Home

P11D Organiser User Manual

1. P11D P11D Organiser 2009 1 1 Manual Personal Audit Systems Ltd PAS Lidi Enterprise House Manchester Science Park Pencrott Way Manchester M15 65 0845 257 7113 0161 232 99710 pi Idorganiser co uk Personal Audit Systems Ltd 2009 Personal Audit Systems Ltd All rights reserved The Personal Audit Systems logo is a trademark of Personal Audit Systems Ltd registered in the U K P11D Organiser and the P11D Organiser logo are trademarks of Personal Audit Systems Ltd registered in the U K Because Personal Audit Systems frequently releases new versions and updates to its software images shown in this book may be slightly different from what you see on your screen Table of Contents E INTRODUCTION lt lt iii 18 Lal GENERA A A ac bie os io E A eas Boks Doe aca 18 12 WHATS NEW BN THIS VERSION erene A aii 18 1 3 TECHNICAL SPECIFICATIONS MINIMUM REQUIREMENTS csccsccsscsscsccscescescesccsscascescesses 18 1 4 EEGISTATIVE CHANGES dad Gules AS A SR RO 20 LS ISTE Ss A EE SA os 20 1 6 EE IES RI ER AS AA A Ia 21 1 6 1 OUT ad 21 1 6 2 PHD OOC E E Tar ROR Ie a 21 1 6 3 FUNCIONA A ea T ENEA 21 1 6 4 LA LS a A N Pree een te eee yar a E 21 2 UPDATING YOUR PIID SOFTWARE TO VERSION 2009 1 1 ccccsceees 22 2 1 UPDATE AS EOCALINS TA RELATION ereronde r iia 22 2 2 UPDATING A LOCAL INSTALLATION ti a aris 22 2 3 UPDATE A NETWORKED INSTALLATION siria gaara 26 3 NEW INSTALLATION INSTRUCTIONS
2. You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 11 5 When should produce this report This form should be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 20 12 Employee Reports P9D Facsimile 20 12 1 What is the P9D Facsimile Report This report produces a HMRC approved P9D facsimile that can be submitted to the Inland Revenue and also sent to employees 20 12 2 Why should use this report This report should be used to report an employee s P9D benefits and expenses to HMRC You should only use this report if you are not submitting your P9D information to HMRC electronically i e via FBI This form can be printed onto regular A4 paper and once printed is ready to send 20 12 3 Should give the employee a copy of this report to review This form should be used to report each employee s P9D benefits and expenses at the end of the Tax Year to HMRC A copy of this report can also be supplied to the employee however we recommend that you use the P9D Benefits Statement report instead as this provides more detailed employee related information 175 Employees who have left the company should be provided with a copy of their POD Facsimil
3. 120 13 9 Privately Owned Car Mileage P11D Field code Type Field Pre Format Length Mileage from Date Ban Imel Compulsor dd mm Business Mileage MILEAGE Mileage Rate MILESRATE Compulsor o T optional NI Number key fea Addition notes nores character 30 Optional Private Mileage privaTe numere 10 Optional Registration Number _ R_NUMBER Character 10 keyfield E Mileage to Date da mn 13 10 Mileage Allowance Rate 1 1 9 available P11D Field code Type Field Pre Format Length Mileage from Date rrom Date 8 compuisoy dd mm yyyy _ Business Mileage mLEAGE Numeric 10 compulsory Mileage gate mLesRATE numeric 1 Optional Ni numser Character 10 keyfield NI Number 10 Addition notes moTes character 30 Optional Payroll Number payroLL character 20 keyfield Private Mileage priVATe numere 10 Optional Registration Number_ R_ NUMBER Character 10 Keyfield Mileage to Date ro bate 8 compuisoy dd mmyyyy 121 13 11 Section A Assets Transferred P11D Field code Type Field Pre Format TR th Value Of Benefit CASHEQV Ca SN Benefit Date DATE en E E ny dy mms Description of Benefit DESCRIPTIO Character 50 Compulsory Amount Made Good mADEGOOD Numeric 10 optional Ninumber wi number character 10 keynes ___ Additional description nores Character 30 Optional Payroll Number pawrott Characte
4. Fig 5 Installation Search Options If you are unsure of where your installation in located you can use the Search NETWORK Drive option Please wait while Setup searches your network drive s for installations of P11D Organiser 5C Searching for Existing Installations LD Dirganiver PARE xj Search Por Eietimg PID Organiser Inetailations i LL Q Z Si g O a m qm o Manual aweh los P10 Cigariser soften P Seach local HD bee PITO Digare soitvenre O Seach METRE foo PAID Ongenicen role Vou Can chietee moti install P11 Crganisar YYTE by clicking Cancel bo eni Setup a e Fig 5 Installation Search Options Alternatively if you know where your software is located you can select the Manual Search option to specify the location of the installation that you want to update 5B Searching for Existing Installations a fhebeched inethallalions Setup has detected your exdsicing talla ios ER Sebect a detected mia fron the dopado FEMORIGINAL APPS DO ciel et AAOAIGINAL APPS PT IDDIO PB ORIGINAL APRS FA TOTANA NONE paa hr TOU can choose no bo install F110 Organiser Yr YY D Err clicking Cancel lo el Setup es CE _ toes P11D Fig 6 Select Network Install to Update Once Setup has finished searching you will need to specify which installation you wish to update by selecting the appropriate installation from the drop down menu Now proceed to step 6 6 The Sel
5. lt lt gt gt J O N daysabsent Days absent from PAYE Employee details department Employees Department director Director Indicator Employee details dob Date of Birth Employee details doc Date of Commencement Employee details dol Date of Leaving Employee details l email e mail address Employee details exempt Exempt from Class 1A Employee details Facsimile Reportable Status of Employee P11D P9D fax Facsimile number Employee details 4 O 00 from Benefit available FROM date fuel Vehicle Fuel Type improvemen Value of Improvements Living accommodation intpayable Value of Interest Paid Loans intrate Interest Rate Loans j Value of Section J Benefit k Value of Section K Benefit Value of Section L Benefit lastyear lt lt gt gt ledgercode Value of Leger code link Unique System ID lt lt gt gt location Employees Location m Value of Section M Benefit madegood Value of employee made good contribution marketval Market Value maximum Maximum Balance Loans J O do maxval method mileage mileband milesb milesp milesrate milest milesupto miras mobile modified n name netexempt ni_ number notes notes Notused Oldcar oldcode oldvan Opening otherexp plld plld year p46 year p46band p46car p46fuel Maximum Balance Value Loans lt lt gt gt Mileage Value Mileage Band Business Mileage Private Mileage Mileage Ra
6. 7 The Amyuni PDF Driver Screen 8 The Start I nstallation Screen appears appears a farra POF Driver a PLD thypaniger VV xj Ana POF Printer Dr beer id Start instalacion The P1160 Organistr oe you bo create You art new made do install P11 Organise PVA P110 Foams and oh r dotiunants in POF formal Press the Ned button to begin the installation or the Back butir bo nein your anta bon pitii A This allies uzers to distribide F110 forme lo amploya s wa Email You can choose mot lo install PID Organiser Y E fy clicking Cambal t at Satu These fealures reguiro fe inslallation of a a P Sind party printer div n Witold ved like Setup to install the POF Drier for yout YE fies install ike POF Greet Mp do rot natal the POF Drives i Back Cancel i Back TE Cancel P11DORGANISER P11DORGAN I Fig 8 Amyuni PDF Driver Fig 9 Start Installation Check the Yes install the PDF Driver Click the Next button tab and click the Next button 9 The Finish Installation Screen 10 You are returned to the CD appears Browser Menu PIO Drganierr VIVA STA EQNTAET ES Metalin competed A A Ea vitae Let P110 Organiser put an end to your P4110 nightmare rece the Frith bution Bo si thes nalala Lerechpeol i nerhipi wi piyul HR ind Fieri departments PUI Grgeankeer bow beer E fading Hectrenie mokaha do comple PURA bad Beetle here eee CT PASA 50 chest reten rate shows PD pariser do Be brated by peery loa of am
7. Displays the total number of all records contained in the import 14 5 6 Replace This option will allow you to replace all existing records for the selected import routine For example check the box to REPLACE all existing benefits expenses entries for the selected P11D Section with the entries contained in the import source file NOTE 1 This check box feature is only enabled during certain benefit import routines 136 2 Only benefits and expenses entries for the employees included in the import file will be replaced 3 Leaving the check box UN checked will ADD the imported data to any existing benefit entries for the P11D Section selected 14 5 7 Recycle Records Recycle option will re use records that were previously marked for deletion 14 5 8 Recalculate P11D Status Check this box to force the system to recalculate the P11D or P9D reportable Status after importing data Perform the 8500 test 14 5 9 Backup Data Select the check box to perform a backup of all the system data prior to committing the data so that you can elect to restore the data to its previous position if required 14 5 10 Finish Select to finish the import routine and perform the data import 14 5 11 Back Select to return to the previous stage of the import wizard Note that the data displayed in the previous screen will contain the records AFTER the system validation has been run 14 5 12 Help Click to displays the system s co
8. In all instances a PRINTED P11D b form MUST be sent to HMRC as this supersedes the online submission and also contains all adjustments that cannot be processed by the Government Gateway To run the end of year FBI routines you have to go to the Tools Menu amp select Year End then EOY Filing by Internet FBI option To run the in year P46 car FBI routines you have to go to the Tools Menu amp select the P46 car Filing by Internet FBI option 247 PAYE Ref Select the PAYE ref for the company you wish to submit details for Employers Name Choose the Employer you wish to submit details for here Live Submission Test Submission VSIPS Choose the type of submission you wish to prepare here Email Address You have to enter a valid return Email address here at which you will receive communications from the Government Gateway Email PDF check box Ticking this checkbox will email the P11D b PDF for EOY FBI and P46 Car for P46 Car FBI Resubmit P46 car only Ticking this will resubmit P46 car data if the original submission failed STATUS This box displays The current status of any submissions being made to the Government Gateway The messages here state whether a communication has been successfully issued amp received amp whether it has been processed by HMRC NB if you receive a message stating Failed User Credentials this means that at least one of the following three fields contains invalid data PAYE Ref
9. MILEAGE numere 10 Optional NI Number Ni NuMBER Character 10 Key field _ Pse mesg cans pesano murere L a teta O Key field Private Use PRIVATEUSE Numeric Optional Contribution Registration R_ NUMBER Character Key field Number Available to Date dd mm yyyy 119 13 7 Cars and Car Fuel Pool Cars P11D Field code Type Field Pre Format Length xo options 10 Optional Fleet Number FueErNO Character 15 optional Available from Date FROM Date 8 Compulsor optional Payment of Fuel Scale FUELSCALE Optional Charge Business Mileage MILEAGE Numeric 10 Optional NI Number mi NuMBER Character 10 keyfield P46 Mileage Band passano Numere 1 Redundant Character Keyfield Private Use PRIVATEUSE a ol Contribution Registration R_ NUMBER Character EXC Number le Available to Date Compulsory dd mmyyyy 13 8 Company Car Mileage P11D Field code Type Field Pre Format Length Mileage from Date FROM Date 8 compuisoy dd mm yyyy _ Business Mileage MILEAGE Numeric 10 Compulsory Mileage Rate __ inesrate Numeric 1 optional NI Number Character 10 keyfield Payroll Number PAYROtL Character 20 Keyfield Private Mileage privare Numeric 10 optional Character 10 Keyfield Mileage to Date ro pae 8 compuisoy dd mmyyyy NI NUMBER 10 Addition notes NOTES Character 30 Optional 2
10. ccscccocccscscccscccsccscccscccscccscccsccees 29 3 1 PERFORM A NEW LOCAL INSTALLATION LOCAL cooccccnccnnnocnnonccnnncnnonacnnnnccncncononacnnnnccnanconanooos 29 a2 PERFORM A NEW LOCAL INSTALLATION SERVER sccccsseccsecceseccesecccesccceseceeneceeeeceeeneeeaneces 32 3 3 CONNECT A WORKSTATION TO A NETWORKED INSTALLATION ccccccsssccessccesscseescseensseenees 34 4 SOFTWARE REGISTRATION c cccccccsccscccccsccssccccccecsccccccccscccsccccsccssccecscccses 37 4 1 WHY DOI NEED TO REGISTER MY SOFTWARE cccccsecccecccscseseceeeccensseneceeeceeecseseseeeseenceeseees 3 4 2 QUESTIONS ABOUT SOFTWARE REGISTRATION ccccssccceseccesecceneccescccesecceeceeeceeenceeeneceeneess 37 4 3 REGISTERING YOUR SOFTWARE 38 4 4 REGISTERING YOUR SOFTWARE ELECTRONICALLY ADVANCED FUNCTIONALITY 005 41 4 4 1 PASS WOTA A A oh at Meecha cach ate Otter ah ts 43 5 CONNECT TO PAYROLL SY STEM Sai iii iii 44 Sl WHATIS CONNECT TO A O aia 44 5 2 WHY WOULD L NEED THIS FUNCTION eane a e a 44 5 3 WHICHPAYROLE SYSTEMS CAN TUSE arra a E 44 5 4 USING CONNECT TO PARO EL a E 45 5 5 UPDATING INFORMATION aee EA AEE 49 5 6 REVEASEPAY RO Eora E EN 53 Dl RECALL DELETED EMPLOYEE S a 54 6 GETTING STARTED 0 ii 57 6 1 SYS TENG CS att ostia 57 6 1 1 TINA AA A AE ECE E E EE TE 57 6 1 2 POSS OT E E TE A ATA IRIS 37 6 1 3 ODT BEEE NENET AS TEE AEE NASE AEE EE E E TE A EAE E EA A TET E E TE 57 6 1 4 A EE EE sre EEA A E TE NEE A A A E AE EN E 58
11. i Foe b gat Setup nd clost ary program you PE 7 e nave manning Click Mew to continue with the Setup Dipley Settinge Resolution 1280K 1024 program WARNING This program is protected by copyright law Conmecthity Emak Microsof Outook and m matonal Lents Brinda LE 5 51 Unauthorized reproduction ds distbibuban of this P11DORGANIS Ar gr nk r ar porton f i e ne in ewe Civil and crirr nal penalties and will be prosecuted bo the mr daban por bon urcdor Maret Jer Sob illuna Sezcunt Type Administrator Y zZ lt Dr O ao T T aL Fig 1 Welcome Fig 2 System Information Review the information and click the Click the Next button Next button 30 3 The Licence Agreement Screen appears PIO Dingamnhorr VEY PERSONAL AUDIT SYSTEMS LTD SOFTWARE SUPPLY AND LICENCE SOFTWARE SUPPORT SERVICES EE EE eS SEEE e AAA eee IE Accept itende agreement i Decis boence speran e i co Fig 3 Licence Agreement Check the Accept tab and click the Next button 5 The Select Destination Directory Screen appears a PD fhiypanieer VV Select Destination directory Sup will sh PVD Srganiser Yr in the Bolling fonder TO nesta iio de Genet toler ck Anta ard eee another folder Manaally speciy install danectory Destination Folder Cros File PITO Dyas tos ems Fig 7 Select Destination Directory Specify the path for the installation and then click the Next button 4 The
12. 06 04 2006 01 01 2008 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 EZ AA End Review i NE 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 01 08 2006 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 05 04 2007 01 01 2003 REG wT 23 06 2004 29 09 2004 29 09 2004 29 09 2004 06 03 2006 28 03 2006 28 03 2006 27 01 2006 30 03 2005 01 08 2006 01 11 2004 01 11 2004 19 01 2005 27 09 2004 27 06 2003 31 10 2003 14 11 2003 1411 2 2005 08 07 2004 01 01 2008 01 03 2004 25 06 2004 aH R_NUMBER TERE 3 TUD DOODOODOODOODOOOOOXxmDDD Sal CO2MISS DUPL1 DUPL1 FUELWY CC99999 C0210 CO2NEG CO29999 OLDOO1 NEVWO01 SAME1 SAME1 FROMDATE PRICEMISS PRICNEG PRICE99 PRICE1 PRIUSE2 PRIUSE1 REGDATE1 REGDATE2 REGDATE3 TODATE 0 ooocc cc coc cco coco CoCo oO o 10000 1000 1997 1560 1560 1560 99999 1910 1910 1910 1910 1910 2497 2497 1997 1560 1997 1997 2993 1977 1560 1600 1560 1999 1560 8000 8600 8700 9100 10900 10300 10200 9000 11200 11200 11300 11300 8300 8100 9900 9800 8800 11100 11000 8200 8900 3000 8400 Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes No Yes Yes No No No No No No No No No No No
13. 8 H i Cancel Fig 1 Select Payroll Product Step 2 We now need to specify the location of the Payroll Product that you wish to connect to Click on the X icon next to the System Folder field This will load a Windows Browse dialogue screen See Fig 2 below Using the Browse dialogue screen you should navigate to the location of the corresponding Signature File for the Payroll Product that you wish to connect to See Table 1 below Safe Elite Payroll E x MAGIC INT Usr mga 23 Photos Reports 44 0 Shortcuts Static Data Temp Templates User Documentation EE win mo Components H Fig 2 Windows Browse Dialogue Screen Once you are satisfied with the selected path click the OK button 46 Payroll Product Signature File Located In Safe Elite Payroll MAGIC INI SAFE LIVE WIN USR MG9 Pegasus Opera Payroll SEQCO DBF OPERA SYSTEM Table 1 Signature Files Step 3 Now you can confirm that you have selected the appropriate Payroll Product in the Connect To field and you have the correct path in the System Folder field XA Connect to other systems System Folder SASAFEWLIVEWINIUSR WGSL i Please selecta recognised system from the Connect To list above and press Ok to continue Ok Help Cancel Fig 3 Select Payroll Product Once you are satisfied you should click the OK button to proceed
14. PDF version of the any of the selected reports Having then saved to file the reports can be sent as e mail attachments archived stored or Burnt to a CDR 160 20 6 E mail The P11D Organiser is designed to interact with Microsoft Outlook Outlook Express Lotus Notes amp Vines e mail systems and will logon to the users email profile and send the chosen report to the users outbox The Reports Wizard will generate a Portable Document Format Adobe PDF version of the selected report by installing a printer driver to perform this function Note full administrator access must be granted to the person carrying out this function The system will send e mails to the addresses contained in the employee records for the selected employees If the employee record does not contain a valid e mail address the system will by default send the e mail to the address set up as the e mail administrator in the Employers record 20 6 1 NOTES Button e mail text The system allows you to create the body of text for the out going e mails created by the system using the NOTES option To add the e mail body text select Email in the Report to tab click the NOTES button and enter your email text into the Notes box Fig 20 below or import a text file using the Import standard text option 5 The Flintshire Brewery P11D b Class14 NIC summary by P11D section 2008 2009 f Printer Email acidulous allemande anademed argute asseveration barr
15. Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Refer to the file the system has created in the ERR folder to satisfy yourself that the entry was a complete duplicate If so no further steps are necessary as the system should only create 1 record per valid employee 100 12 6 Validation Company Car Details Import Below is a table that helps to explain the pop up validation windows that may be displayed during a Company Car Details Import Validation CO2 Value Invalid Pop up Company Car Details PAS LTD DATA Window ee 3 records with invalid 2002 values Do you wank to remove all these records Y Validation The value contained in the import file has a value that would result in Issue miscalculation Validation Dependant on the car s fuel type Registered date must be equal to or greater Parameters than 01 01 1998 Vehicle Co2 value must be within the range of 1 to 9999 and must not contain a negative value Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the CO2 value to the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Validation List Price Invalid Pop up Company Car Details PAS LTD DATA Window 2 3 records with invalid PRICE values Do you wank to remove all these records Y Ye
16. Sender ID Password Check amp correct any mistakes then attempt to submit again Sender ID Enter your Government Gateway sender ID here Password Enter your Government Gateway password here Polling Attempts Choose the number of attempts you wish the software to make to attempt to deliver your submission The default is 50 lt Submit gt Click this button to submit you electronic communication 248 lt HMRC gt Click this button to test the connection to the gateway lt Help gt Click here to get Help on this screen lt Cancel gt Click here to cancel out of this screen 21 1 Electronic Submission of P11D s p EP OYE Electronig Communication EEC 9 of i See Ref po Mama a ee oo7ono22 iw O Company 1 Folder into which volumes willbe generated ss FROM CO 004P11DEEC12008 2009 a Status Test EEC Submission Ref 00700022 successfully generated 09 022009 12 23 59 Phl Warning blank or invalid MIMO s 48 from 83 or 57 03 Warning 1 employees excluded from a total of 84 A Assets transferred cars property goods or other assets D Living accommodation 3 IF Cars and car fuel 20 G Vans 54 H Interest free and low interest loans K Services supplied 65 Fi la elua l ad Lla a 2 2 ln la slim Lookup MJE Copy Cancel The P11D Organiser provides a facility to report P11D information to the Inland Revenue using an Electronic Subm
17. The mileage details automatically feeds through to the company car calculations and also to the mileage allowance screen to ensure that the correct discounts are being applied By clicking onto the Input Mileage Icon from the Employee List screen you are taken to the mileage data entry screen if the selected employee has been set up with a Mileage Record A selection of car registration numbers of any cars that were available to the selected employee will be displayed together with the car description The availability of the vehicle to the selected employee is displayed together with the total business mileage that has been entered previously 70 The period of the mileage input can be defined e All Tax Year e Monthly a Pop up month selector box will appear e g May 2004 e User Defined Select and key in a From and To date range e g 1st Quarter Note The Reports screen has been modified so that periodic reports of absent or entered business mileage can be run for a user defined date range to support this mileage functionality 6 7 11 nstructions for I nputting Mileage details manually By clicking onto the Input Mileage Icon on the Find Screen you are presented with all employees who are in receipt of a company car and or mileage reimbursement in their privately owned car If the Input Mileage icon is clicked again the following screen appears Details can be input easily here To go to the next employee press the Pa
18. amp finally clicking on this add button 8 1 9 Remove Icon You can remove from the Active Lookup by selecting a different criteria and clicking the Active Lookup Checkbox above amp finally clicking on this Remove button 8 1 10 Print Icon Takes you to the Reports Wizard 78 8 1 11 lt Find gt Button This button initiates a Find only when search criteria has been entered If there is no Search Criteria then this button remains disabled 8 1 12 lt New gt Button If you cannot find an employee in the system you can add a new employee record to the selected employer by clicking on this button 8 1 13 lt Help gt Button Opens up the relevant context sensitive Help page 8 1 14 lt Exit gt Button By clicking on this you can Log Off the System 8 1 15 Groups of Staff By creating a common handle in the employee s notes pad e g BUPA T amp S as a handle for an employee with medical benefit for employee amp spouse employee s can be catalogued constructively so that the initial setup of common benefits can be applied in a single entry Thereafter the benefits are carried forward automatically into the next tax year 8 2 Setup Filter Set Up Filter Setup Filter More Options Benefit Sections f All employees with a date of leaving C Al employees with a date of commencement C All live employees within the current tax year C All employees WITH benefits and expenses Es C All employees WITHOUT benefits and expen
19. enabling you to create your own reports using external software such as MS Excel 198 20 30 5 Is there any other information need to know about this report A P46 car Report is required in any of the following circumstances e Car is provided for the first time e Existing car is replaced e Employee is provided with a second car e Car is withdrawn e Employee becomes a director or begins to earn 8 500 or more per annum When entering company car details the default system setting as Print P46 car when required should remain unless a car was first allocated on 6th April or was withdrawn on 5th April In these unusual circumstances manual settings must be adopted and a selection made from the drop down Reason for p46 car setting within the Car details screen The only other occasions when manual settings are necessary are when an employee becomes a director or starts earning at the rate of 8 500 inclusive of benefits and expenses Of course any of these changes should be recorded as and when they occur and these will be automatically tagged and reported by the system Once a P46 car form is printed the system knows not to print the same activity in a future quarter In certain circumstances you may need to obtain a copy of a P46 car that has already been printed In these situations you will have to run the P46 car REPRINT from the dropdown of available reports found under the Periodic Reports Tab of the Reports
20. 13 3 Should give the employee a copy of this report to review 176 Benefit statements can be delivered to employees in advance of the July HMRC deadline providing them with an opportunity to report back any errors or changes that need to be made prior to the final copy being created and delivered Employees who have left the company should be provided with a copy of their P11D Facsimile report or benefit statement for their records 20 13 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 13 5 When should produce this report This form should be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 20 14 Employee Reports Taxable Benefits Statement 20 14 1 What is the Taxable Benefits Statement This system produces a taxable benefit statement for employees this report only contains details of benefits amp expenses that have a taxable value to be reported to HMRC The Taxable benefit statement is produced as an alternative to the P11D facsimile and can be customised to use your company logo User defined text can also be included to pre fac
21. 2006 05 04 2007 138 06 04 2006 05 04 2007 159 06 04 2006 05 04 2007 148 06 04 2006 05 04 2007 147 06 04 2006 05 04 2007 147 06 04 2006 05 04 2007 REGISTERED FUEL DATE 13 07 2004 L 20 07 2004 L 04 03 2005 D 13 11 2003 D 10 09 2003 D 22 06 2004 L 23 09 2004 L 11 02 2005 L 22 07 2004 L 19 07 2004 L 27 05 2005 L 31 12 2005 L 01 10 2003 D 15 03 2004 D 18 05 2005 L 27 11 2003 D 29 06 2005 L 18 09 2003 D 29 10 2003 D 23 09 2003 D ES Microsoft Excel CO TYPE PRIVATELCC USE 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 lt 1560 1560 2720 1997 1997 1997 1997 1560 1997 1560 1910 1560 2685 1997 1560 1997 1910 1997 1997 1997 CAPITAL FUEL FUEL CONTR CHARGE REPAY DO Yes No O Yes No O Yes No D Yes No 0 Yes No O Yes No D Yes No D Yes No DO Yes No DO Yes No D Yes No D Yes No O Yes No D Yes No O Yes No DO Yes No D Yes No D Yes No DO Yes No D Yes No comments to the right 14 Import Wizard Screen Shots Each of the systems import wizard screens are designed to make the import 127 process simple to follow However there are a number of options and buttons available on each of the wizard screens By placing your mouse over the buttons displayed on these screens the system will display the buttons tool tip text The following screen shots will explain all the import wizard features and buttons 14 1 Import Wizard Screen Shot 1 A Import Wizard C PROGR
22. 2009 P11D Facsimile Part 2008 200 P11D Benefits Statement 2008 2009 Taxable Benefits Statement 2008 2009 Employees Part 5 ITEP42003 expenses claim form 2008 2009 Employees ITEPA42003 business mileage comparison 2008 2009 P46 Car 2008 2009 Employees Busin statement 2008 2009 Reportto Screen Printer File Email Microsoft Outlook Help Cancel OR from the Employer Level where the full gamut of Employer Benefits Periodic Fleet Employee are available 148 5 DELL3100cn 00000 Employer Dumby Company 2 Taxyear 2008 2009 P11D b Employer s Declaration 2008 2009 P11D b Class1A NIC summary by P11D section 2008 2009 Benefits P110 b Class14 NIC summary by costcentre 2006 2009 P11D b Class14 NIC summary by employee 2008 2009 Periodic List employees with all associated details 2008 2009 List employees with P11D sections applied 2008 2009 List employees with Taxable Values 2006 2009 List all employers 2008 2009 Benefits amp expenses distribution report 2008 2009 Reportto Screen C Printer File C Email microsoft Outlook Frinter Options Notes Help Cancel f Employer l Fleet C Employee Further Options are available when you click the OPTIONS button DELL3 100cn 00000 Employer Dummy Company 2 Taxyear 2008 2009 Report Scope nloyer Tis 01 This Employer Everybody Order by Surname ForeName NI_number Printto DELL3100cn 00000 lt Re
23. 28 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 28 4 How can produce this report This report will generally be Blank and display a pop up window to confirm that there are no validation issues see fig Exclusive use employee below Reports wizard 1235 of 10000 PRINTSERVE HP LASERJET 4000 SERIES PCL 6 Company car NONE exclusive use by employee 2006 2007 Report is BLANK Fig Exclusive use employee 195 20 28 5 When should produce this report This report should be run as a maintenance tool periodically to ensure that car allocations are valid This form can be produced at any time and is not a mandatory form 20 29 Periodic Reports P46 Car 20 29 1 What is the P46 Car The P11D Organiser generates an HMRC approved P46 car facsimile that can be printed and sent to the HMRC to report mid year changes to employees company car details 20 29 2 Why should use this report The system automatically generates an HMRC approved P46 car facsimile at any interval that you select when generated as a Periodic Report see also Employees reports P46 car 20 29 3 Should give the employee a copy of this report to review The P46 car report is not intended or generally used as a report to be delivered to employees it is primarily for reporting mid year company car changes to the HMRC 20 29 4 How can
24. 4 How can I produce this report ooooccccnncnnnnonnccnnnnnnnnnnnnnnnnonnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnanoss 19 20 25 5 When exported to a spreadsheet what fields of data will be available for me to use 19 20 25 6 When should I produce this report iii a aiii 191 20 26 FLEET REPORTS COMPANY CAR PRIVATE FUEL BENEFIT BY EMPLOYEE ooooococcconcconncnnnos 192 20 26 1 What is the Company car private fuel benefit by employee ooon 192 20 26 2 Whys hond E use TUS FED OTA 7 A A Os 192 20 26 3 Should I give the employee a copy of this report tO TevieW oooonnnccnnnnnnnnnnnnnnnnnnnnnss 192 11 20 26 4 How can I produce this Teport cccccccccccsssecccccccccceccaeseseeceeeeaaeeesececeeeeaaaesseeceeessaaaeeeees 192 20 26 5 When exported to a spreadsheet what fields of data will be available for me to use 192 20 26 6 When should I produce this report oooooconoannnnnnnnnnnnnnnnononnnnnnnnnnnornnnnnnnnonannnnnnnnnnnnnos 193 20 27 FLEET REPORTS COMPANY CAR NONE EXCLUSIVE USE BY VEHICLE 193 20 27 1 What is the Company car NONE exclusive use by vehicle occccccccccccsssssscccceeeeneeeseees 193 20 27 2 Whys hontd TUSE TUS TEDO ra r E EE EE E RAEE T EN 193 20 27 3 Should I give the employee a copy of this report tO TevieW oooonnnccnnnnnnnnnnnnnnnonnnnss 193 20 27 4 How cantproduce Mis ept ruse A A ETN 193 20273 When should T produce his report arisini a 194 20 28 FLEET REPORTS COMPANY CAR NONE EXCLUSIVE USE BY EMPLOYEE
25. 6 1 5 ENANA al te ETE AASE TEE A E ea tei aaa hen anes ena AE cea 58 6 2 ADD EDIT EMPLOYER Scola 58 6 2 1 PION Ci ieee tas ence oan eee A O 58 6 2 2 POD e A sate eit on RA 38 6 2 3 PAM o es e eee ease 38 6 2 4 Accounts Office RE CMC lt A 59 6 2 5 SS OR E oe 59 6 2 6 NO A AONA AASI E AAS AAAI NN 59 6 2 7 T A AEAEE EAE AE ERE a 59 6 2 8 PA tects hca2 estat cadets tht deat II cee EA 59 6 2 9 Submission reference Scheme Number oocoocooonocoaancncnnnnnonnnanononnnnnnnononcnnnnnnnnnnanancnnnnnnnnnns 59 O2 10 Commercial Lending Stats nrerin as 59 OZA TAO PICEA CS S rir nae eA arate Gta ios e 59 EAN AS E sees store vednsccsnceh EEE E E EEEE 59 EL NOLES A AAA A caia 60 6 3 ADDED EMPLEO iia asias 60 6 3 1 A O O 60 6 3 2 LORCA AS AE ES ROS ESAS 61 6 3 3 AN 61 6 3 4 DECT O alee duit 61 6 3 5 italia 61 6 3 6 I A caudate O 61 6 3 7 Nattonal Insurance NUNO ET adi dias 61 6 3 8 PASOU Number uti 61 6 3 9 TUS A iaa 61 OSIO A ka seed nace A EAN AEE TS 61 Dll NOE AS 61 sD LOU ASS Tae hale ees tae aeons 62 CIS COST CONTE cd beseesds went yidd baliant A Oi 62 Ile LOCO SAA lane A saves 62 OID A Reaseencaca ad Oring ea 62 ODO REON please T eee A EA 62 OSA UERS T EE E N E E E A 62 DILO Dalel Mod EA oTe E T O IT 62 OII PID IDT MUCA EE ETE TO 62 DILO Benef S SN tasa 62 Orar PAC COP DAN NE 62 022 DUE DEN A mines E Race T Ns 62 PR Na TI A ee ea ee N 62 a RS as 63 O 7 A eR oP ee ere RE 63 03 20 MOD A ot EE ne Tra TE 63 ODT DIOB A di 63
26. 6 above the system will either display a pop up window to display the resulting records that will need to be removed to obey the validation rules see Fig 7 below or will proceed to the final Import wizard screen if no invalid records are found Employee details ADD UPDATE PAS Data Limited O y 2 records with blank PAYROLL values Go you want to remove all these records Fig 7 92 o Import Wizard STEP 5 The final part of the import process confirms the number of records the system is importing As demonstrated in Fig 8 below A Employee Details PAS LTD DATA a paula allasata pegas fura ee eri SE Fig 8 To finalise the import process and commit the data to the system click the Finish button and the system will confirm the final number of records imported in a pop up window Click YES to the pop up window see Fig 9 below and the import process will have been carried out successfully The resulting number of records will be added updated in the system e O eet es gt Fak perm go ww EA a een ee ni Bt Fig 9 93 12 Importing Advanced Functionality 12 1 Validation of data Colour Coding During the import process the system runs a series of validation rules to ensure that the data imported into the system is in a valid form and as accurate as possible A number of error messages may be displayed to point out any irregularities in the source data The majority of potential problem
27. 8 P11D Icon Takes you to the Employees Benefit Summary Screen 16 5 9 Expenses Claim Screen Takes you to the Part 5 ITEPA 2003 Expenses Claim Screen 16 5 10 Print Icon Takes you to the Reports Wizard Notes Icon Allows you to record Employee Notes for this employee 16 5 11 Employee Details Takes you to the View Employee Details Screen 16 5 12 Employer Details Takes you to the current Employer s Details 16 6 Special features for certain benefit areas 16 6 1 Assigning Medical Health Benefit You can use the system to automatically apportion Medical Health premiums paid to fall into line with the date your annual premiums are paid If you enter the date your policy is renewed the system apportions the benefit applicable for he tax year When you merge data from one year to the next an entry appears for each employee in receipt of Medical Health Benefit for the remainder of the period in the new tax year until the renewal date 16 6 2 Assigning Living Accommodation The system recognises if two or more employees share the same accommodation provided by the employer The taxable benefit is automatically apportioned between the number of employees and the dates when the accommodation is shared 16 6 3 Assigning Services Supplied Similar to assigning Medical Health premiums this section can also be used to apportion the date a service is made available to an employee to fall into line with the number of days ina tax year 1
28. B Payments made on behalf of the employee 20 41 1 What is the Section B Payments made on behalf of the employee e The P11D Organiser provides reports on all benefits by P11D section within the system 20 41 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 41 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 41 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 41 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company 213 taxref surname forename title ni_number payroll Initials id 2 page id 4 descriptio date notes casheqv madegood taxable classta dispense p9dvalue 20 41 6 When should produce this re
29. Checking System hiomaan R dp nig 0 5 Windows 23000 Huti 11985 ESA Semice Pack Samice Pack d Diplay Senings Resolution 1280 X 1074 GANISE J 1 i Conmecihvaty Emak Mieros 0f Outiook Browder LE Es B P11D Weer Somaikluna Secount Type Administrator i Back Newt gt E Cancel Fig 2 System Information Review the information and click the Next button 4 The Installation Options Screen appears APIO Dingamhorr VEY PD Organiser installation pions R Pieade tell the Setup program which bask you wish do narinn Twiki Mos Ba 7 Perko area rita FF Upata my eating inal Connect this computer boan exiting nebwork installation Ppa my maniing inefallation This installation will update the sodware version of your P10 Organiser installation This installation GHA NOE MAQUI BOminietaies nights JRGANISE B P11D YOU tan choose notio install F110 Organiser rra ly Chcking Cancel lo exit Setup ems oe A Fig 4 Installation Options Check the Update my existing Installation tab and click the Next button 2 5A Searching for Existing Installations PLD firganiscr YY 9B ES Search Por Existing P110 Organiser Installation Or LU S P11DORGANIS C Manual Seach oe PTI Digariser softens Search local HD bor PUTO Digan alivaa Beach NETWORK for PID Organiser pofa Vou Can choose h tt instal P11 Crganisar Yo 8 brclicking Cancel bo eit Setup 2 ee ema
30. E id 132 14 53 10 TODO PEU O BUTTON AN A A a 132 14 3 11 revom Record BUON ai dit labs 132 14 3 12 IN OX IR CCOTO DITION uini ea a a a 132 14 3 13 Reconfigure Target Field Name Button coccoooooonnnncnnnnnnnnnonoconnnnononanacnnnnnnnonanonos 132 14 3 14 NEBU OT ata a E AEE 132 14 3 15 BACA BIO start tit er abocicd cacas 132 14 3 16 ICI DUO AAA E E E AA ET AEN 132 14 3 17 Cancel Button as 132 144 IMPORT WIZARD SCREEN SHOT Alla 133 TAa RENA ie EE A binteiauadecceshanseniaeest 133 TEAL Record Counte orrea o E E A AE eas 133 14 4 3 A counter displaying the record position for the selected record in the file 133 LEAR Pala Table ds 133 FAAS Pelete Rec ora BUON aca 133 TRATO DAVE BUTON aaa 133 HEAT FOP Of FUG CBUUION areca cesar as 133 TEAS BOONE File Beas 134 TAO NOBUO zasscotts is ese oda 134 14 4 10 BIC BUTTON A Na 134 14 4 11 HEPBURN id 134 14 4 12 Ce BULON EE EA T EET aa 134 14 5 IMPORT WIZARD SCREENSHOT Sesimi oreet tcs 135 TAS A EMPLOYS NV A ia 135 MAS DO CAET O ri 135 Te A A A EEO 135 A PANTERA AA 135 y 2 Saks a O ene ere nS DE eI ee ee POR wR Re ene ee ne een eee 135 LAIO RPO AAA EA 135 TADS KENE INC COTES AA Racin ede eae ete Reeves 136 TADS Recalculate PIID Stalis tai 136 ASII BUP ii 136 14 5 10 a EAEE T NA EEE AI ESA I E T AE A A EANO A 136 14 5 11 DOC oe e e a A 136 14 5 12 TTT oE PEAASI E AA A TAN E I ES A ETE EA A A T N 136 14 5 13 E A 136 IS EXPORTING EMPLOYEE DETAILS cccccc
31. E or F 10 Optional relief TO Available to Date ro Date e compulsory laam 13 18 Section Private Medical Treatment or Insurance Information __ p110 Field code Type Field Inclusion Pre Format 124 ef O Description of Benefit DeScRIPTIO Character 50 compulsory Available from Date FROM Date 8 compulsoy dd mm yyyy Amount Made Good MADEGOOD Numeric 10 Optional Character 10 key fel Additional Description NOTES remar 1 Optional Ll Payroll Number PAYROLL key field Premium Paid Numeric Compulsor tenes NC E era ieee 13 19 Section K Services Supplied P11D Field code Type Field Pre Format Length iption of Benefit DESCRIPTIO Character er rra INTO EE ee ae Amount Made Good MADEGOOD Numeric 10 optional AE E pe E gt E Additional Description Character una a Perros a rr MS Value of service Numeric 10 Compulsor Available to pate ro ome 8 compusoryddmmiyyy Days Unavailable in year unavainaste numeric 3 optional 13 20 Section M Other ltems information P11DFieldcodel Type Field inclusion Pre Format 125 ef O Value of benefit casHeQv Numeric 10 compulsory Benefit Date pare Date 8 compulsoy dd mm yyyy Description of Benefit DESCRIPTIO Character so Compulsory Amount Made Good MADEGOOD Numeric 10 Optional M1 number NI NUMBER character Key field Additional Description nores character 30 O
32. HMRC on form P11D inJuly this year Please check the details thoroughly and report back to myself or Fred Bloggs in the payroll department Extn 987 ONLY if you need to inform us of any changes that need to be made to the Tax able benefits contained in the attached benefits statement If we do not hear from you bythe 1 st of July it will be assumed that you agree with the benefit details amp taxable calculations on the attached form and these will then be reported to the HMRC in the companies formal P11D submission Any corrections or changes notified after this date will therefore need to be taken up with HMRC directly by yourself Y ours truly MissP A Roll Payroll Manager T 0161 111 2222 165 20 9 Exporting data Field Names Excel or CSV files can be created easily by exporting data using the system s reports wizard When exported the files include a header row to accompany the data This header row contains the system s field descriptions which will vary by the report produced Below is a summary of these descriptions together with a brief explanation Value of Section A Benefit o accessory Value of Accessories Company Car Details acomdation Value of Accommodation Actual Number of Actual days of benefit asset availability aditnichrg lt lt gt gt adj vat lt lt gt gt Adjcar lt lt gt gt Adjfuel lt lt gt gt Adjust lt lt gt gt adr_1 Employee Address Line 1 adr_2 Employee Address Lin
33. Help Cancel Fig 9 20 1 3 From amp To Checking the From button enables you to set a user defined start date to be applied to the periodic reports Simply make a selection from the resulting pop up calendar window as displayed below in Fig 10 this date will then be set as the From date for the chosen report Checking the To button enables you to set a user defined start date to be applied to the periodic reports Simply make a selection from the resulting pop up calendar window as displayed below in Fig 10 this date will then be set as the To date for the chosen report Tax Year 2006 2007 2 January 2007 1 4 5 11 12 15 16 19 22 25 26 29 CO Today 18 09 2006 KID Ok Cancel Fig 10 Tip When using the periodic reports for printed P46 car reports it is recommended that you select the All Tax Year option and let the system print the P46 car reports for all outstanding changes to be generated those that have not been printed previously You will not therefore need to apply a date range to the P46 car reports 153 as the system will only ever print the outstanding reports When prompted simply answer YES to the resulting Successfully Printed pop up window see Fig 11 below which will then re set the system p46 flags ready for any future changes only to be reported Data Folder R P11D 2006NEW DATA Tax Year 2006 2007 2 Do vou want to mark all P46 cari r
34. NS 172 20 11 EMPLOYEE REPORTS P11D FACSIMILE PART c ccsccsscsssssccessccesesneeeeseseeeeeneenees 173 20 11 1 What is the PIID Facsimile Part Report oooooonocannnccnnnnnnnnnnononononnnonananncnnnnnnnnnnnos 173 20 11 2 WHS SHOWED USCIS TODO sisas 173 20 11 3 Should I give the employee a copy of this report to TevieW oooonnnccnnnnnnnnnnnnnnnnnnnnnss 173 20 11 4 TIOW CON prod ce this TODO ica 173 20 11 5 When should I produce this report ooooooocoonnnnnnnnnnnnnnanononnnnnnnonnnanoncnnnnnnnnnnncnnnnnnnnos 174 20 17 EMPLOYEE REPORTS PO D FACSIMILE aida dadas 174 20 12 1 Whatis tie POD Facsuttle REPO aiostar E a 174 20 12 2 Wits SHOUT USC ISTEP asalta 174 20 12 3 Should I give the employee a copy Of this report tO review 174 20 12 4 How can produce HIS TED 175 20 12 5 When should I produce this TEDO lt A aves 175 20 13 EMPLOYEE REPORTS P11D BENEFITS STATEMENT cococcccoccconcnononnncnnnonnncnnononcnnannncnnncnns 175 20 13 1 Whatis the PIID Benefits Statement lrini ea ta 175 20 13 2 Why Should A USE TES FEDORA A NA da 175 20 13 3 Should I give the employee a copy of this report tO TevieW oooonnncccnnnnnnnnnnnnnnnnnnnnss 175 20 13 4 TFIOW CONT PVOGUCO THIS PEDO a AA 176 20 13 5 When should I produce USTED 176 20 14 EMPLOYEE REPORTS TAXABLE BENEFITS STATEMENT occcccccccnnnnnnonanananonononnnncccnoninonos 176 20 14 1 What is the Taxable Benefits Statement oooooccccconooooononononananonnnnnnnnnnnnnnnn non n
35. Name The system displays the Employer selected to import data against The browse binocular button can be used to select another employer to the one displayed 14 2 2 PAYE Ref The system displays the selected Employers PAYE Ref to import data against The browse binocular button can be used to select another PAYE Ref number to the one displayed 14 2 3 Source File Displays the file currently selected for use with the chosen import routine together with the file path Clicking the browse binocular button will display a window allowing you to view and change the path to the import source file 14 2 4 Import Routine Displays a selection of the available routines simply make a selection from the list to select the desired routine 14 2 5 Import Log Files See specific chapter Import Log and Error files for full details 14 2 6 Import Error Files See specific chapter Import Log and Error files for full details 130 14 2 7 Auto Process Checking this button will change the import process from the standard stage by stage wizard to an automated import process The system will attempt to make its own field matches to the source data when using the prescribed header row import only valid records and place invalid records in the system s ERR folder See specific chapter 14 2 8 Next Button Click to proceed to the next stage of the import routine 14 2 9 Back Button Returns to the previous stage
