PayrollSE Year End Checklist

Classification - Public PayrollSE 2014-15 Year End Checklist

Introduction Welcome to the PayrollSE 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 Control >> Company Details. This indicates that you should access System Control from the menu, then click on the Company Details option. On occasion there may be differences if operating in a different environment. Throughout the system, on most report and processing screens, you will be able to enter search criteria to limit the process to certain employees or pay frequencies. This is not detailed separately in the checklist but can be achieved by clicking on the Simple, or Detailed, Search icons. Please also note that the screenshots included in this checklist contain demonstration data only. *IMPORTANT NOTICE* Abolition of Employer s NI for Under 21 s From 6 th April 2015 employers will no longer have to pay Class 1 secondary National Insurance contributions on earnings up to the Upper Secondary Threshold (UST), for employees between 16 and 21. PayrollSE will automatically change the NI letter of an employee who is between ages 16 and 21 during the year end routine, so you may notice that some NI letters have changed and that the Employers NI calculations will differ in the new year. When these employees are due to turn 21, a notification will appear on the start-up screen, and also in Run Payroll, to advise you to change their NI letter. Please refer to the end of this document for more information. Processing your Final Pay Period under RTI It is important to note that once you move into the final period of your pay frequency, when sending an FPS (Full Payment Submission), the system will allow you to tick a box to send it as your final FPS submission. This replaces the P35 submission. It is important that you only tick the 'Final Submission' box when you are sure you are sending your final FPS for the tax year, this enables you to fill in the P35 details so that these can be included with the FPS and sent to HMRC. These additional P35 questions only need to be answered and sent once per PAYE ref, so whether you have multiple pay frequencies or multiple databases, the message will appear for each frequency as you send your FPS, but you should only say Yes to add this P35 section from the pay frequency and database that you will be processing last in this tax year. If no-one is to be paid at all in the last processing period then the message will be shown from the EPS (No Payment) submission in the final pay period and the P35 questions can be added to this submission at this time. As the EPS (Reclaim) is only sent to HMRC when there are values applicable to be reclaimed, the message and subsequent P35 questions are not available here, it is important to send this information from your final FPS from our software. Please ensure that you have sufficient media (e.g. CD's) to take backups of your payroll datafile 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. 2

Year End Checklist If you have already upgraded to the latest PayrollSE version 5.20a, you can run through the whole year end on that version, but otherwise please follow the steps in this checklist and upgrade when advised to do so. You should upgrade 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 PayrollSE version 5.10a If you have any employees leaving in the final pay period you must fully process and submit the record as a leaver within your Final FPS before starting the new tax year. If you have employees on parental pay who are leaving, you will need to enter a finish date in the final pay period, and make them as leaver in the following period. Step 2014/15 Payroll Year End Procedure Checklist 1. Before starting your Year End process you should note that although your last pay periods can be processed, and reports printed, it is imperative to read through this checklist before submitting your FPS. Backup 2. Take a backup of your data and name it Tax Year 2014_15 Pre Final FPS. 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 now 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 Control >> Company Details, click on the Media tab, edit the record 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. Click on the green tick to save the changes. 3

4. You will now need to choose which step to take, depending on how many pay frequencies or datafiles you are running under the same PAYE reference. Please read steps 5 to 7 carefully before you decide. Step 8 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 5. Single Pay Frequency If you are working with one datafile, 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 6. Multiple Pay Frequencies Only one Final FPS can be sent per PAYE reference. For example, if you have weekly and monthly pay frequencies, you must ensure that the FPS for payments on the first pay frequency have been successfully submitted before you indicate that you are making the Final FPS submission on your last pay frequency. If you are working with one datafile but several pay frequencies, i.e. Weekly and Monthly employees: Choose which pay frequency you will submit the Final FPS from, E.g. Monthly. Run the first pay frequency, e.g. Weekly, and submit a normal FPS (Not a Final FPS). Run your main pay frequency, e.g. Monthly, and when you are sure you have no further payments to make, submit as the Final FPS. Multiple Datafiles 7. Multiple Datafiles If you are working on multiple datafiles for the same PAYE reference, i.e. Datafile 1, Datafile 2, Datafile 3, etc.: Choose which one you will submit the Final FPS from, E.g. Datafile 3. Run one of the other payrolls, e.g. Datafile 1, and submit a normal FPS (Not a Final FPS). Run the other payroll, e.g. Datafile 2, and submit a normal FPS (Not a Final FPS). Run your main payroll, e.g. Datafile 3, and when you are sure you have no further payments to make, submit this as the Final FPS. 8. 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. 4

