year end guide 2014/2015
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1 Payroll year end guide 2014/2015 Sage One Payroll
2 Contents Welcome to your guide to payroll year end 2014/ Part 1 - Prepare for your year end Check your Government Gateway account Check if you have an extra pay run Process your leavers Process your final pay run for 2014/ Part 2 - Run your year end Review your employees' P11 values Submit the final employer payment summary (EPS) Produce your P60s 11 Part 3 - Starting the new tax year Update NI categories for employees' under the age of Update your employees' tax codes Claiming employment allowance Claiming small employers' relief Earlier year update (EYU) Legislation changes for 2015/
3 Welcome to your guide to payroll year end 2014/2015 This guide takes you through the payroll year end process in three easy to follow parts: 1. Prepare for your year end. 2. Run your year end. 3. Starting the new tax year. Payroll year end and key dates Although processing your year end in Sage One Payroll is quick and simple, there are some key dates you need to be aware of. 5 April The last day of the 2014/2015 tax year. 6 April The first day of the new tax year. 19 April Deadline for final submissions of 2014/2015 tax year, including your end of year declarations. 20 April From this date, you can submit an earlier year update (EYU) to HMRC to notify them of corrections to the 2014/2015 tax year. 31 May You must provide all employees still working with you on 5 April 2015, with a P60 by this date. Get more information this year end To make this payroll year end easier than ever, you can find further help and support, including quick videos at: To process from 6 April 2015 before you run year end With Sage One Payroll, you can process in the new tax year before you run your year end. Before you do this however, you must: Process your employees' final pay run in 2014/2015 and submit your full payment submission (FPS). and if required, submit your employer payment summary (EPS). Update national insurance (NI) categories for an employees under 21 years old. 2
4 Update your employees' tax codes for 2015/2016. Remember to make your final submission of the tax year by 19 April For more information, please proceed to Part 3 - Starting the new tax year. 3
5 Part 1 - Prepare for your year end To ensure your year end runs smoothly, there are a few important things you need to do before processing your year end. 1.1 Check your Government Gateway account Before you submit any information to HMRC you must register for a Government Gateway account and enrol for the PAYE for Employers service.if you already have an account, you should check it s still active. If you re not registered, or if your status is inactive, HMRC will reject your submissions. To register for an account 1. Visit > click the relevant register option > Register. 2. Enter your name, address and password > Submit. 3. Make a note of your user ID, you can print this if required. Keep your password and user ID safe. You need to enter these each time you log into the Government Gateway and when you submit online. 4. Select the I have made a note of my User ID check box > Continue. 5. Select PAYE for Employers > Continue > to complete your registration, follow the onscreen instructions. Once you ve registered, HMRC will send you an activation code. This can take up to seven days and you must activate it within 28 days. If you don t, you ll need to register again. Once you ve activated your account, you can submit online. If you need further help please contact HMRC, Online Services helpdesk on To check your account 1. Visit > Enter the Government Gateway. 2. Enter your user ID and password > Log in. 3. Manage Services > make sure you re registered for the PAYE for Employers service. 4. Check your tax office number and reference are correct and your status is active. 4
6 1.2 Check if you have an extra pay run Monthly paid employees never have an extra pay run. If you pay all of your employees monthly, please proceed to 1.3 Process your leavers. If you pay your employees weekly, two weekly or four weekly and your normal pay date falls on Sunday 5 April, you have an extra pay run at the end of the tax year. The extra pay run is commonly known as week 53. This is because the number of days in the tax year doesn t divide into a whole number of tax weeks. If your normal pay day falls on any other day of the week, then you don t have an extra pay run and should not process on Sunday 5 April To check if you have an extra pay run 1. Settings > Payroll Settings. 2. Calendar Settings > View Pay Calendar. Extra pay runs appear as follows: Weekly payroll Week 53 Two weekly payroll 2-Week 27 Four weekly payroll 4-Week 14 If you have an extra pay run, you don't need to do anything differently. Simply process this as normal, just as you would any other pay run. How tax calculates in an extra pay run To comply with government legislation, tax calculates using a week 1 / month 1 free pay allowance and ignores previous pay and tax and automatically calculates on a non-cumulative basis. Non-cumulative means that the employee s year to date pay and tax totals are not used. Tax is calculated as if it's the first pay run of the tax year. This ensures the employee does not receive any extra tax-free allowances. 5
