Difference between revisions of "Payroll end of year"

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== Important Notes ==
+
== Summary ==
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This article explains what you need to do '' before '', ''during'' and ''after'' the last period of your tax year.
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{{Note|text=Please read through these instructions before starting to use the year end for the payroll. There are references in here to using dot matrix printers, printing forms out for your records, and registering for on-line filing since this may still be relevant for you.}}
 
−
 
 
−
{{Information|text=Please click [http://customs.hmrc.gov.uk/channelsPortalWebApp/channelsPortalWebApp.portal?_nfpb=true&_pageLabel=pageOnlineServices_ShowContent&propertyType=document&id=HMCE_MIG_009921#P161_15997 here] for details of HMRC '''P'''ay '''A'''s '''Y'''ou '''E'''arn (PAYE) services and outages.}}
 
  
 
== Introduction ==
 
== Introduction ==
−
This article aims to guide you through the procedures involved in processing a year end on Platinum Payroll. 
+
Please read through this guide now as there are certain procedures you need to follow sooner rather than later:
−
 
+
* Register for On-line Filing.
−
Please read through this guide now as there are certain procedures you need to follow sooner rather than later such as ordering your stationery from the Inland Revenue, Registering for On-line Filing and Installing a Software Update on Platinum.
+
* Order P60 stationery from the Inland Revenue.
 +
* Install a ''Pre-Year End'' Software Update on Platinum.
  
−
== More Information ==
+
== Steps to take as you approach the Year End ==
−
=== Items of particular importance before reaching the year end ===
 
−
<Font size="3">
 
−
*# {{Red|'''Close the final period of the year! Please make sure that you have closed the last period in the year.'''}} <br>{{Example|text=(e.g.Month 12, Week 52 or 53)}} otherwise ALL your figures will be missing that final period.
 
−
*# {{Red|'''Downloading and Installing an Update on Platinum'''}}{{information|iconsize=small|text=The download will be available from 10am Tuesday 29th March 2016.}}
 
−
*# {{Red|'''Your final FPS submission (the one done at the point of closing a payroll period) MUST be submitted BEFORE the 19th APRIL'''}}
 
−
*# {{Red|'''Ordering your Stationery from the Inland Revenue'''}}
 
−
</font>
 
−
==== Further Help on Ordering your HMRC P60 Forms ====
 
−
{{Warning|text=HMRC no longer sends the '''"Employer Orderline Order Form"''', but you can order the forms on-line free of charge from the HMRC website.'''}}
 
  
−
{{Tip|text=Click [http://www.hmrc.gov.uk/payerti/forms-updates/forms-publications/onlineorder.htm here] for a direct link to the HMRC Online ''"Employer online order form"''.}}
+
=== Register for Online Filing ===
 +
If you intend to file your year end returns electronically please make sure you have [https://www.gov.uk/log-in-register-hmrc-online-services/register registered] for electronic filing with HMRC.
  
−
{{Note|text=Please allow at least two weeks for delivery of these forms when ordering.}}
+
=== Order P60 Stationery from the Inland Revenue ===
 +
Please order your P60 forms. Click [http://www.hmrc.gov.uk/payerti/forms-updates/forms-publications/onlineorder.htm here] for a direct link to the HMRC Online ''"Employer online
 +
order form"''.
  
 
When you file on-line, you will still need the following forms for Platinum use:
 
When you file on-line, you will still need the following forms for Platinum use:
  
−
* If you have a dot matrix printer using continuous paper :
 
−
:{{Red|P60(Continuous)(2015-2016) - Certificate of Pay. For use with a Continuous Printer.}}
 
 
* If you have a laser or inkjet printer :
 
* If you have a laser or inkjet printer :
−
:{{Red|P60 (SingleSheet/Shortened) (2015-2016) - Certificate of Pay. For manual completion or with a Laser Printer.}}
+
:{{Red|P60 (SingleSheet/Shortened) (2016-2017) - Certificate of Pay. For manual completion or with a Laser Printer.}}
  
−
If you are not filing on-line and you use Platinum Payroll, please contact Hotline Support.
+
* If you have a dot matrix printer using continuous paper :
 +
:{{Red|P60(Continuous)(2016-2017) - Certificate of Pay. For use with a Continuous Printer.}}
  
−
=== Program Update ===
+
{{Note|iconsize=2|text=The Inland Revenue advise it will take at least 7 days for delivery.}}
−
When you have printed these notes out, [[Downloading a Platinum Update|download]] and install a Platinum Update.
 
  
−
{{Tip|text=If your internet enabled Pc is not connected to your network for protection reasons or is in a different location eg: at home, then the Platinum update can be saved to any removable device e.g. a ''USB Flash drive'') and transferred to the Platinum PC.}}
+
=== Install a ''Pre-Year End'' Software Update on Platinum ===
 +
Before printing and submitting your year end information you will need to run a Platinum Software update. This ensures your system has the current P60 layout and any amendments to the way information is submitted for the year end. This is ''not'' the update that will move you into the new tax year.
  
−
This update can be run as soon as you have received confirmation from the support department that the Payroll year end program changes have been completed. It does not matter if your final week has been closed when running it for the first time.
+
* Click [[Downloading a Platinum Update|here]] for instructions on downloading and running the update.
−
 
−
=== On-line Filing for Year End Returns ===
 
−
* Complete and close your final pay periods for the tax year i.e. Weekly Period 52/53 or Monthly Period 12.  
 
  
−
{{Information|text=Please click [http://customs.hmrc.gov.uk/channelsPortalWebApp/channelsPortalWebApp.portal?_nfpb=true&_pageLabel=pageOnlineServices_ShowContent&propertyType=document&id=HMCE_MIG_009921#P161_15997 here] for details of HMRC '''P'''ay '''A'''s '''Y'''ou '''E'''arn (PAYE) services and outages.}}
+
== Closing your last Payroll Period ==
 +
Complete your final payroll period for 2016-2017 as normal. Please note this MUST be submitted BEFORE the 19th APRIL 2017.
  
−
{{Tip|text=If your Pay Date for Week 52 falls on or before the 29th March you '''WILL''' need to run a Week 53.}}
+
{{Information|text=Week 53? - If your pay date falls on Wednesday 5th April 2017 and you pay Weekly, Fortnightly or 4 Weekly then you will be in the position to run a Week 53. Process and close this period as usual before submitting the year end information.}}
  
−
{{Warning|text='''BACK IT UP''' - TAKE A FULL BACKUP OF YOUR SYSTEM '''BEFORE''' MOVING THE YEAR ON. LABEL IT '''"PAYROLL YEAR END 2015/16'''" AND KEEP IT IN A SAFE PLACE - Contact Hotline Support if you need any assistance.}}
+
If you do not need to run a Week 53 please ignore this period. DO NOT close it.
  
