SelectPay Year End Checklist

Transcription

1 Classification - Restricted SelectPay Year End Checklist

2 Introduction Welcome to the SelectPay Year End Checklist. This document is designed to guide you through the Year End process, although not all of the steps will be relevant to your company. Menu paths in the program will be indicated throughout the following pages as in this example: System >> Company Details. This indicates that you should access the System tab then click on the Company Details option. On occasion there may be differences if operating in a different environment. Please also note that the screenshots included in this checklist contain demonstration data only. *IMPORTANT NOTICE* The following legislative features have been introduced in SelectPay v2017r1 and may affect your data or processes. Please read the following information carefully. Apprentice Levy SelectPay has been updated to calculate and report on the Apprentice Levy, where applicable. This will be activated automatically if the previous year s pay bill is more than 2.8 million or the current year s pay bill goes above 3 million. It is also possible to switch on the reporting manually if it is believed that the pay bill will go above 3 million in the current tax year. There is an annual 15,000 allowance, which can be split between several databases if they are part of a group or connected companies. The levy due each month is calculated and shown on the Statutory Return with the amount due to HMRC which is reported via the Employer Payment Summary (EPS). There is also a summary screen on the company record showing a full breakdown of the pay bill, levy and allowance used, so it is easy to keep track throughout the year. Payrolling Benefits SelectPay now offers the ability to payroll tax on benefits and expenses without having to submit a form P11D after the end of the tax year. The company will need to be registered for payrolling benefits with HMRC before the start of the tax year to take advantage of this service with HMRC and to ensure that relevant employees receive an amended tax code. SelectPay contains a routine to identify which employees and benefits will be payrolled for and calculates the tax due each period. This can be updated after the year end process, as long as the company is registered with HMRC before 5 th April Please review the What s New guide and videos for SelectPay v2.9 and SelectPay v2017r1, for further information on new features added since the SelectPay v2.8 Year End release. These are available on our Knowledgebase. Reminder Final FPS P35 questions removed from SelectPay v2.8 onwards At the end of the tax year when sending your Final FPS, you would previously have been asked to answer some additional P35 questions. As HMRC no longer require this information, these questions have been removed from SelectPay v2.8 onwards. 2

3 Please ensure that you have sufficient media (e.g. CD's) to take backups of your payroll database at each stage where it is required. Backup names are suggested and are important to distinguish at which point each backup was taken, in case you need to restore. Note that backup names cannot contain spaces. Year End Checklist If you have already upgraded to the latest SelectPay version 2017r1, you can run through the whole year end process on that version. If you have not yet upgraded, it is advisable to do so before you print the Year End P60 reports, and before starting the new tax year, to ensure you have the latest formats and parameters. Using Access SelectPay version 2.8 / 2.9 / 2017r1 Step 2016/17 Payroll Year End Procedure Checklist 1. Before starting your Year End process you should note that your last pay periods can be processed, and reports printed, but that it is imperative to read through this checklist before submitting your FPS. Backup 2. Take a backup of your data and name it TaxYear2016_17PreFinalFPS. It is advisable to take a backup of your data before proceeding with the year end checklist and submitting the final FPS. Setup 3. As RTI submissions are mandatory, your system should already be set up to submit your end of year returns to HMRC via RTI. However, if it is not please follow these steps: Go to System >> Company Details, click on the Year End Returns tab, and select XML from the drop down menu next to Year End Returns By. Enter the User ID and Password you have received from the Government Gateway for online submissions and tick Use RTI. Save & Close the changes. 3

