960 42 Sex Select male or female N I Number Only valid formats are allowed e g ZZ999999Z May not be left blank and must be valid Citizenship Employee s country From a Country in the European Economic Area Should be ticked if the employee s citizenship is in the European economic area Passport No Employee s Passport No Employee Address Four lines are available for the employee s address and Post Code Telephone Number Up to 20 characters Starting Date In the standard format the date this employment started The following are only available after an employee has been declared as a leaver Leaving Date In the standard format the date this employment ended Leaver Notified to Inland Revenue Will be ticked once the p45 has been processes 43 3 2 2 Details Employee Details Payment Pension Costings Cumv Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan Email Address Email Payslip P
25. 3 month anniversary of their EJ Date When set at No the End Date for EJ Postponement is the end of the PRP in which the Employee attains EJ status Default Pension Scheme for Auto Enrolment When an employee gains EJ status and they are not already contributing to a Qualifying Pension Scheme employers must enrol that employee in their AE scheme and commence making contributions This field identifies which Pension Scheme to use for such employees With the new flags in the employee record it is possible to pre allocate a specific scheme to an employee with active contributions switched off until EJ is achieved This field can be left blank temporarily until a suitable scheme is defined in Pension Scheme Maintenance However a payroll run cannot be started until this field is defined even if that payroll run is still in advance of the Staging Date 21 We would expect the default scheme to be a Percent Deduction Type If it is not and the AE process results in a new EJ being processed with no employee contribution that employee will not be allowed to be paid Directory for Auto Enrolment Files During the payroll run an Action List for the AE process is produced Text csv files containing basic employee data for each of the action list sections are produced These can be used as data sources for mail merge processes if required This field defines the path where these files will be placed 22 2 4 Pension Schemes Number S
26. 5 00 12 00 0 00 0 00 i l l 8729 32 42 39 81 60 l z 8181 96 Current Page No 1 Total Page No 1 Zoom Factor 100 Summary Wages Print by Department As above but employees are listed by department and sub totals are given Detailed Wages Print Virtually a re production of all the pay slip details If your entries are correct you should elect to Complete the Wages Run Otherwise you may Re enter Employees wages details or if insufficient information is available to complete the wages run temporarily Suspend the run and come back to it later 78 4 5 Payroll Reports You should produce at least a Statutory Recording Report before you can exit Reports Summary Wages Wages Analysis Detailed Wages Wages Analysis by Employee Auto Enrolment Action List Wages Analysis by Cost Code AutoPay List Payslips Statutory Recording of NI Contributions Limits Payroll Run 5 30 07 2015 Month 4 C Department a End C List Employees Alphabetically J Omit Employees with Display Print 4 5 1 Summary Wages See above 4 4 4 5 2 Detailed Wages A more detailed list than the summary showing all headings 4 5 3 Auto Enrolment List A listing of any employees joining the scheme in the current period 4 5 4 Autopay List The Autopay List is printed showing each employee to be paid by Bank Transfer along with their bank details autopay reference number and the amo
27. I Contri i Automatic Update of Tax QQ Holiday Year End if End of Tax Year H E Email 4 2 Reports Maintenance Routines Auto Enrolment Parameters Pension Schemes Addition and Deduction Codes 5 PAYE Parameters NI and SSP Parameters Auto Enrolment Thresholds and Triggers Test Routine for NI Contributions Automatic Update of Tax Codes Holiday Year End End of Tax Year 2 1 Introduction When setting up the first or subsequent payrolls the General Parameters must be filled in The first payroll is created the first time the system is used subsequent payrolls can added by selecting the blank page in the menu bar or by selecting File and New Payroll operation is identical in either case 11 The 2 2 Payroll Parameters The following parameters are required to allow a payroll to function within the system These items may be altered at a later time by opening Payroll Parameters in the Maintenance section 2 2 1 General Parameters General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Payroll Name Frequency Highest Cash Note Holiday Year End Month Employer Contracted Out Contracted Out Number ECON Tax Year in Progress Last Pay Period Last Pay Date Type of Employee Costings Agency Holiday Accrual Rate Password Required Items a Manor Fam Monthly f v 2016 2 26 30 05 2015 v
28. ademssns tanwuamsanesten eqvnadensaconnelsapunganamenntes 7 1 3 Using this WU car ll ci sascasssssencscesaicdancaabeeentiaviicaxkeats dbasvnunccantapuniaay seanadaateesetuauianmnard 8 CHAPTER 2 MAINTENANCE ROUTINES 0 ccccccccccccessecesseeeesseeeesseeeesaees 11 2 1 Introduction vcapdscersereeecsertnSierccnen ativan beheaded avy Geea ares ees 11 2 2 Payroll Parameters osccsscccsscracsesatssctsacsvanseavasiccus aise satsaasiccansssagvancaseateseamnsdvanteevbarsys 12 2 2 1 General Parameters sssssccesscssnsdsrasncantionnedsaponsiadanencelanbwngassennniaaspnauenntesicy 12 2 2 2 Nominal Ledger Od G8 sinciscaseisiecsesstivtancai tiie enunciation 14 2 2 3 Employer Details oss isicenscsvseisaeinnagvarssacnsaeisacsxasesannussasacivscscadivaansaddnaencends 15 2 2 4 Bank Detail eiciia ea E EEEE E A a 16 2 2 5 Tax Details oiccen iaie iaa a E EE E 18 2 3 Auto Enrolment Parameters a ccccecesccsrelsiecsseboioaiacteacesienesncaddesawcanieneciaateaccsnepiaessaces 20 2 4 Pension Schemes cccsssccssssecssssecssecessseesssnecessceessnerssecerssacecsseseessenesssneeess 23 2 4 1 Auto Enrolment Details 0 0 cccccccccescceseeeeseeeeeseeeesseeeeseeeesaeeees 26 2 5 Allowance and Deduction Codes ccccccccssccesseeeesseeeeseeeeeseeeeseeeeseeeesseeens 28 2 6 PAYE Parameters cap jcvecsnscdedeutiacinnunsawiieduawinunese aoe 30 26 1 Tax Rates n a a aa E ai 30 2 6 2 Lax Bands ocni neeaae aE E Saua 31 20 5 Tax POint TS ciini
29. ages Cost analysis by employee 4 5 8 Wages Analysis by Cost Code This breaks down the Wages Cost Analysis by Cost Centre 4 5 9 Payslips Pay slips are printed 81 CHAPTER 5 TAX EVENTS The section controls the transfer of data to HMRC It communicates direct with their computers From tax year 2014 this allows for the RTI notification and the related submissions File Utilities Help EJ EA Last Pay Date 30 07 15 E a ae ie Tax Events wi l rd a Pail Fis Loe Employer Payment Summary ES Full Payment Submission j ken Tax Events Events C3 Employer Payment Summ Gil NINO Verification Request 3 Full Payment Submission E NINO Verification Reques Maintenance Routines E E Before Submissions can be made there are two sections which have to be checked and completed a In the Maintenance Routines gt Payroll Parameters Check that all sections have the required items entered and have Details Verified ticked in the bottom right corner of each section b In the Employee Record Section Each employee record should be examined to ensure their record is as complete as possible For starters the Cum Prev Employ section should be checked Starters should not have a tick in the Starter Notified to Inland Revenue box the system does this on first submission 82 5 1 Employer Payment Summary This section is used to report values withheld from payment in a particular pay month For e
30. ails are within the Employee Records option on the main menu Leaver Records are maintained within this option but in a separate section File Utilities Help E E Q Last Pay Date 30 06 15 J Manor Fam Employee Records 39 All Employees 3 Current Employees 9 Non Current Employees G Payroll Run H Q Tax Events H Q Maintenance Routines H Q Email 9 Reports E Non Curent Employees The next section describes the various items which appear in an Employee Record Current and Leaver records are the same When creating new employees all items should be entered if available If the information does not apply or is not known you may usually enter a zero or leave as appropriate to the item type Such items may be entered at a later time 41 3 2 Employee Records If it is the first employee to be entered in the system right click on the Employee Records and select New Employee To create a new employee thereafter click New in the Employee Records 3 2 1 Employee Employee Details Payment Pension Costings CunvPrev Employ Ni Cumulatives Additions Deductions Holiday Employee Number 000s y Sumame Drummond Forenames lan Title Mr v Date of Birth 06 09 1985 Sex Male NI Number WL553322A Citizenship UK From a Country in the European Economic Area Passport Number Address 2 Spinners Loan Upton UP32 500 Tel Number Starting Date 01 09 20
31. ains the total SPP paid to date Select the employee click ShPP and enter the required value Click Save and then Continue to return to the exceptions screen Employee 0005 Kendall Steven Amount of ShPP a being Paid 100 If an employee is erroneously selected for SPP payment simply re select them and delete the value 70 4 3 5 Employees with Statutory Adoption Pay The system does not calculate an employee s SAP entitlement nor does it maintain records of individual payments made During a payroll run the amount of SAP being paid is entered The system retains the total SAP paid to date Select the employee click SAP and enter the required value Click Save and then Continue to return to the exceptions screen Employee 0005 Kendall Steven Amount of SAP ja being Paid 120 If an employee is erroneously selected for SAP payment simply re select them and delete the value 71 4 3 6 Employees being paid other than at this period This section is for nominating employees being paid at other than the normal period You would for example use this routine if you were paying any employees holiday pay in advance For each employee you nominate you must enter the revised tax period and the number of weeks months to be paid These values are stored for use later in the tax and pay calculations Employee 0005 Kendall Steven Last Tax Month paid Tax Month to be paid at No of Months being Paid F
32. an accounting system these will be the appropriate nominal codes Allowance Deduction Codes do not demand to have a cost code entered This is used where you wish to allocate the value to different cost codes for different employees or different costs codes in different payroll runs If the code is left blank you will be asked to enter one during the payroll run 29 2 6 PAYE Parameters This section maintains the information required to calculate PAYE It should only be changed following instruction from the Inland Revenue Farmdata will issue notice of change to members of the User Club in line with Inland Revenue instruction On entering this section you will be warned of when the last changes were made 2 6 1 Tax Rates Tax Rates Tax Bands Tax Pointers Non Scottish gia Sy Rate 1 Rate 2 s 4 gt Rate 3 gt a 4 gt Rate 4 gt Rate 5 4 gt Rate 6 Rate 7 Rate 8 Rate 9 o gt 4 gt fb lja This section maintains the tax rates for both Non Scottish and Scottish should the Scottish Variable Rate be applied The rates can be changed clicking in required box changing and clicking save 30 2 6 2 Tax Bands These are the cumulative Pay and Tax for each of the bands in which the rates above apply Tax Rates Tax Bands Tax Pointers Non Scottish Scottish 3 na 3x Uy Cumulative Cumulative Cu
