Capital Gold Payroll (4.00) Checklists Guide 2014-15 year end & 2015-16 tax year
Capital Gold Payroll (4.00) Checklists Guide: 2014-15 year end & 2015-16 tax year Copyright Pegasus Software, 2015 Guide published by: Pegasus Software Orion House Orion Way Kettering Northamptonshire NN15 6PE www.pegasus.co.uk All rights reserved. No part of this manual or any accompanying programs may be copied, sold, loaned or in any way disposed of by way of trade or for any kind of profit or incentive without the express permission of Pegasus Software in writing, or as specified in the licence agreement which accompanies this manual and associated programs. Whilst Pegasus Software takes reasonable steps to ensure that the contents of this manual are up to date, and correctly describe the functioning of the programs, neither Pegasus Software nor any of its Partners give any warranty that the manual is error free, nor that the programs will perform all functions stated in the manual. Pegasus Software has a policy of continual improvement of its software and accordingly this manual may describe features which are no longer available in the current release of the software available to customers, or which are proposed for a future release of the software. Under no circumstances will Pegasus Software or any of its Partners have any liability to any customer arising out of any error, omission or inaccuracy in this manual. All trademarks are acknowledged
Contents Introduction... 3 Target Audience ---------------------------------------------------------------------------------------------------- 3 Installation and Upgrade Instructions ------------------------------------------------------------------------- 3 F1 Help --------------------------------------------------------------------------------------------------------------- 3 STEP 1: Upgrading Capital Gold Payroll... 4 Before Upgrading the Software --------------------------------------------------------------------------------- 4 Upgrading the Software ------------------------------------------------------------------------------------------ 4 After Upgrading the Software ----------------------------------------------------------------------------------- 5 STEP 2: Completing the Tax Year-End... 6 Before Completing the Year-End------------------------------------------------------------------------------- 6 Completing the Year-End ---------------------------------------------------------------------------------------- 6 STEP 3: Starting the New Tax Year... 7 Running the Year-end and Checking Details & Options -------------------------------------------------- 7 Pensions Auto Enrolment... 8 Your Staging Date for Auto Enrolment ------------------------------------------------------------------------ 8 Page 2
Introduction This guide is designed to help you understand the steps to upgrade your Capital Gold Payroll, complete the year-end and start the 2015-16 tax year. You must follow these steps for each company in Capital Gold Payroll. The guide is designed to be read on-screen or printed. Make sure that you follow the instructions carefully. Other companion guides are available with this guide: Guide Legislative changes Auto Enrolment Description A guide to help you understand the legislation for this year s payroll upgrade for the 2014-15 year-end and start the new 2015-16 tax year. Other useful sources of information are also provided at the end of the guide. A guide provides an introduction to auto enrolment and describes the steps to set up Capital Gold Payroll for auto enrolment and send submission files to the pension provider. Target Audience This guide is provided for both Pegasus partners and Capital Gold Payroll customers. The guide assumes you have relevant knowledge of Capital Gold Payroll and understand existing HMRC requirements of employers. Installation and Upgrade Instructions Checklists to upgrade the software installations are provided in this guide. Full instructions for installing and upgrading Capital Gold Payroll are included in the Installation Guide. You may need to refer to that guide when installing the product if you are unfamiliar with the installations. It is included on the Capital Gold Payroll CD. Note: The system requirements to run Capital Gold Payroll are also included in the Installation Guide. F1 Help The F1 Help in Capital Gold Payroll has also been updated. This can be accessed via the Help Menu Capital Gold Payroll Help or by using the F1 button. The help includes sections that describe the software changes in this release and to set up auto enrolment. Page 3
