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MOOREPAY MANAGED SERVICE USER GUIDE
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1. Input Generated Descript ion Total RC SMP MEE 33 1642 20 BASIC Hours 1735 58 COST 071 Hours 24 06 ii OvT 2 Hours 14 38 85 Worked Days 85 5 Unpaid Days 5 Enp loyer spasmen fi Income Student Tax SAP NIC NIC Total Net Total Date Tax Loan Credit 85 Rec d Rec d comp Rec d comp comp Dedns p Due payable 12611 56 12611 56 1834 45 163 1834 45 7317 63NOT PAID 20 10 06 06 BACS Details User no 999999 Name MP MANAGED DEMO Debit code 999999 amp a c 12345678 BRCS Processing date NOT SENT Transactions fzgnent to Sort code Account Acc Payment ref Credit value NI 105167 23444401 ag CUNBERNAULD 225 500111711 7317 63 PAYE 105167 23444461 CUMBERNAULD 225 500111711 12611 56 NOBACS Actioned These credits have not been sent to BRCS tt WARNING The content of the company totals is the same as department totals with the addition of a quantity control section This shows for each hours days and units field used the total input generated by the system and input on timesheets g CHEQUE LISTING The optional cheque listing shows in department order the cheques that need to be drawn for payment It shows the employee number name and net payment If you require a cheque listing contact the Moorepay Helpdesk h B A C S CREDIT TRANSFER SUMMARY A B A C S listing is provided as a summary of credit transfers submitted direct b
2. Not on file The employee number quoted is invalid or the employee was a leaver in the previous tax year and has therefore been deleted from the employee master file Excess timesheet More than the permissible number of timesheets has been entered for this employee i e someone on holiday for example is allowed none Not due for payment Payment details have been included for an employee who is not due to be paid on the current run e PAYSLIPS Pay advice slips for distribution to your employees should we hope be self explanatory showing Payments Deductions Memoranda and Net Pay The following points may be of help in their interpretation i Manual payslips show a net method of MANL ii All payslips carry a sequence number commencing 1 From this you can easily check that you have all the payslips you should have Other optional features of the payslip include printing a message to all your employees of up to 36 characters f PAYROLL LISTING The payroll listing is a report of all the information shown on the payslips plus certain memorandum figures At the end of each department totals are provided giving a full breakdown of all pay elements The payroll listing for a small department might look like this M 8 2r MOOREPAY MANAGED SERVICE CO LTD Dept 1818 ADMINISTRATION Sep 2606 1 6 Page 2 t t t Hours Rate Payments date Deductions To date Memoranda T
3. nn 0 moorepay a NorthgateArinso company MOOREPAY MANAGED SERVICE USER GUIDE Managed Service User Guide April 2010 INDEX DATA PROTECTION ACT 199B n ri eee ree ee oe eect ee 3 GETTING THE MOST out of YOUR MANAGED SERVICE 4 INPUT INSTRUCTIONS 2 reino oreet ce retener n ueteri 5 THE OUTPUT DOCUMENTS ecu bcne nnn hc in oo Can 5 a ContactShbeetis o er Ucet fus ee ER cou E UA EIS PS UE 5 b TEMPORARY Adjustment Code 11575 6 CQ BALANCE CONTROL n bu didi 6 d INPUT LIST and ERROR REPORT 5540 UU QUEEN 6 CONTENTS olet d NEM EM den eue 7 COMMEN TS i gu Ue bte RD m tae E Dre p ate eiu ue E te M E 7 CLPAYSDIBS o iniia raa Modo D tM S rs aee edet ss vH PRIN Ne E E AS 8 PPAYROLE LISTING sss caster Se Sanaa ered ca 8 BLVCHBOUE LISTING ndo coma oov pena qe mise asser auc ade dpa m nM nup E 11 h B A C S CREDIT TRANSFER SUMMARY cccccsssssssesresesonevenssrssonesonnsescnsesesesesssnavonssossaness 11 i EMPLOYEE RECORD CARDS selected from THE MASTER FILE eee 11 PANY OPTIONAL ANALYSES 455 evole divite metes iati eee da a teca e ER URS 12 k TIMESHEET and DOCUMENT CON TR OM iet tosb oen eed roh 16 D PA
4. company control amendments or exceptional bulk input mentioned above Do ensure that all HMRC or other official document copies are submitted with your payroll input instructions to support changes Don t tell us elsewhere of a new tax code P45 figures etc we will take them from HMRC documents New Employees Do remember to submit new employee details together with a photocopy of P45 Part 3 or a P46 Don t forget to complete all boxes marked with an These fields are now mandatory and required for HMRC reporting Leavers Do provide the contract end date it is mandatory for all leavers and is a Statutory requirement Don t feel obliged to pay mid period leavers before their next normal payday This helps to reduce urgent mid period manuals Do provide details of ALL outstanding monies e g holiday pay overtime commission etc Don t forget to re notify a leaver on the following payroll run when an urgent mid period manual has been calculated Statutory Sick Pay Do advise first and last dates for every period of absence Don t advise only the employee s working days of sickness Do state SSP only if basic or company sick is not being paid Don t forget for eligible employees SSP is a Statutory minimum Submitting your payroll Do complete the document control header in full and ensure there is always someone available to answer