36. OO on cusp anaseaadseuuoebesenatancnenene 154 E A A 154 203 ORDER E Y OPTION AL rra iaa 155 20 REPORT TO oa identico ies crol 155 AUK O EL A REI OOOO E E EA NTT A eT meen my CTT eer ern Eee 155 a A nn o E o E E 155 A o e e o A 157 20 5 1 Employee Reports Individual File Output PDF oooooonnnnnnncnnnnnnnnnnnnnncnnnnnnnonaronnnnnnnnnos 158 20 5 2 Employee Reports Single File Output PDF ooonooccconnnaananccnnnnnnnnnonoconnnnnnnnonanoncnnnnnnnos 159 20 5 3 General Reports XLS Spreadsheet ooooncccnnnnnooonnnnccnnnnnnnnonncnnnnnnnnnnnnnnnnnnnnnnnonanacnnnnnnnnns 159 20 5 4 General Reports PDE ni 159 A O POE E E E E 160 20 0 1 NOTES Button e mail TON ice 160 20 7 PRINTER BUTTON sccccsescosscceccccccccsecceccecesccssccccceccscesscsecceccuccsscnecseceeccascrecsccssccacesecs 161 A E Folder DUON axe eth A a 161 20a OR DU AAA A A 161 DOS NOTES BUTTON Tiana cidade sees 162 ZIRE HE BUM ON tic 163 2002 AN SAA A 163 ZOOS DUDE Ce SMP TENT OPON A A A A dies 163 LOOSE USA COMPANY LODO NA A AAA AA A AS 164 20 97 EXPORTING DATA HIELDN AMES iii aiis 165 20 10 EMPLOYEE REPORTS P11D FACSIMILE Td 172 20 10 1 Whats the PIID Facsimile Report ad 172 20 10 2 WHY SHOUDL USES VOD ONL 7 reren Tenna id 172 20 10 3 Should I give the employee a copy Of this report tO Treview oooonccccnncnnnnnnnnnnnnnnnnno nos 172 20 10 4 How CONT PVOQuUce this report AAA AAA AS 172 20 10 5 When should I produce tts TEODORA a A
37. PAYE or notional salary to determine a P11D or P9d status for an employee 6 3 33 8 500 test Having entered the above employee information the system will automatically determine whether the employee has P11D or P9D status The system will only recognise P9D status if the selected employee has salary information entered against them Otherwise the system will automatically default to P11D status although this can be manually adjusted to P9D status if so desired See also Reportable Status Paragraph 18 1 64 6 4 Setting up the Employers benefits profile By clicking on the P11D icon from either the Employer s Benefit Profile Screen or the Employee s Benefit Profile Screen you have the option to setup your Standard Benefit Types amp descriptions Firstly choose the benefit section you wish to set up benefit types for You are then presented with the following screen cUl Set up benefits profile for this employer PERE LES reree do cars property goods or other asseta Payments made on behalf of the employee Youchers and credit cards Interest free and low interest loans Private medical treatment or insurance Services supplied Assets placed at the employee s disposal Other items A E E H I E L M N Expenses payments made to or on behalf of the employee Cancel This screen displays the benefit descriptions for the predefined benefit types shown in the Title Bar for each benefit section Benefit types
38. SECTION 229 20 55 1 What is the PIID b Class IA NIC summary by PIID section ooooooncaninnnnnnnnnnnnnno 229 20 55 2 Why SHOUT USCIS TOPOL Poh cic x EEEE a tna 229 20 55 3 Should I give the employee a copy of this report tO review 229 20 55 4 How CONT produce TTS TEDONT A A A AAA 229 20 55 5 When exported to a spreadsheet what fields of data will be available for me to use 230 20 55 6 Wihen shoula I produce IIIS TEO adi 230 20 56 EMPLOYER REPORTS P11D B CLASS 1A NIC SUMMARY BY COSTCENTRE 230 20 56 1 What is the PIID b Class IA NIC summary Dy costcentre coocoocccnnnnnnnnnnnnanacinnnnnnnos 230 20 56 2 Whysshould Luse this TOPOL is 230 20 56 3 Should I give the employee a copy of this report tO TevieW ooooonnnccnnnnnnnnnnnnnnnnnnnnnss 230 20 56 4 Howcanrd produce MUSLOS A 230 20 56 5 When exported to a spreadsheet what fields of data will be available for me to use 231 20 56 6 When should I produce tis TODO italia 231 20 57 EMPLOYER REPORTS P11D B CLASS 1A NIC SUMMARY BY EMPLOYEE 00 231 20 57 1 What is the PIID b Class IA NIC summary by employee cccccccccccssssseeeeseceeeeeneees 231 2057 2 Why Should I use this report cccccccccccccccssssesscecccccccsassseececcaaaansseeceeeessaaassssesceessaaanes 231 15 20 57 3 Should I give the employee a copy Of this report tO Teview ooooncccnnnncnnnnnnanocinnnnnn nos 232 20 57 4 How can I produce this Teport cccccccccccsssesccccccccccecae
39. Sebect Destination directory Star installation R Setup wi install FD Organiser VB in the obtain folder You art new made lo install P11 Organiser YTB Press the Ned button to begin the instalation or the To install inso a different folder click Browse and select Back Butlin ba nira your iniaa option another fodder You can choose not to install P110 Organicor YB By litking Cant l i st Setup Mana specify nda directory Creating Folder Pippeni 1100 mae Emi Cancel P11DORGANISE Fig 7 Select Destination Directory Fig 8 Start Installation Confirm or specify the path for the installation and then click the Next l button Click the Next button 7 The Finish Installation Screen 8 You are returned to the CD appears Browser Menu AE PLII Dingamnborr VEY Metalin Completed ER PO Cirpi cuca mitades Lot P110 Organiser put an end to your P110 nightmare Pees Ghee Pinathy butai pa deck thas nalala Tha PIDO Crgannar ih Bae cad pomo tarp to ee rar companys PIG rete on Ghee marki A A A Fieri departments PrO Geganteer hit boon E A copa ond Den irea aac tT PAGi WA diiit reno file he PLD Perpariser lo be rated by merra wira of pompa Trane tha ias SAGES in ee mps paid Pay Rae P11DORGANIS INSTALL NOW PLAY DEMONSTRATION HOW Fig 9 Finish Installation Fig 10 Exit CD Browser Click the Finish button Select the EXIT button on the bottom right corner of the CD Browser Menu
40. Wizard When using the Periodic reports tab for printed P46 car reports it is recommended that you select the All Tax Year option and let the system print the P46 car reports for all outstanding changes to be generated those that have not been printed previously You will not therefore need to apply a date range to the P46 car reports as the system will only ever print the outstanding reports When prompted simply answer YES to the resulting Successfully Printed pop up window see Printed Fig below which will then re set the system p46 flags ready for any future changes only to be reported Data Folder R 1P11D2006NEWWDATAN Tax Year 2006 2007 2 el Do vou want to mark all P46 card reports sucessfully printed Fig Printed 199 20 30 6 When should produce this report This form should be produced and distributed to HMRC on a quarterly basis as a minimum however it can be generated on a case by case one change in one change out basis daily weekly monthly or any user defined date range An alternative method to printing this information is available using the File By Internet tool 20 30 7 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 company taxref surname forename title ni_number payroll id 2 id 3 page id_4 r_ number benefit descriptio price extras co2 acessory totprice capital taxp
41. a DUON AAA O ess 78 OPA ECU O a e E a EN 78 8 2 SETUP FIE TER AD a eas 78 8 3 ACTIVE LOOKUP iienaa E cone neue oer wiacen saree na cma eue Ga sauccuen E a S 79 EMPLOVEE LV aos eases 80 9 1 EMPLOYEE LIS Tuinn ni a r a a r T a T E 80 9 1 1 HOTE E PS cues SO 9 1 2 NS MRE Oe eT O Tener Te SO 9 1 3 LE 2 onl A E A SO 9 1 4 elan el FO ae ee es ee cares tido esta el tl 60 9 1 5 SeU T UT E AA nn EA ae cote SU 9 1 6 ANO SAA A O AA A A es 6l 9 1 7 SE SS AA TR ERE E AEA AN EA l 9 1 8 Seer UD IC A A A ESN 8l 9 1 9 Tipul BUSINCSS MI COT CAE E ER A NA 8l 9 2 EMPELOYEB DET MES E E E IA E EE EE A EE EA E EE EE EE E E E S E 81 9 2 1 STV COL IIVO P O AA A AA AAA 6l 9 2 2 LA dd BuO ana aa aa aaa a a l 9 2 3 TIE Va EES A EEA E E AEE AA ES A E AA AE AETA EEE cel 62 9 2 4 lt Delle ABUT O eenaa a a a aaa aa 52 9 2 5 Help BUON dida 82 9 2 6 Employee Start edi 82 9 2 7 FONSECA a a r O A 52 9 2 8 END sei dd ude 52 9 2 9 EXPENSES CLAUS CNA A 82 QOD AO Print CO end 52 OD AL No A de diseno oe 82 2 12 EMPLOVCE DAS WAS AA AS 82 9 3 EMPLOYEE BDENERITS PROFILE E a ke hn eas ec eae aes sweet acne owes 83 9 3 1 SA GOOLE gt DI a 83 9 3 2 SL O E tie meester cee sad Tc Ee se GUO 53 9 3 3 EP AG BITC MRCP Cee OREN A Ren Tete Tine er ener n 54 9 3 4 EDITE DUO oa 54 9 3 5 LHe gt BUON as 54 9 3 6 EMPLONCCAS casey asics ete cala 84 9 3 7 PE OCT O A E AN 64 9 3 8 PUTT A COM ee aactaeis 54 9 3 9 EXCUSES Clam STON A baldas 54 TEST ALU COV ah als ioe asec A A
42. a schedule of all company car allocations ordered by vehicle registration number and displays the employee allocations per vehicle 20 21 2 Why should use this report This report provides a full validated schedule of car allocations and can be supplied to fleet providers departments easily 20 21 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 186 20 21 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 21 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 costcentre fuelscale company benefit fuelpaid taxref asset_no p46reqd surname r_ number p46band forename description initials fleetno title co2 ni number registered payroll CC department fuel location from region to 20 21 6 When should produce this report This form can be produced at any time and is not a mand
43. add or edit a mileage rate click on the appropriate button When adding details to a new mileage rate you can click on either left click the RESET button to bring forward the previous year s mileage rates OR right click the the RESET button to reset the rates to the Inland Revenue Authorised Mileage Allowance Payments To setup your mileage rates click on the edit button amp you are then presented with the following screen 68 Hi Setup mileage rates Dummy Company 2 You have to set at least two rates dependent on the cubic capacities of your vehicles The first rate has to be the average rate ie Engine Capacity from 0 cc to 0 cc The second and subsequent rates must be in the range icc to 9999cc A typical range of cc s is as follows e Occ to Occ average i e cc unknown e cc to 1399 cc e 1400cc to 1799cc e 1800cc to 1999cc e 2000cc to 9999cc You can set these rates by clicking on add or edit buttons and specifying a range of cc s For each cc range you can set up to four mileage bandings eg Mileage 1 Oto 1000 2 1001 to 5000 3 5001 to 9999 4 10000 and over You can then set your mileage rates alongside your mileage bandings per cc NOTE TYCO ELECTRONICS COMPONENTS LTD Mileage allowance rate 1 a If you do not specify the full range of cc s i e from Occ to 0 cc from icc to 9999cc then you 69 will not be able to save the rates as the system will identify that di
44. ales ae ee es hha es reg ae eta a Shee N 71 7 1 3 SEX 7 CUNCE BUUON TA ads ZI 7 1 4 EVA CN A EEE E E A ca 71 LD INMPOLE WT TA UA AS RN A Sto 71 7 1 6 Setup DUS MESS MUCA E RULOS AA AA A A A TZ LT Merce Bene iS MO TREN EVO V COP A A 2 7 1 8 Connect ToL ernal LON TONI COM A a 72 Voz VIEW EMPLEO Y ER DETAILS iS 12 Fad TARY COT DIOP COV tdi aiid 12 L22 Add ADU O i EEE EAA EE E E E E E E O es 2 23 BONS DIOR diia 73 1 2 4 lt Delete BUM 73 iy es LHE BUT aida dias 73 7 2 0 EMPLOI ii 73 Ez d EVA CMA SAA AA a 73 7 2 8 PT TDA COM EA A ias 73 7 2 9 TAN TO O ASAS AA a 73 FLO NOS ICO diia 73 Lado EMPLOVEE LIS CASAS eds 73 Ko EMPLOYERS BENEFIT PROPIL Piara a a a a ts ata eun sean 74 7 3 1 ELIO E gt DIS 74 MZ L LOOKUP as 74 7 3 3 ES BUON a 74 7 3 4 SEDE ES DUO esos 73 7 3 5 ES BI as 75 7 3 6 EMPLOVERDIS ea EE E A E E AE 75 LOL DVI CRC idos 73 7 3 8 PLT DST CON ISA tios 73 7 3 9 PEACE A ias 73 LITO RECALCUIOLE LEON A caidos 73 LLL EMM PLON CCA A A lia 75 Lad AA EENE EEEE EEE EO EEEE O 75 FINDINGAND GROUPING lt a 76 8 1 IND EMPLOYEES SCREEN tii ia ba 76 8 1 1 SMA LOMA IO PIO VIA la 76 8 1 2 ANCONS A dos 76 6 1 3 SLV CES EA A ene A Oa eee ee reer eee 76 8 1 4 A 76 8 1 4 1 Field HEEE RAE IAEA 76 Wee A O O 71 8 1 5 Emploi dd di seveseks IA 8 1 6 SUPT IFT COM ea E A A ES IF 8 1 7 EMPTOVEE DE AUS ITCOMM iane ne eae ia ZT 8 1 8 eS I7 8 1 9 REMO AS I7 LD PLIC O EE N A O N Lr e SA E O 78 OSE ENS as 78 Sdad EE BUON io 78 Old EEN
45. automatically download amp install the updates to P11D Organiser directly from our website You can also instigate this routine by pressing the F2 Function Key on your keyboard On this screen you also have the facility to schedule the live update facility This can be done Daily Weekly Monthly Quarterly Or on a user defined date 202 The downloaded update installation file can be found in a subfolder of your P11D Organiser application directory The default folder containing the upgrade Setup exe file is called LIVEUPD but you can change the download path by clicking onto the binocular icon You also have the option of notifying us that you have downloaded the upgrade Setup exe file by checking the tickbox Notify by email After successful download open the download folder amp double click on the setup exe file contained within to commence the update process Alternatively you can visit the download site of our software Please click on the URL link below www p11dorganiser co uk download setup setup exe Then Save the target to your desktop Once fully downloaded double click the setup exe file to start the installation 22 1 4 Find You can quickly select the field heading you wish to search for from the Find screen by selecting one of the following criteria 1 Surname 2 Forename 3 National Insurance Number 4 Payroll Number 5 Vehicle Registration Number See also Paragraph 8 1 22 1 5 Reports Wizard S
46. bi Update wilh M Newemployees M Update employees Connect Help Cancer Fig 9 Connect Employer Screen You can also specify whether you wish to transfer information on New employees records and or whether you wish to update employee records between your payroll and P11D Organiser software packages by ticking the appropriate boxes Then click the Connect button 91 Step 4 You are now presented with a dialogue box which asks you to confirm that you wish to connect the selected payrolls from the specified Payroll Product to the specified employer record Connect to payroll Safe Elite Payroll F Do you want bo connect Safe Computing Ltd MONTH Safe Computing Ltd WEEKLY to the P110 employer Safe Computing Ltd l a Fig 10 Confirm Connect Payroll s Click the Yes button to proceed or the No button to cancel Step 5 You are now returned to the Connect To Payroll Screen You will notice that in Fig 11 below a message is displayed indicating that the Employer record displayed in the Employers Name field is connected The Update Release and Recall functions are now available a Connect bo other bebo Emeioyers Name Connect To Gata Eins Pann 7 System Folder FARELER MOE sl Safo Computing Ltd amp connected lo Sale Ebo Papiol al thes rre Ploaso select one of the options below mo Fig 11 Connect To Payroll screen You may now click the
47. by mery wira of om ES ee eat eigen ada INSTALL NOW PLAY DEMONSTRATION HOW Fig 10 Exit CD Browser Select the EXIT button on the bottom right corner of the CD Browser Menu 29 3 New Installation Instructions 3 1 Perform a new local installation Local The following instructions will guide you through the various installation routines All users should go through the following three steps regardless of which installation routine they are attempting to run e Insert the P11D Organiser Version 2009 1 1 CD ROM The CD should Autoplay and display the menu on the screen Should it fail to do so please browse the contents of the CD ROM and double click on the icon Setup exe e At the top of the menu screen click on the Install tab e The installation menu appears Please select the option labelled P11D Organiser Full Product N B Users updating installing software from a file obtained via website or URL need only to double click on the file that they have acquired in order to proceed to the first step in any of the installation routines 1 The Welcome Screen appears 2 The System Information Screen appears PIO Dingamnboer VEY PIO Dingamnbore VEY Checking System information ER Welcone to PD rad VA San propi ER Operating 0 5 Windows 2000 Syste Aid is hongi recommended Thal you erit all Winders dd 7195 Semice Pack Service Pack d E jigras before running this Setup Prograr SEK toil
48. data is colour coded as a visual aide and the import wizard will not allow you to proceed to the next stage until the problem records are rectified or removed from the import see fig 10 below F F Cars and car fuel PAS LTD DATA PAYROLL Please selecta unique key field Record 9 of 263 PAYROLL NILNUMBER CAPITAL FROM TO RUM a i rl an F JA3714658 ooofososzoos 0SI04 2007 Back Help Cancel The table below explains the colour codes displayed during the import process Validation Colour Validation Issue Recommended Steps Code New Record White None None system will create a New amp Valid record Updated Green None None system will update Record existing valid record s Unknown Yellow Non Existing Asset or Description 1 Answer YES to the resulting Asset or e g Car allocation import file pop up screen to let the Benefit where the car is not recognised by system remove the record s description the system or a Medical Insurance and import the valid records benefit import where a new Benefit only Description misspelling is being introduced to the system 2 Import the Vehicle s using the Company Car Details import wizard 94 3 Re import the Car Allocations Section F which will now recognise the vehicle Unknown Purple Employee does not exist in the 1 Answer YES to the resulting employee system pop up screen to let the record system remove the record s 2 Import e
49. e Car is withdrawn Then a P46 Car report is required The system should always be set at Print P46 car when required from the P46 Car Report dropdown field which can be found on the Car Fuel Benefit tab The only exception to this rule is where a car was allocated on 6th April or is withdrawn on 5th April Then Manual settings must be made The only other occasions when manual settings should be made are when an employee becomes a director or starts earning at the rate of 8 500 inclusive of benefits and expenses See Also Paragraph Error Reference source not found 23 2 5 How do exclude items that appear on our dispensation from appearing on the P11D You have to set the dispensation filter to 100 on the Benefits Profile See Paragraph6 5 4 261 23 2 6 How do get a list of employees who have not sent in their mileage details Go to the Reports Wizard and select the Absent Business Mileage report from the Periodic Reports tab You can user define this report into any period for which you have no business mileage details for any employees See ParagraphError Reference source not found 23 2 7 How does the system obey the 500 exemption for IT equipment provided to employees As long as you correctly mark an item under Section L Assets Placed at the Employees Disposal as computer equipment the system will only report any excess over and above 500 taxable across all items in this description See also Paragraph Er
50. for HMRC reporting only 20 54 4 How can produce this report You can produce this report for the selected employer directly to the printer You can produce this report for the selected employer into a PDF format which can be saved to file and distributed 20 54 5 When exported to a spreadsheet what fields of data will be available for me to use This report does not export to an XLS or CSV file 20 54 6 When should produce this report P11D b is a mandatory form and should be produced and distributed to HMRC before 6 July each year 229 20 54 7 Is there anything else should know about this report This report does not need to be returned to HMRC if you are reporting your benefits to HMRC using the systems FBI on line reporting tool Any Adjustments to standard Class 1A settings made within the system will be displayed on page 2 of the P11D b as positive or negative adjustments in section 4 of the facsimile 20 55 Employer Reports P11D b Class 1A NIC summary by P11D section 20 55 1 What is the P11D b Class 1A NIC summary by P11D section e This report produces a schedule of all Class 1A and cash equivalent values benefit descriptions for each section of the P11D that has data entered within the system 20 55 2 Why should use this report This report provides an overview of all benefits contained within the system broken down by P11D section and provides any easy was of che
51. for management system users only 20 37 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF PDF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 208 20 37 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 company taxref surname forename title ni_number payroll id 2 costcentre department location region section date benefit id 4 ledgercode default vat percent reclaim allowed casheqv madegood taxable dispense classla 20 37 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 38 Periodic Reports P46 car REPRINT 20 38 1 What is the P46 car REPRINT Use this function if you need to reprint a previously printed P46 car form The system will show all car movement activity from the beginning of the tax year to date 20 38 2 Why should use this report Use this function if you need to reprint a previously printed P46 car form The system will show
52. happens when you click on a particular Button Icon 7 3 1 lt Taxable gt Dropdown This is a selectable dropdown offering you the choice to view the following cash amounts relating to the following e Taxable Amount i e Cash Equivalent minus Amount made good e Amount Made Good for private use by employee e Class 1A NIC e Amount covered by dispensation e Cash Equivalent 7 3 2 lt Lookup gt Button Select a benefit line amp click this button to obtain a lookup of all employees who are in receipt of that benefit type 7 3 3 lt Edit gt Button Allows you to edit the global benefit type Select the line entry that you wish to view or edit 19 7 3 4 lt Delete gt Button Gives you the option to delete all instances of the selected type of benefit for all employees imn the company 7 3 5 lt Help gt Button Opens up the relevant context sensitive Help page 7 3 6 Employer List Takes you back to the Employer List 7 3 7 Find Screen Takes you to the Find Screen 7 3 8 P11D Icon Takes you to the Setup Employers Benefits Profile screen 7 3 9 Print con Takes you to the Reports Wizard 7 3 10 Recalculate Icon Allows you recalculate all benefits for this employee 7 3 11 Employee List Takes you back to the Employee List 7 3 12 Employer Details Takes you to the current Employer s Details 76 8 Finding and Grouping 8 1 Find Employees screen Find employees Tax Year ee From oefo4f2008
53. have to set up carefully as they may have different tax rules or special exemptions e g IT equipment in Use of Assets On this screen you can add edit or delete benefit descriptions to predefined benefit types Below is a description of the functions for each of the icons buttons displayed here lt OK gt Button Click this button to take you to the Employee Employer Benefits Profile Screen lt Help gt Button Opens up the relevant context sensitive Help page lt Cancel gt Button By clicking on this button then you will return to the previous screen you were working on lt ADD gt Icon Click on this icon to add a new benefit type for this section lt Edit gt Icon Click here to view edit a previously entered benefit type for this section lt Delete gt Icon Click on this icon to remove an unused Benefit Type Please Note that you cannot delete benefit types that are in use by another employer NB If you wish to delete unwanted descriptions hold down the CTRL SHIFT D Keys simultaneously This allows you to clear out of date benefit types 65 6 5 Add Edit Delete benefit types 2 Com pany 1 Type of F110 Benefit expense Private medical treatment ar insurance Description of P1170 Benefit expense set as default value Apply dispensation Class 14 MIC Reclaim all A T Export to Accounts Export to Payrall Prorata to days available within the tax year Available fram date oy Set from date
54. in a future quarter In certain circumstances you may need to obtain a copy of a P46 car that has already been printed In these situations you will have to run the P46 car REPRINT from the dropdown of available reports found under the Periodic Reports Tab of the Reports Wizard When using the Periodic reports tab for printed P46 car reports it is recommended that you select the All Tax Year option and let the system print the P46 car reports for all outstanding changes to be generated those that have not been printed previously You will not therefore need to apply a date range to the P46 car reports as the system will only ever print the outstanding reports When prompted simply answer YES to the resulting Successfully Printed pop up window see Printed Fig below which will then re set the system p46 flags ready for any future changes only to be reported Data Folder R P11D2006NEW DATA Tax Year 2006 2007 l e Do vou wank to mark all P46 cari reports sucessfully printed Fig Printed 20 29 6 When should produce this report This form should be produced and distributed to HMRC on a quarterly basis as a minimum however it can be generated on a case by case one 197 An alternative method to printing this information is available using the File By Internet tool 20 30 Periodic Reports P46 Car Movements by Employee 20 30 1 What is the P46 Car Movements by Empl
55. list of employers xi Safe Computing Ltd Ok Help Cancel Fig 7 Employer Screen a Connect be other tyrbet Emplorers Name Sonnet To Errien Folder Salo Computing Lid es connected do Safe Ete Payrol af thes bere Ploaso select one of fhe options _ i i i Fig 11 Connect To Payroll screen You may now press the Release button Step 2 You are now presented with a dialogue box which asks you to confirm that you wish to release the selected payrolls from the specified Payroll Product from the specified employer record Data Folder C PROGRAM FILES P110DATA Tax Year 2006 2007 L Do you wart to release Safe Computing Ltd MONTH Safe Computing Ltd WEEKLY connection to the P110 employer Safe Computing Ltd gt a Ho Fig 12 Confirm Release Payroll s Click the Yes button to proceed or the No button to cancel 54 5 7 Recall Deleted Employees When an employee record that has been transferred via the Connect To Payroll function is deleted within the P11D Organiser this employee is marked in order to prevent this employee from being imported when you update the connection between your Payroll Product and P11D Organiser software If your circumstances change you may wish to Recall certain employees that were previously deleted and blocked from being transferred Step 1 From the employer screen Select the Connect to Payroll icon You will then be presented
56. of the import wizard disabled in stage 1 of the import wizard 14 2 10 Help Button Click to displays the system s context sensitive help for this screen 14 2 11 Cancel Button 14 2 12 Click to cancel the import routine and return to the previous screen 131 14 3 Import Wizard Screen Shot 3 F Cars and car fuel Car details PAS Data Limited PRICE EATRAS CO ACESSORY TOTALPRICE CAPITAL TAAPRICE CARPRICE FROM TO REGISTERED FUEL R_ZMUMBER FLEETHO PRIVATEWSE ngana E ACA A ARAN Back Help Cancel 14 3 1 Source file data columns Displays the first record of the data to be imported or would display the header row of the spreadsheet being used 14 3 2 Remove Header Row 14 3 3 Selecting this check box will remove the file displayed at the top of the file from being imported into the system and Should be checked ONLY if the source file contains a header row 14 3 4 Data Type Displays the data type required e C Character D Date 14 3 5 Field Length 14 3 6 Displays the maximum field length i e Date 8 14 3 7 Target Field Button Click to display a pop up window of available system fields to match the source data to 14 3 8 Exclude Button Clicking this button will display a pop up window asking if you want to exclude the selected field from being imported into the system Thereby allowing you to 132 select and exclude any additional data contained in the spreadsheet
57. or changes that need to be made prior to the final copy being created and delivered Employees who have left the company should be provided with a copy of their POD Facsimile report or benefit statement for their records 20 16 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 16 5 When should produce this report This form should be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 180 20 17 Employee Reports Employees Part ITEPA2003 expenses claim form 20 17 1 What is the Employees Part I TEPA2003 expenses claim form In the absence of a dispensation this report produces an official letter for your employees clients to claim any tax relief due to them on any legitimate business expenditure that they may have incurred in the performance of their duties of employment 20 17 2 Why should use this report This expenses claim form can be used to assist employees or clients counter claim the values reported to the HMRC for benefits and expenses This reclamation process is only necessary when your company does not have a dispensat
58. produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 29 5 Is there any other information need to know about this report A P46 car Report is required in any of the following circumstances e Car is provided for the first time e Existing car is replaced e Employee is provided with a second car 196 e Car is withdrawn e Employee becomes a director or begins to earn 8 500 or more per annum When entering company car details the default system setting as Print P46 car when required should remain unless a car was first allocated on 6th April or was withdrawn on 5th April In these unusual circumstances manual settings must be adopted and a selection made from the drop down Reason for p46 car setting within the Car details screen The only other occasions when manual settings are necessary are when an employee becomes a director or starts earning at the rate of 8 500 inclusive of benefits and expenses Of course any of these changes should be recorded as and when they occur and these will be automatically tagged and reported by the system Once a P46 car form is printed the system knows not to print the same activity
59. s 115 Importing Expenses Payments 126 mportine Loans earn il seam wasn 124 Importing Medical Health coooo mm 124 Importing Other Items 125 Importing Payments made on behalf of employee PP E ee E PE T E 122 Importing Privately Owned Car Details 118 Importing Services Supplied oooccccccccnoc 125 Importing Vouchers amp Credit Cards 122 Increasing the capacity of P11D Organiser 259 Input Business Mileage ooooonnnnonnncncncnnnnnnnnnnnnnos 70 PVE OC ON taa aa 19 INC Y CICS ia 21 Le cislative Chan CCS nc ores A 21 list of matching employees oooooonnnnccncnnncnnncnnnnno 81 Living Accommodation Special Features 142 Maintenance Addition Functions cccccccncccnnnn 252 Medical Health Special Features 142 Merging P11D data into new tax yeat 146 Network Installations iii ieee stiane 33 New Installations cet en 30 Online Nelonen a 22 PUG Utd es Gres A 22 Pass WO eroaa ld 44 58 Resistance 38 39 Restoring the system data oooooooooncccncccnnnnnnnnnss 238 Rolling forward benefits into new tax year 146 Services Supplied Special Features 142 Setting up Employers benefits expenses profile 65 Sete up FPES Tales tacna 68 Setup Ella ataca aaa 79 Software Installation occcooonommmmmmm rrrrssrroo 30 System ACCESS a 58 SA O tance 22
60. s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 25 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 surname initials ni_number payroll r_ number description CC fuel registered price extras capital rotvalue 20 25 6 When should produce this report This form can be produced at any time and is not a mandatory form 192 20 26 Fleet Reports Company car private fuel benefit by employee 20 26 1 What is the Company car private fuel benefit by employee This report produces a schedule of all employees in receipt of a fuel charge for the provision of private fuel for company cars 20 26 2 Why should use this report This report provides a schedule of car fuel allocations easily exported to file 20 26 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 26 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PD
61. that may not necessarily be relevant to the particular import routine being run 14 3 9 Configuration File Button Click to view and select a database of any configuration files previously used in conjunction with previous data imports 14 3 10 Top of File Button Clicking this button will display the first record of the source data 14 3 11 Previous Record Button Clicking this button will display the next record of the source data allowing you to look at the source data record by record to ensure that the source data is consistent 14 3 12 Next Record Button Clicking this button will display the next record of the source data allowing you to look at the source data record by record to ensure that the source data is consistent 14 3 13 Reconfigure Target Field Name Button Use this feature to automatically configure the source data columns with the system target field for the corresponding data To ensure that this feature works successfully you must ensure that the header row of your import source file matches exactly with the system target field descriptions i e R_NUMBER DESCRIPTO CC FUEL REGISTERED etc 14 3 14 Next Button Select to go through to the next stage of the import wizard 14 3 15 Back Button Select to return to the previous stage of the import wizard 14 3 16 Help Button Click to displays the system s context sensitive help for this screen 14 3 17 Cancel Button Select to cance
62. the payroll number of the new employee here If no payroll number is entered the system will automatically assign the employee a unique P11D Organiser payroll number 6 3 9 Status This field displays the current status of the employee Starter Employee has a date of commencement within the current tax year Current Employee has a date of commencement in a previous tax year Leaver Employee has a leaving date within the current tax year P11D P9D The status field also displays whether the employee requires a P11D or P9D the default being P11D Once this has been manually selected it will over ride the P11D P9D reportable status of the employee automatically set by the systems in built 8500 P9D test See Also Paragraph 18 1 6 3 10 Address Enter the details of the new employee s address here 6 3 11 Notes A free text notes pad to record employee notes Also you have the facility to switch of the Class 1A NIC charge for any employees who may be exempt from the Class 1A NIC charge For example they may have been seconded to the UK from overseas and may be exempt from any NIC for a period of 52 weeks The system does not report any Class 1A NIC arising for the whole of the tax year 62 6 3 12 Group Enter details of the department area of the company that the employee is associated with 6 3 13 Cost Centre Enter the cost centre to which the employee is attached or click the browse binocular icon to select a cost centr
63. this will enable you to print out Employees Benefit statements ordered initially by the employees Costcentre then by their Department then by Surname for ease of distribution Order by CostCentre Department bl Payroll ig Fig 13 20 4 Report to The Reports wizard allows you to generate reports with a number of different output options For example delivery of Employees Benefit Statements can be chosen to be made by e mail or a Company car details report can be exported to an Excel file There are four selectable Report to options Screen Printer File or Email as displayed below in Fig 14 Fig 14 20 4 1 Screen Generate a preview of the selected report to screen 20 4 2 Printer Generate the selected report to a printer the system will display an intermediate printer selector window to select the desired printer to use see fig 15 156 Printer 157 20 5 File Generate the selected report output to a file type of PDF CSV XLS DBF or PRN The system will display a Save As dialogue box to select a choice of file type and location for the output file Fig 16 below Save As Save in gt 20062007 4 My Recent Documents Desktop My Documents My Computer File Name Comany Cars 2006 2007 My Network Save as type Fig 16 By default the system will output files to the following path C Program Files P11D EXPORT REPORT 20062007 158 20 5 1 Employee R
64. will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 19 5 When should produce this report This form can be produced and distributed to employees between April July each year or immediately for leavers 20 20 Employee Reports P46 car 20 20 1 What is the P46 car The P11D Organiser generates an HMRC approved P46 car facsimile that can be printed and sent to the HMRC to report mid year changes to employees company car details 20 20 2 Why should use this report The system automatically generates an HMRC approved P46 car facsimile at any interval that you select when generated as a Periodic Report However when generated from the employee reports wizard tab the date range element of the reporting process is removed The inclusion of the P46 car as an employee report is intended for users when entering vehicle changes on an employee by employee basis and then reporting the changes in the same one by one manner 20 20 3 Should give the employee a copy of this report to review 184 The P46 car report is not intended or generally used as a report to be delivered to employees it is primarily for reporting company car changes to the HMRC 20 20 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this rep
65. 0 33 5 When exported to a spreadsheet what fields of data will be available for me to use 203 20 33 6 When should T produce uS TEDO ta 203 20 34 PERIODIC REPORTS INPUT BUSINESS MILEAGE cccccccceecceeeeeccececeeececececcececeeceeeeeeeeees 203 20 34 1 Whatisthe INPUT Business Mila aia 203 20 34 2 WHS should FUSE TUS ACP oa 203 20 34 3 Should I give the employee a copy of this report tO TevieW ooooonnnccnnnnnnnnnonanncnnnnnnss 204 12 20 34 4 How can I produce this Teport cccccccccccsssesccccccccccceaescseecceeenaeesseecceeesaaaesseeeeeessaaaseeees 204 20 34 5 When exported to a spreadsheet what fields of data will be available for me to use 204 20 35 PERIODIC REPORTS EMPLOYEES BUSINESS MILEAGE DECLARATION osc 205 20 35 1 What is the Employees Business Mileage Declaration oooonnnccinnnininnnnonnnnnnnnnnnnnos 205 20 35 2 Ways houla TASC AUST EPO 2 ii rd dada 205 20 35 3 Should I give the employee a copy Of this report tO TevieW oooooncccnnnnnnnnnnnnnnnnnnnnnss 205 20 35 4 TIOW CON Produce VATS TED OIE ii A iris 205 20 35 5 When exported to a spreadsheet what fields of data will be available for me to use 205 20 35 6 WHEWSNOUIET produce Ins TEPO eito aenn A nd icteciasiededeiecateedes 205 20 36 PERIODIC REPORTS EXPORT TO ACCOUNTS ica 206 20 36 1 Whatisthe EXPORT 10 ACCOUMS A A E 206 20 36 2 Why SHOUT USCIS PODOER AAA ANA E N 206 20 36 3 Should I give the employee a copy of this report tO TevieW oooon
66. 000 SERIES PCL 6 E Interest free and low interest loans Joint borrowers report 2006 2007 Report is BLANK 20 64 5 When should produce this report This is not a mandatory form and can be produced at any time 242 20 65 Error Messages 20 65 1 Error P11D Facsimile Report is BLANK Reports wizard 108 of 1000 PRINTSER E HP LASERJET 40005 ER TES PL P11D Facsimile Report is BLANK This message indicates that the specified employee s do not have any P11D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope of your report 20 65 2 Error P11D Facsimile Report has been CANCELLED This message indicates that the specified employee s do not have any P11D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope of your report You may also need to check that you have the correct version of the software installed as the system will only report the current tax year s P11D facsimile 20 65 3 Error P9D Facsimile Report is BLANK 243 Reports wizard 1831 of 10000 DELL3100CN 00000 POD Facsimile 2005 2006 Report is BLANK This message indicates that the specified employee s do not have any P9D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope
67. 03485_P11D_Benefits_Statement_20062007 SS BENTLEY _MICHAEL_YM6546574_202375_P11D_Benefits_Statement_20062007 3 SD BENTLEY_LUCIE_NM8766628_198474_P11D_Benefits_Statement_20062007 E BENNETT_DAVID G_NH188046D_198102_P11D_Benefits_Statement_20062007 E BENDINELLI_GIAN FRANCO_WK237230C_201000_P11D_Benefits_Statement_20062007 E BEDDOWS_BRIAN_WM633584C_201585_P11D_Benefits_Statement_20062007 E BECK_JACQUELYN SUZANNE_ WM783742D_201612_P11D_Benefits_Statement_2006200 E BARNES_MARIA_WP0719234_201679_P11D_Benefits_Statement_20062007 E BARBER_ALFRED REGINALD_YM565626D_202363_P11D_Benefits_Statement_20062007 E BANKS_DAVID_N5323421C_199113_P11D_Benefits_Statement_20062007 o g E BAKER_JASON_NW6075818_204009 P11D_Benefits_Statement_20062007 D SD BAKER_COLIN DAVID_YY541310D_203296_P11D_Benefits_Statement_20062007 Desktop My Documents My Computer lt gt a File Name ALL EMPLOYEES BENEFIT STATEMENTS vw 3 My Network Save as type PDF v Fig 19 20 5 3 General Reports XLS Spreadsheet Employee and benefit data can be exported to an Excel Spreadsheet by selecting the XLS option in the Save as type drop down selector For example reports such as a spreadsheet of all company car or medical benefit allocations can be generated to XLS or CSV file type 20 5 4 General Reports PDF When used in conjunction with the system s PDF Compatible Printer Driver the report wizard will create a Portable Document Format Adobe
68. 113 FROM gt TO EMPTYFROM EMPTYTO dd mm yyyy e g 14 11 2007 Record s selected to be automatically removed as the source data file contained benefit allocation FROM amp TO dates in an invalid form FROM date greater than the TO date Record s selected to be automatically removed as the source data file contained benefit allocation FROM date in an invalid form FROM date blank Record s selected to be automatically removed as the source data file contained benefit allocation FROM date in an invalid form TO date blank The system will display a date entry in the status column to display any date values that the system has changed as part of the exclusive use validation rules The dates displayed will confirm any adjustments that the system has made obeying the settings in the overlap 114 13 Format of Import Spreadsheets Below is a table of each of the system s import wizards each of these has a different set of available of target fields that can be included in the import process Each import routine will require a Key field as a unique reference to which the remainder of the data is attached and associated to the correct employee National Insurance Number or Payroll Number in the case of employee data imports and Vehicle Registration Number in the case of Vehicle imports These Key fields are displayed in the following tables in bold Italic type Certain other fields must also be included
69. 1D Facsimile Part Report This report produces a HMRC approved P11D facsimile that can be submitted to the Inland Revenue and also sent to employees This report is an abbreviated version of the P11D Facsimile that contains only the sections of the P11D that have a benefit entry for the selected employee s 20 11 2 Why should use this report This report should be used to report an employee s P11D benefits and expenses to HMRC Being an abbreviated version of the P11D Facsimile this version will save printing time costs as the report seeks to report all benefits on a single page per employee You should only use this report if you are not submitting your P11D information to HMRC electronically i e via EEC or FBI This form can be printed onto regular A4 paper and once printed is ready to send 20 11 3 Should give the employee a copy of this report to review This form should be used to report each employee s P11D benefits and expenses at the end of the Tax Year to HMRC A copy of this report can also be supplied to the employee however we recommend that you use the Benefits Statement report instead as this provides more detailed employee related information Employees who have left the company should be provided with a copy of their P11D Facsimile report for their records 20 11 4 How can produce this report 174 You can produce this report for the selected employee s directly to the printer
70. 2003 2004 sterling 5 00 Swiss Francs 5 50 Japenese Yen 3 90 06 01 2002 31 14 2999 Living Accommodation 5 00 EA BER Class la 12 50 Ok Help Cancel Please note you do not have to set these once you have received your V20xv 02 ie your post budget release for the tax year that has just finished This is because these rates have been preset in the system 22 2 3 Fuel Scale Charge Settings The routine enables user defined group settings for the car fuel scale charge To perform this routine go to Tools Car Fuel Scale Charge Settings This then provides the following options that can be applied to This employee This lookup This Employer Everybody e Fuel provided for private use e No fuel provided for private use e Employee pays for all private fuel provided 22 2 4 Re index all Tables If the system crashes it is possible that the indices may become corrupted You should run this procedure periodically to re index the system s tables to fix any possible errors 20 7 22 2 5 Run Diagnostics This is a maintenance routine that will check database integrity and fix any problems found 22 2 6 Recalculate Benefits On selecting this option from the Tools menu off the Title Bar the system will recalculate all benefits according to your selection of e This Employee e This lookup e This Employer e Everybody You should do this periodically to ensure that the system has calculated the cash equivale