33. are doing URL Is the address for the submission This is preset by Farmdata Sender ID This is your User ID for the Government Gateway Password This is your Password for the Government Gateway 87 When completed click Next and the following screen appears Full Payment Submission v https secure gateway gov uk submission Click Submit and the system will then go through a series of submissions and acknowledgements as it sends and receives data Full Payment y https secure dev gateway gov uk submission Time Request 04 01 11 submit_request 04 01 21 submit_poll 04 01 32 delete_request If the above messages are received the process is now complete and the information has been successfully transmitted 88 You may encounter errors in the submission as indicated on the screen below Employer Alignment v https secure dev gateway gov uk submission Time Request Response 03 02 52 submit_request submit_acknowledgement 03 03 02 submit_poll submit_error This means that part of the data you are sending has failed validation and is incorrect To investigate double click on the submit_error line Click on the Response tab to get the error messages In the case below the Error indicates that there is an Invalid NINO National Insurance Number in an employee s record Unfortunately it does not always indicate which has the error If you enc
34. arer EEKE E R 46 J24 Pensi iioo iieiea E E E EEEE EREE A hs 48 32S COSMOS en E E E E eet a eS 51 3 2 6 Cumulative amp Previous Employment Details 0 000 c eee 52 3 2 7 NI Cumulatives oc isia tics eee om eee 55 3 2 7a Formally Change the Employee s NI Letter 0 0c cece 56 3 2 8 Additions Deductions ccccsesesssssssssssssssssssssssssssssssssssssssssssssees 57 32 9 Holidays yee vat ota dana or 2h ts diseased ed raiee Pasa Caan dade deanna tates ahead es 59 3 2 10 Sickness Records cc cccsscccssssccsssccsssccesssnecessnensseneesnenesessnesesseeess 60 3 2 11 Average Earnings oi5 cies havea aia ee 61 3 3 Change of NI Letters ansiosos iis orrors esiosan iiaeie iasi 62 3 4 Reinstating Employees who have left cccccccsssccesceeeeseeeesseeeeeseeeeseeees 62 CHAPTER 4 PAY ROL LARUN ciizs covschessim ahserevastnisicderioaadocassscaadheeseusa tesa enuebecingeeed 63 4 1 Prehmina y ee oss csc va casted A IO ea 63 4 2 Wages D tails eero ap aeret a E T areca E EE E AE 64 4 3 Entry of EXCe puOns 4 5 Gs et cee ees eh es Puls i hei ie LS ls 67 4 3 1 Employees with Statutory Sick Pay cccccccccseeeseeeeseeeeseeees 67 4 3 2 Employees with Statutory Maternity Pay 00 ccccceeseeeneeees 69 4 3 3 Employees with Statutory Paternity Pay 0 cccccccecesseeeeneeees 70 4 3 4 Employees with Shared Paternity Pay 0 cccccccccsseeesteeesneeee
35. ayment Method Bank Transfer Bank Name TSB Bank Branch Upton Bank Sort Code 998877 Bank Account Number 52001245 AutoPay Number 0006 Job Title Assistant Manager Director NI Rules Apply Yes First Pay Period as a Director o Record Partner Details for ShPP Yes Partners Sumame Partners Forenames Partners NI Number Save New Delete Print Next Previous Email Address Can be used to send payslips and other documents by email instead of printing Email Payslips Tick if payslips are to be emailed to this employee Bank Details Enter the employee s bank information if payments are to be made by bank transfer Sort code and account number must be entered Some banks require an Autopay number Job Title Directors NI Rules Apply Flag There are different rules in the calculation of NI for individual employees who are directors of the company see CA44 NI35 If such an employee is never paid a bonus then they can be usually be treated as other employees When one off payments occur during the year which take pay on any single pay day over the Upper Limit then treatment as standard employees cannot occur 44 Currently this implementation of the rules in PA Ydata cannot handle all possibilities Specifically it will not operate properly for an employee whose NI status changes ie whose NI letter need to change in the course of a pay year Also if NI rates change during a pay year T
36. ch It can be useful as an input document for recording overtime hours holidays etc 98 7 2 3 Payment Details A listing of all payments made to each employee SAP CRYSTAL REPORTS Payment Details Page 1 of 1 Gross LEL Above National Insurance Pension Taxable Net NI PL UAP p aaa Pay ToLEL toPT toUAP toUEL UEL Employee Employer Emp ee Emp er Pay Tax SLRs ATD Pay raser Wilma are BE 1040 00 487 00 185 00 368 00 0 00 0 00 0 00 50 23 0 00 0 00 1040 00 31 00 0 00 0 00 1009 00 1040 00 487 00 185 00 368 00 0 00 0 00 0 00 50 23 0 00 0 00 1040 00 31 00 0 00 1071 00 0 00 000 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 000 60 00 0 00 1040 00 487 00 185 00 368 00 0 00 0 00 0 00 50 23 0 00 0 00 1040 00 0 00 60 00 1040 00 ployee Totals 3120 00 1461 00 555 00 1104 00 0 00 0 00 0 00 150 69 0 00 0 00 3120 00 0 00 0 00 3120 00 m Eisis EE g Henderson Graham 1 1 1060L A 1540 00 487 00 185 00 868 00 0 00 0 00 104 16 119 23 847 10 59 1540 00 131 00 8 00 1288 37 4 1 1060L A 1540 00 487 00 185 00 868 00 0 00 0 00 104 16 119 23 8 43 10 54 1540 00 131 00 8 00 1550 41 Employee Totals 3080 00 974 00 370 00 1736 00 0 00 0 00 208 32 238 46 16 90 21 13 3080 00 0 00 16 00 2838 78 0004 Tumer Alexander 1 1 1056L c 410 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 410 00 0 00 0 00 410 00 4 1 1056L c 410 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 410 00 0 00 0 00 410 00 Employee Totals 820 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 820 00 0 0
37. cheme Name Peoples Pension Stakeholder Scheme No w After Tax Deduction Scheme Yes v SCON Number Deduction Type Percentage Percentage Deducted 1 00 Adjust Employee Contribution for BR Tax Allowance Yes v Employers Contribution Type Straight Percentage of Pensionable Pay Employers Contribution 1 00 Cost Codes for Contributions Employee Ees Pension Employer Indicator for CO Rebate for CO Employees v Deduct NI Lower Limit from Gross Pay Day of Month previous Months Payments Due Delete Find E Previous Each payroll may have a number of pension schemes in effect but an employee can only be a member of one scheme at a time You must create a scheme before Employees can be allocated to it The following items describe a scheme Scheme Number Each pension scheme within a payroll must be identified by a number Scheme Name Up to 20 characters of text are available for identification purposes Stakeholder Scheme Yes No option indicates whether the scheme is of the Stakeholder type After Tax Deduction Pension Scheme Indicator This indicates whether Pension contributions are deducted Before or After Tax This must be No if Pension contributions are to be deducted from the Gross Pay to give the Taxable Gross Pay It must be set to Yes if the Gross Pay alone is the Taxable Gross Pay Stakeholder schemes by definition are After Tax therefore the option will set to Yes 23 SCON Number Scheme Contracted Out N
38. d also format your Backup disks from time to time to ensure their continuing good condition Should all else fail Farmdata can resurrect your system from your backup if it is correctly done 1 3 Using this Manual Each of the sections shown in the screen below is explained in an individual chapter File Utilities Help EJ EE Last Pay Date 30 05 15 OMT H Employee Records Payroll Run H Q Tax Events H Maintenance Routines paydata They are headed Chapter 2 Maintenance Chapter 3 Employees Chapter 4 Payroll Run Chapter 5 Tax Events Chapter 6 Email Chapter 7 Reports amp Listings Each of these sections can contain a number of further options each of these is described in a numbered section within the chapter Each option available within a section is described in the order in which it appears Each option is listed then its operation described The five drop down menus contain the following options A File 1 Change Business This option allows you to change from one payroll to another A list of available payrolls is displayed from which you choose the one that you require and then click OK to confirm your choice Each payroll is unique with no connection to any other payroll ii New Business This option allows the creation of a new payroll on the system You are required to enter the payroll parameters Click on Save and you will then be returned back to the main menu of the new Busines
39. e following three items are automatically maintained by the input or maintenance of sickness records and will not normally require manual adjustment through the employee records Total House Worked Where an employee has been paid by the hour this is the total of the hours entered Sick Days to Date Total days sick leave to date in the current pay year SSP Weeks To Date The above expressed in weeks SSP To Date Total Sick Pay to date in the current pay year 52 SMP To Date Total Maternity Pay to date in the current pay year OSPP To Date Total of Ordinary Statutory Paternity Pay to date in the current year ASPP To Date Total of Additional Statutory Paternity Pay to date in the current year SAP To Date Total Adoption Pay to data in the current year Gross Pay this Employ Total Gross Pay to date for the current pay year in current employment including before tax Pension Contributions For new starters this will be zero Tax this Employ Total Income Tax deducted to date in the current pay year in the current employment For new Starters this will be zero Refunds are indicated by negative values Week 53 Pay Gross Pay in week 53 of the current pay year Zero if not applicable Week 53 Tax Income Tax deducted in week 53 of the current pay year Zero if not applicable Employee s Pension to Date Total of employee s pension contributions to date in the current pay year Employer s Pension to Date Total employer
40. ee 00024 Number Please note that this will create a NEW Record for this Employee Cancel Help You may enter a new number or accept the suggested number If an employee has been recorded as a leaver by mistake and not reported as such in an RTI return you may blank out the Leaver date in the employee s record and save this will reinstate the leaver as before 62 CHAPTER 4 PAYROLL RUN 4 1 Preliminary Upon selecting the Payroll Run the last completed pay period number is displayed and you are presented with the new pay period and date to be worked on If this is correct click OK to continue If you wish to change this you may enter a revised period number You are also required to re enter the payment date in the usual format This is the date that will appear on pay slips and on printouts from the run it has no other significance This may be used to enter more payments at the previous number where someone was missed or someone is to be paid more Doing this will simply add to the figures already processed for that date Only those employees selected for payment in this second run will be included in the calculation and have payslips printed Where an Auto Enrolment Pension Scheme is in operation the pay reference period start date will also be displayed Messages to be printed on the bottom of the payslips may be added in the two available lines Tables were last changed officially Income Tax 06 04 2015 National