5. 00 105 00 210 00 315 00 Total 180 00 180 00 360 00 540 00 Total Company 2047 69 TS OO ZIG2 GS 4095 34 6858 03 30748 00 k TIMESHEET and DOCUMENT CONTROL These documents will print with your payroll output each time I P45 and P46 Starter report When these are produced they identify those employees whose P45 Part 3 or P46 details have been submitted electronically to HMRC m P45 Leavers report When this is produced it identifies those employees whose P45 Part 1 have been submitted electronically to HMRC n ADHESIVE LABELS Adhesive labels are available in two forms Adhesive labels for mailing The labels are produced in the same order as the payslips and show the following details PRIVATE AND CONFIDENTIAL 1 A MR PR COLINS 999 17 BATH HOUSE HOUNSLOW MIDDLESEX LONDON AB3 5XX Adhesive labels for clockcards The labels are produced in the same order as the payslips and show the following details DEPT 1 GRADE AB PSTN A DD MM YY COLINS PR MR 999 Managed Service User Guide April 2010 As an additional enhancement a period end date can also be quoted P45 PRINT The printing of a P45 set for an employee is triggered by input of a Date of Leaving A three part paper copy will be printed i e Part 1A Part 2 and Part 3 and returned with the payroll output for you to give to you employee Unless you have made alternative arrangements Part 1 of the P45 set will be sent electronically
6. and net pay Payments and deductions are further divided into Manual Payment Cancellation and computer generated totals The coin analysis is summarised for the whole department with a breakdown of types of net payment to be made Any value appearing under VE negative will not be included in any cheque list giro list or coin analysis The journal entries as well as being an optional basis for nominal postings shows a build up to cost for the department NIERS is the employer s N I contribution ERSPEN is a system generated total of all employers pension calculations where there are multiple schemes Note SMP statutory maternity pay SAP statutory adoption pay or SPP statutory paternity pay will have a contra entry shown as RC SMP RC SAP or RC SPP respectively These amounts are recoverable from the National Insurance return Managed Service User Guide April 2010 10 PAYROLL TOTALS On the last page of the payroll listing for a company the system prints a full analysis of payments deductions net pay hours days and units Sep 2886 6 Cash breakdown 9 M 0027 MOOREPAY MANAGED SERVICE CO LTD Total Payments Total Deductions credits Manual Computer Total Manual Computer Descr 48316 11 BASIC 49316 14 3 4 O T 1 Ax Company Totals Page U Net summary Type Amount Quantity Control
7. manually are open to error and generally require a cheque to be raised by you General Payroll Input Instructions Do tell us once only Don t duplicate entries If you tell us twice that an employee has a 50 bonus once on the timesheet and again elsewhere they could end up with a 100 Do use the blank text line on the pre printed timesheets provided for your convenience for any additional instructions This keeps information for an individual together in one place Don t send separate memos this can result in a conflict of information for an individual that is often not apparent until after the payroll has been processed Do write clearly with concise instructions Don t be tempted to write more than necessary Do use the pre defined headed boxes on the timesheet for temporary this period adjustments NOT for permanent amendments Don t alter existing or invent new timesheet headed boxes Contact the MoorepayHelpdesk if you need to change or add new facilities Do use the exact 6 character descriptive codes listed on your Temporary Adjustment code list for temporary adjustments or permanent rates Don t invent descriptive codes of your own Helpdesk if you have a new requirement Contact the Moorepay Do hold on to all payroll input instructions and send them together once per payroll not throughout the month Don t send information during the month except urgent mid period manuals
8. our call promptly in the event of a query Don t call for confirmation that we have received your payroll input documents if faxing Instead simply check your transmission slip and keep it until your payroll is returned When you receive your completed payroll Do look at your payroll immediately on receipt and ensure we have interpreted your instructions as you intended Don t delay calling us about a problem o it immediately If you delay calling us this could limit options for corrective action Managed Service User Guide April 2010 INPUT INSTRUCTIONS Instructions for submitting your input can be found on the Moorepay Service Guide that accompanies the New Employee document Please follow those instructions carefully THE OUTPUT DOCUMENTS Following each payroll processing run the following documents will be returned with your payroll output a Contact sheet Please help us to help you by informing us of any changes It is imperative that details are correct b Temporary Adjustment code list c The Balance Control This provides balances to date and should be used to verify HMRC payments d Input list and error report This reflects all input for the processing run e Payslips These are for you to give to your employee f Payroll Listing This is a more detailed copy of the employee s payslip These documents are optional and may be returned with your payroll output 9 A letter containing
9. record card shows the current state of all balances A record card is produced automatically for new employees and leavers However they may be requested individually or for the whole file Managed Service User Guide April 2010 11 j ANY OPTIONAL ANALYSES The analysis program is so flexible that it is possible for you to receive almost any kind of information from your files This may be anything from full split job costing down to departmental summaries overhead calculations pension summaries or personnel listings The following are some examples of possible analysis reports Any of them can be varied to suit your individual requirements Please contact the Moorepay Helpdesk if you wish to discuss what is possible EXAMPLE PERSONNEL REPORT A This is a simple personnel listing showing name department and home address The sorted order of the information can be varied In this example it is in alphabetic order of employee surname other examples could be in employee number order alphabetic surname within department or employee number within department etc M 0027 MOOREPAY MANAGED SERVICE CO LTD 10 EXAMPLE PERSONNEL REPORT TYPE A SEP 2006 6 Run date 05 09 2006 Page 1 Empno Surname lst Name Title Dept Employee Address 69 ANDERSON JULIE MRS 1010 19 THE SQUARE BRACKNELL BERKSHIRE RG12 8TD B5 BAHAMARI JOHN DR 2010 12 TREE LANE FARNHAM SURREY RG12 9UV 45 BAILEY MICHAEL MR 2010 28 BEAUFORT RD CHURCH CR