71. 2006 05 04 2007 305 00 0 00 TRUE FALSE JS367088A PR14092 Private Medical Insurance 06 04 2006 05 04 2007 47 00 0 00 TRUE FALSE JC686992A PR21252 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE YW048760B PR20217 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE JT542264A PR14444 Private Medical Insurance 06 04 2006 05 04 2007 156 00 0 00 TRUE FALSE YX601298D PR20448 Private Medical Insurance 06 04 2006 05 04 2007 156 00 0 00 TRUE FALSE JM425526C PR13009 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE NZ784283C PR16930 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE YL545818C PR19554 Private Medical Insurance 06 04 2006 05 04 2007 93 00 0 00 TRUE FALSE JH520477B PR21286 Private Medical Insurance 06 04 2006 05 04 2007 165 00 0 00 TRUE FALSE WM722402A PR18912 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE JK052238C PR12415 Private Medical Insurance 06 04 2006 05 04 2007 137 00 0 00 Fig 15 12 13 Import Error Files For each import routine that is carried out that contains records that fail the systems validation rules an error file is created to confirm the status for each of the records excluded by the particular import routine Each Error file is uniquely named to reflect the date time and import routine run e g 20061108 141309 section f2007 DBF is a log file created on the 8 November 2006 at 14 13 and 09 seconds using a source
72. 34 3 3 Connect a workstation to a networked installation 1 The Welcome Screen appears 2 The System Information Screen appears PIO Dingantoor VEY YB PIO Drganierr VEY YB Checking System nformarion ER Welcome to P11D Organiser YYYY M E Setup O Cer atin 0 5 Windows 2000 System Husi 3195 Semice Pack Serio Pack d ER Bis Shorighy recommended thal you tl all Windows programs before running thee Setup Prograr Click Carob i que Sup ded clon pr grams you have running Click Ned to continue with the Sebup progr m Diplay Senings Resolution 1280 X 1074 IRGANIS Connect Emak Mieros 0f Outook Brower LE EPI WARNING This pogam is protected by copyright law and evar ater meats 7 P11D Unauthorized reproduction of distibubon of this nc eae r amy partir f rey r st in Stree chil and crim nal penales and will be prosecuted lo the STUN Gebel pos siboo ureter Lira User So alluna Secount Type Administrator P11DORGANIS Fig 1 Welcome Fig 2 System Information Review the information and click the Click the Next button Next button 3 The Licence Agreement Screen 4 The Installation Options Screen appears appears m1 DD Drginiver rn q a PLD fhypaniger VV PD Organiser Installation tikr Picase tell the Setup program which bsk pou wish io harini PERSONAL AUDIT SYSTEMS LTD ies SOFTWARE LICENCE TERMS AND CONDITIONS SOFTWARE SUPPLY AND LICENCE SOFTWARE SUPPORT SERVICES SS Se
73. 47 Step 4 You are now presented with a screen which allows you to select which payrolls you wish to import from your Payroll Product Either tick the boxes next to the desired payroll s that you wish to import or you can tick the Add all new payroll tick box located on the bottom left corner of the screen in order to import all detected payrolls within your Payroll Product 1 Safe Elite Payroll 5 SAFE LIVE WIN USR MG9 f Add all 2 now Safe Elite Payroll Add Help Cancel Fig 4 Select Payroll s to I mport Once you are satisfied you should click the OK button to proceed NB Importing Specific Pay Groups Most Payroll Products will store Pay Group information As illustrated above our Connect to Payroll routine gives you the opportunity to only import employees from specific Pay Groups within a single PAYE reference For example if you know that all employees within the Weekly Pay Group do not receive benefits expenses you may well choose to only import the employees from the Monthly Pay Group 48 Step 5 You are now presented with a dialogue box which asks you to confirm that you wish to add the selected payrolls from the specified Payroll Product Selecting the Yes option will begin the import of the specified payroll s into the P11D Organiser Safe Elite Payroll 5 SAFE LIVE WIN USE 5 xj 2 Add 2 new Safe Elite Payroll Fig 5 Confirm add new Payroll s Click the Yes button to pro
74. 6 6 4 Validation Car being used by another employee If the car to be allocated is being used by another employee and there is therefore a clash in availability the system will confirm this by way of a pop up window to display which employee is currently allocated to the car and the dates of the allocation 142 P11D Organiser 2001 2002 VERSION 2002 01 PAPITDEYAL2001ADATAS This car was being used from 06 04 2007 to 05 04 2002 by Mr lan Drep change dates available and try again In order to allocate the car to the new employee you must first edit the cars availability dates for the employee displayed in the pop up window to do this 1 Search for the employee either by name or the cars registration number 2 Select the benefit profile for the employee 3 Select Section F Cars amp Car fuel 4 Select to Edit the car benefit profile 5 Make changes to the available From To dates and save the changes Having edited and altered the record the system will now allow the vehicle allocation to be made to the desired employee 16 6 5 Validation Replacement car The system has a built in replacement car function to automatically change the availability of replaced cars If an employee is currently allocated with a car and you wish to add the details of a replacement car simply select to add a new car benefit entering the appropriate available to and from dates for the replacement car The system will then validate the entry
75. 7 1212007 10 07 40 AM 6 Validation routines are automatically run amp if any errors exist with the return a dialog box will appear warning you of what these errors are It is advisable that you check these errors out before preparing the return as it is very likely that it will be rejected by the Inland Revenue If this is the case the system will prompt you to build a review list so you can eliminate any potential errors Typical validation errors are invalid or duplicate National Insurance numbers exceeding 5 of the total number of employees being submitted Employers Recironic fermunicalion HE 130 1128 1 J Warning 1 employees out of a total or 12 employees have blank or invalid MINC s HMRC wii ony allow 5 00 Y in any one submission 11 employees Will have to be excluded Do you wank bo continue generating this submission For the remaining 11 employees The generated file will need to be copied onto a floppy disk for submission to the IR To do this click onto the drive selector that is automatically displayed and select drive A to perform the copy To copy the return at a later date simply click the Copy button 21 2 E mail facilities To use this system you must have a valid Email program installed on your PC The Email programs P11D Organiser recognizes are e Microsoft Outlook e Lotus Notes e Novell Mail e Lotus Notes API e Internet Mail SMTP e MAPI Outlook e VINES Network Mail 200 To set
76. A AS Secs isaac seco tad neat sonata ed sie sas smear coats cas nce deca aac eae aces ested ea ease 63 0020 Dute Of COMMENCING lt A A hates 63 IO TGIF TOV aici AAA asad ETOR 63 ID PANE pairs AAA AA AAA 3 OZ WVOMONOL IAN iia 63 ODD ES DOO TOS is 63 6 4 SETTING UP THE EMPLOYERS BENEFITS PROFILE ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 64 6 5 ADDEDIT 7 DELETE BENEFIT TYPES Posicion eina duseauawah sedan seuenast E Wanaenxabeniadess 65 6 5 1 Type PHD Benet expensas 65 6 5 2 Description of PLID Benejl expense in ESEE 65 6 5 3 Secas de GUE Vales as acne ease taco ae eee 65 6 5 4 APPI US DENSA AAA A 65 6 5 5 COSSA e eL 66 6 5 6 TREC OUI VAT SAR 66 6 5 7 TXDOT IOA CCO S aoii EA EAS a 66 6 5 8 LOO T OOl iien A T 66 6 5 9 SECTION O ENTERTAINMENT ONLY Allowed in UK CT Staff Entertainment Only 66 6 5 9 1 YES Disallowed entertainment expenditure ooooooooonnccnncnnnnnnnononononanonnnnncnnnnnnnnnononnnnnanrnnnncnnnnss 66 6 5 9 2 NO Allowable entertainment expenditure usais ai a a A a A 66 ODO Available JFOMIRTOAOTES AAA A E A AE A N 66 6 6 SETTING UP MILEAGE ALLOWANCES FPCS RATES 3 ss cescvisensessveasceacveveseaasevuvaconssnsescvedesveveaees 67 6 7 INPUTTING BUSINESS MITE AGE vaa 69 6 7 1 Instructions for Inputting Mileage details manudlly ooooconnnnnanannnncnnnnnnnnnnoncnonnnonnnnnnnnoss 70 E ENVIS VAG DE VEL E E saci etorainnccdaaesee 71 7 1 A o a 71 Zaki LORK DUO A 71 9 ie ey CV OM eee eas toe
77. A NATIONAL I NSURANCE eeee 200 20 31 1 What is the Company car Class 1A National Insurance oooooonncnncnnnnnnnnnnnanonnnnnnnnnnnos 200 20 312 Why sho ld USC this report lt A ita 200 20 31 3 Should I give the employee a copy Of this report tO Treview oooonncccnnnnnnnnnnanocinnnnnonos 200 20 31 4 How C AM L PLOGUCE TTS FEDORA E A ta 200 20 31 5 When exported to a spreadsheet what fields of data will be available for me to use 200 20 31 6 When Should 1 pr d ce TUS TED Cosabsdeduwaewiaseiaedudeval cecianed vious tees 201 20 32 PERIODIC REPORTS COMPANY CAR FUEL BENEFIT V A T uu eeeeceeseeseeeneeeceeeeeeeeees 201 20 32 1 What is the Company car Fuel Benefit VA T oooooccconcnananccinnnnnonononononnnonnnnnanoccnnnnnnnos 201 20 32 2 Why should Tuse this ACA a 201 20 32 3 Should I give the employee a copy Of this report tO review 201 20 32 4 TIOW CONT produce this TA e 201 20 32 5 When exported to a spreadsheet what fields of data will be available for me to use 202 20 32 6 When Shouldl produce USTED lie 202 20 33 PERIODIC REPORTS ABSENT BUSINESS MILEAGE voccctccccacecessuasesasccceecesbeekeenscues odeusimieem camel 202 20 33 1 What is the ABSENT Business Mileage cccccccccsssssssccccccenneeessecccsecaaaessseeeeesaeaaaanaes 202 20 33 2 WHY SNGULA TUSETIS LEDO di 202 20 33 3 Should I give the employee a copy of this report to TevieW ooooonnnccnnnnnnnnnnnnnnnnnnnnnss 202 20 33 4 TIOW CONT produce TITS TED OLE dad 202 2
78. A decd eS aloe tad 54 OTT RECOV GLC T COM ia eer ta Le albo 54 TILL TINDLOVCO DAOS ir EE EEE E E AEE TETEE 84 Qod EMPOY r DEITS AAA Ai 84 9 4 EMPLOYEE S EXPENSES CLAIM SCREEN ccssccsssccccecossccsccccuccssccscceccuccsscrecceceuccsscneececeaccuses 85 TO IMPORTEING DATA lt ts 6 10 1 WHAT IS THE IMPORT WIZARD onnccnnoccniccnnncnnoroniccnnnconaronaronnncnnnronarcnnoconaronaronnncnnnronarcnnaconaren 86 10 2 WHAT TYPES OF DATA CAN BE IMPORTED cccccecceccceccsccusccnccesccscenccescescenscesceseenceusceucss 86 10 3 HOW DOES THE SOFTWARE KNOW WHAT DATA TO IMPORT cceccssccesceeccescenccesccuscesscusceuscs 86 10 4 DOMY SPREADSHEETS HAVE TO BE IN ANY PARTICULAR ORDER oonocnnccnnconocnnccnaconoconicnnnonoss 86 10 5 WHAT IS THE AUTO PROCESS OPTION cccccssccsssccssccssscesscessceesscesscesceesscesscesceesscesscenscees 86 II USING THE IMPORT WIZARD ccccccccccccccecccscccscccscccsccccccscccccccecccecccscees 87 Eh IMPORT WIZARD SALE Pi ada NS E A A aaia Naaa 87 O IMPORT W ZAFRDS TEP Zo tdoe 88 O IMPORT WIZARD STEP Sreerag ita bi ias 89 O IMPORT WIZARD STEP A a a ala ac ately cue 90 O IMPORT WAZA RD EP O tardar 92 12 IMPORTING ADVANCED FUNCTIONALITY ccccccscccssccccsccsecccesees 93 12 1 VALIDATION OF DATA COLOUR CODING ccccccecccssccsccescccssccusccesccececesccuscseusceusceuseseuesens 93 122 OVERLAP DAYS aicciicsnncawiassitonseanacaisnanaddieaseael EEE T AE EEE eesaneabar
79. AIS TED as 222 20 49 5 When exported to a spreadsheet what fields of data will be available for me to use 14 20 53 1 222 20 50 BENEFITS amp EXPENSES REPORTS SECTION K SERVICES SUPPLIED ocooococcccccnnon 223 20 50 1 What is the Section K Services Supplied ui a 223 20 50 2 WD SHOULD USCIS TEP OTA il 223 20 50 3 Should I give the employee a copy of this report to TevieWw oooonnnccnnnnnnnnnnnnnnnnnnnnoss 223 20 50 4 How cait 1 produce this TED A 223 20 50 5 When exported to a spreadsheet what fields of data will be available for me to use 224 20 51 BENEFITS amp EXPENSES REPORTS SECTION L ASSETS PLACED AT THE EMPLOYEE S DESPOSAL oie ean ate ie dca hh eiecdaet ees tas ee eea sheesc baa gee aoc aa he ea ee eel ties 224 20 51 1 What is the Section L Assets placed at the employee s disposal ooooonncccncnnnnnn o 224 20 51 2 Whys houla TUSC TES TEPO E iia NA til 224 20 51 3 Should I give the employee a copy of this report tO TevieW oooononnccnnnnnnnnnnnnnonnnnnnnss 224 20 51 4 TIOW CON T Produce TITS TEODORA 223 20 51 5 When exported to a spreadsheet what fields of data will be available for me to use 229 20 52 BENEFITS amp EXPENSES REPORTS SECTION M OTHER ITEMS ooieoe 225 20 52 1 What is the Section M Other Items ciccscccccccesccaiceesissdavss eoussuevinsdscdeceessbstcevssdsisaceeees 223 20322 Whyshould Tuse this PEDO lt A A TA 226 20 52 3 Should I give the employee a copy of this rep
80. AM FILES1P1 104200 ADATAY 2006 2007 Employers name PAYE Ret PAS Test Cars de OOTFDGFDG tly source file Ly impot Routines Import Log Files Import Error Files Employee details ADONPO4TE Employee details UPDATE only Assets transferred cars property goods or other assets Vouchers and credit cards Mileage allowance Je 3 rs a nd t ar fuel Aron G Hans H jnterest free and low interest loans Private medical treatment or insurance 1 2 A B Payments made on behalf ofthe employee C E F Auto Process Import Routine lac Help Cancel 14 1 1 Employers Name The system displays the Employer selected to import data against The browse binocular icon can be used to select another employer to the one displayed 14 1 2 PAYE Ref The system displays the selected Employers PAYE Ref to import data against The browse binocular icon can be used to select another PAYE Ref number to the one displayed 14 1 3 Source File Displays the file currently selected for use with the chosen import routine together with the file path Clicking the browse binocular icon will display a window allowing you to view and change the path to the import source file 14 1 4 I mport Routine The system imports data for employee and benefit data by selecting the appropriate routine to be performed A scrollable list of the available routines is 128 displayed simply click on the downward arrow to scroll through and select
81. ATA DEPARTMENT LOCATION REGION COSTCENTRE USER_1 OER Sys ADR ADR _3 EXCLUDED ADR_4 POST CODE DIRECTOR SEX DOB EXCLUDED EXCLUDED EXCLUDED EXCLUDED EXCLUDED t tf tf F Ft ig ITA EXCLUDED Back Help Cancel Fig 5 Import Wizard STEP 4 The system will now display the next Employee Details screen in the import wizard and the selected Key Field will be displayed in a Red column together with your selected data in the other columns see Fig 6 below A Employee Details PAS LTD DATA PAYROLL Please selecta unique key field PAYROLL FORENAME SURNAME TITLE NINUMBER DEPARTMENT JULIE ELIZABETH NEWMAN MRS wE4nes90D ACCOUNTS PAYROLL MRS wE414267D__ ACCOUNTS Graham Dam WEat8038C ACCOUNTS DAVID SINGTON MR MR MR Record 8196 of 11368 WWE 421 SSA MARKETING WE423590D PAYROLL PAUL TAYLOR RALPH WHEELER SALES Jane Treays mes wes273594 accounts ANTHONY BARON me wes2o3188 PAYROLL E MR DEREK EDWARDS WE433643A MARKETING MRS WE4433390 ACCOUNTS ARAFAT IE MES WEAN Ar RESPARFA Back Help Cancel Fig 6 Click the NEXT button to run the system import validation checks and 91 proceed to the final stage of the Import wizard The system will now perform a series of validation checks and dependant on the results of the validation checks duplicate entries of the unique key field PAYROLL in the example displayed in Fig
82. Available to date iy Setto date Ok Help Cancel Benefit descriptions contained in a particular section of the P11D can be added edited or deleted at any time However there are a number of protected types that cannot be deleted e g Assets transferred has two main groups Cars amp Other Assets Assets transferred Cars cannot be deleted as they are relevant for correct reporting of cash equivalents on the P11D However if you select Other Assets then you can Add or Edit further descriptions as outlined in the list above 6 5 1 Type of P11D Benefit expense Displays the benefit description entered under the particular P11D Section 6 5 2 Description of P11D Benefit expense Displays a user defined second level of benefit description 6 5 3 Set as default value Allows you to set a common value by which all benefits of this type are allocated to employees e g a Private Medical Family Cover value of 750 6 5 4 Apply dispensation Enter 100 against all benefit types that are covered by a dispensation All amounts covered by a dispensation will not appear on the form P11D or EEC submission but will be included in employee benefit statements and on other management reports within the system 66 6 5 5 Class 1A NIC Allows you for certain P11D sections to select whether Class 1A NIC is to be paid for the selected benefit type Certain areas are pre set and therefore unchangeable as these are clearly predetermined by legislati
83. Beckingham DavidMrDB PAYE O8OMTEMP2 Surname Beckingham Address Notes Group Dates Other Payroll Forename David Date of commencement 03 0111 485 Initials E JP Director No Title a w WE Date of leaving Los 2008 2009 PAYE to date 0 00 NI Number ee Days absent fram PAYE Payroll pan P1101000298 E NOA 2008 2009 Notional Sala Status M pe A Ee Na AAE 7 A Edit Delete Help This screen displays the full details of the current employee as selected from the Employee List You can browse to other records in the Employee List by going to the Employee Counter on the Benefits Toolbar Below is given a description of what happens when you click on a particular Button Icon 9 2 1 lt Tax Year gt Dropdown You can move between tax years by selecting the appropriate tax year here Please note that you cannot move forwards beyond the tax year selected on the Log On screen 9 2 2 lt Add gt Button Gives you the option of adding a new employee for this company 82 9 2 3 lt Edit gt Button Allows you to edit previously entered details for this employee 9 2 4 lt Delete gt Button Gives you the option to delete this employee with all associated benefits for this year only 9 2 5 lt Help gt Button Opens up the relevant context sensitive Help page 9 2 6 Employee List Takes you back to the Employee List 9 2 7 Find Screen Takes you to the Find Screen 9 2 8 P11D Icon Takes you to th
84. Benefit expense Bupa Family Cover Bupa Single Cover Bupa Single Parent Cover Family Medical Insurance 2007 Overseas Health Insurance PPP Private Medical Insurance Help Cancel 4 Click YES to the following pop up window to confirm Private medical treatment or insurance 2 Replace the benefit type Single Medical Insurance with Bupa Single Cover 110 12 11 Import Log and Error files During the import process the system will perform a number of data validation checks to ensure that erroneous records contained within the source data are excluded from the import process The system creates a log file of the import process run and an error file containing any excluded records A Import Wizard C PROGRAM FILES1P11D4200 1DATAM 2006 2007 Employers name FAYE Ref PAS Data Limited 4 008 3456 d Source file a C import Foutines Import Log Files C Import Error Files 20061106 1241914 SECTION Feoo NEW DEF l 19 16 00d Byte 0061106 121901 SECTION F2007 NEW DEF le 19 02 af lo Bytes 20061106 121735 ALLEMPLOYEES 2007 DBF 12 17 36 6731506 Bytes Gaves Excel Delete Help Cancel Fig 14 12 12 Import Log Files For each import routine carried out the system will create a log file to confirm the status for each of the records processed during the import routine Each log file is uniquely named to reflect the date time and import routine run e g 20061106 122029 SECTION 12007 DBF is a
85. Bottom of File Button Clicking this button will take you to the last record of the source data 14 4 9 Next Button Click this button to run the system import validation checks and proceed to the final stage of the Import wizard see section 2 2 for further information on import validation 14 4 10 Back Button Select to return to the previous stage of the import wizard 14 4 11 Help Button Click to displays the system s context sensitive help for this screen 14 4 12 Cancel Button Select to cancel the import routine 135 14 5 Import Wizard Screen Shot 5 A Employee details ADOFUPDA TE PAS Data Limited Employers name PAS Data Limited Source data file ALLEMPLOYEES_ 2007 CcSy pedine records tothe target employer Ge Unidata evisting records within taroat aniplayet Total number of records removed from the source file ga Log file name ALLEMPLOYEES_2007 da Mirecalculate P11D Status Bl EsckueBATA Folder Finish Back Help Cancel 14 5 1 Employers Name Displays the employer used to run the data import against 14 5 2 Source data File Displays the file used to perform the import 14 5 3 Add Displays a check box to select new records to be imported or excluded from the import Also displays the total of new records 14 5 4 Update Displays a check box to select existing records to be updated or excluded from the import Also displays the total of updated records 14 5 5 Total
86. EE ENEA E EA A 127 ITAA PUPO OUT C sts pert ace cea seas tage sold 127 TATED AIP OTE SEP A 128 TAMOS AMO EOL US cds 128 TEE AORTO S A tros aatEs 128 VATS BACA BUON RR 128 LATED O NI A 128 14 1 10 Cancel DUO sn ci 128 14 2 IMPORT WIZARD SCREEN SHOT 2 c cccsccoscssccscccseccssccoscoscccsctesccescceccecccsccsscseceseccssssssccsccovess 129 TADA APLONIS NN VE A A A AS 129 DT PALERE A O A O A ER E 129 AO IS LL A IA A A A aannanenes 129 TAZ HAI ORL UNE A A ATT 129 Li IMPOR OSI a laa laicas 129 PAZO IMPOR LITOT L TOS ias 129 Ve a 20 OTD ES AR AI A E A N O 130 PEZ ANEXA DUO da la lada 130 PER BAROU O ar a ad dal talco 130 14 2 10 HEDA BULON A As 130 14 2 11 Cancel Buton wise es Seas ie a East lat aaah a aa ala ala A E 130 14 2 12 Click to cancel the import routine and return to the previous Screen 130 14 3 IMPORT WIZARD SCREEN SHOT 3 sico cds 131 IASA JSOUTCL FUE ATA OUI UES siete E ech Oct hfe ate td Saal ctrl ee Set eel a tac bas 131 laz REMOVE Hedder RON los hse Scenes 131 14 3 3 Selecting this check box will remove the file displayed at the top of the file from being imported into the system and should be checked ONLY if the source file contains a header row 131 O 1 VOC ee sae neo ee 131 DDD A A AANA 151 14 3 6 Displays the maximum field length i e Date 8 oooonnnccnnnicnnnonnnccnnnnnnnnnnnnnnnnnnnnnnananonos 131 TAI gt RAS er tela BULON A A a 131 ISO EXC O DUO ei AA E ERA E 131 JAI CONS QUPALON TLE DUO A A
87. EE REPRINT 209 20 39 1 What is the P46 car Movements by Employee REPRINT ccccccccseeeeceeceeeeeeneeees 209 20 39 2 WIS SHOUT USCIS TEPON AA I E EEOAE 209 20 39 3 Should I give the employee a copy of this report tO TevieW ooooonnccnnnnncnnnnnanocinnnnnss 209 20 39 4 How cand produce TRES FEDORA AR RA 209 20 39 5 When exported to a spreadsheet what fields of data will be available for me to use 210 20 40 BENEFITS amp EXPENSES REPORTS SECTION A ASSETS TRANSFERRED 0 060 210 20 40 1 What is the Section A Assets Transferred ccccccccssccccccccccssssanssseccceceaaaanseeeseeseaanes 210 20 40 2 Why SHOUMAT use STEPON 2 lt a aio eid nd seas meno 211 20 40 3 Should I give the employee a copy Of this report tO Treview ooonccccnncnnnnnnnonoconnnnnnnos 211 20 40 4 TIOW CONT produce MIES TOPO ads 211 20 40 5 When exported to a spreadsheet what fields of data will be available for me to use 211 20 40 6 When Should T produce this TEDO WAS A A eee 212 20 41 BENEFITS amp EXPENSES REPORTS SECTION B PAYMENTS MADE ON BEHALF OF THE EMPLOYEE 212 20 41 1 What is the Section B Payments made on behalf of the employee cee 212 20 41 2 Whysho ld TUS E TUS repor AAA A eR 212 20 41 53 Should I give the employee a copy Of this report tO Teview oooncccnnncnnnnnnnononinnnnnnnos 212 20 41 4 How cantproduce this repot rsin ene aE NAO E RH 2T2 20 41 5 When exported to a spreadsheet w
88. ETWDRE foe PAID Orgariter nofterate You can choose not lo install P110 Organicor Whey VE by clicking Cantal bo ii Setup P11DORGANIS Ek te Cancel Fig 5 Installation Search Options Alternatively if you know where your software is located you can select the Manual Search option to specify the location of the installation that you want to update 5B Searching for Existing Installations a fhebecbed ostalat in Setup has detected yow exisiting talla los elect a detected mia from the dropdown li t blas ASORIGINAL ARES AET ID Wa 02 A AORIGINGL APPP TICES PF NORIGINAL APRS FA DANA BACKUP FAI IAAL APPS PT a FMA GIA APPS PUTED ADT AAA ARPS Pe Wied TOU can choose no to ineiall F110 Organiser YYYY Y B by clicking Cancel lo ext Setup Fig 6 Select Network Install to Update Once Setup has finished searching you will need to specify which installation you wish to update by selecting the appropriate installation from the drop down menu Now proceed to step 6 6 The Select Destination Directory Screen appears Select Destination directory Setup will neta ll FID Organiseer YYYY Y B in ihe obtain folder To install inso a diferent Tolder cick browse and seleri another folder Mana spectty ireal dire cbory Cheating Folder P ippica 1D Bae Fig 7 Select Destination Directory Confirm or specify the path for the installation that you are updating and then click the Next button 36
89. Electronic Submission o To obtain the Electronic Submission go to the Employers List screen select the Icon See also Paragraph 21 of the manual 23 3 5 How do I allocate a different printer than the default one Once you have selected a report to print you are presented with the Print Setup dialog box From here you can redirect the print output to another printer by selecting that printer from the 262 Name dropdown list 23 3 6 How can get a breakdown report of Class 1A NIC by cost centre Select the new report Class 1A NIC by cost centre from the Employer s tab of the Reports Wizard See Paragraph Error Reference source not found 23 3 7 How can Email employees reports The Email routines are found in the Reports Wizard To run them you have to have enabled the Email services See Paragraph 0 for further details 23 3 8 When use the E mail facility how can write a cover note to accompany the generated PDF file You can use the Notes section of the Report Wizard to write any freestyle accompanying text to your E mail For your convenience you can also import amp export text from this screen See also Paragraph Error Reference source not found 23 3 9 How do obtain a fuel output VAT report Go to the Reports Wizard and select the Company Car Fuel Benefit VAT report from the Periodic Reports tab You can define this report to fit into your reporting quarter for VAT purposes See Paragraph Error Refere
90. F format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 26 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 surname initials ni_number payroll r_ number description CC fuel registered price 193 extras fuelscale rptvalue 20 26 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 27 Fleet Reports Company car NONE exclusive use by vehicle 20 27 1 What is the Company car NONE exclusive use by vehicle The system will run internal validation rules to ensure that company car allocations are exclusive by car registration number cars being allocated to more than one employee with overlapping dates of availability Generally the report will find nothing to report as validation rules are applied for both imported data and keyed data If for any reason you have managed to enter car records inaccurately any resulting records will be displayed in a schedule 20 27 2 Why should use this report This report should be run as a maintenance tool periodically to ensure that car allocations ar
91. G04WWB 461352444 ooojoeoszoos nsio4 2007 HIS54SFU JH3834484 0 00 06104 2008 nS 04 2007 HJ54sCz UB456823D_ 0 00 N6 04 2006 05 04 2007 HIS4SBY 33177734C 00 oBi0s2006 0s 0s 2007 GAS JFASOF AAA AAMAR AANA NAN AANT HANAI I I mj US DI Over Lap Days 1 a Mert Help Cancel Fig 11 96 12 3 Auto Process Import Routines Once an import routine has been successfully run the system creates log files to record the routine Along with the log file an additional mem file is created to record the settings that the import processes carried out The mem files are created to record The Import Routine run e g Car Details The field match selections made e g Reg Number to R_ Number The field exclusions made The validation rule settings made The optional settings made e g overlap days data backup etc A Import Wizard C PROGRAM FILES P11D 200 1DATAM 2006 2007 Employers name PAYE Ref PAS Data Limited de 008 3456 de source file ty C import Routines Import Log Files C Import Error Files 20061106_121914_SECTION_F2007 NEW DEF 25892 Bytes 20061106 121901 SECTION F2007 NEW DBF 27718 Bytes 20061106 121735 ALLEMPLOYEES 2007 DBF i 6731506 Byte SaveAs Delete Cancel To activate the Auto Process select and double click on an existing log file click YES to the resulting pop up window Import Wizard C PROGRAM FILES P11D 200 DATA 2006 2007 2 97 The system
92. H INTEREST FREE AND LOW INTEREST LOANS 219 What is the Section H Interest free and low interest loans cccccccccsssesecccceeeeeeeneees 219 Whys houla T USC TUS TCDOVL 2 lt a E 220 Should I give the employee a copy Of this report tO review 220 TTOW CONT produce TIS FEDORA a 220 When exported to a spreadsheet what fields of data will be available for me to use 220 20 48 BENEFITS amp EXPENSES REPORTS SECTION PRIVATE MEDICAL TREATMENT OR INSURANCE S EE S E A dane arg E E E A E EN L T S eee 221 What is the Section I Private medical treatment or insurance sseccccccceeeee eevee 22 Why Should I use this report cccccccccccccccssssesscsecceccnacssseeceeceaaaasseecceeesaaaaasseeeseessaaanes 221 Should I give the employee a copy Of this report tO Treview oooonccccnnnnnnnnnanncnnnnnnn nos 221 How can I produce this Teport cccccccccccsssesccccccccccccnesseeccceeeeaaeeseeceeeeeaaaeeeseceeesaaaaaeees 221 When exported to a spreadsheet what fields of data will be available for me to use 221 20 49 BENEFITS amp EXPENSES REPORTS SECTION J QUALIFYING RELOCATION EXPENSES PAYMENTS AND BENE ES asco era acia 222 20 49 1 What is the Section J Qualifying relocation expenses payments and benefits 222 20 49 2 WAY SHOULA LT USE TIS TERNA moda seacoast awed ane aaa 222 20 49 3 Should I give the employee a copy Of this report tO Teview oooncccnnncnnnnnnnnnnnnnnnnnonos 222 20 49 4 Howcan I DROGUCE D
93. ICES EE EE e O EEE o eee E Accepi kenis ayeeman e Decine ioence apesment Der id ea Fig 3 Licence Agreement Check the Accept tab and click the Next button 2 The System Information Screen appears PIO Dingamnhorr YEYE Checking System hiomaan R dp nig 0 5 Windows 23000 Huti 11985 ESA Semice Pack Samice Pack d Diplay Senings Resolution 1280 X 1074 SINS Conmecihvaty Emak Mieros 0f Outiook Browder LE Es B P11D Weer Somaikluna Secount Type Administrator i Back Newt gt E Cancel Fig 2 System Information Review the information and click the Next button 4 The Installation Options Screen appears APIO Dingamhorr VEY PD Organiser installation pions R Pieade tell the Setup program which bask you wish do narinn Twiki Mos Ba 7 Perko area rita FF Upata my eating inal Connect this computer boan exiting nebwork installation Ppa my maniing inefallation This installation will update the sodware version of your P10 Organiser installation This installation GHA NOE MAQUI BOminietaies nights JRGANISE B P11D YOU tan choose notio install F110 Organiser rra ly Chcking Cancel lo exit Setup ems oe A Fig 4 Installation Options Check the Perform a New Installation tab and click the Next button 33 5 The Select Destination Directory 6 The Start Installation Screen Screen appears appears JE PLD Organiver TOTANA 3 j APM finganieer YYYY A x
94. Import PERTAX Export PricewaterhouseCoopers P11D Producer 1 4 Legislative Changes Under the licence agreement users are entitled to free updates to cover all legislative changes during the Tax Year Update disks are sent out automatically and contain any enhancements made since the previous update you will therefore always have the latest version of the P11D Organiser Please see Chapter 22 1 3 to review our section on Live Update the fastest and easiest way to stay up to date 1 5 Key dates January Minor changes are notified around January each year when the Inland Revenue issues the Booklet 480 and the P11D Guide along with copies of the current years form P11D February Forms P46 CAR for employees whose car and or fuel benefit has changed in the quarter ended 5 J anuary to reach the Inland Revenue by this date April Key interest rates applicable for the current tax year i e the average official interest rate and the interest rate applicable for expensive living accommodation are not notified by the Treasury until after the end of the current tax year These rates are issued on the form P35 Int in approximately mid April each year For this reason P11D s for the last tax year cannot be completed until these Interest rates have been incorporated into the P11D Organiser May The main changes to the following years tax legislation occurs at the time of the main budget around the beginning of March each year Legislat
95. Installation Options Screen appears a PLD fhiypaniger VV PVD Organiser installation Ophis Peso tell the Setup program which lack you wish lo rior mud Mor Ea U a 5 rss riballai n Update mp coaching instalation Connect this computer ty an exiting nehwork installation C Repar my exiting inetalation This installation will update the so ware version of our P10 Organiser installation This installation 0063 NOt r quirs adminis nights P11DORGANISER YOU tan choose notio imsiall FID Cuganisar rra fy Cictking Cancel to exit Setup ee tt Temor Fig 4 Installation Options Check the Perform a New Installation tab and click the Next button 6 The Start Installation Screen appears LP Organiser TARA El Stan matakio You art now made lo install Pii Organise Vr rr Press the Ned bution to begin the installation o ihe Back butir lo naire your nta bon opta ne You can choose mol lo itall P110 Organicor rr NB by clicking Cant 16 at Setup P11DORGANISER stock CREE com Fig 8 Start Installation Click the Next button 31 7 The Finish Installation Screen 8 You are returned to the CD appears Browser Menu PIO Dingaenhorr VEY TESTIMONIALES STALL FOETRET ES Metalin ompreted ER EVI Cpr APTA vnc i turcas iria Let P110 Organiser put an end to your P4110 nightmare Press he Finath button Be dt thas nalala Tha PUDO Gegenisar is Es mesi powerful say do use solution lo Eu task of c
96. J 00813456 Ld Source file SECTION_F2007 C8V E Import Routines C Import Log Files C impatt Error Files Cars and car fuel First company car Cars and car fuel Second company car Cars and car fuel Pool car Sars oniar a a daS a a a Cars and car fuel Business mileage Employee details ADDIUPDATE Employee details UPDATE only Back Help Cancel Fig la Import Wizard STEP 2 The Open screen appears as demonstrated in Fig 2 below 20062007 Ed SECTION_F2007 cre AM LOG MyRecent B amp SECTION_N_2007 ERR Documents E SECTION_M_2007 SECTION _K2007 Eb SECTION_12007 SECTION_H2007 Eh SECTION_G2007 SECTION_E2007 Ed SECTION_C_2007 Ed SECTION_B_2007 Ed SECTION_A_2007 E SECONDCARS_2007 BL PRIVATECARS_2007 BL POOLCARS_2007 Fis Nene ALLEMPLOYEES_2007 7 My Network Files of type E i v la FA Fig 2 Using the drop down Look in bar navigate to and select the source data file containing the data that you wish to Import and click the OK button Note that the default setting for files of type is CSV this can be changed by clicking and selecting from the drop down files of type selector 89 O Import Wizard STEP 3 The Employee Details import screen appears as demonstrated in Fig 3 below NOTE the screen name is dependant on the import routine that you have selected to run Employee Details PAS LTD DATA OVE
97. LUE Record s selected to be automatically removed as the source data file contained car fuel type data in an invalid form PAYROLL Record s selected to be automatically removed as the source data file contained payroll number data in a blank invalid or unknown form DESCRIPTIO Record s selected to be automatically removed as the source data file contained an unknown benefit description R_NUMBER Record s selected to be automatically removed as the source data file contained an unknown vehicle registration number NI_NUMBER Record s selected to be automatically removed as the source data file contained an unknown or invalid National Insurance number FROM gt M_Eyear Record s selected to be automatically removed as the source data file contained benefit allocation FROM date in an invalid form From date greater than the End of the selected Tax year TO lt M_Syear Record s selected to be automatically removed as the source data file contained benefit allocation To date in an invalid form To date less than the start of the selected Tax year FROM lt M_Syear Record s selected to be automatically removed as the source data file contained benefit allocation FROM date in an invalid form From date less than the start of the selected Tax year TO gt M_Eyear Record s selected to be automatically removed as the source data file contained benefit allocation To date in an invalid form To date greater than the end of the selected Tax year
98. Meader row Tom Source data Te INITIALS FORENAME SURMAME PAYROLL PAYETODATE SALARY DAYSABSENMT MI_NUMBER DEPARTMENT LOCATION REGION COSTCENTRE LISER_1 LISER_2 Back Help Cancel Fig 3 The Source file data column will display the first line of data contained in the import file that you have selected In the example displayed in Fig 3 above a header row is included in the Source file making it easier to select a matching Target Field Remember to un check the Remove header row if your spreadsheet does not contain a header row Select a P11D Organiser target field to match the source data simply by double clicking a line of data and making a selection from the resulting pop up Select Target Field window as illustrated in Fig 4 below ra Select Ta reet Field COSTCENTRE DEPARTMENT DIRECTOR FORENAME INITIALS Ok Help Cancel Fig 4 Having made a matching selection from the Select Target Field pop up window the Employee Details screen will display the successful match and will have changed the P11D Organiser Target Field description from its 90 previous EXCLUDED state to display the selection of Target Field made see Fig 5 below Repeat this matching procedure to select each line of data that you wish to be included during the import routine and when all your chosen matches have been made click the NEXT button to proceed to the next stage of the import wizard A Employee Details PAS LTD D
99. NALD_YM565626D_202363_P11D_Benefits_Statement_20062007 pS BANKS_DAVID_N5323421C_199113_P11D_Benefits_Statement_20062007 SL PS BAKER _JASON_N W607581B_204009_P11D_Benefits_Statement_20062007 ps BAKER_COLIN DAVID_ 541310D_203296_P11D_Benefits_Statement_20062007 My Documents My Computer Es 4 a File Name cam_robin_jb924575d_1 94973_p11d_benefits_ Y My Network Save as type PDF v Fig 17 Having selected an Employee Report The System will display a pop up window giving you the option of either of the file types as displayed below in Fig 18 P11D Benefits Statement 2006 2007 You can create a single PDF File or a PDF File For each employee Answer Yes to create a single PDF file or No to create a PDF file for each employee in the Folder RP 1102006 NEWIEXPORTIREPORTI20062007 Fig 18 159 20 5 2 Employee Reports Single File Output PDF A single file containing all the employees reports in one file See Fig 19 below The file can be generated and sent to a specialist print department or an outsourced printing specialist if you have a large number of reports to be printed Save As Save in 20062007 j O P fi E BOND_JEREMY DAVID_ 2298313C_203414_P11D_Benefits_Statement_20062007 SO BLACK_TRACEY ANN_JG738517B_194991_P11D_Benefits_Statement_20062007 My Recent BIGLAND_ADELE_MY8S64126D_204032_P11D_Benefits_Statement_20062007 Documents E BERRY_PETER_ Z931587C_2
100. No No No No No No No No No No No No Type a question For help Ham FUELCHARGE FUELPAID gt M 4 gt MACAR ALLOCATIONS l o l l l ds gt Edit CAPS Microsoft Out O E O Inbox Fig 12 my Importing Data Micr Eh CAR ALLOCATIONS 99 12 5 Validation Employee Details Import Below is a table that helps to explain the pop up validation windows that may be displayed during an Employees Details Import Blank Employee Key Field Pop up Employee Details PAS LTD DATA Window i 2 1 records with blank PAYROLL values Do you want to remove all these records Validation The Import file has a blank or missing Employee ID Payroll or NI Number Issue Validation Payroll or National Insurance Number field must contain a value Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the Payroll or NI Number value to the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Validation Duplicate Employee Key Field Pop up key Field NI_NUMBER Window 2 1 Duplicate MI_MLUIMBER records Found Do you wank to REMOVE all 1 records Yes Mo Validation The Import file contains duplicate Employee ID records Payroll number or NI Issue Number Validation Payroll or National Insurance Number field must contain a unique value
101. O Teview ooonccccnnnnnnnnnnnnoninnnnno nos 236 20 60 4 How CONT produce MIS epore i E T 236 20 60 5 When exported to a spreadsheet what fields of data will be available for me to use 236 20 60 6 When Should I produce this report cccccccccsssscccccccccnenessseccceceaaansssseseeeseaaaanseeseessaaaaes 237 20 61 EMPLOYER REPORTS LIST ALL EMPLOYERS iio incida adds 231 20 61 1 Whats the List Ql CM plover VA AA AAA A A His Backs AA NA 237 20 61 2 Why should 1 use US LEDO rere ine e SAR AAA A VAEN 237 20 61 3 Should I give the employee a copy of this report to review ooonccccnnnnnnnnnnnnocinnnnnnnos 237 20 61 4 Howcan i produce MUSA 237 20 61 5 When exported to a spreadsheet what fields of data will be available for me to use 237 20 61 6 When should T produce This TA Ree E 238 20 62 EMPLOYER REPORTS BENEFITS amp EXPENSES DISTRIBUTION REPORT c ccccccccceeeeeeeeeeeeeees 238 20 62 1 What is the Benefits expenses distribution TEport ococococnooannncncnnnnnnonanononnnnnnnnnnnns 238 20 62 2 WIS should L USE TUS FEDORA 238 20 62 3 Should I give the employee a copy of this report tO TevieW ooooonnccnnnnnnnnnnnnnncnnnnnnss 238 20 62 4 How cand produce TRES TED OLE lt A RA AA AR Beale ARA 238 20 62 5 When exported to a spreadsheet what fields of data will be available for me to use 238 20 62 6 When should I produce this report oooooooooannnnnnnnnnnnnnnnnnnnnnnnnnononnancnnnnnnonananccnnnnnnnns 239 20 63 EMPLOYER REPORT
102. PiiD Organiser is nov available for download from the following URL Fig 7 Registration Email Notice that the e mail has two attachments one of which is named register mem Step 2 Right click on the attachment register mem and choose the option Save As A Save Attachment dialogue will open See Fig 8 Save Attachment A eno jo alaxan a borrow Fr at Flentemp firs ba corvalue frt sal Msetenr frt aa carves fre aj Fleetens Fr ial class La frt aa Reetrpt firt Li class La Fr a Restrpt ne lan Contig Fe Browser cer a DATABASE DIA sa FOMUSER APT a distrity frt aa fuetvat frt al distrib Fre al Fuetvat Fre lan distribs Frt 5 INSTALL LOG aa distribs fre mjit an frt 4 ELITESAFE INI an ist _ain Fr tripa FRT at amployer fre a list ao frt pros Lid frs employer frx ia list_alo fr laj Hesterp frt wm list_ sip frt Cancel Save as y pa fan Files Fig 8 Save As Attachment Rename the File Name field from register mem to register txt Navigate to the location of your P11D Organiser installation folder amp open the suibfolder within called DATA Press the Save button 42 Step 3 Return to your Windows desktop and find the P11D Organiser folder which has been installed on your desktop Fig 1 Desktop Step 4 Double click on the P11D Organiser folder and you will be displayed with three shortcut items F110 Organiser R alla f
103. S BENEFITS amp EXPENSES DISTRIBUTION REPORT SUMMARY 239 20 63 1 What is the Benefits expenses distribution report summary ccccceccccccceeeeneeeeeees 239 20 63 2 Whys houla T USCS TODOTL 2 lt A ai 239 20 63 3 Should I give the employee a copy of this report tO Teview ooooncccnncnnnnnnnnonocinnnnnnnos 239 20 63 4 How COMA Produce LATS TED lt lt iia 239 20 63 5 When exported to a spreadsheet what fields of data will be available for me to use 240 20 63 6 When Should T produce his TEP OIE cchic Piece A A 240 20 64 EMPLOYER REPORTS INTEREST FREE AND LOW INTEREST LOANS JOINT BORROWERS REPORT 241 20 64 1 What is the Interest free and low interest loans Joint borrowers report 241 20 64 2 Why should I use this report oooooooconnnccnnnnnnonnnonononnnnnnnnnnnncnnnnnnnnnnnnncnnnnnnnnnnnnnncnnnnnnnnns 24 20 64 3 Should I give the employee a copy of this report tO TevieWw ooooonnnccnnnnnnnnnnnnnnnnnnnnnss 241 20 64 4 TIOW CON Produce TITS FEDORA ida 241 20 64 5 When should T Produce tS TEOT dsd AE E a EA 24 20 03 ERROR MESSAGE Sesa a tusuiees 242 20 65 1 Error PIID Facsimile Report 18 BLANK att ii AE RAe 242 20 65 2 Error P11D Facsimile Report has been CANCELLED 0 ccccccceeeveeeeeeeeeeeeeennees 242 20 65 3 Error P9D Facsimile Report is BLANK cccccccccsseeescesccceceeaeeseeecceeeeaaaaseeeeeeeeaaaaaes 242 20 65 4 Error P9D Facsimile Report has been CANCELLED ccccccccccc
104. TAC A cd nes sea east E 58 Technical specifications ccccccccceceeeeeeeeeeeeees 19 POOO TOAT erecta ada 22 265 U Updating employee records ooocccccccccnnnnccnnnn o 259 Updating to Version 2007 2 1 ooooooncccccccccc n o m 23 View Employee Details acciiveccsessserecsssmunccnteneests 82 View Employers Details 0 0 0 0 ceeeeeeeeeeeeeeees 13 Y Year End Procedures 266