4 4. If you intend to print your submission response, please ensure the default printer on your computer is setup before starting the submission. 5. You will now need to choose which step to take, depending on how many pay frequencies or databases you are running under the same PAYE reference. Please read steps 6 to 8 carefully before you decide. Step 9 onwards will detail how to make these submissions. It is important to note that only one Final FPS should be sent per PAYE reference. Single Pay Frequency 6. Single Pay Frequency If you are working with one database, with only one Pay Frequency, i.e. Monthly paid employees: When you are sure you have no further payments to make, run your payroll and Submit as the Final FPS. Multiple Pay Frequencies 7. Multiple Pay Frequencies Only one Final FPS can be sent per PAYE reference. For example, for Weekly and Monthly payrolls, you must ensure that the FPS for the last payments on the other payrolls have been successfully submitted before you indicate that you are making the Final FPS submission on your last payroll. If you are working with one database but several pay frequencies, i.e. Weekly and Monthly employees: Choose which one you will submit the Final FPS from, E.g. Monthly. Run the other payroll, e.g. Weekly, and submit a normal FPS (Not a Final FPS). Run your main payroll, e.g. Monthly, and when you are sure you have no further payments to make, submit as the Final FPS. Multiple Databases 8. Multiple Databases If you are working on multiple databases for the same PAYE reference, i.e. Database 1, Database 2, Database 3, etc., you will have set one database up to be your Master database, within System >> Company Details >> HMRC. This could be used as your main payroll: Choose which one you will submit the Final FPS from, E.g. Database 3. Run one of the other payrolls, e.g. Database 1, and submit a normal FPS (Not a Final FPS). Run the other payroll, e.g. Database 2, and submit a normal FPS (Not a Final FPS). Run your main payroll, e.g. Database 3, and when you are sure you have no further payments to make, submit this as the Final FPS. 4

5 9. Once you have decided how you will submit your Final FPS you can follow the next steps, as required. When processing your final pay periods you should print any routine reports such as Pay Summaries, Schedules and Payslips. Final FPS 10. When you have processed the pay and printed payslips for your last pay period, you will be prompted to submit an FPS as per your normal procedures. However, when you click on the tick to submit you will now receive the message Will this be your final submission? If you have more than one pay frequency or database, and wish to submit a normal FPS, select No. If you are ready to submit the Final FPS for your PAYE reference select Yes to submit this as your final FPS submission. NOTE: the Final FPS should only be sent once, as the very last FPS submitted from your company. If you have multiple pay frequencies or databases you will need to ensure that only one Final FPS is submitted after all other normal FPS s have been sent. 11. If you have selected No to submit a normal FPS, process this as you would for a normal period s pay. You can then repeat this process on each database and frequency until you are ready to submit the Final FPS on your chosen database or pay frequency. 12. If you selected Yes, you will be asked if you wish to submit the FPS as a test. Select Yes or No as appropriate. If you submit as a test you will need to re-send the Final FPS as a live submission after you have received the test response. 5

6 13. You will also be asked if you would like to compress the submission contents. For larger databases with many employees it is advisable to compress the contents in order to make the submission quicker. 14. Once you have selected to compress the file or leave it uncompressed, the system will generate and submit the FPS. Response 15. Once submitted you will receive a Gateway Response. The type of response you receive will determine what action you take next. Test 16. If you have carried out a successful test submission you will receive a message stating: THIS IS A TEST NOTE: NO SUBMISSION HAS BEEN MADE - This submission would have been successfully processed if sent under non test conditions. You must then submit the FPS again and say No when asked if you want to send it as a test submission. You should then receive a successful submission response. 6

7 Success 17. A successful submission response will advise you that HMRC has received the document. You can print this response for your records by clicking on the printer icon, then close the screen. Your submission is complete. (Please check that this is not a TEST response as per step 16) Error 18. If you receive any error messages you will need to amend the area of the database that is reporting errors, then submit the Final FPS again. For instance, the response below is failing due to the Authentication details this means that one of the following are incorrect: Your Company PAYE Reference, your HMRC User ID, or your HMRC Password. These can all be found in System >> Company Details. Click on the printer icon to print the response for your records and close the response screen. Correct the errors identified in the message, and when you are sure they are correct, submit the FPS again. 7