10. 00 29 TAYLOR J MR 49999192 4166 66 250 00 83 33 66 67 4400 00 Total 99999784 8958082 250 00 166 66 133 34 8550 00 2010 STAFF 55 JP DR 24999 96 2083 33 2083 33 45 BAILEY MA MR 37500 00 3125 00 3125 00 39 BARRETT J MRS 13500 00 1125 00 1125 00 67 BLAKE SJ MR 39999796 313 513 0 319 3333653 49 BUTTON J MR 15141 96 1261 83 83 33 66 67 1245 17 91 CARPENTER DR MR 29995700 2499 58 2499 58 47 DAVIES C MRS 23400 00 1950 00 125 00 93 33 66 67 2058 34 12 PAYNE N MR 16999392 1416 66 25021010 66 67 1525 00 59 PETRI NJ MR 24999 96 2083 33 2083 33 43 ENS 201122002 125 00 882888 66 67 2267 67 64 SWEETMAN MR 23250 00 1937 50 93 33 66 67 1920 84 Total 275698 72 22974 89 375 00 416 65 333200 23266 59 Total Company 375698 56 31308 21 625 00 583 31 466 69 31816 59 EXAMPLE DEPARTMENTAL COST REPORT This summarises the total cost of each employee with totals by department Taxable Gross Pay is added to Non Taxable payments to give a sub total of gross pay To this are added employer s net N I NINERS and employers pension contribution ERSPEN to give total cost Printed in alphabetic order within department M 0027 MOOREPAY MANAGED SERVICE CO LTD 1 EXAMPLE DEPARTMENTAL COST REPORT SEP 2006 6 Run date 05 09 2006 Page 1 Dept Empno Employee TGROSS NTADDS GROSS NINERS ERSPEN COST Name Amount Amount Amount Amount Amount Amount 1010 MANAGEMENT CON T
11. 14 75 00 210 14 270 29 480 43 1881 00 64 SWEETMAN R MR D YT805684A ERE SG TAL 185 42 swi po OS 23 TAYLOR J MR D DF299878B 466 67 280 00 746 67 933 33 1680 00 9408 00 Total 820 49 355 00 1175 49 1640 98 2816 47 14802 00 2 47 DAVIES C MRS A AC983421B 25 00 25 00 50 00 75 00 12 PAYNE N MR A WK964321B 515 500010 35 00 70 00 105 00 Total 60 00 60 00 120 00 180 00 Total Company 880 49 356300 1235 49 1760 98 2996 47 4802 00 Managed Service User Guide April 2010 15 EXAMPLE PENSION REPORT YEAR TO DATE This example is the same as the monthly example above but showing figures for the year to date and a column for Date of Leaving where applicable This is useful for pension administration and can be set up to generate automatically with End of Year returns M 0027 MOOREPAY MANAGED SERVICE CO LTD 5 EXAMPLE PENSION REPORT YEAR TO DATE SEP 2006 6 Run date 17 06 1999 Page 1 Pen Sch Empno Employee NI numbr EEPENS AVC Sub tot ERPENS Total NIECO Leaving Name To date To date Amount To date Amount To date Date 1 BAHAMARI JP DR NW523452A 334 31 334 31 668 60 ALAS Sik 5473 00 43 STACEY W MR AJ943642B 355 24 175 00 530 24 710 49 1240 73 5643 00 64 SWEETMAN R MR YT805684A PRS oaks ells 556 26 834 39 4896 00 23 TAYLOR J MR DF299878B 900 01 540 00 1440 01 1799 99 3240 00 14736 00 Total 1867 69 715 00 2582 69 3735 34 6318 03 30748 00 2 47 DAVIES C MRS AC983421B 75 00 75 00 150 00 225 00 12 PAYNE N MR WK964321B 105
12. 4 and P46 Startetteport eee IE eek e e ER RE dn E HR ES ER ERE e EU EUR ee ERE 16 mm PAS Leavers Tepott ertt p UR o be etes tie estara add ee EATE tare pee EA 16 ID ADHEBSIVE LABELS eter bp tu ERR aes 16 PAS ER UNE sonde terete set od eeu bad im MUA NAA NP Deeds 17 d epa etu eau cor en E Poe x BER E pae ERU TE 17 END OF YEAR TAX 6 42 422 22 2 17 Managed Service User Guide April 2010 DATA PROTECTION ACT 1998 As a user of our Managed payroll services your company should be registered as a Data User under the Data Protection legislation The legislation is designed to protect individuals from misuse of personal information This is true even though you are using a Moorepay service to process your payroll You the data controller are responsible for the data If you have not taken the necessary measures to comply with the law you could be placing yourself and or your company at risk of prosecution Information packs which include the registration forms are available from any Crown Post Office Alternatively you can contact the Office of the Data Protection Registrar Tel 01625 545745 Managed Service User Guide April 2010 GETTING THE MOST out of YOUR MANAGED SERVICE Please take a few moments to read this page It could save y
13. AILEY MA MR 0 75 39 BARRETT J MRS ORI 67 BLAKE SJ MR 0 775 49 BUTTON J MR ORES 91 CARPENTER DR MR 0 75 47 DAVIES C MRS ORE 12 PAYNE N MR 0 75 59 PETRI NJ MR 43 STACEY W MR 0 75 64 SWEETMAN R MR 715 23 TAYLOR J MR 0 75 Total Company 139 75 EXAMPLE BUPA DEDUCTIONS This example analyses another tailored deduction that does not have a balance in this case BUPA M 0027 MOOREPAY MANAGED SERVICE CO LTD 3 EXAMPLE BUPA DEDUCTION LISTING SEP 2006 6 Run date 17 06 1999 Page 1 Empno Employee BUPA Name Amount 69 ANDERSON J MRS 24 00 67 BLAKE SJ MR 24 00 91 CARPENTER DR MR 33 00 47 DAVIES MRS 24 00 12 PAYNE N MR 24 00 43 STACEY W MR 33x00 64 SWEETMAN R MR 24 00 23 TAYLOR J MR 33 00 Total Company EXAMPLE PENSION REPORT MONTHLY This example shown alphabetically by surname within pension scheme gives current monthly values of pension deductions showing basic contributions and AVCs and company contributions NIECO are the earnings between the Lower Earnings Limit LEL and the Upper Earnings Limit UEL M 0027 MOOREPAY MANAGED SERVICE CO LTD 4 EXAMPLE PENSION REPORT MONTHLY SEP 2006 6 Run date 17 06 1999 Page 1 Pen Sch Empno Employee NI table NI numbr EEPENS AVC Sub tot ERPENS Total NIECO Name Amount Amount Amount Amount Amount Amount 1 BE BAHAMARI JP DR D NW523452A 325 Gy We Sy 251 94 SUS Say 1200 43 STACEY W MR D AJ943642B 135