105. TRUE FALSE NA370539D PR14845 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE JE863092A PR21271 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE YY541310D PR20607 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE NW607581B PR21320 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE NS323421C PR16423 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE YM565626D PR19674 Private Medical Insurance 06 04 2006 05 04 2007 156 00 0 00 TRUE FALSE WP071923A PR18989 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE WM633584CPR18895 Private Medical Insurance 06 04 2006 05 04 2007 137 00 0 00 TRUE FALSE NH188046D PR15412 Private Medical Insurance 06 04 2006 05 04 2007 727 00 0 00 TRUE FALSE NM876662B PR15784 Private Medical Insurance 06 04 2006 05 04 2007 140 00 0 00 TRUE FALSE YM654657A PR19686 Private Medical Insurance 06 04 2006 05 04 2007 304 00 0 00 TRUE FALSE YZ931587C PR20796 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE NY864126D PR21343 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE ZY965799A PR21051 Private Medical Insurance 06 04 2006 05 04 2007 156 00 0 00 TRUE FALSE NP706791B PR16000 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE YX603734A PR20450 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00 TRUE FALSE NS494167C PR16469 Private Medical Insurance 06 04
106. To 05 04 2009 This Employer OC Everybody Employer Durnmy Company 2 surhHame P11D Organiser offers extremely powerful search amp grouping facilities Searches can be initiated across all Employers and the resulting active lookup can be narrowed down easily Below is a list of the key features of this screen 8 1 1 lt Tax Year gt Dropdown You can move between tax years by selecting the appropriate tax year here Please note that you cannot move forwards beyond the tax year selected on the Log On screen 8 1 2 lt Scope gt This defines the range of your search This is broken down into three levels e Everybody Searches across all companies replaces previously defined lookups e Employer Searches across the selected employer replaces previously defined lookups e Active Lookup Used to narrow down a previously selected group 8 1 3 lt Employer gt You can select an employer by clicking on the EA browse button 8 1 4 lt Find gt 8 1 4 1 Field Headings Firstly select the relevant Field Heading for previously entered data in the dropdown grey box e Surname e Forename e National Insurance number 17 e Payroll Number e Director e Sex e Cost Centre e User Defined Fields 1 2 e Employee Notes e Car Registration Number 8 1 4 2 Search Criteria Enter the Search Criteria in the White Box If you wish to create a group based on common search criteria e g all employees in a cost
107. Update button Step 6 You are now presented with a dialogue box which asks you to confirm that you wish to update the selected payrolls from the specified Payroll Product to the specified employer record Data Folder C PROGRAM FILES P110DATA Tax Year 2006 2007 F Do you want to update P1 1D employer Safe Computing Ltd from Safe Computing Ltd MONTH Safe Computing Ltd WEEKLY c tw Fig 11 Confirm Update Payroll s Click the Yes button to proceed or the No button to cancel 92 Step 6 Please be patient whilst the P11D Organiser updates information from your selected Payroll Product Once the import is complete you will be presented with a summary of the information that has been updated from your Payroll Product A Connect to other systems Connect To Safe Elite Payroll 24 08 2006 12 46 43 PM Undated Employer Safe Computing Ltd tom SAFE MONTH Safe Computing Ltd Employees Updated 39 Updated Employer Safe Computing Ltd from SAFE WEEKLY Safe Computing Ltd Employees Updated 39 Fig 12 Update Payroll Summary Click the OK button to proceed 53 5 6 Release Payroll At any point you may release a previously connected company You will need to do this if you want to link a company with another payroll system Step 1 From the employer screen Select the Connect to Payroll icon You will then be presented with the Connect to Payroll screen 2 view
108. You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional 189 20 23 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 section r_ number asset_no fleetno description co2 fuel CC registered price extras 20 23 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 24 Fleet Reports Company car private use contributions by employee 20 24 1 What is the Company car private use contributions by employee This report produces a schedule of all employees who have made a contribution for the private use of their company cars The contribution values reported will reflect the frequency of the contributions made against the period of availability for the car 20 24 2 Why should use this report This report provides a schedule of private use contributions that can be easily exported to file 20 24 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 190 20 24 4 How can I produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the
109. You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 49 5 When exported to a spreadsheet what fields of data will be available for me to use 223 Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page id 4 began description notes empcost grossval acomdation thisyear exempt lastyear netexempt casheqv madegood taxable classa dispense p9dvalue 20 50 Benefits amp Expenses Reports Section K Services Supplied 20 50 1 What is the Section K Services Supplied e The P11D Organiser provides reports on all benefits by P11D section within the system 20 50 2 Why should I use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 50 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 50 4 How can produce this report You can produce this report for the selected employee s directly to
110. a copy Of this report tO Teview oooncccnnnnnnnnnnnanocinnnnnonos 180 20 17 4 TIOWSCON TF PrOdUCEIUS CDA a 180 20 17 5 When should T produce TIS TED aa 181 20 18 EMPLOYEE REPORTS EMPLOYEES BUSINESS MILEAGE STATEMENT cococccccocccocccnnccnnonos 181 20 18 1 What is the Employees Business Mileage Statement ooocococoonoannnccnnnnnnnonanononnnnnnnnnos 181 20 18 2 Ways houli FUSE TUS TCDOEL 2 ia A A AA EARN 181 20 18 3 Should I give the employee a copy Of this report tO TevieW ooooonnccnnnnnnnnnnnnnnnnnnnnnss 181 10 20 18 4 How can I produce this Teport cccccccccccsssesccccccccceecnsescseecceeeaaansseeeceeeeaaaaseseceeessaaaseees 181 20 18 5 When should I produce this report oooooooooannccnonnnnnnnnnnnnonnnnnonononannncnnnnnnnnananccnnnnnnnos 182 20 19 EMPLOYEE REPORTS EMPLOYEES S232 TEPA2003 BUSINESS MILEAGE COMPARISON uti aero 182 20 19 1 What is the Employees S232 ITEPA Business Mileage Comparison ccccceeeeeeeees 182 20 19 2 WHS SHOUT USE TUS TS CDOT EL coc oct a 182 20 19 3 Should I give the employee a copy of this report tO review oooonccccnnnnnnnnnnonnnnnnnnnnnos 182 20 19 4 TIOW COM I PIOGUCE this Tepi rrei n naa ET ET EOE laced tonite 183 20 19 5 When should I Produce Tis TODO E EET kad nceewas 183 20 20 EMPLOYEE REPORTS P46 CAR wicacisscssceaseciteatansbeaadeaceaviseceancsactacesinestanabdatanneeiecaneesecntets 183 20 20 1 Whal iS THE PROC ai A tias 183 20 20 2 Wy SHOU FUSE TUS TOPOL aislada 183 20 20 3 Sh
111. ail to do so please browse the contents of the CD ROM and double click on the icon Setup exe e At the top of the menu screen click on the Install tab e The installation menu appears Please select the option labelled P11D Organiser Full Product N B Users updating installing software from a file obtained via website or URL need only to double click on the file that they have acquired in order to proceed to the first step in any of the installation routines 2 2 Updating a local installation 1 The Welcome Screen appears 2 The System Information Screen appears PIO Dingamboer VEY APIO Dingamnborr VEY Checking System information Welcome to PID Organiser VE Setup fon ER Operating mie E Bud 41 ES Semice Pack Samice Facka 113 hong recommended hal you coil all Windows jigras before running this Setup Pgrarn La 11EK i Girit da quit Sup dnd chibi any program yer ae i ae have nanning Click Nev te continue with the Setup Sa A prog WARNING This program is protected by copyright law dto os Connectivity Emak Microsof Outook Brower LE 6 SP Unauthorized reproduction dl distbibubon of this P11DORGANISER ar gran r Any pect f it iay r gt in ewe thil and criminal pensas and will be grogsecwied bo the aire db y i raii L User Detalla at una l Secount Type Adminiaistor pa lt 0 or O T T 1 a lt Back C hms Cance Cim Cancel face Fig 1 Welcome Fig 2 S
112. all car movement activity from the beginning of the tax year to date 20 38 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 38 4 How can produce this report 209 You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 38 5 When exported to a spreadsheet what fields of data will be available for me to use o This report does not export to an XLS or CSV file 20 38 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 39 Periodic Reports P46 car Movements by Employee REPRINT 20 39 1 What is the P46 car Movements by Employee REPRINT Use this function if you need to reprint a previously printed P46 car schedule The system will show all car movement activity from the beginning of the tax year to date 20 39 2 Why should use this report Use this function if you need to reprint a previously printed P46 car schedule The system wi
113. all valid available From amp To allocations of the car contained in dates the import file 95 12 2 Over Lap Days During the import process the system provides an option to select an automated adjustment tool to correct car allocations that contain an invalid period of availability e g Car 1 available from 06 04 2006 to 01 11 2006 and replacement Car 2 available from 01 11 2006 to 05 04 2007 has overlap of 1 day The system assumes that the available FROM date s are accurate and will make the necessary changes to the available TO date s to correct the overlap A selection of over lap days can be set between 1 and 365 This will automate any validation issues and replace the TO date for any records that are present in the import source file Changes made by this validation tool are able to be viewed in the import log file with a STATUS entry of TODATE 15 11 20 to denote a record that has been changed from 15 11 2006 to a corrected date Cars and car fuel First company car PAS Data Limited mons Please selecta unique key field Record 2 of 247 pa DEN ONE a a rs R_NUMBER A AO TOS HG04YTT Ja0601924 0 00 BARI psoszo0r feron A iusea7Tac non owoarone fosoa2oor PRIUSE2 JA3714658 0 00 D6 04 2006 0S 04 2007 HJS3KHC JAB889258 00 OBi0A2006 ns 04 2007 HGD4FWH JASO57698 0 00 N6 04 2006 Ms 04 2007 HDO4WNP 62319950 0 00 n6I04 2006 0S 04 2007 HIS5GMX 6974498 0 00 06 04 2006 05 04 2007 H
114. alues Do you wank ko remove all these records Validation The value contained in the import file has a value that would result in Issue miscalculation the formatting of the dates may be incorrect or contain dates outside the system s acceptable date range parameters Validation FORMAT Date format must be dd mm yyyy Parameters RANGE not less than 01 01 1920 RANGE not greater than the system date today s date Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the REG DATE value in the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Validation Duplicate Key Field Pop up key Field R_NUMBER Window 2 2 Duplicate R_MUMBER records found Do you want bo REMOVE all 2 records Validation Duplicate record s found in the import file Issue Validation Vehicle Registration Number field must contain a unique value Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Refer to the file the system has created in the ERR folder to satisfy yourself that the entry was a complete duplicate If so no further steps are necessary as the system should only create 1 record per valid vehicle 102 Pop up Company Car Details PAS LID DATA Window EP 1 records with invalid ZE values Do sou wank bo remove all t
115. anca bayamo bayard bedizened brume caducity caitiff caliginous carious cataphract catenulated cateran chaconne chancrous charlock chlamys chrism chrysoprase clinquant condign crepitation cymar delinition delirancy delitescent dernnify devoir eidolons epitonic fane foetor fuligin fulvous gravid grue guerdon hebetude immedicably inchoate incused inexculpate innominate involuted irrefragable jacinth lacustrine leal lenitive louring mansuetude mephitic nacre objugations oneiric oriflamme orogenic paraesthesia periapts quit rerebraces roborant sacral saft salvific sapid sastrugl scend scoria sendaline sequacious stillatory stridulation surquedry telic theriac thetic travertine unassoiled vambrace vieis Import Export Cancel Fig 20 You can enter freehand notes here You can also import export standard text from another source These files should be saved in a txt format Choose the output to Printer and these notes will appear on the Benefits Statement 161 Choose the output as Email and these notes will appear in the body text of the email you are sending Click on the OK button from the report wizard screen to run the report and send the email s The Email text entered will then be displayed in the body of the email received by the employees see Fig 21 below ANTONY COLLINS Mr P11D Benefits Statement 2006 2007 Message Plain Text E File E
116. and confirm that the car clashes with the current car allocation in a pop up window By answering YES to the pop up box the system will automatically change the AVAILABLE TO date of the 1 car to 1 day before the AVAILABLE FROM date of the replacement car and will also automatically set a P46 car requirement to reflect and report the change P11D Organiser 2001 2002 VERSION 2002 01 P PIIDE VALZ001 DATA j ed Warning dates available for this car from 01 09 2007 to 05 04 2002 conflict with 1 currently allocated cars Answer es to adjust the availability of other carfe to maintain exclusive uze The benefits profile for the employee will immediately display the revised benefit position to reflect the additions or changes made Having correctly allocated the car the system will place the old car in the vehicle database ready for allocation to any other employees and will display its availability date in the browse window binocular icon when adding a car benefit to any other employees 143 17 Year End Procedures 17 1 Archive Routines To commence a new tax year firstly you have to select the current tax year from the Logon screen after you received version 20XX 02 of the software The System then asks you whether you wish to change your tax year Then the following screen appears 221 Archive P11D data You have opened a new tax year 2008 2009 do you wantto archive 200 2008 Answer YES to the above questi
117. andatory form 20 43 Benefits amp Expenses Reports Section D Living accommodation 20 43 1 What is the Section D Living accommodation e The P11D Organiser provides reports on all benefits by P11D section within the system 20 43 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 43 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 215 20 43 4 20 43 5 20 43 6 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel data will be available for me to use Field Header Header Facsimile taxref title initials description improvemen notes rentpaid aditnichrg madegood dispense Field Header id 1 surname ni_number page aquired value from annualvalu share_disc taxable p9dvalue When shoul
118. ant context sensitive Help page 7 2 6 Employer List Takes you back to the Employer List 7 2 7 Find Screen Takes you to the Find Screen 7 2 8P11D Icon Takes you to the Employers Benefits Profile Screen 7 2 9 Print con Takes you to the Reports Wizard 7 2 10 Notes con Allows you to make Employer Notes quickly 7 2 11 Employee List By clicking on this icon a message box appears asking you to confirm whether you wish to go back to the previous lookup of employees or whether you wish to see a list of all employees for this employer 74 7 3 Employer s Benefit Profile View benefits profile for this employer Employer Dummy Company 2 Taxyear 2008 2009 Description of benefit Taxable 7 Company car 750 00 Living accomodation 41062 50 ileage allowance rate 1 0 00 Cars and car fuel first company car 78727 00 Exclusively used 199500 00 Shared use 1750 00 Loan to Consolidate Debt 562 50 Qualifying relocation expenses 0 00 Home Telephone Provision Total 328736 00 Lookup This screen shows the current employer s benefit profile i e which benefits have been assigned to their employee s If you select a line entry you can see the Section of the P11D the particular benefit belongs to amp a description of the benefit If you double click on that line you can edit the global benefit tyoe Any changes made can then be applied to all recipients if the chosen benefit type Below is given a description of what
119. ar End 1 Merge Data on the Title Bar or by pressing the F9 Key This becomes relevant if you have made changes to a previous year s records and want to update the current years details to reflect these changes 146 18 Reportable Status 18 1 Automatic P9D P11D production The P11D Organiser has a built in reportable status function that will automatically recognise whether an employee requires a P9D or a P11D To activate this functionality and enable the system to determine the correct reportable status the employees Gross Pay for PAYE purposes must be entered in the Payroll tab of the employee record Company 1 Edit Employee Employer Company 1 Employee Wis Mary Altman Tax District 850 Surname Altman Address Motes Group Dates Other Payroll Forename Wary Date of commencement 08 07 2000 i Initials MA Direct l O Date of leaving if i Tithe Ms Sex F 20072008 PAYE to date 6000 00 MI Number DD 00 05 49 6 days absent from PAYE Payrall Mo P11D1000086 200712008 Notional Sala Status IM P9D 1234 25 z x Help Cancel Ensure that the employees date of commencement and or date of leaving as also entered so that the system can pro rata the rate of pay up to the whole tax year The system correctly pro rates up the gross weekly pay and not the hourly rate of pay to see if the employee is earning at the rate of 8 500 The system performs the 8 500 test by adding onto the pro rated up
120. at have MOT been allocated for over tax years iv Remove all Leavers with date of leaving before 06 04 2008 W Recalculate ALL employee benefits within the current tax year 2008 2004 Blank ALL employee salaries within the the current tax year 2008 2009 Backup DATA folder O Help Cancel On this screen you can perform various archive functions to manage the systems internal databases constructively i e allowing you to remove obsolete records and begin the new Tax year from a clear position All removed data is only removed from the new tax year and is always available to view or be recreated reported on by entering the system in a past year By performing the archive routine the system will create separate databases particular to each tax year These databases include Employers Employees Assets Vehicles Benefit types and properties The selectable options available within the routine e Perform a Data Backup before you do the archive e Remove all employees that have NEVER been in receipt of benefits e Remove all vehicles that have NOT been allocated for X no of years e Remove all leavers with a Date of Leaving before the beginning of the new Tax Year e Recalculate benefits automatically for the new Tax year after the past year has been archived e Blank all employee salaries within the new Tax year so as to disable the automatic reportable status 8500 test e Merge benefits amp expenses into the new tax year Y
121. atory form 187 20 22 Fleet Reports Company car ALLOCATED listing and validation 20 22 1 What is the Company car ALLOCATED listing and validation This report produces a schedule of all allocated company cars ordered by vehicle registration number and displays a highlighted box to bring to your attention any vehicle values existing in the system that may lead to a benefit miscalculation or HMRC submission validation error FBI or EEC submission 20 22 2 Why should use this report This report provides a validated schedule of car allocations to ensure that all currently allocated cars will not cause an error when submitting your benefit information to HMRC electronically 20 22 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 22 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 22 5 When exported to a spreadsheet what fields of data will be available for me
122. be the result of a miss spelt benefit description or a valid description that has not yet been introduced to system Validation Check for known benefit descriptions Parameters Recommended OPTION 1 1 Click YES to remove any unrecognised descriptions 2 Make the necessary changes if any to the file the system has created in the ERR folder 3 Re Import the File which will now contain valid values OPTION 2 Click NO and select a replacement benefit description from the resulting pop up window This window displays all existing descriptions that have been previously entered in the system for the P11D Section selected 108 12 9 Adding Benefit Descriptions The Import source file may contain benefit descriptions that are perfectly valid but are unknown to the system The import validation rules will identify these descriptions and provide you with an option to add them during the import process see option 2 above Any unknown benefit descriptions will be easily recognised and highlighted as Yellow records When clicking the NEXT button to proceed to the next part of the import wizard the system will display a pop up window to ask how you want to proceed with the validation issues it has found To add new descriptions follow these steps 1 Click NO to the pop up window K Services supplied PAS Testing Ltd E There are 4 benefits with unknown DESCRIPTIO values Do you wank to REMOVE these records 2 Cl
123. ccovsscccsssccccessccccesscccsesscccesess 137 16 ASSIGNING BENE FITS ias E N 137 IEL QVERVIEW crnina a a sau Gotha bees sos Uinta tater sea gutta a amen yale Seteabes 137 16 27 J BENEPIDS TOOLBAR a ds 138 16 3 ADDING A NEW P11D BENEFITS SECTION TO AN EMPLOYEE ccccccccccecssssseeeeeeeeeeeeeeeeeeeeneas 138 LO A A A RE eRe OE Prenat eRe Pen eee eee eae Men rere penny 138 TOD CI E E A E A A eee 138 IO EA E EA a lea lada 138 64 SELECTING THE BENEFIT TYPE usos o lla vila 139 TOAD ADSL e o E e 159 1042 TEU TCO noe A as 139 LOA lt Delete ah 66 PO A PDO Re SP OE PC en RD Re 139 A ROR See eT RCE Tee ane Ene oe OR Reet eC noe ree Ce ere eee 139 IOL A HEP Pee eer URE EE POET PIT ee A ATED TC DEL TER eS EET 139 104 0 CARCASA ie eet ce A a asd cios 139 16 3 Pld D SECTION LEVEL OVERVIEW SCREEN und 140 TG lt lax Year gt IIOP GOWN ssiricatacteraioicaesbissanicsnsaeiiaatsseccieiea nia a ican a i riia enders ainiti 140 1092 Add gt DIN ici Sen Ce eee eer 140 163 3 SEE BUON ni ii dt 140 16 5 44 Delete gt DIM manana id it 140 AAA ANT AAA 140 TOSO Employee Lina dada 140 A A SS 141 loo II AA e o OO N 14 103 9 EXPenses CIO IES CRC iaa 141 16 5 10 O ee eee ee ee eee T ee eee ee ee eer 141 16 5 11 EMPLOYEE DET radio ae mae eet ad 141 16 5 12 EMR OSET DEIS ideados 141 16 6 SPECIAL FEATURES FOR CERTAIN BENEFIT AREAS sssssssssssssserereersessssssseeesterereeeesssssssseeet 141 16 6 1 Assigning Medical Health Benefit oo
124. cece see e eee nneteteeneeeees 243 20 65 5 Error P11D Facsimile Part Report has been CANCELLED 0ccccccccceeeeeeeees 243 20 65 6 Error PILD Facsimile Report ts BLANK is Es 244 20 65 7 Error P11D Facsimile Report has been CANCELLED cooocnnnnnnnannnccnnnnnnnnnnnncccnonnnnns 244 21 FIEING BEINTERNELS ia 245 Zick ELECTRONIC SUBMISSION OF PIDA a 248 22 EAMA TIRA CITIES AA AA A 249 22 MAINTENANCE ADDITIONAL FUNCT IONS ccc0ssscccccccsssssccccccessees 251 O TE asta N estat tere E E A ala eae ia agate east i ait E ati 251 ZOE SOW OTEARCOUSINATION ax cies tema ain oscars aa 251 2242 AGHANCEP GSS WOLD icin e E sie ae i a aes 251 ZO DO Ware Live AIS a A 251 PN O O 232 PaAI AREDOTES VIA il ona d 252 DLAC AMPO NA od 252 DLA AUT A A A adsn sates 252 DLs BAKU LLANA E A E T N 29S LAD LOCO NETE E A E N A A E E E AER 254 22 1 10 ENU TE E A 254 222 FOOLS a a a a rots nen a a A 254 DL ANN BONT E aE EE A ida 254 2z lod Alten date of COMMENCENEM di is 254 22 242 Alper date OF TCA VIAS tail AA tit 255 A OE N ETE A 233 222 el Merse Data Toma previous Yeal idad is 255 22 222 Setup Business Mileage Rates A A da 256 ZU IS i Create Electromis SUDINISS ION oss sowie scece trends E sara EEE E EE OVEREN E G 256 22 2 2 4 Archive PFLID DA A A EM AA AA 256 22225 Sec Orlieial Interest Rates astra di di rec titi 256 AIR NN SANA ARS AAA A A A T E ASE 256 Doe IRCA CHOI VA CS is ios oot sees a a atts alee cette es ot hotties ur aoe ete 256 CL
125. ceed or the No button to cancel Step 6 Please be patient whilst the P11D Organiser imports information from your selected Payroll Product Once the import is complete you will be presented with a summary of the information that has been imported from your Payroll Product A Connect to other systems Connect To Safe Elite Payroll 2408 2006 11 11 37 AM Created Employer Safe Computing Lid torm SAFE MONTH Safe Computing Ltd Employees Created 35 Updated Employer Safe Computing Ltd from SAFE WEEKLY Safe Computing Ltd Employees Created 39 Fig 6 Connect to Payroll Summary Click the OK button to proceed 49 5 5 Updating Information You may wish to periodically update the information that you have imported from your Payroll Product into the P11D Organiser The Update function allows to ensure that any changes made to the employee records within your Payroll Product are reflected within your P11D Organiser Step 1 From the employer screen Select the Connect to Payroll icon You will then be presented with the Connect to Payroll screen 2 View list of employers xi Safe Com puting Ltd Ok Help cancer Fig 7 Employer Screen x Lempioyere Namel Connect to other systems b E Connect To Safe Elite Payroll i System Folder SABAFENLIVEWINIVSR MOM Al Safe Computing Lid is NOT connected to an
126. ceeee0 194 20 28 1 What is the Company car NONE exclusive use by employee ennnen 194 20 28 2 WAY should I USE MUA as 194 20 28 3 Should I give the employee a copy of this report tO TevieW ooconnnccnnnnnnnnnnnnnannnnnnnss 194 20 28 4 HOWCcan produce this TODO ii 194 20 28 5 When should I produce this report iia dd id 195 20 29 PERIODIC REPORTS PAOI CAR Ju dmca lcd E E NAAN 195 20 29 1 Whal IS THE PROTEIN AAA 195 20 29 2 Ways houla TASC tUs T CDOEL 2 2 aida NR 195 20 29 3 Should I give the employee a copy Of this report tO review 195 20 29 4 TOW COMA produce TIS repor lt a 195 20 29 5 Is there any other information I need to know about this report ccccccccccccsesseeeeeeees 195 20 29 6 When shoula d produce USTEOT asado 196 20 30 PERIODIC REPORTS P46 CAR MOVEMENTS BY EMPLOYEE c ccsceeseeseeteeteeees 197 20 30 1 What is the P46 Car Movements by Employee oooonnccnnnnnnnnonnnncnnnnnnnnnanononnnnnnnnnnnos 197 20 30 2 Why Should Luse STEPO sorier tss r NENTE AAA RA AA 197 20 30 3 Should I give the employee a copy of this report to TevieW ooooonnccnnnnnnnnnnnnnocnnnnnnss 197 20 30 4 FLOW CONT produce ANTS TODONE ia A A A N 197 20 30 5 Is there any other information I need to know about this report cccccccccccceeeseneeeees 198 20 30 6 When should T produce his TPL A A N 199 20 30 7 When exported to a spreadsheet what fields of data will be available for me to use 199 20 31 PERIODIC REPORTS COMPANY CAR CLASS 1
127. centre or all employees whose surname begins with S then type in the first few letters you are searching for The system will then auto fill the White Box with the first description found that matches that criteria E g e If you type in the letter S the system will display Salter e Salter being the first Surname beginning with S in the company system e f you click on the Find Button only Salter will be displayed To prevent this happening once the display appears thus Salter press the delete key on your keyboard to leave just S showing in the Search Criteria amp then click on the Find button This way you will achieve a lookup for all employees in the company system whose surname begins with the letter S If you click on the adjacent IFA browse button you be able to see a list of all relevant descriptions that match the search criteria entered before the lookup is generated Search criteria can be further defined refined by using the Setup Filter 8 1 5 Employee List By clicking here you obtain a list of all employees for the lt Scope gt Employer or Everybody This overrides any existing lookup that may have been created 8 1 6 Setup Filter Icon Takes you to the Setup Filter screen for more search options 8 1 7 Employer Details Icon Takes you to the Employee Details Screen 8 1 8 Add Icon You can add to the Active Lookup by selecting a different criteria and clicking the Active Lookup Checkbox above
128. cking Class 1A values 20 55 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 55 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report 230 20 55 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 name taxref section oldcode page benefit id 4 vat taxable classta dispense 20 55 6 When should produce this report This is not a mandatory form and can be produced at any time 20 56 Employer Reports P11D b Class 1A NIC summary by costcentre 20 56 1 What is the P11D b Class 1A NIC summary by costcentre e This report produces a schedule of all Class 1A and cash equivalent values amp benefit descriptions for each section of the P11D broken down amp sub totalled by costcentre 20 56 2 Why should use this report This report provides an overview of all benefits contained within the system broken down by P11D section and provides any easy was of checking Cla
129. d produce this report When exported to a spreadsheet what fields of Field company forename payroll id 4 cost date to basiccharg casheqv classla This form can be produced at any time and is not a mandatory form 216 20 44 Benefits Expenses Reports Section E Mileage allowance 20 44 1 What is the Section E Mileage allowance e The P11D Organiser provides reports on all benefits by P11D section within the system 20 44 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 44 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 44 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 445 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field H
130. d mileage allowance rates set up accordingly 20 18 2 Why should use this report This mileage statement form can be used to print or distribute a mileage statement per employee giving information on all mileage values entered on the system to date This information may have a bearing on the amount of tax paid or available to be reclaimed by employees depending on the mileage rates you pay to employees for business mileage compared with the HMRC recommended mileage rates 20 18 3 Should give the employee a copy of this report to review This report should be delivered to employees only if you wish to inform them of the current mileage values that are recorded against their company cars or privately owned cars 20 18 4 How can produce this report You can produce this report for the selected employee s directly to the printer 182 You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 18 5 When should produce this report This form can be produced and distributed to employees at any time to report current running totals of mileage values or at the end of the tax year 20 19 Employee Reports Employees S232 I TEPA2003 Business Mileage Comparison 20 19 1 What is the Employees S232 1 TEPA Business Mileage Comparison T
131. dams John Mr JA PAYE OBOTEMP2 Al Description of benefit Help Cancel You can access this screen by clicking on the EN icon from the Employee level of the system On this screen you can set up the amounts you want covered by a Part 5 ITEPA 2003 claim Old Section 198 ICTA 1988 Use the tab key on your keyboard to navigate around the rows To save an entry tab out of the amount you want covered amp then click on the OK button A Part 5 ITEPA 2003 claim can then be obtained from within the Employee Reports tab of the reports wizard 86 10 Importing Data 10 1 What is the Import Wizard The P11D Organiser provides a simple interface for importing and regularly updating data held in spreadsheet form or data stored in external systems such as payroll HR or Fleet Management systems There is a separate routine for each of the P11D sections and a series of employee amp payroll routines 10 2 What types of data can be imported The system will import data in XLS CSV or DBF format however we recommend that if XLS spreadsheets are to be used that you use Excel s save as option and Save any files as a CSV file type prior to importing into the system CSV files are less likely to cause any import issues associated with the numerous versions of XLS files 10 3 How does the software know what data to import The import wizard allows you to select which columns of data to include for each import routine you run Prov
132. de additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 33 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 section milesrate id 2 id 4 from to id 3 link r_ number asset_no descriptio registered milesb milesp milest mileage surname forename title ni_ number payroll 20 33 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 34 Periodic Reports INPUT Business Mileage 20 34 1 What is the INPUT Business Mileage This Report will provide a breakdown of employees who have submitted any business mileage details across a user defined period The report is split to report First Company cars and Second Company cars 20 34 2 Why should use this report This report can be used deliver a report of all employees who have submitted mileage values any for any period 204 20 34 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 34 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this repo
133. dit view Insert Format Tools Actions Help send MA A E za ES amp y E LF 2 Options AP 4 Oi A B Z UJE SS E HE anthony collins mycompany co uk Subject ANTONY COLLINS Mr P11D Benefits Statement 2006 2007 TE COLLINS ANTONY NY141322C 229333 P11D Benefits Statement 20062007 PDF 51 KB Dear Colleague Please find attached a benefit statement that details all benefits amp expenses due to be reported to the HMRC on form P11D in July this year Please check the details thoroughly and report back to myself or Fred Bloggs in the payroll department Extn 987 ONLY if you need to inform us of any changes that need to be made to the Taxable benefits contained in the attached benefits statement If we do not hear from you by the ist of July it will be assumed that you agree with the benefit details taxable calculations on the attached form and these will then be reported to the HMRC in the companies formal P11D submission Any corrections or changes notified after this date will therefore need to be taken up with HMRC directly by yourself Yours truly Miss P A Roll Payroll Manager T 0161 111 2222 Ol E Inbox Microsoft Out ww Reports Wizard Micr 24 Data Folder R P11D Si ANTONY COLLINS Mr Fig 21 20 7 Printer Button Click this button to select a default printer to be used by the system 20 7 1 Folder Button Click this button to chan
134. e 2 adr_3 Employee Address Line 3 adr_4 Employee Address Line 4 allowance lt lt gt gt allowed lt lt gt gt allyear lt lt gt gt annualvalu lt lt gt gt annval lt lt gt gt annvalrent lt lt gt gt aquired lt lt gt gt asset_no Unique System ID Asset available Number of Days of benefit availability average Value of Average Balance Loans 4 O O b basiccharg basis began benefit borrow C clacar clafuel clatotal capacity capital car carbenefit carprice casheqv CC charge classla classla closing co2 company conseative cost costcentre currency d date days Value of Section B Benefit lt lt gt gt lt lt gt gt lt lt gt gt P11D Section Benefit Description Number of borrowers Loans Value of Section C Benefit Total value of Class 1A values for car benefit Total value of Class 1A values for car fuel benefit Total value of Class 1A Value of engine cc Car details Value of Capital Contribution Value of Car Benefit Value of Car Benefit Value of List Price Car details Value of Cash equivalent for benefit calculation Vehicle engine size in cm2 Value of engine cc Car details Total value of Class 1A values Rate of Class 1A applied in Loans Closing balance value Vehicle CO2 Value Employer Name lt lt gt gt lt lt gt gt Employees Costcentre lt lt gt gt Value of Section D Benefit Date of Benefit
135. e Employees Benefit Summary Screen 9 2 9 Expenses Claim Screen Takes you to the Part 5 ITEPA 2003 Expenses Claim Screen 9 2 10 Print I con Takes you to the Reports Wizard 9 2 11 Notes con Allows you to make Employee Notes quickly 9 2 12 Employer Details Takes you to the current Employer s Details 83 9 3 Employee Benefits Profile PE View benefits profile for this employee Employer Dummy Company 2 Tax year 2008 2009 Employee Adams John Mr JA PAYE O80 TEMP 2 Description of benefit D Living accomodation 19375 00 F Cars and car fuel first company car 20915 00 G Exclusively used 3500 00 G Shared use 1750 00 K Home Telephone Provision 112 00 Total 51652 00 Delete Help This screen shows the current employee s benefit profile i e which benefits have been assigned to them If you select a line entry you can see the Section of the P11D the particular benefit belongs to amp a description of the benefit If you right mouse click on that line you can edit the global benefit type If you double left click on the line you can enter into the relevant section of P11D to view or edit the particular benefit Below is given a description of what happens when you click on a particular Button Icon 9 3 1 lt Taxable gt Dropdown This is a selectable dropdown offering you the choice to view the following cash amounts relating to the following e Taxable Amount i e Cash Equivalent minus Amount made good e A
136. e from a list of previously entered data 6 3 14 Location Enter the Location code to which the employee is attached or click the browse binocular icon to select a Location from a list of previously entered data 6 3 15 Department Enter the Department code to which the employee is attached or click the browse binocular icon to select a Department from a list of previously entered data 6 3 16 Region Enter a region code or name for the employees 6 3 17 Userl User2 The system offers two further undefined grouping parameters for employees beyond the ability to group by Cost centre Location Department and Region These are commonly used to define what level of Medical Health cover an employee receives e g Family single persons cover This will help you to group together employees who have the same type of cover 6 3 18 Date last Modified Displays the date and time the record was last modified 6 3 19 P11D P9D Printed The system displays the date and time of the last P11D P9D printed for the selected employee 6 3 20 Benefits statement Displays the time and date the last benefits statement was printed for the selected employee 6 3 21 P46 Car printed Displays the time and date the last P46 was printed for the selected employee 6 3 22 Date of Death The system can record the date of an employee s death 6 3 23 Telephone Employee s contact telephone number 63 6 3 24 Fax Employee s contact fax numbe
137. e report for their records 20 12 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 12 5 When should produce this report This form should be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 20 13 Employee Reports P11D Benefits Statement 20 13 1 What is the P11D Benefits Statement The P11D benefit statement is produced as an alternative to the employees copy P11D facsimile and can be customised to use your company logo User defined text can also be included to pre face the report 20 13 2 Why should use this report This statement should be used to report employee s P11D benefits and expenses to your employees as this provides more detailed employee related information than a P11D Facsimile This statement can be customised to incorporate your company logo User defined text can also be included in the statement to give employee guidance notes This form can be printed onto regular A4 paper and once printed is ready to send It contains the employee s home address in a window envelope format for ease of distribution 20
138. e steleres ab ocaseeiedeiek 119 139 PRIVATELY OWNED CAR MILEAGE oaisscss iets Sec aie e a a a aaa 120 13 10 MILEAGE ALLOWANCE RATE 1 1 9 AVAILABLE ccccccccceseccesecceseceeeeceeenccceeceeeceeeeceeanes 120 13 11 SECTION A ASSETS TRANSFERRED 00 cds 121 13 12 SECTION B PAYMENTS MADE ON BEHALF OF THE EMPLOYEE ccccsscceccesccsceescenscesseasees 121 13 13 SECTION C VOUCHERS AND CREDIT CARDS cccccccceccscccsccesccccesccesceuscenscesseuscenscesseuscensees 121 13 14 SECTION E MILEAGE ALLOWANCES cccccccceccscccucccsccuccencccsceuscenccesseuscesccesseessenccesseuseencees 122 SES SECTION F CARS IND CAR uen A Vea O EN 122 SL SECTION VAIN GS td aaa 122 13 17 SECTION H INTEREST FREE AND LOW INTEREST LOANS oconccnoconoconccnnconoconccnnconaconocnnccnaconicos 123 13 18 SECTION I PRIVATE MEDICAL TREATMENT OR INSURANCE occcoccnccnnconoconccnnconoconacnnconoconicos 123 13 19 SECTION K SERVICES SUPPLIED Sa a tas 124 1320 SECTION Vi OTHER TIEMS li NS AN NS 124 13 21 SECTION N EXPENSE PAYMENTS MADE TO OR ON BEHALF OF EMPLOYEES cccoccnccnnccniconocos 125 13 22 IMPORTE PREPARA TON e eto e dio to e e 125 14 IMPORT WIZARD SCREEN SHOTS u cccccccccccscccsccecccscccscccscccscccscees 126 14 1 IMPORT WIZARD SCREEN SHOT l ooonocnncnnccnniccnnconiconccnnconoconocnnconoronocnnccnaronocnnronoronocnnccnaconisos 127 ATL EMPLOVETS NOME a iaa 127 PP TANE ANC A EEEE EEA EEN EEA 127 TALES aE A PC E A N EE
139. e the report 20 14 2 Why should use this report This statement should be used to report employee s P11D benefits and expenses to your employees as this provides more detailed employee related information than a P11D Facsimile This statement can be customised to incorporate your company logo User defined text can also be included in the statement to give employee guidance notes 177 This form can be printed onto regular A4 paper and once printed is ready to send It contains the employee s home address in a window envelope format for ease of distribution 20 14 3 Should give the employee a copy of this report to review Benefit statements can be delivered to employees in advance of the J uly HMRC deadline providing them with an opportunity to report back any errors or changes that need to be made prior to the final copy being created and delivered Employees who have left the company should be provided with a copy of their P11D Facsimile report or benefit statement for their records 20 14 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 14 5 When should produce this report This form shou
140. e valid 20 27 3 Should I give the employee a copy of this report to review No this is a report intended for management system users only 20 27 4 How can produce this report This report will generally be Blank and display a pop up window to confirm that there are no validation issues see fig Exclusive use car below Reports wizard 1235 of 10000 WPRINTSERVE HP LASERJET 4000 SERIES PCL 6 E Company car NONE exclusive use by vehicle 2006 2007 Report is BLANK Fig Exclusive use car 194 20 27 5 When should produce this report This report should be run as a maintenance tool periodically to ensure that car allocations are valid This form can be produced at any time and is not a mandatory form 20 28 Fleet Reports Company car NONE exclusive use by employee 20 28 1 What is the Company car NONE exclusive use by employee The system will run internal validation rules to ensure that company car allocations are exclusive employee number Employees being allocated cars with overlapping dates of availability Generally the report will find nothing to report as validation rules are applied for both imported data and keyed data If for any reason you have managed to enter car records inaccurately any resulting records will be displayed in a schedule 20 28 2 Why should use this report This report should be run as a maintenance tool periodically to ensure that car allocations are valid 20
141. eader Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page milesrate id 4 benefit descriptio from to registered 21 r number CC fuel milesupto rateupto rateabove mileage allowance expenses fpcsrate1 fpcsrate2 fpcsupto capacity fpcval casheqv madegood taxable classta dispense p9dvalue 20 44 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 45 Benefits Expenses Reports Section F Cars and car fuel 20 45 1 What is the Section F Cars and car fuel e The P11D Organiser provides reports on all benefits by P11D section within the system 20 45 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 45 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 45 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 pri
