MYOB End of Year Payroll Guide 2008/09

Transcription

1 If you re using MYOB s integrated Payroll, you must Start a New Payroll Year before you can process pays for the new payroll year starting 6 April Completing the tasks in this guide will ensure that this process is successful and accurate. Note: We encourage all clients to visit mamut.co.uk/myob/help and make use of the Mamut/MYOB Online Support Centre as the primary resource for the latest advice, troubleshooting information and news. These pages are updated daily and aim to provide an efficient method of resolving any issues you may have. IMPORTANT! The pre-year end preparation of 2008/09 P60 s, online filing of P14/P35 s and the Start New Payroll Year procedure must be performed using MYOB Accounting Plus v17 (2008) or MYOB AccountEdge Plus v8 (2008) only. Do not install the new 2009 MYOB Accounting Plus v18 or MYOB AccountEdge Plus v9 until you have completed the Start New Payroll Year process into the year 2009/10. What if I m not yet ready to perform online filing but I do want to run pays for the new year? Part of the Start New Year process removes all 2008/09 employee payment records in order for the new year to begin afresh. As a consequence, pre-year end tasks such as printing P60 s and online filing of P35 s and P14 s cannot be completed in a post year end file. Some clients find that they need to run pays dated 6 April 2009 onwards but are not yet ready to complete the year end and filing process for 2008/09. After all, HMRC allows you to perform your e-filing tasks up to and including 19 May. If this affects you: Apple Mac clients please turn to Appendix A - Making a pre-year end copy of your payroll company file on a Mac, at the end of this guide. Windows clients please turn to Appendix B - Making a pre-year end copy of your payroll company file on a PC, at the end of this guide. How to use this MYOB End of Year Payroll Guide We recommend you follow this guide through from start to finish in order: 1. Section 1 Preparing your file for year end reporting. 2. Section 2 Print P60 and submit P14/P35 forms (online e-filing). 3. Section 3 Starting the new payroll year for 2009/10. However, clients wishing to perform the year end first and carry out pre-year end reporting and online filing later (see What if I m not yet ready to perform e-filing but I do want to run pays for the new year? above) should take the following steps: 1. Appendix A (Mac) or Appendix B (Windows) Making a pre-year end copy of your payroll 2008/09 company file. 2. Section 3 Starting the new payroll year for 2009/10. Then, at your leisure (but before 19 May) 3. Section 1 Preparing your file for year end activities. 4. Section 2 Preparing P35 and P14/P60 forms for online filing. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 1 of 23

2 Section 1 Preparing your file for year end activities This section of the guide shows you how to prepare your payroll file for 2008/09 end of year activities. 1. Finish all Current Payroll Periods. Complete the last paycheque of the payroll year ending 5 April 2009 for all employees. If one or more current employee has been intentionally unpaid in the final period, please refer to Appendix C Missing Paycheques at the end of this document. 2. Prepare Employee Cards. Ensure all employees have an NI number; this is entered in the Employee Card. From the Card List select your Employee then select the Payroll Details tab and then select Taxes. If you have not been supplied an NI number, contact HMRC for advice on which number to use. 3. End of year Payroll Reconciliation From the main MYOB Payroll Command Centre, click Reports. The Index to Reports will appear. From the index, print the following as a minimum: The normal monthly payroll reports such as P32 and P11's Payroll Register [Summary] report Shows the pay history of your employees Payroll Activity [Summary] report Shows the paycheque amounts recorded. Note that this report does not include any manual adjustments (for example, opening pay history balances) that were entered in the Payroll Details tab of the Employee Card Information window. Review these reports to spot potential issues or concerns. Look for figures that seem out of the ordinary or unexpected. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 2 of 23

