Difference between revisions of "Payroll end of year"

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{{Current}}
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== Summary ==
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== Important Notes ==
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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.}}
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== Introduction ==
 +
Please read through this guide in full so you are aware of the processes to follow at the end of the tax year. All information is important and it is your responsibility to carry out each step per the guidance.
  
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{{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.}}
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== Step 1: Check the Version of your Platinum system ==
 +
{{Highlight|'''IMPORTANT PAYROLL INFORMATION'''}}
  
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== Introduction ==
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Please ensure your Platinum system is on at least Version '''4.2.10.0''' prior to producing your '''2023/24''' Year End reports.
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This article aims to guide you through the procedures involved in processing a year end on Platinum Payroll.
 
  
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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.
+
* Click [https://www.catalyst-uk-support.com/kb/index.php?title=How_do_I_check_when_I_last_had_a_Platinum_update%3F#Checking_the_Version Checking the Platinum Version] for instructions on checking what version of Platinum you currently have.
  
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== More Information ==
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{{Note|title=Contact Support|text=If you are unsure on any of the steps above, please contact your Platinum support team by registering on our [https://catalystcomputersystems.na3.teamsupport.com/login/user Support Hub] and logging a ticket, alternatively by emailing [mailto:platinumsupport@catalyst-uk.com platinumsupport@catalyst-uk.com].  or call on 0116 230 1500 if you need further assistance.}}
  
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=== Items of particular importance before reaching the year end ===
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* Distribute the P60 forms to all employees still in your employment at the end of the payroll year.
  
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*Close the final period of the year! Please make sure that you have closed the last period in the year, (e.g. Month 12, Week 52) otherwise ALL your figures will be missing that final period.
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{{Warning|title=CAUTION|text=A new Platinum Version for payroll '''4.3.1.0''' will be available for download from '''Monday 25th March 2024.''' This update will need to be ran '''AFTER''' the final period processes have been completed. All year end reports need to have been ran '''BEFORE''' the move to the new Tax Year and apply any statutory changes. This update '''WILL move you into the the next payroll year 2024-2025.'''}}
  
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*Downloading and Installing an Update on Platinum
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== Step 2: Complete Your Final Payroll Period ==
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*Ordering your Stationery from the Inland Revenue
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Complete and close your final payroll period for '''2023-24''' and file your FPS as normal.
−
**HMRC no longer sends the '''"Employer Orderline Order Form"''', but you can order the forms on-line free of charge from the HMRC website.  
 
  
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{{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"''.}}
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If you '''do not need to run a Week 53''' please ignore this period. '''DO NOT''' close it. If you are unsure please contact HMRC to enquire if you need to run a week 53.
  
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{{Warning|text=Please allow at least two weeks for delivery of these forms when ordering.}}
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{{Information|title=Week 53?|text=If your PAY DATE for week 52 falls on or BEFORE '''Friday 29th March 2024''' you '''WILL''' need to run a week 53. Process and close this period as usual before submitting the year end information.}}
  
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When you file on-line, you will still need the following forms for Platinum use:
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{{Warning|title=WARNING|text=If there is some reason why you cannot file your FPS on or before the pay date for your final period, please note this MUST be submitted '''BEFORE 19th APRIL 2024''' as HMRC do not accept '''2023-24''' FPS filings after this date.}}
  
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* If you have a dot matrix printer using continuous paper :
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== Step 3: Produce Year End Reports ==
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:P60(Continuous)(2014-2015) - Certificate of Pay. For use with a Continuous Printer.
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* Print Employee P60's. - These must be issued to all employees still in your employment at '''April 5th''' (they must be given to the employees by '''31st May 2024'''). Please Note: You '''MUST''' print '''2023/24''' P60's '''BEFORE''' moving into the new Tax Year.
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* If you have a laser or inkjet printer :
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* Print a P11 for each employee to keep for your records.
−
:P60 (SingleSheet/Shortened) (2014-2015) - Certificate of Pay. For manual completion or with a Laser Printer.
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* 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 replaces the P35 in sending data to HMRC.
  