Final FPS 9. When you have processed the pay for the final pay period and select to submit the FPS, you will have the following options which you will need to tick as relevant: Use Compression if you have a large datafile with many employees this may help to speed up the submission. Submit as a Test this will send the FPS as a test submission to ensure the data is correct you will then need to re-submit as a Live submission. Final Submission this will allow you to submit a Final FPS and answer the additional questions relating to the year end. 10. Submitting the FPS: If you have more than one pay frequency or datafile, and wish to submit a normal FPS, do not tick Final Submission. Process this as you would for a normal period s pay. You can then repeat this on each datafile / frequency until you are ready to submit the Final FPS on your chosen datafile or pay frequency. If you are ready to submit the Final FPS for your PAYE reference, tick Final Submission to submit this as your final FPS. 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 datafiles you will need to ensure that only one Final FPS is submitted after all other normal FPS s have been sent. 5

Check List 11. When you tick Final Submission you will enable the P35 Check List screen. Read through the additional questions and answer as appropriate for your PAYE reference. 12. Once you are ready to submit the Final FPS, click on the green tick to submit. This will generate the submission and poll the gateway. Response 13. Once submitted you will receive a Gateway Response. Depending on what type of response you receive will determine what action you take next. 6

Success 14. 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 on the green tick. Close the screen your submission is complete. (Please check that this is not a TEST response as per step 17) Update 15. If the response was successful, when you close the response screen you will be asked if you wish to update the FPS data as being transmitted to HMRC. Click Yes to update the FPS. This will ensure that you can run a period end. You can now go to step 22. Error 16. If you receive any error messages you will need to amend the area of the datafile 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 Control >> Company Details. Click on the printer icon and green tick to print the response for your records, then close the response screen. Correct the errors identified in the message and, when you are sure they are correct, submit the FPS again. 7

Test 17. 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 ensure that you do not tick Submit as a Test. You should then receive a successful submission response. Check Outstanding Messages 18. 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 Records >> HMRC Communications >> Check for Outstanding Messages >> RTI >> Full Payment Submission (FPS). 8

19. 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 select the appropriate processing option. The options are: Do Nothing this will leave it in the list, unprocessed. Process this will download and update the message so that you can read it. Delete this will delete the message from this list. You should select Process, unless otherwise advised. Click on the green tick at the top to update the items as per the options you have selected. 20. 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 21. If you need to submit the FPS again due to errors or previously submitting a test, you can do so by going to Transactions >> Reports >> Payslips >> Submit FPS. Backup 22. Take a backup and name it Tax Year 2014_15 Pre Period End. Keep this safely in case the year end submission needs to be re-sent. Period End 23. 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 24. Take a backup and name it Tax Year 2014_15 Post Period End. Statutory Return 25. You will need to update your Statutory Return before starting a new tax year. To do this go to Period End >> Statutory Return. 9

26. This screen should show you when the Statutory Return was last updated. Please ensure that the drop down button at the top reads Not Yet Printed so that you are printing and updating the latest period. If you wish to preview the Statutory Return you can do so by clicking on the screen icon and then on the green tick. If required, enter any relevant Other items for the period covered by this return, and select the BACS remittance format, if applicable. 27. Select the Printer icon. You may receive a message prompting you to check the page setup before printing. Go to File >> Page Setup and ensure the correct printer settings are selected. 28. Click on the green tick to print the Not Yet Printed Statutory Return report. 10

HMRC BACS Export 29. You will be asked if you would like to produce a BACS export for the payment to HMRC. 30. If you say Yes you will be able to rename the file and confirm where to save it. Click on the green tick to produce the export. If you selected No to the original question you will be taken to the next step. Update the Statutory Return 31. You will then be prompted to update the Statutory Return. If you are happy with the figures reported on the Statutory Return, click Yes to Update it. For Multiple Datafiles 32. If you have multiple datafiles you will receive a message that you need to consolidate your statutory return. If you do not have multiple datafiles, skip to step 36. 11