STEP 1: Upgrading Capital Gold Payroll Note: This checklist details the suggested steps for this process. Please amend as necessary for local requirements. This section includes the steps required to upgrade to Capital Gold Payroll (4.00) before completing the year end tasks. THE SOFTWARE CAN BE INSTALLED IN ANY PAY PERIOD BEFORE THE END OF THE 2014-15 TAX YEAR. HOWEVER, IT MUST BE INSTALLED BEFORE PROCESSING THE YEAR END. Before Upgrading the Software 1. Capital Gold payroll (3.97 or later) should already be installed before upgrading. Use the Help - About Capital Gold Payroll menu in Capital Gold Payroll to check the version number. 2. Backup the Capital Gold Payroll data files using the File - Back-up & Restore - Back-up Company Data command. It is advisable to back up your data to a new folder so that it does not overwrite an existing backup. In the Backup to box, first remove the text that is displayed. Then enter the drive letter and a new folder name for the current pay period, for example C:\March2015_A. 3. Carry out the software upgrade after a full payroll cycle and before starting any further processing. That is, having used the Payroll - Do/Redo Payroll command for each company. 4. Close Capital Gold Payroll before starting the upgrade. Upgrading the Software 5. Install the software before processing starts in the new pay period. Insert the Capital Gold Payroll CD into the computer. The Launch menu is displayed when the CD is inserted into the computer or when Launch.exe is run from the Capital Gold CD. 6. Familiarise yourself with the legislation that affects this release by clicking the Print Legislation Guide link. Click Print Readme to see a summary of the software changes. If necessary also click the Print Pension Auto Enrolment Guide for details of Auto Enrolment and how to set it up in Capital Gold Payroll. Note: A portfolio PDF that includes both guides for this release is available in the Docs folder on the Capital Gold Payroll CD. Details of Product Changes are included in the Help - Capital Gold Payroll Help menu. 7. Click Install Capital Gold Payroll to upgrade the product. Follow the instructions on the screen to complete the upgrade. Page 4
After Upgrading the Software 8. Log in to Capital Gold Payroll and choose Help - About Capital Gold Payroll. Under Licence Details the text Latest Tax & NI Rates Correct at April 2015 (Not Using) should be displayed. If the Latest Tax & NI Rates Correct at April 2015 (Not Using) caption is not shown, the upgrade was not successful. Check that you have upgraded the program in the correct folder and try again. If this is still not successful, contact your support provider for advice. Note: The caption (Not Using) will disappear in the new tax year. Page 5
STEP 2: Completing the Tax Year-End Note: This checklist details the suggested steps for this process. These steps should be completed in addition to normal pay period processes. Here is a reminder of the tasks to carry out at the end of the 2014-15 tax year, for each of the Capital Gold Payroll companies. The following procedure applies only when the current period is the last period in the tax year. You must repeat the steps for each company on your payroll. COMPLETE THE YEAR-END AFTER THE PAYROLL CYCLE FOR THE LAST PAY PERIOD IN THE TAX YEAR. THAT IS, AFTER USING PAYROLL - DO/REDO PAYROLL. Important - Real Time Information Submissions: To answer the end of year questions and declarations and inform HMRC that no further submissions will be sent for the 2014-15 tax year you must tick either of the following boxes of the Full Payment Submission (FPS) or Employer Payment Summary (EPS) screens: - Final Submission for Year box on the last FPS for the tax year or - Final Employer Payment Summary for Tax Year box on the last EPS. Before Completing the Year-End 1. Before completing the year end, backup the Capital Gold Payroll data files using the File - Back-up & Restore - Back-up Company Data command. It is advisable to back up your data to a new folder so that it does not overwrite an existing backup. In the Backup to box, first remove the text that is displayed. Then enter the drive letter and a new folder name for the current pay period, for example C:\March2015_B. Completing the Year-End 2. Install the P35 Summary report. Select the Reports - Library Selection - Summaries command and double-click the P35 Summary report. Then close the form. 3. Select the Reports - Year to-date Summary command: i. Print the P35 Summary report. ii. Print the Year to Date Summaries report for the entire payroll. This prints a substitute for the official P35 CS form and a year-end summary for the company that you can use for a file-copy. 4. Select the Reports - Library Selection - Miscellaneous command to select the required P60 (End of Year Certificate) from the library. Double-click to select either: P60 HMRC Laser Single Sheet OR Pegasus Pre-Printed Laser P60 (Sealed). Note: Please see the Help file for the stationery codes and descriptions of each report design by going to Help menu and selecting Capital Gold Payroll Help. Then select Payroll Upgrade 2015 from the contents pane. 5. Select the Reports - Year-end Forms command to print a P60 for each employee. Make sure your printer is loaded with the P60 stationery for the 2014-15 tax year. Note: A P60 will not be printed for employees who left during the tax year. Page 6
