Causeway Vixen. Vixen Payroll Year End Process Release Date: March 2016

Transcription

1 Causeway Vixen Vixen Payroll Year End Process 2016 Release Date: March 2016 Causeway Technologies Ltd Comino House, Furlong Road, Bourne End, Buckinghamshire SL8 5AQ t: +44 (0) f: +44 (0) e:

2 CONTENTS 1. PURPOSE BACKGROUND INFORMATION SUMMARY OF TASKS FINAL RTI SUBMISSION INSTALL THE PAYROLL UPDATE MAKE A COPY OF THE CURRENT PAYROLL DATA CLEARDOWN UPDATE NI & TAX TABLES P60S & SUMMARY REPORT APPENDIX A P60 Alignment Guide Causeway Technologies Ltd 2016

3 1. PURPOSE This documentation acts as a User Guide for the Payroll Year End 2016 within the Vixen software. 2. BACKGROUND INFORMATION From April 2013 payroll data has been submitted to HMRC using Real Time Information (RTI). There is no longer a requirement to submit a P35 at the year end, however a final submission must be made which can be a Full Payment Submission (FPS) or an Employer Payment Summary (EPS). The Copy process in Vixen allows you to make a copy of the current year before running the Cleardown process which clears employee year to date values, increments the tax year and puts the payroll into period 1. P60s are normally produced from the Copy area, but can be produced from the current area if the Cleardown process has not been completed. 3. SUMMARY OF TASKS The following tasks should be completed as part of the payroll Year End process: Complete your last payroll run of the current tax year and produce a final RTI submission. This can be an FPS or an EPS. Install the Vixen Payroll update. Make a copy of the current payroll using the Vixen Make Copy option. Clear down the current tax year. Update the Vixen NI/Tax tables for the new tax year. You must amend the Vixen NI & Tax Tables before the first payroll run of the new tax year. The payroll software update does NOT change the rates and thresholds in the NI & Tax Tables automatically. Produce P60s from the Copy area. 3 Causeway Technologies Ltd 2016

4 4. FINAL RTI SUBMISSION When you make your final RTI submission for the year (whether it is an FPS or an EPS) you must complete a set of questions and declarations. Only one final submission should be completed for each PAYE reference. Questions & Declarations Free of tax payments made to employees? (Did you make any free of tax payments to any employee?) Did others pay your emps expenses or vouchers? (Did anyone else pay expenses or provide vouchers or benefits to any of your employees during the year?) Employed outside UK work for you for >= 30 days? (Did anyone employed by a person or company outside of the UK work in the UK for 30 or more days in a row?) Paid anyone s pay to someone else? (Have you paid any of an employee s pay to someone other than this employee?) Completed P11d forms due? (Are completed forms P11D and P11D(b) due?) Are you a service company? (Are you a service company who has operated the intermediaries legislation (sometimes known as IR35) or Managed Service Companies legislation?) More information can be found at GOV.UK: to report 4 Causeway Technologies Ltd 2016

5 Full Payment Submission When running the Period End for a Week 52/Month 12 payroll, Vixen recognises this may be your last payroll run for the year and so will display the following question: If this FPS is your final submission click on Yes and the questions and declarations will appear. If you still have another submission to make, either another FPS or an EPS, then click on No. Employer Payment Summary If your final submission is an EPS, prepare the EPS as normal and click on Yes when asked if it is the final submission for the year: When this question appears click on Yes and the questions and declarations will appear (you will also be asked if the company has ceased to trade). 5 Causeway Technologies Ltd 2016

6 5. INSTALL THE PAYROLL UPDATE The payroll software update should be installed after you have completed your last payroll run and your final RTI submission. The installation is done by clicking on Install Payroll Update in the 2016 Update. Separate notes on installing the update can be found by clicking on View Installation Notes in the 2016 Update. 6 Causeway Technologies Ltd 2016

7 6. MAKE A COPY OF THE CURRENT PAYROLL DATA After you have completed the final payroll run of the tax year, generated a final RTI submission and installed the payroll update, you should make a copy of the payroll data using the Make Copy option. Employee enquires, some amendments, reports and P60s can be undertaken using the copy area. A copy must be made for each company and for each payroll area, including any secure payroll areas you may have that are accessed using a unique login. Make a Copy This process will make a copy of the current year payroll data. Go to Payroll > End Routines > Year End Routines (PR51). Click on Make Copy. 7 Causeway Technologies Ltd 2016

8 Click on Yes to make a copy of the company displayed. Click on No to change to a different company number. This message will only appear if you have not run a week 52 or month 12 payroll. Click on OK to continue. Click on Yes to continue or No to abort the copy. 8 Causeway Technologies Ltd 2016

9 Click on OK to continue. Click on Yes to continue. Click on OK to continue. The copy process is now complete. 9 Causeway Technologies Ltd 2016

10 Accessing the Copy Area The Access Copy option allows you to access the copied payroll data for each payroll company. In the copy area you can make some amendments, produce reports and generate P60s. To view the data from a secure payroll area you will need to be logged in to Vixen with the relevant login. Go to Payroll > End Routines > Year End Routines (PR51). Click on Access Copy. 10 Causeway Technologies Ltd 2016