14. ANTS 23 TAYLOR J MR 9333 33 66 67 9400 00 865 56 933 433 11198 89 69 ANDERSON J MRS DIORDMEIS 66 67 9150 00 9150 00 Total 18416 66 133 34 18550 00 865 56 992 52 20348 89 2010 STAFF 12 PAYNE MR 1458 33 66 67 1525 00 141 89 70 00 1736 89 32 BARRETT J MRS 1006 52 1006 52 08298 2591805 43 STACEY W MR 2702 87 66 67 2769 54 237 34 270 29 3275 17 45 BAILEY MA MR 3357 42 3357 42 SD 3 12 7 5613 47 DAVIES C MRS 2094 53 66 67 2161 20 219 48 50 00 2430 68 49 BUTTON J MR 1319 94 66 67 1386 61 T2 5726 20 55 BAHAMARI JP DR 2519 38 2519238 206 84 251 94 2978 16 ES PETRI NJ MR 2165 75 22 75 557 25 22 5 1 22 64 SWEETMAN R MR 1854 17 66 67 1920 84 141 18 185 42 2247 44 67 BLAKE SJ MR 3498 17 3498 17 Sie Hib 3880 88 91 CARPENTER DR MR 2852 02 150 00 2702 02 303 90 3005 92 Total 24829 10 183 35 25012 45 2423 04 827 65 27416 74 Total Company 43245 76 316 69 43562 45 3288 60 1760 98 47765 63 EXAMPLE PAY REPORT FOR DISTRIBUTION This report is similar to the one above but throws to a new page for each department so that it can be physically distributed to department heads Note that the elements of gross pay are shown in detail Printed in alphabetic order of surname within department M 0027 MOOREPAY MANAGED SERVICE CO LTD 7 EXAMPLE PAY REPORT FOR DISTRIBUTION SEP 2006 6 Run date 05 09 2006 Page 2 Dept 2010 STAFF Dept Empno Employee Other Other NINERS ERSPEN COST Name Tx adds Amount Ntx adds
15. Amount Amount Amount Amount 55 BAHAMARI JP DR BASIC 2083 33 206 84 251 94 2978 16 Managed Service User Guide April 2010 13 44 23 O T 2 61 82 COMMSN 230 00 45 BAILEY MA MR BASIC 3125 00 365451 3722 93 82 42 BONUS 50 00 39 BARRETT J MRS SMP 92000 82295 239705 BASIC 86 52 67 BLAKE SJ MR BASIC 3333533 SiS ci Wh 3880 88 O T 64 84 49 BUTTON J MR BASIC 1261 83 TXFREE 66 67 11725 6220 TSU O T 04 00 DETER 37 44 ADJUST 83 33 on CARPENTER DR MR SSP 42 92 NETADJ UO OO OS 220 3005 92 SSPADJ 42 92 BASIC 2499 58 O T 1 90 64 DARE 61 80 BONUS 200 00 47 DAVIES C MRS BASIC 1950 00 TXFREE 66 67 219 48 50 00 2430 68 O T 1 02 86 LONDON 25 00 ADJUST 83 33 12 BASIC 1416 66 TXFREE 66 67 141 89 70 00 622819 LONDON 25 00 ADJUST 59 PETRI NJ MR BASIC 2083 33 219 97 2389 512 O T 1 82 42 43 STACEY W MR BASIC 2159583 TXFREE 66 67 237 34 270 29 3217 17 Oy iP ab 341 70 O T 2 60 17 LONDON 25 00 ADJUST 83 33 64 SWEETMAN R MR BASIC 99mm TXFREE 66 67 141 18 185 42 2247 44 ADJUST 83 33 Total SSP 42 92 NETADJ 150 00 2423 04 827 65 27416 74 SSPADJ 42 92 TXFREE SERRES SMP 920 00 BASIC 21936 41 O T 1 TIT3 11 GTA S22 2223 LONDON 375 00 ADJUST 416 65 COMMSN 230 00 BONUS 350 00 Total Company SSP 142 92 NETADJ 150 00 3288 60 1760 98 47765 63 SSPADJ 42 92 EX REE 466 69 SMP 920 00 BASIC 30269 73 O T 1 1221352 Ow 2 92 129 LONDON 625 00 ADJUST COMMSN 230 00 BONU
16. I Letter NILEL NIET HIUEL NI NIERS Hew Employee 111 1 1 H 36408 5606 159668 08 18486 39 32103 47 Amendment C4 18 18 D 2184 8 336 08 5984 0A 652 23 636 87 Rates Adi 5 4 4 E 264 00 bi 74 58 Timesheet Dm Y A Pensions COMP Scon no Type Live Left COSR Econ Live Left ES8189852 1 B Employee Control Live Leavers Paid Movements Joiners Leavers Reinstated Transfer In Transfer Out Deletions 18 ig B 1 B B a B B The brought forward figures on the left represent the employee master file used on the current payroll run The Check total of these brought forwards should reflect the carried forward Check total of the previous run The other columns show the effect of New Employees Permanent Amendments Manual Payments Cancellations and computer generated values Use the balances shown in the carried forward column to reconcile the payments that you have made to HMRC This method of working will ensure that at the end of the tax year there can be no discrepancies between the payments you have made to the end of year returns and your annual employer s declaration The forms summary will allow reconciliation of rejected entries but should not be used as a substitute for a full visual check through the input list and error report This is the only way to ensure that comments are actioned d INPUT LIST and ERROR REPORT The input listing provides you with a record in employ
17. MR A JR240747D 10 10 98 00 08 24 07 47 51 11 39 BARRETT JAYNE MRS A PB684329A 10 07 98 00 11 15 01 74 25 05 67 BLAKE STEVEN MR A NZ543201B 19 09 98 00 09 16 04 53 46 02 49 BUTTON JAMES MR A YT694324B 06 06 95 04 00 24 05 68 31 01 91 CARPENTER DAVID MR A NX731916A 05 06 98 01 00 14 03 66 33 03 47 DAVIES CHRISTINE MRS A AC983421B 01 04 94 05 02 16 08 58 40 10 12 PAYNE NICK MR A WK964321B 06 02 96 03 04 10 04 67 32 02 59 PETRI NEIL MR A JC962764M 01 12 98 00 06 21 07 65 33 11 43 5 WILLIAM MR D AJ943642B 06 09 95 03 09 23 01 64 35 05 64 SWEETMAN ROBERT MR D YT805684A 13 08 97 01 10 17 02 68 31 04 Total Total Company EXAMPLE PERSONNEL REPORT C This example shows basic salary details Annual salary is shown first with the equivalent monthly salary All other regular monthly additions to salary are displayed including London Weighting then salary adjustments and Tax Free payments for Managed Service User Guide April 2010 12 those employees participating in a profit related scheme The total is the regular monthly amount The sorted order of this example is alphabetic order of employee surname within department M 0027 MOOREPAY MANAGED SERVICE CO LTD 12 EXAMPLE PERSONNEL REPORT TYPE C SEP 2006 6 Run date 05 09 2006 Page 1 Dept Empno Employee Salary Basic LONDON ADJUST TXFREE TOTAL Name Rate Amount Amount Amount Amount 1010 MANAGEMENT CON TANTS 69 ANDERSON J MRS 49999 92 4166 66 93 33 66 67 4150