41. employee has no cost centre entered the allocation must be done during the payroll run Employees with permanent allocation may be varied by using this option It will not change the permanent allocation see new pete went Prevow exe nom If an employee works all of the time for one cost centre then you enter all the hours to that cost centre code and a percentage of 100 will be allocated In the above entry hours have been entered equally between two cost centres so the percentages have been worked out as 50 50 Care must be taken to use the same code list throughout For example using Farm for one employee and FARM for another is seen by the system as two separate cost centres 76 4 3 11 Attendance Days Attendance days may be recorded 1 e the number of days worked in the pay period These will be added into the employee s record Once all entries are made click Save The statutory deductions are calculated i e Income Tax and National Insurance If Student Loan Repayments apply or a Tax Credit is in operation these are calculated and applied and the Net Pay displayed Summary Basic Pay Name Fraser Wilma Henderson Graham Tumer Alexander Kendall Steven Drummond lan Hendry lan Androvic Hector Matemity Pay Patemity Pay Shared Patemity Pay Adoption Pay Hourly Pay Before Tax Additions Before Tax Deductions ESEESE Additions Deductions G
42. ents Required Items Details Verified These following cost codes will appear as part of the payroll analysis produced at the end of a payroll run Income Tax NI Contributions Bank Account Recoverable Statutory Sick Pay Payments Recoverable Statutory Maternity Pay Payments Recoverable Statutory Paternity Pay Payments Recoverable Shared Paternity Pay Payments Recoverable Statutory Adoption Pay Payments Each may be up to 11 characters long If you are using a computerised accounts system then these should be the appropriate codes from it Alternatively descriptive text should be entered 14 2 2 3 Employer Details General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Employer Name Address Estate Office Manor Fam Upton KLO1 OTH Telephone Contact Title Contact Forename Contact Sumame Details Verified Employers Name Up to 28 characters of text for the exact name of the Employer This and the next three items are required for the production of the End of Year Documents Employers Address Up to three lines each of up to 28 characters for the Employers Address One line for postcode Contact Details The name of the responsible individual in the company with regards to HMRC 15 2 2 4 Bank Details General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Bank Name Bank Branch Upton High Street Sort C
43. es will be incorrect and you will have to override the systems value 4 3 2 Employees with Statutory Maternity Pay The system does not calculate an employee s SMP entitlement nor does it maintain records of individual payments made During a payroll run the amount of SMP being paid is entered The system retains the total SMP paid to date Select the employee click SMP and enter the required value Click Save and then Continue to return to the exceptions screen Employee 0002 Fraser Wilma Amount of SMP z being Paid 2243 If an employee is erroneously selected for SMP payment simply re select them and delete the value 69 4 3 3 Employees with Statutory Paternity Pay The system does not calculate an employee s SPP entitlement nor does it maintain records of individual payments made During a payroll run the amount of SPP being paid is entered The system retains the total SPP paid to date Select the employee click SPP and enter the required value Click Save and then Continue to return to the exceptions screen Employee 0005 Kendall Steven Amount of SPP a being Paid 10 If an employee is erroneously selected for SPP payment simply re select them and delete the value 4 3 4 Employees with Shared Paternity Pay The system does not calculate an employee s ShPP entitlement nor does it maintain records of individual payments made During a payroll run the amount of ShPP being paid is entered The system ret
44. ess payroll manorfarm co uk Carbon Copy Address david manorfarm co uk Please consult Farmdata if you are unsure of your smtp mail server settings 91 6 2 Email Documents Once the email settings are correct you can email payslips and p60 s to employees Those employees who have agreed to receive documents by email must have a valid email address in their employee record and have the Email Payslip check box ticked Document Paysiips P60 End of Year Certificate l se Selected Available Total Payroll Run 5 30 07 201 5 Month 4 EA 0 2 2 Number Surname First Name NI Number Email Address 000s Kendall Steven 25230145B steven34235 hotmail com 0010 Hendry Ian 25902312D hendry91547 hotmail co uk Send SelectAll Refresh Exit Help To email documents Select the Payroll Run from which the documents are to be sent The employees who have been paid in that period and are set for email will be displayed Click Select to highlight them and click Send 92 CHAPTER 7 REPORTS Reporting and listing is split into four sections 1 Employee Reports Containing information about individual employees and their records 2 Payroll Reports Containing information from the completed Payroll runs 3 Code List Reports 4 P45 Report P45 sheets for any leavers 5 End of Year Reports Employees p60 forms and p35 listings 6 Wages Reports Gives the facility to reprint information fr
45. ge late payment penalties Go into View Amend Recoverable Amounts Tick the Details Verified box for the appropriate period Save Select the Tax Month Tick No Employees were Paid during the Period and Submit in the usual way Claim Employment Allowance Use this to indicate that you wish to claim the Employment Allowance Do this only once Final Submission for the Year can be used when you did not include this in the last Full Payment Submission of the Year Tick the Box Go into View Amend Questions and Declarations and fill in as required Save Submit in the usual way Ceased as an Employer along with the date of cessation can be submitted when you did not include this in the last Full Payment Submission 84 5 2 Full Payment Submission This must be done after every payroll run Submission Type Full Payment Submission URL https secure gateway gov uk submission Details Payroll Run 5 30 07 2015 Month 4 To be Submitted _ Submission is late i e after your Employees received their Pay Reason A Notional payment Payment to Expat by third party or overseas employer _ Final Submission for the Tax Year View Amend Questions and Declarations C Ceased as an Employer Date 30 06 2015 Select the Payroll Run that is to be reported This last run processed is displayed You may choose an earlier one if it has not previously been submitted If more than one run has been processed at the same pay pe
46. he latter has not occurred for a long time all changes currently come into effect at the start of a pay year There is a further consideration When an existing employee is appointed as a director during a pay year As far as operating the system is concerned such an employee must be paid off and re instated as a completely new employe i e just like any other new starter The flag simply indicated whether the employee is to be treated as a director for NI calculations For directors NI liability is calculated on Gross Pay to date on an annual basis each pay day The actual contributions on a pay day is the difference between the calculated liability and the contributions to date Thus a director will have no contributions at all until their pay to date passes the annual lower limit and again after it passes the upper limit First Pay Period as a Director This is necessary for a new employee appointed as a director during the pay year Such an employee s liability must be assessed on a pro rata basis For existing directors this should be 1 Record Partners Details for ShPP Where ShPP is to be paid the employee s partner s details have to be entered This should be the partner s Names and NI Number 45 3 2 3 Payment Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan SVR Indicator Cash Payment 0 00 lt Tax Code Last Review
47. htly or four weekly this is 0 53 for monthly or quarterly 0 12 Cash Payment Employees paid by bank transfer or cheque may have this amount paid in cash on each pay day The cheque or bank transfer value will be reduced by this amount Last Review Date This is provided to record the last date the employees wage rates were reviewed It is printed on the wages review listings Basic Pay The basic pay payed on each pay day regardless of hours worked This should be zero if the employee is purely hourly paid Hourly Rates Up to five hourly rates of pay may be specified These may be entered to 3 decimal places i e tenths of a penny 47 3 2 4 Pension Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan Pension Scheme Peoples Pension v Add Plan Number Date Pension Notice Received Date Joined 01 04 2015 Contributions Active Yes v Date Terminated Employee Pension Cont Employer Pension Cont AVC Type Amount Additional Vol Cont 0 00 gt Worker Subject to Postponement No End Date for Worker Postponement Bligible JH Subject to Postponement No End Date for Eligible JH Postponement Date Opt out Notice Received Opt out Reference No Refund Required Date to Start Worker Joined Find Print Next Previous Exit Date Joined Should be the date the employee joined their current Pension Scheme For e
48. ils ois hacks an nE eR AS 99 7 2 4 Hourly Pay Details c cccccssscccsssccesscesssnecsssneesssneesnenenssesessseeeess 99 7 2 5 Pension Payments 55550 a52 0 shuts oh iedienteviniorsheadeagthetp ane unenaeeahonus 99 72 0 Average Haring sioe a E E N TN 99 7 2 7 Agency Holiday Details cccc cccssccccssnecesseesssnesssnesenssesssseeess 99 7 3 C de List Reports 45 echt i OS 100 TADAS BRE DOES nnen ee r ae ea RE a Or aa aarep a A E ETa 101 7 5 End of Year Reports ieainnnieni aaa ee aI ere 102 7 6 Wages Reports rr r N a a adh aAA eie 103 7 7 Auto Enrolment Reports ccccccccccesscccesssneeeeeesseeeeeseseeeeesesaeeeesssseeeeeseaaes 104 Appendix A Backup amp Restore Routines 0 cccceecccccseeeeeeeneeeeeeeeeeeeeeeeeaeees 105 CHAPTER 1 PAYdata 1 1 Introduction PAY data is designed to perform wages calculations equivalent to a manual system The main difference is that all data regarding employees pay is stored on file so that only the minimum number of entries are required to actually produce the calculated wage All PAYE and National Insurance deductions are calculated by the system based on tables stored in the system These are accessible to you the user as required All cumulative totals are stored as are the records for leavers for the production of end of tax year documents A certain amount of personnel management is available such as the recording of holidays taken and sick