−
==== End of Year ====
+
== Steps to take when you have closed your last Payroll Period for the Year 2016-2017 ==
−
You need to produce your P11s, P60s and print the Employee Tax NI and Summary (P35 Substitute) reports for checking purposes before closing the Tax Year.
+
* Print a P11 for each employee to keep for your records. It is worth checking the figures shown before producing your P60's in case you need to correct any errors.
−
* Once you have produced these reports you can close the year and move into the new Tax Year.
+
* Print the Employee Tax NI and Summary report to provide a check against the Tax and NI paid by each employee over the year. This used to be referred to as the P35. Your final EPS Submission now contains this data.
−
* Your year end returns can be submitted up to May 19th. You will be able to file the year end return whilst in the new tax year.
+
* Print Employee P60s. These must be issued to all employees still in your employment at April 5th (they must be given to the employees by 31st May 2017).
  
−
=== Reports ===
+
=== Printing Year End Reports ===
−
The reports you should run are:
+
Go to {{Menu|Payroll Procedures/Reports|Yearly Procedures}}.
−
* P11 – to keep for your records.
 
−
* P60 – to issue to all employees still in your employment at April 5th (must be issued by May 31st).
 
−
* Employee Tax NI and Summary (P35 Substitute) – to provide a check against the Tax and NI paid by each employee over the year.
 
−
 
 
−
To produce these reports, go to {{Menu|Payroll Procedures/Reports|Yearly Procedures}}.
 
  
 
==== Printing P11s ====  
 
==== Printing P11s ====  
 
* Make sure there is plain paper in your printer.
 
* Make sure there is plain paper in your printer.
−
* Choose {{DataValue|Current Tax Year P11}} then press {{KeyPress|F2}} to print. This will print a P11 for every employee who has been included in your payroll for the year. Keep these for your records.
+
* Choose {{DataValue|P11 Current Tax Year - 2017}} then click {{Button|Start}} to print. This will print a P11 for every employee who has been included in your payroll for the year. Keep these for your records.
  
 
==== Printing Employee Tax NI and Summary (P35 Substitute) ====
 
==== Printing Employee Tax NI and Summary (P35 Substitute) ====
 
* Choose the {{DataValue|Employee Tax and NI Summary}} report.
 
* Choose the {{DataValue|Employee Tax and NI Summary}} report.
 
* Check the value in the {{DataValue|NIC's}} column on the Employee Tax and NI Summary agrees to the value in the {{DataValue|NI Details}} line under the {{DataValue|Total Cont'ions}} column on each employee's P11.
 
* Check the value in the {{DataValue|NIC's}} column on the Employee Tax and NI Summary agrees to the value in the {{DataValue|NI Details}} line under the {{DataValue|Total Cont'ions}} column on each employee's P11.
−
* Check the value in the {{DataValue|Income Tax}} column on the Employee Tax and NI Summary agrees to the right hand value in the {{DataValue|PAY Details}} –  {{DataValue|This Employment}} on each employee's P11.
+
* Check the value in the {{DataValue|Income Tax}} column on the Employee Tax and NI Summary agrees to the right hand value in the {{DataValue|PAY Details}} {{DataValue|This Employment}} on each employee's P11.
 
* Check the total NIC's and Tax paid on the Employee Tax and NI Summary.
 
* Check the total NIC's and Tax paid on the Employee Tax and NI Summary.
  
Line 76: Line 60:
  
 
==== Printing P60 Forms ====
 
==== Printing P60 Forms ====
−
{{Tip|text=If you are unsure whether you are on Windows Printing and/or your paper doesn't line up, please {{SupportContact}}}}
+
{{Tip|text=If you are unsure whether you are on Windows Printing and/or your paper doesn't line up, please {{SupportContact}}}}.
  
 
===== On a Laser/Inkjet Printer =====
 
===== On a Laser/Inkjet Printer =====
−
Load the printer with the P60 stationery (P60 (SingleSheet/Shortened) (2015-2016) - Certificate of Pay for manual completion or with a Laser Printer) as you would with normal paper:
+
Load the printer with the P60 stationery (P60 (SingleSheet/Shortened) (2016-2017) - Certificate of Pay for manual completion or with a Laser Printer) as you would with normal paper:
  
−
* Select the {{DataValue|P60 End of Year Cert. - '''2016'''}} report.
+
* Select the {{DataValue|P60 End of Year Cert. - '''2017'''}} report.
 
* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
* Press {{KeyPress|F1}} twice to select the second employee on record.
 
* Press {{KeyPress|F1}} twice to select the second employee on record.
−
* If you are using a laser printer you may be on Windows printing so set the {{DataPrompt|Windows Printing}} to {{DataValue|Yes}} and enter {{DataValue|3}} for the Left Adjustment and {{DataValue|20}} for the Top Adjustment then press {{keyPress|F2}} to print.
+
* If you are using a laser printer you may be on Windows printing so set the {{DataPrompt|Windows Printing}} to {{DataValue|Yes}} and enter {{DataValue|3}} for the Left Adjustment and {{DataValue|20}} for the Top Adjustment then click {{Button|Start}} to print.
 
* From this test print, check you have correctly lined up the paper in your printer.
 
* From this test print, check you have correctly lined up the paper in your printer.
−
* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2016'''}} report again. Leave the employee fields blank to print all employees. Press {{KeyPress|F2}} to print.
+
* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2017'''}} report again. Leave the employee fields blank to print all employees.  
 +
* Click {{Button|Start}} to print.
 
* Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.
 
* Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.
  
 
===== On a Dot Matrix Printer =====
 
===== On a Dot Matrix Printer =====
−
{{Warning|text='''Still using a Dot Matrix Printer?''' - It is important that the ribbon is printing as darkly as possible. There have been instances where this has not been the case and the document is unreadable by your employees.}}
+
{{Warning|text=It is important that the ribbon is printing as darkly as possible. There have been instances where this has not been the case and the document is unreadable by your employees.}}
  
−
Load the printer with the P60 stationery (P60(Continuous)(2015-2016) - Certificate of Pay For use with a Continuous Printer) making sure the top of the printer head lines up with the top of the paper.
+
Load the printer with the P60 stationery (P60(Continuous)(2016-2017) - Certificate of Pay For use with a Continuous Printer) making sure the top of the printer head lines up with the top of the paper.
  
−
* Select the {{DataValue|P60 End of Year Cert. - '''2016'''}} report.
+
* Select the {{DataValue|P60 End of Year Cert. - '''2017'''}} report.
 
* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
* Press {{KeyPress|F1}} twice to select the second employee on record.
 
* Press {{KeyPress|F1}} twice to select the second employee on record.
−
* If you are using a standard dot matrix printer  set the {{DataPrompt|Form Length (Lines)}} to  {{DataValue|66}} and the {{DataPrompt|Windows Printing}} to {{DataValue|No}} and then press {{keyPress|F2}} to print.
+
* If you are using a standard dot matrix printer  set the {{DataPrompt|Form Length (Lines)}} to  {{DataValue|66}} and the {{DataPrompt|Windows Printing}} to {{DataValue|No}} and then click {{Button|Start}} to print.
 