142. eated in the business accounts If they will be disallowed in the business accounts the most common scenario you should select Yes This type of entertainment can be covered by a dispensation 6 5 9 2 NO Allowable entertainment expenditure If the entertaining is allowable to be set against the business accounts e g staff entertaining then select No from the dropdown This type of entertainment is always taxable on the employee but some employer s prefer to settle the tax on behalf of their employees by way of a PAYE Settlement Agreement 6 5 10 Available from amp to dates You can allocate the periods between which a benefit type is to be applicable for here 67 6 6 Setting up mileage allowances FPCS rates Setup business mileage rates TOK moer uom comem ee a Trromce foco eapacty opto faete eto rte 2 unto reo over Rate E gl ssssfuptossssce ooj oj ooj a 10000 4a 0 10000 25 0 AA A To set up your company mileage rates go to the View List of Employer s Screen 4 click on E the Setup Mileage Rates icon Up to nine user defined sets of mileage rates can be stored in P11D Organiser For example these can be e Privately Owned Cars Petrol e Privately Owned Cars Diesel e Privately Owned Cars LPG e Passenger rate e Company Cars Petrol e Company Cars Diesel e Company Cars LPG e Privately Owned Cars FPCS Essential Users e Privately Owned Cars FPCS Casual Users To
143. ect Destination Directory Screen appears FE PLD Organiser MATABA Sehect Destination i y Setup wi nta ll AiD Organiseer YYY Y E in the foliceineg folder To install inso a different Tolder cick browse and seleri another folder a gt A h Manak spectty inet all dire cbory Disaliraion Folder Pippi 110 Basavne al o E Concet P11D Fig 7 Select Destination Directory Confirm or specify the path for the installation that you are updating and then click the Next button 28 7 The Start Installation Screen 8 The Finish Installation Screen appears appears APIO Dingamborr VIV TAE i xj PIO Dingamhorr VEY YW Start instalacion installato Completed ER a Press the Ned ution to begin the installation or the 4 Di Back butin b naa your insan iii Press the Finiih buthan B si thes inatallation You can choose ngl lo ineiall P110 Organicor rr VB hy clicking Cancel 16 aut Setup P11DORGANIS Fig 8 Start Installation Fig 9 Finish Installation Click the Next button Click the Finish button 9 You are returned to the CD Browser Menu eS TAIL EOETACTES Let P11D Organiser put an end to your P110 nightmare A A moti porer cacy to ue ition bo te task of completing poor companys PID eer on he miari irtibat in parreritips a pipi FA and Fri deparients PrO Organbber bos beer ma leading Hejtromia tion da qe tp and benefits ron nd AT Par 50 best reno fle ghee PG Derparsser lo be inaded
144. ed to be a complete benefits and expenses management system to be used throughout the year Once installed all records can be kept up to date with the minimum of maintenance and administration If used correctly within a context of clear company policy and procedures the system will maintain audit trails that will meet all legislative requirements If you are an existing user of the software go straight to Chapter 2 for instructions on how to update your software 1 2 Whats New in this Version The P11D Organiser is regularly updated This not only brings the product up to date with the latest taxation information but also serves to continually develop the product to make it easier to use more intuitive and packed with cutting edge Support services Recent improvements to the product have resulted in e Improved Import Wizard e Greater validation on importing e More comprehensive error log reporting e File by Internet facilities e New html help files 1 3 Technical Specifications Minimum requirements Please use the following information below to ensure that your hardware and Product Development Platform Microsoft Visual Fox Pro 8 0 Product Installation Platform Altris Wise Installation System 9 0 Product Installation Type s Client Local Client Server Networked 19 Citrix Delivery Multi User Supported Operating Systems Client Microsoft Windows 98 Microsoft Windows NT Microsoft Windows ME M
145. ee Paragraph 19 22 1 6 Import Wizard See Paragraph 10 22 1 7 Run Use this option to run specific programs that the PAS Ltd support helpdesk may have sent to you 203 22 1 8 Backup P11D data Fl Backup DATA Folder Schedule Once C Daily Weekly Monthly Quarterly Date 29103 2007 112 This utility will make a backup ofthe current Data Folder CAPROGRAM FILESIPF11DEVALIDATAY to a AP format lt n Please select the ZIF file you wantto backup the current Data Folder CAPROGRAM FILESIP 11D EVALIDATAY to COPROGRAM FILESIF 11 DEVALIDATABACKUPIZOOFOS2 920070329 ZIP ed Ok Help Cancel The system provides a back up routine to extract and backup of all P11D Organiser data by creating a compressed archive ZIP format of the data files within the software On this screen you also have the facility to schedule the live update facility This can be done Daily Weekly Monthly Quarterly Or on a user defined date We strongly recommend that backups are taken on a regular basis particularly before the following routines are performed The system provides a back up routine to extract and backup of all P11D Organiser data by creating a unique daily zip file We strongly recommend that Backups are taken on a regular basis amp in particular before the following routines are performed e Installing Updates See Paragraph 13 3 2 e Importing See Paragraph 10 This backup routine can also be used to automatica
146. eim mokaha jp etilo expensas ond benefi rra na AT Pa 50 het reno fale hisa Pii ramet lo be brome by peery ede oF pompa Trane the rias SOEs to ee ma eae INSTALL NOW PLAY DEMONSTRATION HOW gt Fig 10 Exit CD Browser Select the EXIT button on the bottom right corner of the CD Browser Menu 2 3 Update a networked installation 1 The Welcome Screen appears PM finganieer EVE Welcome to PID rad VA Sen propin Ris Shonighy recommended thal you grit all Windows Programs befor nunr ng thie Setup Progra ISER Click C rcel i que Sup dnd Chee any programa you have manning Click Hed to continue with the Setup progr rn GAN i WARNINO This pogam is protected by copyright iaw and whenidtghal meiit Unauthorized reproduction g distibubon of this pr gr na r any porton t it ikay nest in Sewana hil and criminal penales and will be prosecuted bo the m imum debe pos sib s uror Lira P11DO Het gt Cone Fig 1 Welcome Click the Next button 3 The Licence Agreement Screen appears a PLD fhiypanieer VV Licence Agr tenent JPERSONAL AUDIT SYSTEMS LTD SOFTWARE LICENCE TERMS AND CONDITIONS SOFTWARE SOPPLY AND LICENCE SOFTWARE SUPPORT SERVICES EE EE e O EEE o eee E Accepi kenis ayeeman e Decine ioence apesment Der id ea Fig 3 Licence Agreement Check the Accept tab and click the Next button 2 The System Information Screen appears PIO Dingamnhorr YEYE
147. elds that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 46 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page id 4 benefit r_ number descriptio registered oldvan stdcharge from to allyear conseative notused unavailble reduction charge users restricted casheqv madegood taxable classta dispense p9dvalue 20 47 Benefits Expenses Reports Section H Interest free and low interest loans 20 47 1 What ts the Section H Interest free and low interest loans e The P11D Organiser provides reports on all benefits by P11D section within the system 220 20 47 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 47 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 47 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected emp
148. eo AUNAR OSEA A AS ca aed cece 257 220 RECU e BNT US AAA E E ET 297 Ry ROSE FEID AO oe A Me E S 237 22 3 OTHER OPTIONS NOT LASTED aerei r N A R 257 22 3 1 Increasing the capacity Of PIID Organiser oooooonnnnnnnnnnnnonnnnnnnnnnnonannnnnnnnnnnnnnnncnnnnnnnnnnos 297 DL LAEE PODLE AA E AT GE 258 DLS AREAS TANIA NOS US eM erer a skis EE AT R E E A 258 DZS Vpdan he Record aid 258 23 FREQUENTLY ASKED QUESTIONS 0 ccccccssssssssccccccssssssccccccsssssccccsseeess 259 Dorks OY STEM GENERAL dianas cias 259 23 14 Whatdoldotf torget my password dices 259 23 1 2 How do I prepare an Electronic Submission oooooonnncnnnnnnononnnnnnnnnnononanoconnnnnnnnananinnnnnnnos 259 23 1 3 How do l allocate a different printer than the default one oooooonnnccnnnnnnnnnnnonnnnnnnonos 259 ZII L A WHEW SHOUIG LAN ica 259 23 1 5 How do I merge forward data into the new tax VEAP ooooonnnccnnncnnnnonnonnnnnnnnnnonaronnnnnnnnnos 259 PARO HOW AO IMPOR ide 259 Doel MOWAT EPO UUT EEEE ade 259 23 1 8 How do l align employee s benefits to the date they left the COMPANY 0c00ee000e 259 23 1 9 How do l align employee s benefits to the date they joined the COMPANY 000000 239 23 1 10 How can I print more P11Ds than my current licence allows me oooonncccnncnnnmmmm 260 A NS S einiino E aE EE Ea 260 23 2 1 How do I change the car details of a previously entered caf oooooconncccnnnncnonnannnnnnnnnnnos 260 23 2 2 Where can I g
149. eo ee iF Accept ence agement i Decine boence apuestan Back EZEN Cancel Fig 3 Licence Agreement Check the Accept tab and click the Next button 7 Peer a nes arcilla Update ing coaching nbtalabor f Connect this computer lo an exiting network miair 7 Fapa my minting inetallation This insiallation will configure fe computer bo See an exigiting installation ofthe PIO Grg nicar n your network This installation requires sdministralire rights YOU tan choose notio imeiall FID Organiser ery a iy Clicking Cancel to exit Setup i Bock Newt gt Cancel Fig 4 Installation Options Check the Connect this computer to an existing networked installation tab and click the Next button 35 5A Searching for Existing Installations APIO Dingamborr VEY PD Organs sofware cewch optics f Manual Seach ioe PTD Digariber ofan O Seach NETWORK for P110 Orgariter noftenate You can cheoge not lo install P110 Organicor Rey VE by clicking Cancel ta it Setup P11DORGANISER Beck Hand gt Cancel Fig 5 Installation Search Options If you are unsure of where your installation in located you can use the Search NETWORK Drive option Please wait while Setup searches your network drive s for installations of P11D Organiser 5C Searching for Existing Installations SE PI DD Dingamborr VEY Piib Organica coha e search options ER E Manual Seth lo PIO Organiser ioiaaia C Seach N
150. eports Individual File Output PDF The system can create PDF files for Employees Benefit Statements or P11D P9D Facsimiles The reports wizard allows a choice of output of a single uniquely named file for each report for each employee See Fig 17 below This can be used to facilitate an in house intranet means of delivering reports to employees using an employee self serve portal The system uses the Employees Surname Forenames N Number Unique System ID Report Name and Tax Year to create the unique file names e g BLOGGS FRED YK281676D 202099 P11D Benefits Statement_2006200 7 Save s Save in E 20062007 J o pn pS BOND_JEREMY DAVID_Y2298313C_203414_P11D_Benefits_Statement_20062007 Bes ps BLACK_TRACEY ANN_JG738517B_194991_P11D_Benefits_Statement_20062007 My Recent ws BIGLAND_ADELE_NY864126D_204032_P11D_Benefits_Statement_20062007 Documents pS BERRY_PETER_Y2931587C_203485_P11D_Benefits_Statement_20062007 ps BENTLEY_MICHAEL_ M6546574_202375_P11D_Benefits_Statement_20062007 p BENTLEY_LUCIE_NM876662B_198474_P11D_Benefits_Statement_20062007 ps BENNETT_DA ID G_NH188046D_198102_P11D_Benefits_Statement_20062007 ws BENDINELLI_GIAN FRANCO_WK237230C_201000_P11D_Benefits_Statement_20062007 ws BEDDOWS_BRIAN_WM633584C_201585_P11D_Benefits_Statement_20062007 ws BECK_JACQUELYN SUZANNE_WM 783742D_201612_P11D_Benefits_Statement_2006200 ws BARNES_MARIA_WP0719234_201679_P11D_Benefits_Statement_20062007 po BARBER_ALFRED REGI
151. eports sucessfully printed Fig 11 154 20 2 Scope The Scope selection of the reports wizard allows you to select the range of employees that a report is to be generated for The system distinguishes employee groupings in 4 levels Employee Active Lookup Employer and Everybody see fig 12 below Scope This Employee This Lookup This Employer C Everybody Fig 12 20 2 1 This Employee The chosen report will be generated for the selected employee only 20 2 2 This Lookup After initiating a search using the Find Screen the resulting list of employees is defined as an Active Lookup For example a search for all employees belonging to a certain Location Department or Cost centre The chosen report will be generated for the Active lookup of employees only 20 2 3 This Employer The chosen report will be generated for all employees for the selected Employer 20 2 4 Everybody The chosen report will be generated for all employees for all employers contained in the system NOTE Care should taken when selecting the Scope option as a setting for Everybody used in conjunction with the Report to Print option for a P11D facsimile as an example will send a print job of every P11D in the system to print 155 20 3 Order by Optional The Reports wizard allows a selection to be made for the printed output to be ordered by up to 4 order by statements see Fig 13 below For example
152. er Reports Benefits expenses distribution report summary 20 63 1 What is the Benefits amp expenses distribution report summary e This report produces a summary of the reportable position of employees per cost centre with the taxable status per employee P11D P9D or No Benefits 20 63 2 Why should use this report This report produces a summary of the reportable position of employees per cost centre with the taxable status per employee P11D P9D or No Benefits 20 63 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 63 4 How can produce this report 240 You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 63 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header group id_1 id 2 tax forename surname initials sex title dob doc dol ni_number payroll costcentre location department adr_1 adr_2 adr_3 adr 4 p
153. er on the Benefits Toolbar To go to another employee simply select them from the list There are a number of features on this screen 9 1 1 HOTKEYS To quickly go to an employee type the first few characters of the field you have selected l e if their surname is James type in JA amp the first employee whose surname starts with JA will be displayed 9 1 2 lt OK gt Button Click this button to take you to the Employee Details for the selected employee 9 1 3 lt Help gt Button Opens up the relevant context sensitive Help page 9 1 4 lt Cancel gt Button By clicking on this button then you will return to the previous screen you were working on 9 1 5 Setup Filter Icon Takes you to the Setup Filter screen to help you to narrow this lookup 81 9 1 6 Remove Icon By clicking on this icon you can remove the selected employee from this lookup 9 1 7 Select Down Icon Click this icon to select all employees from the highlighted employee to the end of the lookup 9 1 8 Select Up Icon Click this icon to select all employees from the highlighted employee to the beginning of the lookup 9 1 9 I nput Business Mileage If the selected employee has been previously set up to be in receipt of a Business Mileage Allowance then you can go straight to the Business Mileage Input Screen from here 9 2 Employee details a View employee details Employer Dummy Company 2 les ies ne pe Taxyear 2008 2009 oT Employee
154. er recalls information from your selected Payroll Product Once the import is complete you will be presented with a summary of the information that has been recalled from your Payroll Product Connect to other systems Updating Employer Safe Computing Ltd Employees Recalled 1 Fig 15 Recall Employee Summary Click the OK button to proceed 57 6 Getting Started 6 1 System access NoofP110s 1000 System Multi User Registered date 30032006 Serial Mumber PITITODEMO Taxyear 2006 2007 Y Username JAS Password sii Help Exit Upon starting the system you are presented with the logon screen This screen displays your licence information as entered on the Software Registration Screen On this screen you can also select your tax year and enter your password to enter the system In Version 20XX 2 of the software you can enter the new tax year by selecting it from the Dropdown Tax Year logging on as normal NB FOR ADVANCED USERS ONLY You can change the location of your data folder by double clicking on the P11D Organiser logo You can then browse for an alternative path to another P11D Organiser DATA Folder 6 1 1 Tax year The system displays the Tax Year that was selected from the Log on screen with the relevant from and to dates Clicking into the drop down Tax year selector and making a selection can change the displayed Tax Year NB Please note that when selecting your tax year from thi
155. es with the taxable status per employee P11D P9D or No Benefits 20 62 2 Why should use this report This report provides an overview of all employees within the system broken down by costcentre giving a Taxable status per employee and is an easy way of checking the total taxable status per employee 20 62 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 62 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 62 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header group id_1 id 2 tax forename surname 239 initials sex title dob doc dol ni_number payroll costcentre location department adr_1 adr 2 adr 3 adr 4 post_code a b C d e f g h j k m n total 20 62 6 When should produce this report This is not a mandatory form and can be produced at any time 20 63 Employ
156. ess the email to the address entered in the Employer record so that undelivered emails can be easily identified It is recommended that you limit the number of e mails generated at any one time to batches of less than 1000 This can be performed by either selecting a smaller group of employees via the active lookup on the Find employees screen or reducing the number displayed in the reports wizard default setting is 5000 201 22 Maintenance Additional Functions The P11D Organiser provides a number of maintenance options and additional functions besides those available using the many system icons and shortcuts Most of these can be accessed from either the File menu or the Tools Menu on the Title Bar 22 1 File 22 1 1 Software Registration See Paragraph 0 22 1 2 Change Password See Paragraph 4 4 1 22 1 3 Software Live Update Live Update from www p11dorganiser co uk Schedule Once C Daily C Weekly C Monthly Quarterly Date 29 03 2007 112 ou are currently running P110 Organiser Version 2007 2 1 Build Mo 001 from the System Folder CAPROGRAM FILESIP11 DEVAL a This procedure will download the latest version ofthe P110 Organiser software from the internet to vour computer This setup exe file can then be run in order to update your sofware CIPROGRAM FILESIP11 DEVALILIVEUPDISETUP EXE d Notify PAS by email P11DDEMO Ok Cancel By going to the File Menu and selecting the Software Live Update option you can
157. et details of the Carbon Dioxide CO2 emissions figure for a company car 260 17 23 2 3 How can l add a replacement CAP oooooooonnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnnnns 260 23 2 4 When do I have to report a P4 CAar ooocccccnnoocaannnnnnnnnnnnannnononnnnnonanannnnnnnnnnnnnanaccnnnnnnnns 260 23 2 5 How do l exclude items that appear on our dispensation from appearing on the P11D 260 23 2 6 How do l get a list of employees who have not sent in their mileage details 261 23 2 7 How does the system obey the 500 exemption for IT equipment provided to employees 261 23 2 8 What happens if a benefit is shared between two employees 261 23 PRINTING REPORTS uri ada ddtd b 261 23 3 1 How can I view a breakdown report of Class 1A NIC for an employer across all benefit types 261 ade LOW OOd reporta P O CO ia 261 23 3 3 How do I print a duplicate P46 car repor aiieieo EE 261 23 3 4 How do I prepare an Electronic Submission oooooonnnccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnanccinnnnss 261 23 3 5 How do l allocate a different printer than the default one ooooonooonnnnnnnnnnnnnnonanncnnnnnnss 261 23 3 6 How can l get a breakdown report of Class 1A NIC by cost centre ooooooooccancccnnnnnnnnnnos 262 23 3 7 How can I Email employees reports cccccccccssssseccccccccccenssceecccccaaasseeeecccsaaasesseeeecessaeass 262 23 3 8 When l use the E mail facility how can I write a cover note to accompa
158. etails j Do you Wank to add new employees now to this employer Company 6 By clicking on Yes you are presented with the Add Edit Employees screen where you can start to input Employee details If you wish to import data click on No amp go to the File Menu on the Title Bar amp select Import Wizard Having added an Employer record any of the details entered can be subsequently changed edited by selecting the Edit Employer Icon 6 3 Add Edit Employee Company 1 Add New Employee Employer Company 1 Employee Tax District 950 Surname Address Notes Group Dates other Payroll Forename Initials Director No Title Sex Ml humber PRD Payrall Mo status E P110 0 00 PHC ONE SGE Help Cancel Here you can input the details of anew employee The following is a brief description of each section of the Add New Employee screen 6 3 1 Surname Enter the surname of the new employee here 61 6 3 2 Forename Enter the forename of the new employee here 6 3 3 Initials Enter the new employee s initials here 6 3 4 Director Select Yes or No as to whether the new employee is a director or not 6 3 5 Title Enter the title of the new employee here i e Mr Miss Mrs 6 3 6 Sex Select M or F to record the sex of new employee here 6 3 7 National Insurance Number Enter the National Insurance number of the new employee here 6 3 8 Payroll Number Enter
159. eunees 95 12 3 AUTO PROCESS IMPORT ROUTINES cccccscccssccsscccssccusscesscessccesscesccesceesccesccesceusscescceeesens 96 12 4 VALIDATION OF DATA POP UP MESSAGES ccccccssccssccsscsscenscessescesscesseescesscessenscusscussenscs 98 12 5 VALIDATION EMPLOYEE DETAILS IMPORT cccscccsscccssccssccesccesscesseesscesscessseesscesccesseees 99 12 6 VALIDATION COMPANY CAR DETAILS IMPORT cccccseccsscccssccsccesccessceusccusccessceusseuscss 100 12 7 VALIDATION SECTION F CARS amp CAR FUEL FIRST COMPANY CAR cccccseeceeeeeceeees 102 12 8 VALIDATION OTHER BENEFIT amp EXPENSES SECTIONS amp OTHER COMMON VALIDATION ISSUES 105 12297 ADDING BENEFIT DESCRIPTION Sa ee od le o leen ido 108 12 10 REPLACEMENT BENEFIT DESCRIPTIONS ccccccccsccssccesccsccesccccesscescescesccesceuscenscesseuseeseees 109 ZE IMPORT LOG AND ERROR FILES comidas 110 1212 IMPORTILOG RIELES notado a 110 2 ES IMPORTE RROR EEES ida delito an s 111 I3 FORMAT OF IMPORT SPREADSHEETS cccccccccccscccscceccsscccscccscees 114 POA EMPLOYEE DETAIL oona a oso 114 152 EMPLOYEE PAYROLEDETAE Std laa 116 o COMPANY CARDEAL Szosa ao oa 117 154 PRIVATELY OWNED GAR DETATES uu ica 117 153 COMPANY VAN DETA ES aci 118 13 6 CARS AND CAR FUEL SECOND COMPANY CARS c ccecccscccssccescccscccusccesccessceesccescceseceusseuscss 118 IST CARS AND CAR FUEL POOE CARS Sd 119 13 6 COMPANY CAR MILEAGE Sn bad
160. ey appear on the registration letter or e mail that you have received from your software supplier Serial number of the software as shown on the accompanying letter Registration Date Please enter the date shown on the accompanying letter System Single User Multi User as indicated on your accompanying letter Start in Tax Year Choose the starting Tax Year as shown on your accompanying letter Number of P11Ds records you wish to store on the system as indicated on your accompanying letter Company Name Address Enter the Company Name as indicated on your accompanying letter The address fields are not sensitive Contact Name amp Telephone Number Email Select your Email package Notify Support Desk By checking this box an automatic Email will be sent to the Support Desk verifying your registration details Activation Key Your Activation key is dependent on all of the above details being entered exactly as they appear on the accompanying documentation to the software Press the OK button to submit the Registration Details 40 Step 4 When the Registration Information has been submitted the P11D Organiser will attempt to send an automated e mail to the P11D Organiser Support desk on your behalf You may receive messages as depicted in Fig 3 and Fig 4 below xj Profile Hame Perant T NEW Cancel Options gt gt Fig 4 Select Outlook Profile If you receive this message please click the OK button to use your defau
161. file named section f2007 The error files can be saved using the SaveAS button this will result in a pop up box allowing you to save the file to any location and giving you a choice of XLS DBF or CSV as a file type save option The error files can be viewed in Microsoft Excel by clicking the Excel button Log files can be deleted using the systems Delete button Help can be accessed on this topic using the Help button The import process can be cancelled using the Cancel button 112 The STATUS column of the Log files will always contain one of the following descriptions to confirm the status for each of the records processed during the import routine DELMANUAL Manually deleted record s that the system identified as containing unknown or invalid data BLANK No validation error encountered CO2VALUE Record s selected to be automatically removed as the source data file contained Car CO2 data in an invalid form PRICEVALUE Record s selected to be automatically removed as the source data file contained Car List price data in an invalid form REGISTEREDVALUE Record s selected to be automatically removed as the source data file contained Car registered date data in an invalid form CCVALUE Record s selected to be automatically removed as the source data file contained cubic capacity data in an invalid form DELDUPLICATE Record s selected to be automatically removed as the source data file contained duplicate data FUELVA
162. for more details 23 2 Benefits 23 2 1 How do change the car details of a previously entered car Right click on the car that you wish to edit details for from the Company Car Benefit summary screen or the Mileage Allowance summary screen if it is a privately owned car for the employee to whom the car has been allocated 23 2 2 Where can I get details of the Carbon Dioxide CO2 emissions figure for a company car In 2003 we launched a chargeable service whereby if you send us your company car registration numbers we will be able to provide you with the exact CO2 emissions for that vehicle 23 2 3 How can I add a replacement car Go to the Company Car Benefits Summary screen for the relevant employee Click onto Add Benefit and fill in details of the new car Alternatively if the car is already in the system e g it has been withdrawn from another employee then select that car by clicking onto the either of the binocular icons found adjacent to the Registration Number field and the Make amp Model field Once the new car details have been entered press the lt OK gt button to save the details and put in the available from and to dates See Paragraph Error Reference source not found of the Manual 23 2 4 When do I have to report a P46 car P11D Organiser produces automatic P46 cars in the following circumstances e Car is provided for the first time e Existing car is replaced e Employee is provide with a second car
163. g is a brief description of each field of the Add Employer screen 6 2 1 Employer Add or edit the employer s name here 6 2 2 Tax District Clicking the browse binocular icon will allow you to select a Tax District by reference number from a list Clicking the same icon next to the larger Tax District box will allow you to select a Tax District by name You can also manually input a Tax District address or modify an existing one from the list 6 2 3 PAYE reference Ensure that the correct PAYE tax office reference number is entered This can be found on any correspondence you have received from the tax office Do not confuse this number with 99 the accounts reference number 6 2 4 Accounts Office Reference Enter your Accounts Office Reference Number here This number appears on your P11Db Class 1A NIC summary form for the year 6 2 5 Contact Enter the name of the person who will be dealing with enquires here This contact name is used in many of the systems reports 6 2 6 Telephone Enter the telephone number of the main employer contact here This person s name and telephone number will appear on certain reports which will be submitted to employees and the Inland Revenue 6 2 7 Fax Enter the Fax number of the main employer contact here 6 2 8 Email Enter the Email address of the company s contact here Generally this field should be left blank UNLESS you are acting as a bureau or agent for a company Th
164. ge the default path of the output PDF reports from the system s default location of C Program Files P11D Export Report 2006 2007 to one of your choice 20 7 2 OK Button Select the OK button to continue with the reporting process and run the chosen report 162 20 8 Notes Button Employees Benefit statements can be customised to include user defined text that will appear before the benefit details in the benefit statements To use this function E Select the P11D Benefits Statement from the Report selector 2 Select a Scope for the report NOTE Selecting a scope of This Employee will restrict the note created to apply to the selected employee only a scope selection for Lookup Employer or Eveybody will apply the Notes created for general use and appear on all Benefit Statements for the selected scope of employees Select a Report to option of Screen Print or File Click the Notes button and check the Printer box Then type your benefit statement text into the Notes box Fig 22 below or import a text file using the Import standard text option o The Flintshire Brewery P11D b Class1A NIC summary by P11D section 2008 2009 f Printer Email acidulous allemande anademed argute asseveration barranca bayamo bayard bedizened brume caducity caitiff caliginous carious cataphract catenulated cateran chaconne chancrous char
165. geUp or the PageDown Keys The type of car the employee is in receipt of appears in the Title Bar of the window The availability of the vehicle is shown at the top of the screen as is the total business mileage that has been entered previously The period of the mileage input can be defined from the bottom of the screen Finally the Reports screen has been modified to obtain periodic reports of absent business mileage so that these employees can be contacted to submit these details 71 7 Employer Level 7 1 Employer List o View list of employers A AE aes Dummy Company 2 OSO TEMP 2 Dummy Company 3 DOF TEMPS Help Cancel On this screen select the Employer you wish to work double click to view the employer s details Certain additional employer related functions are shown on this screen To run a particular routine select the employer and click on the appropriate Button Icon A description is given below of what happens when you click on a particular Button Icon 7 1 1 lt OK gt Button Press this button to view the selected employer s details 7 1 2 lt Help gt Button Opens up the relevant context sensitive Help page 7 1 3 lt Exit gt lt Cancel gt Button When you first enter the system the lt Exit gt button is displayed By clicking on this at this point you can Log Off the System If you have been using the system amp then return to this screen then the lt Cancel gt button will be displayed By cl
166. gross salary figure the taxable values of all expenses and benefits irrespective of any dispensations that may be held The sum is given in the Status test field If the sum is less than 8 500 then the system automatically sets the employee status as P9D and will produce the appropriate facsimile report NOTE By default all directors will have a P11D generated irrespective of the 8 500 test NOTE If the employee status is determined as P9D benefits that are subject to Paragraph II legislation e g Company cars vans loans etc will automatically fall out of charge and as such Class 1A NIC will not be applicable on any benefits returned on a P9D 147 19 Reports Wizard P11D Organiser reports are created previewed and printed using the system s inbuilt Reports Wizard The Reports wizard can be accessed from virtually any part of the system by selecting the reports wizard Printer Icon All reports can be printed on standard A4 plain paper and no additional stationery is needed The majority of reports are also available to be created to a file allowing you to easily export data from the system into spreadsheets 19 1 Access to the Reports Wizard The Reports Wizard can be accessed from two levels These are from the Employee Level where only the Employee reports are displayed 5 DELL3100cn 00000 Employer Dummy Company 2 Tax year 2008 2009 Employee He criba am David Mr DB PAYE OSO TEMP2 P11D Facsimile 2008
167. haracter 15 Optional Type of Fuel FUEL Character 1 Compulsory P or 1 Petrol Diesel Euro4 Hybrid E Electric B BiFuel C Retro List price ofcar PRICE Numeric 10 computsoy Date Car Registered REGI STERED ael g Compulsory dd mm yyyy Registration Number R NUMBER Key field i Optional 13 4 Privately Owned Car Details P11D Field code Type Field Length SS Car Description DESCRIPTIO Compulsor fi otional Extras EXTRAS Optional FUEL Character 1 Optional P Petrol Diesel Euro4 Hybrid E Electric B BiFuel C Retro leo List Price PRICE Optional o Date car first registered REGISTERED Optional dd mm Registration Number R NUMBER Cubic Capacity Type of Fuel key field 118 13 5 Company Van Details P11D Field code Type Field Pre Format HE th Cubic Capacit lec numeric Optional Van Description DESCRIPTIO S Optional Extras EXTRAS Numere 10 optional Type of Fuel FUEL Numeric or 1 Optional P Petrol Character D Diesel L Euro4 H Hybrid E Electric B BiFuel C Retro ListPrice rice numeric 10 optional Date car first registered REGISTERED ea le lll dd mm Registration Number R NUMBER a Key field AAA 13 6 Cars and Car Fuel Second Company Cars P11D Field code Type Field Pre Format a th _ optional _ A PA EE E a salubs trom bata erom oae OO ant opion Payment of Fuel Scale FUELSCALE EN Optional Charge Business Mileage
168. hat fields of data will be available for me to use 212 20 41 6 When should 1 produce ms report a 213 20 42 BENEFITS amp EXPENSES REPORTS SECTION C VOUCHERS AND CREDIT CARDS n se 213 13 20 471 20 47 2 20 47 53 20 47 4 20 47 5 20 48 1 20 48 2 20 48 53 20 48 4 20 48 5 20 42 1 What is the Section C Vouchers and credit Cards iooooccccccccananananonnnnnonononaronnnnnnn oros 213 20 42 2 Why should I use this report lt A 213 20 42 3 Should I give the employee a copy of this report to TevieW oooonnccccnnnnnnnnnnnnnonnnnnnss 213 20 42 4 How CON Produce VATS TED ONE ios E RT AO AR O EER 213 20 42 5 When exported to a spreadsheet what fields of data will be available for me to use 214 20 42 6 When should T produce THis DEDO iaa ada ic AR Ad A 214 20 43 BENEFITS amp EXPENSES REPORTS SECTION D LIVING ACCOMMODATION cooococcccconcncnnnnnnns 214 20 43 1 What is the Section D Living accommodation ooooooconananananannncnnnnnnnnnnnnnnnnnnaannnnnn 214 20 43 2 WHY should USC IS TEepor tai dad 214 20 43 3 Should I give the employee a copy of this report tO review 214 20 43 4 TOW CONT produce TITS TODO 215 20 43 5 When exported to a spreadsheet what fields of data will be available for me to use 215 20 43 6 When should I produce this report lt a 215 20 44 BENEFITS amp EXPENSES REPORTS SECTION E MILEAGE ALLOWANCE 0 060 216 20 44 1 What is the Section E Mileage allowance ooooooccccocoooa
169. hese records Y Validation The value contained in the import file has a value that would result in Issue miscalculation Validation Vehicle cc must be within the range of 0 to 9999 and must not contain a Parameters negative value or be blank linked to fuel type Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the CC value in the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values 12 7 Validation Section F Cars amp Car Fuel First Company Car Below is a table that helps to explain the pop up validation windows that may be displayed during a Section F Company Car Allocation Import Validation Unknown Payroll Value Pop up F Cars and car fuel PAS LID DATA Window 2 There are 1 records with unknown PAYROLL values Do you wank to REMOVE these records Y Yes Validation The system cannot find a match for the employee s ID used in the import file Issue and will therefore be unable to make the vehicle allocation Validation File must contain a known employee key ID of either Payroll or National Parameters Insurance Number Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the PAYROLL NUMBER value s in the file the system has created in the ERR folder or Import Employee records
170. his report produces an official letter for your employees enabling them to claim any tax relief due if they have been reimbursed for business mileage at a level below the Inland Revenue s recommended rates This claim form has been designed in accordance with instructions contained in the Inland Revenue s leaflet R125 Using your own car for work You may also use this form if you wish to report any profit element derived from the comparison of the rates the company pays compared with the HMRC approved rate table 20 19 2 Why should use this report This report will enable your employees to reclaim tax in the circumstances that the company pays business mileage rates below the HMRC recommended rates currently 40p per mile for the first 10 000 miles and 25p above 10 000 miles 20 19 3 Should give the employee a copy of this report to review This report should be distributed to employees only if you wish to inform them of the current mileage values that are recorded against their company cars or privately owned cars It should be distributed to employees with instructions for them to sign the form amp forward it to the tax office as it is not generally an Employer driven responsibility to report such claims 183 20 19 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which
171. ick OK on the following pop up window Add new benefit type Description of P11D Benefit expense Family Medical Insurance 2007 de Help Cancel 3 Click YES to the following pop up window Private medical treatment or insurance P Add new benefit type Family Medical Insurance 2007 For the tax year 2006 2007 109 12 10 Replacement Benefit Descriptions The Import source file may contain benefit descriptions that are perfectly valid but are unknown to the system The import validation rules will identify these descriptions and provide you with an option to add them during the import process see option 2 above Any unknown benefit descriptions will be easily recognised and highlighted as Yellow records When clicking the NEXT button to proceed to the next part of the import wizard the system will display a pop up window to ask how you want to proceed with the validation issues it has found 1 Click NO to the pop up window K Services supplied PAS Testing Ltd g A There are 4 benefits with unknown DESCRIPTIO values Do you want to REMOVE these records 2 Click the BROWSE binocular button to view existing benefit descriptions for the P11D section importing Fe Add new benefit type TER Description of P110 Benefit expense Farnity Medical Insurance 2007 di Help Cancel Fs Add new benefit type Description of F110 Benefit expense Private medical treatment or insurance Type of P110
172. icking on this button then you will return to the previous screen you were working on 7 1 4 Find Screen Takes you to the Find Screen 7 1 5 I mport Wizard Click on this icon to go to the Import Wizard 12 7 1 6 Setup Business Mileage Rates Click on this icon to go to the Setup Business Mileage Rates screen 7 1 7 Merge Benefits into the New Year Click here to merge benefits into a new tax year after you have archived previous years details 7 1 8 Connect to External Payroll System Click here to connect to the Payroll System you selected on the Software Registration screen 7 2 View Employer Details AS View employer details This screen displays the full details of the current employer company as selected from the Employer List Below is given a description of what happens when you click on a particular Button Icon 7 2 1 lt Tax Year gt Dropdown You can move between tax years by selecting the appropriate tax year here Please note that you cannot move forwards beyond the tax year selected on the Log On screen 7 2 2 lt Add gt Button Gives you the option of adding a new o Employee for this company or A new employer 73 7 2 3 lt Edit gt Button Allows you to edit previously entered details for this employer 7 2 4 lt Delete gt Button Gives you the option to delete this employer with all associated employees and benefits for this year only 7 2 5 lt Help gt Button Opens up the relev
173. icrosoft Windows 2000 Microsoft Windows XP Microsoft Windows Vista Supported Operating Systems Server Microsoft Windows NT Server Microsoft Windows 2000 Server Microsoft Windows 2003 Server Workstation Minimum Requirements Supported Client Operating System 125MB available Hard Disk space Graphics card capable of at least 800 X 600 resolution 256MB RAM 512 Recommended Intel Pentium Processor or equivalent Included 3 Party Modules Amyuni PDF Driver Version 1 59 IdsMail Version 6 0 Dynazip NX Version 5 0 West Wind Internet Protocols Version 4 68 Supported Email Client Applications Microsoft Outlook Microsoft Outlook Express Lotus Notes Novell GroupWise VINES Network Mail Supported Protocols Hypertext Transfer Protocol HTTP 20 HTTP over Secure Sockets Layer HTTPS File Transfer Protocol FTP Supported 3 Party Payroll P11D amp Accounts Applications Pegasus Opera Payroll System Import Synchronise Pegasus Opera II Payroll System Import Synchronise Pegasus Capital Gold Payroll System Import Synchronise Intex Earnie32 Payroll System Import Synchronise Intex EarnielQ Payroll System Import Synchronise Ceridian Centrefile CPS1 Tiger Payroll System Import Synchronise Safe Elite Payroll System Import Synchronise Pegasus P11D Solution Import Earnie P11D System Import PTP P11D Solution Import SAGE P11D Import Taxshield P11D
174. id FUELPAID Character 1 optimal Payment of Fuel Scale FUELSCALE Optional Charge NiNumber Ni NumBER character 10 keyfeld Payroll Number PAYROLL Character 20 keyfeld Private Use Contribution PRIVATEUSE Numeric 10 optional Registration Number R_NUMBER_ Character 10 Keyfield Available to Date To Date e Compulsory ad mmiyyyy 13 16 Section G Vans P1ID Field Type Field code Length 123 Available from Date FROM Date e Compulsory dd mnY Total Business Mileage MILEAGE Optional A Employee N I Number NI NUMBER Character 10 keyfield PayroliNumber_ PAYROLL Character 20 keyfea Private Use Contribution PRIVATEUSE Numeric 10 Optional Registration Number R_NUMBER_ Character 10 keyfield Available to Date TO Date 8 Compulsory dd mmyyyy Number of users users Numeric 3 optional 13 17 Section H Interest free and low interest loans Length Borrowers A Description ofLoan DESCRIPTIO Character so Compulsory Available from Date FROM Date 8 Compulsory dd mm yyyy Amount Made Good MADEGOOD Numeric 10 optional Maximum Balance Numeric 10 Compulsor Miras Indicator MIRAS Key field Additional Description _ noTES Character 30 Optional Opening Balance Numeric 10 Compulsor 0 Payroll Number PAYROLL Key field O Purpose of Loan PURPOSE Character 1 Compulsory A 8 C D
175. ided that the file to import contains a key field e g National Insurance Number or Payroll Number for employees or Registration Number for car details you are able to import as many or as few other optional columns of data into the system 10 4 Do my spreadsheets have to be in any particular order The order of the columns in a spreadsheet is irrelevant as the system allows you to make your own selections of which data to match by either selecting or excluding any column of data included in your spreadsheets 10 5 What is the Auto Process option In Version 2007 X onwards the system is capable of importing data using an automated import routine and scheduling tool This process allows the system to select a pre determined import file that is resident in a given location and automatically run a previously chosen import routine The selected import process will run through with minimal user intervention any records that fail the system validation rules will be automatically removed from the import and saved to the systems ERR and LOG folders Once an import routine has been successfully run the system creates log files to record the routine Along with the log file an additional mem file is created to record the settings that the import processes carried out The mem files are created to record The Import Routine run e g Car Details The field match selections made e g Reg Number to R_ Number The field exc
176. ields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 31 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 surname initials ni_number payroll 201 r_ number description CC fuel registered price extras fuelscale rptvalue 20 31 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 32 Periodic Reports Company car Fuel Benefit V A T 20 32 1 What is the Company car Fuel Benefit V A T This report provides a complete Class 1A NIC calculation for all employees company car fuel benefits for the relevant Tax year at the set NIC rate The report is subdivided by cost centre and has the added functionality to report by user defined date 20 32 2 Why should use this report This report can be used deliver a report of all the output tax on car fuel benefit for any period 20 32 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 32 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selec