8 Check Outstanding Messages 19. When the Government Gateway is busy, you will receive a response advising you of this, and to check your outstanding messages later. If this is the case you can check these by going to Utilities >> Check Outstanding >> FPS. 20. You will need to choose the message you require by the date you transmitted it. Click on the message that you wish to read and click on the dropdown menu underneath Option. You can choose to Process or Delete the message as necessary. You should select Process unless otherwise advised. Click on the Check O/S icon to process the items selected. 21. The Gateway Response screen will then appear, displaying the message you have downloaded. Once HMRC have received your submission you will receive a Successful Submission response. If the response states that it was a TEST submission please submit the Final FPS again. If the message reads that you need to check outstanding messages, please check again later. Resubmitting 22. If you need to submit the FPS again due to errors or previously submitting a test, you can do so by going to Utilities >> Send >> FPS. Backup 23. Take a backup and name it TaxYear2016_17PrePeriodEnd. Keep this safe in case the year end submission needs to be re-sent. Period End 24. Run the period end for each of the final pay periods as per your normal routine, (Month 12, Week 52/53 etc.), and print any routine period end reports as required. Backup 25. Take a backup and name it TaxYear2016_17PostPeriodEnd. 8

9 Statutory Return 26. You will need to update your Statutory Return before starting a new tax year. To do this go to Payroll >> Statutory Return. 27. Click on Save & Update to display the Not Yet Printed report. Print the Statutory Return (to Printer). 28. Close the report and select whether you would like to produce a BACS export for the payment to HMRC. 29. If you say Yes you will be able to choose which BACS Format to produce and where to save the file. Click on Next to produce the export and Finish to complete the wizard. If you selected No to the original question you will be taken to the next step. 9

10 30. Say Yes to Update the Statutory Return. If you have a single database, please go to step 32. For multiple databases please continue to step 31. For Multiple Databases 31. If you have multiple databases you will receive the message that you need to consolidate your statutory return, as per your normal routine. Select Yes or No, as required, to start the wizard now or return to it later. If you select Yes you can add the Statutory return values from your other databases as per your normal routine. If you select No you can open it from Utilities >> Send >> EPS Reclaim when you are ready. You can also use the export / import feature if you wish to do so, which can be turned on within Company Details. Submit the EPS 32. If you have paid your employees in the last period but not had any statutory payments to reclaim during the year, you will not be prompted to submit an EPS as there is no requirement for you to do so if this is the case please skip to step 35, otherwise please continue to step 33. EPS (Reclaim) 33. If you have reclaimed statutory payments during the year, once you have updated the Statutory Return, you will be prompted to submit an EPS (Reclaim). Please process this as normal by clicking on the tick to submit 10

11 EPS Tax Period 34. You can select a specific tax period to apply the EPS Reclaim to, if the payment should be reconciled against a previous period. This will set the relevant tax period on the EPS submission, which will otherwise be left blank and HMRC will assign the submission as they see relevant. Continue by clicking on the tick to submit and select No when asked if you would like to submit the EPS as a test. EPS (No Payment) 35. If you have not made any payments to any employees in the last monthly earnings period, you will need to submit an EPS (No Payment) from Utilities >> Send >> EPS (No Payment). You may be asked if this is your final submission if you have already submitted a Final FPS, you do not need to submit this as a Final submission. Response 36. You should receive a Gateway Response message, much like that received with an FPS. Please action this in the same way as described for the FPS responses, whether it is a success, a test or a failure. If the EPS was submitted as a Test please note that you will need to send this again, as a live submission. Nominal Update 37. If you update your nominal accounts from SelectPay to Dimensions, or export to file, this should already be set up in the Payroll Configuration. If you do not use the Update Nominal feature please skip to step From the Period End menu, select Update Nominal and run the wizard to update your nominal as per your normal routine. 11

12 Using v2017r1 39. Using Access SelectPay version 2017r1 If you have not already done so, it is important to upgrade to SelectPay v2017r1 at this point. This will ensure that the latest formats and parameters are being used. Please take a backup before upgrading your database. Further details on installing and upgrading can be found in the SelectPay v2017r1 installation instructions. P60s 40. After upgrading your database, you will have access to the latest P60 formats. These can be printed now but if you wish to print these later you may skip to step 60, then restore the backup (due to be taken at step 62) at a later date, and print the P60s from there. P60 Setup 41. You may need to configure your document settings to select the correct P60 layout for your stationery. To configure the year end stationery, go to System >> Application Configuration >> Document Configuration. 42. Select the P60 document type by clicking on the dropdown menu next to Document. 12