49. k Date Entitled Worker 1 Attained Auto Enrolment Date Opt in Enrolment Date Date Contributions Commenced Opt out Refund Date EJ status at Deferral Date Yes or No blank Date for above the date the above was last evaluated Worker Status at Pension Notice Date Date Jobholder Opt in can apply 50 3 2 5 Costings Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday gt Employee 0 Department Code Charity Contribution Cost Centres Charity Cost Code No Cost Code ke Estate 2 3 Save New Delete Find Print Next Previous Department Code This allows for the allocation of employees to departments An alternative wages summary is available listing employees paid and sub totals by department Cost Centre Allocation This may be used when an employee s gross wage are to be allocated on a permanent basis to specific departments for costing purposes in your accounts You may specify up to three cost centre analysis codes and the percentages to apply to each If an employee works all of the time for one cost centre then you enter that cost centre code and a percentage of 100 Codes may be specified without numbers to aid analysis in the payroll run If any numbers are specified they must add up to 100 Care must be taken to use the same code list throughout For example using CROP for one employee and CROPS for another is seen by the system as
50. l ienei 80 4 5 6 2 Cheque Analysis isc ges sacs cacacssecazei saedensceecs ses cedt gandaveecsasnsdeasiacensetenntaedes 80 4 5 6 3 Bank Transfer Analysis cccccccccsscccesseceesseeeeseeeesseeeeseeeesseeens 80 4 5 6 4 Leaver Analysis 335i chsat lies cron hed ian deea specced nmaiaiy ached eaaeetates 80 4 5 6 5 Wages Cost Analysis cccccccsccccssccesseccesseesesseeeeseeeesseeeeseeeesseeees 80 4 5 6 6 Pension Scheme Contributions 0 ccccccccsccceseeeeeseeeeeseeeeseeees 81 4 5 6 7 Detailed Wages Analysis Listing 0 0 ccccccccscceeseeeeseeeeseeees 81 4 5 7 Wages Analysis by Employee cccccccsssceesseceeseeeeeseeeeeseeeesseeees 81 4 5 8 Wages Analysis by Cost Code 0 ccccceccccececseeeeseeeeeeceneeeeeeenseeeeaeeees 81 BS 9 PaySli pS os osc s ce cars neds abescave eed see dae a o aaa 81 CHAPTER 5 TAX EVENTS nee a a T E E 82 5 1 Employer Payment Summary 0 ccccccccescccssseceesecesseeeesseeeeseeeesseeeesseeees 83 5 2 Full Payment Submission 0 0 00 cccceccceccceseesseecesceeseeceseeseeeeeeeeeeeceaeeeeeeenaeees 85 5 3 NINO Verification Request 5 035 3 53cs secs crseavdarectndenntopee Mew neeenaei oi aataeonee 86 5 4 Submission ROU cis ccsnsiien cise cesccsssiauns dots ccenteosntuadeeasdacendeasi debs coveteonneasdavsaceavedond 87 CHAPTER 6 EMA piena n a conver tr cormrersnn a rn neers ivTr ee 90 6 1 Email Settings soso as ass oasioescsa ead G
51. leave The system enables employees wages costs to be allocated to cost centres PAYdata is designed to be as flexible as possible several different payrolls may be run independently by the same system The only limit to the number of payrolls which can be run by the system and to the maximum number of employees within each payroll is available disk space Separate payrolls must be run when there are different payment frequencies e g monthly and weekly paid staff As far as possible the system is self explanatory in its actual operation Sufficient information on what the system is doing or what it requires as input is given on the display at all times To safeguard the confidentiality of information held on the PAYdata system a separate password may be allocated to each payroll NOTE Employers are responsible for registering their application under the requirements of the Data Protection Act if eligible For further details contact The Data Protection Registrar Springfield House Water Lane Wilmslow Cheshire SK9 5AX Telephone 01625 535777 The program is written in Microsoft Visual Basic to run in the Microsoft Windows operating system This gives it all the flexibility and function now available with this type of programming It is designed to be used with the mouse and to have the minimum of keyboard input Clicking into one option on the screen will often take you to another screen with further options
52. mulative Cumulative Bands Annual Tax Bands Annual Tax Band 1 mk ook ooj ook Band 2 31785 00 6357 0 ook 0 00 44 Band 3 150000 0 53643 00 ook ooj Band 4 ook ook ook 0 00 34 Band 5 0 00 34 ook ook 0 00 34 Band 6 0 00 34 ook 0 00 44 0 00 44 Band 7 oo ook ooj ooj Band 8 ook ooj ook ooj Band 9 ook ok ooj The number of active bands is dictated by the number of tax rates set in the Tax Rates section The values can be changed clicking in required box changing and clicking save 31 2 6 3 Tax Pointers Tax Rates Tax Bands Tax Pointers Non Scottish G Pointer Scottish G Pointer Overiding Regulatory Limit Maximum Tax Code covered by Tables 50 Student Loans Repayments Threshold 17335 00 gt Student Loans Repayments Rate 9 00 Date PAYE Parameters last changed officially 06 04 2015 v G Pointers Used to indicate which is the standard rate of tax Over riding Limit age K codes only An employee with a K prefix may only have up to this percentage of their pay deducted in tax Maximum Tax Code covered by Tables Student Loans Repayments The Threshold over which student loan repayments will be deducted Student Loans Repayments The Percentage Rate which will apply for student loan repayments Date PAYE parameters last changed officially This is displayed at the sta
53. nmisnsnuuinepinareoa mab 32 2 7 NI amp SSP Parameter oj ooc csceosesetesrscacsercssicadionditecensindcanan ea viadonncsieneeanmetene 33 2 7 1 Earnings Limits amp Thresholds 0 0ccceccccescesceeeeceseeeeeeeeeeeneeenes 33 2 1 2 Percentage Raves cnini ai iaiia 34 2 7 3 Statutory Sick Pay Parameters ccccccccceeseeeteceeeeeeeeeeteeeeneeees 34 2 8 Auto Enrolment Thresholds and Triggers ccccccccseeseeeteceseeeeeeeeeeees 35 2 9 Test Routine For NI Contributions 0 0 0 0 ccccecccccescesseeeesseeesseeeesseeeesseeees 36 2 10 Automatic Update of Tax Codes cccccccccccsseceeseeesseeeeeseeeeseeeesseeeesaeeens 37 211 Holiday Year E d ecreis rre irr aE EE EEEE 38 2 12 End of Tax Wat is coccscssachcecssescaciessaeieusaisectnraticatanisiceaviacesoteigen aiecaisw oaneaices 39 2 12 1 Introduction sas ccssnasagsvincacase nates onscsecotnnseedea donee teaanveses eauaseeienntiiaiooasannaanes 39 2 12 2 End of Tax Year Option cccccssccsscssscssccsssccsnnessensssecessacenssenes 39 2 12 3 Reset Employee Records for the New Year c cccsseeeseees 40 CHAPTER 3 EMPLOYEE RECORDS occccecccccsssccsstceseseeeesseeeesseeeeseeessaees 41 Dh ntroductioi renun E O EAR 41 3 2 Employee Records is sniscsisssesecdaanonuzesannnedannnutadanannnad taponuneasnvadansasseuadsasouniduipanssanntons 42 3 2 V EMplOy etren a E E ee eee ee 42 32 2 Detall S eena E ei asset 44 3 2 3 Pay Ment ecoa
54. o percentage type pension schemes Day of Month Previous Months Payments Due This is part of the Stakeholder definition In a Stakeholder Scheme you must nominate which day of the month you will pay over the employee and employer contributions for the previous month to the pension company 25 2 4 1 Auto Enrolment Details Scheme Auto Enrolment Details Number 1 Peoples Pension Use Auto Enrolment Thresholds for Pensionable Pay No Known Provider The Peoples Pension Provider Account No Ref 1156441 Worker Group Payment Source Manor Farm Delete Find Next Previous Exit Use Auto Enrolment Thresholds for Pensionable Pay This only applies for Percent Deduction Schemes Previously percentage based schemes would use an Employee s Gross Pay as their Pensionable Pay with a possible deduction of the NI lower limit using the existing flag The AE processes introduce the concepts of Lower and Upper Thresholds along with a trigger for actual AE With this flag set at Yes an Employee s Pensionable Pay will be the lesser of their Gross Pay the Qualifying Earnings Upper Threshold minus the Qualifying Earnings Lower Threshold It will be zero if their Gross Pay is less than the lower threshold Known Provider Reference There are 2 pension providers in common use for AE Schemes namely NEST and The Peoples Pension TPP It is almost certain that Farmdata users will use one or other of these for their AE provisions Particularly a
55. ode 002200 Account Number 00123516 Account Name Manor Farm Type of Bank Transfer Output Auto Pay Text File v Directory for Bank Files CAFARMDATA PAYROLL32 BANK Extension for Bank Files bet Banking Package supports 2 RTI Cross Ref LI Yes BACS User ID Details Verified Bank Name Up to 28 characters of text for the name of the Bank used by the Employer to make payments Bank Branch Up to 28 characters of text for the name of the Bank Branch Sort Code The six character sort code for your bank branch Account Number The eight character bank account number Account Name Up to 40 characters of text for the Bank Account Type of Bank Transfer Output This indicates what type of special output is required to handle employees paid by Bank Transfer There are 3 options 16 1 None no special lists 2 Auto Pay list a listing suitable for Automatic Credit Transfer Systems is provided 3 Auto Pay Text File in addition to a list 2 above the data is dumped to a text file which may be imported into a home office banking system Directory for Bank Files Where the Type of Bank Transfer Output has been set to 3 above this the sets the directory where they will be created Extension for Bank Files Some banking software requires that the files created have a specific extension on the file name Enter this here Banking Package Supports RTI Cross Ref Where your payments to employees are made th
56. of holidays taken by employees These need bear no relation to the pay period in progress or the payment date For each employee selected you must enter This No of Paid In Start Date End Date Period Days PRE wavs moves O 200 omas ows O 2m Oo mAN TEE EACE CAE The Start and End dates of the holiday The number of working days being taken the system will accept part days eg 0 5 for a half day This data is stored in the holiday files and the number of days taken added into the employees records 74 4 3 9 Additions amp Deductions The Payroll system allows you to maintain a list of Before Tax Addition or Deduction and After Tax Addition or Deduction codes These are used to make amendments to the pay outwith normal basic and hourly pay The system will display and apply any permanent additions or deductions which are set in the employee s record You may however amend the preset adjustments by selecting the value and changing it Such amendments do not change the stored values To add an addition or deduction click into the description field and type the first letter of the code required Select the code from the list and click OK A new code may be added by clicking new Bonus Car Mileage Other Pay Click Save and the values will be added 75 4 3 10 Cost Centre Allocation Cost Centres can be allocated on a permanent basis in an employee s record However where an