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If you are not filing on-line and you use Platinum Payroll, please contact Hotline Support.
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{{Tip|title=Tip|text=We suggest you ensure you print each of the above to PDF and save in a secure location for reference.}}
  
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=== Program Update ===
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Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
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When you have printed these notes out, [[Downloading a Platinum Update|DOWNLOAD]] and install a Platinum Update.
 
  
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{{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.}}
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=== P60 Forms ===
 +
* Click {{DataValue|P60 End of Year Cert. - '''2024'''}}.
  
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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.
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{{Warning|title=WARNING|text=If this option does not read {{DataValue|P60 End of Year Cert. - '''2024'''}} at this stage - you will need to run a [[Downloading a Platinum update|Platinum update]] up to at least Version '''4.2.10.0''' before continuing.}}
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=== On-line Filing for Year End Returns ===
 
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* Complete and close your final pay periods for the tax year i.e. Weekly Period 52/53 or Monthly Period 12.  
 
  
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{{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.}}
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* If you are printing the P60 forms onto paper select {{DataValue|No}} at the {{DataPrompt|Emailed copy?}} prompt.
 +
**  To print to your default printer press {{KeyPress|F2}} or click {{Button|Start}}.
 +
**  To select an alternate print record e.g. {{DataValue|92 - Print to PDF}} press {{KeyPress|A-P}}.
 +
** Enter the print record to use then press {{KeyPress|ENTER}} and click {{Button|Start}}.
  
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{{Tip|text=If your Pay Date for Week 52 falls on or before the 29th March you '''WILL''' need to run a Week 53.}}
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{{Tip|title=Tip|text=If you wish to email your P60 forms you should ensure you already have the ability to email from Platinum and will need to add email addresses and passwords to your [[How do I create an employee in the payroll?#General|employee records]]. You may then use print record {{DataValue|87}} to send a secure password protected P60 to the relevant employees. You should also select {{DataValue|Yes}} at the {{DataPrompt|Emailed copy?}} prompt as this inserts some additional text into the P60 to indicate it is an email version of the form. For employees without an email address Platinum will print the P60 to your default print record for you to distribute by hand.}}
  
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{{Warning|text='''BACK IT UP''' - TAKE A FULL BACKUP OF YOUR SYSTEM '''BEFORE''' MOVING THE YEAR ON. LABEL IT '''"PAYROLL YEAR END 2014/15'''" AND KEEP IT IN A SAFE PLACE - Contact Hotline Support if you need any assistance.}}
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{{Note|title=Contact Support|text=If you require assistance with this option please, contact your Platinum support team by emailing [mailto:platinumsupport@catalyst-uk.com platinumsupport@catalyst-uk.com]. Alternatively by registering on our [https://catalystcomputersystems.na3.teamsupport.com/login/user Support Hub] and logging a ticket or call on 0116 230 1500 if you need further assistance.}}
  
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==== End of Year ====
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* Distribute the P60 forms to all employees still in your employment at the end of the tax year. ''Do not'' send them to any employees who have left your employment.
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Your year end returns can be submitted up to May 19th, but you will 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. Once you have produced these reports you can close the year and move into the new Tax Year. You will be able to file the year end return whilst in the new tax year.
 
  
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=== Reports ===
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=== P11 ===
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The reports you should run are:
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{{Warning|title=WARNING|text=If this option does not read {{DataValue|P11 Current Tax Year - 2024}} at this stage - you will need to run a [[Downloading a Platinum update|Platinum update]] before continuing.}}
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* P11 – to keep for your records.
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* Click {{DataValue|P11 Current Tax Year - 2024}} 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.
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* P60 – to issue to all employees still in your employment at April 5th (must be issued by May 31st).
 
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* Employee Tax NI and Summary (P35 Substitute) – to provide a check against the Tax and NI paid by each employee over the year.
 