13 43. Once you have selected P60, select the P60 stationery required by clicking on the dropdown menu next to Stationery Layout. If using laser stationery, be sure to run test prints and adjust the margins if necessary. To do this set the margins in the Document Configuration using the P60 stationery as a guide. It is recommended that at this stage you print the test P60 onto plain paper, and compare the printout to the actual HMRC P60 stationery. Click on Save & Close to save your changes. Printing P60s 44. To print your P60s go to Payroll >> Year End, and select P60 Wizard. 45. Set the required Destination if you only want to print the P60s, select Printer. Selecting Default will detect if any employees are set to have their P60 ed, these and print all others. ing P60s is described later on in this checklist. Click Next to continue 13

14 46. Enter any search criteria required for instance, you could select one employee code to run as a test print to check the margins. Otherwise, if left blank, all P60s will be printed. Click Next to continue. 47. You will see a list of the employees as per your selected search criteria, with the printer icon next to them. You can also preview the P60 from this screen by using the Preview button. Click Next to continue. 48. The P60s will be printed as required. Click Finish to close the wizard. 14

15 49. If using laser stationery and the initial print does not fit the P60 stationery, go to System >> Application Configuration >> Document Configuration. Adjust the margins in step 43 and repeat steps 44 to 48 until the printout aligns with the stationery. Setup 50. If you want to the P60s to your employees, you may need to check your configuration. You may also need to ensure that the employee s addresses are set on their records, that they are ticked to P60s, and have a PDF password. 51. To set up your configuration, go to System >> Applications Configuration >> System Configuration 52. Go to the Communication tab, and ensure the details of your Server are entered along with your address and display name. You may require assistance from your IT department if you have not set this up before. Click Save & Close to save the settings. 53. To set up the employees addresses and select to the P60s, go to Payroll >> Employees and, in turn, open each employee record that you wish to change. 15

16 54. Click on the Personal tab of the selected employee s record and enter the employee s address and a PDF password (if known). Tick P60, then Save & Close the record. These details will need to be entered for each employee for whom you wish to their P60. ing P60 s 55. To the P60s go to Payroll >>Year End >> P60 Wizard 56. Set the required Destination if you only want to produce the P60s to be ed, select . Selecting Default will detect those employees set to have their P60 ed, these and print all others. By clicking on the button you can enter a subject and message to show on each of the s. Click Next to continue. 57. Enter any search options, as required, then click Next. You will see a list of the employees for whom P60s will be ed, with the icon next to them. Click Next to the P60s. 16

17 Success 58. If the process completes succesfully you will receive a Process completed message, as below. By clicking on Report you will receive an Delivery Report detailing the delivery status of each . Your s have been sent. Failure 59. If your delivery fails you will receive an error message. For example, the error below shows that the Server could not be reached this is due to the SMTP details being incorrect in the System Configuration. If you receive an error you will need to correct the errors as appropriate and try again. Print P P35 reports are no longer required for the RTI process. However, if you would like to print the P35, you can print this from Payroll >> Reports >> Payroll Reports. 61. Expand the Year End Report Key and P35 Type then select the P35 report and Print or Preview this report as required. This is for your records only. 17

18 Backup 62. Take a backup and name it TaxYear2016_17PreYearEnd It is important to ensure you have a backup before starting the new year in case anything should go wrong and you need to restore. This backup will also allow you to print P60s at a later date, should you need to. 63. If you are working with Multiple Pay Frequencies, but on a single database, please ensure that you have run the Final FPS from the last of your Pay Frequencies before starting the new tax year. P46(Car) Submission 64. Please ensure that any P46(Car) submissions for the tax year have been actioned. If you attempt to submit these after year end, HMRC will reject them. To submit these, go to Utilities >> Send >> P46(Car), select the Option dropdown and set this to Transmit, or Delete as appropriate, then click OK to continue. Start the New Tax Year 65. Please ensure that you are in SelectPay v2017r1 before starting the new tax year so that the new parameters for 2017/18 can be applied. 66. To start the Year End procedure, go to Payroll >> Year End >> Payroll Year End. This will launch a wizard to move your data into the new tax year. 67. The Year End wizard will appear advising you that the current tax year is 2016/17 and asking you to ensure you have printed and updated all your Year End reports these will be available in the next screen. We do not advise to delete benefits details which are no longer needed, but if you wish to you can tick the box. This refers to P11D s and Payrolled Benefits. Click Next to continue. 18