57. om the last completed payroll run 7 Auto Enrolment Reports Information required at the staging date All reports are viewable on the screen by selecting Display or Window or printable by selecting Print File Utilities Dal a Last Pay Date 30 06 15 H Email Manor Fam H Employee Records Payroll Run J Tax Events QJ Maintenance Routines oa C Employee Reports Payroll Reports J Code List Reports P45 Reports End of Year Reports Wages Reports Auto Enrolment Reports Reports Employee Reports Payroll Reports Code List Reports P45 Reports End of Year Reports Wages Reports Auto Enrolment Reports 95 Current Page No 1 Total Page No 1 Zoom Factor 100 Common to all Screen reports are some Button Controls on the Screen Display From left to right The Export button exports the displayed report to file This may then be imported into other applications The Printer button sends the displayed report to the printer The Refresh button redraws the report with any new data Next are start and end page buttons inside these are page forward and back buttons Next is shown the number of pages in the report and which page is on the screen The Binocular is for searching For example it can be used for searching for an employee on the report Click on the Binoculars button enter the required characters or text in the box and click find next The first i
58. ons Deductions Holidays Sickness Average Eamings Employee 0006 Drummond lan Average Eamings over all Periods 1500 00 Equivalent Weekly Average Eamings 346 15 SD on amp wl nN eo This section is update by the payroll run but amendments can be made by simply clicking into the appropriate box and changing 61 3 3 Change of NI Letters Always take a backup before changing letters changes are irreversible once completed If during the course of a pay year an employee s NI contribution letter changes for example an employee reaching retiring age or the age of 21 this has to be done in the NI Cumulatives section of the employee record Use the Formally Change the Employee s NI Letter option This will add a new line in the record where any future pay run figures will be added For directors changing NI letters please discuss the matter with FARMdata 3 4 Reinstating Employees who have left There are two types of reinstatement where an employee has left and later returns or where an employee has been mistakenly entered as a Leaver Where an employee has left during the current pay year and is returning HMRC require that they are entered as an entirely new employee with a new employee number Do not reuse the old employee record by amending it There is an option in a Leavers Record to Reinstate this leaver as a new starter Employee 0002 New Employ
59. ontents This offers the usual windows help facilities and the on line help facilities for Paydata Search Lets you search for specific topics in the help file Technical Support Where to obtain support if you have a problem Download Latest Update This option will check on the Farmdata web site if you are running the latest version of the program If you are not you will be asked if you wish to download and install the latest version A password is required This can be obtained from Farmdata Register Used to enter the Activation Key from your Farmdata Certificate of Authenticity Without this you will not be able to access the program after 60 days have elapsed from date of installation You will not have an Activation Key if you have an evaluation copy of the program About Paydata This gives details of the Serial Number and Version Number of the program The images used in this manual have been generated on Windows 8 Later and earlier versions may appear slightly different on the screen but the operation and function will be exactly the same 10 CHAPTER 2 File Utilities Help Dalgo MAINTENANCE ROUTINES Last Pay Date 30 05 15 Manor Fam H Employee Records Q Payroll Run H Tax Events Maintenance Routines Payroll Parameters Auto Enrolment Paramete i Pension Schemes Addition and Deduction C PAYE Parameters NI and SSP Parameters Auto Enrolment Thresholc Test Routine for N
60. or example at period 5 a weekly paid employee with a basic rate of 200 per week and 10 pension is taking two weeks holidays and is to be paid in advance You would enter a tax period two more than the current one i e 7 and you would be paying three weeks wages Thus the employee will receive 600 basic have 30 pension deducted and be taxed at period 7 You will be reminded during pay runs at week 6 amp 7 that this employee has already been paid at these weeks 72 4 3 7 Employees Leaving This section is for recording employees who are leaving at the end of or during the period being processed For each employee you enter you must record their leaving date Employee 0005 Kendall Steven Leaving Date 30 06 15 On the payroll analysis at the end of the run a list of the leavers is printed P45 s can then be printed from Reports and P45 Reports If any employee is recorded in error and the RTI return recording them as leaving has not been made you may blank the leaving date in their employee record in order to be able to pay them again A record will be created in the file of employees who have left All records for leavers are kept on file until the beginning of the year end Their records will be deleted by the year end routine and their numbers may be re used 73 4 3 8 Employees Holiday Dates The recording of holidays taken is entirely optional This section allows you to record the dates and duration
61. ounter errors you have to find and correct them in the Individual Employee Records and re run the test routine until you get an error free submission Request Response lt Application gt lt Error gt lt RaisedBy gt ChRIS lt RaisedBy gt lt Number gt 4085 lt Number gt lt Type gt schema lt Type gt lt Text gt Value TN130888M doesn t have the correct format lt Text gt lt Location gt hd GovTalkMessage 1 hd Body 1 rti IRenvelope 1 rti RTI 1 rti FullPaymentSubmission 1 rti Employee 6 rti EmployeeDetails 1 rti NINO 1 lt Location gt lt Error gt lt Error gt Darien AD CORDIC D aie KAD 89 CHAPTER 6 EMAIL This section allows for the emailing of documents to employees Currently payslips and p60 s can be emailed File Utilities Help EE Q Last Pay Date 30 07 15 Manor Farm H Employee Records et Payroll Run H Tax Events H Maintenance Routines J Email Email Documents G Reports Before any emails can be sent the Email Settings have to be completed 90 6 1 Email Settings These are the details of the server which the emails are going to be relayed through Allow Emailing of Documents SMTP Mail Server 192 168 7 22_ Server Requires Authentication Usemame georgep Password zz Server Port Numbers Outgoing Server SMTP 25 5 Use the following type of Encrypted Connection Source Email Addr
62. ovt etise asad och ch pc erdanscdip eae cv ees BUA acts 91 6 2 Email Documents 0 0 cece ceesesessssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssees 92 CHAPTER 7 IREPORTS niaaa aa E a E niedieaadaess 93 Pol Employe Reports iaei nen a a tions Svc a a a Bite deleates 95 7 1 1 Employee Summary tic scons euise esi are oe eee 96 7 1 2 Detailed Employees syois6es5scseseseass vie svacvedeesiayonteasaseusvanitehsaniav omeavtnertosscinas 96 7 1 3 Employees Cumulatives cccccccccceseceseeeeeeeeeeceeeceaeeeseeeneeenneenes 96 7 1 4 Wages Review Print 635 cecis2serecideis eoveuinsetshcabeseantsincedaoesactiaeaseatseawisases 97 7 1 5 Permanent Additions Deductions ccccesccceseceeeeeeeeeeteeeeeeeees OF 7 1 6 Names and Addresses c cccccccesecesseesseceseeeseeeeseeceaeeeeeeeeeeeaeeeeeeenes 97 7 1 7 Employees Cost Centres ccccccccssccsssscceseceeseeeeeseeeceseeeesseeessseeees 97 7 1 8 Personnel Listing 5035 sesh vies weypeinaveveisversodnedavdennay wee eon ees 97 7 1 9 Sickness Record oosa oee eee hehehe E E RES 97 7 1 10 Holiday Recor dtc scassceeianrewt winter euieees 97 Tad Peay POUR CDOTS nonna a eat ae ata A ted ba eeu a Oahu 98 7 2 1 Tax NI SSP and SMP Returns cccccccccccsscceeseceeseeeeeseeeesseeeeseeeesseeens 98 7 2 2 Payroll Work Sheet soo siccsissSonecsaosntslaniousaats poaenerate ceaninvaactedsepelate ation ons 98 7 250 Payment Deta
63. paycata PAYROLL CALCULATION AND MANAGEMENT SYSTEM Reference Manual Revision W 9 0 Documentation and Software by FARMdata Ltd 1978 2015 Farmdata Ltd Copyright Information 1978 2015 Farmdata Limited Westertown Rothienorman Aberdeenshire ABS51 8US The information contained in this manual and the accompanying software program are copyrighted and all rights are reserved by Farmdata Ltd Farmdata Ltd reserve the right to make periodic modifications of this product without the obligation to notify any person or entity of such revision Copying duplicating selling or otherwise distributing any part of this product without the prior written consent of an authorised representative of Farmdata Ltd are prohibited Information contained in this document is subject to change without notice and does not represent a commitment on the part of Farmdata Ltd The software described in this manual is furnished under a license agreement The software may be used or copied only in accordance with the terms of this agreement Limitations of Liability In no event will Farmdata Ltd or any other person involved in the creation production or distribution of the Farmdata software be liable to you on account of any claim for any damages including any lost profits lost savings or other special incidental consequential or exemplary damages including but not limited to any damages assessed against or paid by you to any third party arising out
64. re Tax Addition or Deduction and After Tax Addition or Deduction codes These are used to make amendments to the pay outwith normal basic and hourly pay The system will display and apply any permanent additions or deductions which are set in the employee s record You may however amend these pre set adjustments by clicking into it and changing it Such amendments do not change the stored values One off additions and deductions may be added Select the type of addition deduction required and click into the first available description If you know the description type it in If you are unsure type the first letter and enter a list will be displayed Attendance Days Attendance days may be recorded i e the number of days worked in the pay period These will be added into the employee s record 65 As you make entries the Summary down the right will calculate figures accordingly 1 e Income Tax and National Insurance If Student Loan Repayments apply or a Tax Credit is in operation these are calculated and applied and the Net Pay displayed Once all entries for this employee are made click Save Then select your next employee in the list and continue At any point you can check what has been entered by clicking on Reports at the bottom If you need to stop entries and leave the program click Suspend at the bottom This allows you to leave the payroll system but saves all your entered detail You may then come back at a later time
65. record is entered automatically this can only be changed by amending the employee s record The only entries which have to be made are the overtime hours exceptions additions amp deduction and attendance days if required Items which are highlighted and underlined in blue are live Clicking on these will activate that feature and lead to further input Each is described later in this chapter To Pay an Individual Highlight the name in the Employees box This will bring their detail into the main screen Any entries in their Employee Record will be automatically entered These may include 64 Basic Pay Hourly Rates Permanent additions and deductions Pension Contributions You should then enter on the screen any of the following which are required Any Exceptions highlighted blue such as This Week Month Sick Pay Maternity Pay Paternity Pay Shared Paternity Pay Adoption Pay Holidays Leaving Cost Centres Can be clicked in and detail entered see below for individual detail Any Hours to be Paid Hourly pay is calculated by the entry of numbers of hours and hourly rates If an employee has pre set rates in their record these are displayed A rate is only required at this stage if there is not one already set in the employee s record Up to five sets of hourly pay may be entered zero must be used if any are not applicable Any one off Additions amp Deductions The Payroll system allows you to maintain a list of Befo