177. in order for the import routine to correctly allocate calculate benefits particular to individual import routines These Compulsory fields are displayed in the tables as bold type The remainder of data that can be imported is categorised as Optional and is displayed in standard type 13 1 Employee Details i MO E Ii IA code Length A A Ea ee E E MU seab Se ici MU Co A cc fc IRM a ci ee Exempt from Class 1A Exempt Logic 1 Optional eae ae A 115 Optional cocacola luca Lie Mall ul AA id MS ici al A i ISS ee laica il ee a e AR A a A iad MR Racal Salary SALARY Numeric Optional e al Ml a ae AI il MAIN Sli sake a eid ll Sn ee ee MEG o AAA 116 13 2 Employee Payroll Details code Length O a e a A e a il a o en poo ee e e Address line 4 Character Optional L pest eens Ff omar Optional Date of Birth DOB Date Optional dd mm yyyy DN ciel Ens A Date of Commencement Date Date of Leaving DOL Date Optional gt i po poeme boi a a m pe e o S aa bai 20 Ei a Ll ome ld Ll rere peee a a A a ln Lo a o ema pa dl Ml w o e Salary SALARY Numeric 10 Optional MU Sone id Gai for a pee ba A a maa Lo ol omer 117 13 3 Company Car Details P11D Field code Type Field Pre Format Length Cubic Capacit 10 Computsor Grams of CO2 perkm co2 Numeric 10 Compulsory 10 so Compulsory Optional Extras exrmas numere 10 optiona Fleet number FLEETNO C
178. ion covering these items 20 17 3 Should give the employee a copy of this report to review This expenses claim form should only be distributed to employees with instructions for them to sign the form amp forward it to the tax office if your company does not have a dispensation covering these items 20 17 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 181 20 17 5 When should produce this report This form can be produced and distributed to employees between April July each year or immediately for leavers 20 18 Employee Reports Employees Business Mileage Statement 20 18 1 What is the Employees Business Mileage Statement This report creates a mileage statement per employee giving information on all mileage values entered on the system to date The mileage information given is on a per vehicle basis and reports both Section E Mileage allowances and Section F Cars and Car fuel Prior to the current CO2 emissions based method of calculation mileage bands were used to calculate company car benefits Mileage values can still be recorded in the system to cater for both privately owned cars and company cars an
179. ion is put before parliament as to what changes are to apply for the following tax year This 21 legislation does not become law until HM the Queen grants Royal Assent on approximately the 15 May each year We endeavour to issue the annual update to include changes in legislation as notified in the annual budget affecting the following year s legislation and the interest rates in time to coincide with May 15 each year May 3 Forms P46 car for Employees whose car and or fuel benefit has changed in the quarter ended 5 April to reach the Inland Revenue by this date July 5 Last date for agreement of your PAYE Settlement Agreement for tax year if any July 6 Forms P11D b P9D and P11D giving details of benefits and expenses paid for the last tax year to reach the Inland Revenue by this date Last date for giving a copy of the form P9D P11D to each relevant employee July 19 Payment for month quarter ended 5 July should reach the Accounts Office by this date August 2 Forms P46 CAR for employees whose car and or fuel benefit has changed in the quarter ended 5 July to reach the Inland Revenue by this date October 19 Payment of your PAYE Settlement Agreement for the previous tax year if any should reach the Accounts Office Network Unit by this date November 2 Forms P46 CAR for employees whose car and or fuel benefit has changed in the quarter ended 5 October to reach the Inland Revenue by this date 1 6 Help Files 1 6 1 Online Hel
180. is is because this Email address will be the default address to whom all Emails will be sent to if an employee doesn t have an email address in their Employee Record See also Paragraph 0 6 2 9 Submission reference amp Scheme Number If the employer has an agreement with Inland Revenue to forward data via Magnetic Media a unique submission reference number will have been issued Enter this reference number in the White field This number will appear in the electronic reporting procedures If you need to send more than one submission on the same reference number from physically different systems you would need to enter the number of subreturns in the grey box Here To achieve this you will have to double click on the label marked Sub Ref amp enter the number of volumes that you wish to be created in the grey box Generally not used See Also Paragraph 21 6 2 10 Commercial Lending Status Check this box ONLY if you are a Commercial Lender 6 2 11 Tax Office Address If your tax office appears in the list provided then the tax office address appears here However if the address details are incorrect then enter the correct details here 6 2 12 Address Enter the Employer address here 60 6 2 13 Notes Employer notes can be made here Once all the employers details have been entered click the Ok button to save the details If this is anew company then you are asked if you want top add employees now View employer d
181. ission Once generated the report is simply copied to a 3 5 inch floppy disk and forwarded to the Inland Revenue who annually approve the system s EEC reporting formula To take advantage of EEC reporting you must seek approval from your local tax office or contact the EEC Unit to obtain a submission reference number Ensure that you have entered the correct submission reference number in the employer record before generating the EEC return To run the electronic submission generator 1 Select the employer for whom you wish to generate an electronic report multiple employers can also be submitted under the same reference number 249 2 Select the Tools Menu and select the Year End option then select Create Electronic Submission from the menu bar at the top of the screen the system displays the Electronic Submission screen as displayed above 3 The screen displays the Submission reference number and lists the Employers that are currently set to be reported under this reference number 4 Click onto the Create to generate the EEC return 5 The system will begin to generate the return and when complete will confirm that the report has been successfully generated in a pop up window The file is generated and output to the Target location displayed mplovers Mecironz Cen muncalion CH 13 0112080 2 Submission Ref 00123456 has successfully gener ated 1 volumes Do you want to mark al 111 employees with an EEC Date or 11
182. istration information Can I edit the information entered here at a later date Yes once logged into the software users can access the Software Registration page from the File Menu at any time and enter updated registration information 38 4 3 Registering your software Step 1 Return to your Windows desktop and find the P11D Organiser folder which has been installed on your desktop Fig 1 Desktop Step 2 Double click on the P11D Organiser folder and you will be displayed with three shortcut items i a i oo CAFRES a A A i A e E ETR WED pr T q ey p T J q Fi ka J a ean cri YAA pcs y Fs jo x n E E Address 7 P110 Organiser Pu Fig 2 P11D Organiser shortcuts Double click on the shortcut labelled P11D Organiser which will load the P11D Organiser software 39 Step 3 When the software loads for the first time you will be presented with the Software Registration screen as illustrated in Fig 3 below Serial Number PUDEZXEXXXXXZ Software Version YYY Registration Date DD MAY YY System U Start in Tax Year YYYY YY Number of P11Ds 1000 Company Name COMPANY MAME ADDRESS LINE 1 ADDRESS LINE 2 ADDRESS LINE 3 POST CODE Contact Name Telephone No Email Address miser Software Registrion YY YY V B i A TE Activation Key 0 Help Cancel Fig 3 Software Registration In order to complete this form you need to enter the following details exactly as th
183. its and expenses to HMRC You should only use this report if you are not submitting your P11D information to HMRC electronically i e via EEC or FBI This form can be printed onto regular A4 paper and once printed is ready to send 20 10 3 Should give the employee a copy of this report to review This form should be used to report each employee s P11D benefits and expenses at the end of the Tax Year to HMRC A copy of this report can also be supplied to the employee however we recommend that you use the Benefits Statement report instead as this provides more detailed employee related information Employees who have left the company should be provided with a copy of their P11D Facsimile report for their records 20 10 4 How can I produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 10 5 When should produce this report 173 This form should be produced and distributed to employees after the end of the tax year between April July and HMRC before 6 J uly each year Leavers should also be given a copy of this form at the time of leaving 20 11 Employee Reports P11D Facsimile Part 20 11 1 What is the P1
184. key by pressing F8 Depending on what level you are at when you access it this feature can work on three levels Per employer Per Active Lookup Per employee The system will display any employees that have benefits allocated to them after their date of leaving and will offer 6 options to remedy the situation 1 View Will display the employee record allowing you to view change the details 2 Ignore Will ignore the benefit allocation displayed and continue to search for erroneous benefits Ignore All Will ignore All benefit allocations of the particular P11D section displayed 4 Adjust Will adjust the benefit date to that of the employee date of leaving 5 Adjust All Will adjust the benefit date to that of the employee s date of leaving for all instances found for the benefit section displayed 6 Cancel Cancels the alignment routine and returns to the previous screen 22 2 2 Year End 22 2 2 1 Merge Data from previous year See Paragraph 17 2 256 22 2 2 2 Setup Business Mileage Rates See Paragraph 6 6 22 2 2 3 Create Electronic Submission See Paragraph 21 22 2 2 4 Archive P11D Data See Paragraph 17 1 22 2 2 5 Set Official Interest Rates The system will display a table confirming the official interest rates per tax year and will also confirm the rates applicable for Living Accommodation and the years Class 1A rate E U Official Interest Rates lel EZ Effect Effect Interest a To Rate Tax Year
185. l the import routine 133 14 4 Import Wizard Screen Shot 4 A Employee Details PAS LTD DATA PAYROLL Please selecta unique key field Record 8196 of 11368 NLNUMBER DEPARTMENT WE406590D ACCOUNTS WE406590D___ PAYROLL WE414267D ACCOUNTS Duro IMR wes1i80360c ACCOUNTS DAVID TAYLOR MR WE421596A MARKETING MR WE4235980 PAYROLL WE42483900 SALES MRS wes2rasoa accounts MR vwes203188 PAYROLL WE4336434 MARKETING ALLY WE443339D ACCOUNTS AR TAI MRE WHE ASN AT Ar RESPARFHA olg LIS o a MTHONY T1 ca E Z T Help Cancel 14 4 1 Key Field A drop down box displaying the Unique Key field used National Insurance or Payroll Number or Car Registration Number in the case of Company car imports 14 4 2 Record Counter 14 4 3 A counter displaying the record position for the selected record in the file 14 4 4 Data Table An editable table of the data being imported together with the selected P11D Organiser fields to be used for the source data 14 4 5 Delete Record Button Clicking this button will display a pop up window asking if you want to remove the selected record from the import 14 4 6 Save Button Clicking this button will display a pop up window asking if you want to save any changes and allows you to save the data in its current form to a file 14 4 7 Top of File Button Clicking this button will take you to the first record of the source data 134 14 4 8
186. ld be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 20 15 Employee Reports Blank Benefits Statement 20 15 1 What is the Blank Benefits Statement This system can produce a blank benefit statement for employees that do not have any benefits or expenses to report This report can be used to communicate a nil taxable benefits expenses value to employees 20 15 2 Why should use this report This report can be used to communicate a nil taxable P11D value to employees 178 This statement can be customised to incorporate your company logo User defined text can also be included in the statement to give employee guidance notes This form can be printed onto regular A4 paper and once printed is ready to send It contains the employee s home address in a window envelope format for ease of distribution 20 15 3 Should give the employee a copy of this report to review Blank Benefit statements can be delivered to employees in advance of the July HMRC deadline providing them with an opportunity to report back any omissions Employees who have left the company should be provided with a copy of their P11D Facsimile report or benefit statement for their records 20 15 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can email this report to the selected employee s
187. lease notify PAS Ltd by Email if this occurs We will then invoice you for a licence increase ion the amount that you request amp we will notify you of your new password details to unlock P11D Organiser to the specified number of P11Ds To increase capacity select File off the Title Bar amp go to the Software Registration Option At the Software Registration screen enter the new value in lt No of P11D s gt 4 put in your new password details 22 3 2 Printer problems If you use a laser printer occasionally some of the more complicated reports do not print properly This is because the memory cache for the printer is probably too low To remedy this situation select the chosen printer from the Control Panel amp click on Printer Properties Go to Device Options amp increase the memory allocated to the printer Certain printers may not print a full page To remedy this you have to increase the printers print margins from Printer Properties as above 22 3 3 Re installing the system If the systems databases become corrupted e g by an unexpected cut in the power supply you may elect to reinstall the system to get the program to run properly again by reinstalling from the CD ROM program disk You will not lose any data that you have previously entered by doing this 22 3 4 Updating Records To take advantage of the data from external systems simply re import the employee data by means of a regular data feed in
188. lection of Key Employee ID must be included in selected Import routine Parameters Recommended Click the OK button and select a valid employee ID Ni Number or Payroll Number using the Select Target Field pop up window If the source file you are using does not contain a column for Payroll or NI Number cancel the import insert a column in the source file containing either of these and begin the import routine again Description of benefit field required Pop up K Services supplied PAS Testing Ltd2 Window A DESCRIPTIO field must be included inorder to continue Validation The system requires the Import file to contain a Benefit Description Issue Validation A selection of Benefit Description must be included in selected Import routine Parameters Recommended Click the OK button and select the benefit description using the Select Target Field pop up window If the source file you are using does not contain a column for description cancel the import insert a column in the source file and begin the import routine again FROM and TO fields must be included Pop up K Services supplied PAS Testing Ltd Window A FROM AND TO fields must be included inorder to continue Validation The system requires the Import file to contain the dates FROM and TO that the Issue benefit was made available to the employee Validation Dates of Benefit allocation must be Included in selected Import routine Parameters Recom
189. lex Ctrl Shift amp D 164 20 8 4 Using a Company Logo UI N By default the system uses a P11D Organiser logo in many of the standard reports see Fig 24 below However this can be replaced to accommodate the use of a company logo or image Follow these steps to change the system logo Navigate to the ReportsFRX Graphics folder in the installed directory of your P11D Organiser system E g C Program Files P11D ReportsFRX Graphics Prepare a 190 x 190 pixel size logo image amp call it Syslogo jpg Select the syslogo jpg image file and make a copy of this in the same directory use r h mouse button and select copy here option Having carried out this image replacement you will have successfully changed the system logo used in the reports This is used by many existing customers particularly for the Employees Benefit Statements report in order to maintain a corporate identity when communicating with employees An example of this is displayed below Tax District D08 KLOOLJ E CHESHIRE AND SLANCS AREA P11D Benefits Statement 2006 2007 NI Number JB 45 20 89 B Full Name MRS CHERYL ADNITT Payroll Number PR10561 PAS Training Lid MRS CHERYL ADNITT Homestead Home Lane Hometown Homeshire CostCentre 4135 HO1 1EE Department PAYROLL Location London Region South Dear Colleague Please find attached a benefit statem ent that details all benefits expenses due to be reported to the
190. ll show all car movement activity from the beginning of the tax year to date 20 39 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 39 4 How can produce this report You can produce this report for the selected employee s directly to the printer 210 You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 39 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 company taxref surname forename title ni_number payroll id 2 id 3 page id 4 r_ number benefit descriptio price extras co2 acessory totprice capital taxprice carprice from to registered oldcar p46fuel fuel r_ number fleetno asset_no privateuse carbenefit fbenefit p46use CC mileage discount fuelscale fuelpaid p46reqd p46band p46real casheqv madegood taxable classta dispense p9dvalue 20 40 Benefits Expenses Reports Section A Assets Transferred 20 40 1 What ts the Section A Assets Transferred e The P11D Organiser provides repo
191. lly send your P11D data to the P11D Organiser website for remote technical support You can do this by clicking on the FTP or Email checkboxes To select this routine go to File on the title bar and select Backup P11D data or by using 204 the F3 function key amp click OK The location where the Backup file will be created can be chosen by clicking on the binocular icon 22 1 9 Logoff Chose this option to logoff the system 22 1 10 Exit Choose this option to leave the system 22 2 Tools 22 2 1 Align Benefits 22 2 1 1 Align date of commencement By Align all benefits with date of commencement DOC for this employee Mr Joe Bloggs 7 JO Mr Joe Bloggs commenced employment on 909 2003 but has allocated Living accommodation tram 06042003 to 05042004 Do you want to adjust this benefit to match the date of commencement for this employee le from 23 09 2005 to 05 04 2004 P11D Organiser contains feature that will align benefit allocations to an employee s date of commencement of employment This is a useful double check to ensure that benefits have been allocated correctly This functionality can be accessed from the Title Bar by selecting File Maintenance Align Dates of Commencement Alternatively you can use the shortcut key by pressing F7 Depending on what level you are at when you access it this feature can work on three levels Per employer Per Active Lookup Per employee The system will di
192. lock chlamys chrism chrysoprase clinquant condign crepitation cymar delinition delirancy delitescent dernnify devoir eidolons epitonic fane foetor fuligin fulvous gravid grue querdon hebetude immedicably inchoate incused inexculpate innominate involuted irrefragable jacinth lacustrine leal lenitive louring mansuetude mephitic nacre objugations oneiric oriflamme orogenic paraesthesia periapts quit rerebraces roborant sacral saf salvific sapid sastrugi scend scoria sendaline sequacious stillatory stridulation surquedry telic theriac thetic travertine unassoiled vambrace vleis Import Export Cancel Fig 22 5 When you are satisfied with the benefit statement text click the OK button to save the text and close the text box 6 Click on the OK button from the report wizard screen to run the report The resulting benefit statements will then include the text entered see Fig 23 below for an example of this TIP When using the notes option careful use of spacing and the entry of additional blank lines in the Notes Text box will ensure that the benefit Statements appear satisfactorily Careful placement of these blank lines will also allow you to create page breaks in the benefit statement and can be therefore be used to replace pages of accompanying guidance notes 163 used previously Tax District DO8 KLOOL J E CHESHIRE AND SLANCS AREA to P11D Benefits S
193. log file created on the 6 November 2006 at 12 20 and 29 seconds using a source file named SECTIONI 2007 The log files can be saved using the SaveAS button this will result in a pop up box allowing you to save the file to any location and giving you a choice of XLS DBF or CSV as a file type save option Log files can be deleted using the systems Delete button Help can be accessed on this topic using the Help button The import process can be cancelled using the Cancel button The log files can be viewed in Microsoft Excel by clicking the Excel button an example of this is displayed below in fig 15 This example illustrates that the first 3 records were validated as containing an unknown benefit description and were manually deleted the remaining records processed by the import routine with a 111 blank status were successfully updated as existing records as they contain a TRUE status in the UPD column and a FALSE status in the NEW column STATUS UPD NEW NINUMBEFPAYROLL DESCRIPTIO NOTES FROM TO PREMIUM MADEGOOD DELMANNUAL FALSE FALSE JT714322C PR14506 Invalid from date Invalid from date 01 01 2003 05 04 2007 305 00 0 00 DELMANNUAL FALSE FALSE YY468537B PR20591 invalid to date invalid to date 06 04 2006 01 01 2008 305 00 0 00 DELMANNUAL FALSE FALSE YH275471C PR19319 made good exceeds premium made good exceec 06 04 2006 05 04 2007 305 00 500 00 TRUE FALSE YL515338C PR19550 Private Medical Insurance 06 04 2006 05 04 2007 305 00 0 00
194. loyee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 47 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page id 4 descriptio notes miras borrow purpose method basis currency maximum from opening to closing average intrate period intpayable madegood casheqv taxable classia dispense p9dvalue 221 20 48 Benefits Expenses Reports Section Private medical treatment or insurance 20 48 1 What ts the Section I Private medical treatment or insurance e The P11D Organiser provides reports on all benefits by P11D section within the system 20 48 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 48 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 48 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF f
195. ls Data Window Help Create WebPart aa 29 0 C Reply with Changes End Review x 21 ZI Type a question for help 0 00 00 0 gt Pp X HGO4 VK HGO4 TF HJOSOYE HG53CUA HJ53KCY HGO4YTK HJ54RZU HG54LD W HGO4 Y TW HGO4 YUL HGO5VBY SA55MxB HG53KJZ HJOARZ VY HJDSGHX HG53SUY HGOSMPZ HJ53KDX HG53AYP HJ53KDZ CAR DESCRIPTION Ford Focus 1 3 Ford Focus 1 4 Ford Focus 1 6 Vauxhall Astra 1 2 Vauxhall Astra 1 3 Vauxhall Astra 1 4 Peugeot 205 Peugeot 206 Peugeot 407 SAAB 9 3 Mercedes Benz E270 Volvo Y70 Peugeot 407 SAAB 9 3 Mercedes Benz E270 Volvo Y70 Ford Focus 1 4 Ford Focus 1 6 Vauxhall Astra 1 2 Vauxhall Astra 1 3 data below last record M 4 gt AA COMPANY CARS Errors Ready a e lt L Data Folder R 1P11D LIST PRICE 13934 99 16784 98 34603 26 18175 12860 15594 98 20601 98 15971 97 21944 97 16714 98 17147 01 16221 98 33850 16566 98 14991 97 16860 20272 15160 16860 16859 98 375277 c02 w Importing Data Micr FROM TO DATE DATE 126 06 04 2006 05 04 2007 134 06 04 2006 05 04 2007 208 06 04 2006 05 04 2007 149 06 04 2006 05 04 2007 144 06 04 2006 05 04 2007 155 06 04 2006 05 04 2007 155 06 04 2006 05 04 2007 145 06 04 2006 05 04 2007 155 06 04 2006 05 04 2007 145 06 04 2006 05 04 2007 157 06 04 2006 05 04 2007 145 06 04 2006 05 04 2007 172 06 04 2006 05 04 2007 143 06 04 2006 05 04 2007 129 06 04
196. lt lt gt gt lt lt gt gt lt lt gt gt Employees Region Date first Registered Value of Relocation lt lt gt gt Value of Rent paid Flag for restricted Private use of vans Value of the report total 4 N k s198val Value of Section 198 reclaim salary Employee Salary value section P11D Section sex Employee Sex value share_disc lt lt gt gt stdcharge lt lt gt gt surname Employees Surname tax lt lt gt gt taxable Total value of Taxable values taxprice Total Taxable benefit or car value taxref Employers Tax Reference Number telephone Employee Telephone number thisyear lt lt gt gt title Employees Title to Benefit available TO date total Total value totalprice Total value of Car and accessories totprice Total value of Car and accessories unavailable Number of days benefit unavailable user 1 User defined field 1 Employee user_2 User defined field 2 Employee users Number of users of a benefit Value lt lt gt gt vat lt lt gt gt vat_out lt lt gt gt vatfrom From Date for VAT report vatto To Date for VAT report year Tax Year 4 N 2 20 10 Employee Reports P11D Facsimile 20 10 1 What is the P11D Facsimile Report This report produces a HMRC approved P11D facsimile that can be submitted to the Inland Revenue and also sent to employees 20 10 2 Why should use this report This report should be used to report an employee s P11D benef
197. lt mail profile Microsoft Office Outlook 4 program is trying bo aubomatically send e mail on your behalf Do you want bo allow this TF this ds unexpected It may be a vrus and vou shouid choose No Fig 5 Outlook Security Warning If you receive this message please click the Yes button to allow the P11D Organiser to send your registration information on your behalf Step 5 You are now presented with the Logon Screen Note that certain elements of your registration details are displayed here P11D Organiser Version 2007 2 1 Build No 001 No of P11Ds System Multi User Registered date 30 03 2006 Serial Number P11DDEMO Tax year 2006 2007 v Username JAS Password Ok Help Exit Fig 6 Logon Screen 41 4 4 Registering Your Software Electronically Advanced Functionality To save time you are now able to register your software automatically by using a registration file that is sent to you by your software provider Step 1 Locate and open the email sent to you from your software provider regarding your registration details Fie Edt wew Insert Format Tools Actions Help Reply PReplyto AB Forward iY O AK e A From support Subject Software Registration P11D Organiser Serial No P11D0EMO Attachments register mem 7 KB register pdf 48 KB Update of P11D Organiser Dear P11D Organiser User Ve are sending you this email to inform you that the latest Version of
198. luded in future editions of this section of the manual 264 Index A AGGIE AIC Emploi ta 61 AQUEL Ein did 59 Adding Amending Benefit Types ccccccccccc 66 Align dates of commencement 0 255 256 Archive Routines cccceeeeeeeeeeeeeeeeeeeeeeeeees 144 Assigning Benefits General eeeeeeeeeees 138 Automatic P9D P11D Production 147 B Backing up the System ooooooooonnnonncnnncnnnnnnncnnnnnos 254 Benefit summary Sereen 84 C Class 1A NIC ExemMptiOD ooooooooccncnnnnnnnncnnnnnnnnnos 62 Connecting to Other Systems 45 E E mail facil asrnane 250 Employee Benefits summary screen 0 84 Employee ita a a 81 Employee reports Electronic submission eeeeeeeeeeeeeeeeeeeeees 249 Exporting detal esasen EE 138 F Ele by Intermedia 246 Find employees SCleeNisiiscsicaiuigasectainnnecies 71 Frequently asked questions cccccccssssseeseeees 260 Further Information cccceeeeeeeeeeeeeeeeeeeeeees 22 G Getin Started rt E 58 H Help Piles ea 22 Importing Assets Transferred ee 122 Importing Business Mileage oooconnnnnnnnnnnnnnnnnnn 120 Importing Company Car Details 118 Importing Company Van Details 0 119 Importing data General ooonnnnnnnininicininnnnnnncnnannnnn 87 Importing Data Screen 1 eee 127 Importing Data Screen 2 ecese 130 Importing employee records n
199. lusions made The validation rule settings chosen 87 The optional settings made e g overlap days data backup etc Refer to the specific chapter for further details on this feature 11 Using the Import Wizard 11 1 Import Wizard STEP 1 Select File and Import Wizard from the top left corner of your screen or select the Goto import wizard button from the View list of Employers screen The Import Wizard screen appears as demonstrated in Fig 1 below A Import Wizard C PROGRAM FILES1P11D1200 7WDATA 2006 2007 Employers name PAYE Ref PAS Data Limited ad 008 3458 ad source file Import Routines C Import Log Files t Import Error Files E BIS details mE DIUPDATE A q 5x3 Employee details UPOATE only Assets transferred cars property goods or other assets Payments made on behalf ofthe employee Vouchers and creditcards Mileage allowance Cars and car fuel Vans Interest free and low interest loans Private medical treatnent or insurance 1 2 A B T E F E H ck Help Cancel Fig 1 Select the Import Routine that you wish to perform ensuring that the correct Employer is selected in the Employers name field and click the NEXT button The system will then display the detailed Import Routine screen allowing you to make a specific routine selection see Fig 1a below 88 A Import Wizard C PROGRAM FILESiP11D 200 DATA 2006 2007 Employers name PAYE Ret PAS Data Limited E
200. mended Click the OK button and select the FROM amp TO dated using the Select Target Field pop up window If the source file you are using does not contain columns for FROM TO cancel the import insert a column in the source file containing these values and begin the import routine again 107 Validation PREMIUM field must be included in selected mport routine K Services supplied PAS Testing Ltd2 A PREMIUM Field must be included inorder to continue Validation The system requires the Import file to contain a value for the PREMIUM benefit Issue value Validation Benefit Value must be Included in selected Import routine Parameters Recommended Click the OK button and select the PREMIUM using the Select Target Field pop up window If the source file you are using does not contain a column for Premium cancel the import insert a column in the source file containing this value and begin the import routine again Validation BENEFIT DESCRIPTION New or Unknown Pop u p K Services supplied PAS Testing Ltd2 Window F 2 There are 4 benefits with unknown DESCRIPTIO values Do you want to REMOYE these records Fs Add new benefit type Description of P11D Benefit expense Invalid from 2 ih Services supplied 2 Replace the benefit type Description Product with Product Allowance Validation The Import source file has benefit descriptions that are unknown to the system Issue This may
201. modified 20 59 Employer Reports List employees with P11D sections applied 20 59 1 What is the List employees with P11D sections applied e This graphical report produces a schedule of all employees with a benefit icon to represent the section of the P11D where a benefit entry exists 20 59 2 Why should use this report This graphical report provides a useful overview of employees benefits represented by icon and is a useful report to check the existence of benefits against employee records 20 59 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 239 20 59 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 59 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id_ 1 id 2 title initials forename surname payroll payetodate Salary daysabsent ni_number department location region costcen
202. mount Made Good for private use by employee e Class 1A NIC e Amount covered by dispensation e Cash Equivalent NB The view selected here will also be shown on the Benefits sections themselves 9 3 2 lt Add gt Button To add new benefits click here to go to the Add New Benefit Selection Screen Alternatively you can click on the Benefits Toolbar at the top of the screen 84 9 3 3 lt Edit gt Button Allows you to view edit previously entered benefit details Select the line entry that you wish to view or edit 9 3 4 lt Delete gt Button Gives you the option to delete all instances of the selected type of benefit for this employee 9 3 5 lt Help gt Button Opens up the relevant context sensitive Help page 9 3 6 Employee List Takes you back to the Employee List 9 3 7 Find Screen Takes you to the Find Screen 9 3 8 P11D Icon Takes you to the Employers Setup Benefits Profile Screen 9 3 9 Expenses Claim Screen Takes you to the Part 5 ITEPA 2003 Expenses Claim Screen 9 3 10 Print Icon Takes you to the Reports Wizard 9 3 11 Recalculate Icon Allows you recalculate all benefits for this employee 9 3 12 Employee Details Click here to view the current employee s details 9 3 13 Employer Details Takes you to the current Employer s Details 85 9 4 Employee s Expenses Claim Screen Employees Part 5 ITEPAZ003 expenses claim form 2006 7009 Employer Dummy Company 2 Taxyear 2008 2009 Employee A
203. mpany cars or privately owned cars It should be distributed to employees with instructions for them to sign the form amp forward it to the tax office as it is not generally an Employer driven responsibility to report such claims 20 35 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 35 5 When exported to a spreadsheet what fields of data will be available for me to use This report does not export to an XLS or CSV file 20 35 6 When should produce this report This form can be produced at any time and is not a mandatory form 206 20 36 Periodic Reports EXPORT to Accounts 20 36 1 What is the EXPORT to Accounts This Report provides statement of all expense and benefit entries that have been entered into the system and associated with an Accounts Ledger code 20 36 2 Why should use this report This Report when exported to a file provides details of all expense and benefit entries that have been entered into the system and associated with an Accounts Ledger code 20 36 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 36 4 How can produce this report You can produce this report for the selected employee s directly to the prin
204. mployee record s using the Employee Details import wizard 3 Re import the Car Allocations Section F data which will now recognise the employee NONE The import file contains car 1 Answer YES to the resulting allocations to an employee for non pop up screen to let the exclusive dates of availability i e system remove the record s overlapping dates of availability Exclusive Use by Employee ID 2 Make the necessary changes The Avallable FROM and TO dates to the available FROM TO should be checked for any dates in the file the system has replacement car allocations created in the ERR folder contained IMENE IMPOR MME 3 Import the File containing The file may contain a duplicate the valid available From amp To entry i e the same car is being dates allocated to the same employee for the same period Exclusive Use NONE by Registration Number The import file contains car 1 Answer YES to the resulting allocations by REGISTRATION pop up screen to let the NUMBER to a number of different system remove the record s employees for non exclusive periods of availability 2 Make the necessary changes to the available FROM amp TO i e A car is being used by a dates in the file the system has number of employees for non created in the ERR folder exclusive allocation periods 3 Import the File from the ERR The Available FROM and TO dates folder which will now contain need to be checked for
205. n group employees who have the same benefit There are numerous ways to group employees who have the same benefit These can all be performed from the Setup Filter See Paragraph 8 2 For a more detailed search go to the Employer s Benefit Profile screen and look up employees in receipt of individual benefit types See Paragraph 7 3 2 23 4 5 How do know whether an employee requires a P9D or a P11D If there are no salary details in the system a P11D will be produced for that employee However if salary details are recorded when you either set up or import an employee then the system will automatically perform the 8 500 test See Paragraphs 6 3 31to 6 3 33 23 4 6 How can use the system to collate business mileage You can very quickly group together employees who have not submitted any business mileage details by using the Setup Filter See Paragraph 8 2 The system incorporates a built in form e The Employees Business Mileage Declaration that you can e mail to employees to collate business mileage details for any period 23 4 7 How can I tell which employees have had their P11Ds P9Ds printed Employees can be grouped very quickly using the Setup Filter from the Find Screen See Paragraph 8 2 23 5 Unanswered Questions If your query has not been satisfactorily answered please e mail it to us at supportOp1 1dorganiser com we will endeavour to answer it as soon as possible Popular FAQ s e mailed to us will be inc
206. n nnnannnnnnns 176 20 14 2 Why sho ld USC this TOD OTI lt lt da 176 20 14 3 Should I give the employee a copy Of this report tO Treview oooonccccnncnnnnnnnanocinnnnno nos 177 20 14 4 How CONT Produce TITS TED ONT A A A A N 177 20 14 5 When should I produce this report ooooooonooonnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnncnnnnnnnnnnnnncnnnnnnnos 177 20 15 EMPLOYEE REPORTS BLANK BENEFITS STATEMENT ccceeeeeeeeeeeessnneeeeeeeceeeeeeeeeeeeeeeaes 177 20 15 1 What is the Blank Benefits Statement nnnnnnnnenenneesssssssssseseerrresssssssssssssseeeeee 177 20 15 2 Wy SOMA T use tiS TODOEL A A dt 177 20 15 3 Should I give the employee a copy Of this report tO review 178 20 15 4 TTOW CONT produce TITS TOPO aa 178 20 15 5 When should T DYOGUCEAINS Tepo sa io 178 20 16 EMPLOYEE REPORTS POD BENEFITS STATEMENT ccoooococccocccononononnnonnnonnncnncnononnncnnncnnnons 178 20 16 1 Whatis the POD Benefits Matement n nin E ion eae 178 20 16 2 Why should Luse tis FED OTE A A 179 20 16 3 Should I give the employee a copy of this report tO TevieW ooooonnccnnnnnnnnnnnnnnnnnnnnnss 179 20 16 4 H wtand produce TMS TED OTE sitesi aces AEE ad 179 20 16 5 When Should I produce tis TED lie 179 20 17 EMPLOYEE REPORTS EMPLOYEES PART ITEPA2003 EXPENSES CLAIM FORM 180 20 17 1 What is the Employees Part ITEPA2003 expenses claim form oooononncnnnnccnnnnnnnnnno 180 20 17 2 Wvshoula TUSE IS Ep alias 180 20 17 3 Should I give the employee
207. n qualifying e Services supplied Assets placed at the employee s disposal Other items ra oe E ee oo el Expenses payments made to or on behalf of the employee Help Cancel 16 3 1 lt OK gt Click here to go onto the select benefit type entry screen 16 3 2 lt Help gt Click here to display the Help page relevant for this screen 16 3 3 lt Cancel gt Cancels changes made here amp returns you to the previous screen 139 16 4 Selecting the benefit type U Section C Vouchers and credit cards American Express High Street Shop Vouchers Luncheon Youchers Product Allowance Travel Season Tickets Visa Card Misc Expenses Visa Card Petrol Edit Delete Cancel On this screen you can choose the benefit type belonging to a particular P11D Benefits section you wish to add to your employee 16 4 1 lt ADD gt Icon If the desired benefit description does not appear here you can add a new one by clicking on this button 16 4 2 lt Edit gt Icon Click here to edit an existing benefit type description See Also Paragraph 6 5 16 4 3 lt Delete gt Icon Click here to delete a benefit description that is not in use in the system 16 4 4 lt OK gt Click here to go onto the benefits data entry screen 16 4 5 lt Help gt Click here to display the Help page relevant for this screen 16 4 6 lt Cancel gt Cancels changes made here amp returns you to the previous screen By holding do
208. n to generate the report Ok Fig 6 19 2 7 STEP 7 Click the OK button from the PRINTER selector pop up window to print the report to your chosen printer Printer Printer Name Status Type HF Laserdet 4000 Seres PCL 6 Where printierwe Comment Fig 7 151 20 Advanced Printing Functionality These can be obtained by clicking the OPTIONS button of the Reports Wizard There are number of additional features that the reports wizard can perform beyond the standard single printed report structure detailed in the previous chapter 20 1 Period Optional When using the Periodic tab the Period selector becomes enabled and allows a date range to be applied to the selection of available Periodic Reports As illustrated below in Fig 8 For the choice of selected Periodic Reports please refer to the Periodic Reports chapter Period le AlTax Year C Monthly From 06 04 2006 To 05 04 2007 Fig 8 Four available date parameters can be set 20 1 1 All Tax Year The selected report will be generated and calculate for all of the current tax year 20 1 2 Monthly Having checked the Monthly option a pop up window will be displayed allowing you to make a selection by month from the current tax year as displayed below in Fig 9 The chosen periodic report will then be calculated for the month selected 152 Everybody September October Movember December January February arch April xl
209. native to manually creating the employee information within the P11D Organiser you can automatically create these records from the information stored within your payroll package As time goes on amendments will need to be made to the information on your payroll package Rather than duplicating these changes the Connect to Payroll function means that by simply pushing a button the changes made within your payroll product are automatically passed through into your P11D Organiser 5 3 Which Payroll systems can I use The P11D Organiser contains routines that can connect to any of the payroll products offered by the providers within our Partner Program Mintex Pegasus Opera Il Payroll System Intex Earnie 32 Payroll System Pegasus Opera Payroll System Pegasus Capital Gold Payroll System com SAFE COMPUTING SAFE Payroll System Ceridian Tiger Payroll System 45 5 4 Using Connect to Payroll The Connect to Payroll screen is displayed when you first log into the P11D Organiser You can return to this screen at any time from the Employer List Screen by clicking on the A icon Step 1 The Connect to Payroll screen appears Select the Payroll Product that you wish to connect to from the Connect To drop down menu Connect P11DDANNY2 to other systems Connect To Pegasus Opera ll Payroll System m Please select a recognised system fram the Connect To list above and press Ok to continue Display ODBC Logon
210. nce source not found 23 3 10 How dol get a list of employees who have not sent in their mileage details Go to the Reports Wizard and select the Absent Business Mileage report from the Periodic Reports tab You can user define this report into any period for which you have no business mileage details for any employees See ParagraphError Reference source not found 23 3 11 How can I get a list of which employees have changed cars in a particular period You can print a list of car movement that have occurred over a user defined period by going to the Reports Wizard and selecting the report P46 Car Movements by Employee from within the Periodic Reports tab See Paragraph Error Reference source not found of the Manual 23 4 Employees 23 4 1 How do add an employee Click onto the Add Employer Employee icon from the Find Employer details or Employee details screen Fill in all of the relevant employee details See Paragraph 6 3 of the Manual 23 4 2 How can find people who have had P11Ds already printed From the Find screen click on the Setup Filter Icon This gives you options to select numerous sorts including the above See also Paragraph 8 2 263 23 4 3 How can check if there are any duplicate National Insurance Numbers in the system From the Find screen click on the Setup Filter Icon This gives you options to select numerous sorts including the above See also Paragraph 8 2 23 4 4 How ca
211. ndow to let the system remove the record s 2 Make the necessary changes to the AVAILABLE FROM value s in the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Invalid available FROM date s Pop up F Cars and car fuel PAS LTD DATA Window 2 J There are 1 invalid FROM date values before the start of the 2006 2007 tax year Do you want to adjust all these FROM dates to 06 04 2006 Validation The Import file contains Available FROM date s that are BEFORE the Start of Issue the Tax Year Validation RANGE not less than the beginning of the selected Tax Year 06 04 2006 Parameters Recommended Answer YES to the resulting pop up window to let the system change any Steps invalid dates with a default date of 06 04 2006 104 Invalid available TO date s Pop up F Cars and car fuel PAS LTD DATA Window 9 1 records with invalid TO date values the TO date is before the start of the 2006 2007 tax year 06 04 2006 Do you want to remove all these u records Validation The Import file contains Available TO date s that are BEFORE the start of the I ssue Tax Year Validation RANGE not less than the beginning of the selected Tax Year 06 04 2006 Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the AVAILABLE TO value s in the file the sys
212. nnccnnnnnnnnnnnnnnonnnnnnss 206 20 36 4 Howecan T produce Mis LEDO AAA AAA AAA ARA AAA 206 20 36 5 When exported to a spreadsheet what fields of data will be available for me to use 206 20 36 6 When Should I produce IMs PEDO a A ida 207 20 37 PERIODIC REPORTS EXPORT TO PAYROLL ocacion 207 2037 al What isthe EXPORT to payr llsai leida 207 20 37 2 Why Should use this report lt lt a 207 20 37 3 Should I give the employee a copy Of this report tO Teview ooooncccnncncnnnnnnonecinnnnnonos 207 20 37 4 How can I produce this report cccccccccccsssesscccccccccccnsesssescceecaaeesseecceeeaaaaasseesesssaaaaaseees 207 20 37 5 When exported to a spreadsheet what fields of data will be available for me to use 208 20 37 6 When should 1 produce this report ooooooconnnnnnnnnnnnnnnnonnnnnnnnnnnananonnnnnnnnnnnancnnncnnnnnnos 208 20 38 PERIODIC REPORTS P46 CAR REPRIN TT ooococoococococonnoonccononncononanonncnonononrnnonnoonnnnnos 208 20 38 1 What isthe P46 car REPRINT Slds 208 20 38 2 Wy SHOUT USC TIS PODOFL oiea e A E a E sever 208 20 38 3 Should I give the employee a copy Of this report tO Treview oooncccnnncnnnnnnnanocinnnnnnnos 208 20 38 4 How cant produce this A aeatie Seasneuieee eae 208 20 38 5 When exported to a spreadsheet what fields of data will be available for me to use 209 20 38 6 When should I produce his report cciccceniaisiecicdeccns ind beste Aan et ee dee 209 20 39 PERIODIC REPORTS P46 CAR MOVEMENTS BY EMPLOY