19 68. On the next screen you will be able to print and update the Statutory Return, Update the Nominal and Update any CMEC Summaries that you may require if you have not done so already. You can also Print P60s from the P60 Wizard button if required. Once you are certain these are all complete, click Next to continue. 69. If there are any unprocessed reports, such as the Statutory Return or CMEC Summary, you will not be able to process the Year End. Please click on Previous to print and update the relevant items. Otherwise select Process to continue 19

20 70. If you have any employees who left 6 or more years ago you will receive an option to delete these records. All employees in the list will be ticked as a default. If there are employees whom you do not wish to delete you will can un-tick them individually, or use the Shift key or Ctrl button to highlight several employees, then right click and click on Deselect to un-tick them. Any employees left ticked will be deleted. Any un-ticked will remain on your data. Once you are satisfied, click Next to continue. 71. The wizard will advise you to make sure you have a backup of your data. By clicking on Process you will start the Year End. 72. Once processed, the wizard will show that it is 100% complete and that your current tax year is now 2017/18. Click Close to finish the wizard. NOTE: If you should receive any errors at this point, please take a copy of the error and contact the support department - you may need to restore to backup. 20

21 Backup 73. Take a backup of your data and name it TaxYear2017_18PreTaxCodeUpdate. Update Employee Tax Codes 74. Before you process your pay in the new tax year it is important to update your employee s tax codes. You may have received updates from HMRC online or via which need to be applied at the appropriate time. You can also update your employee s codes in bulk, within SelectPay, in relation to the increase of personal allowance for the new tax year. It is important to make sure that you are applying the correct tax code for each employee for the new tax year. If you have any outstanding tax code changes relevant to 2016/17 please assign these before processing the Bulk Update routine. This will ensure that the tax codes carried forward are up to date. Any changes relevant to 2017/18 should be made after the bulk update process. See step 88 for details of how to download and apply the tax codes. Bulk Update Employee Tax Codes 75. The Personal Allowance for 2017/18 has increased from 1100L to 1150L, therefore increasing by 50 points. The tax codes can be increased by using the Bulk Update of Tax Codes feature for tax codes with the suffix L. There are also updates for codes with the suffix M and N. HMRC will advise if any other tax code types need to be updated on an individual basis. 76. To update your employees in bulk go to Payroll >> Employees If your employee list is set to show only a limited number of records, you will need to click Next on the employee search until you can see all employees, for all employees to be updated. Otherwise only those shown in the list will be updated. You can also increase the record limit via Field Chooser >> Options, if you so wish. All employees with the tax code suffix L, M or N can be updated, but if you only wish to change the tax code for certain employees you can highlight the selected employees in the list then, when you have launched the wizard, choose the Selected Employees Only option. 77. When you are ready to update the tax codes, click on Bulk Update of Tax Codes. 21

22 78. A wizard will appear allowing you to increase any employee s tax code containing a relevant suffix. You can select to update All Employees Currently Shown in the list, or Selected Employees Only. To increase the tax codes enter the relevant value in the Points Change box, next to the Tax Code Suffix required. For suffix L enter 50, for Suffix M enter 55, and for suffix N enter Click on the Print button to Preview or Print the Bulk Update of Tax Codes Report to see those employees whose codes will be updated. It is advisable to keep a copy of this report for your records to ensure that the correct tax codes are being updated. Close the report and click on Next to continue. 80. The wizard will prompt you to ensure you have a backup of your data before proceeding. The Print button will again give you a report of the tax code changes that will be made. Click on Process to update the tax codes. 22