7 How national insurance (NI) calculates in an extra pay run For employees, NI calculates as in any other pay run, using the weekly, two weekly or four weekly thresholds, as appropriate. For directors using the calculate NI per pay run method, their NI recalculates cumulatively in the extra pay run using the annual thresholds. For directors that use the calculate NI cumulatively method, their NI in the extra pay run calculates cumulatively as in any other pay run. 1.3 Process your leavers Before you process your final pay run, you need to enter the last working day for any employees who have left your employment during this period. 1. Employees > click the cross button next to the relevant employee. 2. Enter the employee's last working day > Save. For more information about processing leavers, please visit, Process your final pay run for 2014/2015 To ensure that all of your end of year values are correct, you should process any advanced holiday pay, if necessary, and complete your final pay run in the 2014/2015 tax year. For more information on advanced holiday pay, please visit, If you process more than one pay cycle, for example, weekly and monthly, make sure that you complete the last pay run of the tax year for each pay cycle. You must submit your full payment submission (FPS) for the last pay run, record your P32 payment to HMRC, and if necessary submit an employer payment summary (EPS) as normal. To send the FPS 1. From the Confirm Pay stage of a pay run > click Complete Pay Run. 2. Check or enter you company details and Government Gateway credentials are correct. If you ve entered them before and chose to save them, to check your credentials, clear the Use saved HMRC login check box. 6
8 3. If you're submitting your FPS late, select the relevant reason. 4. Confirm > Submit the FPS. To send an EPS If you re reducing your liability to HMRC, you need to submit an EPS after you process your final payroll. You can do this when you record your payment to HMRC. 1. Summary > Record Payment / EPS. 2. Complete the wizard as required > Submit. For more information on processing pay, please visit, If you have any outstanding or failed submissions for the 2014/2015 tax year, these appear in the HMRC section on the Summary tab. For more information about submission errors, please visit, Preparation checklist Step I've checked my Government Gateway account. I've checked for an extra pay run. I've entered the last working day for any employees who left in this period. I've processed any advanced holiday pay and my final pay run. I've submitted the FPS. If applicable, I've submitted the monthly or quarterly EPS Completed? Yes/No Congratulations. You've now finished your processing for the 2014/2015 tax year and are ready to process your year end. 7
9 Part 2 - Run your year end You can process your year end in Sage One Payroll in just three simple steps. 2.1 Review your employees' P11 values You must review your employees' pay to make sure the information you submit to HMRC is correct. You can do this using the P11 reports. Each employee has two P11 reports, one for PAYE and one for NI. You don t submit these reports to HMRC, however, you must keep them for at least three years in case of an HMRC inspection. The P11 reports show the following information: P11 Deductions Working Sheet (PAYE Details) Employee s taxable pay Deductions of tax for each completed pay period Previous tax codes P11 Deductions Working Sheet (NIC Details) Earnings in specific bands Total employee and employer NI contributions Employee only NI contributions Statutory payments Student loans Any changes to your employee s NI category To produce your P11 reports 1. Year End tab > Tax year to report on > 2014/ Review Employee Pay (P11) > View P11 for all employees. You should now check the values are correct and there are no missing pay runs or incorrect payment values. If you find mistakes, you must correct these before continuing then check the reports again. 8