* From this test print, check you have correctly lined up the paper in your printer.
 
* From this test print, check you have correctly lined up the paper in your printer.
−
* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2016'''}} report again. Leave the employee fields blank to print all employees. Press {{KeyPress|F2}} to print.
+
* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2017'''}} report again. Leave the employee fields blank to print all employees.
 +
* Click {{Button|Start}} to print.
 
* Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.
 
* Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.
  
−
Once all this is done this closes the period and you will be ready to move into the next year.
+
== Moving into the New Tax Year 2017/2018 ==
 +
{{Information|text=The update containing the changes for the tax year 2017/2018 will be ready for download on **TO BE CONFIRMED**}}.
 +
 
 +
{{Warning|text=Please check this page before downloading the update to move into the new tax year. As soon as it is available we will enter the date in the section above. Downloading an update before this date will not give you the option to move into the new tax year.}}
 +
 
 +
When you are happy with the reports you have produced above, you may move into the new tax year.
 +
 
 +
* Take a [http://www.catalyst-uk-support.com/kb/index.php?title=Setting_up_the_Platinum_Backup_Program backup] of your system.  We suggest you label it '''"PAYROLL YEAR END 2016/17''' and set it aside from your usual backup - {{SupportContact}} if you need further assistance.
 +
 
 +
* Run a Platinum Update to move the payroll into the new tax year, this is done as follows:
  
−
=== Closing the Year ===
+
** [[Downloading a Platinum Update|Download]] a Platinum Update following the instructions in the article. Note the location your system saves the Platwin.exe file to.  
−
When you are happy with the reports you have produced above, you may move into the new tax year. To do this you follow the instructions below.  
+
** Find the Platwin.exe file and double click it.
  
−
{{Information|text='''IMPORTANT NOTES FOR THE LAST PAYROLL PERIOD OF 2016''' - For the final month of the year close your final payroll period as normal (For more detailed help on how to do so click [[How do I Close a Payroll Period?|here]]). The Checklist and Declaration pages from the old End of Year submission screen are now in the EPS below and replaces that whole process.}}
+
{{Note|text=As you are going through the update process, please make sure you read each information/message box carefully. If in doubt choose {{Button|No}} or {{Button|Cancel}} to abort the update. {{SupportContact}} if you are unsure how to proceed at any stage of the update.}}
  
−
{{Warning|text='''REMINDER''' - If you have not made a FULL backup of your system at this point, please do so now.}}
+
** Choose {{Button|No}} at the first screen that says {{DataPrompt|Welcome to the Platinum Setup Wizard}}.
 +
* On the list of options, click {{DataPrompt|Move Payroll on to the '''2017-2018''' Tax Year}} - a tick will appear in the little box.
 +
* Click {{DataValue|Next}}.  
 +
* Read the warning box that appears and click {{Button|Yes}} or {{Button|No}} as appropriate ({{Button|No}} will abort the update).
  
−
==== Filing the On-line Returns ====
+
{{Note|text=If you haven't run all the P11s, choose {{Button|No}} to cancel the update then go into those companies and finish the year end.}}
−
After updating your system you are ready to file your returns on-line. You do not need to ask other users to exit the system while you do this. You have until May 19th to file your returns but we don’t recommend you leave it until the last minute.  
 
  
−
{{Note|text=You will need to calculate the total actual amount that you have paid to HMRC over the year relevant to your payroll. Do NOT just copy the figures from your P35 - check that the amounts you actually paid from your bank account agree to your reports. This allows you to check that you have included Student Loan deductions and any SMP/SAP/SPP compensation to which you may be due.}}
+
Once you confirm the update your system will be moved forward into the new payroll tax year. This will also install any changes to the Statutory Pay and National Insurance Bands as per HMRC guidance.  
  
−
Go to {{Menu|{{PR}}|Payroll Procedures/Reports|MONTHLY Procedures/Reports}}.
+
{{Note|text=This WILL NOT alter your employee's tax codes. You must carry out this change manually: see below.}}
−
* Choose {{Menu|Internet Filing of Returns}}.
+
 
−
* Then go to '''{{Menu|Submit a 2016/17 EPS}}'''
+
=== Altering Employee Tax Codes ===
−
{{Tip|text=Though this does say the date for the CURRENT year...this is actually the correct option.}}
+
Once you have moved your year forward you will need to update your employee tax codes.
−
* Select from the Dropdown box {{Menu|2015/2016 Final Submission for the year}} box. This turns the normal monthly submission to a final yearly one for the previous year.
+
 
−
* Fill in the relevant amounts in the {{DataPrompt|Statutory Payments & Tax Credit}} fields. Leave any that don’t apply set to £0.00.
+
You may receive P9(T) notification of changes to employee tax codes, or they may be e-mailed to your Government Gateway area. If so, check from when they are effective and wait until you are in that payroll period before making the changes. You will not necessarily receive notifications for all employees. For those without P9(T) notifications:
−
* Click {{Button|Next}}.
+
 
−
* Check the figures shown and fill in the relevant amounts in the {{DataPrompt|Summary of Payments}} fields.
+
*If you received a P6 at the last minute and were unable to enter it in the previous year, enter it to be effective in the next period of the new year .
−
** For most people, this will involve filling in the {{DataPrompt|NICs and Tax paid already}} field, using the figure that you calculated in the note at the top of this section.
+
 
 +
{{Warning|text='''Don't Forget''' - Change the Week1/Month1 to {{DataValue|No}} on any employees where this flag is set. The system should now do this for you, but checking this is never a bad idea.}}
  
−
{{Note|text=You cannot edit the following fields: {{DataPrompt|Total NICs}}, {{DataPrompt|Total Tax}}, {{DataPrompt|Subtotal before Deductions}}, {{DataPrompt|Net Amount Recoverable}} & {{DataPrompt|Total Amount Payable.}} }}
+
{{Information|text=If any of your employees have a 'D0' tax code then you must go to their records in "Employee Amendments" and make sure "Wk/Mth1?" is set to "Y" (or "N" if you have received notification that they should use tax code D0 on a cumulative basis), as Platinum previously ignored this field.}}
  
−
* Click {{Button|Next}}.
+
{{Information|text=If any of your employees have a 'NT' tax code then you must ensure that they have "Wk/Mth1?" set to 'N', as you should remove any Week 1/Month 1 status after the end of the tax year, like you should already be doing for other suffix tax codes.}}
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the drop down key at the end of each box.
 
−
* Click {{Button|Next}}.
 
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the drop down key at the end of each box.
 
−
* Click {{Button|Next}}.
 
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the drop down key at the end of each box. Fill in your contact details. These are important, as the Inland Revenue will email you to tell you if the return has been successful.
 