Non-master 33. In a non-master datafile you will either receive the following message, or one to state that your values have been exported. When you are ready, you will need to consolidate your Statutory Return in your Master datafile. The EPS will be produced from the Master datafile, if required. Master 34. In your Master datafile you will receive a message advising you to collate the data in the Consolidated Statutory Return, which can be found under Period End. Add the Statutory Return values from your other datafiles into the Consolidated Statutory Return and update it as per your normal routine. Once complete this will produce an EPS, if required. Submit the EPS 35. 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 41. EPS (Reclaim) 36. If you have reclaimed statutory payments during the year, once you have updated the Statutory Return, you will be prompted to submit an Employer Payment Summary (EPS) for the amounts to be reclaimed. This is referred to as an EPS (Reclaim). Please process this as normal by selecting Yes to submit. 37. You will then be able to submit the EPS (Reclaim), with the option to Submit as a Test. If you tick Submit as a Test, you will then need to re-send as a live submission. 12

EPS (No Payment) 38. 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 Records >> HMRC Communications >> RTI >> Send Messages >>Employer Payment Summary (No Payment). Select the EPS Tax period for which you have not made any payments, from the drop down menu. If you have not submitted a Final FPS, tick Final Submission and answer the P35 Checklist questions. Click on the green tick to submit. Response 39. 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. 40. Once you have submitted a successful EPS you will be prompted to update it. Click Yes to continue. 13

Nominal Update 41. If you update your nominal from PayrollSE to Dimensions, go to Period End >> Update Nominal, and post the accounts as per your normal routine. If you do not use the Update to Nominal feature you may skip this step. Backup 42. Take a backup and name it Tax year 2014_15 Pre Check Data Live Data 43. At this point is it important to ensure that you know where your Live data is. To check this, go to info, About Access Payroll and click on the Data File tab. This will tell you where your datafile is and what it is called. You should make a note of this for later. Check Datafile 44. In PayrollSE version 5.10a, before upgrading, you will need to run the Check Datafile routine to ensure that the data does not contain any errors. If you have already upgraded to version 5.20a, but have not run this routine, please do so in the new version. 45. If your data is located on a network, please copy it over to a local machine. Then go to System Control >> Change Datafile and browse to the copied datafile. Once the routine is finished and no errors are found, you can change back to your live datafile on the network and continue with the checklist. 46. Go to File and select the Utilities Menu. 47. Utilities will appear next to Info on the menu bar. Go to Utilities >> Check Datafile. 14

48. Please read the warning message before continuing it is important that this routine is not run over a network. Click Yes to continue. Clicking No will cancel you out of this process. 49. You will receive a message stating that the routine may take a long time depending on the size of the data. Click OK to continue. 50. You will be prompted to check that you have a backup of your data this is important in case errors are found. Click Yes to continue or No to go back and take a backup. 51. The last prompt is to ensure that you are ready to start the routine. Click Yes to continue. 15

52. The Check Data file screen will appear. Please follow these steps: Highlight all items in the list on the left hand side, by clicking on the first item and dragging down to the bottom, or by clicking on one item and pressing Ctrl and A on your keyboard simultaneously. Select Check Data from the Operation menu in the middle of the screen. The boxes on the right-hand side will appear. Click on Start. 53. Whilst the routine is running you will see the Check data log screen, which will report the file it is examining and any errors. You will also see a box labelled Checking data which counts the records as it checks them. It is not advisable to stop the routine whilst it is running. Success 54. If your data is clean, the Check datafile screen will appear again and you will see the Check data log behind, which will show five lines only. Close the screen to continue. 16

Errors 55. If there are any errors in your data, the Check Data Log in the background will list them as Needs Repair. If you are presented with a list containing any errors please leave the screen as it is and contact Access Support. Possible causes of errors are: network errors causing data corruption; period end routines being interrupted before completion; datafile segments being separated or misnamed. All errors must be handled by Access Support. 56. Once you are certain that your data is clean and without errors, you can upgrade to version 5.20a. If you followed step 46, and have copied your data from a network and logged into it for this routine, go to System Control >> Change Datafile and browse to your live data. Backup 57. Take a backup of your data and name it Tax Year 2014_15 Post Check Data Upgrading to v5.20a 58. Upgrading to PayrollSE version 5.20a If you have not already done so, it is important to upgrade to PayrollSE version 5.20a before you print your P60 reports and start the new tax year. This will ensure that the latest formats and parameters are being used. 59. PayrollSE version 5.20a may already be installed. If not, please refer to the installation guide for more details. 17

