Difference between revisions of "Payroll end of year"

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== Introduction ==
 
== Introduction ==
−
Please read through this guide now as there are certain procedures you need to follow sooner rather than later:
+
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.
−
* Order P60 stationery from the Inland Revenue.
 
−
* Install a ''Pre-Year End'' Software Update on Platinum.
 
  
−
== Prior to the Year End ==
+
== Step 1: Check the Version of your Platinum system ==
 +
{{Highlight|'''IMPORTANT PAYROLL INFORMATION'''}}
  
−
=== Order P60 Stationery from the Inland Revenue ===
+
Please ensure your Platinum system is on at least Version '''4.2.10.0''' prior to producing your '''2023/24''' Year End reports.
−
* If you have a laser or inkjet printer :
 
−
:{{Red|P60 (SingleSheet/Shortened) (2019-2020) - Certificate of Pay. For manual completion or with a Laser Printer.}}
 
  
−
* If you have a dot matrix printer using continuous paper :
+
* 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.
−
:{{Red|P60(Continuous)(2019-2020) - Certificate of Pay. For use with a Continuous Printer.}}
 
  
−
Click [http://www.hmrc.gov.uk/payerti/forms-updates/forms-publications/onlineorder.htm here] for a direct link to the HMRC Online Employer Online
+
{{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.}}
−
Order form.
 
  
−
{{Note|iconsize=small|text=The Inland Revenue advise it will take at least 7 days for delivery.}}
+
* Distribute the P60 forms to all employees still in your employment at the end of the payroll year.
  
−
=== Update your Platinum system ===
+
{{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.'''}}
−
''Before'' printing your P60's you will need to run a Platinum Software update. This ensures your system has the current P60 layout and any amendments to the way information is submitted for the year end. This will be available from Monday 2nd March 2020.
 
  
−
{{Warning|text=This is ''not'' the update that will move you into the new tax year.}}
+
== Step 2: Complete Your Final Payroll Period ==
 +
Complete and close your final payroll period for '''2023-24''' and file your FPS as normal.
  
−
* Click [[Downloading a Platinum update|here]] for instructions on downloading and running the update.
+
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.
 +
 
 +
{{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.}}
 +
 
 +
{{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.}}
 +
 
 +
== 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|title=Tip|text=We suggest you ensure you print each of the above to PDF and save in a secure location for reference.}}
  
−
== Last Payroll Period ==
+
Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
−
Complete your final payroll period for 2019-2020 and file your FPS as normal.
 
  
−
{{Information|text=Week 53? - If you intend to pay your employees on Saturday 4th or Sunday 5th April 2020 and you pay on a Weekly basis then you will be in the position to run a Week 53. Process and close this period as usual before submitting the year end information.}}
+
=== P60 Forms ===
 +
* Click {{DataValue|P60 End of Year Cert. - '''2024'''}}.
  
−
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.
+
{{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.}}
  
−
{{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 20th APRIL 2020 as HMRC do not accept 2019-20 FPS filings after this date.}}
+
* 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}}.
  
−
== Final Reports ==
+
{{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.}}
−
* Print a P11 for each employee to keep for your records. It is worth checking the figures shown before producing your P60's in case you need to correct any errors.
 
−
* Print the Employee Tax NI and Summary report to provide a check against the Tax and NI paid by each employee over the year (this used to be referred to as the P35). Your final EPS Submission replaces the P35 in sending data to HMRC.
 
−
* Print Employee P60s. These must be issued to all employees still in your employment at April 5th (they must be given to the employees by 31st May 2020).
 
  
−
Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
+
{{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.}}
  
−
{{Note|title=Note|text=For your P11 and P35 reports, you could print these to PDF instead of paper for archive purposes. We would recommend that if you do this, the files should be copied along with the backup mentioned below onto a memory stick or another machine for safe keeping.}}
+
* 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 ===
 
=== P11 ===
−
* Make sure there is plain paper in your printer.
+
{{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 - 2020}} 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.
+
* 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.
  
 
=== Employee Tax NI and Summary (P35 Substitute) ===
 
=== Employee Tax NI and Summary (P35 Substitute) ===
−
* Click {{DataValue|Employee Tax and NI Summary}}.
+
{{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.}}
 +
 
 +
* Click {{Menu|{{PR}}|Payroll Reports|Payroll Report Generator}}
 +
* Enter {{DataValue|P35}} into the {{DataPrompt|Filter on}} field.
 +
* Click {{DataPrompt|Start}}.
 +
* Click {{DataValue|Employee Tax and NI Summary}} then click {{Button|Start}} to print.
 
* Check the value in the {{DataValue|NIC's}} column on the Employee Tax and NI Summary agrees to the value in the {{DataValue|NI Details}} line under the {{DataValue|Total Cont'ions}} column on each employee's P11.
 
* Check the value in the {{DataValue|NIC's}} column on the Employee Tax and NI Summary agrees to the value in the {{DataValue|NI Details}} line under the {{DataValue|Total Cont'ions}} column on each employee's P11.
 
* Check the value in the {{DataValue|Income Tax}} column on the Employee Tax and NI Summary agrees to the right hand value in the {{DataValue|PAY Details}}{{DataValue|This Employment}} on each employee's P11.
 