  
−
===== Types of Submission =====
+
==== Individual Tax Code Changes ====
−
{{Information|text=Please click [http://customs.hmrc.gov.uk/channelsPortalWebApp/channelsPortalWebApp.portal?_nfpb=true&_pageLabel=pageOnlineServices_ShowContent&propertyType=document&id=HMCE_MIG_009921#P161_15997 here] for details of HMRC '''P'''ay '''A'''s '''Y'''ou '''E'''arn (PAYE) services and outages.}}
+
Go to {{Menu|{{PR}}|Run Payroll Period}}.
 +
* Select the correct pay period from the selection i.e. Monthly or weekly.  
 +
* Select the employee in question.
 +
* Press {{KeyPress|S-F10}}.
 +
* Press {{KeyPress|PG-Down}} to get to Page 2 and then amend the {{DataPrompt|Tax Code:}} field accordingly.
 +
* Press {{KeyPress|Esc}} and {{Button|Accept}} to complete the change.
  
−
====== TEST ======
+
==== Multiple Tax Code Changes ====
−
* You may return a test submission, which will be checked by the Inland Revenue to make sure some of the information is accurate. It will not completely verify your return but it will check details such as:
+
{{Warning|text=The following instructions should be done '''BEFORE''' manually altering any employee tax codes. For any employee where you have received and entered a P9T, their tax code '''MUST''' be checked and changed to match the P9T.}}
−
* Whether the names, tax codes & NI numbers are correct and acceptable.
 
−
* You will get a reply from this test, which will tell you if any details are inaccurate or need to be altered. If so please make the necessary changes. You may submit as many tests as you like.
 
  
−
====== LIVE ======
+
* To change tax codes for all employees by a set amount, go to {{PayrollSettings||Global Tax Code Changes}}.
−
* Once you have sent the final live return, you will no longer be able to make any changes to the return. You must '''not''' submit more than one live return.
+
* Select the suffix you wish to change e.g. {{DataValue|L}} and then enter the amount you wish to raise it by in the {{DataPrompt|Allow.}} column.
−
* Depending on which type of submission you are making, click the drop down key and choose {{Button|Live Submission}} or {{Button|Test Submission}}.
 
−
* Click {{Button|Submit}} to proceed.
 
  
−
===== What happens next =====
+
{{Information|text=You can check the amount to raise by on HMRC website [https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/594771/P9X_2017__v0.2_internet_version.pdf here].}}
−
The software will now start to send your return. The time it takes to send and get a response to your return is entirely down to HMRC. You will receive a message on screen telling you if your return has been successful and you will receive an email to the address you specified.
 
  
−
If the return is taking a long time you may click {{Button|Stop}}. The system will carry on awaiting a reply to the submission. To check the status of the submission:
+
* Press {{KeyPress|F2}} to view the proposed changes.
−
* Go to {{Menu|Payroll|Payroll Procedures/Reports|Yearly Procedures/Reports}}.
+
* All employees will be tagged as standard. This can be left as is or you can untag certain employees, e.g. the ones with a P9T form by pressing {{KeyPress|U}}.
−
* Choose {{Menu|Internet Filing of Returns}}.
+
* Press {{KeyPress|F2}} to finalise the changes.  
−
* Choose {{Menu|Check Submission Status}}.
+
* Select {{Button|Tagged}} or {{Button|UnTagged}} to indicate which set of employees to alter or press {{Button|Cancel}} to abort the changes.
  
−
If you have submitted a test return please wait for the response to it before trying to submit your live return.
+
{{Note|text=This change is immediate and affects the calculated PAYE in the current payroll period.}}
  
−
While you are waiting for the response you may carry on using Platinum as normal i.e. you can run the payroll, use the accounts system, close it down at the end of the day etc.
+
Please also check each individual employee. This can be done by printing and checking this report:
  
−
If your return is taking a long time please be patient as HMRC is likely to be inundated with returns. You have until 19th May to return these figures so you do not have to do this on 6th April
+
Go to {{Menu|Payroll Procedures/Reports|Yearly Procedures}}.
 +
* Select {{Button|Employee Listing}}.
  
−
{{Warning|text=Obviously it's best not to leave it until the last minute!}}
+
== Send the Final EPS to HMRC ==
 +
You may carry out this process before or after you have moved into the new tax year. It must be submitted by 19th May 2017.
  
−
====== Unsuccessful Returns ======
+
Go to {{Menu|{{PR}}|Payroll Procedures/Reports|Yearly Procedures/Reports}}.
−
If you have an unsuccessful return you will be given a response message telling you why the submission wasn't successful. Please read the message then try to resolve the problem. If you cannot resolve the problem please contact Software Support on 0116 2301500. Once a problem has been resolved you can submit the return again making sure you fill in the fields again.
+
* Choose {{Menu|Internet Filing of Returns}}.
 +
* Select {{Menu|Submit Final 2016/17 EPS}}. If you are still in the 16/17 tax year this may say {{Menu|Submit Final 2015/16 EPS}}.  
 +
* At the bottom of the box is a drop down list of periods. Select {{Menu|2016/2017 Final Submission for the year}}.
 +
* Check the values shown agree to the payments and deductions you made to HMRC for the 2016/207 Tax Year.
  
−
====== After a Successful Return ======
+
{{Note|text=You will need to calculate the total actual amount that you have paid to HMRC over the year relevant to your payroll. Do NOT just copy the figures from your P35 - check that the amounts you actually paid from your bank account agree to your reports. This allows you to check that you have included Student Loan deductions, Employment Allowance (if you are eligible) and any SMP/SAP/SPP compensation to which you may be due.}}
−
If after a successful return you find you need to adjust any figures you should do this using the on-line services on the HMRC website. You should also send a letter to your Tax Office detailing why you have had to make amendments. Amendments must only be for the difference between the original return and the new return
 
  
−
{{Example|text=If a P60 figure for an employee was £100.13 and should have been £10.13 your amendment would be £90.00. Any amendments to P60s should also be accompanied by an amended Employee Tax NI and Summary, even if the Employee Tax NI and Summary hasn't altered in which case you would return a ‘nil’ Employee Tax NI and Summary.}}
+
* Fill in the relevant amounts in the fields available to you. You may press {{KeyPress|F11}} on any field for an explanation of the information shown.
 +
** For most people, this will involve filling in the {{DataPrompt|NICs and Tax paid already}} field based on the results of your check on payments made this year.
 +
* Leave any that don’t apply set to £0.00.
 +
* Click {{Button|Next}}.
 +
* If you are taken to a {{Tab|Checklist}} tab please answer the questions shown.
 +
* On the {{Tab|Declaration}} tab please complete the required information.
 +
* Click {{Button|Submit}} to send the final return to HMRC.
  
