Why do I not have a P60 for some of my employees?
They are probably leavers. You should only give a P60 to a
person who was in your employment on the 5 April. It is not your
responsibility to produce a P60 for anyone who left before that
date.
I am doing my year end return by online filing. How do I print
out my employees P60s?
You can issue plain paper P60s. Go to Reports, Library
Selection, Year End and select Plain Paper Laser P60.
You can then print these from Year End Reports in the Reports
Menu. If you would prefer to print them on pre-printed forms
contact Support
or call 0844 815 5671 for advice. Remember, leavers do not get P60s
so the system will not print them for anyone who has received a
P45.
How can I check the update has been installed?
Check the version number under Help/About EARNIE. It should read
1.14.0.
1.12.0 is the version number for April 2009/10.
What is FBI?
FBI stands for Filing by Internet. This is also known as
online filing. It is the method of returning your year end
forms electronically.
How do I register for online filing?
We recommend you contact the HMRC for further help on
registering for online filing. You can register on the
HMRC website or you can
call the HMRC Employer Helpline on 08457 143143, or contact
your local tax office.
Will I be able to do my year end return electronically this
year on EARNIE IQ?
Yes. Instructions to do so will be included with the year
end update in February.
My submission was rejected. What do I do?
If your submission was rejected HMRC should issue a report
listing the problems
with it. It should be clear how to rectify the problems listed.
Once these have been corrected re-submit the file.
If you do not understand any of the problems listed on the
report contact
Support
or call 0844 815 5671.
Should we order portrait or landscape P14 forms?
The year end P14 forms need to be portrait. We recommend you
order the 3-part laser printer forms.
How should I reconcile my year end figures in EARNIE IQ if they
do not balance?
Before making your online submission, you should check that the
Year To Date (YTD) figures match the payments you have made to HMRC
this tax year. To do this we recommend you complete the following
steps...
Print off the following reports:
- P35 Employer's Annual Return
- Year-to-date summary
- P35CS
- P30 Summary
The P30 summary is updated each time you run month-end
Processing. If you have not been processing each period, you
can process again Based on Tax Calendar to allow you to use this
report. Or, if you have not been running for the full year,
you can enter the monthly figures from the previous system manually
under:
Company/P35 Annual Return/P30 Tab
Please note:
all these reports are available in the year end library
selection.
Compare the total figures on all of these reports.
- If they all agree with each other and with the payments you
have made to HMRC, complete your year-end submission
If the totals on the reports balance, but do not match the
payments you have made to HMRC:
- Re-print and process the Month-end report for each
month
- Check the new reports against the originals. You may find
a month that does not match because the payroll has been re-run and
altered in some way for an employee. In this case, you need
to adjust your final payment to HMRC for the 2009-10 tax year to
match the submission
- Complete your year end submission
If the totals on the reports for not agree with each other:
This is usually caused by employees' YTD figures not matching
the total of their This Period (TP) figures. The solution is
to:
- Print the Year-end Discrepancies report (available in the
Year-end Library). This will highlight any problem
employees
- You must then decide which figure is correct, since this will
have an impact on how to amend the figures
If your YTD figures are
incorrect:
Amend the figures by going to Employee/Overrule Figures/Alter
To-date Totals. This will adjust the totals on the
Year-To-Date Summary and the P14 screen.
Reprint the reports and if all OK complete your year end
submission.
This Period Figures
incorrect:
Amend the figures in the P14 screen by going to: Employee/P14
Details. This will adjust the totals on the P35 Annual
Employer's Return and the P35(CS).
Reprint the reports and if all OK complete your year end
submission.
How do I perform a submission?
We suggest you consult the online help for the particular copy
of EARNIE IQ you are using to find out the procedure required. You
should remember that a certain amount of preparation is required
before a submission is possible. In particular, you should
consider:
- Is the machine you wish to submit from "Internet Ready"? You
will need a working physical connection to the Internet and
appropriate connection software such as Microsoft's Internet
Explorer
- Have you completed the registration process for online filing?
See FAQ, "How do I register for online filing?" for more details.
Until you have completed registration, submission will not be
possible as you will require the username and password that is
obtained through the registration process
- Have you set-up your company details correctly? You must ensure
that you have entered a valid account number, PAYE reference and
district in the company/alter company details/tax tab as this
information is transmitted as part of your submission and is
validated by the Government Gateway. Your submission
will be rejected if this information does not match your registered
details
How do I reset my holidays at the end of the holiday year?