10 Once you re happy they re correct from the Year End tab, select the Employee Pay has been reviewed check box. For more information about correcting pay, please visit, Submit the final employer payment summary (EPS) You must submit your end of year declarations to HMRC by 19 April Your year end EPS submission includes your end of year declarations to HMRC and if applicable, the date that your business ceased trading. 1. Year End tab > Tax year to report on > 2014/ Submit EPS > answer the questions by choosing Yes or No. Did you make any 'free of tax' payments to an employee? In other words, did you bear any of the tax yourself rather than deduct it from the employee? As far as you know, did anyone else pay expenses, or in any way provide vouchers or benefits to any of your employees while they were employed by you during the year? Did anyone employed by a person or company outside the UK work for you in the UK for 30 or more days in a row? Have you paid any of an employee's pay to someone other than the employee, Typical examples of free-of-tax payments are where you: Guarantee an employee a fixed take-home pay amount. Make a cash-in-hand payment to an employee. If any employees received incentives or benefits provided by another business, such as health insurance, choose Yes If anyone employed by another person or company outside the UK worked for you in the UK for 30 consecutive days or more and haven t included them in any online submission to HMRC during the tax year, choose Yes. If you paid part of an employee s pay directly to someone else, choose Yes. For example, if you made a payment of school fees direct to a school 9
11 for example, to a school? Are you a service company? for an employee s child. A service company is a business that provides services to third parties. This includes limited companies, limited-liability partnerships and partnerships. It doesn t include Sole traders.companies, limited-liability partnerships and partnerships. Sole traders are not included. Tip: For more information about each question, click the help option to the right of it. If you need further help about what to answer, you must speak to HMRC. 3. Choose whether P11D forms are due or not. 4. If your company has ceased trading in the tax year, select the ceased trading check box and enter the cessation date. 5. Next > check the following year to date values are correct: Amount of CIS Deductions suffered Total Recovery & Compensation for Statutory Payments If your company is a limited company and you entered CIS deductions suffered on your monthly or quarterly EPS submissions, the total appears here. The value reduces your overall tax liability. If you paid statutory payments to your employees, the amount you claimed plus any compensation appears here, including: Statutory maternity pay (SMP) Statutory Adoption Pay (SAP) Ordinary Statutory Paternity Pay (OSPP) Additional Statutory Paternity Pay (ASPP) 6. Next > check your company details and Government Gateway credentials. 7. Click Submit. The most common reason for a submission failing is because of incorrect credentials. If the use saved check box is selected, clear this and check your details are correct. The Year End tab shows if the final EPS submission is successful or if it fails. 10
12 If it's successful, you can now produce the P60s. If it fails, you must correct the error then follow these steps again. For more information about submission errors, please visit, You can't submit forms P11D and P11D(b) from Sage One Payroll, but you can submit them from Sage 50 P11D. If you don't have Sage 50 P11D, for more information, please visit Produce your P60s You must provide a P60 to all employees still employed by you on 5 April by 31 May With Sage One Payroll, you don t need any P60 stationery. You can simply create a PDF, which you can then print or to your employees. To produce your P60s 1. Year End tab > Tax year to report on > 2014/ Print P60 Certificates. Depending on your Internet browser the P60s open in a new window or tab and you can choose to print or save them from your browser file menu. 11
13 Year end checklist Step I've checked my employees' pay is correct on the P11 reports. I've answered the end of year declaration questions and successfully submitted the final EPS. I've produced P60s for all relevant employees. Completed? Yes/No Congratulations. You've processed your year end for the 2014/2015 tax year and can now get ready for the new tax year. 12
14 Part 3 - Starting the new tax year The new tax year starts on 6 April Before you start processing in this tax year, there are a few things you must do. If you're starting the new tax year before running your year end, remember you must submit your end of year declarations to HMRC by 19 April Update NI categories for employees' under the age of 21 From 6 April 2015 every employer with employees under the age of 21 will no longer be required to pay Class 1 secondary NI contributions (NICs ) on earnings up to the upper earning limit (UEL), for those employees. If you have any employees under the age 21, those on category A change to M and those on J change to Z. A warning message appears when you process your pay run for any employees whose NI category is not correct for their age. You must correct this before you can proceed by clicking on the employee in Edit Pay and changing their NI category. To update an individual employee NI category. 1. Employees tab > click the employee > Edit. 2. Change category A to M or J to Z. 3. Click Save. For further information you should visit, Update your employees' tax codes From 6 April 2015, all employees with an L suffix tax code increase by 60, for example, 1000L becomes 1060L. Also anyone with a week 1/Month 1 tax code changes to a cumulative tax code. HMRC may advise you of changes to tax codes for individual employees using form P9. Sage One Payroll automatically calculates the tax code uplift for employees on a L tax code. and prompts you to check when you process your first pay run in the new tax year. 13