18. OOKHAM FLEET GU13 9NF 59 JAYNE MRS 2010 PARK HOUSE CAMBERLEY SURREY GU15 6AB 67 BLAKE STEVEN MR 2010 5 CLOVER COTTAGE WEST KNIGHTON DORSET 49 BUTTON JAMES MR 2010 68 TONGMAN WAY ALDERSHOT HAMPSHIRE GU12 4AB 91 CARPENTER DAVID MR 2010 50 VICTORIA ROAD FARNHAM SURREY GU9 6AB 47 DAVIES CHRISTINE MRS 2010 16 SANDY LANE COBHAM SURREY 12 PAYNE NICK MR 2010 186 STATION RD REDHILL SURREY RH6 3PB 59 PETRI NEIL MR 2010 56 ALBERT SQ HACKNEY LONDON EC1 2 43 STACEY WILLIAM MR 2010 16 CHURCH STREET EPSOM SURREY KT17 4FP 64 SWEETMAN ROBERT MR 2010 EMPIRE WAY NEWBURY BERKSHIRE RG13 23 TAYLOR JOHN MR 1010 16 MARSH HOUSE WOKING SURREY GU21 5AS Total Company EXAMPLE PERSONNEL REPORT B Again a simple personnel listing showing name National Table and N l number Date of Joining with length of service in years and months and Date of Birth with age in years and months The sorted order of this example is employee number within department M 0027 MOOREPAY MANAGED SERVICE CO LTD 11 EXAMPLE PERSONNEL REPORT TYPE B SEP 2006 6 Run date 05 09 2006 Page 1 Dept Empno Surname 15 Name Title NI table NI numbr Joining Service Birth Age Date Date 1010 MANAGEMENT CON TANTS 69 ANDERSON JULIE MRS X GF765765C 10 09 85 13 09 20 08 52 46 10 2g TAYLOR JOHN MR D DF299878B 01 08 84 14 10 06 06 53 46 00 Total 2010 STAFF 55 BAHAMARI JOHN DR D NW523452A 05 07 98 00 11 01 04 68 31 02 45 BAILEY MICHAEL
19. S 10350 00 EXAMPLE HOURS WORKED REPORT Broken down by department with department totals this analysis summarises basic and overtime hours and shows total hours worked It is printed in alohabetic surname order within department 0027 MOOREPAY MANAGED SERVICE CO LTD 8 EXAMPLE HOURS WORKED REPORT SEP 2006 6 Run date 05 09 2006 Page 1 Dept Empno Employee Basic O T 1 O T 2 Tot paid Name Hours Hours Hours Hours 1010 MANAGEMENT CON TANTS 23 TAYLOR J MR 151 40 151 40 69 ANDERSON J MRS 151 40 151 40 Total 303 20 303 20 2010 STAFF 12 PAYNE N MR 151 40 151 40 39 BARRETT J MRS 151 40 151 40 Managed Service User Guide April 2010 14 43 STACEY W MR 151 40 24 00 7 30 183 10 45 BAILEY MA MR 151 40 4 00 155 40 47 DAVIES C MRS 151 40 8 00 159 40 49 BUTTON J MR 151 40 122 510 3 00 167 10 55 BAHAMARI JP DR 151 40 10 30 3 00 165 10 59 PETRI NJ MR 151 40 6 00 157 40 64 SWEETMAN R MR 151 40 151 40 67 BLAKE SJ MR 151 40 90 1015 10 91 CARPENTER DR MR 151 40 5 30 2 30 159 40 Total 1668 20 78 00 16 00 1762 20 Total Company 1971 40 78 00 16 00 2065 40 EXAMPLE SOCIAL CLUB This example analyses a tailored deduction in this case SOCIAL to aid reconciliation for the tax year M 0027 MOOREPAY MANAGED SERVICE CO LTD 6 EXAMPLE SOCIAL CLUB DEDUCTIONS SEP 2006 6 Run date 17 06 1999 Page 1 Empno Employee SOCIAL Name Amount 69 ANDERSON J MRS 0 75 55 BAHAMARI JP DR 45 B
20. by Moorepay to HMRC In every case the tax District number Reference number Employer Name and Address for PAYE purposes will be taken from the user s Payroll Control information The Total pay to date and Total tax to date figures will always be the latest to date figures held on the system inclusive of all Manual Payments Cancellations that modify TAXPAY and TAX balances Users must also ensure that any Date of leaving notified is the true date of leaving for P45 purposes This will usually be the date the contract ends In some circumstances this is not the last day on which an employee worked q P46C CAR NOTIFICATION If this option applies sign and forward this document to HMRC immediately END OF YEAR TAX RETURNS Details of this will be communicated to you during February and March of each tax year Managed Service User Guide April 2010 17
21. ee number order of the change information submitted It lists all input It looks something like this M 0027 MOOREPAY MANAGED SERVICE CO LTD MOOREPAY Input List and error report Run date 0570972006 Page 1 Empno Dept Petn Name Rej Comment Form Basic 1 OrT 2 Unite 1 EXPENS COMMSH Other Content Hours Hours Hours Amount Amount Descr 1881 1820 BARRETT 4 849 Period salary Was 4888 88 4 r a LCUMEM Rate 245 08 4 3 CCUSHU 12 8 T 93 57 1865 1820 BAILEY 4 645 code Was 488L 4 043 Period salary 2808 00 Was 2708 33 5T ADJUST Adj Se Ge ni 283 39 1866 26010 BUTTON 4 B35 Normal hours 48 00 Was 37 28 3 049 Period salary 2000 E BB 5 88 Was 1988 68 1888 2818 STACEY 4 848 Basic hourly rt 7 85 Was 7 95 BT Adj 2608 aa ni 58 58 2 00 1816 2818 4 B55 Bank sort code 383477 Was 188014 4 656 Bank account gesegess Was 82143429 BT COMMSN Adj 268 88 ni 17 08 5 58 1813 1820 JANES 4 022 Humber MP1223456R 4 152 L BH Rate 100 09 4 352 LOAN Balance See B BT L HMMSH Bd 1888 58 1824 1820 JONES 1 JONES BRIAN MR warning N I number invalid NJ3486216 OF INPUT Managed Service User Guide April 2010 CONTENT Empno Dept Pstn Name the first 8 Rej Comment Form Tailored headings Column Descr COMMENTS On the left is the employee number To the right of the employee number are the employ
22. ee s department and pay station and characters of the employee s name for quick reference Any line of input showing a under this column has been rejected If a W or this is a warning and a request for you to do something Under this column are any comments relating to a line of input with or without an accompanying rejection Many of these are self explanatory but a list of others is given below under the headings COMMENTS and REJECTIONS The form numbers shown are the input data types created from your input documents Entries are easily recognisable for example Permanent Amendments are form number 4 These entries are followed by the Permanent Amendment code and a description of the amendment code All amendments will show the content of the field in the employee s record prior to the amendment e g Was NW523452D For a full list of data types refer to the section underneath the BFWD check total on the Balance Control The next six headings describe the first six columns of your company s Timesheet layout In the example above column 1 of the timesheet is a BASIC pay overrider followed by overtime hours 1 and 2 then basic hours and two cash amounts under the descriptions COMMSN and BONUS Any entries in column 7 and upwards on your Timesheet will appear under these headings alongside their Descriptive Codes Listed below are those warnings that may need some explanation Balance is negati