- Go to the Company menu/Holiday Set-up and click on the 'Reset
Holiday' button.
You will then be warned "This will Reset the holiday remaining for
all employees
- Are you sure you want to reset holidays?" Say yes if you are
sure. You will then be asked "Do you want to add any remaining
holiday to the annual entitlement?" Say YES if you want your
employees to carry over any holidays they have not taken to the
next year. Otherwise say no
- You will be asked "Do you want to zero amounts accrued for
employees on accrual basis?" Say no if you want your employees to
carry over any accrued amounts for holidays to the new year.
Otherwise say yes
- Your holidays have now been cleared down. Click on the button
Holiday Reset Complete
Do I need to run a week 53 / 54 / 56 this year?
- If you run a weekly payroll with a pay date of 5 April it
should be a week 53
- If you run a 2-weekly payroll with a pay date of 5 April
it should be a week 54
- If you run a 4-weekly payroll with a pay date of 5 April it
should be a week 56
This year, for the first time since PAYE began, the 6 April
falls on Good Friday. As
this is a Bank Holiday it presents a problem; when should you pay
your employees
if you have a pay-day of the 6 April? If your normal payroll
date falls on the 6 April you may be planning to bring the pay-day
forward one day and pay on the 5 April.
The following information has been taken from guidelines issued
by HMRC:
This will also apply when Good Friday next falls on 6 April in
2012.
This guidance does not replace or alter the existing guidance in
booklet CWG2 about regular paydays falling in week 53 of the tax
year. Operation of PAYE & Class 1 NIC when the regular date for
payment is a non-banking day
When a regular pay day falls on a non-banking day (Saturday,
Sunday or Bank Holiday) and because of this the payment is made on
the last working day before
the regular pay day, the payment may be treated for PAYE and Class
1 NIC purposes as having been made on the regular payment day.
For example:
Pay due on Bank Holiday Friday 6 April 2007 or Bank Holiday
Monday 9 April 2007 (tax year 2007/08) but paid on Thursday 5th
April 2007 (tax year 2006.07) may be treated for PAYE/NIC purposes
as being paid on 6 April and 9 April respectively.
Pay due on Sunday 6 April 2008 (tax year 2008/09) but paid on
Friday 4 April (tax year 2007-08) may be treated for PAYE and NIC
purposes as being paid on 6 April.
Do I need to do anything once the payroll year end CD is
installed?
To make sure you are fully prepared for the steps you need to
take at year end,
we recommend you print off and read your year end guide at this
point.
You do not need to do anything further until you are ready to
start your year end procedures. Remember, you can process each
company's year end individually,
so you don't have to wait until all your payrolls are complete for
the year.
Where can I find the payroll year end guide?
We recommend you print your payroll year end guide in Acrobat
format. The document is called EIQupdate.pdf and can be found
in d:docs (where d is the identifier of your CD drive) when the CD
is inserted. The year end guide can also be printed from the
Year End Menu by selecting Print Year End Guide.
I am getting “Cannot Connect” when attempting to file online.
What should I do?
This means that something is interfering with, or blocking, your
Internet connection. It is impossible for us to say exactly what
but you may want to try the following:
- Turn off virus checkers
- Internet Explorer version should be 5.5 or higher with 128 bit
encryption
- Internet security programs, surf control, privacy control
programs etc. should be checked to ensure they do not interfere
with access. If in doubt they should be turned off
- Firewalls should be checked to ensure they do not impose any
restrictions to traffic on port 443 (https) for BOTH inbound and
outbound traffic
- If you have a proxy server which enforces authentication on a
per connection basis, this should be disabled or bypassed
Can you give me advice on reconciliation?
Print off the following reports:
- P35 Employer's Annual Return
- Year-to-date summary
- P35 CS
- P30 Summary*
* This report is updated each time you run month-end
processing.
If you have not been processing each period, you can process
again Based on Tax Calendar to allow you to use this report.
Compare the total figures on all of these reports.
If they all agree with each other and with the payments you have
made to HMRC you are ready to make your submission.
My online filing test submission has failed. What should I
do?
If the test submission fails you should receive a message or
error indicating what
the problem is. This could either be an issue with
discrepancies, which you need
to correct on your data, or it could be a problem with the
connection to HMRC's gateway.