15 If HMRC have sent you a P9 notice for individual employees, you must change the tax code in the relevant employee record. To update an individual employee tax code 1. Employees tab > click the employee > Edit. 2. Change the tax code in the Current Tax Details section > Save. To update all employees on L tax code suffixes 1. Process your first pay run in the new tax year. The Prepare Employee Tax Codes for Tax Year 2015/2016 window appears. 2. Check each employee in the list to make sure their new tax code is correct. 3. Click Save. You've successfully changed your employees' tax codes and can start processing in the 2015/2016 tax year. 3.3 Claiming employment allowance If you're eligible for employment allowance, you can reduce your employer Class 1 NI contributions by up to 2,000 per year. If you're unsure whether or not you're eligible, you should visit To claim employment allowance You must process all pay runs and submit your FPS returns for your first P32 reporting period before you can claim employment allowance. 1. Complete all pay runs for month one or quarter one > select Record Payment / EPS from the Summary tab. 2. From the Eligible for NI Employment Allowance drop-down list > choose Yes. The amount you need to pay to HMRC automatically reduces by the amount you can claim. 3. Enter payment date > Next. You must leave this as Yes for the full tax year. If you change it to No, HMRC thinks you re not entitled to employment allowance and you must repay any amount you ve claimed. 14
16 4. If applicable, enter any CIS deductions suffered > Next. 5. Enter your Government Gateway credentials, if they're not already saved. 6. Click Submit. You can check the allowance values on the P32 Employer Payment Record report. You can view this from Pay > click the relevant pay run > P32 Employer Payment Record. The report shows how your liability is offset by the employment allowance. You can also see how much you have left to claim from the amount carried forward. If you claim employment allowance in error If you claim employment allowance in error, some of your employer NI contributions may be offset by the allowance when they shouldn t be. If this happens, you must repay the allowance you claimed by mistake. If you have any queries on whether to repay the allowance or not, you should contact HMRC on To repay the allowance when you submit your next EPS, you should choose No from the Eligible for NI Employment Allowance drop-down list, The amount you incorrectly claimed is added to your employer liability. 3.4 Claiming small employers' relief Before you start processing in the 2015/2016 tax year, you should check if you qualify for small employers' relief. If eligible, you can claim small employers' relief on: Statutory maternity pay (SMP) Statutory paternity pay (SPP) Statutory adoption pay (SAP) Shared parental pay (ShPP) The qualifying conditions are based on the total amount of Class 1 NI contributions paid to HMRC in the appropriate tax year. For more information, you should visit To reclaim small employers' relief You must process all your pay runs and submit your FPS returns for your fist P32 reporting period before you can claim small employers' relief. 15
17 1. Complete all pay runs for month one or quarter one > select Record Payment / EPS from the Summary tab. 2. From the Eligible for small employer s relief drop-down list > choose Yes. 3. Enter payment date > Next. 4. If applicable, enter any CIS deductions suffered > Next. 5. Enter your Government Gateway credentials, if not already saved. 6. Click Submit. Processing in the new tax year - checklist Step I've updated any under 21 employees' NI categories. I've updated my employees' tax codes. If applicable, I've claimed employment allowance. If applicable, I've reclaimed small employers' relief. Completed? Yes/No 3.5 Earlier year update (EYU) If you need to make corrections to the 2014/2015 payroll after you've submitted the final FPS for the 2014/2015 tax year, you must report these corrections to HMRC using the earlier year update (EYU) submission. From 20 April 2015, HMRC accepts EYU submissions for corrections to 2014/2015 payroll. For further information about EYU submissions, please visit, Legislation changes for 2015/2016 Sage One Payroll complies with all legislation changes introduced for the 2015/2016 tax year. You don't need do anything to stay up to date, all the relevant software changes are made automatically. For further information about the legislation changes, please visit, 16
18 17 Sage One Payroll year end guide
19 Sage One Payroll
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