3 NOTE: During the course of the payroll year, if you have solely used the Process Payroll feature within MYOB Payroll, your Payroll Activity report and Register report will balance. However, if you started using MYOB Payroll to calculate pays mid-year and updated the pay histories in each employee card then your Payroll Register report will differ to the Payroll Activity report. Take this into account when commencing the following procedures. If you are using MYOB to print your P14's/P60 and have started Payroll Mid-Year with opening history, you'll also need to edit your P14's/P60 and P35 to take this into consideration. For more information on how P14 s/p60 s can be edited and modified to correctly print these amounts, see Section 2 - Print P60 s and Submit P14/P35 Forms below. i) Reconcile Inland Revenue Payments Once you have recorded the final payments for the tax year you should determine the value of PAYE and NI due and payable for the current period. You should then reconcile your year to date PAYE and NI figures. This is to check that you have paid the full amount of PAYE and NI that was collected during the payroll year. Refer to your payments made to the HMRC, total all the payments that have been made. This information can be obtained from the yellow payment book you complete to accompany your payment to the Inland Revenue. Total Payments Made to Inland Revenue Total on Activity/Register Report Variance NIL Should the MYOB payroll reports state a different annual tax figure than shown when you total your payment records, you then need to reconcile the PAYE and NI account on a monthly basis. E.g. check the tax paid in July and so on until you find the discrepancy. Next you need to compare the Total Gross Wages on the reports with the wages expense account. If the two figures do not match, use the Payroll summary report and the P&L statement for each month comparing the total wages for all employees in each month. ii) Reconcile P35 amounts to P11 NIC and P11 PAYE reports and P14's/P60's You should always check that your P35 amounts reported at the end of year for each employee match the amounts reported in your P11 NIC and P11 PAYE reports, and importantly to the amounts printed on your P14's/P60's. If you started MYOB payroll midway through your payroll year, see Section 2 Print P60 s and Submit P14/P35 Forms below about how P14's/P60's can be edited and modified to correctly print these amounts. Otherwise you will need to add your pre-myob NIC and PAYE amounts to MYOB's P35 reported amounts. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 3 of 23

4 Section 2 Print P60 s and Submit P14/P35 Forms (online e-filing) This section of the guide shows you how to prepare your payroll file for 2008/09 end of year e-filing. Only MYOB Accounting Plus v17 (2008) and MYOB AccountEdge Plus v8 (2008), can be used to print P60 and submit P14/P35 payroll forms for your company and employees for submission via the HMRC Online Gateway or via post. Note: Before you can e-file P14 and P35 forms, you will need to register for HMRC s PAYE Online for Employers service. To ensure you meet the filing deadline, you will need to start the registration process at least seven days prior to the 19 May. For more information on e- filing or to start the registration process, go to Note: Your MYOB product will remember information and amendments made in the following screens; you can go in and out of the following screens without fear of losing your work. 1. Click on Prepare Payroll Tax Forms from the Payroll Command Centre, as shown below. 2. The End of Year Tax Form Assistant will appear. The first window within the assistant is the Select Filing Method window, shown below. Click I want to prepare my P35 and P14/P60 forms for e-file using my MYOB software. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 4 of 23

5 3. Click Next. The Review P11 Reports window appears, shown below: 4. If you want to review the P11 payroll information used to generate your P35 forms, click Display Report next to each P11 report. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 5 of 23

6 5. Click Next. The Prepare P14 & P60 Forms window appears (shown below) with a list of your company s employees. Note: The employees listed in this window may include inactive or past employees still contained on your card list. Do not be alarmed; these employees will not be included in any e- filing submission to HMRC from your MYOB software. MYOB will only submit forms for employees who received payments in the payroll year 2008/ If you would like to examine or amend an employee s P14 details: a. Click the white zoom arrow next the employee s name. The P14 & P60 Employee Information window appears, shown below. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 6 of 23

7 b. For each P14/P60 box amount you need to amend or complete, type the value in the corresponding Amount field. All changes made will be saved. Note: To restore the employee s original default values, click the Recalc button at the bottom left of the window. c. Click OK. The Prepare P14 & P60 Forms window re-appears, shown above. d. Complete the process for each employee, if necessary. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 7 of 23