213. nnnnnnnnnonnnnnnnnnnnnnnncnnnnnnnnnnnccnnnnnnnnos 188 20 23 FLEET REPORTS COMPANY CAR UNALLOCATED LISTING AND VALIDATION 2064 188 20 23 1 What is the Company car UNALLOCATED listing and Validation oooccccnnnnnnnnn 188 20 232 Whyshould Tuse tuS TEPO IR A EAE tees 188 20 23 3 Should I give the employee a copy of this report tO review 188 20 23 4 How CON A Produce TTS LEDO E 188 20 23 5 When exported to a spreadsheet what fields of data will be available for me to use 189 20 23 6 When should I produce USTED a 189 20 24 FLEET REPORTS COMPANY CAR PRIVATE USE CONTRIBUTIONS BY EMPLOYEE 189 20 24 1 What is the Company car private use contributions by employee cccccccceee sevens 189 20 24 2 Whyshould Tuse this AE a 189 20 24 3 Should I give the employee a copy of this report to review 189 20 24 4 TIOW COND produce IS TOPO EAEE EE td 190 20 24 5 When exported to a spreadsheet what fields of data will be available for me to use 190 20 24 6 When should I produce NS TED E AE EO 190 20 25 FLEET REPORTS COMPANY CAR CAPITAL CONTRIBUTIONS BY EMPLOYEE 0 06 190 20 25 1 What is the Company car capital contributions by employee ccccccsseecccccceeeeeeeneeees 190 20 23 2 Why should I use this report ooooooccccnnccnnnnnnnnnnnnononnnnnnnnnnnncnnnnnnonanarncnnnnn nn nnnnnarccnnnnnnnns 191 20 25 3 Should I give the employee a copy Of this report tO Treview ooooncccnncnnnnnnnnanicinnnnnonos 19 20 25
214. nt of benefits correctly 22 2 7 Restore P11D data 22 Restore DATA Folder This Utility will restore the current Data Folder CAPROGRAM FILESPI1DEYALIDATA from a ZIP format A A lt AAAAAAAAAAA A A lt lt lt lt Please select the IP file you want to restore the current Data Folder CAPROGRAM FILESIF 11 DEVALIDATAY from CAPROGRAM FILESIP 11 DEVALIDATABACKLUPY de C FTP C EMAIL P11D02007IML4ND 3 Help Cancel The system provides a restore routine to restore previously backed up data To select this routine go to Tools on the title bar and select Restore P11D data and select any of the previously backed up data zip files displayed by clicking on the binocular icon Once a zip file has been selected the system will display a confirmation screen If you press OK the system will Restore previously backed up data After successful Restore the system will shutdown amp you will have to log on again 22 3 Other Options Not Listed 22 3 1 Increasing the capacity of P11D Organiser The P11D Organiser has the capacity to record and report very large amounts of employee and benefits data The system will however be restricted to report the maximum number of employees set by the licence agreement 208 When using the report wizard or electronic reporting function the system will inform you if you are attempting to report in excess of the licensed numbers and your licensed capacity has been reached P
215. nted report 218 20 45 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll Initials id 2 page id 4 benefit descriptio price extras co2 accessory totalprice capital taxprice carprice from to registered fuel r_ number fleetno privateuse carbenefit fbenefit CC discount p46band mileband mileage fuelcharge casheqv madegood taxable classia dispense P9dvalue s198val 20 46 Benefits Expenses Reports Section G Vans 20 46 1 What ts the Section E Vans e The P11D Organiser provides reports on all benefits by P11D section within the system 20 46 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 46 3 Should give the employee a copy of this report to review 219 No this is a report intended for management system users only 20 46 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fi
216. ntext sensitive help for this screen 14 5 13 Cancel Select to cancel the import routine 137 15 Exporting Employee Details Most reports that the system produces may be exported out of the system To prepare an export file simply select Output to FILE in the Reports Wizard amp click on Next to select the file type amp the location where it will be exported to A full export of all information contained in the system on an employee level can be obtained via the List employees with all associated details report contained in the Employer reports section 16 Assigning benefits 16 1 Overview To assign a new benefit to an employee or a group of employees first select that employee Group from the Find Screen View list of employees Dummy Company 2 a gt 4 Champion Crass Davis Orey Help Cancel Then once you have selected your List of Matching Employees you can either select the relevant icon on the Benefits tool bar to go straight to that benefits section or click OK then the P11D Icon from the Employee Details screen to go to the Employee s Benefits Profile Overview Screen Once on the P11D overview screen you can again either select the relevant icon on the Benefits tool bar or click on the lt Add gt button to choose the Benefits section you wish to add to this employee You can then select the benefit type for the section that you wish to add details for Then you are on the benefits entr
217. ny the generated PDF file 262 23 3 9 How do l obtain a fuel output VAT report oooooocnnncnnnnnnnnnnnnanonnnnnnnnonannnnnnnnnnnnnanonnnnnnnnnos 262 23 3 10 How do I get a list of employees who have not sent in their mileage details 262 23 3 11 How can I get a list of which employees have changed cars in a particular period 262 Piso MMMM 12100 5 Shc ree eens cy aT rrr ee UNNe NTT re een eRTy Se SEPT PNE URDERCR Omron a Sen ene OCT ETT Tr 262 2344 TOW OT Gdd QHiCMPlON CC sexi couse iaeeehe etna ape Saag eR 262 23 4 2 How can l find people who have had P11Ds already printed oooncccccnnnnnooannnnnnnnnnnn nos 262 23 4 3 How can I check if there are any duplicate National Insurance Numbers in the system 263 23 4 4 How can I group employees who have the same benefilt ooooooooooonnccnnnnnnnnananananonnnnns 263 23 4 5 How do I know whether an employee requires a P9D ora PllD oooonnnnnnnnnnnncnnnnnnnnnnn 263 23 4 6 How can l use the system to collate business mileage ooooncccnnnnnnnnnnnncnnnnnnnnananananonnnns 263 23 4 7 How can I tell which employees have had their P11Ds P9Ds printed ooooonnnnncccnnnnn o 263 23 9 UNANSWERED QUESTIONS 263 INDI AA OS 264 18 1 Introduction 1 1 General Welcome to Version 2009 1 1 of P11D Organiser the complete solution to the management and reporting needs for benefits and expenses P11D Organiser is not just a form filler to be used at the end of the year it is design
218. o a Pe e oe PS Folders SES A E pa Fig 2 P11D Organiser shortcuts Double click on the shortcut labelled P11D Organiser which will load the P11D Organiser software 43 Step 5 When you run the P11D Organiser You will prompted to accept the changes made by the electronic registration Data Folder C PROGRAM FILES PLID DATA Waning do you want bo change the current data folder serial number to Fi 10DEM01 pe ee Fig 7 Accept registration changes Click the Yes button to accept the changes Step 6 You are now presented with the Logon Screen Note that certain elements of your registration details are displayed here Fs P11D lA AE Version 2007 2 1 Build No 001 No of P11Ds System Registered date Serial Number Tax year Username Password Fig 6 Logon Screen Multi User 30 03 2006 P11DDEMO 2006 2007 JAS m ok Hep Ext Exit 44 5 Connect to payroll systems 5 1 What is Connect to Payroll Connect to Payroll provides the opportunity to import all of your employee information from a supported third party payroll solution into the P11D Organiser Once connected you also have the functionality to keep the employee information stored in your payroll product in sync with the information stored within the P11D Organiser 5 2 Why would I need this function This function offers an easy and precise method to manage and update employee information As an alter
219. o run the P46 car REPRINT from the dropdown of available reports found under the Periodic Reports Tab of the Reports Wizard When using the Periodic reports tab for printed P46 car reports it is recommended that you select the All Tax Year option and let the system print the P46 car reports for all outstanding changes to be generated those that have not been printed previously 185 You will not therefore need to apply a date range to the P46 car reports as the system will only ever print the outstanding reports When prompted simply answer YES to the resulting Successfully Printed pop up window see Printed Fig below which will then re set the system p46 flags ready for any future changes only to be reported Data Folder R P11D2006NEW DATA Tax Year 2006 2007 g r Do you want to mark all P46 cari reports sucessfully printed Y Fig Printed 20 20 6 When should produce this report This form should be produced and distributed to HMRC on a quarterly basis as a minimum however it can be generated on a case by case one change in one change out basis daily weekly monthly or any user defined date range An alternative method to printing this information is available using the File By Internet tool see separate chapter 20 21 Fleet Reports Company car movements by registration number 20 21 1 What is the Company car movements by registration number This report produces
220. oduce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 52 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Header Facsimile id 1 taxref surname title ni_ number Initials page date descriptio casheqv madegood classia dispense Field company forename payroll id 4 notes taxable p9dvalue 22 20 53 Benefits amp Expenses Reports Section N Expenses payments made to or on behalf of the employee 20 53 1 What is the Section N Expenses payments made to or on behalf of the employee e The P11D Organiser provides reports on all benefits by P11D section within the system 20 53 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 53 3 Should give the employee a copy of this report to review No this is a report intended f
221. of your report 20 65 4 Error P9D Facsimile Report has been CANCELLED Reports wizard 1233 of 10000 DELL3100CN 00000 X PSD Facsimile 2006 2007 Report has been CONCELLED This message indicates that the specified employee s do not have any P9D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope of your report You may also need to check that you have the correct version of the software installed as the system will only report the current tax year s P9D facsimile 20 65 5 Error P11D Facsimile Part Report has been CANCELLED Reports wizard 1234 of 10000 PRINTSERVE HP LASERJET 4000 SERIES PCL 6 E P11D Facsimile Part 2006 2007 Report has been CANCELLED This message indicates that the specified employee s do not have any P11D benefits and expenses to report on this form We suggest you review 244 the benefits profile of the selected employee s or change the scope of your report You may also need to check that you have the correct version of the software installed as the system will only report the current tax year s P11D facsimile 20 65 6 Error P11D Facsimile Report is BLANK This message indicates that the specified employee s do not have any P11D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope of your report 20 65 7 E
222. of all data held for the employee records 20 58 2 Why should use this report This report provides a list of employees and can also be exported to a spreadsheet should you wish to perform a mail merge to create employee address labels etc 20 58 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 58 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 58 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 title initials forename surname 234 payroll payetodate Salary daysabsent ni_number department location region costcentre user_1 user 2 adr_1 adr_2 adr_3 adr 4 post_code director sex dob dol doc telephone fax mobile email p11d_year plid empl_ year employee p46_ year p46car printed casheqv madegood taxable dispense classta exempt relocation p9dfile p9dvalue eecdate fbidate
223. ompleting por cormparnys PHD misma on th mario inthe i parreridip a pipial HA in Fieri departcsantis PUD Grganieer bos beer Sa hadisg open matia da q EUA bod Der neared Ra ET Pa 50 chest reten rate shows P10 Ceguirdmer lo Em maad by pearj uira of amp inom he roja SOEs lo ip mpa Bee A Y Z lt D O a T T e INSTALL NOW PLAY DEMONSTRATION NOW Fig 9 Finish Installation Fig 10 Exit CD Browser Click the Finish button Select the EXIT button on the bottom right corner of the CD Browser Menu 32 3 2 Perform a new local installation Server 1 The Welcome Screen appears PM finganieer EVE Welcome to PID rad VA Sen propin Ris Shonighy recommended thal you grit all Windows Programs befor nunr ng thie Setup Progra ISER Click C rcel i que Sup dnd Chee any programa you have manning Click Hed to continue with the Setup progr rn WARNINO This pogam is protected by copyright law and mom tonal meiit Unauthorized reproduction g distibubon of this pr gr na r any porton t it ikay nest in Sewana hil and criminal penales and will be prosecuted bo the m imum debe pos sib s uror Lira P11DORGAN Het gt Cone Fig 1 Welcome Click the Next button 3 The Licence Agreement Screen appears a PLD fhiypanieer VV Licence Agr tenent JPERSONAL AUDIT SYSTEMS LTD SOFTWARE LICENCE TERMS AND CONDITIONS SOFTWARE SOPPLY AND LICENCE SOFTWARE SUPPORT SERV
224. on However certain sections such as private medical treatment or Other items Class 1A settings can be manually set Any alterations made will have a positive or negative effect to the Class 1A values and will be displayed on page 2 of the report P11D b 6 5 6 Reclaim all VAT Setting a VAT rate will pull through all of the items for which you can reclaim VAT on the reclaimable VAT report The amount of reclaimable VAT is directly in proportion to the percentage business use you have stipulated by setting up dispensation rates The exceptions to this general rule are for home telephone and entertainment For home telephone only the VAT paid on a percentage of the telephone calls is reclaimable You cannot reclaim VAT on the element of the employee s telephone rental The second exception is on entertainment In this case you can only claim the VAT back on items that are allowed for business tax purposes The dispensation rates do not apply 6 5 7 Export to Accounts The system can export information to databases and spreadsheets any reference numbers or unique identifiers can be set 6 5 8 Export to Payroll The system can export information to databases and spreadsheets any payroll reference numbers or unique identifiers can be set 6 5 9 SECTION O ENTERTAINMENT ONLY Allowed in UK CT Staff Entertainment Only 6 5 9 1 YES Disallowed entertainment expenditure Employers have to identify how the entertaining expenses will be tr
225. on ONLY ifyou have completely finished Benefits amp Expenses reporting requirements for the tax year 2007 2008 This includes Send completed forms P110 P90 and P110f6 to your Hh Revenue amp Customs office by 6 July 2008 Pay Class TANICS shown on the Return to the Accounts Office using the attached pavslip by 19 July 2008 ifthe paymentis by postor cash or 22 july 2006 if the paymentis by an approved electronic method Answer MO to the above question if you wantto enter the new tax yearto process company car changes for P4brican purposes before you have completed reporting for the tax year 2007 2006 M Remind me in Qo Help Cancel You should only perform a system archive for the previous year when you have fully completed all of your P9D P11D P11D b returns If you haven t completed your end of year benefits and expenses reporting answer NO and select an interval period after which you wish to be reminded to perform an archive You would answer No to this question if you wish to process company car changes for P46 car reporting purposes You will then be taken to the Merge Benefits screen If you answer Yes that you have completed your end of year reporting then you are presented with the following screen 144 3 Archive P11D data ak x YOU have opened a new tax year 2008 2009 do you want to archive 200712008 Y Remove all employees that have NEVER been in receipt of benefits Remove all vehicles th
226. on of our PIC Organiser installation This installation BAAS not neqQuine adminitirates nights P11DORGANISER YOU tan choose notio imsiall FID Cuganisar rra ty checking Cancel lo ext Setup a Nest Cancel Fig 4 Installation Options Check the Update my existing Installation tab and click the Next button 5B Searching for Existing Installations a Belrcbod Int allabines Setup las detected your edi installations Select a detected heel airin from the derogar Mt habii FI Aa tala EAProgeam Fier 1D A P11DORGAN You tan choose notio nctall FID Cuganisar TAr B br Hiking Cancel lo exit Setup cres E cmo Fig 6 Select Local nstall to Update Once Setup has finished searching you will need to specify which installation you wish to update by selecting the appropriate installation from the drop down menu Now proceed to step 6 24 5C Searching for Existing Installations APIO Dingamnhorr VEYA Search For Edisting P 11D Organiser Installations a Manual Search ton PTO Digariser soltera C Seach local HD ber PITD Digareses solivaare Seach HETRE foo PAID Organizer roles P11DORGAN Vou Can chistes mot td install P11 Organiser YOTE br clicking Cancel bo eit Setup Bork Cancel Fig 5 Installation Search Options Alternatively if you know where your software is located you can select the Manual Search option to specify the location of the installation that you want to u
227. onnnanannnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnos 216 20 44 2 Why should TUSE TUS PEPOT AAA AAA A AAA AA ANA 216 20 44 53 Should I give the employee a copy of this report tO TevieW ooooonnnccnnnnnnnnnnnnnncnonnnnss 216 20 44 4 How can IT produce THIS LCD A cis 216 20 44 5 When exported to a spreadsheet what fields of data will be available for me to use 216 20 44 6 When should I produce Mus 217 20 45 BENEFITS amp EXPENSES REPORTS SECTION F CARS AND CAR FUEL seses 217 20 45 1 What is the Section F Cars and car fuel voiccccccccccssscccccccccccccsesseccceeeeaaenesesescceeeeaaaes 217 20 45 2 Why should USES TOPOL a EE VAONA 217 20 45 3 Should I give the employee a copy of this report tO TevieW ooooonnnccnnnnnnnnnnnnnncnnnnnnss 217 20 45 4 How COMA Produce TTS TEDO A O A AAA 217 20 45 5 When exported to a spreadsheet what fields of data will be available for me to use 218 20 46 BENEFITS amp EXPENSES REPORTS SECTION G VANS coooonconncococcnononnnconcnonacnnannnonnnonos 218 20 46 1 WhalIS TES CCOO E Vans p a E E aa damauer mae euindorae sheen 218 20 46 2 WHY sSHOUIG Luse this POD OL ernen Ten Catone was ax tices oesace wate Wai eaten EE 218 20 46 3 Should I give the employee a copy of this report tO revieW oooooonncncnnnnnnnnnnananenonnss 218 20 46 4 How cant produce this TP aa 219 20 46 5 When exported to a spreadsheet what fields of data will be available for me to use 219 20 47 BENEFITS amp EXPENSES REPORTS SECTION
228. ookup functionality works The Active Lookup is a powerful way of defining your own groups of records to work with After initiating a search from the Find Screen the resultant list of employees is called the Active Lookup If you return to the Find Screen amp select the lt Scope gt to Active Lookup you can narrow down this list further by adding further search criteria The result of which will be the new Active Lookup For example a previous search for all employees associated with a certain Cost centre can be further defined by then searching within this active lookup for employees in receipt of car benefits by going to the Setup Filter and then this new active lookup can be yet further defined to select All employees for the selected cost centre with car benefits whose P11D s have not been printed Important To deactivate the Active Lookup click on the Icon on the Find Screen By clicking here you obtain a list of all employees for the lt Scope gt Employer or Everybody This overrides any existing lookup that may have been created 80 9 Employee Level 9 1 Employee List View list of employees Dummy Company 2 a gt 4 p Beckingharn f Bellenger Brennan Broomby Burn Catligan Champion Cross Davis Orey Farrell Help Cancel This screen displays all employees for an employer or those that have been selected by an Active Lookup The number of employees in the list is displayed in the Employee Count
229. ools Data Window Help Create WebPart SANIPAYROLL 2 PR18279 3 PR18922 4 PR18922 5 PR20013 6 PR19608 7 PR18703 8 PR10187 9 PR18310 10 PR16090 11 PR16090 12 PR18910 13 PR12283 14 PR19358 16 PR12969 16 PR20714 19 PR11492 20 PR12633 21 PR12241 22 PR19379 23 PRI20003 24 PR19883 09 03 03 09 09 09 03 Go NO halhal halha N 0 01 Be G0 ho Co Oo 00 00 07 ICAR DESCRIPTION A CAR WITH NO CO2 A DUPLICATE ENTRY A DUPLICATE ENTRY CAR WITH INVALID FUEL TYPE CC 99999 C0210 CO2 NEGATIVE CO2 VALUE MISSING EXCLUSIVE USE EMPLOYEE EXCLUSIVE USE EMPLOYEE EXCLUSIVE USE VEHICLE EXCLUSIVE USE VEHICLE FROM DATE INVALID LIST PRICE MISSING LIST PRICE NEGATIVE LIST PRICE TOO HIGH LIST PRICE TOO LOW PRI USE 10000 VALUE PRI USE NEG VALUE REG DATE INVALID REG DATE MISSING REG DATE FORMAT INVALID 1 TO DATE INVALID Oj 21 3 a Ee Reply X Y amp PAYROL 733 16 447 16 000 16 000 17 072 34 735 19 512 18 787 21 589 20 000 21 000 33 000 33 000 18 852 15 000 99 999 999 10 18 047 16 715 13 300 17 375 20 000 15 715 y TI with Changes co2 129 129 148 188 10 200 165 199 179 179 195 145 138 138 184 142 145 158 145 200 145 ITJ 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 06 04 2006 01 08 2006 06 04 2006
230. ooonnnnncnnnnninnnnnnnnnnnnnnnnannoncnnnnnnnnnnnnnonnnnnnnnnannnnos 141 16 6 2 Assigning Living Accommodation occccccncnnonnnncnnnnnnnnnnnnnnnnnnnonnnnnononnnnnnnnnnnnnnnonnnnnnnnnnanoss 141 10 0 5 ASSTOHING SCIVICES SUPP CU crea sa E T E TTE AA AAA 141 16 6 4 Validation Car being used by another employe oocccooonnnnnccoooonnnnananannnnnnnnnnnnnnnnnnnnnos 141 16 6 5 Validation Replacement Caf uta it AAA 142 EF YEARENDPROCEDURES siste 143 IL ARCHIE RODTNE Sa iia 143 17 2 ROLLING FORWARD BENEFITS MERGING DATA cooocccccccccccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 145 18 REPORTABLE STATUS sti is 146 18 1 AUTOMATIC P9D P11D PRODUCTION ssssssssssssssseeseesssssssssssssrrrrreesrssssssssseeetereeeeeessssssssseet 146 I9 REPFORTS WIZARD AA rer rer EE EAEE T Ee Enae rere 147 19 1 ACCESS TO THE REPORTS WIZARD rossius aiaa aia 147 19 2 HOW DOTUSE THE REPORTS WIZARD sortessorioiar ricos 148 A A Pe PRE OA o ER IS 148 A A e 00 EOME GIIA 149 1 A o AA e e trrentr str rere rere 149 A nn e E entre rere rere 149 A nn e o tere entre rere rere 150 IA a o E tere trere rere rere 150 he PARRES AN co E PPP O E e E o O O EU E O cre trey rerereerr trey 150 20 ADVANCED PRINTING FUNCTIONALITY scccccccsssssccccccsssscccccceseees 151 20 PERTOD OPTIONAL L da 151 A A o o E oer ee eee re eee 151 A RA A A A 151 ZU AICA a oi 152 O AI COP OP o 3 o E atee orate E E 154 202A LUS EMPOY CCA aio 154 O AE AAA an 154 EIA NS A ARA IA O
231. or management system users only 20 53 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 53 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page id 4 date descriptio notes 228 casheqv madegood taxable classta dispense p9dvalue 20 54 Employer Reports P11D b Employer s Declaration 20 54 1 What is the P11D b Employer s Declaration e This report produces a HMRC approved P11D b facsimile that can be Submitted to the Inland Revenue 20 54 2 Why should use this report A P11D b declaration incorporating the extended Class 1A NIC charge can be produced easily Only benefits appearing on P11D s are subject to these Class 1A NIC charges i e not benefits appearing on P9D s 20 54 3 Should give the employee a copy of this report to review No this is a report intended
232. ormat which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 48 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials id_2 page id_4 descriptio date 222 notes from to available unavailable premium casheqv madegood taxable classta dispense p9dvalue 20 49 Benefits amp Expenses Reports Section J Qualifying relocation expenses payments and benefits 20 49 1 What is the Section J Qualifying relocation expenses payments and benefits e The P11D Organiser provides reports on all benefits by P11D section within the system 20 49 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 49 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 49 4 How can produce this report You can produce this report for the selected employee s directly to the printer
233. ort to Teview oooncccnnncnnnnnnnnnocinnnnnonos 226 20 52 4 HOW CONT PrOGUCe this report rriet neren EEREN 226 20 52 5 When exported to a spreadsheet what fields of data will be available for me to use 226 20 53 BENEFITS amp EXPENSES REPORTS SECTION N EXPENSES PAYMENTS MADE TO OR ON BEHALF OF TAHE EMPLO TEE td 227 What is the Section N Expenses payments made to or on behalf of the employee 227 20 33 2 Way SHOUT USC STEPO ad aa a a a 227 20 53 3 Should I give the employee a copy Of this report tO Teview oooncccnnnnnnnnnnnanoconnnnnonos 227 20 53 4 TIOW COM TF Produce MIS TEePO a dd 227 20 53 5 When exported to a spreadsheet what fields of data will be available for me to use 221 20 54 EMPLOYER REPORTS P11D B EMPLOYER S DECLARATION ccecceseeeteeseeseeeeeeeees 228 20 54 1 What is the PIID b Employer s Declaration ooooonnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnos 228 20 54 2 Why should LT USE TUS PODOEL LA AA ATA ARA AAA AAA AAA A NA 228 20 54 3 Should I give the employee a copy of this report tO review ooonccccnnnncnnnnnonocinnnnnnnos 228 20 54 4 How COMA PRODUCE THAIS TODO cad 228 20 54 5 When exported to a spreadsheet what fields of data will be available for me to use 228 20 54 6 When should I produce this TA ds 228 20 54 7 Is there anything else I should know about this report ooooocnnnccnnnnnnnnnannnnnnnnnnnnanonos 229 20 55 EMPLOYER REPORTS P11D B CLASS 1A NIC SUMMARY BY P11D
234. ort to the selected employee s with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 20 5 Is there any other information need to know about this report A P46 Report is required in any of the following circumstances e Caris provided for the first time e Existing car is replaced e Employee is provided with a second car e Car is withdrawn e Employee becomes a director or begins to earn 8 500 or more per annum When entering company car details the default system setting as Print P46 car when required should remain unless a car was first allocated on 6th April or was withdrawn on 5th April In these unusual circumstances manual settings must be adopted and a selection made from the drop down Reason for p46 car setting within the Car details screen The only other occasions when manual settings are necessary are when an employee becomes a director or starts earning at the rate of 8 500 inclusive of benefits and expenses Of course any of these changes should be recorded as and when they occur and these will be automatically tagged and reported by the system Once a P46 car form is printed the system knows not to print the same activity in a future quarter In certain circumstances you may need to obtain a copy of a P46 car that has already been printed In these situations you will have t
235. ost_code a b Cc d e f g h j k m n total 20 63 6 When should produce this report This is not a mandatory form and can be produced at any time 241 20 64 Employer Reports Interest free and low interest loans J oint borrowers report 20 64 1 What is the Interest free and low interest loans Joint borrowers report e This report is a specialist report for users who need to manage the effects of joint borrowers Unless the setting for Joint borrowers has been made the report will generally result in a pop up window to confirm that the report is Blank 20 64 2 Why should use this report As this is a specialist report it will not be of interest to the majority of users 20 64 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 64 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can Export this report for the selected employee s into a CSV XL5 or WK1 format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel Unless the setting for Joint borrowers has been made the report will generally result in a pop up window to confirm that the report is Blank Reports wizard 0 of 10000 WPRINTSERVENHP LASERJET 4
236. ou can perform a Re Archive by going to Tools Year End 4 Archive P11D Data Generally you only have to do this in unusual circumstances e g where the original archive routine failed or where you have to amend previous years details after the archive routine has already been performed 145 17 2 Rolling Forward Benefits Merging Data A E Sa at chive FIG daca You have opened a new tax year 2008 2005 do you wantto arch ve 2007008 E F Remove sll employees that have NEVER been in receipt of benefits F Remove ll vehicles that have YOT been allocated for over oy i 7 tax years Aa Remove alll pavers with date of leaving before QA Arann W Recalculate ALL employee benefits within the current tax year 2008 2003 I Blank ALL employee salaries within the the currenttax year 2008 2009 I Backup DATA folder gt Es ee Bes E Ok Help Cancel On this screen you can merge all standing benefits data at 5 April into the new tax year You have the option to check employee s Dates of Leaving employment so that leavers benefits do not get carried forwards amp also the facility to merge forwards all relevant benefits You can also merge all benefits across all of the companies setup in the system Generally this routine should be run after the Archive Routine to allocate benefits details to employees You can re run this routine across e an employee e anactive lookup e oran employer by going to Tools Ye
237. ould I give the employee a copy of this report tO TevieW oooonnnccnnnnnnnnnnnnnnnnnnnnnss 183 20 20 4 TIOW CON Produce IMS TEPO ds dadas 184 20 20 5 Is there any other information I need to know about this report cccccccccccceeeseveeeees 184 20 20 6 When should I produce this TODO rd 185 20 21 FLEET REPORTS COMPANY CAR MOVEMENTS BY REGISTRATION NUMBER 06 185 20 21 1 What is the Company car movements by registration number cccccccceeeeeeeeeeeees 185 20212 Whyshould Tuse this TEC DOC A T 185 20 21 3 Should I give the employee a copy of this report tO Teview ooooncccnnnccnnnnnnanocinnnnnonos 185 20 21 4 HOW CONT PrOGUCe this report rriren neren ieee eee EERON 186 20 21 5 When exported to a spreadsheet what fields of data will be available for me to use 186 20 21 6 When Should I produce Nis PEDO A A A a 186 20 22 FLEET REPORTS COMPANY CAR ALLOCATED LISTING AND VALIDATION 6 187 20 22 1 What is the Company car ALLOCATED listing and Validation cccccceeeeeeeeeees 187 20 22 2 WIS should TUS IES EDO da 187 20 223 Should I give the employee a copy Of this report tO Treview oooonccccnnnnnnnnnnonocinnnnnnnos 187 20 22 4 How can I produce this report cccccccccccsssesccccceccccccneessseccceeeaaesseecceeeaaaaasseecesssaaaaaseees 187 20 22 5 When exported to a spreadsheet what fields of data will be available for me to use 187 20 22 6 When should I produce this Teport coooooonooannncnnnnn
238. oyee As an alternative to generating individual P46 car facsimiles the system can report mid year car changes to employees company car details in a schedule or Spreadsheet This method of reporting is preferred by users who have a large number of changes to report and who do not want to produce these on an individual p46 car facsimiles 20 30 2 Why should use this report Whilst this not a mandatory report there is a need to lt lt lt JAS gt gt The system automatically generates a P46 car movements schedule at any interval that you select when generated as a Periodic Report see also Employees reports P46 car 20 30 3 Should give the employee a copy of this report to review The P46 car report is not intended or generally used as a report to be delivered to employees it is primarily for reporting mid year company car changes to the HMRC As this is not a centrally approved HMRC report you should gain local tax office approval to use this report 20 30 4 How can I produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report
239. p If at any time you are unsure of what entry to put in a particular field access the online help by either clicking onto the icon in the upper left hand portion of the main screen or by pressing the F1 key There is also full Tool Tip text for every button on the screen To find out what any button does move the mouse pointer over a button icon and the Tool Tip text will appear giving a description of that button icon s function 1 6 2P11D Guide The F1 key will display the relevant section of the help files When you are actually entering details of benefits amp expenses a copy of the Inland Revenue s P11D Guide text appears when you press the F1 key The sections of the help files mirror the format of the P11D form 1 6 3 Further Information Adjacent to this will be found Further Information on that section 1 6 4 Tax Tips Most sections also contain Tax Tips which contain useful hints suggestions to help you to minimise your tax liability when it comes to reporting benefits and expenses 22 2 Updating Your P11D Software to Version 2009 1 1 2 1 Update a local installation The following instructions will guide you through the various installation routines All users should go through the following three steps regardless of which installation routine they are attempting to run e Insert the P11D Organiser Version 2009 1 1 CD ROM The CD should Autoplay and display the menu on the screen Should it f
240. p Irom ha youre EME lo 56 mos patada ra P11DORGANISER INSTALL NOW PLAY DEMONSTRATION NOW gt Fig 10 Finish Installation Fig 11 Exit CD Browser Click the Finish button Select the EXIT button on the bottom right corner of the CD Browser Menu 37 4 Software Registration When you load the P11D Organiser software for the first time you will be presented with the Software Registration screen 4 1 Why do need to register my software We also use the registration information collected within the Software Registration for the following purposes Company Information We know which companies are using our software Version Control We know which customer is operating on which versions of the software Contact information If we need to get in touch we can use the details entered here Product Support We receive information regarding the settings which you have used for our software so we can provide you with faster and better support Backup Support Upon registration an account is created on our FTP servers which are available for your backup purposes if required 4 2 Questions About Software Registration have a networked installation do all users need to register the software No only the user who is the first person to load the P11D Organiser will be required to enter software registration information After the procedure is completed once other users will not be asked for reg
241. pdate 7 The Start Installation Screen appears PD Dirganiecr PATA E E Star installation You are new made lo install P11 Organiser Vr rr Press the Hed bution to begin the nstalaban or ihe Back butor bo sr pr iiba cati n You can choose mol lo install P110 Organicor rr NB Ey litking Cant l 16 sit Setup P11DORGANISER t Bock Hewat Cancel e Cocot Fig 8 Start Installation Click the Next button 6 The Select Destination Directory Screen appears SP Dirgardser VEY Select Destination dicto Sele will insta PVD Organiser YY VE in the Solgar T int init a liberen folder tbck Ardea and alent another folder Manally specity install dicho Desimation Folder C Program Fis PD posa cos cos Fig 7 Select Destination Directory Confirm or specify the path for the installation that you are updating and then click the Next button 8 The Finish Installation Screen appears a PLD thypanieer VV installato Completed FO ng OA A as bes surta ride Press e Finaih button bo t this malala GANISER P11D0 Fig 9 Finish Installation Click the Finish button 25 9 You are returned to the CD Browser Menu TESTI OLE WS TAIL EDETADTES Let P11D Organiser put an end to your P110 nightmare Tha PUED Organiser ie ee mead posto sea do E siho o isk of completing pear companys PAID peer on the mario Lera in Prin a pipra HA aed Fieri departs PID Grgenieer bos Gee Eb hadisg H
242. ployers name PAS Data Limited Source data file SECTION F2007 cS add nencrecards to tie tarael arm plover 0 Pa cate existine records within barcet er pl oy et 250 Total number of records removed from the source file 13 eT H Escatu END Status E Backup BATA Foley Finish Back Help Cancel Fig 13 The final screen for the Import wizard displays the total number of records the system will remove from the source file during the import process applying the validation rules Fig 13 above The system will then create a unique file of these validation errors and save the file in the systems ERR folder The default path of the ERR folder will be C Program Files P11D IMPORT 20062007 ERR 12 8 Validation Other benefit amp expenses sections amp other common validation issues Below is a table that helps to explain the pop up validation windows that may be displayed during the other benefit amp expenses Import routines Section K Services Supplied has been used in this example but these validation rules will be common to most other P11D section import routines also Employee Key ID required Pop up K Services supplied PAS Testing Ltd2 Window A PAYROLL OR NI_NUMBER fields must be included inorder to continue Validation The system requires the Import file to contain a Valid employee ID Payroll or NI Issue Number in order to target the benefit to the correct employee 106 Validation A se
243. port This form can be produced at any time and is not a mandatory form 20 42 Benefits amp Expenses Reports Section C Vouchers and credit cards 20 42 1 What ts the Section C Vouchers and credit cards e The P11D Organiser provides reports on all benefits by P11D section within the system 20 42 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 42 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 42 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional 214 20 42 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll Initials id 2 page id 4 descriptio date notes casheqv madegood taxable classta dispense p9dvalue 20 42 6 When should produce this report This form can be produced at any time and is not a m
244. portto Screen Printer File Email Printer A gt Options Ok Notes Help Cancel 19 2 How do I use the Reports Wizard 19 2 1 STEP 1 Select the report wizard by clicking on the PRINTER icon The system will take you to the Reports wizard screen as displayed below in Fig 1 149 DELL3100cn 00000 Employer Dummy Company 2 Tax year 2008 2009 Employee Be ckibath am David Mir DEB PAYE D60 TEMP P11D Facsimile 2008 2009 P11D Facsimile Part 2008 2 P11D Benefits Statement 2008 2009 Taxable Benefits Statement 2008 2009 Employees Part5 ITEPA2003 expenses claim form 2006 2009 Employees 5232 ITEP42003 business mileage comparison 2008 P46 Car 2008 2009 Employees Business Mileage Statement 2008 2009 Reportto Screen C Printer File C Email Printer Notes Cancel Fig 1 19 2 2 STEP 2 Select the REPORT TYPE by clicking on the Employee tab Report P110 Facsimile 2006 2007 ha Fig 2 19 2 3 STEP 3 Select the REPORT NAME P11D Facsimile 2006 2007 by clicking into the drop down Report selector Report P11D Facsimile 2006 2007 p Fig 3 19 2 4 STEP 4 Select the SCOPE for the report by clicking This Employee 150 Scope This Employee This Lookup This Employer C Everybody Fig 4 19 2 5 STEP 5 Select the required OUTPUT for the report from the Report to selector by clicking Printer Feport to C Screen Printer C File C Email Fig 5 19 2 6 STEP 6 Click the OK butto
245. ptional Payroll Number pawrott Character 20 Keyfield 13 21 Section N Expense payments made to or on behalf of employees Length Benefit Expense Benefit Date Dare Date 8 compuisory ladymny Amount Made Good MADEGOOD Numeric 10 Optional NI Number i mumeer character 10 keyfed Additional Description nores character 30 Optional Payroll Number PAYROLL Character 20 Keyfield 13 22 Import File Preparation A sample import file is displayed below in Fig 16 that gives an example of a spreadsheet that would fail the import process because of a number of data irregularities When preparing import data files there are a number of points to consider prior to using the file in the system s import wizard e There must be no gaps spaces in the import file i e a square block of data e There must be no data above the header row or first line of data in the 126 Header row should be in a Single row There must be no data below the last line of data in the import file There must be no data beyond the last column of data in the import file All data containing dates information should be formatted as dd mm yyyy Payroll numbers should be formatted correctly with any leading zeros XLS Spreadsheets should be saved as a CSV Comma delimited file type ES Microsoft Excel COMPANY CARS Errors Beles 1G 139 10 748 fay File Edit View Insert Format Too
246. r 6 3 25 Email Employee s contact emails address Note the email address entered is used within the system as the default address for a selection of emailed output reports such as the P11D facsimile See also Email and Reports Paragraph 13 6 3 26 Mobile Employee s contact mobile telephone number 6 3 27 DOB Employee s Date of Birth dd mm yyyy 6 3 28 Age Displays the employee s age using the date entered in the DOB field 6 3 29 Date of commencement Enter the employee s start date This date is used to determine the employee status within the current tax year i e Starter Leaver or Current and is also used by the system to align benefits to run in line with the employees employment dates see also Align date of commencement Paragraph 22 2 1 1 6 3 30 Date of leaving Enter the employee s date of leaving This date is used to determine the employee status and is also used by the system to align benefits to run in line with the employees employment dates see also Align date of leaving Paragraph 22 2 1 2 6 3 31 PAYE Enter the total PAYE received for the period of employment the system will pro rata this value into an annual salary based upon the date of commencement and date of leaving within the current tax year 6 3 32 Notional Salary When PAYE cannot determine an annual salary i e part timers etc enter a notional salary The 8 500 test with then use the total value of taxable benefits and the greater of the
247. r 20 Keyfield 13 12 Section B Payments made on behalf of the employee P11D Field code Type Field Pre Format a th Value Of Benefit CASHEQV fie a Benefit Date DATE rie a o ee Sesion of Haneft_ DESERET usa o ces _ Pr Ke rra description Payroll Number PAYROLL nenas Key field 13 13 Section C Vouchers and Credit cards P11D Field code Type Field Pre Format A th Value Of Benefit CASHEQV MN ennon i o Benefit Date DATE ou are reese pesen nt teneti DESCRLETIO _ tacos 30 comen __ Amount Made Good MADEGOOD TN anai Number description Payroll Number PAYROLL aoea e 1 Key field 122 13 14 Section E Mileage Allowances P11D Field code Type Field Pre Format Length Expense Payments EXPENSES 10 Optional Available from Date FROM Date e compulsory dd mn Total Business Mileage MILEAGE Numere 10 Optional Ni Number mi number Character 10 keyfea Payroll Number PAyRotL Character 20 keyfea Private Use Contribution PRIVATEUSE Numeric 10 Optional Registration Number_ R_NUMBER Character 10 keyfea Available to Date ro bate 8 compusoy dd mmyyyy _ 13 15 Section F Cars and Car Fuel P11D Field code Type Field Pre Format Length Capital Contributions capita Numeric 10 optima Fleet Number FLEETNO character 15 optimal Available from Date FRom_ Date 8 Compulsory ad mmiyyyy Fuel Charge Repa
248. rceuk Status Test Submission YSIPS End cf year FEI accepted 05 08 2008 09 50 53 AM Test Submissian EPS Fad cfyear FAL Acknowledged NANArenna Aalto A 10417A Aytes 0 094983486176 Megabytes submitted PiiD 144 90 A Warning blank or invalid HINC s e from 144 or 5 56 Warning 14 employees excluded fram a total of 158 HH inerest tree ard low interest joans 44 Sender Sender lo Password Palling Attempts lt fein e HMRC Help Cancel L V P E Q buttons Buttons L V X P E at the bottom left of FBI screen will be available for testing submission L List of submitted employees V View the submitted xml file X List of excluded employees P Generate P11D b in PDF for FBI Generate P46 Car information in PDF for P46 Car FBI E Email P11D b for FBI Email P46 Car information for P46 Car FBI NB Please note that mileage allowance relief cannot be automatically claimed using this method of delivery to HMRC as no negative amounts can be returned on the XML file If you wish to continue to claim tax relief on behalf of your employees on the difference between the AMAP rates amp the mileage rate your company pays to those employee s using their own privately owned vehicles you have to submit an EEC submission via 3 1 2 Floppy Disc Similarly any adjustments for Part 5 ITEPA 2003 expenses claims made outside of a dispensation cannot pass through the Government Gateway