* Check the value in the {{DataValue|Income Tax}} column on the Employee Tax and NI Summary agrees to the right hand value in the {{DataValue|PAY Details}}{{DataValue|This Employment}} on each employee's P11.
Line 57: Line 68:
 
* As a final check, you can log into your gateway account and check the HMRC totals against this report to ensure that they reconcile.
 
* As a final check, you can log into your gateway account and check the HMRC totals against this report to ensure that they reconcile.
  
−
{{Information|text={{SupportContact}} if you find any discrepancies at this stage and are unsure how to correct them.}}
+
{{Note|title=Please Note|text=When you have produced the above reports, you may move into the new tax year.}}
  
−
=== P60 Forms ===
+
{{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 P60 stationery into your printer.
 
−
* Click {{DataValue|P60 End of Year Cert. - '''2020'''}}.
 
−
* 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 have a '''Laser/Inkjet Printer'''
+
== Step 4: Moving into the New Tax Year 2024/2025 ==
−
** Set {{DataPrompt|Windows Printing}} to {{DataValue|Yes}} and enter {{DataValue|3}} for the {{DataPrompt|Left Adjustment}} and {{DataValue|20}} for the {{DataPrompt|Top Adjustment}}.
 
  
−
{{Tip|text=All printers are slightly different so you may need to adjust these numbers to suit your printer e.g. set the {DataPrompt|Top Adjustment}} to {{DataValue|16}} if it prints too far down the page.}}
+
{{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"'''.}}
  
−
* If you have a '''Dot Matrix Printer'''
+
{{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.'''}}
−
** Make sure the top of the printer head lines up with the top of the paper.
 
−
** Set the {{DataPrompt|Form Length (Lines)}} to  {{DataValue|66}} and the {{DataPrompt|Windows Printing}} to {{DataValue|No}}.
 
  
−
* Click {{Button|Start}} to print.
+
* Click [[Downloading a Platinum update|here]] for instructions on downloading and running the update.
−
* From this test print, check that you have correctly lined up the paper in your printer.
 
−
* If so click {{DataValue|P60 End of Year Cert. - '''2020'''}} report again. Leave the employee fields blank to print for all elevant employees.
 
−
* Click {{Button|Start}} to print.
 
−
* Distribute these to all employees still in your employment at the end of the tax year. ''Do not'' send them to any employees who have left your employment.
 
−
 
 
−
{{Information|text=When you are happy with the reports you have produced above, you may move into the new tax year.}}
 
−
 
 
−
== Moving into the New Tax Year 2020/2021 ==
 
−
{{Information|text=A Platinum Software update containing the changes for the tax year 2020/2021 will be ready for download from Monday 16th March 2020.}}
 
  
−
* Take a [[Setting up the Platinum backup program|backup]] of your system. We suggest you label it '''"PAYROLL YEAR END 2019/2020''' and set it aside from your usual backup - {{SupportContact}} if you need further assistance.
+
{{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.}}
  
 
* Run a Platinum Update to move the payroll into the new tax year, this is done as follows:
 
* 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. Note the location your system saves the {{FilePath|Platwin.exe}} file to.
+
** [[Downloading a Platinum update|Download]] a Platinum Update following the instructions in the article.
−
** Find the {{FilePath|Platwin.exe}} file and double click it.
+
* 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=As you are going through the update process, please make sure you read each information/message box carefully. If in doubt choose {{Button|No}} or {{Button|Cancel}} to abort the update. {{SupportContact}} if you are unsure how to proceed at any stage of the update.}}
 
  
−
** Choose {{Button|No}} at the first screen that says {{DataPrompt|Welcome to the Platinum Setup Wizard}}.
+
{{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.}}
−
* On the list of options, click {{DataPrompt|Move Payroll on to the '''2020-2021''' Tax Year}} - a tick will appear in the little box.
 
−
* Click {{DataValue|Next}}.
 
−
* Read the warning box that appears and click {{Button|Yes}} or {{Button|No}} as appropriate ({{Button|No}} will abort the update).
 
  
−
{{Warning|text=If you haven't printed all your year end reports choose {{Button|No}} to cancel the update. Go into those companies and finish the year end.}}
+
{{Note|title=Please Note|text=You '''MUST''' now check your employee tax codes and pension settings as per the sections below.}}
  
−
Once you confirm the update, your system will be moved forward into the new payroll tax year. This will also install any changes to the Statutory Pay and National Insurance Bands as per HMRC guidance.
+
== 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.
  
−
{{Note|text=This WILL NOT alter your employee's tax codes. You must carry out this change manually: see below.}}
+
Please see [[How do I change a tax code?]].
  
−
=== Altering Employee Tax Codes ===
+
== Step 6: Pension Schemes ==
−
Once you have moved your year forward, you will need to update your employee tax codes.
+
There have been no announced increases to Automatic Enrolment Contributions for '''2024/2025''' at this time.
  
−
See [[How do I change a tax code?]].
+
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.
  
−
=== Increasing Automatic Enrolment Contributions ===
+
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)].
−
There are no planned increases to Automatic Enrolment Contributions for 2020/2021.
 
