Difference between revisions of "Payroll end of year"

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{{Incomplete}} {{Review}}
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== Summary ==
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{{Note|text='''Important:''' Please read through these instructions before starting to use the year end for the payroll}}
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This article explains what you need to do ''before'', ''during'' and ''after'' the last period of your tax year.
  
 
== Introduction ==
 
== 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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This article aims to guide you through the procedures involved in running a year end on Platinum Payroll. 
+
== Step 1: Check the Version of your Platinum system ==
 +
{{Highlight|'''IMPORTANT PAYROLL INFORMATION'''}}
  
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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 Running a Software Update on Platinum.
+
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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Good Luck!
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* 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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'''Items of particular importance before reaching the year end are:'''
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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.}}
−
*Registering for On-line Filing
 
−
*Downloading and Running an Update on Platinum
 
−
*Ordering your Stationery from the Inland Revenue
 
−
**You should by now have received the '''"Employer Orderline 2008 Order Form"'''. You can use this to order the forms that you will need, or you can do it on-line. Allow at least two weeks for delivery of these forms when ordering. When you file on-line, the forms you will require for Platinum use are as follows:
 
  
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If you have a dot matrix printer using continuous paper :
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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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P60 (Continuous-Portrait) (2007-08)
 
  
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If you have a laser or inkjet printer :
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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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P60 (LaserSheet-Portrait) (2007-08)
 
  
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If you are not filing on-line and you use Platinum Payroll, please contact Hotline Support.
+
== Step 2: Complete Your Final Payroll Period ==
 +
Complete and close your final payroll period for '''2023-24''' and file your FPS as normal.
  
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== Update ==
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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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=== Downloading an Update ===
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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 have printed these notes out, use the "Help" -> "Software Support" -> "Download Latest Version" from within Platinum.
 
−
* Click on "Download" then wait for a few moments. A "File Download" box will appear.
 
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* Click {{Button|Save}} then use the browser to choose "Desktop" (if you have previously downloaded an update you should first delete the icon called {{FilePath|platwin.exe}} from your desktop).
 
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* Click {{Button|Save}}.
 
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* The download should take around 2 – 5 minutes depending on your connection, and should be between 8 & 9 Mb.
 
  
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{{Note|text='''Important:''' If the download takes a very short time (a couple of seconds), then you have a corrupted download and will need to download again.}}
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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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=== Running an Update ===
+
== Step 3: Produce Year End Reports ==
−
To run an update from the downloaded file make sure all users including you are out of Platinum.
+
* 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.
−
* Double click the {{FilePath|platwin.exe}} icon on your desktop.
+
* Print a P11 for each employee to keep for your records.
−
* Click {{Button|Yes}} to update your software.
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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.
−
* When the update has finished choose {{Button|Close}} then read the changes displayed on your screen.
 
  
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== On-line Filing for Year End Returns ==
+
{{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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* Complete and close your final pay periods for the tax year. You don't need to close Week 53 if you are not running a Week 53.
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Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
−
* Take a full backup of your system before moving on to the year end procedures. Contact Hotline Support if you need any assistance. Put this backup to one side labelled "Payroll Year End 2007-08".
 
  
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=== End of Year ===
+
=== P60 Forms ===
−
Your year end returns can be submitted up to May 19th, but you will need to produce your P11s, P60s and print the P32 & P35 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.
+
* Click {{DataValue|P60 End of Year Cert. - '''2024'''}}.
  
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=== '''Required Information''' ===
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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.}}
−
=== User name and password ===
 
−
Go to "Reports & Parameters" –> "Maintenance Options" –> "System Administrator" –> "System Parameters".
 
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* Press Page Down 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 your main menu.
 
  
−
=== PAYE Reference ===
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* If you are printing the P60 forms onto paper select {{DataValue|No}} at the {{DataPrompt|Emailed copy?}} prompt.
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Go into "Payroll" -> "Payroll Parameters Maintenance" –> "Payroll Parameters" –> "Company Parameters" –> "General Company Details".
+
**  To print to your default printer press {{KeyPress|F2}} or click {{Button|Start}}.
−
* Make sure you have correctly filled in your PAYE Reference.
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**  To select an alternate print record e.g. {{DataValue|92 - Print to PDF}} press {{KeyPress|A-P}}.
−
* Press {{KeyPress|Escape}}.
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** Enter the print record to use then press {{KeyPress|ENTER}} and click {{Button|Start}}.
−
* 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 your main menu.
 