−
==== Moving into the New Tax Year 2016-2017 ====
+
Please read the section below on submissions:
−
You will need to run your previous Platinum Update again to move the payroll into the new tax year, this is done as follows:
 
  
−
*Make sure all users are out of the system.
+
=== Types of Submission ===
−
*Double click the "Platwin.exe" icon (as downloaded earlier).
+
When submitting you may choose to send a Test before submitting your live return.
  
−
{{Note|text=As you are going through the update process, please make sure you read each information/message box carefully. If in doubt choose {{Button|No}} or {{Button|Cancel}} to abort the update. Contact Software support on 0116 2301500 if you are unsure how to proceed at any stage of the update.}}
+
* Depending on which type of submission you are making, click the drop down key and choose {{Button|Live Submission}} or {{Button|Test Submission}}.
  
−
*Choose {{Button|No}} at the first screen that says {{DataPrompt|Welcome to the Platinum Setup Wizard}}.
+
==== TEST ====
−
*On the list of options, select {{DataPrompt|Move Payroll on to the '''2016-2017''' Tax Year}} - a tick will appear in the little box.
+
* You may return a test submission, which will be checked by the Inland Revenue to make sure some of the information is accurate. It will not completely
−
*Click {{DataValue|Next}}. Read the warning box that appears and click {{Button|Yes}} or {{Button|No}} as appropriate ({{Button|No}} will abort the update).
+
verify your return but it will check details such as:
 +
* Whether the Employee Names, Tax Codes & NI numbers are correct and acceptable.
 +
* You will get a reply from this test, which will tell you if any details are inaccurate or need to be altered. If so please make the necessary changes. You may submit as many tests as you like.
  
−
{{Note|text=If you haven't run all the P11s, choose {{Button|No}} to cancel the update then go into those companies and finish the year end.}}
+
If you have submitted a test return please wait for the response to it before trying to submit your live return.
  
−
If you have everything, the system will now be updated into the new payroll tax year. This will also install any changes to the Statutory Pay and National Insurance Bands.
+
==== LIVE ====
 +
* Once you have sent the final live return, you will no longer be able to make any changes to the return. You must '''not''' submit more than one live return.
 +
* Click {{Button|Submit}} to proceed.
  
−
=== Altering Employee Tax Codes ===
+
==== What happens next ====
−
Once you have moved your year forward you will need to update your employee tax codes.
+
The software will now start to send your return. The time it takes to send and get a response to your return is entirely down to HMRC. You will receive a message on screen telling you if your return has been successful and you will receive an email to the address you specified.
  
−
You may receive P9(T) notification of changes to employee tax codes, or they may be e-mailed to your Government Gateway area. If so, check from when they are effective and wait until you are in that payroll period before making the changes. You will not necessarily receive notifications for all employees. For those without P9(T) notifications:
+
If the submission appears to be taking a long time please click [https://www.gov.uk/government/collections/hm-revenue-and-customs-service-availability-and-issues here]. HMRC will post a message on their site if they are experiencing specific issues receiving submissions. If your return is taking a long time please be patient as HMRC is likely to be inundated with returns. You have until 19th May to return these figures but we would advise you don't leave it until the last minute!
  
−
*If you received a P6 at the last minute and were unable to enter it in the previous year, enter it to be effective in the next period of the new year .
+
If the return is taking a long time you may click {{Button|Stop}}. The system will carry on awaiting a reply to the submission. You may continue to use Platinum as normal whilst this is in progress.
  
−
{{Warning|text='''Don't Forget''' - Change the Week1/Month1 to {{DataValue|No}} on any employees where this flag is set. The system should now do this for you, but checking this is never a bad idea.}}
+
To check the status of the submission:
 +
* Go to {{Menu|Payroll|Payroll Procedures/Reports|Yearly Procedures/Reports}}.
 +
* Choose {{Menu|Internet Filing of Returns}}.
 +
* Choose {{Menu|Check 2016/2017EPS Status}}.
  
−
{{Information|text=If any of your employees have a 'D0' tax code then you must go to their records in "Employee Amendments" and make sure "Wk/Mth1?" is set to "Y" (or "N" if you have received notification that they should use tax code D0 on a cumulative basis), as Platinum previously ignored this field.}}
+
==== Unsuccessful Returns ====
 +
If you have an unsuccessful return you will be given a response message telling you why the submission wasn't successful. Please read the message then try to resolve the problem. If you cannot resolve the problem please {{SupportContact}}. Once a problem has been resolved you can submit the return again making sure you fill in the fields again.
  
−
{{Information|text=If any of your employees have a 'NT' tax code then you must ensure that they have "Wk/Mth1?" set to 'N', as you should remove any Week 1/Month 1 status after the end of the tax year, like you should already be doing for other suffix tax codes.}}
+
==== After a Successful Return ====
 +
If after a successful return you find you need to adjust any figures you may need to complete an [https://www.gov.uk/basic-paye-tools Earlier Year Update]. Platinum cannot submit an EYU so please use the service provided by the HMRC website.  
  
−
==== Entering the Tax Code Changes ====
+
{{Example|text=If a P60 figure for an employee was £100.13 and should have been £10.13 your amendment would be £90.00.}}
−
*To change an employees tax code go to {{Menu|{{PR}}|Run Payroll Period}}.
 
−
*Select the correct pay period from the selection i.e. Monthly or weekly.  
 
−
*Press the {{KeyPress|Down}} until you get to the employee in question.
 
−
*Then press {{KeyPress|S-F10}}.
 
−
*Press {{KeyPress|PG-Down}} to get to Page 2 and then amend the {{DataPrompt|Tax Code:}} Field accordingly.
 
−
*Press {{KeyPress|Esc}} and {{Button|Accept}} to complete the change.
 
  
−
See also [[How to amend your Payroll Tax Bands]].
+
If you experience any problems please {{SupportContact}} for help with Platinum Payroll or contact HMRC for advice on incorrect figures.
  
−
=== Key Dates & Year End Check List ===
+
== Key Dates & Year End Check List ==
  
−
==== Key & Useful Dates ====
+
=== Key & Useful Dates ===
  
−
===== Now =====
+
;As soon as possible
−
*Try to order your stationery from from the Inland Revenue to ensure it arrives in time for the year end.
+
: Order your P60 stationery from from the Inland Revenue to ensure it arrives in time for the year end.
−
*[[Downloading a Platinum Update|Download]] a Platinum Update to ensure you are ready to produce the year end reports.
+
: [[Downloading a Platinum Update|Download]] and run a Platinum Update to ensure you are ready to produce the year end reports.
  
 
;Payroll Week 53
 
;Payroll Week 53
−
:If your pay date for week 52 falls on or before 29th March you '''WILL''' need to run a Week 53.
+
:If your pay date for week 53 falls on 5th April you '''WILL''' need to run a Week 53.
  
 
;5th April
 
;5th April
Line 229: Line 234:
  
 
;19th April
 
;19th April
−
:RTI Deadline for Final submission and Final Payment to the Inland Revenue for the Previous Tax year.
+
:RTI Deadline for Final FPS and Final Payment to the Inland Revenue for the Previous Tax year.
  
 
;19th May
 
;19th May
−
:Last date for P35 and P11D to be submitted to the Inland Revenue.
+
:Last date for Final EPS and P11D to be submitted to the Inland Revenue.
  
 
;31st May
 
;31st May
 
:P60 forms must be given to employees by this date.
 
:P60 forms must be given to employees by this date.
  
−
==== Year End Check List ====
+
=== Year End Check List ===
−
*Registered for On-line Filing.
+
* Registered for On-line Filing.
−
*Ordered Stationery from Inland Revenue.
+
* Ordered Stationery from Inland Revenue.
−
*Downloaded a Platinum update for the Platinum Software.
+
* Download and run a Platinum update for the Platinum Software.
−
*Completed and Closed Week 52/Month 12.
+
* Completed and Closed Week 52/Month 12 (or Wk53 if applicable).
−
*Taken a backup of Platinum.
+
* Taken a backup of Platinum.
−
*Printed all necessary reports:
+
* Printed all necessary reports:
−
**P11
+
** P11
−
**P35
+
** P35
−
**P60's
+
** P60's
−
*Moved Platinum into the new tax year.   
+
* Moved Platinum into the new tax year.   
−
*Filed P35s on-line, if necessary.
+
* Filed EPS on-line.
−
*Handed out P60s to all employees in your employment as at 5th April.
+
* Handed out P60s to all employees in your employment as at 5th April.
  
 
=== Historic Notes ===
 
=== Historic Notes ===
Line 258: Line 263:
 
{{Note|text=When you use the on-line filing, you will be submitting electronic P14 forms and P35 report to HMRC so these documents should not be sent on paper. By all means, print copies for your records if you so wish. Your return must be made by May 19th at the latest, even if you are filing on paper.}}
 
{{Note|text=When you use the on-line filing, you will be submitting electronic P14 forms and P35 report to HMRC so these documents should not be sent on paper. By all means, print copies for your records if you so wish. Your return must be made by May 19th at the latest, even if you are filing on paper.}}
  
−
==== Required Information ====
+
==== User name and password ====
−
===== User name and password =====
 
 
Go to {{PlatinumSettings}}.
 
Go to {{PlatinumSettings}}.
 
* Remind yourself of your User Name and Password from when you registered for on-line filing. Fill in your On-line User Name in the Gateway User ID field and your Password in the Gateway Password field. Please ensure you enter them in the case you used when you set them up i.e. upper or lower case as appropriate.
 
* Remind yourself of your User Name and Password from when you registered for on-line filing. Fill in your On-line User Name in the Gateway User ID field and your Password in the Gateway Password field. Please ensure you enter them in the case you used when you set them up i.e. upper or lower case as appropriate.
Line 266: Line 270:
 
{{Tip|text=Click [[Setting the Government Gateway User ID|here]] for more detailed information.}}
 
{{Tip|text=Click [[Setting the Government Gateway User ID|here]] for more detailed information.}}
  
−
===== PAYE Reference =====
+
==== PAYE Reference ====
 
Go into {{PayrollSettings|Company Parameters|General Company Details}}.
 
Go into {{PayrollSettings|Company Parameters|General Company Details}}.
 
* Make sure you have correctly filled in your PAYE Reference. This is the reference specific to your organisation and not the Tax Office reference.
 
* Make sure you have correctly filled in your PAYE Reference. This is the reference specific to your organisation and not the Tax Office reference.
Line 285: Line 289:
 
* [[Troubleshooting Payroll RTI Submission Errors]]
 
* [[Troubleshooting Payroll RTI Submission Errors]]
  
−
{{KB_Tags|payroll, 2014-2015 end of year, end of year, year end,  procedure}}
+
{{KB_Tags|payroll, 2016-2017 end of year, end of year, year end,  procedure, FPS, P35, P60, P11, Final Period, Close Period, Tax Year, 5th April, 6th April}}
 
{{KB_PR}}{{ZN_Admin}}{{Current}}
 
{{KB_PR}}{{ZN_Admin}}{{Current}}

Revision as of 11:01, 5 March 2017

Summary

This article explains what you need to do before , during and after the last period of your tax year.

Introduction

Please read through this guide now as there are certain procedures you need to follow sooner rather than later:

  • Register for On-line Filing.
  • Order P60 stationery from the Inland Revenue.
  • Install a Pre-Year End Software Update on Platinum.

Steps to take as you approach the Year End

Register for Online Filing

If you intend to file your year end returns electronically please make sure you have registered for electronic filing with HMRC.

Order P60 Stationery from the Inland Revenue

Please order your P60 forms. Click here for a direct link to the HMRC Online "Employer online order form".

When you file on-line, you will still need the following forms for Platinum use:

  • If you have a laser or inkjet printer :
P60 (SingleSheet/Shortened) (2016-2017) - Certificate of Pay. For manual completion or with a Laser Printer.
  • If you have a dot matrix printer using continuous paper :
P60(Continuous)(2016-2017) - Certificate of Pay. For use with a Continuous Printer.
The Inland Revenue advise it will take at least 7 days for delivery.

Install a Pre-Year End Software Update on Platinum

Before printing and submitting your year end information you will need to run a Platinum Software update. This ensures your system has the current P60 layout and any amendments to the way information is submitted for the year end. This is not the update that will move you into the new tax year.

  • Click here for instructions on downloading and running the update.

Closing your last Payroll Period

Complete your final payroll period for 2016-2017 as normal. Please note this MUST be submitted BEFORE the 19th APRIL 2017.

Week 53? - If your pay date falls on Wednesday 5th April 2017 and you pay Weekly, Fortnightly or 4 Weekly then you will be in the position to run a Week 53. Process and close this period as usual before submitting the year end information.

If you do not need to run a Week 53 please ignore this period. DO NOT close it.

Steps to take when you have closed your last Payroll Period for the Year 2016-2017

  • Print a P11 for each employee to keep for your records. It is worth checking the figures shown before producing your P60's in case you need to correct any errors.
  • Print the Employee Tax NI and Summary report to provide a check against the Tax and NI paid by each employee over the year. This used to be referred to as the P35. Your final EPS Submission now contains this data.
  • Print Employee P60s. These must be issued to all employees still in your employment at April 5th (they must be given to the employees by 31st May 2017).

Printing Year End Reports

Go to " Payroll Procedures/Reports Yearly Procedures".

Printing P11s

  • Make sure there is plain paper in your printer.
  • Choose 'P11 Current Tax Year - 2017' then click [Start] to print. This will print a P11 for every employee who has been included in your payroll for the year. Keep these for your records.

Printing Employee Tax NI and Summary (P35 Substitute)

  • Choose the 'Employee Tax and NI Summary' report.
  • Check the value in the 'NIC's' column on the Employee Tax and NI Summary agrees to the value in the 'NI Details' line under the 'Total Cont'ions' column on each employee's P11.
  • Check the value in the 'Income Tax' column on the Employee Tax and NI Summary agrees to the right hand value in the 'PAY Details' 'This Employment' on each employee's P11.
  • Check the total NIC's and Tax paid on the Employee Tax and NI Summary.
Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page if you find any discrepancies at this stage and are unsure how to correct them.

Printing P60 Forms

If you are unsure whether you are on Windows Printing and/or your paper doesn't line up, please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page

.

On a Laser/Inkjet Printer

Load the printer with the P60 stationery (P60 (SingleSheet/Shortened) (2016-2017) - Certificate of Pay for manual completion or with a Laser Printer) as you would with normal paper:

  • Select the 'P60 End of Year Cert. - 2017' report.
  • Press <F1> to select the first employee on record and press <Enter>.
  • Press <F1> twice to select the second employee on record.
  • If you are using a laser printer you may be on Windows printing so set the "Windows Printing" to 'Yes' and enter '3' for the Left Adjustment and '20' for the Top Adjustment then click [Start] to print.
  • From this test print, check you have correctly lined up the paper in your printer.
  • Once you are happy with this, select the 'P60 End of Year Cert. - 2017' report again. Leave the employee fields blank to print all employees.
  • Click [Start] to print.
  • Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.
On a Dot Matrix Printer
It is important that the ribbon is printing as darkly as possible. There have been instances where this has not been the case and the document is unreadable by your employees.

Load the printer with the P60 stationery (P60(Continuous)(2016-2017) - Certificate of Pay For use with a Continuous Printer) making sure the top of the printer head lines up with the top of the paper.

  • Select the 'P60 End of Year Cert. - 2017' report.
  • Press <F1> to select the first employee on record and press <Enter>.
  • Press <F1> twice to select the second employee on record.
  • If you are using a standard dot matrix printer set the "Form Length (Lines)" to '66' and the "Windows Printing" to 'No' and then click [Start] to print.
  • From this test print, check you have correctly lined up the paper in your printer.
  • Once you are happy with this, select the 'P60 End of Year Cert. - 2017' report again. Leave the employee fields blank to print all employees.
  • Click [Start] to print.
  • Distribute these to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left.

Moving into the New Tax Year 2017/2018

The update containing the changes for the tax year 2017/2018 will be ready for download on **TO BE CONFIRMED**

.

Please check this page before downloading the update to move into the new tax year. As soon as it is available we will enter the date in the section above. Downloading an update before this date will not give you the option to move into the new tax year.

When you are happy with the reports you have produced above, you may move into the new tax year.

  • Take a backup of your system. We suggest you label it "PAYROLL YEAR END 2016/17 and set it aside from your usual backup - Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page if you need further assistance.
  • Run a Platinum Update to move the payroll into the new tax year, this is done as follows:
    • Download a Platinum Update following the instructions in the article. Note the location your system saves the Platwin.exe file to.
    • Find the Platwin.exe file and double click it.
As you are going through the update process, please make sure you read each information/message box carefully. If in doubt choose [No] or [Cancel] to abort the update. Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page if you are unsure how to proceed at any stage of the update.
    • Choose [No] at the first screen that says "Welcome to the Platinum Setup Wizard".
  • On the list of options, click "Move Payroll on to the 2017-2018 Tax Year" - a tick will appear in the little box.
  • Click 'Next'.
  • Read the warning box that appears and click [Yes] or [No] as appropriate ([No] will abort the update).
If you haven't run all the P11s, choose [No] to cancel the update then go into those companies and finish the year end.

Once you confirm the update your system will be moved forward into the new payroll tax year. This will also install any changes to the Statutory Pay and National Insurance Bands as per HMRC guidance.

This WILL NOT alter your employee's tax codes. You must carry out this change manually: see below.

Altering Employee Tax Codes

Once you have moved your year forward you will need to update your employee tax codes.

You may receive P9(T) notification of changes to employee tax codes, or they may be e-mailed to your Government Gateway area. If so, check from when they are effective and wait until you are in that payroll period before making the changes. You will not necessarily receive notifications for all employees. For those without P9(T) notifications:

  • If you received a P6 at the last minute and were unable to enter it in the previous year, enter it to be effective in the next period of the new year .
Don't Forget - Change the Week1/Month1 to 'No' on any employees where this flag is set. The system should now do this for you, but checking this is never a bad idea.
If any of your employees have a 'D0' tax code then you must go to their records in "Employee Amendments" and make sure "Wk/Mth1?" is set to "Y" (or "N" if you have received notification that they should use tax code D0 on a cumulative basis), as Platinum previously ignored this field.
If any of your employees have a 'NT' tax code then you must ensure that they have "Wk/Mth1?" set to 'N', as you should remove any Week 1/Month 1 status after the end of the tax year, like you should already be doing for other suffix tax codes.

Individual Tax Code Changes

Go to " Payroll Run Payroll Period".

  • Select the correct pay period from the selection i.e. Monthly or weekly.
  • Select the employee in question.
  • Press <Shift+F10>.
  • Press <Page-Down> to get to Page 2 and then amend the "Tax Code:" field accordingly.
  • Press <Esc> and [Accept] to complete the change.

Multiple Tax Code Changes

The following instructions should be done BEFORE manually altering any employee tax codes. For any employee where you have received and entered a P9T, their tax code MUST be checked and changed to match the P9T.
  • To change tax codes for all employees by a set amount, go to " Payroll Maintenance Options Payroll Settings Global Tax Code Changes".
  • Select the suffix you wish to change e.g. 'L' and then enter the amount you wish to raise it by in the "Allow." column.
You can check the amount to raise by on HMRC website here.
  • Press <F2> to view the proposed changes.
  • All employees will be tagged as standard. This can be left as is or you can untag certain employees, e.g. the ones with a P9T form by pressing <U>.
  • Press <F2> to finalise the changes.
  • Select [Tagged] or [UnTagged] to indicate which set of employees to alter or press [Cancel] to abort the changes.
This change is immediate and affects the calculated PAYE in the current payroll period.

Please also check each individual employee. This can be done by printing and checking this report:

Go to " Payroll Procedures/Reports Yearly Procedures".

  • Select [Employee Listing].

Send the Final EPS to HMRC

You may carry out this process before or after you have moved into the new tax year. It must be submitted by 19th May 2017.

Go to " Payroll Payroll Procedures/Reports Yearly Procedures/Reports".

  • Choose " Internet Filing of Returns".
  • Select " Submit Final 2016/17 EPS". If you are still in the 16/17 tax year this may say " Submit Final 2015/16 EPS".
  • At the bottom of the box is a drop down list of periods. Select " 2016/2017 Final Submission for the year".
  • Check the values shown agree to the payments and deductions you made to HMRC for the 2016/207 Tax Year.
You will need to calculate the total actual amount that you have paid to HMRC over the year relevant to your payroll. Do NOT just copy the figures from your P35 - check that the amounts you actually paid from your bank account agree to your reports. This allows you to check that you have included Student Loan deductions, Employment Allowance (if you are eligible) and any SMP/SAP/SPP compensation to which you may be due.
  • Fill in the relevant amounts in the fields available to you. You may press <F11> on any field for an explanation of the information shown.
    • For most people, this will involve filling in the "NICs and Tax paid already" field based on the results of your check on payments made this year.
  • Leave any that don’t apply set to £0.00.
  • Click [Next].
  • If you are taken to a [Checklist] tab please answer the questions shown.
  • On the [Declaration] tab please complete the required information.
  • Click [Submit] to send the final return to HMRC.

Please read the section below on submissions:

Types of Submission

When submitting you may choose to send a Test before submitting your live return.

  • Depending on which type of submission you are making, click the drop down key and choose [Live Submission] or [Test Submission].

TEST

  • You may return a test submission, which will be checked by the Inland Revenue to make sure some of the information is accurate. It will not completely

verify your return but it will check details such as:

  • Whether the Employee Names, Tax Codes & NI numbers are correct and acceptable.
  • You will get a reply from this test, which will tell you if any details are inaccurate or need to be altered. If so please make the necessary changes. You may submit as many tests as you like.

If you have submitted a test return please wait for the response to it before trying to submit your live return.

LIVE

  • Once you have sent the final live return, you will no longer be able to make any changes to the return. You must not submit more than one live return.
  • Click [Submit] to proceed.

What happens next

The software will now start to send your return. The time it takes to send and get a response to your return is entirely down to HMRC. You will receive a message on screen telling you if your return has been successful and you will receive an email to the address you specified.

If the submission appears to be taking a long time please click here. HMRC will post a message on their site if they are experiencing specific issues receiving submissions. If your return is taking a long time please be patient as HMRC is likely to be inundated with returns. You have until 19th May to return these figures but we would advise you don't leave it until the last minute!

If the return is taking a long time you may click [Stop]. The system will carry on awaiting a reply to the submission. You may continue to use Platinum as normal whilst this is in progress.

To check the status of the submission:

  • Go to " Payroll Payroll Procedures/Reports Yearly Procedures/Reports".
  • Choose " Internet Filing of Returns".
  • Choose " Check 2016/2017EPS Status".

Unsuccessful Returns

If you have an unsuccessful return you will be given a response message telling you why the submission wasn't successful. Please read the message then try to resolve the problem. If you cannot resolve the problem please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page. Once a problem has been resolved you can submit the return again making sure you fill in the fields again.

After a Successful Return

If after a successful return you find you need to adjust any figures you may need to complete an Earlier Year Update. Platinum cannot submit an EYU so please use the service provided by the HMRC website.

If a P60 figure for an employee was £100.13 and should have been £10.13 your amendment would be £90.00.

If you experience any problems please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for help with Platinum Payroll or contact HMRC for advice on incorrect figures.

Key Dates & Year End Check List

Key & Useful Dates

As soon as possible
Order your P60 stationery from from the Inland Revenue to ensure it arrives in time for the year end.
Download and run a Platinum Update to ensure you are ready to produce the year end reports.
Payroll Week 53
If your pay date for week 53 falls on 5th April you WILL need to run a Week 53.
5th April
End of current Tax Year.
6th April
Start of next Tax Year.
19th April
RTI Deadline for Final FPS and Final Payment to the Inland Revenue for the Previous Tax year.
19th May
Last date for Final EPS and P11D to be submitted to the Inland Revenue.
31st May
P60 forms must be given to employees by this date.

Year End Check List

  • Registered for On-line Filing.
  • Ordered Stationery from Inland Revenue.
  • Download and run a Platinum update for the Platinum Software.
  • Completed and Closed Week 52/Month 12 (or Wk53 if applicable).
  • Taken a backup of Platinum.
  • Printed all necessary reports:
    • P11
    • P35
    • P60's
  • Moved Platinum into the new tax year.
  • Filed EPS on-line.
  • Handed out P60s to all employees in your employment as at 5th April.

Historic Notes

From April 2013 there will be a new way to report PAYE information online: Real Time Information, or RTI. PAYE itself will not change, just the way, and how often, you send details to HMRC. You may have received a letter recently from HMRC letting you know about the upcoming changes. You should read it carefully and its enclosed helpsheet so that you are aware of the new processes and things you can do in advance to prepare. We at Catalyst are updating the Platinum Payroll module with all the necessary changes, and are an active participant in the HMRC RTI trial programme ensuring that all new processes work correctly as expected. For more information from the HMRC website click here and on our website click here.
*Registering for On-line Filing - As of 2010 it is now mandatory to file your Payroll year end returns online. This is a simple and trouble free automatic process using your Platinum System, but you must have registered with HMRC, and obtained your Government Gateway User Name and Password. For help on how to enter this click here or see this section below.
When you use the on-line filing, you will be submitting electronic P14 forms and P35 report to HMRC so these documents should not be sent on paper. By all means, print copies for your records if you so wish. Your return must be made by May 19th at the latest, even if you are filing on paper.

User name and password

Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings".

  • Remind yourself of your User Name and Password from when you registered for on-line filing. Fill in your On-line User Name in the Gateway User ID field and your Password in the Gateway Password field. Please ensure you enter them in the case you used when you set them up i.e. upper or lower case as appropriate.
  • Press <Esc> 4 times to return to the menu.
Click here for more detailed information.

PAYE Reference

Go into " Payroll Maintenance Options Payroll Settings Company Parameters General Company Details".

  • Make sure you have correctly filled in your PAYE Reference. This is the reference specific to your organisation and not the Tax Office reference.
  • Press <Esc>.
  • If you operate a contracted out pension scheme go into Pension Schemes and fill in your Contracted Out number at the bottom of the screen.
  • Press <Esc> 4 times to return to the menu.

Other checks you should make

  • Make sure you have a valid National Insurance number for all employees. Temporary numbers are no longer allowed. If you have a temporary number and cannot get their real number in time, blank out the NI field and make sure you fill in their date of birth. To print a list of all employees showing their NI numbers go to " Payroll Procedures/Reports Employee Listing". Choose 'P' to print the report, or 'S' to view it on screen then press <F2> to print.
  • Check your employee dates are correct i.e. their birth date, starting date and leaving date, if applicable.
  • Check there are no symbols in employee's names, titles or addresses i.e. commas, full stops, dashes although hyphens in surnames will be accepted. 'Mr. John Smith' would be rejected but 'Mr John Smith' would be fine - the full stop in "Mr." in the first example is the problem.

See also


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Keywords AND Misspellings
payroll, 2016-2017 end of year, end of year, year end, procedure, FPS, P35, P60, P11, Final Period, Close Period, Tax Year, 5th April, 6th April
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