Launch 5.20a 60. Once installed, launch Access PayrollSE version 5.20a by navigating to: Start >> All Programs >> Access Applications >> Payroll >> 5.20a >> Access Payroll You can create a shortcut to the program on your desktop by right-clicking on the Access Payroll link and selecting Send to then Desktop (create shortcut). 61. If you have not entered your product registration (unlock) details yet, you will be prompted to do so. Please see the Installation guide for more information, if required. It may be helpful to note that there is a space between the letters and numbers of the Unlock Key; that it is case sensitive; and that the Serial Number starts C8RSI 50M, not C8RS1 5OM (using a capital I and zero, not 1 and capital O). 62. Once registered you will receive the Data File Selection window. Click on Browse... and locate your Live datafile, which you would have taken a note of in step 43. 63. You will then be presented with the Logon screen. Log into your datafile as normal. 18

64. A message will appear advising you to re-organise your data in order to upgrade it to the latest version. Click OK to continue. 65. Your User Information screen should now show that you are using version 5.20a. This can be launched from Info >> About Access Payroll. Reorganise Data 66. To reorganise your data go to File and select the Utilities Menu. You can then choose one of the Reorganise options, depending on how many datafiles you have. Single Datafiles 67. If you have a single datafile go to Utilities >> Reorganise data. 68. A message will appear to warn you that you are about to reorganise your data and that it may take a long time depending on how large your data is. Click OK to continue. 69. You will also be prompted to make sure you have a backup before continuing. Click Yes to continue. 19

70. The last prompt will ensure that you wish to continue. Click Yes to continue. 71. Once the reorganisation is finished you will receive the Data reorganisation and Upgrade Complete! message. Click OK to continue. Multiple Datafiles 72. If you have multiple datafiles held in the same location on your network or local machine, go to Utilities >> Reorganise Multiple datafiles. 73. You will receive a prompt asking if you are sure you want to reorganise one or more datafiles. Click Yes to continue. 20

74. A list of available datafiles will appear these are the datafiles that are held in the same location as the data you are logged into. For each datafile that you wish to reorganise, you will need to set the flag to YES. You can do this by double-clicking on the required datafile, or else use the toggle buttons on the right hand side; the striped button will change the flag for any datafiles highlighted in the list, and the black button will change the flag for all datafiles shown. Click on the green tick to reorganise the selected datafiles. 75. A message will appear to advise you that the routine may take a long time depending how large your datafiles are. Click OK to continue. 76. A prompt will appear to ensure you have a backup before proceeding. Click Yes to continue. 77. The last prompt will ensure that you wish to continue. Click Yes to continue. 21

78. Once the routine has finished you will receive a message that All the selected datafiles have been successfully Reorganised and Upgraded. Click OK to continue. Backup 79. Take a backup and name it Tax Year 2014_15 Post Reorganisation. It is advisable to take a backup at this point in case you should need to restore at any point. You will only be able to use the reorganised datafiles in version 5.20a. P60s 80. After upgrading your datafile(s), you will have access to the latest P60 formats. These can be printed now, but if you wish to skip this step you can restore the backup, taken at step 79, at a later date and print the P60s from there. If you wish to skip this section, go to step 101. P60 Setup 81. 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 Control >> Defaults >> Documents. 82. Click on Stationery Options. 22

83. Select the P60 document type that you require by clicking on the dropdown menu under P60 Stationery. Click on the green tick to save your changes. 84. If using Laser stationery, once you have selected the P60 stationery required it is advisable to run test prints and adjust the margins, if necessary. To do this click on Margins to the right of the P60 Stationery and enter the margins required, 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 the green tick to save your changes. Printing P60s 85. To print your P60s go to Period End >> Year End. 86. Ensure that Print P60 report is selected. To Print the P60 s select the printer icon. You will be prompted to check the page setup. Emailing P60s is described later on in this checklist. 23

87. If you wish to print a test P60 or only wish to print a P60 for certain employees, click on the arrow next to Employee Search. You can then enter any search criteria required to print selected employees. If left blank, all P60 s will be printed. Click on the green tick to print. 88. A prompt will appear to check that the correct stationery is loaded into the printer. Click Yes to continue. 89. Depending on which stationery option you have chosen, you may also be asked if the paper size A4 Portrait, or 8 x 12in, has been selected from Page Setup. Check the page setup and click Yes to continue. 24