  
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To produce these reports, go to {{Menu|Payroll Procedures/Reports|Yearly Procedures}}.
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=== Employee Tax NI and Summary (P35 Substitute) ===
 +
{{Note|title=Please note|text=As the P35's are no longer used the {{DataPrompt|Employee Tax NI and Summary}} option has been taken out of the {{DataPrompt|End of year Routines}} menu. However should you still wish to print this summary you can follow the steps below.}}
  
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==== Printing P11s ====
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* Click {{Menu|{{PR}}|Payroll Reports|Payroll Report Generator}}
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* Make sure there is plain paper in your printer.
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* Enter {{DataValue|P35}} into the {{DataPrompt|Filter on}} field.
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* 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.
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* Click {{DataPrompt|Start}}.
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* Click {{DataValue|Employee Tax and NI Summary}} then click {{Button|Start}} to print.
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==== Printing Employee Tax NI and Summary (P35 Substitute) ====
 
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* 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.
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* 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.
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* 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.
 +
* As a final check, you can log into your gateway account and check the HMRC totals against this report to ensure that they reconcile.
  
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{{Information|text={{SupportContact}} if you find any discrepancies at this stage and are unsure how to correct them.}}
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{{Note|title=Please Note|text=When you have produced the above reports, you may move into the new tax year.}}
  
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==== Printing P60 Forms ====
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{{Warning|title=WARNING|text=If you have multiple companies, please ensure you have carried out the above processes on '''ALL''' companies before following the steps to move into the new tax year.}}
−
{{Tip|text=If you are unsure whether you are on Windows Printing and/or your paper doesn't line up, please {{SupportContact}}}}
 
  
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===== On a Laser/Inkjet Printer =====
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== Step 4: Moving into the New Tax Year 2024/2025 ==
−
Load the printer with the P60 stationery (P60 (SingleSheet/Shortened) (2014-2015) - Certificate of Pay for manual completion or with a Laser Printer) as you would with normal paper:
 
  
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* Select the {{DataValue|P60 End of Year Cert. - '''2015'''}} report.
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{{Warning|title=WARNING|text=We strongly suggest you [[Setting up the Platinum backup program|backup]] your system prior to rolling forward. You may use the standard Platinum backup option to do this but users must be out of the system and we suggest you label it '''"PAYROLL YEAR END 2023/2024"'''.}}
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* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
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* Press {{KeyPress|F1}} twice to select the second employee on record.
 
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* 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.
 
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* From this test print, check you have correctly lined up the paper in your printer.
 
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* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2015'''}} report again. Leave the employee fields blank to print all employees. Press {{KeyPress|F2}} to print.
 
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* 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.
 
  
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===== On a Dot Matrix Printer =====
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{{Information|title=Information|text=A new Platinum Version for payroll '''4.3.1.0''' will be available for download from '''Monday 25th March 2024.''' This update will need to be ran '''AFTER''' the final period processes have been completed and all year end reports have been ran to move the Tax Year and apply any statutory changes as this '''WILL move you into the the next payroll year - 2024/2025.'''}}
−
{{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.}}
 
  
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Load the printer with the P60 stationery (P60(Continuous)(2014-2015) - 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.
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* Click [[Downloading a Platinum update|here]] for instructions on downloading and running the update.
  
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* Select the {{DataValue|P60 End of Year Cert. - '''2015'''}} report.
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{{Note|title=Contact Support|text=If you are unsure on any of the steps above, please contact your Platinum support team by registering on our [https://catalystcomputersystems.na3.teamsupport.com/login/user Support Hub] and logging a ticket, alternatively by emailing [mailto:platinumsupport@catalyst-uk.com platinumsupport@catalyst-uk.com].   or call on 0116 230 1500 if you need further assistance.}}
−
* Press {{KeyPress|F1}} to select the first employee on record and press {{KeyPress|Enter}}.
 
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* Press {{KeyPress|F1}} twice to select the second employee on record.
 
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* 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.
 
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* From this test print, check you have correctly lined up the paper in your printer.
 
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* Once you are happy with this, select the {{DataValue|P60 End of Year Cert. - '''2015'''}} report again. Leave the employee fields blank to print all employees. Press {{KeyPress|F2}} to print.
 
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* 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.
 
  
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Once all this is done this closes the period and you will be ready to move into the next year.
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* Run a Platinum Update to move the payroll into the new tax year, this is done as follows:
 +
** [[Downloading a Platinum update|Download]] a Platinum Update following the instructions in the article.
 +
* The installer will contain information you should read to ensure you are clear that this process will roll you into the new tax year. This option cannot be reversed.
  
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=== Closing the Year ===
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{{Warning|title=CAUTION|text=Once you have installed Version '''4.3.1.0''', your system '''WILL BE MOVE FORWARD INTO THE NEW PAYROLL YEAR'''. This will also install any changes to Statutory Pay Rates, Student Loans, Department for Work and Pensions bands and National Insurance Bands as per HMRC guidance.}}
−
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.  
 
  
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{{Information|text='''IMPORTANT NOTES FOR THE LAST PAYROLL PERIOD OF 2015''' - 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.}}
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{{Note|title=Please Note|text=You '''MUST''' now check your employee tax codes and pension settings as per the sections below.}}
  
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{{Warning|text='''REMINDER''' - If you have not made a FULL backup of your system at this point, please do so now.}}
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== Step 5: Altering Employee Tax Codes ==
 +
Check each employee's tax code.
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* Amend any as per guidance from HMRC e.g. individual employee tax code notifications and/or standard increases to codes.
 +
* Ensure that you change the {{DataPrompt|Week1/Month1}} flag to {{DataValue|No}} on any applicable employees unless instructed otherwise by HMRC.
  
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==== Filing the On-line Returns ====
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Please see [[How do I change a tax code?]].
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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.  
 
  
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{{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.}}
+
== Step 6: Pension Schemes ==
 +
There have been no announced increases to Automatic Enrolment Contributions for '''2024/2025''' at this time.
  
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Go to {{Menu|{{PR}}|Payroll Procedures/Reports|Monthly Procedures/Reports}}.
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You are advised to confirm with your Pension Providers whether there are any changes to schemes your employees are enrolled in. It is your responsibility to understand and implement any changes.
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* Choose {{Menu|Internet Filing of Returns}}.
 
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* Then go to {{Menu|Submit a 2014/15 EPS}}
 
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* Make sure you tick the {{Menu|Final Submission for the year}} box. This turns the normal monthly submission to a yearly one.
 
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* Fill in the relevant amounts in the {{DataPrompt|Statutory Payments & Tax Credit}} fields. Leave any that don’t apply set to £0.00.
 
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* Click {{Button|Next}}.
 
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* Check the figures shown and fill in the relevant amounts in the {{DataPrompt|Summary of Payments}} fields.
 
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** 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.
 
  
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{{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.}} }}
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Further guidance on automatic enrolment schemes may be found here: [https://www.thepensionsregulator.gov.uk/en/business-advisers/automatic-enrolment-guide-for-business-advisers/automatic-enrolment-earnings-threshold Department for Work and Pensions (DWP)].
  
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* Click {{Button|Next}}.
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Please see [[How do I set up a pension scheme in Platinum Payroll?|this]] article for further guidance on Pension Scheme settings.
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the drop down key at the end of each box.
 
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* Click {{Button|Next}}.
 
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* 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.
 
  
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===== Types of Submission =====
+
== Step 7: Send the Final EPS to HMRC ==
−
{{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.}}
+
The EPS ''must'' be submitted by '''19th April 2024'''.
  
−
====== TEST ======
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Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
−
* 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:
+
* Click {{Button|Employer Payment Summary}}
−
* Whether the names, tax codes & NI numbers are correct and acceptable.
+
* Click {{Menu|View or Submit Final '''2023/24''' EPS}}.
−
* 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.
+
* At the bottom of your screen is a drop down for you to choose the period to submit.
  
−
====== LIVE ======
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{{Warning|title=WARNING|text=Ensure you select {{Menu|'''2023/2024''' Final Submission for the year}}.}}
−
* 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.
 
−
* 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 =====
+
Check the values shown agree to the payments and deductions you made to HMRC for the '''2023/2024''' Tax Year.
−
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:
+
{{Note|title=Please 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.}}
−
* Go to {{Menu|Payroll|Payroll Procedures/Reports|Yearly Procedures/Reports}}.
 
−
* Choose {{Menu|Internet Filing of Returns}}.
 
−
* Choose {{Menu|Check Submission Status}}.
 
  
−
If you have submitted a test return please wait for the response to it before trying to submit your live return.
+
* 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.
  
−
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 read the section below on 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 so you do not have to do this on 6th April
+
=== Types of Submission ===
 +
When submitting you may choose to send a Test before submitting your live return.
  
−
{{Warning|text=Obviously it's best not to leave it until the last minute!}}
+
* Depending on which type of submission you are making, click the drop down key and choose {{Button|Live Submission}} or {{Button|Test Submission}}.
  
−
====== Unsuccessful Returns ======
+
==== TEST ====
−
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.
+
* 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.
  
−
====== After a Successful Return ======
+
If you have submitted a test return, please wait for the response to it before trying to submit your live return.
−
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.}}
+
==== 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.
  
−
==== Moving into the New Tax Year 2015-2016 ====
+
== What happens next ==
−
You will need to run your previous Platinum Update again to move the payroll into the new tax year, this is done as follows:
+
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.
  
−
*Make sure all users are out of the system.
+
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 April''' to return these figures but we would advise you don't leave it until the last minute!
−
*Double click the "Platwin.exe" icon (as downloaded earlier).
 
  
−
{{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.}}
+
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.
  
−
*Choose {{Button|No}} at the first screen that says {{DataPrompt|Welcome to the Platinum Setup Wizard}}.
+
To check the status of the submission:
−
*On the list of options, select {{DataPrompt|Move Payroll on to the '''2015-2016''' Tax Year}} - a tick will appear in the little box.
+
* Go to {{Menu|{{PR}}|End of Year Payroll Returns|Employer Payment Summary}}.
−
*Click {{DataValue|Next}}. Read the warning box that appears and click {{Button|Yes}} or {{Button|No}} as appropriate ({{Button|No}} will abort the update).
+
* Choose {{Menu|Check '''2023/2024''' EPS Status}}.
  
−
{{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.}}
+
==== Unsuccessful Returns ====
 +
*If you have an unsuccessful return you will be given a response message telling you why the [[Troubleshooting payroll RTI submission errors|submission]] wasn't successful. Please read the message then try to resolve the problem.
  
−
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.
+
{{Note|title=Contact Support|text=If you are unsure on any of the steps above, please contact your Platinum support team by registering on our [https://catalystcomputersystems.na3.teamsupport.com/login/user Support Hub] and logging a ticket, alternatively by emailing [mailto:platinumsupport@catalyst-uk.com platinumsupport@catalyst-uk.com].  or call on 0116 230 1500 if you need further assistance.}}
  
−
=== Altering Employee Tax Codes ===
+
*Once a problem has been resolved you can submit the return making sure you fill in the declaration fields again
−
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:
+
==== After a Successful Return ====
 +
If after a successful return you find you need to adjust any figures you will need to contact HMRC. You may not submit an Earlier Year Update via Platinum.
  
−
*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 .
+
== Key Dates & Year End Check List ==
  
−
{{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.}}
+
=== Key & Useful Dates ===
−
 
 
−
{{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.}}
 
−
 
 
−
{{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.}}
 
−
 
 
−
==== Entering the Tax Code Changes ====
 
−
*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]].
 
−
 
 
−
=== Key Dates & Year End Check List ===
 
−
 
 
−
==== Key & Useful Dates ====
 
−
 
 
−
===== Now =====
 
−
*Try to order your 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.
 
  
 
;Payroll Week 53
 
;Payroll Week 53
Line 224: Line 179:
 
;6th April
 
;6th April
 
:Start of next Tax Year.
 
:Start of next Tax Year.
 +
:Amendment of Employee Tax Codes.
  
 
;19th April
 
;19th April
−
:RTI Deadline for Final submission and Final Payment to the Inland Revenue for the Previous Tax year.
+
:Deadline for submission of final FPS
−
 
+
:Deadline for submission of final EPS
−
;19th May
+
:Final Payment to the Inland Revenue for the Previous Tax year.
−
:Last date for P35 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 ====
+
;6th July
−
*Registered for On-line Filing.
+
:Deadline for P11D's to be submitted to the Inland Revenue.
−
*Ordered Stationery from Inland Revenue.
 
−
*Downloaded a Platinum update for the Platinum Software.
 
−
*Completed and Closed Week 52/Month 12.
 
−
*Taken a backup of Platinum.
 
−
*Printed all necessary reports:
 
−
**P11
 
−
**P35
 
−
**P60's
 
−
*Moved Platinum into the new tax year. 
 
−
*Filed P35s on-line, if necessary.
 
−
*Handed out P60s to all employees in your employment as at 5th April.
 
−
 
 
−
=== Historic Notes ===
 
−
{{Information|text=Getting ready for PAYE Real Time Information|text=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 [http://www.hmrc.gov.uk/payerti/getting-started/index.htm HERE] and on our website click [https://www.catalyst-uk.com/ccs/catalyst-computer-systems/news/general-news/479-paye-real-time-information-and-platinum HERE].}}
 
−
 
 
−
{{Warning|text='''*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 [[Setting the Government Gateway User ID|HERE]] or see [[Payroll End of Year#On-line Filing for Year End Returns |THIS]] section below.}}
 
−
 
 
−
{{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 =====
 
−
Go to {{Menu|{{RP}}|Maintenance Options|System Administrator|System Parameters}}.
 
−
* Press {{KeyPress|Pg-Dn}} to go to Page 2 – "General Security Parameters".
 
−
* 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 {{KeyPress|Escape}} 4 times to return to the menu.
 
−
 
 
−
{{Tip|text=Click [[Setting the Government Gateway User ID|HERE]] for more detailed information.}}
 
−
 
 
−
===== PAYE Reference =====
 
−
Go into {{Menu|{{PR}}|Payroll Parameters Maintenance|Payroll Parameters|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 {{KeyPress|Escape}}.
 
−
* 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 {{KeyPress|Escape}} 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 {{Menu|Payroll Procedures/Reports|Employee Listing}}. Choose {{DataValue|P}} to print the report, or {{DataValue|S}} to view it on screen then press {{KeyPress|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. {{DataValue|Mr. John Smith}} would be rejected but {{DataValue|Mr John Smith}} would be fine - the full stop in "Mr." in the first example is the problem.
 
  
 
== See also ==
 
== See also ==
−
* [[Downloading a Platinum Update]]
+
* [[Downloading a Platinum update]]
−
* [[Setting up the Platinum Backup Program]]
+
* [[Setting up the Platinum backup program]]
−
* [[Payroll Tax Code Changes 2014-2015]]
+
* [[How do I change a tax code?]]
−
* [[How to amend your Payroll Tax Bands]]
+
* [[How do I set up a pension scheme in Platinum Payroll?]]
−
* [[Troubleshooting Payroll RTI Submission Errors]]
+
* [[Troubleshooting payroll RTI submission errors]]
 +
* [[How do I claim employment allowance?]]
  
−
{{KB_Tags|payroll, 2014-2015 end of year, end of year, year end, procedure}}
+
{{KB_Tags|payroll, 2024-2025, 2023-2024 end of year, end of year, year end, procedure, fps, p35, p60, p11, final period, close period, tax year, 5th april, 6th april, week 53, pr_year}}
 
{{KB_PR}}{{ZN_Admin}}
 
{{KB_PR}}{{ZN_Admin}}

Latest revision as of 06:31, 15 November 2024

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 in full so you are aware of the processes to follow at the end of the tax year. All information is important and it is your responsibility to carry out each step per the guidance.

Step 1: Check the Version of your Platinum system

IMPORTANT PAYROLL INFORMATION

Please ensure your Platinum system is on at least Version 4.2.10.0 prior to producing your 2023/24 Year End reports.

Contact Support: If you are unsure on any of the steps above, please contact your Platinum support team by registering on our Support Hub and logging a ticket, alternatively by emailing platinumsupport@catalyst-uk.com. or call on 0116 230 1500 if you need further assistance.
  • Distribute the P60 forms to all employees still in your employment at the end of the payroll year.
CAUTION: A new Platinum Version for payroll 4.3.1.0 will be available for download from Monday 25th March 2024. This update will need to be ran AFTER the final period processes have been completed. All year end reports need to have been ran BEFORE the move to the new Tax Year and apply any statutory changes. This update WILL move you into the the next payroll year 2024-2025.

Step 2: Complete Your Final Payroll Period

Complete and close your final payroll period for 2023-24 and file your FPS as normal.

If you do not need to run a Week 53 please ignore this period. DO NOT close it. If you are unsure please contact HMRC to enquire if you need to run a week 53.

Week 53?: If your PAY DATE for week 52 falls on or BEFORE Friday 29th March 2024 you WILL need to run a week 53. Process and close this period as usual before submitting the year end information.
WARNING: If there is some reason why you cannot file your FPS on or before the pay date for your final period, please note this MUST be submitted BEFORE 19th APRIL 2024 as HMRC do not accept 2023-24 FPS filings after this date.

Step 3: Produce Year End Reports

  • Print Employee P60's. - These must be issued to all employees still in your employment at April 5th (they must be given to the employees by 31st May 2024). Please Note: You MUST print 2023/24 P60's BEFORE moving into the new Tax Year.
  • Print a P11 for each employee to keep for your records.
  • 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 replaces the P35 in sending data to HMRC.
Tip: We suggest you ensure you print each of the above to PDF and save in a secure location for reference.

Go to " Payroll End of Year Payroll Routines".

P60 Forms

  • Click 'P60 End of Year Cert. - 2024'.
WARNING: If this option does not read 'P60 End of Year Cert. - 2024' at this stage - you will need to run a Platinum update up to at least Version 4.2.10.0 before continuing.
  • If you are printing the P60 forms onto paper select 'No' at the "Emailed copy?" prompt.
    • To print to your default printer press <F2> or click [Start].
    • To select an alternate print record e.g. '92 - Print to PDF' press <Alt+P>.
    • Enter the print record to use then press <Enter> and click [Start].
Tip: If you wish to email your P60 forms you should ensure you already have the ability to email from Platinum and will need to add email addresses and passwords to your employee records. You may then use print record '87' to send a secure password protected P60 to the relevant employees. You should also select 'Yes' at the "Emailed copy?" prompt as this inserts some additional text into the P60 to indicate it is an email version of the form. For employees without an email address Platinum will print the P60 to your default print record for you to distribute by hand.
Contact Support: If you require assistance with this option please, contact your Platinum support team by emailing platinumsupport@catalyst-uk.com. Alternatively by registering on our Support Hub and logging a ticket or call on 0116 230 1500 if you need further assistance.
  • Distribute the P60 forms to all employees still in your employment at the end of the tax year. Do not send them to any employees who have left your employment.

P11

WARNING: If this option does not read 'P11 Current Tax Year - 2024' at this stage - you will need to run a Platinum update before continuing.
  • Click 'P11 Current Tax Year - 2024' 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.

Employee Tax NI and Summary (P35 Substitute)

Please note: As the P35's are no longer used the "Employee Tax NI and Summary" option has been taken out of the "End of year Routines" menu. However should you still wish to print this summary you can follow the steps below.
  • Click " Payroll Payroll Reports Payroll Report Generator"
  • Enter 'P35' into the "Filter on" field.
  • Click "Start".
  • Click 'Employee Tax and NI Summary' then click [Start] to print.
  • 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.
  • As a final check, you can log into your gateway account and check the HMRC totals against this report to ensure that they reconcile.
Please Note: When you have produced the above reports, you may move into the new tax year.
WARNING: If you have multiple companies, please ensure you have carried out the above processes on ALL companies before following the steps to move into the new tax year.

Step 4: Moving into the New Tax Year 2024/2025

WARNING: We strongly suggest you backup your system prior to rolling forward. You may use the standard Platinum backup option to do this but users must be out of the system and we suggest you label it "PAYROLL YEAR END 2023/2024".
Information: A new Platinum Version for payroll 4.3.1.0 will be available for download from Monday 25th March 2024. This update will need to be ran AFTER the final period processes have been completed and all year end reports have been ran to move the Tax Year and apply any statutory changes as this WILL move you into the the next payroll year - 2024/2025.
  • Click here for instructions on downloading and running the update.
Contact Support: If you are unsure on any of the steps above, please contact your Platinum support team by registering on our Support Hub and logging a ticket, alternatively by emailing platinumsupport@catalyst-uk.com. or call on 0116 230 1500 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.
  • The installer will contain information you should read to ensure you are clear that this process will roll you into the new tax year. This option cannot be reversed.
CAUTION: Once you have installed Version 4.3.1.0, your system WILL BE MOVE FORWARD INTO THE NEW PAYROLL YEAR. This will also install any changes to Statutory Pay Rates, Student Loans, Department for Work and Pensions bands and National Insurance Bands as per HMRC guidance.
Please Note: You MUST now check your employee tax codes and pension settings as per the sections below.

Step 5: Altering Employee Tax Codes

Check each employee's tax code.

  • Amend any as per guidance from HMRC e.g. individual employee tax code notifications and/or standard increases to codes.
  • Ensure that you change the "Week1/Month1" flag to 'No' on any applicable employees unless instructed otherwise by HMRC.

Please see How do I change a tax code?.

Step 6: Pension Schemes

There have been no announced increases to Automatic Enrolment Contributions for 2024/2025 at this time.

You are advised to confirm with your Pension Providers whether there are any changes to schemes your employees are enrolled in. It is your responsibility to understand and implement any changes.

Further guidance on automatic enrolment schemes may be found here: Department for Work and Pensions (DWP).

Please see this article for further guidance on Pension Scheme settings.

Step 7: Send the Final EPS to HMRC

The EPS must be submitted by 19th April 2024.

Go to " Payroll End of Year Payroll Routines".

  • Click [Employer Payment Summary]
  • Click " View or Submit Final 2023/24 EPS".
  • At the bottom of your screen is a drop down for you to choose the period to submit.
WARNING: Ensure you select " 2023/2024 Final Submission for the year".

Check the values shown agree to the payments and deductions you made to HMRC for the 2023/2024 Tax Year.

Please Note: 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 April 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 End of Year Payroll Returns Employer Payment Summary".
  • Choose " Check 2023/2024 EPS 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.
Contact Support: If you are unsure on any of the steps above, please contact your Platinum support team by registering on our Support Hub and logging a ticket, alternatively by emailing platinumsupport@catalyst-uk.com. or call on 0116 230 1500 if you need further assistance.
  • Once a problem has been resolved you can submit the return making sure you fill in the declaration fields again

After a Successful Return

If after a successful return you find you need to adjust any figures you will need to contact HMRC. You may not submit an Earlier Year Update via Platinum.

Key Dates & Year End Check List

Key & Useful Dates

Payroll Week 53
If your pay date for week 52 falls on or before 29th March you WILL need to run a Week 53.
5th April
End of current Tax Year.
6th April
Start of next Tax Year.
Amendment of Employee Tax Codes.
19th April
Deadline for submission of final FPS
Deadline for submission of final EPS
Final Payment to the Inland Revenue for the Previous Tax year.
31st May
P60 forms must be given to employees by this date.
6th July
Deadline for P11D's to be submitted to the Inland Revenue.

See also


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