66. riod these will be shown as separate entries and have to be submitted independently Submission is Late If you are making a submission on later than the date on the Payroll Run selected you will have to tick this option You will also have to select a reason Final Submission for the Year can be used if this is the last Full Payment Submission of the Year and you have no deduction to report in an EPS Tick the Box Go into View Amend Questions and Declarations and fill in as required Save Submit in the usual way Ceased as an Employer along with the date of cessation To be used when all employees have been marked as leavers and the business is ceasing to be an employer 85 5 3 NINO Verification Request This can be used to verify the National Insurance Number NINO of a particular employee Submission Type NINO Verification Request https secure gateway gov uk submission The Employee s name address date of birth and gender are sent up The NINO for that individual is then reported back 86 5 4 Submission Routine All the options in this section follow a common submission routine Once you have selected and entered the required information on the first screen click Next The routine below is then followed Submission Type Full Payment Submission URL https secure gateway gov uk submission Details Sender ID Password Sender Next Previous Type Is set by the type of submission you
67. ross Pay Before Tax Additions After Tax Additions Before Tax Deductions After Tax Deductions 0 National Insurance Pension Amount Cost Code Charity New Remove Complete Heip You can then move to the next employee You may pay an employee as often as you wish in a run the most recent entry is the only one in effect After you have finished entering details for each employee to be paid you have to options l Continue will proceed with the process to the next stage 2 Suspend allows you to leave the payroll system but saves all your entered detail You may then come back at a later time to continue 77 4 4 Wages Summary At any time you may click on Reports and see a Summary of the entries made so far This should be printed as a check that all is well before completing the run SAP CRYSTAL REPORTS Summary Wages Payroll Run 5 30 07 2015 Month 4 Basic Hours Worked Hourly Gross Pay 1 2 3 Pav Pay 0002 Fraser Wilma 1040 00 0 00 0 00 0 00 0 00 I 1040 00 0003 Henderson Graham 1540 00 0 00 0 00 0 00 0 00 1540 00 0004 Turner Alexander 410 00 0 00 0 00 0 00 0 00 i 410 00 0 00 0005 Kendall Steven 1505 00 0 00 000 0 00 0 00 i i 1505 00 52 60 0006 Drummond lan 1500 00 12 00 0 00 0 00 1634 32 26 80 1440 97 0010 Hendry lan 2600 00 0 00 0 00 0 00 i d i 2600 00 16 91 292 00 2291 09 Overall Totals 6 Employees 859
68. rough the BACS system HMRC can cross reference the RTI returns to the BACS payments made In effect HMRC check what you paid through the bank to the employee is the same as the net pay from the RTI return Ticking this option flags in the RTI return indicates that you are paying through a BACS system BACS User ID Where you have ticked Yes to Banking Package Supports RTI Cross Ref enter your BACS User ID here This is given to you by your BACS operator Details Verified Once all the required entries on the page are correct tick the Details Verified box in the bottom right corner Online submissions to HMRC will not be available unless all the Payroll Parameter pages have the Details Verified ticked 17 2 2 5 Tax Details General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Tax Office Name Upton Tax Office Number 911 Tax Reference Number 0341515 Accounts Office Reference 911PU00341515 SA UTR Number f applicable COTAX Reference if applicable Directory for Submissions C FARMDATA PAYROLL32 MAIL Required Items Details Verified Tax Office Name The name of the Tax Office eg CENTRE 1 Tax Office Number The 3 digit number of the Tax Office Tax Reference Number Up to 10 characters of text for the Employers Tax Reference Number Accounts Office Reference This is the full HMRC reference No SA UTR Number Self Assessment Unique Tax Reference No Applies
69. rt of each pay run for verification 32 2 7 NI amp SSP Parameter This section maintains the information required to calculate National Insurance Contributions and Statutory Sick Pay It should only be changed following instruction from the Inland Revenue Farmdata will issue notice of change to members of the User Club in line with Inland Revenue instruction On entering this section you will be warned of when the last changes were made 2 7 1 Earnings Limits amp Thresholds Earnings Limits and Thresholds Percentage Rates Statutory Sick Pay Parameters Annual Lower Eamings Limit LEL Secondary Threshold ST ie ER Threshold 8112 00 Primary Threshold PT ie EE Threshold 8060 00 Upper Accrual Point UAP 40040 00 Upper Eamings Limit UEL 42385 00 Upper Secondary Threshold UST 42385 00 This screen details the Lower Earnings Limits Upper Earnings Limits and Earnings Threshold for Weekly Monthly and Yearly pay The values can be changed clicking in required box changing and clicking save 33 2 7 2 Percentage Rates Earnings Limits and Thresholds Percentage Rates Statutory Sick Pay Parameters Employee s Not Contracted Out Rate Employee s Contracted Out Rate Employee s Reduced Rate Employee s Deferred Rate Employee s Rate above UEL Employer s Rate Employer s Rate for COSR Schemes LEL gt ST Employee s Rate for COSR Schemes LEL gt PT This screen details the various
70. s iii Delete Business If you have accidentally created a new payroll or wish to remove a payroll completely use this option You will be asked twice to confirm the deletion Once deleted a payroll cannot be reinstated except from a backup iv Setup 1 Destination for Data Files Selects the SQL server location and authentication for the data files 2 Folder for Common Files Used to identify the location of the common business files on your system 3 Copy Data Allows you to copy the all the data from this business to a new business Can be used before running the year end routine to create a reserve copy on your machine v Backup Option This accesses the backup routines for saving your data Please refer to Appendix A for further details vi Restore Option This accesses the restore facility if you need to take your data back from disk Please refer to Appendix A for further details vii Exit This takes you out of the program Utilities i Compact amp Repair Database This is a utility which allows you to repair the database should it ever become ii iii iv v i Ii ii iv v vi corrupted or bloated Import from This utility lets you import data from previous versions of Paydata Regenerate files Allows you to regenerate files required for third part imports such as BACS or Pension reporting Set Worker Postponement Run Used by Farmdata to run diagnostics Help C
71. s If it is set to Yes it indicates that the difference in the National Insurance between the normal rate and the contracted out rate will be contributed to the pension scheme The normal rate being NI letter A and the contracted out rate being NI letter D For example for a weekly paid employee Gross Pay 100 Lower Earnings Limit 41 59 Employee s share 59 x 2 1 18 Employer s share 59 x 3 8 2 24 Total Contracted Out Rebate 1 18 2 24 3 42 Note that the employer also makes a contribution this is in addition to that calculated in this section The rates and values used above were those in effect at the point this option was introduced Actual rates may vary due to future legislation Once allocated to a scheme and having made contributions an employee cannot be totally dropped from the pension system without amending the cumulatives This is because the system always looks at the pension scheme type to decide whether the Gross Pay to date needs adjusting by the Pension Contributions to date to produce the Taxable Gross In such a situation an Employee may be left in a scheme but be making no contributions to it and then removed after the Pay Year End Deduct NI Lower Limit from Gross Pay This indicates whether or not the NI lower limit weekly or monthly according to the payroll frequency is to be deducted from Gross Pay before calculating the employee s pension contribution This only applies t
72. s 70 4 3 5 Employees with Statutory Adoption Pay ccccccscceeesseeeeseeees 71 4 3 6 Employees being paid other than at this period 06 J2 4 3 7 Employees Leaving 0000eeneooeeneseeeeesseeeossssressssrressssreessseressseressserees 13 4 3 8 Employees Holiday Dates ccccccccccccesseceesseeeeseeeeeseeeesseeeesseeens 74 4 3 9 Additions amp Deductions cccccccccccssccesseeeesseeseseeeeeseeeeseeeesseeens 75 4 3 10 Cost Centre Allocation ccc ecceccccececesseeeeeceneeeeeeceseeeseeeneeeeaeenas 76 4 3 11 Attendance Day amp cszissciadhsssondsgasnzesarieveratsvonsecsatacedegusesenssseneatebaosea bia ets 77 4 4 Wages SUMIMAPY oiciiosgucioviess cssecasseenccdeceaessyodanesevaates lt pundenesd eaten vaysecpowndeecdeseapoeanieves 78 BS Pay POM Rep rtS cscs 02 scprrasiess ccd stedtava a e a ava ediatad E EEA eden 79 4 5 1 Summary Wages o nonnnenneoneesooessoesseossoessreessetssorssseersessressseesssesser 79 4 5 2 Detailed W ages uio ai r E T O Sie 79 4 5 3 Auto Enrolment List 0 cccccccssssccsssscesseccesseecssseeeeseecssssessseteess 79 4 5 4 Autopay List ecen ei e eeu eat eaten 79 4 5 5 Statutory Recording of NI Contributions 00 00000000000o000000000000000 80 4 5 6 The Wages Analysis Printout 0ccccccescceesseceeseeeeeseeeesseeeesseeees 80 4 5 6 1 Cash Amal ysis sts saci sus onire brand sh cade semen tive ue
73. s NEST are obliged to service any employer that wants to sign up with them To that end we have introduced a parameter to indicate the actual provider of a Pension Scheme Possible values are i Other This will be used for existing Pension Schemes ii NEST 26 iii The Peoples Pension iv NOW Pensions v Standard Life It may be that others will be added in the future The provider is significant as it dictates the format of files and the number of files that the system produces for uploading to the providers systems NEST requires a separate file of new members each pay day in advance of a file with all members and their contributions for that pay day The regular file contains members who have left employment or have opted out in the pay period as well as members who have not worked or who have not earned enough to make contributions TPP require only 1 file each pay day only containing members making contributions All employee details address etc are present so that TPP s records are maintained via the submission Leavers and Opt Outs must be notified to TPP directly in this case Provider Account No Ref This is mandatory for NEST or TPP Worker Group Also mandatory for NEST or TPP 27 2 5 Allowance and Deduction Codes These tables are used to set up any additional payments and deductions which may be added to an employee s payment over and above the basic pay and overtime hours during a payroll run