23 Bulk Update Success 81. If the update was successful you will receive a message to confirm that the tax code updates are complete and that you will need to process the employee s pay to take account of the new codes. Close the message to complete the wizard. Bulk Update Error 82. If you have already updated the tax codes once this year, the system will prevent you from doing so again, and you will receive this message The Selected employees will not be updated. Either there are no employees using the specified suffixes or they have already been updated this year. Updates should only be done once a year unless otherwise specified. You will also receive this message if some employees have a different Tax Code Suffix, such as Y, as these employees codes will not be updated. 83. You will be able to see the employee s new tax codes when you refresh your employee list. Click on Run Search or close and re-open to refresh the list and note the new tax codes. 23

24 Clearing the update flags 84. Please skip to step 88 unless this is a necessary requirement. If you need to update the tax codes in bulk again for any reason, you will need to clear the update flags on the selected employees (you can also update the employee codes manually in the employee record, should you need to). This is normally only required if HMRC issue more than one update in a year. 85. To clear the flags, highlight the required employee(s) in the employee list and click on Bulk Update of Tax Codes to start the wizard. On the first screen, tick Selected Employees Only and click on Clear Flags. 86. You will receive a warning message stating the circumstances in which this is normally used, and asking if you wish to continue. Click on Yes to clear the Bulk Update flag. 24

25 87. Enter the points by which you wish to increase the tax code (the standard is 50 for 2017/18) and print the report to ensure the tax codes are updating correctly. Click on Next and Process to update the tax codes as per the routine above. Note that this will increase the tax code again and it is important to ensure each employee s tax code is correct. P9 Tax Coding Notices 88. If you have received any P9 Tax Coding Notices for the new year you can download and update these through the DPS viewer. Otherwise you can skip to step 100. It is important that you only apply tax codes which are for use in the new tax year and that you check the current tax code first. You should only download changes for the tax year 2017/18 at this point if you have already run the bulk update for the new year. Downloading P9 Notices 89. To download your P9 Tax Coding Notices go to Utilities >> Receive >> Launch DPS Viewer, then click on the P9 tab. 25

26 90. On the P9 tab select an option from which to retrieve your data Retrieve New Items will retrieve any items which have not yet been retrieved from HMRC. However, you can also select Retrieve Items From or Retrieve Items Since and pick a specific Item number or date from the calendar on the dropdown menu. This will be the date the notice was received from HMRC. 91. Once you have selected the relevant option, click on Retrieve and a list of the notices available will appear. 92. Click on View to see the full details of the tax coding notices to be downloaded. It is important to check the date that the tax code should take effect from, so as not to overwrite any codes incorrectly. 26

27 93. Once you are sure that the notices to be downloaded are correct, click on Save All. This will save the messages to your default DPS Viewer location, ready to be applied. Updating P9 Notices 94. To view and update the P9 Tax Coding Notices that you have downloaded, go to Utilities >> Receive >> P9 Tax Coding Notices. 95. You will see a list of the downloaded notices containing a narrative of the changes to be made. You can print these via the Printer icon. To update the tax code changes to the employee records, click on the drop down button under Options and select Process. If you leave this as Do Nothing, the notice will stay in the list and will not be processed. If you select Delete, the notice will be deleted without being processed. You will need to set an option for each line, as appropriate. To update several employees at the same time, highlight the relevant employees in the list, right-click and select the option required. 96. If any notices cannot be matched to your records, these will show in red (when not highlighted) with a message detailing the issue, such as Employee not Found. You will need to find out why these do not match and whether they are required or not. 27

28 97. Once you have set the process flags as appropriate, click on the Receive icon to process these changes. 98. You will be advised to process the pay for the employees again, in case you have already processed their pay, as the change of tax code will affect the ta calculations. Click on OK to continue. 99. You will then be asked if you wish to remove records that have been successfully processed. It is advisable to say Yes so that the changes are not processed incorrectly at a later date. The changes will then be applied to the employee records If you need to make any further changes to individual employee s tax codes, this can be done manually through Employee Records or Run Payroll. Backup 101. Take a backup of your data and name it TaxYear2017_18PrePeriod1. Keep this in a safe place so that it can be used should you need to restore to the start of the new tax year at any point. 28