8 7. Click Next. In the Prepare P35: Part 2 windows (shown below), type your P35 information into the relevant fields. For detailed field help, click Help for this window. Click Next to continue filling in your P35, Part 2. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 8 of 23

9 8. Click Next. In the Prepare P35: Part 3 window (shown below), answer each P35 question. For detailed help, click Help for this window. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 9 of 23

10 9. Click Next. In the Prepare P35: Part 3 continued window (shown below), complete the P35 by selecting the appropriate options. For detailed help, click Help for this window. 10. Click Next. In the Prepare P35: Part 4 & 5 window (shown below), complete the P35 declaration and certification by selecting the appropriate options. For detailed help, click Help for this window. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 10 of 23

11 11. Click Next. The following information window will appear. Please read the information carefully. 12. Click OK. The Enter Company Information window appears. Specify the First Name, Last Name, Telephone and of your primary contact. Complete the tick box for Agent Information if applicable. Note: Ensure that there are no spaces before or after the information you enter into these fields. If you tick I am an agent acting on behalf of the employer, ensure that no commas are entered into the fields presented to you. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 11 of 23

12 13. Click Next. The Print Forms & Reports window appears (shown below) which will allow you to print copies of your P14s for your records and copies of P60s for your employee s records: Click the Print button to the right of Print P14s & P60 Forms; the Review P14s & P60s Before Printing window appears (shown below). Type the number of reports you want to print per employee in the Print [ ] P14/P60s per Employee field. Tick / Mark the print column to the left of the name of each employee for whom you want to print a P14/P60 form. Click Print. A standard Windows or Mac Print window will appear. Print your forms. Note: MYOB prints on 3 Part P14/P60 Portrait forms or P60 Single Sheet Portrait forms. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 12 of 23

13 Click the Advanced Filters button if you need to: Filter / restrict which employees you wish to print. Choose a different P14/P60 form layout. Customise the P14/P60 layout. Once you are happy with your customisations (if any), click OK to return to the Review P14s & P60s Before Printing (shown on previous page). Tick / Mark the print column to the left of the name of each employee for whom you want to print a P14/P60 form. Click Print. A standard Windows or Mac Print window will appear. Print your forms. Note: MYOB prints on 3 Part P14/P60 Portrait forms or P60 Single Sheet Portrait forms. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 13 of 23

14 14. Return to the Print Forms & Reports window (point 13 above). If you want to review and print the payroll information used to generate your P35 form, click Review. Print if required. 15. Click Next. The Finish window appears (shown below). 16. In the User ID and Password fields, type the User ID and Password that you received from HMRC when you registered for the PAYE Online for Employers service. Ensure there are no spaces before or after your entries into these fields. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 14 of 23

15 17. When you are satisfied the information you have provided is correct, tick / mark the declaration checkbox. If you are not satisfied, you can return to a previous window to review or change your payroll information by clicking the Back button. Note: We advise you to perform an additional backup (File> Back Up...) before submitting the payroll tax forms online; once a submission has been made only an amended submission can be performed from the file. A full re-submission will require you returning to an unsubmitted backup. Full re-submissions should only be performed if requested by HMRC. Notes about backing up: Ensure that the backup file has an easily distinguishable, unambiguous name that identifies itself as the payroll P14/P35 submission backup for the year 2008/09. For example Abc & Co P14-P35 Filing Take a note of the exact location of the backup file you create. Make at least three copies of the backup: save one on the computer, keep one in the office safe and one in an off-site safe. Speak to your computer administrator if you are unsure about how to make a backup. Remember, you can never have too many backups! 18. Ensure your computer is connected to the internet and click Submit. Your payroll tax forms will be sent online to HMRC. When the transmission is complete, a confirmation message will appear. Separately but not necessarily immediately afterwards, you should receive an from HMRC confirming your end of year submission. Submission of Amended End of Year Forms Once a successful submission has been made, taking the Prepare Payroll Tax Forms option from the Payroll Command Centre will allow you to prepare an amended submission of your end of year forms, if required. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 15 of 23