  
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=== Other checks you should make are ===
+
{{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.}}
−
* 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 {{DataValue|P}} to print the report or S to view it on screen then press {{KeyPress|F2}}.
 
−
* 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 should be accepted. {{DataValue|Mr. John Smith}} would be rejected but {{DataValue|Mr John Smith}} would be fine.
 
  
−
== Reports ==
+
{{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.}}
−
The reports you should run are:
 
−
* 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).
 
−
* P32 – to provide a check against the Tax and NI paid to the Inland Revenue over the year.
 
−
* P35 Substitute – to provide a check against the Tax and NI paid by each employee over the year.
 
  
−
When you use the on-line filing you will be submitting your P14 forms and P35 report to the Inland Revenue so these documents should not be sent on paper. Your return must be made by May 19th at the latest, even if you are filing on paper.
+
* 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.
  
−
To produce these reports go to "Payroll Procedures/Reports" –> "Yearly Procedures".
+
=== P11 ===
 +
{{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.}}
 +
* 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.
  
−
=== Printing P11s ===  
+
=== Employee Tax NI and Summary (P35 Substitute) ===
−
* Make sure there is plain paper in your printer.
+
{{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.}}
−
* Choose “Current Tax Year P11” then tap {{KeyPress|F2}} to print. This will print P11s for every employee who has been included in your payroll for the year. Keep these for your records.
 
  
−
=== Printing P35 Substitute & P32 ===
+
* Click {{Menu|{{PR}}|Payroll Reports|Payroll Report Generator}}
−
* Choose the {{DataValue|P32 Annual ER Payments}} report then choose the {{DataValue|P35 Substitute}} report.
+
* Enter {{DataValue|P35}} into the {{DataPrompt|Filter on}} field.
−
* Check the value in the {{DataValue|NIC's}} column on the P35 Substitute agrees to the value in the {{DataValue|NI Details}} line under the {{DataValue|Total Cont'ions}} column on each employee's P11.
+
* Click {{DataPrompt|Start}}.
−
* Check the value in the {{DataValue|Income Tax}} column on the P35 Substitute agrees to the right hand value in the {{DataValue|PAY Details}} –  {{DataValue|This Employment}} on each employee's P11.
+
* Click {{DataValue|Employee Tax and NI Summary}} then click {{Button|Start}} to print.
−
* Check the total NIC's and Tax paid on the P35 Substitute agree to the NIC's and Tax on the P32.
+
* 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 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.
  
−
If you find any discrepancies at this stage and are unsure how to correct them, contact support team on 0116 2301500 as soon as possible.
+
{{Note|title=Please Note|text=When you have produced the above reports, you may move into the new tax year.}}
  
−
=== Printing P60s ===
+
{{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.}}
−
Load the printer with the P60 stationery, making sure the top of the printer head lines up with the top of the paper if you are using a dot matrix printer.
 
−
* Select the {{DataValue|P60 End of Year}} report.
 
−
* 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.
 
−
* If you are using a standard dot matrix printer then just tap {{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 press {{keyPress|F2}} to print.
 
−
** If you are unsure whether you are on Windows Printing and/or your paper doesn't line up, please contact our support team for advice on 0116 2301500
 
−
* From this test print, check you have correctly lined up the paper in your printer.
 
−
* Once you are happy with this, select the “P60” report again. Leave the employee fields blank to print all employees. Press {{KeyPress|F2}} 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.
 
  
 +
== Step 4: Moving into the New Tax Year 2024/2025 ==
  
−
== Closing the Year ==
+
{{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"'''.}}
  
−
{{Note|text='''Important:''' TAKE A BACKUP, LABEL IT '''"PAYROLL YEAR END 2007/08"''' AND KEEP IT IN A SAFE PLACE}}
+
{{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.'''}}
  
−
When you are happy with the reports you have produced, you may move into the new tax year. To do this you need to run an update again.  
+
* Click [[Downloading a Platinum update|here]] for instructions on downloading and running the update.
  
−
=== Moving into the New Tax Year 2008-2009 ===
+
{{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.}}
−
You need  to run a Platinum Update to move the payroll into the new tax year, this is done as follows:
 
  
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*Make sure all users are out of the system
+
* Run a Platinum Update to move the payroll into the new tax year, this is done as follows:
−
*Double click the "Platwin.exe" icon (as downloaded earlier)
+
** [[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.
  