23. important information when changes occur h Cheque listing if applicable i BACS List Please ensure the correct processing date and your company bank details quoted on the BACS list j Employee record cards as appropriate k Optional customised analyses reports Self Adhesive Labels as appropriate m P45 s as appropriate n P46 car document If this option applies sign the document and forward to HMRC immediately P11D If this option applies they will be produced annually at the same time as the end of year returns p 3 Party payment report s Please inform us within 24 hours should any of the above documents be incomplete Delay in telling us may mean that we are unable to reprint it All of the following output document images are provided as examples only and may not reflect your own payroll a Contact Sheet This sheet is printed for each payroll processed It shows details of how you can contact Moorepay as well as contact details for your company H aa2vs MOOREPAY MANAGED SERVICE CO LTD MOOREPAY Payroll Service Bun date 85 09 2006 Help Desk details Key payroll details Telephone 81252 66 oa7 Paid to 2006 Telephone number 81252 667008 Fan NOT DATA 81252 812304 Pay period From 81 09 06 to 30709706 Payroll ref H B z74 Taxed to 687 Management contact HR JOHN TAYLOR Run code Gz3H BACS processing date 28 09 06 Run date 05709706 tan peri
24. l of useful information which at first sight can be confusing Over the following few pages we will look at each section of the report in turn xi CF MAIN HEADING LINE M0027 This shows your Payroll Reference followed by the name of your company DEPT 1010 This page contains employees in department 1010 Sep 2006 This is the date that will appear on the payslip On weekly payrolls it normally reflects the day the money is paid out or the week ending date On monthly payrolls it will read SEP 2006 etc It is updated by the computer on each payroll run 3 This is the period that the payroll has been taxed to The next line of heading relates to employee detail Managed Service User Guide April 2010 AN EMPLOYEE PAYMENT ENTRY The payroll is split into four vertical columns Payments Deductions Memoranda and Net Pay The first column Payments Hours 160 20 is the number of BASIC hours input or generated The column contains any hours that are the basis of calculation for a pay element Note hours are always shown as hours and minutes Rate 9 355 is the hourly rate for BASIC Where a rate is held or calculated to more than one decimal of a penny the rate is truncated for printing All pay elements that have an entry in the hours column will have the unit rate printed if present Payments The description and value of each payment If the payment is tax free the value will be suffixed with TF All other val
25. mount of gross pay subject to N I but not included TAXPAY SSPAVG is the current average pay for SSP and SMP calculations Note descriptions preceded by an are created from other systems elements The fourth column Net Pay and other information This section shows the payment indicators for the employee along with other references and warnings SSP avg H H H shows reading from the left the current average earnings scale for SSP purposes followed by the scale for the two previous periods These will have been updated to reflect Manual Payments Cancellations Pay type S Y This indicates the employee s Pay Type In this example S is the basic rate type indicating that the employee is salaried with the rate input as a period or annual amount H would indicate an hourly rate of pay Y is the automatic pay indicator Y yes N no Salaried types would normally be paid automatically as would Hourly types with Normal contracted hours Hourly types without normal hours would not normally be paid automatically Norm hrs 35 00 are the normal weekly contracted hours held in the employee s record Tax cd K240 is the employee s current tax code NI number DF299878B is the National Insurance number Letter D is the current N I table letter of the employee Managed Service User Guide April 2010 The space below these headings is used to report messages highlighting unusual or important informatio
26. n Examples of messages could be Suspended NN The employee has been suspended for further payment until the NN tax period shown For example this Joiner Leaver Manual adj NN occurs when an employee is on holiday A new employee this period The date of joining is printed underneath the message Check new employees carefully to ensure that your written instructions have been correctly interpreted A leaver this period The date of leaving is printed underneath the message Check leavers carefully to ensure that your written instructions have been correctly interpreted This entry relates to a Manual Payment Cancellation for the quoted tax period The bottom line of this section shows Totals N I Gross line 40 00 NI GROSS 7 6 PAYROLL 23 the employee number MR J TAYLOR the employee s title initials and surname 4698 72T the employee s net pay The column above the total net payment would show any breakdown figures where net pay was split over more than one method of payment The character following the net amount indicates the method of payment C cheque K cash T transfer negative net In addition to the reference information the total line shows totals of current period pay and deductions The total figure under the hour s column is not a direct total of that column as it can contain days units and possibly hour s values that would not be meaningful in an hour s total e g bon