16 Section 3 How to Start a New Payroll Year For 2009/10 This section of the guide shows you how to perform the Star a New Payroll Year process. Start a New Payroll Year only when all tasks in previous sections above have been completed, or when you have made a pre-year end copy of your company file (see Appendix A and/or Appendix B Making a year end copy of your payroll company file ). MAKE A BACKUP. Backups are very important, especially when it is time to start a new financial or payroll year. Backup your company data file before you start the new payroll year. Notes about backing up: Ensure that the backup file has an easily distinguishable, unambiguous name that identifies itself as the payroll year end backup for the year 2008/09. For example Abc & Co Pay YrEnd Take a note of the exact location of the backup file you create. Make at least three copies of the backup: save one on the computer, keep one in the office safe and one in an off-site safe. Speak to your computer administrator if you are unsure about how to make a backup. Remember: you can never have too many backups! For more information about backups, go to mamut.co.uk/myob/help and search for the word backup. It is also advisable to test your backup by restoring it to a second location on your computer or network. 1. Go to the File menu at the top of your screen; choose Start a New Year and then Start a New Payroll Year. NOTE: If you receive a message about final paycheques not having been recorded, please refer to Appendex C Missing Paycheques, at the end of this guide. 2. If you haven t already created a backup file, click Backup and follow the instructions in the windows that appear. See the red italic notes above for further information. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 16 of 23

17 3. Click Continue. Read the following important information window. 4. Click Continue. Follow the instructions, which will prompt you step-by-step through the process. NOTE: Starting a New Payroll Year will: Clear the Payroll History from the employee cards for the previous year. The only way to view your 2008/09 payroll history will be to restore a backup of the company file; Allow you to enter pay cheques for the New Payroll Year 2009/10; Prevent you from printing payroll history reports for the previous year (Note that you can still print activity based payroll reports until you roll over your financial year); MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 17 of 23

18 Clear any employee entitlement balances that do not have the Carry Remaining Leave Over to Next Year preference set in the employees Entitlement Payroll Category windows. Click Continue to complete the Start New Payroll Year process. Take another backup of your company file and ensure you name it appropriately; an example might be Abc & Co Payroll Year Start Update Employee Tax Codes For the New Year The Start New Year Procedure performed earlier will not automatically adjust tax codes for individual employees. These will need to be changed in each employee card, as shown below. Note: The tax code used in the example below is for demonstration purposes only. If you are in any doubt about which tax code to use, please refer to HMRC guidelines or contact HMRC directly. Install 2009 MYOB Accounting Plus v18 or AccountEdge Plus v9 You are now ready to install the 2009 MYOB Accounting Plus v18 (Windows) or AccountEdge Plus v9 (Apple Mac). Installing your 2009 update will allow you to process pay transactions dated 6 April 2009 onwards. If you have an MYOB Support Plan, you will have automatically been sent a link via to download your 2009 MYOB product. If you have not received this or do not have an MYOB Support Plan, please contact our Customer Services team on MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 18 of 23

19 Appendix A Mac Only Making a pre-year end copy of a company file If you re using MYOB's integrated Payroll, you will need to Start a New Payroll Year before you can process pays for the new payroll year starting 6 April Part of this process removes all 2008/09 employee payment records in order for the new year to begin afresh. As a consequence, pre-year end tasks such as printing P60 s and online filing of P35 s and P14 s cannot be completed in a post year end file. However, some clients find that they need to run pays dated 6 April 2009 onwards but are not yet ready to complete the year end and filing process for 2008/09. If this affects you, we recommend that you make a pre-year end copy of your company file, which you will be able to come back to at a later date to produce your reports and filing requirements. The notes below describe in easy steps, how to make a pre-year end copy of your company file. 1. Open your company file as normal, go to the Accounts Command Centre and choose the Company Data Auditor. A window similar to below will be displayed: Take a note of the File Name and File Location, as indicated above in red. 2. Click the File Location's search button, circled blue above, to view the contents of the company file's folder. Locate your company file. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 19 of 23