−
{{Note|text='''PLEASE NOTE:''' As you are going through the update process, please make sure you read each information/message box carefully. If in doubt choose {{DataValue|No}} or {{DataValue|Cancel}} to abort the update. Contact Software support on 0116 2301500 if you are unsure how to proceed at any stage of the update.}}
+
{{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.}}
  
−
*Choose {{DataValue|No}} at the first screen that says '''"Welcome the the Platinum Setup Wizard"'''
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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.}}
−
*On the list of options Select '''"Move Payroll on to the 2008-2009 Tax Year"''' - a tick will appear in the little box.
 
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*Click {{DataValue|Next}}. Read the warning box that appears and click {{DataValue|Yes}} or {{DataValue|No}} as appropriate ({{DataValue|No}} will abort the update).
 
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*If you choose {{DataValue|Yes}} the system will then carry out a quick check to make sure you have run your P11's and P35 for all companies. If it finds you haven't done these processes for any companies you will be told and will be asked to choose {{DataValue|Yes}} or {{DataValue|No}} to decide whether to proceed with the update. if you choose {{DataValue|No}} this will abort the update but if you choose {{DataValue|Yes}} you may carry on.
 
  
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{{Note|text='''PLEASE NOTE:''' If you haven't run all the P11's and your P35 choose {{DataValue|No}} to cancel the update then go into those companies and finish the year end}}
+
== 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 {{DataPrompt|Week1/Month1}} flag to {{DataValue|No}} on any applicable employees unless instructed otherwise by HMRC.
  
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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.
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Please see [[How do I change a tax code?]].
  
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=== Altering Employee Tax Codes ===
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== Step 6: Pension Schemes ==
 +
There have been no announced increases to Automatic Enrolment Contributions for '''2024/2025''' at this time.
  
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You may receive P9(T) notification of changes to employee tax codes. If so check when they are effective from 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:
+
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.
−
*For any employees on an "L" code increase their current tax code by 15 e.g. 474L becomes 489L.
 
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*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 .
 
  
−
{{Warning|text='''DON'T FORGET:''' Change the Week1/Month1 to {{DataValue|No}} on any employees where this flag is set.}}
+
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)].
  
−
When the new tax bands are announced around weeks 7-10, there will be another article informing you of the changes and how to input them into Platinum.
+
Please see [[How do I set up a pension scheme in Platinum Payroll?|this]] article for further guidance on Pension Scheme settings.
−
 
 
−
== Filing the On-line Returns ==
 
−
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.  
 
  
−
Go to "Payroll" –> "Payroll Procedures/Reports" –> "Yearly Procedures/Reports".
+
== Step 7: Send the Final EPS to HMRC ==
−
* Choose "Internet Filing of Returns".
+
The EPS ''must'' be submitted by '''19th April 2024'''.
−
* Choose ""Submit New End-of-Year Returns.
+
 
−
* A list of all your employees will appear on screen. You should have already checked the P35 Substitute to make sure these figures are correct for each employee.
+
Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
−
* Click {{Button|Next}}.
+
* Click {{Button|Employer Payment Summary}}
−
* Fill in the relevant amounts in the {{DataPrompt|Statutory Payments & Tax Credit}} fields. Leave any that don’t apply set to £0.00.
+
* Click {{Menu|View or Submit Final '''2023/24''' EPS}}.
−
* Click {{Button|Next}}.
+
* At the bottom of your screen is a drop down for you to choose the period to submit.
−
* Check the figures shown and fill in the relevant amounts in the {{DataPrompt|Summary of Payments}} fields.
+
 
 +
{{Warning|title=WARNING|text=Ensure you select {{Menu|'''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.
  
−
{{Note|text='''Please Note:''' You cannot edit the following fields: {{DataPrompt|Total NICs}}, {{DataPrompt|Total Tax}}, {{DataPrompt|Subtotal before Deductions}}, {{DataPrompt|Net Amount Recoverable}} & {{DataPrompt|Total Amount Payable.}} }}
+
{{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.}}
  
 +
* 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}}.
 
* Click {{Button|Next}}.
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the down arrow key at the end of each box.
+
* If you are taken to a {{Tab|Checklist}} tab, please answer the questions shown.
−
* Click {{Button|Next}}.
+
* On the {{Tab|Declaration}} tab, please complete the required information.
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the down arrow key at the end of each box.
+
* Click {{Button|Submit}} to send the final return to HMRC.
−
* Click {{Button|Next}}.
+
 
−
* Answer {{Button|Yes}} or {{Button|No}} to each of the questions by clicking the down arrow 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.
+
Please read the section below on submissions:
  
 
=== Types of Submission ===
 
=== 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 {{Button|Live Submission}} or {{Button|Test Submission}}.
 +
 
==== TEST ====
 
==== 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:
 
* 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 P14 submissions agree to the P35.
+
* Whether the Employee Names, Tax Codes & NI numbers are correct and acceptable.
−
* 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.
 