  
−
== Send the Final EPS to HMRC ==
+
Please see [[How do I set up a pension scheme in Platinum Payroll?|this]] article for further guidance on Pension Scheme settings.
−
You may carry out this process before or after you have moved into the new tax year. You must have closed your final payroll period for the tax year.
 
  
−
The EPS ''must'' be submitted by 20th April 2020 (previously this was 19th May but this date has been removed from HMRC year end articles).
+
== Step 7: Send the Final EPS to HMRC ==
 +
The EPS ''must'' be submitted by '''19th April 2024'''.
  
 
Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
 
Go to {{Menu|{{PR}}|End of Year Payroll Routines}}.
 
* Click {{Button|Employer Payment Summary}}
 
* Click {{Button|Employer Payment Summary}}
−
* Click {{Menu|View or Submit Final 20**/** EPS}}.
+
* Click {{Menu|View or Submit Final '''2023/24''' EPS}}.
−
* At the bottom of the box is a drop down list of periods.
+
* At the bottom of your screen is a drop down for you to choose the period to submit.
−
* Select {{Menu|2019/2020 Final Submission for the year}}.
 
  
−
Check the values shown agree to the payments and deductions you made to HMRC for the 2019/2020 Tax Year.
+
{{Warning|title=WARNING|text=Ensure you select {{Menu|'''2023/2024''' Final Submission for the year}}.}}
  
−
{{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.}}
+
Check the values shown agree to the payments and deductions you made to HMRC for the '''2023/2024''' Tax Year.
 +
 
 +
{{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.
 
* 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.
Line 153: Line 146:
 
* Click {{Button|Submit}} to proceed.
 
* Click {{Button|Submit}} to proceed.
  
−
==== What happens next ====
+
== 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.
 
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 [https://www.gov.uk/government/collections/hm-revenue-and-customs-service-availability-and-issues here]. HMRC will post a message on their site if they are experiencing specific issues receiving submissions. If your return is taking a long time please be patient as HMRC is likely to be inundated with returns. You have until 19th May to return these figures but we would advise you don't leave it until the last minute!
+
If 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!
  
 
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.
 
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.
Line 162: Line 155:
 
To check the status of the submission:
 
To check the status of the submission:
 
* Go to {{Menu|{{PR}}|End of Year Payroll Returns|Employer Payment Summary}}.
 
* Go to {{Menu|{{PR}}|End of Year Payroll Returns|Employer Payment Summary}}.
−
* Choose {{Menu|Check 2019/2020 EPS Status}}.
+
* Choose {{Menu|Check '''2023/2024''' EPS Status}}.
  
 
==== Unsuccessful Returns ====
 
==== 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 cannot resolve the problem please {{SupportContact}}. Once a problem has been resolved you can submit the return making sure you fill in the declaration fields again.
+
*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.
  
−
==== After a Successful Return ====
+
{{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.}}
−
If after a successful return you find you need to adjust any figures you may need to complete an [https://www.gov.uk/basic-paye-tools Earlier Year Update]. Platinum cannot submit an EYU so please use the service provided by the HMRC website.
 
  
−
{{Example|text=If a P60 figure for an employee was £100.13 and should have been £10.13 your amendment would be £90.00.}}
+
*Once a problem has been resolved you can submit the return making sure you fill in the declaration fields again
  
−
If you experience any problems please {{SupportContact}} for help with Platinum Payroll or contact HMRC for advice on incorrect figures and submitting an EYU.
+
==== 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 Dates & Year End Check List ==
Line 179: Line 172:
  
 
;Payroll Week 53
 
;Payroll Week 53
−
:If your pay date for week 52 falls on 28th March you '''WILL''' need to run a 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
 
;5th April
Line 188: Line 181:
 
:Amendment of Employee Tax Codes.
 
:Amendment of Employee Tax Codes.
  
−
;20th April
+
;19th April
 
:Deadline for submission of final FPS
 
:Deadline for submission of final FPS
 
:Deadline for submission of final EPS
 
:Deadline for submission of final EPS
Line 198: Line 191:
 
;6th July
 
;6th July
 
:Deadline for P11D's to be submitted to the Inland Revenue.
 
:Deadline for P11D's to be submitted to the Inland Revenue.
−
 
−
=== Year End Check List ===
 
−
* Order P60 Stationery from Inland Revenue.
 
−
* Download and run a Platinum Software Update.
 
−
* Complete and Close Week 52/Month 12 (or WK53 if applicable).
 
−
* Take a backup of Platinum.
 
−
* Print all necessary reports:
 
−
** P11
 
−
** P35
 
−
** P60's
 
−
* Download a Platinum Software Update - follow steps to move into the new tax year.
 
−
* Update Employee Tax Codes.
 
−
* Increase Pension contributions.
 
−
* File final EPS - Employer Payment Summary.
 
−
* Hand out P60s to all employees in your employment as at 5th April.
 
  
 
== See also ==
 
== See also ==
Line 220: Line 198:
 
* [[How do I set up a pension scheme in Platinum Payroll?]]
 
* [[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, 2019-2020 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}}
+
{{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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