74. s and displays National Insurance contributions for each value at each deduction letter both weekly and monthly Use NI Test File uses standard HMRC test figures SAP CRYSTAL REPORTS ONAN Test Routine for NI Contributions Page 1 of 16 UAP Total Employee Employer EE Rebate ER Rebate Over Limits Thresholds LEL 113 00 PT 155 00 ST 156 00 UAP 770 00 UEL 815 00 155 04 113 00 42 00 0 00 t 0 00 42 00 0 04 0 00 0 00 0 00 155 05 113 00 42 00 0 00 0 00 42 00 0 05 0 01 0 01 0 00 156 04 113 00 42 00 0 04 i 0 00 42 00 1 04 0 12 0 12 0 00 156 05 113 00 42 00 i 0 05 i 0 00 42 00 1 05 0 14 0 13 0 01 770 04 113 00 42 00 J 614 00 0 00 42 00 615 00 158 53 73 80 84 73 770 05 113 00 42 00 i 614 00 I 0 00 4200 615 00 158 55 73 81 84 74 815 04 113 00 42 00 A 614 00 i 0 04 4200 615 00 170 14 79 20 90 94 815 05 113 00 42 00 i 614 00 be 0 05 4200 615 00 170 15 79 20 90 95 815 29 113 00 42 00 i 614 00 i 0 29 42 00 615 00 170 18 79 20 90 98 815 30 113 00 42 00 614 00 i j 42 00 615 00 170 19 79 21 90 98 1180 00 113 00 42 00 i 614 00 i i 4200 615 00 227 81 86 50 141 31 155 10 113 00 42 00 0 00 t 42 00 0 10 0 00 0 00 0 00 155 11 113 00 42 00 0 00 i 42 00 0 11 0 01 0 01 0 00 156 04 113 00 42 00 i 0 04 i x 42 00 1 04 0 06 0 06 0 00 156 05 113 00 42 00 0 05 j i 42 00 1 05 0 07 0 06 0 01 770 04 113 00 42 00 A 614 00 k i 4200 615 00 120 71 35 98 84 73 770 05 113 00 42 00 A 614 00 i 42 00 615 00 120 72 35 98 84 74 770 40 113 00 42 00 i 614
75. s pension contributions in the current pay year Total AVC s to Date Total Additional Voluntary Contributions to date in the current pay year Charity Conts To Date This is the total charity contributions to date in the current pay year Student Loan Repayments Total of Student Loan Repayments in this Pay Year Previous Employment Starter Type This has three options however only 2 and 3 should be used for new starters 1 Existing Employee This is used for employees who have continued from the previous year 2 Starter with a p45 Used for new starters who have come with a p45 issued in the current pay year 53 3 Starter without a p45 Used for starters without a p45 from the current pay year Starter Declaration Three options are available A This is their 1 Job since the Start of the Tax Year They have not worked in the current tax year and have no pension B This currently their only job They may have worked in the current tax year but this is now their only job C They have another Job or Pension They currently have another job or are in receipt of a pension If Starter Type is set to Starter with a p45 the following detail has to be entered which should all be available from the p45 Pay Prev Employ Gross Taxable Pay in total for the current pay year from previous employ Zero if not applicable Tax Previous Employ Total Income Tax deducted related to the above figure Zero if not applicable S
76. sses within the system will be saved this business which saves only the business in which you are currently working or selected business If you choose selected businesses you must highlight those you wish to save by clicking on the list Click Next and you will be asked where you wish to put the backup The default is A PAYdata zip if you want to change the location you can click the browse button and select your location Backup Data mE Please Select the Destination To SPAY data zip Browse V Check Backup Disks for Errors recommended Progress Help Start Previous Cancel Exit 105 Click next and the backup will begin To restore data from a backup created by the above routine use the utility supplied with the program which is located under the File menu If you are restoring data it is advisable to do take a backup of the current data first Click on Restore Data Restore Data Seles Please Select the Source From 4 PAY data zip Browse Help Next Cancel Exit The default is again A CATTLEdata zip If your backup file is located elsewhere you can use the browse button to locate it Click Next to start to restore i Restore Data Ek Please Select the Businesses to Restore 1_Farmdata Ltd Progress Help Start Previous Cancel Exit Select the businesses you wish to restore by clicking on them Click Start to begin the restore 106
77. taging Date Thus the Staging Date can be entered as soon as it is available Latest Pay Reference Period Start Date The AE documentation takes great pains to describe the Pay Reference Period PRP In the majority of situations it will equate to an Employer s pay period The length of a PRP will certainly equal a pay period so the only question is when it starts Once started it will increment by the length of the pay period for each new payroll run The first time this field is accessed the system will offer its estimate of what the latest PRP start date might be based on the payroll frequency and latest payment date For example the first of the current month for a monthly payroll or 6 days before the current payment date for a weekly payroll Users must adjust this to match their own situation Note that for monthly payrolls it may be more appropriate to use the 6 of the month rather than the 1 to align with tax periods Direct Benefit Hybrid Scheme Exists Where an Employer has an Occupational Defined Benefit DB or Occupational Hybrid 20 Pension Scheme in place they are permitted to delay AE for an initial period under specified conditions Setting this to No will remove that capability so that cannot be applied in error End Date for Direct Benefit Hybrid Scheme The end date for such a scheme is 30 09 2017 and comes into play when the above flag is set at Yes 1 Cyclical Automatic Re EnrolmentDate CARED This is
78. tarter Notified to Inland Revenue This should be left blank The box will be ticked by when the details have been transmitted to the Inland Revenue by either of the above methods 54 3 2 7 NI Cumulatives at Eamings Eamings Eamings Eamings Employee Employer Employee Employer LELtoPT PTtoUAP UAPto UEL Above UEL Contributions Contributions Rebate Rebate gt EEO E mo ee e mm eee em ner l er ue Each line shows the year to date values which relate to National Insurance calculated at the NI letter specified displayed at the left of the row Usually an employee only has one NI letter during a pay year and therefore only one line will be in the record Where an employee changes letter during a pay year two lines will then be available 55 3 2 7a Formally Change the Employee s NI Letter This is the option used to change from one NI Letter to another For example when an employee reached state pension age Employee 0006 Drummond lan Current NI Letter A Enter the new NI Letter and click OK A new line will be added to the record Subsequent payments will be accumulated on this new line 56 3 2 8 Additions Deductions Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holidays Sickness Average Eamings Employee 0006 Drummond lan Before Tax Addition After Tax Addition Before Tax Deduction After Tax Deduction
79. tem containing the characters chosen will be outlined click again and the next item containing those characters will be shown The magnification factor this is usually set at 100 but can be changed to magnify or compress what is shown on the screen or printer or it can be made to fit the page width or the whole page Next comes the square stop button which stops the system reading records if you decide you don t want the report The side scroll bar allows you to scroll up and down the report and the bottom scroll bar from side to side The screen displays are exactly the same as the printed reports Printed reports can be created directly from the screen display If you have a colour printer the reports will print in the same colours as the screen display 94 7 1 Employee Reports This section allows you to list the employee file in various ways Employee Summary Names and Addresses Detailed Employees Employees Cost Centres Employees Cumulatives Personnel Listing Wages Review Sheet Sickness Records Permanent Additions Deductions Holiday Records Limits Start 0002 Fraser Wilma L Employee End 0020 Androvic Hector Start C Department Display prit Ext The Limits screen below is used in most reports to specify what is required in your selected report C New Page for each Department L List Employees Alphabetically C Include Leavers
80. the new year with their cumulative set to 0 3 The Tax Year is moved forward and the pay period reset to the first for the new year 4 A copy of the closed year is created as the last business on your list of businesses No Tax code changes or updates are made automatically Farmdata will notify you of any changes which are required to rates and thresholds for the new year These should be entered before the first payroll run of the new year Individual Employee s tax code may also require updating Detail of the general upgrade to L codes can be found on the HMRC website Specific employee changes will be notified direct to you by HMRC P35 Continuation Sheets These are produced on plain paper These are for information only however we recommend you print a copy for your records P60 Forms Each employee still in employment with you at the year end should be given a copy of their p60 If employees are receiving their payslip by email you may also email their p60 2 12 3 Reset Employee Records for the New Year The final part of the end of the pay year end section does not produce any printed output All the employee records are processed All cumulative values are zeroed for the new year Employees with a leaving date are removed 40 CHAPTER 3 EMPLOYEE RECORDS 3 1 Introduction When you start using the system and later when employees arrive you must enter their employee details The routines for entering and maintaining these det
81. to continue Once all the employees to be paid have been recorded click the Complete button at the bottom This will record the entries you have made You will now go to the Wages Reports screen where the required reports can be printed You must print and retain the Statutory Recording of NI Contribution Other reports can be printed and filed if required 66 4 3 Entry of Exceptions This is a menu of the exceptional cases which you may need to inform the system of BEFORE you enter their main wages detail in Option 8 They are Employees with Statutory Sick Pay Employees with Statutory Maternity Pay Employees with Paternity Pay Employees with Shared Paternity Pay Employees with Statutory Adoption Pay Employees being paid other than at period n Employees Leaving Employees Holiday Dates Cost Centre Allocation al ial A AN se a a To make an entry click on the required exception The following sections describe each option When all exceptions are entered you will proceed to enter Employees Wages Details i e hours worked etc 4 3 1 Employees with Statutory Sick Pay You will be warned if you have already recorded SSP in the run for a selected employee Unlike SMP multiple selections are cumulative i e previous entries are added to not overwritten Employee Sick days to Date SSP Weeks to Date i SSP Weeks this Period SSP to Date SSP this Period PIW Qualifying Waiting