20 3. Hold down the ctrl button on your keyboard, click once on your company file and choose the Duplicate option. A duplicate of your file will be created you now have two identical pre-year end files. Release the ctrl key. In steps 4 & 5 below, we ll assume we re working for a company called Abc & Co. Please amend the names as appropriate to you. 4. Rename one file to something like 'Abc & Co Pay YrEnd LIVE.myo'. This is the file on which you are going to perform the Start New Payroll Year procedure, process the new year s pays and work with on a daily basis; it is your live file. 5. Rename the other file to something like 'Abc & Co Pay YrEnd myo'. At a time of your choosing (but before 19 May!), this is the file you are going to open and use for pre-year end tasks such as printing P60 s, online filing and so on. Once these tasks have been completed, the file can remain on your computer as an easily accessible backup of your 2008/09 payroll. Please contact your computer or network administrator if you are unsure of how to complete steps 2-5. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 20 of 23

21 Appendix B Windows Only Making a pre-year end copy of a company file If you re using MYOB's integrated Payroll, you will need to Start a New Payroll Year before you can process pays for the new payroll year starting 6 April Part of this process removes all 2008/09 employee payment records in order for the new year to begin afresh. As a consequence, pre-year end tasks such as printing P60 s and online filing of P35 s and P14 s cannot be completed in a post year end file. However, some clients find that they need to run pays dated 6 April 2009 onwards but are not yet ready to complete the year end and filing process for 2008/09. If this affects you, we recommend that you make a pre-year end copy of your company file, which you will be able to come back to at a later date to produce your reports and filing requirements. The notes below describe in easy steps, how to make a pre-year end copy of your company file. 1. Open your company file as normal, go to the Accounts Command Centre and choose the Company Data Auditor. A window similar to below will be displayed: Take a note of the File Name and File Location, indicated above in red, then click Close. 2. Close your MYOB program and use My Computer (Windows XP) or Computer (Windows Vista) to navigate to and show the contents of the folder containing your company file. 3. Locate and right-click your company file with your mouse. A menu will appear; choose Copy. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 21 of 23

22 4. Hold down the Ctrl button on your keyboard and press V. A copy of your company file will be created you now have two identical pre-year end files. Release the Ctrl key. In steps 5 & 6 below, we ll assume we re working for a company called Abc & Co. Please amend the names as appropriate to you. 5. Rename one file to something like 'Abc & Co Pay YrEnd LIVE.myo'. This is the file on which you are going to perform the Start New Payroll Year procedure, process the new year s pays and work with on a daily basis; it is your live file. 6. Rename the other file to something like 'Abc & Co Pay YrEnd myo'. At a time of your choosing (but before 19 May!), this is the file you are going to open and use for pre-year end tasks such as printing P60 s, online filing and so on. Once these tasks have been completed, the file can remain on your computer as an easily accessible backup of your 2008/09 payroll. Please contact your computer or network administrator if you are unsure of how to complete steps 2-6. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 22 of 23

23 Appendix C Missing Paycheques During the Start a New Payroll Year procedure (Section 3, above) you may encounter the following message: As the message suggests, you have not yet recorded a final period payment for one or more of your employees. Take one of the following steps: Check your employee records and complete any final period payments as necessary. The message may indicate that you have simply not entered a leaving date into one or more of your former employees. To complete this procedure, open the employee card and enter the leaving date, as shown below: If a current employee was intentionally unpaid in the final period, then a temporary leaving date of 05/04/08 should be entered in the same manner shown above. This leaving date should be removed once the new payroll year has been started. MYOB End of Year Payroll Guide 2008/09 Mamut Software Limited Page 23 of 23