90. You will also be asked if you wish to include employees who do not require a P60. Clicking Yes will include leavers and those with earnings below the Tax and NI thresholds. Clicking No will exclude these employees. 91. The P60s will be printed as required. If the initial print does not fit to the P60 stationery, go to System Control >> Defaults >> Documents >> Stationery Options. Adjust the margins and repeat steps 81 to 90 until the printout aligns with the stationery. You can then print all employee s P60s. Email Setup 92. Access PayrollSE will use Microsoft Outlook to send any emails and as such will produce an email dialog box for each email to be sent. If you wish to prevent this from appearing for each email, go to System Control >> Defaults >> Documents. Tick the option Do not show dialog when emailing and click on the green tick to save. Please note that if you tick this box you will then be prompted by Microsoft Outlook to allow a program to send an email on your behalf this will appear for each email and can only be prevented by using a third-party product, such as Click- Yes software. You will need to request assistance from your IT department before considering this alternative as it is a Microsoft alert which cannot be amended by Access. 93. If you wish to email the P60s to your employees, you will need to ensure that the employee s email addresses are set on their records and that they have a PDF password. To set up the employee s email address, go to Records >> Employees, and, in turn, open each employee record that you wish to change. 25

94. Click on the Personal tab of the employee s record and enter the employee s E-mail address and a PDF password (if known). Then click on the green tick to save the record. These details will need to be entered for each employee for whom you wish to email their P60. Any employee with an email address entered can have their P60 emailed the Email Payslip tick box does not need to be ticked but a PDF Password should be chosen by the employee and entered for security purposes. Emailing P60 s 95. To email the P60s go to Period End >>Year End, select Print P60 report and select the Email icon. 96. You will be asked if you wish to include employees who do not require a P60. Clicking Yes will include leavers and those with earnings below the Tax and NI thresholds. Clicking No will exclude these employees. 26

97. The Report Output File screen will allow you to save the emailed P60s as External Documents, with the option to rename and confirm where these files will be saved. You can also enter an E-mail Subject and E-mail Text, as required, which will appear on each email sent. Once complete click on the green tick to send the P60s via email. 98. Depending on how your system is set up, you may receive an email dialog box containing the attachment and your email text, or a Microsoft Outlook alert to allow the email to be sent. In these cases, click Send or Allow, respectively, to continue. Please refer back to step 93 for further details. 99. Once the P60 s have been printed or emailed, close the Year End screen. P35 Report 100. P35 reports are no longer required due to the RTI process and cannot be printed from within PayrollSE. Instead you can print a Year To Date Statutory Return from Period End >> Statutory Return, selecting Year-To-Date from the dropdown menu, for the company figures; and an Employee Pay Analysis report from Records >> Reports >> Analysis Reports >> Employees, for the employee Tax and NIC figures, if required. 27

Backup 101. Take a backup and name it Tax Year 2014_15 Pre Year End 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. 102. If you are working with Multiple Pay Frequencies, but on a single datafile, please ensure that you have run the Final FPS from the last of your Pay Frequencies before starting the new tax year. Start the New Tax Year 103. Please ensure that you are in PayrollSE version 5.20a before starting the new tax year so that the new parameters for 2015/16 can be applied. 104. To start the Year End procedure, go to Period End >> Year End. Select Start new Tax Year in the list. Click on the green tick to start the process. 105. You will be prompted to ensure you have printed all Year End reports and Updated the Nominal ledger (if required) before continuing. This includes the CMEC Schedule (if required). When you are sure that you have printed all necessary reports, click Yes to continue. 28

106. You will be asked if you are sure you want to start the new tax year 2015/16. Click Yes to continue. 107. You will be prompted to ensure you have a backup before processing the year end. Click Yes to continue. 108. If you have any employees who left six or more years ago, you will receive an opportunity to delete these records on bulk. Click Yes to delete these records or No to keep them. 109. The Year End process will start. The year end process will take longer for larger datafiles. 110. You will be asked if you wish to delete Statutory Tables no longer valid. It is advisable to keep these for your records. Click No to continue. 29