27. o date SSP avg Pay type Norm hrs od number Letter T 168 28 9 355 BASIC 1580 08 HI 119 82 288 84 TAXPAY 1425 88 2858 88 Sv 37 08 4881 RB9SS421B A TB 40 56 40 56 MILEL 364 06 f28 B B Work pattern RWWWWWR Days 5 006 HEALTH 18 88 32 68 MIET 56 68 112 06 Paid daily 69 258 hourly 9 355 SOCIAL 5 8 HILEL 1024 2160 08 start H amp H2 H5 wks 21 ave 10358 46 PENEES 75 68 T 156 00 NIERS 138 58 err Bg PHCERS 43 06 86 88 PEHERS 112 58 225 06 6 SMPUKS 21 A 158 28 1560 08 255 52 SSPHUG 346 15 1002 MRS A PETRI 1244 48T 160 26 8 315 BBSIC 1333 33 HI B 465 96 TAXPAY 1898 83 6754 44 Sv 37 08 64 21 A LCu ss 243 08 1458 88 TAX 117 11 749 68 NILEL 364 80 2184 08 Work pattern RWWWWWR Days 5 0800 SOCIAL tz HIET 56 68 336 08 Paid daily 61 538 hourly 8 315 NIVEL 668 668 4224 08 HIERS 85 76 4 21 PHCERS 28 08 168 00 ECUMEM 243 88 ECECUBRDH 14 58 87 45 CCUSAL 31 18 186 68 A 1508 28 1990 33 196 31 SSPHUG 251 61 1003 MISS J PAYNE 894 02T T T T BASIC 1178 83 HI 2 58 495 88 TAXPAY 1178 83 724 93 Sev 4581 9916250 A TAR 146 57 878 68 NILEL 364 68 2184 00 Work pattern RWWWWWR Days 5 608 HIET 56 88 336 08 Paid daily 54 038 hourly HILEL 74 00 4488 ua HIERS Sr A 1176 83 228 87 S5SS5PAUG 276 19 1816 55 SH JOHNSON 241 96T Uu The payroll contains a great dea
28. od RESUME Ga Bank holiday action Please inform the Help Desk if of the above details are incorrect missing FAX DATA TO 81844 296861 CINPUT FORMS ONLY All telephone queries amp correspondence must be directed to the Help Desk telephone amp fax numbers quoted above Action records input ction amp Data Action amp Data ACSOT 28709706 ALL output and queries to MRS SUSAN SMITH MOOREPAY MANAGED SERVICE CO LTD Payroll M ag27 PALMERSTON HOUSE 11I FLEET ROAD Carrier EXT ID FLEET HRIIPSHIRE 8051 Bag contents L S it li 18 aser Secun kte Pe ue 3 enclosed Managed Service User Guide April 2010 b TEMPORARY Adjustment Code LISTS It is not helpful to show an example of this However this document lists all the Descriptive Codes that have been set up for use as Temporary Adjustments c BALANCE CONTROL Reflects all cumulative values held by the system The balance control looks something like this MOOREPAY MANAGED SERVICE CO LTD MOOREPAY Balance control Run date 0570972006 Page 1 Element Type Brought Fwd New Employee Amendments Amendments Manual Computer Carried Fwd Element In Out Adjustments Payments TAXPAY Taxable pay 225597 78 51622 85 277220 55 TAXPAY TAX 5231 11 12611 56 68642 6 Axs P45PAY P
29. on for an employee on a Cumulative N I basis has resulted in a refund SSP payment has been made for an employee not paying Class 1 N I contributions SSP days or weeks have been entered to be paid at the default rate on the last period s payroll but the scale code is zero The system has detected an incompatibility between the N I Table letter quoted and the type of balances held in the employee s record For example table letter A with a contracted out balance Indicates that a new employee or an employee with first time P45 figures entered has a tax refund in excess of 200 This is for information only to enable figures to be checked prior to making the payment During a statutory tax code adjustment a tax code would have gone negative so has been changed to OT April 2010 POSSIBLE INPUT REJECTIONS Already on file A new employee s number already exists on the employee master file either as a leaver or as a current employee The New Employee is therefore rejected If your company allocates employee numbers you should always refer to the Employee Number Index printed with your last payroll output and use any number not listed This avoids the accidental use of a number already allocated for example to someone who has left Employee has left Input requiring a payment has been submitted for an employee who has left Changes to their record is valid only if they do not involve a payment being made by the computer
30. ou and us a lot of unnecessary work in the future Below are some golden rules that will reduce the possibility of any errors or misunderstandings on your payroll Guiding Principles Do contact us if you have any questions at all Don t leave things to chance at best it could cause a problem at worst it could delay your payroll Do give plenty of notice for changes to your Company Control information at least 5 days prior to sending your payroll input Don t send in changes to your Company Control with input We cannot make these amendments whilst running your payroll Do provide advance notice warning of exceptional circumstances e g bulk input such as backdated salary reviews code restructuring or redundancies Don t underestimate the work involved The standard timetable may not allow time for such action so please arrange to send these details earlier than your normal deadline Do send your payroll input instructions as soon as you can It is perfectly acceptable to send them before your input deadline Don t ignore payroll input deadlines as failure to do so could result in late payment to your employees Do correct small overpayments or underpayments on the following payroll run For larger underpayments give the employee a net advance Pease contact the Moorepay Helpdesk for guidance on the amount to pay Don t ask for mid period manual payments if they are avoidable Calculations made
31. rev employers pay 7329 54 T382 54 4 P45THs Prev employers tau 1923 94 1932 94 IBXPEM allowed pensions 24103 01 5331 22 29440 25 HIERS Employers R T 26422 35 6394 49 S2016 24 HIERS HI National Insurance 16381 52 2757 59 19159 11 HILEL earnings LEL 33124 08 5824 88 39945 BA HILEL HIET HI earnings ET 5896 Bd 396 08 5992 HIET HILEL HI earnings UEL 143898 44 23326 B8 167224 HILIEL SMP Statutory maternity 942 56 1993 97 2936 53 SMP BC SMP SMP recoverable 567 16 1834 45 2701 61 REZSMF SMP high weeks a 4 12 SHPHWK SMPUKS SMP weeks paid 41 5 46 SHPUKS EOL Court attachment 2625 08 125 08 2758 08 BEDA PEHEES Pension 23029 01 5115 22 28144 23 PENEES PEHERS Pension employers 34543 58 Erz 84 42216 42 PENERS PHCERS Private health cover 6813 48 1237 88 rete 00 PHCERS HEALTH Private health contr 1851 88 383 08 2234 00 HEALTH LOAN Loan Exh 556 Bd an 100 958 8 LOAM PENAUC Pension AWC 1058 8 216 08 1296 88 PFEHBUC EXPENS Expenses 1966 16 376 76 2342 92 ESPENS LCU SS Child care sal sac 3402 B9 972 00 4374 00 CCU 5S CEVADM CCU radmin charge 204 12 58 32 262 44 LCUBDH LCUSHU CCU NI saving 425 48 124 48 559 80 CCUSAL COUTES CCU LTagZMI exempt 3402 00 372 06 4374 80 LLU ER LR DR last run dailu rate 1970 12 118 28 2638 56 LR OR LR HR last run hourly rate 182 98 TAT 118 34 LR HR Check total 616352 18 Form Accepted Rejected Total H
32. ues are taxable Although any one element description can only be taxable or tax free this facility has been provided to you or your auditors to help reconcile the TAXPAY value shown in memoranda To date The balance of any payment element that is being accumulated The second column Deductions Deductions A current period value follows the description of each deduction Any amounts followed by a T in our example PENEES are tax allowable deductions All other values are net deductions Although any element description can only be tax allowable or not this facility has been provided for your auditors to be able to reconcile the TAXPAY value shown in memoranda To date Deductions that accumulate or exhaust a balance will show the current balance in this column The third column Memoranda items Memoranda A current period value follows the description of each item that does not directly affect an employee s pay In the example TAXPAY is the employee s taxable pay i e after pension deduction NILEL shows the Lower Earnings Limit only where earnings reached or exceeded that amount NIET shows any earnings above NILEL up to and including the Earnings Threshold NIUAP shows earnings above NIET up to and including the Upper Accrual point NIUEL shows earnings above NIUAP up to and including the Upper Earnings Limit NIERS is the company s own N I contribution ERPENS is the employer s pension contribution NI ADJ is the a
33. us hours For this reason the figure shown is constructed according to your requirements to represent total hours worked An additional line for the employee may appear from time to time It prints under the employee totals and will look something like this 206 00 171 95 16 MRS VD GREEN 134 05K It is a history of gross pay that was subject to N I contributions covering the periods shown in this example from week 7 on the left to week 6 on the right This line will appear on an individual employee when SSP is paid or when a Manual Payment Cancellation is entered SECTION TOTALS 0027 MOOREPAY MANAGED SERVICE CO LTD Dept 1818 ADMINISTRATION Sep 2006 6 Page 3 Total Payments debits Total Deductions credits U Net summary Cash breakdown Manual Computer Descr Total Manual Computer Descr Total Type Amount 0 8 98 ho E NR 8 gE 15 06 HEALTH 16 08 Giro sose 4e 16 10 50 SOCIAL 18 580 Manual 5 SP 25 00 PENEES 75 88 UE 1 2P eee ee Sosa ds NET z 8890 46 3761 16 Gross 3761 16 3761 16 Gross 3761 16 Net __ 3080 46 Cash O I T Journal entries 320 26 NIERS 320 26 112 90 ERSPEN 112 50 mE 4193 92 COST 4193 92 is EF Department totals On the last page of each Department the system prints a full analysis of payments deductions
34. ve Cumulative N I error Exh balance exceeded Exh bal not cleared Manual net error Negative net pay Negative N I paid SSP payment query SSP scale invalid Table N I query Tax refund Update is ve Managed Service User Guide This warning may appear at any time if a computed balance such as SSP SMP Taxable Pay Tax etc that should be positive has become negative This is most likely as the result of an incorrect Manual Payment Cancellation The record for an employee on a cumulative basis contains balances for a table letter other than the employee s current one This may mean that instructions for putting an employee on cumulative N I have not been followed correctly An adjusted payment of an item with an exhausting reducing balance has exceeded the balance held by the computer The requested payment is made and the balance is shown as zero This message will not appear if the system is applying the remaining odd amount at the end of an exhausting process It implies that there has been an adjustment exceeding the brought forward balance A leaver on the current processing run still has an exhausting balance outstanding Indicates that the net pay entered on a Manual Payment Cancellation does not agree with the detail quoted Indicates that the employee s deductions have exceeded their gross Negative netpay amounts will be excluded from cash cheque and giro breakdowns The calculati
35. y us through the clearing system Please ensure that your company bank details shown are correct and that the BACSDT quoted will achieve your payment day M 827 MOOREPAY MANAGED SERVICE CO LTD BACS Credit transfer List 0570972006 Sort code 99 99 99 User no 999999 Page 1 Account 12345678 Dept Pstn Empno Employees Name Code Account Type Bld Soc Rol L No 1000 1014 MR AD WILLIAMS 20 32 81 01625790 1015 J WILLIAMS 41 95 20 75218682 1818 1002 MRS A PETRI 20 55 13 30846892 1003 MISS J PAYNE 60 04 16 67241234 1016 MISS SR JOHNSON 26 45 21 20822179 1828 1001 MR J BARRETT 38 20 88 21506824 1004 MISS L BLAKE 48 36 33 34246821 1005 HR D BAILEY 28 55 12 84291062 1813 MRS JAMES 12 31 26 1018 MRS SL CLARKE 12 40 32 36224916 1024 HR JONES 10 18 24 00500823 2018 1886 HR P BUTTON 98 04 06 79143218 1008 MISS B STACEY 10 30 12 68218429 1009 HR B MANNS 48 36 31 34216924 1016 BAHANARI 38 94 77 00508853 1012 MISS A NOYES 95 03 46 84951342 1023 MR SJ JAMESON 69 42 43 95162347 Net No orgdlts UE ignored EXAMPLE THIRD PARTY PAYMENT PENSION oredit 4 99 99 99 12345678 1 PENSION MOOREPAY Total credits 48265 42 Processed 28 09 06 18 NOBACS Actioned These credits haue not been sent to BACS tt WARNING i EMPLOYEE RECORD CARDS selected from THE MASTER FILE The employee record card is a fully detailed report of an individual s master file status In addition to the personal details and rates input the
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