11 The copy area contains the following programs and options: 01 Company Load & Change 02 Employee Load & Change 03 Employee Totals Load 04 Employee Enquiry 05 Employee Data Listing 06 Employee Suspend 07 Employee Delete 08 Addition Codes Load/Change 09 Deduction Codes Load/Change 10 Add/Deds Total Load/Change 11 Pension Schemes Load/Change 12 P45 Input 13 P45 Production 14 Year End Prints P60s and a summary report can be produced using option 14 Year End Prints. Reviewing copied data Before you go on to do the Cleardown you may want to use the Access Copy option to review the copied data. There are a number of ways you could this but one method could be: From Access Copy, go to Employee Enquiry (option 04). Select an employee. Compare the data in the copy area to the data in your normal Employee Enquiry program, PR07. The data should be identical showing that the copy has been successful. 11 Causeway Technologies Ltd 2016

12 7. CLEARDOWN The Cleardown function will move the payroll to week 1/month 1, increment the tax year and clear year to date values. A Cleardown must be undertaken for each company and for each payroll area, including any secure payroll areas you may have that are accessed using a unique login. Go to Payroll > End Routines > Year End Routines (PR51). Select Current. Click on Yes to continue. Click on No to change the company number. The current Tax Year End will be displayed below the Company Name. 12 Causeway Technologies Ltd 2016

13 Click on Cleardown. The following message will appear and is a reminder that you should have used the Make Copy option to make a copy of your current data before doing this Cleardown. This message is for information and will appear even if you have made a copy. Click on OK to continue. Click on Yes to continue with the Cleardown. Click on No to abort the Cleardown. 13 Causeway Technologies Ltd 2016

14 Suspended employee report A report will be generated listing all suspended employees on your payroll. The suspended employee report is for your information only. The system takes no further action regarding suspended employees. Week 1 tax codes Click on Yes to automatically remove the X suffix from any tax codes where an X suffix is found. Click on No to leave the tax codes unchanged. You will need to make any amendments to week 1 tax codes manually using Employee Load & Change (PR01). 14 Causeway Technologies Ltd 2016

15 Contracted out category letter change The following message will now appear: Click on OK to continue. A report will be generated. This report will list employees who currently have a contracted out NI letter. It will display the employee s current NI category letter and the new letter that would normally replace their current letter. Example report showing one employee and proposed letter change from D to A: 15 Causeway Technologies Ltd 2016

16 Vixen will assume the following replacements: D changes to A E changes to B I changes to M K changes to J Click on Yes if you want the system to automatically change the NI letters as detailed in the report. Click on No to continue without making any changes. You will need to make any amendments to contracted out NI category letters manually prior to your first payroll run using Employee Load & Change (PR01). Timesheet file clear Click on Yes to clear the timesheet file. If any week 1/month 1 timesheets have already been posted this will clear the timesheet entries in payroll (job costing will not be affected). It is recommended you clear the timesheet file and re input the payroll data using Payroll & PIW Input (PR12). Increment tax year Click on Yes to increment the tax year in the Payroll Company Data Load & Change program. If you click on No you must change the tax year manually in Company Data Load & Change before you do your first payroll run of the new tax year. The Cleardown process is complete. Click on Exit to finish. 16 Causeway Technologies Ltd 2016

17 8. UPDATE NI & TAX TABLES Before you do your first payroll run of the new tax year you must update the NI & Tax Tables rates and thresholds. The payroll software update does NOT automatically change the rates and thresholds in the NI & Tax Tables. Go to Payroll > Maintenance > NI Tax Tables (PR44). Please refer to the separate Vixen guide on how to set up the rates and thresholds for the 2016/17 payroll year. The guide can be found by clicking on View NI/Tax Tables in the 2016 Update. 17 Causeway Technologies Ltd 2016

18 9. P60S & SUMMARY REPORT Printing P60s If you have used the Make Copy facility then P60s should be generated from the copy area. P60s can be generated from the Current area if the Cleardown has not yet been run. These notes assume you have made a copy and are generating the P60s from the copy area. Go to Payroll > End Routines > Year End Routines (PR51). Click on Access Copy. From the list select option 14, Year End Prints. 18 Causeway Technologies Ltd 2016

19 Click on YES to continue. Click on No to change the company number. Select P60s. Enter your Tax Office Name. Click on Yes to amend the settings for the P60 line up. Click on No to continue with your existing settings. 19 Causeway Technologies Ltd 2016

20 Adjusting the P60 line-up and layout X positions refer to the columns on the P60. X1 is column 1, X2 is column 2 etc. Y positions refer to the rows on the P60. Y1 is row 1, Y2 is row 2 etc. The X and Y positions are shown in detail on the P60 image in Appendix A at the end of this document. 20 Causeway Technologies Ltd 2016

21 PDF / Windows Printing settings If you are using Vixen Windows Printing (printer 500 also known as PDF printing) then we suggest the following settings although results can vary between printers. Printing directly to a connected printer If you are printing directly from Vixen to a connected printer you will need to configure the P60 settings. You can start by using your existing settings from last year or you can use the above PDF settings as a guide. The P60 form has changed from 2015 so settings will vary from last year. 21 Causeway Technologies Ltd 2016

22 Select the required layout: Laser if printing directly to a laser or inkjet printer connected to Vixen. Continuous if printing directly to a dot matrix printer connected to Vixen. PDF if you are using Vixen Windows printing (printer 500, also called PDF printing). 22 Causeway Technologies Ltd 2016

23 Printing Summaries Although a P35 is no longer required as part of the year end process there is still an option in Vixen to generate a summary report that is in the style of the P35. Go to Payroll > End Routines > Year End Routines (PR51). Click on Access Copy. From the list select option 14, Year End Prints. Click on Summaries. The report will be generated listing employees and deductions including income tax, NICs, student loans, SSP and SMP. 23 Causeway Technologies Ltd 2016

24 APPENDIX A - P60 Alignment Guide 24 Causeway Technologies Ltd 2016