111. You will also be asked if you wish to delete P11D details no longer needed. It is advisable to keep these P11D details for your records. Click No to continue. 112. When the Year End process is complete you will receive a message to this effect. Click OK and close the Year End box. 113. Your data should now be in the tax year 2015/16. To check this go to System Control >> Company Details, and check the Current Tax Year. Backup 114. Take a backup of your data and name it Tax Year 2015_16 Pre Tax Code Update. Update Employee Tax Codes 115. 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 email. You can also update your employee s codes in bulk, 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 2014/15 please assign these before processing the Bulk Update routine. This will ensure that the tax codes carried forward are up to date. Step 129 details the download process. Any changes relevant to 2015/16 should be made after the Bulk Update process. Bulk Update Employee Tax Codes 116. The Personal Allowance for 2015/16 has increased from 1000L to 1060L, therefore increasing by 60 points. The tax codes can be increased by using the Bulk Update feature but this will only affect tax codes with the suffix L. HMRC will advise if any other tax code types need to be updated on an individual basis. 30

117. To update your employees in bulk go to System Control >> Tables >> Bulk Update 118. A screen will appear allowing you to increase the tax codes as required. You should only use the Bulk Update to change a tax code ending in the suffix L. To increase these enter 60 in the Change box, next to Tax Code Suffix L. Select the Printer icon then click on the green tick to continue. 119. If you selected the printer icon as advised, you will have received a print out of the Bulk Update of Tax Codes Report, for 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. If you printed this to screen, print it to the printer and close the report to continue. 31

120. The system will prompt you to ensure that you want to update all applicable tax codes as shown on the report, and advise that this routine should only be run once per employee. Click on Yes to proceed 121. Prompt will appear to ensure you have a backup of your data before proceeding. Click Yes to continue Bulk Update Success 122. If the update was successful you will receive a message to confirm that the tax code updates are complete. You will be able to see the new tax codes when you refresh your employee list, and will need to process the employee s pay to take account of the new codes. Click OK to complete the update and close the Bulk Update screen. Bulk Update Error 123. If you have selected employees who do not have the suffix L, or have already updated the employees tax codes once this year, the system will prevent you from updating the codes and you will receive this message 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. Click OK to continue. 32

Clearing the update flags 124. Please skip to step 129 unless this is a necessary requirement. If you need to change the tax codes in bulk again for any reason, you will need to clear the update flags (you can also update the employee codes manually in the employee record, should you need to). This routine will clear the flags for All employees. To clear the flags, go to Utilities >> Clear Employee Bulk Update Flags. 125. You will receive a warning message stating the circumstances in which this is normally used, and to make sure you wish to continue. 126. You will be prompted to ensure you have a backup. Click Yes to continue. 127. Once complete you will receive a message advising you that the flags have been cleared. Click OK to continue. 128. Follow steps 116-121 to apply the Bulk Update again, as required. Print the report to ensure the tax codes have updated correctly before confirming. 33

P9 Tax Coding Notices 129. 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 140. 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 2015/16 at this point. Downloading P9 Notices 130. To download your P9 Tax Coding Notices go to HMRC Communications >> Receive Messages >> Start Message Viewer, then click on the P9 tab. Credentials Error 131. If your credentials are incorrect or not set up for this service you may receive an error. You may need to check that your Company Details are correct or else contact HMRC. 132. 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 Since and pick a specific date from the calendar on the dropdown menu. This will be the date the notice was received from HMRC. 34

133. Once you have selected the relevant option, click on Retrieve and a list of the notices available will appear. 134. 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. 135. Once you are sure that the notices to be downloaded are correct, click on Save All. This will save the messages to the Downloads folder, located in the Payroll Messages folder where the Payroll is installed. Updating P9 Notices 136. To view and update the P9 Tax Coding Notices that you have downloaded, go to HMRC Communications >> Receive Messages >> P9 Tax Coding Notices. 35

137. You will see a list of the downloaded notices containing a narrative of the changes to be made. You will need to select an option for the changes that you wish to update: Do Nothing this will leave the notice in the list, unprocessed. Process this will update the change to the employee record please ensure that the change is correct before processing. Delete this will delete the notice from the list. 138. 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. 139. Once you have set the process flags as appropriate, select the Printer icon to print the list and click on the green tick, at the top, to process these changes. 140. You will then be asked if you wish to remove records that have been successfully processed. It is advisable to click Yes so that the changes are not processed incorrectly at a later date. The changes will then be applied to the employee records. 141. 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. You will need to process the employees pay for the change of tax code to take effect. Backup 142. Take a backup of your data and name it Tax Year 2015_16 Pre Period 1. 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. 36

Holiday Year End 143. If your holiday year coincides with the tax year, you can run a Holiday Year End from Period End >> Holiday Year End. If it does not coincide, please skip to step 148 and run this later, at the required time. 144. Select the option to Reset to Default or Carry Forward Current, as required. This will update the employee s Current Entitlement on their employee record. Reset to default will take the Annual Holiday Entitlement set for each employee 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. 37

145. When you click on the green tick to continue, you will receive a prompt asking if you are sure you want to start a new Holiday year, which is slightly different depending on which option you have chosen. Click Yes to continue. Reset to Default: Carry Forward Current: 146. The system will prompt you to ensure you have a backup before proceeding. Click Yes to continue. 147. You will then be asked if you want to advance the holiday year start date. This means that your holiday year will be changed from 2014 to 2015. The only reason to select No would be if you are changing your holiday year start date to a different month in the same tax year. Click Yes to continue. 148. When the Holiday Year End is complete you will be sent back to the Holiday Year End screen. Close the screen. Your Holiday year has now been advanced and can be checked by going to System Control >> Defaults >> SSP and Holidays. 38

Backup 149. Take a backup and name it Tax Year 2015_16 Post Holiday Year End Check New Parameters 150. 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. 151. Go to System Control >> Tables and select the tables you wish to check a screenshot of each set of tables is shown in the following steps. PAYE 152. PAYE Parameters 39

NIC 153. NIC Parameters Weekly 154. NIC Parameters Monthly 40

155. NIC Parameters Annual SSP / SMP 156. SSP and SMP Parameters Auto Enrolment 157. Auto Enrolment Pension Parameters (Note these will only apply after your Auto Enrolment Staging Date has passed) 41

158. If you are working with Multiple Datafiles please ensure that the year end checklist is completed for each datafile, submitting a Final FPS from your last datafile only. Congratulations! Your Year End is now complete. Your data is now ready to start period 1 of the new tax year 2015/16. Notices Abolition of Employer s NI for Under 21 s From 6 th April 2015 employers will no longer have to pay Class 1 secondary National Insurance contributions on earnings up to the Upper Secondary Threshold (UST), for employees between 16 and 21. Based on the age and circumstances of the employee, it is the employer s responsibility to ensure the correct category letter has been applied, selecting from one of the following NI categories. Please note that the Mariners NI letters are not provided in PayrollSE. M Not contracted-out standard rate Z Not contracted-out deferred rate I Contracted-out salary related standard rate K Contracted-out salary related deferred rate During the Year End process, PayrollSE will automatically check the employees age and current NI letter and will update this as appropriate. For instance, an employee on letter A Not contracted-out standard rate, who is between 16 and 21 will have their NI letter changed to letter M Not contracted-out standard rate (Under 21). Following this, PayrollSE will notify you when an employee s NI letter is due to be changed so that you can amend this as appropriate. Shared Parental Pay Nominal Codes If you use the Update to Nominal feature and intend to use Shared Parental Pay (ShPP) you may wish to change the default nominal codes that have been set for the ShPP system paytype. As a default the ShPP nominal codes have been set to use the same codes as the default Statutory Maternity Pay, which are 3400, 3410 and 3420. These can be amended in the following locations: System Control >> Defaults >> Nominal Codes >> SSP/Parental Records >> Department >> SSP/Parental Records >> Paytypes >> System Paytypes >> ShPP Paytype record 42

FAQ Q: I have multiple datafiles, and have submitted a Final FPS from one datafile before submitting a normal FPS for another datafile, what do I do? A: In the datafile 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 Payroll 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: Email: http://www.theaccessgroup.com/support/call-management-centre.aspx Support.Payroll@theaccessgroup.com Telephone: 0845 337 4821 If you require further assistance with your Year End you can contact Access for Remote Year End consultancy, which is a chargeable service. Please click on the link for further information: http://www.theaccessgroup.com/support/_payroll/payroll-option---remote-upgrade.aspx There are also training course that you can attend prior to your year end. Please click on the link below for further information these should be booked in advance: http://www.theaccessgroup.com/support/access-training-services.aspx For more information, links and documents please visit our website. http://www.theaccessgroup.com/support/payroll.aspx 43