STEP 3: Starting the New Tax Year Note: This checklist details the suggested steps for this process. Please amend as necessary for local requirements. Before using Capital Gold Payroll (4.00) in the 2015-16 tax year, the information for the old tax year for each company on the payroll needs to be cleared. Here is a list of tasks to start the new tax year in Capital Gold Payroll. Running the Year-end and Checking Details & Options 1. Backup the Capital Gold Payroll data files using the File - Back-up & Restore - Back-up Company Data command. 2. Select the Company - Year-end Restart command. To confirm you want to continue, read the messages on the screen and click either Yes or No to the prompts. Note: A data backup is copied automatically to a folder called LastYear in the main Capital Gold Payroll folder, which by default is c:\pegasus\gold Payroll\ LastYear. 3. On the Year-end Restart form, click to select the to-date totals to clear down in the column to the right of the Pay Rate and Payment & Deduction descriptions. Many are already selected by default. Click again to reverse the selection if necessary. Then click OK. 4. If Capital Gold Payroll Plus Pack is activated, clear the year s history records if required. On the next Year-end Restart form select the drop-down lists to delete the year s history records for pay history, diary entries, and costing records. Then click OK. 5. Click OK to confirm the new tax year. Any employees with an L prefix tax code are now automatically updated with the new codes for the 2015-16 tax year. 6. After the Year-end Restart has finished you may need to review and amend employee details. For example, changes to an individual s tax or NI code or company director status must be made in Capital Gold Payroll to the employee records. Employees may need to be amended if new tax code notifications have been received on PAYE Coding Notices. These changes must be applied before you process your first payroll period. New employees starting at the beginning of the new tax year must have new records set up before the first payroll period is processed. 7. Update your Company Options screen for the NICs Employment Allowance and Small Employer Relief. Check with HMRC if necessary to ensure that you can claim these. On the Company tab, select: The Small Employers Relief box The Employment Allowance box. Tips: 1. You can check the availability of the Government Gateway using the Online Services Gateway Availability menu item. Select the Pay As You Earn (PAYE) link. 2. Use the Capital Gold Payroll F1 Help for assistance. Page 7
Pensions Auto Enrolment The pension s auto enrolment feature will require a new activation which is available to purchase on an annual basis. Contact either Pegasus Software or your Pegasus partner when you need to activate the auto enrolment feature. The Pensions Act 2008 introduced a requirement for employers to automatically enrol any eligible jobholders working for them into a workplace pension scheme that meets certain requirements, and also to pay a minimum employer contribution. This means that you will have to enrol your employees into a pension scheme and pay into that scheme - referred to as auto enrolment. Your Staging Date for Auto Enrolment Your staging date is when your automatic enrolment duties first come into force. This date varies according to the number of people that you employ. You will then gradually be brought on board (from the largest to the smallest) until approximately 2017 by which time all employers will be operating under the new legislation. For example: Employers with 250 or more persons in their largest PAYE scheme will be staged between October 2012 and February 2014. Employers with 50 to 249 persons in their largest PAYE scheme will be staged between 1 April 2014 and 1 April 2015. Employers with fewer than 50 persons in their largest PAYE scheme will be staged between 1 June 2015 and 1 April 2017. Tip: You can find your staging date by entering your PAYE reference on The Pensions Regulator website at http://www.thepensionsregulator.gov.uk/employers/tools/staging-date.aspx. End of Guide Page 8