29 Holiday Year End 102. If your holiday year coincides with the tax year, you can run a Holiday Year End from Payroll >> Year End >> Holiday Year End. If it does not coincide, please skip to step 109 and run this later, at the required time Select the option to Reset to Default or Carry Forward Current holiday as required. This will update the employee s Current Entitlement on their employee record. Reset to default will take the Annual Holiday Entitlement on each employees record and set their current entitlement to this value. Carry forward current will add any current entitlement, which is left over from the current holiday year, to the annual value to reach the current entitlement for the new holiday year. Advance the holiday year start date is ticked by default so that your holiday year will be changed from 2016 to The only reason to un-tick this would be if you are changing your holiday year start date to a different month in the same tax year. Click Next to continue Enter any required search criteria, if you wish to select specific employees, otherwise leave it blank. Click Next to continue. 29

30 105. A list will appear of the employees to be updated. Check the process status of all employees to ensure the correct employees are being updated. Click Next to continue The system will prompt you to ensure you have a backup before proceeding. Click Process to continue When the Holiday Year End is completed you will receive a message to this effect. Click Close to complete the wizard. Your Holiday Year has now been reset. Backup 108. Take a backup and name it TaxYear2017_18PostHolidayYearEnd Check New Parameters 109. Now that you have completed the year end procedure it is recommended to check that the parameters for the new year are correct. It is not advisable to edit these tables or enter new ones manually. It is your responsibility to ensure that the correct tables are used and maintained throughout the tax year. 30

31 110. Navigate to Payroll >> Parameters and select the tables you wish to check You will then see a list of the available tables, with the relevant start dates. Doubleclick on the start date 06/04/2017 to check that the tables for 6th April 2017 have been created correctly a screenshot of each set of tables is shown in the following steps. PAYE 112. PAYE Parameters 31

32 113. Scottish PAYE Parameters SSP 114. SSP Parameters SMP 115. SMP Parameters 32

33 NIC 116. NIC Parameters Auto Enrolment 117. Auto Enrolment Pension Parameters (Note these will only apply after your Auto Enrolment Staging Date has passed) 33

34 Student Loan 118. Student Loan Parameters (Note that the Plan 2 parameters have not changed) National Minimum Wage 119. National Minimum Wage Parameters 34

35 120. National Living Wage 121. Accommodation Offset Rates Apprentice Levy 122. Apprentice Levy Parameters 123. If you are working with Multiple Databases please ensure that the year end checklist is completed for each database, submitting a Final FPS from your last database only. Congratulations! Your Year End is now complete. Your data is now ready to start period 1 of the new tax year 2017/18. 35

36 Notices Apprentice Levy As mentioned at the start of this guide, the Apprenticeship Levy calculation will be turned on automatically if the pay bill for the previous year is over 2.8 Million, or when the current year s pay bill reaches 3 Million. If your pay bill did not reach 2.8 Million last year, but is likely to exceed 3 Million for the current year, and you wish to turn on this calculation in order to report your Apprenticeship Levy to HMRC, go to System >> Company Details >> Apprentice Levy and tick Calculate Apprentice Levy. Please note that this will only be available once the data is in the tax year FAQ Q: I have multiple databases, and have submitted a Final FPS from one database before submitting a normal FPS for another database, what do I do? A: In the database that you have missed out, submit a Final FPS. HMRC will add these figures to those already sent, but it must be sent as a Final FPS as it is your last submission. Q: I have run a period end into Period 13 and have not submitted a Final FPS what do I do? A: Restore to the backup you took in Period 12 (just before period end) and Submit the Final FPS from there. Contacts and Further Information Should you have any queries or issues regarding the Year End process please contact SelectPay Support who will be able to help you through the section that you require assistance with. You can log a new call through the following methods: On-line: Support.SelectPay@theaccessgroup.com Telephone: If you require further assistance with your Year End process you can contact Access for Remote Year End consultancy, which is a chargeable service. Please click on the link for further information: Remote Assistance There are also training courses that you can attend prior to your Year End. Please click on the link below for further information these should be booked in advance: Training Services For more information, links and documents please visit our website: 36