249. rice carprice from to registered oldcar p46fuel fuel r_ number fleetno asset_no privateuse carbenefit fbenefit p46use CC mileage discount fuelscale fuelpaid p46regd p46band p46real casheqv madegood taxable classta dispense p9dvalue 200 20 31 Periodic Reports Company car Class 1A National Insurance 20 31 1 What is the Company car Class 1A National Insurance This report produces a schedule of all the class 1A values for employees in receipt of company car amp car fuel benefits and is automatically subtotalled by cost centres 20 31 2 Why should use this report This report can be used to easily summarise and charge back class 1A values to cost centres for all car related benefits However in recent years this report has been superseded by the P11D Class 1A Summary report that contains all P11D sections that are subject to Class 1A payment see Employer reports section for further details 20 31 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 31 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data f
250. ronic Submission To obtain the Electronic Submission go to the Employers List screen select the icon See also Paragraph 21 of the manual 23 1 3 How do I allocate a different printer than the default one Once you have selected a report to print you are presented with the Print Setup dialog box From here you can redirect the print output to another printer by selecting that printer from the Name dropdown list 23 1 4 When should I archive data You should run the archive routines before you merge data forwards into the new tax year See Paragraph 17 1 of the Manual 23 1 5 How do merge forward data into the new tax year By pressing F9 on the keyboard See See Paragraph 17 2 of the Manual 23 1 6 How do import data Press F12 on your keyboard to enter the Import Wizard See Paragraph 10 23 1 7 How do export data The Export Routine can be found within the Reports Wizard See Paragraph 15 23 1 8 How do align employee s benefits to the date they left the company Run the Align DOL routine from the Tools Menu off the Title Bar See Paragraph 22 2 1 2 23 1 9 How do align employee s benefits to the date they joined the company Run the Align DOC routine from File Maintenance See Paragraph22 2 1 1 260 23 1 10 How can print more P11Ds than my current licence allows me You can upgrade your current licence at any time to account for any more P11Ds you may have to produce See Paragraph 22 3 1
251. ror Reference source not found 23 2 8 What happens if a benefit is shared between two employees The system automatically recognises if an asset e g House Van etc has been used by two or more employees in the same period and apportions the resulting benefit charge between them 23 3 Printing Reports 23 3 1 How can I view a breakdown report of Class 1A NIC for an employer across all benefit types If you wish to view a breakdown of Class 1A NIC per employee across all benefit types then select the Total Benefits amp Expense Summary by Employee report that is located under the tab Employer reports See Also Paragraph Error Reference source not found 23 3 2 How do report a P46 car The system sets a flag for all car changes occurring in a particular quarter Select the employee or group of employees for whom you wish to report P46 car forms Then go to the Reports Wizard and Select P46 car which can be found in the Periodic Reports Tab Once printed the system resets the flags to no P46 car required See Also Paragraph Error Reference source not found 23 3 3 How do print a duplicate P46 car report If you have to reprint a P46 car report then you have to ignore any previous flags that have been automatically set by the system To do this you have to select the P46 car reprint report from the Periodic Reports tab in the Reports Wizard See Also Error Reference source not found 23 3 4 How do prepare an
252. rporating the P11Ds P9Ds P11D b for the employer can only be submitted once after the end of the tax year If any amendments need to be made then these have to be done on paper copies of the P11D In order to test your connection to the Government Gateway click the HMRC button A window will open with XML code displayed in it This confirms that your connection is valid If you use a proxy server or a firewall you may need additional settings The additional settings are accessed by utilising the following key strokes Shift 1 Direct Connection Shift 0 Pre config use IE connection Proxy settings Shift 3 Proxy manually connecting through proxy Shift 4 Pre config use IE settings prevent startup script Once a successful connection has been made an message appears in your chosen web browser confirming this We also allow users to submit a test submission by selecting the radio button TEST 246 SUBMISSION VSIPS This is so that you can validate your data before you do the final LIVE submission PLEASE NOTE only one LIVE submission can be submitted If you make any errors you will have to submit any amendments via a paper hard copy of the relevant forms After a successful submission the new buttons appear on the screen Fa OF iting By Inlenpel 111707 cf 1600 PATE Feference Emplovers Marne EA Ii 1135224644 British Company ES Email address to welch FBI gateway will respond Email FOF smonduly elideganise
253. rror P11D Facsimile Report has been CANCELLED This message indicates that the specified employee s do not have any P11D benefits and expenses to report on this form We suggest you review the benefits profile of the selected employee s or change the scope of your report You may also need to check that you have the correct version of the software installed as the system will only report the current tax year s P11D facsimile 245 21 Filing by Internet Pa IO wine ly Indes pe Ja i AD of 1 6D FATE ReTererce Employers Mame A A A MEE AiO LS Email address ti which FBI gateway will respond Email POF T aimon dalapi 1 dorganizer co uk Status l Sender Sender io Password Polling Stampte Employer m 50 Submit HMRC Help Cancel P11D Organiser has the facility to submit Benefits amp expenses data to HMRC via the internet through a process known as File by Internet FBI The FBI route can be used in year to submit P46 car changes After the end of the year all of your P11D P9D amp P11D b returns can be submitted electronically The system generates an XML return that is sent via the internet to the Government Gateway To be successful employers agents have to register with the Government Gateway Details of how to register can be found at the following website https online hmrc gov uk You can submit P46 car returns on a daily basis if you wish to do so However the end of year returns inco
254. rt for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 34 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Header r number registered milest forename payroll Field Header section id_4 id_3 asset_no milesb mileage title Field milesrate from link descriptio milesp surname ni_ number 205 20 35 Periodic Reports Employees Business Mileage Declaration 20 35 1 What is the Employees Business Mileage Declaration This Report provides a mileage declaration for distribution to employees who may not have submitted any business mileage details for a particular period and is produced in a window envelope format for ease of delivery This report can be used in conjunction with the absent business mileage report to submit a declaration to a specific look up of employees 20 35 2 Why should use this report This report can be used deliver a report of all employees who have not submitted mileage values any for any period 20 35 3 Should give the employee a copy of this report to review This report should be distributed to employees only if you wish to inform them of the current mileage values that are recorded against their co
255. rts on all benefits by P11D section within 211 20 40 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 40 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 40 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 40 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Header Facsimile taxref title initials id 4 notes taxable p9dvalue Field Header id_1 surname ni_number id 2 descriptio casheqv classla Field company forename payroll page date madegood dispense 212 20 40 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 41 Benefits amp Expenses Reports Section
256. s Po Validation The value contained in the import file has a value that would result in Issue miscalculation Validation Vehicle List Price must be within the range of 1001 to 9999999 99 and must not Parameters contain a negative value Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the PRICE value in the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Fuel Type Invalid Pop up Company Car Details PAS LTD DATA Window 2 2 records with invalid FUEL values Do you want bo remove all these records 7 Validation The value contained in the import file has a value that would result in Issue miscalculation See the Company Car Details section for further information on the valid fuel types available 101 Validation Vehicle Fuel Type value must be one of the prescribed PataMmicters P D L E H Bor C refer to HMRC classification for details Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the FUEL value in the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Validation Registered Date Invalid Po p u p Company Car Details FAS LTD DATA W l ndow 2 2 records with invalid REGISTERED date v
257. s screen you cannot subsequently move forwards into another tax year from within the system 6 1 2 Password Enter the password you have chosen on the Change Password screen amp and click on the OK button to continue If you have forgotten your password please contact your vendor with all of the details shown on the above screen 6 1 3 OK Having entered your user defined password click the OK button to submit your password and logon to the system 98 6 1 4 Help Clicking the Help button will launch the systems help files and provide on line help 6 1 5 Exit Selecting the Exit button will cancel the logon and close down the P11D Organiser 6 2 Add Edit Employer tee Edit Employer Employer Tax District 080 es e PAYE Ref 080 TEMP Tax Office Address Motes AC Ret 080 404468 Alber Bridge House Contact Payroll Manager F Bridge Street Telephone 0845 257 7113 Manchester Fax 0161 232 9910 Email office p1 1darganiser cam Post code Meo 9AF SsubRef TEP 00700022 Commercial Lending Status Q Help Cancel When you access P11D Organiser for the first time the system automatically takes you to the Add Employer screen For your convenience your Software Registration details are brought through here This screen also appears when you are adding a new employer into the system These details can be edited at any time by clicking on the Edif button on the View Employers Screen The followin
258. screpancies exist For the 2002 03 tax year onwards P11D Organiser only reports the taxable profit or tax relief compared to the Inland Revenue s AMAP rates The P11D form however will only report profits as you cannot display a negative amount P11D Organiser compares the mileage allowance rates set on this screen with the Inland Revenue Approved Mileage Rates and can produce a S197AF letter for employee s use to claim tax relief on any business mileage reimbursements they have received which are at less than the Inland Revenue s authorised mileage rates in their own privately owned cars However if you electronically submit your P11Ds automatic tax relief can be obtained as negative amounts can be electronically submitted 6 7 Inputting Business Mileage i Mileage allowance A E 7 Period of mileage fe All Tax Year CO Monthy From ogfoseoor To osroarzoog Type of mileage Mieste siawante rate Registration Mo PTEOO Capacity lo Cr Type of tel Petral Make amp Model A Private Gar Mileage notes Business mileage Value Private mileage Payrolled Total mileage Profit Company 2 Cancel P11D Organiser has been enhanced with a feature that enables easy capture of business mileage This feature works for both company cars amp privately owned cars Data can be entered in either electronic format i e import of existing spreadsheet data format or by manually inputting of business mileage details
259. selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 24 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 surname initials ni_number payroll r_ number description CC fuel registered price extras privtuse rptvalue 20 24 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 25 Fleet Reports Company car capital contributions by employee 20 25 1 What is the Company car capital contributions by employee This report produces a schedule of all employees that have made a capital contribution to the provision of their company cars and confirms the values involved per car allocation 191 20 25 2 Why should use this report This report provides a schedule of employees that have made capitol contributions to company car allocations amp exports this easily to file 20 25 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 25 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee
260. ses fe el All employees with blank temporary or invalid National Insurance numbers C All employees with duplicate AEE Bpi OC Allwith duplicate National Insurance Numbers with benefits and expenses C Al employees with modified benefits and expenses Allemployees with a blank Email address Scope C Active Lookup This Employer C Everybody ok Help Cancel Allows you to further define a specific search for employees with a number of additional search criteria including benefit sections Multiple selections e g employees with Cars amp Medical Health may be made by keeping the SHIFT key held down Other types of filters include Leavers Starters Employees WITH WITHOUT P11D benefits Employees WITH WITHOUT P9D benefits Duplicate NI Numbers Duplicate NI Numbers WITH benefits Printed P11D s UN Printed P11D s Employees with modified benefits and expenses 19 ABSENT Business Mileage ENTERED business mileage The filter criteria can be defined for a particular Scope of employees and can also be set fora user defined period Pressing the OK Button returns a list of matching employees with the selected criteria 8 3 Active lookup The system distinguishes employee groupings in 4 levels ie 1 Employee 2 Active Lookup 3 Employer 4 Everybody These options are available throughout the system e g when it comes to printing entering benefits etc Therefore it is important to understand how the Active L
261. seseecceeeaaeeseeceeeesaaaseseeceeessaaaaeees 252 20 57 5 When exported to a spreadsheet what fields of data will be available for me to use 292 20 57 6 When should produce this TODO Pina a a i i A 233 20 58 EMPLOYER REPORTS LIST EMPLOYEES WITH ALL ASSOCIATED DETAILS 000000 233 20 58 1 What is the List employees with all associated details oooooocccccccnnnnnnccnncnnnnnnnnonnoo o 233 20 58 2 Wy SOULE USCIS FEDORA 233 20 58 3 Should I give the employee a copy Of this report tO review 233 20 58 4 How can tproduce this report AAA AAA A 233 20 58 5 When exported to a spreadsheet what fields of data will be available for me to use 255 20 59 EMPLOYER REPORTS LIST EMPLOYEES WITH P11D SECTIONS APPLIED 0 06 234 20 59 1 What is the List employees with P11D sections applied oooonnccinnnnnnnnnnnnnncnnnnnnnnnnos 234 20 59 2 WHS SHOWED USCIS FENOLI ani ida 234 20 59 3 Should I give the employee a copy of this report tO TevieW oooonnnccnnnnnnnnnnnnnonnnnnnnss 234 20 59 4 TIOWs COND prod ce this TODO dida 235 20 59 5 When exported to a spreadsheet what fields of data will be available for me to use 235 20 60 EMPLOYER REPORTS LIST EMPLOYEES WITH TAXABLE VALUES ccscceseeseeeseeeeeees 236 20 60 1 What is the List employees with Taxable values oooonnnccnnnnninnonnnnnononnnnnnnnanancnnnnnnnnos 236 20 60 2 Wits Should L USC UNS TOD OLE a ia 236 20 60 3 Should I give the employee a copy of this report t
262. splay any employees that have benefits allocated to them prior to their date of commencement and will offer 6 options to remedy the situation 1 View Will display the employee record allowing you to view change the details 2 Ignore Will ignore the benefit allocation displayed and continue to search for erroneous benefits 3 Ignore All Will ignore All benefit allocations of the particular P11D section displayed 4 Adjust Will adjust the benefit date to that of the employee date of commencement 2009 5 Adjust All Will adjust the benefit date to that of the employees date of commencement for all instances found for the benefit section displayed 6 Cancel Cancels the alignment routine and returns to the previous screen 22 2 1 2 Align date of leaving By Align all benefits with date of leaving DOL for this employee Mr Joe Bloggs 7 Mir Joe Bloggs left employment on 07012004 but has allocated Living accommodation from 06042003 to 05042004 Do you want to adjust this benefit to match the date of leaving for this employee le from Ob U4 2005 to OF 01 2004 P11D Organiser contains feature that will align benefit allocations to an employee s date of leaving employment This is a useful double check to ensure that benefits have been allocated correctly This functionality can be accessed from the Title Bar by selecting File Maintenance Align Dates of Commencement Alternatively you can use the shortcut
263. ss 1A values 20 56 3 Should I give the employee a copy of this report to review No this is a report intended for management system users only 20 56 4 How can produce this report You can produce this report for the selected employee s directly to the printer 231 You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 56 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 name taxref costcentre section oldcode page benefit id 4 vat taxable class1a dispense 20 56 6 When should produce this report This is not a mandatory form and can be produced at any time 20 57 Employer Reports P11D b Class 1A NIC summary by employee 20 57 1 What is the P11D b Class 1A NIC summary by employee e This report produces a schedule of all Class 1A and cash equivalent values amp benefit descriptions for each section of the P11D broken down to employee level 20 57 2 Why should use this report 232 This report provides an overview of all benefits contained within the sy
264. stem broken down by P11D section and provides any easy was of checking Class 1A values 20 57 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 57 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 57 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Header id_ 1 p9dfile initials sex doc location id_2 benefit val classta Field Header name forename ni_ number title dol department section id_4 madegood casheqv Field taxref surname payroll dob costcentre region page oldcode taxable dispense 233 20 57 6 When should produce this report This is not a mandatory form and can be produced at any time 20 58 Employer Reports List employees with all associated details 20 58 1 What is the List employees with all associated details This report produces a schedule
265. tatement 2006 2007 HI Humber JG0 15 6xD Full Hame MR MARE AIREY Payroll Number PR11798 PAS Training Lid PAS House PAS Business Centre MR MARE AIREY Manchester Homestead M15 65E Home Lane Hometown Homeshire Cost Centre 0003 HO1 1EE Depatment ACCOUNTS Location London Region South NOTE TO ALL EMPLOYEES This is a user defined notes area and can contain as much text as necessary to replace accompanying employee guidance notes This is a user defined notes area and can contain as much text as necessary to replace accompanying employee guidance notes K Services supplied Gross Amount Cash Description of benefit or expense amount made good equivalent Y Product Allowance 365 days from 06 04 2006 E 1 000 00 0 00 FA E 1 000 00 Fig 23 20 8 1 Help Button Click here to open up the relevant context sensitive Help page 20 8 2 Cancel Button Click this to go back to the previous screen without running a report 20 8 3 Duplex amp Simplex Print Option This function allow you to select the default print setting for reports between Simplex single sided print reports or Duplex double sided print so that benefit statements or P11D facsimiles can be chosen to print on both sides of an A4 page By default the reports are set to simplex use the key settings below from the reports wizard screen to adjust the setting to suit your needs Settings Keyboard keys used to select Simplex Ctrl Shift S Dup
266. te Used Total Mileage Value of mileage up to band setting lt lt gt gt Employee mobile telephone number Employee record modified Date Value for section N benefit Employer Name lt lt gt gt Employees National Insurance Number Benefit Notes 2 line of description Employees notes lt lt gt gt lt lt gt gt P11D Section prior to HMRC changes Indicator for van 4 or more years old Value of Loans Opening balance Value of Other expenses lt lt gt gt Tax Year Year of P46 car change System flag for the P46 band applicable historical System flag for a P46 car being required lt lt gt gt 4 N O p46real p46reqd p4buse p9dfile p9dvalue page payetodate payroll percent Period post_code premium price printed privateuse privtuse provided purpose r number rateabove rateupto reclaim reduction region registered relocation rent rentpaid restricted rptvalue lt lt gt gt lt lt gt gt lt lt gt gt lt lt gt gt Total taxable value if P9D reported lt lt gt gt Value of Employees PAYE to date Employees Payroll Number lt lt gt gt lt lt gt gt Employees home post code Value of benefit medical insurance etc Vehicle List Price Flag to confirm P11D or Benefit Statement printed Value of Private contribution towards benefit lt lt gt gt lt lt gt gt Loans descriptor Vehicle Registration Number lt lt gt gt
267. ted employee s into a CSV XLS DBF or PRN format Using this export option will then include additional 202 20 32 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 id 2 r_ number description from to costcentre year days fuel CC vatfrom vatto fuel vat adj_vat vat_out 20 32 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 33 Periodic Reports ABSENT Business Mileage 20 33 1 What is the ABSENT Business Mileage This Report will provide a breakdown of employees who have not Submitted any business mileage details across a user defined period The report is split to report First Company cars and Second Company cars 20 33 2 Why should use this report This report can be used deliver a report of all employees who have not submitted mileage values any for any period 20 33 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 33 4 How can produce this report You can produce this report for the selected employee s directly to the printer 203 You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then inclu
268. tem has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values Invalid available TO date s Pop up F Cars and car fuel PAS LTD DATA Window Y J There are 1 invalid TO date values after the end of the 2006 2007 tax year Do you want to adjust all these TO dates to 05 04 2007 Validation The Import file contains Available TO date s that are AFTER the End of the Tax Issue Year Validation RANGE not greater than the end of the selected Tax Year 06 04 2006 Parameters ecommended Answer YES to the resulting pop up window to let the system change any Steps invalid dates with a default date of 05 04 2007 Validation Duplicate Vehicle Assignments Pop up F Cars and car fuel PAS LTD DATA Window There are 1 employees with duplicate assignments OF R_NUMBER for the same period ie FROM TO Do you want to REMOVE duplicate asignments Validation The Import file contains DUPLICATE records The same employee allocated to Issue the same vehicle for the same period Validation Exclusive allocation of car record required Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes if any to the file the system has created in the ERR folder 3 Import the File from the ERR folder which will now contain valid values 105 Cars and car fuel Car details PAS Data Limited Em
269. ter You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF PDF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 36 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header id 1 company taxref surname forename title ni_number payroll id 2 costcentre department location region section date benefit id 4 ledgercode 207 default vat percent reclaim allowed casheqv madegood taxable dispense classta 20 36 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 37 Periodic Reports EXPORT to payroll 20 37 1 What is the EXPORT to payroll This Report provides statement of all expense and benefit entries that have been entered into the system and associated with a Payroll Ledger code 20 37 2 Why should use this report This Report when exported to a file provides details of all expense and benefit entries that have been entered into the system and associated with a Payroll Ledger code 20 37 3 Should give the employee a copy of this report to review No this is a report intended
270. the desired routine 14 1 5 Import Log Files See specific chapter Import Log and Error files for full details 14 1 6 Import Error Files See specific chapter Import Log and Error files for full details 14 1 7 Auto Process Checking this button will change the import process from the standard stage by stage wizard to an automated import process The system will attempt to make its own field matches to the source data when using the prescribed header row import only valid records and place invalid records in the system s ERR folder Next Button Click to proceed to the next stage of the import routine 14 1 8 Back Button Returns to the previous stage of the import wizard disabled in stage 1 of the import wizard 14 1 9 Help Button Click to displays the system s context sensitive help for this screen 14 1 10 Cancel Button Click to cancel the import routine and return to the previous screen 129 14 2 Import Wizard Screen Shot 2 A Import Wizard C PROGRAM FILES1P1 1D14200 AIDATAM 2006 2007 Employers name FAYE Ret PAS Test Cars de DOTFDGFDG de Source file Ly Import Routines Import Log Files C import Error Files Cars and car fuel Second company car Cars and car fuel Pool car Cars and car fuel Car details Cars and car fuel Business mileage Employee details ADOMJIPOATE Employee details UPDATE only Auto Process Import Routine Back Help Cancel 14 2 1 Employers
271. the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 224 You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 50 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials id 2 page id 4 descriptio date notes from to available unavailable premium casheqv madegood taxable classia dispense p9dvalue 20 51 Benefits Expenses Reports Section L Assets placed at the employee s disposal 20 51 1 What is the Section L Assets placed at the employee s disposal e The P11D Organiser provides reports on all benefits by P11D section within the system 20 51 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 51 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 225 20 51 4 How can produce this report You can produce
272. this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 51 5 When exported to a spreadsheet what fields of data will be available for me to use Field Header Field Header Field Header Facsimile id_1 company taxref surname forename title ni_number payroll initials page id 4 descriptio notes provided marketval percent maxval allyear from to available annval rent annvalrent otherexp casheqv madegood taxable classia dispense p9dvalue 20 52 Benefits amp Expenses Reports Section M Other 20 52 1 I tems What is the Section M Other Items The P11D Organiser provides reports on all benefits by P11D section within the system 226 20 52 2 Why should use this report These reports generated at the company level provide an instant overview of all assets and benefits with their cash equivalents together with the employee details 20 52 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 52 4 How can pr
273. to the P11D Organiser from a file taken from your Human Resources Payroll package Having run an import routine the P11D Organiser remembers the configuration of the data file used by saving a its configuration in a cfg file with your export file This means that for example if you are maintaining employee data in a Payroll or Human Resources package there is no need to double enter the details into P11D Organiser The employee records will be automatically adjusted to reflect any changes and additions and by then using the Align Dates of leaving commencement functions all benefits can be adjusted easily Similar timesaving routines can be utilised by taking a regular data feed out of a fleet system for new additions to the company car fleet or for any car movements that have occurred The reporting of P46 car movements can now be produced with the minimum amount of effort by using the P46 car Movements by Employee schedule from the periodic tab of the reports wizard 209 23 Frequently Asked Questions Below is a list of frequently asked questions and answers to them These questions have been sub divided into various categories for your ease of use 23 1 System General 23 1 1 What do I do if forget my password If you happen to forget your current password send an email to support p1 1dorganiser com and quote your company name and serial number so that we may re issue your password to you 23 1 2 How do prepare an Elect
274. to use Field Header Field Header Field Header id 1 section r_ number asset_no fleetno description 188 co2 fuel CC registered price extras 20 22 6 When should produce this report This form can be produced at any time and is not a mandatory form 20 23 Fleet Reports Company car UNALLOCATED listing and validation 20 23 1 What is the Company car UNALLOCATED listing and validation This report produces a schedule of all unallocated company cars ordered by vehicle registration number and displays a highlighted box to bring to your attention any vehicle values existing in the system that may lead to a benefit miscalculation or HMRC submission validation error should any of these currently unallocated cars be allocated to an employee 20 23 2 Why should use this report This report provides an easy to use method of vetting unallocated cars that exist in the system to ensure that should any of these cars be given to an employee these allocations will not cause an error when submitting your benefit information to HMRC electronically 20 23 3 Should I give the employee a copy of this report to review No this is a report intended for management system users only 20 23 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed
275. tre user_1 user_2 adr_1 adr_2 adr_3 adr 4 post_code director sex dob dol doc telephone fax mobile email p11d_year plid empl_ year employee p46_year p46car printed casheqv madegood taxable dispense classta exempt relocation p9dfile p9dvalue eecdate fbidate modified 236 20 60 Employer Reports List employees with Taxable values 20 60 1 What is the List employees with Taxable values e This report produces a schedule of all employees with the total taxable benefit value per employee 20 60 2 Why should use this report This report provides an overview of all benefits contained within the system broken down at employee level by the total taxable value per employee 20 60 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 60 4 How can produce this report You can produce this report for the selected employee s directly to the printer You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed You can Export this report for the selected employee s into a CSV XLS DBF or PRN format Using this export option will then include additional data fields that cannot be displayed in a standard A4 printed report enabling you to create your own reports using external software such as MS Excel 20 60 5 When exported to a spreadsheet what fields of data will be available for me to
276. up your email systems all you have to do is select the appropriate Email program from the software registration screen See Paragraph 0 To use this facility an Emailing program must be installed on the PC that is to be used to perform the email output Employee records must contain an email address in order for the email facility to correctly address the individual emails These can be manually entered or imported into the system using the Employee Details import routine by selecting a key field of NI Number or Payroll Number and the Email field By selecting email as the output option from the reports wizard the system will create a Portable Document Format pdf version of the selected report In order to view pdf files Adobe s Acrobat reader must be installed on your PC this software can be installed from the P11D Organiser CD ROM The system provides the facility to add or import user defined text to accompany the pdf attachment this text forms the body of the accompanying e mail to employees to access this facility click on the Notes icon of the reports wizard lt is recommended that you have your email program open amp running before you attempt to generate e mailed reports Each e mail is approximately 20 kilobytes in size and takes approximately 2 seconds to generate Once generated they are stored in your email program s outbox ready for sending In the absence of a valid employee email address the system will addr
277. use Field Header Field Header Field Header group id_1 id 2 tax forename surname initials sex title dob doc dol ni_number payroll costcentre location department adr_1 23 adr 2 adr_3 adr 4 post_code a b Cc d e f g h j k m n total 20 60 6 When should produce this report This is not a mandatory form and can be produced at any time 20 61 Employer Reports List all employers 20 61 1 What is the List all employers This report produces a schedule of all companies held within the system 20 61 2 Why should I use this report This report provides an overview of all employers held within the system and is a useful report to check employers PAYE TAX DISTRICT EEC SUB REF settings 20 61 3 Should give the employee a copy of this report to review No this is a report intended for management system users only 20 61 4 How can produce this report You can produce this report for the selected employee s directly to the printer 20 61 5 When exported to a spreadsheet what fields of data will be available for me to use This report does not export to an XLS or CSV file 238 20 61 6 When should produce this report This is not a mandatory form and can be produced at any time 20 62 Employer Reports Benefits amp expenses distribution report 20 62 1 What is the Benefits expenses distribution report e This report produces a schedule of all employees sub divided by cost centr
278. using the Employee Details Import routine 3 Import the File from the ERR folder which will now contain valid values Validation Unknown Registration Number Pop up F Cars and car fuel PAS LTD DATA Window e 2 There are 12 records with unknown R_ NUMBER values Do you wank bo REMOVE these records 7 103 Validation The system cannot find a match for the vehicle s ID used in the import file and Issue will therefore be unable to make the vehicle allocation Validation File must contain a known vehicle key ID of Registration Number Parameters Recommended 1 Answer YES to the resulting pop up window to let the system remove the record s 2 Make the necessary changes to the REGISTRATION NUMBER value s in the file the system has created in the ERR folder or Import the CAR DETAILS records using the Company CAR DETAILS Import routine 3 Import the File from the ERR folder which will now contain valid values Invalid available FROM date s Pop u p F Cars and car fuel PAS LTD DATA W l n d OW gt 2 records with invalid FROM date values the FROM date is greater than the end of the 2006 2007 tax year 05 04 2007 Do you want to 7 remove all these records Validation The Import file contains Available FROM date s that are AFTER the end of the Issue Tax Year Validation RANGE not greater than the end of the selected Tax Year 05 04 2007 Parameters Recommended 1 Answer YES to the resulting pop up wi
279. will display an Auto Process Import Routine check box which should be selected A Import Wizard C PROGRAM FILES P11D 200 IDATAM 2006 2007 Employers name PAYE Ref PAS Data Limited EJ 008 PA53456 EJ Source file SECTION_F2007 CSY ah Import Routines C Import Log Files C Import Error Files Cars and car fuel First company car Cars and car fuel Second company car Cars and car fuel Pool car Cars and car fuel Car details Cars and car fuel Business mileage Employee details ADD UPDATE Employee details UPDATE only V Auto Process Import Routine Next Back Help Cancel The import routine associated with the selected mem file will be loaded and can then be set to proceed with the minimal of user intervention The import routine will run through and finish at the final import screen prior to committing the data to the system dependant on the existence of invalid records 98 12 4 Validation of data Pop up Messages Beyond the validation rules described above the system also runs validation rules on a number of additional data fields to ensure that invalid data is not imported into the system and therefore used to miscalculate any benefits To illustrate this validation process please see the example Company Car ES Microsoft Excel Spreadsheet below in Fig 12 and the following tables that explain the validation messages that the system uses CAR ALLOCATIONS E Eile Edit View Insert Format T
280. with covering notes which will appear in the body of the e mail You can produce this report for the selected employee s into a PDF format which can be saved to file and distributed 20 15 5 When should produce this report This form should be produced and distributed to employees between April amp July each year or immediately for leavers and HMRC before 6 J uly 20 16 Employee Reports P9D Benefits Statement 20 16 1 What ts the P9D Benefits Statement The P9D benefit statement is produced as an alternative to the employees copy P9D facsimile and can be customised to use your company logo User defined text can also be included to pre face the report 179 20 16 2 Why should use this report This statement should be used to report employee s P9D benefits and expenses to your employees as this provides more detailed employee related information than a P9D Facsimile This statement can be customised to incorporate your company logo User defined text can also be included in the statement to give employee guidance notes This form can be printed onto regular A4 paper and once printed is ready to send It contains the employee s home address in a window envelope format for ease of distribution 20 16 3 Should give the employee a copy of this report to review Benefit statements can be delivered to employees in advance of the J uly HMRC deadline providing them with an opportunity to report back any errors
281. with the Connect to Payroll screen 2 View list of employers xj Edema puting Ltd Ok Help Cancel Fig 7 Employer Screen aF Connect be other reborn Employers Name Sate Computing Lad E Connect To Sate Elva Payrol zj Errien Folder Safe Computing Lid es connected to Safe Ete Pagrol af s tere Ploase select one of fhe options below Lesa Releaie Fecal Help Carcel Fig 11 Connect To Payroll screen You may now press the Recall button 55 Step 2 You will be presented with a list of employees that have been deleted within the P11D Organiser and are blocked from being imported again Sale Elite Payroll 5 SAFE LIVE WIN USR MGI Employers Name PAYE Reference Recall all 2 employees trom Safe Elite Payroll Recall Help Cancel Fig 13 Recall Deleted Employee s You can now select the employee s that you wish to recall into your P11D Organiser software You can choose individual employees or select to recall all delted employees by clicking the checkbox Recall all employees from the bottom left corner of the screen Click the Recall button to proceed Step 3 You are now presented with a dialogue box which asks you to confirm that you wish to recall the selected employee s from the specified Payroll Product Fig 14 Confirm Recall Employee s Click the Yes button to proceed or the No button to cancel 56 Step 4 Please be patient whilst the P11D Organis
282. wn the CTRL amp SHIFT amp D Keys you can remove benefit types that have not been allocated in the tax year you are working in 140 16 5 P11D Section Level Overview Screen EP A Assets transferred cars property goods or other assets Lio A Employer Dummy Company 2 Taxvear 2008 2009 Employee Beckingham David Mr DB FAYE QO80 TEMP Aa o ja Assets transferred Cars Total 750 00 Add Edit Delete Help This is an example of a typical Benefit Section summary screen for an employee Here you can view previously entered details for the section you are in NB e Double Left clicking a line entry will open the selected benefit in edit view e Right Clicking a line entry on certain screens will allow you to edit the Asset details 16 5 1 lt Tax Year gt Dropdown You can move between tax years by selecting the appropriate tax year here Please note that you cannot move forwards beyond the tax year selected on the Log On screen 16 5 2 lt Add gt Button Gives you the option of adding a new benefit to this employee 16 5 3 lt Edit gt Button Allows you to edit previously entered details for this benefit 16 5 4 lt Delete gt Button Gives you the option to delete this benefit for this employee 16 5 5 lt Help gt Button Opens up the relevant context sensitive Help page 16 5 6 Employee List Takes you back to the Employee List 141 16 5 7 Find Screen Takes you to the Find Screen 16 5
283. y payroll system at this time Press connectinorderto establish a connection to Safe Elite Payroll New Connect Update Eelease setal Fig 8 Connect to Payroll Screen 50 Step 2 At this point you may notice that the Update Release and Recall functions are greyed out This is because your PAYE reference s are not yet connected to the payroll records within your Payroll Product Connect te other systems Employers Name Safe Computing Lid E Connect To J Sate Elite Payroll System Folder SASAFEILVEWINUSR MGM Al Safe Computing Lid is NOT connected to any payroll system al this time Press connect inorder to establish a connection to Safe Elite Payroll Mew Connect Fig 8 Connect to Payroll Screen From the Connect to Payroll screen illustrated in Fig 8 above select the Employer that you wish to connect from the Employer Name field Then select the appropriate Payroll Product that you wish to link your Employer record to in the Connect To field Then click the Connect button Step 3 From the Connect Employer screen illustrated in Fig 9 below select the Pay Group s that you wish to connect to your Employer record within the P11D Organiser software gt Connect to payroll Safe Elite Payroll i Employers Name PAYE Reference Sate Computing Lid 12314567 Sate Computing lid S SO Fate Computing Lid
284. y screen for the chosen section where information where details can be entered and saved 138 Benefits data can be entered manually imported or pre loaded by PAS Ltd Multiple Entries of a common benefit can be assigned to a group of employees by creating an Active Lookup from the Find Screen Then when you are on a data entry screen you are given the option to apply the benefit to all members of the Active Lookup by clicking on the lt Active Lookup gt Button 16 2 Benefits Tool bar 2l al ele 2 9 e a a oo The Benefits Toolbar is only displayed at the Employee Level of the system It incorporates the different sections of the P9D P11D Also shown in this toolbar is an employee counter on the right hand side which can be used to navigate through a lookup of employees By clicking on a benefit icon you can go to the appropriate benefits section screen to add new data 16 3 Adding a new P11D Benefits section to an employee Select the P11D Section you wish to enter details for here by either double clicking on the line entry or by clicking the OK Button Add new benefit type to this employee Assets transferred cars property goods or other asseta Payments made on behalf of the employee vouchers and credit cards Living accommodation Mileage allowance Cars and car fuel Vans Interest free and low interest loans Private medical treatment or insurance Qualifying relocation expenses payments and benefits No
285. ystem Information Review the information and click the Click the Next button Next button 23 3 The Licence Agreement Screen appears APM finganieer EVE PERSONAL AUDIT SYSTEMS LTD SOFTWARE LICENCE TERMS AND CONDITIONS 11 SOFTWARE SUPPLY AND LICENCE jz SOFTWARE SUPPORT SERVICES LO EE EE eS SEEE e AAA eee Accept kendi agreement i Decis boence speran Bock Hest Cancel Fig 3 Licence Agreement Check the Accept tab and click the Next button 5A Searching for Existing Installations SL PD Oirqanterr YYW E x Search Por Esiscting PID Onganicer Inetailations LL gJ Manual aweh los P10 Cigariser siera Search local HO bor PUTO Digan sobras Seach METRE foo PAID Organiser roles P11DORGAN Vou Can chietee h tti install P11 Gnganiser YB by clicking Cancel to et Setup Bock Hesio Cancel Fig 5 Installation Search Options If you are unsure of where your installation in located you can use the Search Local Drive option Please wait while Setup searches your local drive s for installations of P11D Organiser 4 The Installation Options Screen appears PIO Dingamborr VEY Pb Caganised installation Options Pirat ell the Setup program which bask you wish lo parton mida Mod i en Update mp coaching instalation Connect this computer bo an exiting nehwork installation C Repar my exiting inetalation This installation will update the sodwara versi

P11D Organiser User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents