PAYE Modernisation. Operating Guide

Transcription

1 PAYE Modernisation Operating Guide PayDoc Payroll Modernisation Guide Page 1 of 11

2 In Summary PAYE Modernisation has been introduced starting January This means that each Payroll Event i.e. Payroll run now needs to be send to ROS in real time. PayDoc has been designed and updated to allow you to do this seamlessly. PayDoc will need access to the company s ROS digital certificate and the password associated with it. Because payroll details will be sent to ROS, P45s, P35s, P30s will now be done away with. P2Cs are replaced with Revenue Payroll Notifications (RPNs). PayDoc PAYE Modernisation operation in brief. 1) Internet Access is required on the computer running PayDoc 2) The ROS cert is required and must be accessible through PayDoc by setting it up on the Employer Setup screen. 3) At the beginning of each Payroll run, the first Button, Latest ROS RPN, will attempt to download RPNs for new employees and update RPNs for each existing employees. This will have the effect of less Week1/Month 1 and Emergency Tax employees. 4) Once the RPNs have been downloaded, the Payroll Run continues in the normal way until it is time to submit the details to ROS. 5) There is a new button on the Payroll Status screen, ROS Submission, which is how the details will get submitted. 6) Before submitting the details it is very important to back up the payroll system. 7) When the ROS Submission button is pressed, the details to be submitted will be generated and will be displayed. There are then two more steps Submit and Check Status. When the status changes to Submitted and Complete, the submission is complete and has been recorded in ROS 8) If any errors are found, these will be displayed on the screen. 9) The next stage in the pay run is the normal Payroll Update. When done, the system is ready for the next Run. 10) There is a new program which allows the user to download the details of the ROS submissions and compares these to the details recorded in the payroll system. This program will also allow the user to enter the amount paid to ROS for each month. We have also added a button which will allow the user top copy these details to a spreadsheet to allow for easy analysis. PayDoc Payroll Modernisation Guide Page 2 of 11

3 Employer ROS Certificate Setup On the Employer setup screen there is now an option to point PayDoc to the location of the Employers ROS certificate. This is the certificate which the employer uses when logging into ROS. When the Certificate is located the password must also be entered. If the user is acting as an agent for an employer, they must also enter their TAIN (Tax Advisor Identification Number) It is also necessary to have the correct employer s tax registration number recorded. All of this information is used when PayDoc communicates with ROS and if any element is incorrect or omitted, then PayDoc will not be able to request or submit information to ROS. When all of this information is saved (it must be saved first), it will then be possible to check the connection to ROS. By clicking on the Check Connectivity button. If all is ok then the status should look as follows: PayDoc Payroll Modernisation Guide Page 3 of 11

4 If there is an error, then this will show in the status box. Payroll Run Status Screen There are quite a few changes to the PayDoc Workflow Status screen PayDoc Payroll Modernisation Guide Page 4 of 11

5 There is a ROS Connection and submission Status. This will show an error if there is a connection error and will also show the status of the ROS submission for the current Payroll Run. On the bottom of thre screen, there is also another ROS Submission Status message which indicates whether all employees in the run have been submitted to ROS. The Payroll Run To begin the Pay Run for any period, PayDoc will attempt to download the latest RPNs for each employee, be they new or existing employees when you press the Latest ROS RPN button. This will automatically connect to ROS and update the tax certificate details for each employee. If an error occurs during this connection, the error message will show in the RPN download screen, otherwise the light on the buton should turn green. As per usual, the buttons should be followed in the direction of the arrows. The next step is Time Sheet Entry. This is similar to the 2018 version of PayDoc. However, there is now a Pay Period Reference generated which is used for the ROS submssion. Each Run will have a unique reference. For weekly runs it looks like Weekly-01-1 and for Monthly it looks like Montly This means Frequency Period Number submission number for period. The submission number for period may increase if a submission is deleted or if you have more than one weekly submission for the same week. PayDoc Payroll Modernisation Guide Page 5 of 11

6 The Audit Trail, Payslips, EFT Payments and Backup are all the same as previous versions. ROS Submission Once the backup has been take the pay run details can be submitted to ROS by clicking on the Ros Submission button. Selecting this option will load a screen and generate the information ready for submission to ROS. This screen displays information realtive to the submission which is about to be made to ROS. The status Column will tell you if it has been submitted or not. In the screen shot above it has not been submitted. The actual submission is a two stage process. 1) Submit To ROS this button will send the information to ROS and there will be an initial validation of the information sent to make sure it is in the correct format. PayDoc Payroll Modernisation Guide Page 6 of 11

7 When it has been submitted the screen will change as outlined above. There will be a submission number and the status will change to Submitted and Acknowledged. 2) Check Status The Check Status button will verify with ROS that the information sent has been recorded and there have been no processing issues. The status will change to Submitted and Complete if everything is ok. The reason for the two stage process is that there may be a time lag before the ROS can verify the submission depending on the volume of traffic. It is hoped that this would never be longer than a few minutes, but should normally be quite instant. PayDoc Payroll Modernisation Guide Page 7 of 11

8 Deleting The Submission At this stage it is possible to delete the submission from ROS and start the period again. You must do this if you need to Reset the Pay Run for the period. This deletion process is a three stage process 1) Delete Submission This button will generate a delete submission, but will warn the user first that this will delete the submission from ROS. You will notice a second row in the list with the newly generated deletion submission. This has not actually been submitted to ROS yet. 2) Submit To ROS this button will send the information to ROS and there will be an initial validation of the information sent to make sure it is in the correct format. 3) Check Status The Check Status button will verify with ROS that the information sent has been recorded and there have been no processing issues. The status will change to Submitted and Complete. If you have deleted the submission, the status on the Payroll Status screen will be Not Generated. You can now reset or make changes as you require. You will need to select the Ros Submission button again to generate the new file and run through the submission process. You will notice the previous submissions listed for the run. They are kept in PayDoc as a matter of record. PayDoc Payroll Modernisation Guide Page 8 of 11

9 Update Payroll Run When the Submission is complete the Update Period button is selected in the normal way to finish the run. ROS Reconciliation It is possible to retrieve the total of each Months submission from ROS. In PayDoc we have associated this will the Payroll runs to provide a reconciliation between the two to ensure all records are correct. Under the menu option Return and then Ros Period Enquiry this reconciliation can be seen. By clicking the Retrieve ROS Details, the information is retrieved and displayed in a grid format with the corresponding information from PayDoc. PayDoc Payroll Modernisation Guide Page 9 of 11

10 We have also have an option to allow the user to enter the payment amount actually made to Revenue with regards to monies due. By highlighting the period in question and clicking Enter Period Payment a small screen will appear asking the user for the amount paid. Once the amount is entered and the Save to List button is clicked. The amount is recorded against the period. To allow for reporting, we have a Copy to Clipboard button which when clicked will copy the contents of the grid to the clipboard which can then be pasted into an Excel Spreadsheet. ROS communications logs. Every interaction with ROS and each reply received is recorded by PayDoc. In the standard PayDoc configuration, these logs will be located in C:\PayDoc\2019\OutPuts and will be in four separate folders. The location of these files maybe configured using the System Parameters program found by clicking the File menu option. PayDoc Payroll Modernisation Guide Page 10 of 11

11 They are in XML and CSV formats and while they can be used in the event of a query being raised, they are not easily read and will require some level of understanding of how xml files work. In Summary 1) The location of ROS certificate, the associated password and the Employer Tax number must be recorded in PayDoc. 2) If you are an agent, the TAIN must be recorded in PayDoc 3) Start the Payroll run by clicking on Latest ROS PRN and continue through the buttons as normal 4) When you click the ROS Submit button, click Submit and then Check Status 5) If the status is Submitted and Complete then you are ready to Update the Payroll to finish the Run. 6) If you want to reconcile ROS recordings with PayDoc, Select Returns and then Ros Period Enquiry and click the Retrieve ROS Details button. The information will be display on Screen. PayDoc Payroll Modernisation Guide Page 11 of 11