* 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 ====
 
==== LIVE ====
−
* When you are ready to send 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.
+
* 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 down arrow key and choose {{Button|Live Submission}} or {{Button|Test Submission}}.
+
* Click {{Button|Submit}} to proceed.
−
* Click {{KeyPress|Submit}} to proceed.
 
  
−
=== What happens next ===
+
== What happens next ==
−
The software will now start to send your return. The time it takes to reply to your return is entirely down to the Inland Revenue. 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.
+
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:
+
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!
−
* Go to "Payroll" –> "Payroll Procedures/Reports" –> "Yearly Procedures/Reports".
 
−
* Choose "Internet Filing of Returns".
 
−
* Choose "Check Submission Status".
 
  
−
If you have submitted a test return please wait for the response to it before trying to submit your live return.
+
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.
  
−
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.
+
To check the status of the submission:
 +
* Go to {{Menu|{{PR}}|End of Year Payroll Returns|Employer Payment Summary}}.
 +
* Choose {{Menu|Check '''2023/2024''' EPS Status}}.
  
−
If your return is taking a long time please be patient as the Inland Revenue 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 but obviously please don’t leave it until the last minute!
+
==== 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.
  
−
==== Unsuccessful Returns ====
+
{{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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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.
+
 
 +
*Once a problem has been resolved you can submit the return making sure you fill in the declaration fields again
  
 
==== After a Successful Return ====
 
==== After a Successful 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 i.e. if a P14 figure for an employee was £100.13 and should have been £10.13 your amendment would be £90.00. Any amendments to P14’s should also be accompanied by an amended P35, even if the P35 hasn’t altered in which case you would return a ‘nil’ P35. You can amend a P35 without amending P14’s.
+
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 Dates & Year End Check List ==
Line 194: Line 171:
 
=== Key & Useful Dates ===
 
=== Key & Useful Dates ===
  
−
==== Now ====
+
;Payroll Week 53
−
*Try to order your stationery from from the Inland Revenue to ensure it arrives in time for the year end.
+
:If your pay date for week 52 falls on or before 29th March you '''WILL''' need to run a Week 53.
−
*If you are going to file your returns on-line and haven't already registered with the Inland Revenue,
 
−
{{Tip|text='''GET YOURSELVES REGISTERED!'''}}
 
−
*Download a Platinum Update to ensure you are ready to produce the year end reports.
 
−
 
 
−
==== 5th April ====
 
−
*End of 2007/2008 Tax Year.
 
  
−
==== 5th April ====
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;5th April
−
*Start of 2008/2009 Tax Year.
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:End of current Tax Year.
  
−
==== 19th April ====
+
;6th April
−
* Final Payment to the Inland Revenue for the 2007/2008 Tax year.
+
:Start of next Tax Year.
 +
:Amendment of Employee Tax Codes.
  
−
==== 19th May ====
+
;19th April
−
*Last date for P35 and P14 to be submitted to the Inland Revenue.
+
: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 ====
+
;31st May
−
* P60 forms must be given to employees by this date.
+
:P60 forms must be given to employees by this date.
  
 +
;6th July
 +
:Deadline for P11D's to be submitted to the Inland Revenue.
  
−
=== Year End Check List ===
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== See also ==
−
*Registered for On-line Filing
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* [[Downloading a Platinum update]]
−
*Ordered Stationery from Inland Revenue
+
* [[Setting up the Platinum backup program]]
−
*Downloaded a Platinum update for the Platinum Software
+
* [[How do I change a tax code?]]
−
*Completed and Closed Week 52/Month 12
+
* [[How do I set up a pension scheme in Platinum Payroll?]]
−
*Taken a backup of Platinum
+
* [[Troubleshooting payroll RTI submission errors]]
−
*Printed all necessary reports:
+
* [[How do I claim employment allowance?]]
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**P11
 
−
**P32
 
−
**P35
 
−
**P14/P60's
 
−
*Moved Platinum into the new tax year 
 
−
*Filed P35 and P14's on-line, if necessary
 
−
*Handed out P60's to all employees in your employment as at 5th April
 
  
−
{{KB_Tags|payroll, 2007-2008 end of year, procedure}}
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{{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}}
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{{KB_PR}} {{ZN_Admin}}
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{{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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