82. tponement expires Eligible Jobholder Subject to Postponement This is a Yes No flag to indicate whether EJ Postponement is to be applied to the employee It is only available while the employee is not allocated to a Pension Scheme is not subject to other postponement flags and has gained EJ status In practical terms this means the flag will only be available to be adjusted if the Automatic Postpone flag in the Auto Enrolment parameters is set to Yes End Date for EJ Postponement This is required when the above is set to Yes It indicates when EJ Postponement expires DB hybrid transition applies This is a Yes No flag to indicate whether the postponement allowed when DB hybrid Pension Schemes exist is to be applied It is only available while the employee is not allocated to a scheme is not subject to other postponement flags and it has been indicated that DB hybrid schemes exist in the Auto Enrolment Parameters Date Opt out received Used to record when the employer received an opt out notice from the employee Only available when the employee is allocated to a scheme and Contributions Active is No See Date Terminated above regarding CARED Refund Required A Yes No flag to indicate whether all pension contributions are to be refunded to the employee as shown on page 5 of the employee s record Only available when the above date is present Whether a refund is actually allowed depends on when the opt out was received and the
83. umber this is required for contracted out employees if the scheme is newly contracted out since Ist January 1986 This must be entered before the payroll year end is activated If not applicable this should be left blank Deduction Type Percentage or Fixed If a fixed amount of money is to be deducted every pay day Fixed is selected The actual amount to be deducted is entered in the individual employee record Alternatively if a Percentage of employee s gross pay is to be deducted Percentage is selected Percentage for Variable Deduction Scheme This only applies if the previous item is set a Percentage This percentage will be applied to the employee s gross pay on any pay day and will be their pension contribution Adjust Employee Contribution for BR Tax Allowance This is only available for After Tax Percent Deduction Schemes The premise being that pension providers quote a percentage and then reduce contributions by the value of the basic rate of tax on those contributions as they are able to reclaim that portion on the Employee s behalf from HMRC With this set at Yes the system will calculate the initial contribution using the declared rate and then reduce it by the value of the current Basic Rate in effect applied to the initial contribution For example using the deduction rate of 5 and the current BR of 20 a pensionable pay of 200 will result in an actual EE contribution of 8 200 x 5 10 10 20 8 Emplo
84. unt to be paid 79 4 5 5 Statutory Recording of NI Contributions This printout meets the requirement for a record of the earnings on which standard rate contributions are payable and an equivalent value for contracted out employees You must retain this with your copy pay slips for possible inspection by the DSS 4 5 6 The Wages Analysis Printout This is a printout of employees to be paid leavers and cost analysis The following describes each section 4 5 6 1 Cash Analysis This is a list of all employees who require payment in cash A coinage analysis for each is given and the total cash required is also printed The highest cash note is as defined in the payroll parameters 4 5 6 2 Cheque Analysis This is a list of all employees requiring payment by cheque along with the amounts 4 5 6 3 Bank Transfer Analysis This is a list of all employees requiring payment by Bank Transfer The bank sort code name branch and account of each employee is given along with the amount 4 5 6 4 Leaver Analysis Each employee entered as having left in the run is listed along with the details required for the completion of their P45 4 5 6 5 Wages Cost Analysis This is in two sections Gross Costs After Tax Adjustment This is a summary of all entries to the cost codes in each section This part of the report may be used as an input document for the wages analysis to your accounting system Gross Costs This is the analysis of Gross
85. within a 3 month window of the 3 year anniversary of the Staging Date Essentially employees who have opted out or left a scheme more than 12 months before this date will be re enrolled automatically if they meet the Eligible Jobholder criteria at that point There are considerations an employer must evaluate when setting this date With the first Paydata AE users starting in 2014 the 1 cycle will be in 2017 and the next in 2020 The maintenance of this field will be adjusted before 2020 Automatically Postpone new Eligible Jobholders An Eligible Jobholder EJ is the category of employee that will be subject to AE The first time an employee achieves EJ status an employer is allowed to postpone the AE process for that employee When this flag is set at Yes the first time an employee gains EJ status that employee will be flagged for EJ Postponement with an expiry date set to the end of the current PRP Once the flag is set at Yes the expiry date can be adjusted manually in the employee record If an employee does not have EJ status after their EJ Postponement expires they can be flagged for postponement again the next time they do achieve EJ status Note that there are specific duties for an employer if they flag an employee for postponement Apply Max Postponement to new Eligible Jobholders When this is set to Yes new Eligible Jobholders will have their End Date for EJ Postponement set to the end of the PRP immediately preceding the
86. xample SMP deductions A tax month can only be accessed and reported after the end of that tax month i e figures for 6th April to 5th May cannot be sent before 6th May Click on View Amend Recoverable Amounts Employer Payment Summary https secure gateway gov uk submission 3 06 06 15 05 07 15 To be Submitted v View Amend Recoverable Amounts C No Employees were Paid during this Tax Month C Claim Employment Allowance C Final Submission for the Tax Year View Amend Questions and Declarations C Ceased as an Employer Date 30 06 2015 Dea Petod 06 04 05 05 06 05 05 06 06 06 05 07 06 07 05 08 06 08 05 09 06 08 05 10 06 10 05 11 o 11 05712 s slslslsls 8 3 8 83 8 8 8 8 8 8 8 8 8 8 88 sissisisislsls 8 8 8 8 8 8 8 8 8 8 8 8 8888888888 8 8 s a 8 8 8 8 8 8 8 8 8 8 s s s sisielslelslsisis s s s sislelslelslsisis 88 8 88 8 8 8 8 88 gigs eeieslssis gelsisisis Tick the Details Verified checkbox for the period 83 Click Save Submit in the usual way Other Options No Employees Paid During the Tax Period If you make no payments to any employees within a Tax Month from the 6 of a month to the 5 of the following month you must inform HMRC If you don t HMRC assume payments and may char
87. xisting members of existing schemes for which a Date Joined is not known the official documentation suggests using the day before the payroll s Staging Date Contributions Active This is a Yes No flag When set at No contributions are not processed in the payroll run It can be used to suspend contributions or to pre allocate a scheme for an employee who will become subject to AE in preference to the default scheme However once the AE process is active this flag will be set to Yes for any employee that the system evaluates as expected to make contributions unless a Date Terminated or Date Opt out received is present Date Terminated The date active membership of the scheme was terminated by the employee Once set along with the above flag set at No although the AE status of the employee will continue to be evaluated the employee will not be automatically enrolled at this time On each Cyclical Automatic Re enrolment date CARED if Date Terminated and Opt Out Date occurred more than 12 months before the CARED the employee will be re enrolled if they still attain EJ status 48 Worker Subject to Postponement This is a Yes No flag to indicate whether Worker Postponement is to apply to the employee It is only available while the employee is not allocated to a Pension Scheme and not subject to other postponement flags End Date for Worker Postponement This is required when the above is set at Yes It indicates when the Worker Pos
88. yee 38 2 12 End of Tax Tear 2 12 1 Introduction This section deals with the production of end of pay year documents the zeroing of all cumulative values in the employee s records and the removal of all leavers The routine will create a duplicate of the data on your PC However before you commence we recommend you have printed out all details you require for the past pay year You should also take a backup before you run this routine This backup should be kept out of the normal backup routine and not reused We recommend you take the following prints Summary of Employee Cumulatives Reports Employee Reports Option 3 Payment Details Reports Payroll Reports Option3 Detailed Print of Employees Records Reports Employee Reports Option 2 Tax NI and SSP returns Reports Payroll Reports Option 1 Sickness Records Reports Employee Report Option 9 2 12 2 End of Tax Year Option Produce P35 Continuation Sheets and P60 s Email P60 s to Employees Reset Employee s Records for the New Year All Employees who have left will be removed and all cumulative values reset to zero All Tax and Sickness Records will be cleared Note a copy of this Payroll prior to the Year End is automatically created 39 When you enter the routine you are reminded of the consequences of what is to follow When you elect to proceed 1 Leavers records are removed 2 Employee s records are reset for
89. yer s Contribution Declared in Employee Record When there is no simple relationship between employee and employer contribution it may be easier to simply declare the value in each employees record This enables the facility When enabled the next item is not available Employer s Contribution Type a As a percentage of employee s contribution This figure is used to calculate the employer s contribution to the scheme It is expressed as a percentage of the employee s contribution For example if the employer matches the employee s contribution then the percentage would be 100 If the employee s contribution was 5 of gross pay and the employer s 7 5 the figure would be 150 7 5 5 x 100 It may be zero if the employer does not contribute or if the value is not to be calculated by the system b Straight Percentage of Pensionable Pay This sets the percentage of pay the employer contributes c Declared in the employee s record Where the employer contributes a set value this should be selected and the value set in the employee s record 24 Cost Code for Employee s Contributions Up to 11 characters are available for a cost code to be used for the wages analysis Cost Code for Employer s Contributions As above but for the Employer s contributions It is quite permissible that this be the same code as above Indicator for CO Rebate for CO Employees The Indicator for the Contracted Out Rebate applies only to Contracted Out Employee

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