Once you have corrected these problems you
should try the test submission again.
Don't forget - even if you receive a
message saying the test submission has been successful you still
need to submit for real.
How do I perform a test submission?
The test submission itself is almost identical to performing a
live submission - you just need to select the appropriate
‘submission type’ before you submit. From the main menu bar select
‘Company’ ‘Online Services’ ‘Send Year End Submission’. In the
Submission Type box, select Test In Live. Click on Submit to
perform the test.
If I perform P14 only submission. How can I enter a “Part ID”
so that HMRC can identify it correctly?
HMRC identify your submissions primarily through your Gateway ID
and the tax district / reference numbers which are included in the
data you submit.
If you are submitting the P14s for a particular tax reference in
parts, each part needs to be uniquely identified. To enter the
unique identity or “Part ID” go to 'Company' 'Alter Company
Details' 'Tax' tab. The Unique ID will be used as the Part ID
for the submission.
I am doing my year end return by online filing. How do I print
out my employees' P60s?
We can supply you with data mailers and Z-fold reports. If
you would like to use these forms please contact us for more details.
HMRC's various reports are also available in the year end
library. Remember, leavers do not get P60s so the system will not
print them for anyone who has received a P45.
Can I submit information on Construction Industry Scheme (CIS)
employees via online filing on EARNIE IQ?
CIS workers are not classed as employees, they are classed as
sub-contractors so no P14s should be submitted for them. They must
be removed from the payroll before the submission is made. They can
be put in a dummy company if the user wants to keep the workers'
details.
If you want to submit the totals for CIS deductions suffered
it's NO LONGER NECESSARY to submit this information separately via
the P35 option on the Inland Revenue web site; the information can
now be entered in EARNIE IQ in the P35 Annual Return screen. To
access this screen, select 'Company' 'P35 Annual Return' then click
on the Other tab.
When can I start making submissions for the 2009 / 2010 tax
year?
The HMRC website will be available now for 09/10 submissions.
Therefore once you have received and installed your year end update
you will be able to submit online. This should ease the peak on the
6 April.
How do I deal with holiday pay over tax year end?
- Run the payroll for the current week
- Enter the holiday. Change Period Advance by 1, 2 or as
required
- Click on preview and the following question will be asked: "Do
you intend running a week 53, 54 or 56 this year?" Answer 'Yes' to
this ONLY if you need to run an extra period for EVERYBODY,
otherwise, click No
- Run week 1, 2 etc. with zero pay for the employee
concerned
- NI will be spread over weeks 53, 54 etc. - as weeks 1, 2 have
been run with zero pay, the tax allowance will be regained when the
employee starts work again
I have printed my P14s but there are no amounts showing in the
TOTAL FOR YEAR fields for some employees?
These employees will be leavers. HMRC has confirmed
for us that nothing should appear in these fields if the employee
is no longer working for the company.
How do the P14s/P60s print out?
We recommend the 3 or 4 part laser portrait forms. The
P14/P60s print out consecutively, with screen prompts to tell you
when to enter each form.
You need to put all the top copies into the printer first, then
the second copies when prompted and finally the P60s. If you have
chosen the 4 part forms with an extra employer's copy of the P60
this will print out last.
Can I run my year end for one company when I am still running
payrolls for another?
Yes. Each company is completely independent so there is no
problem running the year-end and changing the tax year at different
times for each. One thing to remember, if you choose to do this,
any reports you re-select for the next tax year will update for all
companies.
What forms are supported on online filing?
The forms currently available to file online using EARNIE IQ are
the P14 and P35.
Where can I find instructions to install the CD?
When you first run the CD a menu screen will
appear. Printing the Installation Instructions is one of the
menu options. These instructions are intended for your IT
department.
These instructions can also be printed in Adobe Acrobat format.
The document is called Existing Installations.pdf and can be found
within d:\docs (where d is the identifier of your CD drive). To
install Acrobat Reader run d:\acroread\setup.exe when the CD is
inserted.
I am a small employer. How do I reclaim my incentive
payment?
The online filing incentive is £150 for the 2006/07 tax
year. To qualify for the
tax-free incentive payment you need to satisfy the following
conditions:
- Be a small employer (have less than 50 employees)
- Submit your year end online, passing the quality standard set
by the HMRC
- Submit online by the deadline
To claim your incentive you can either reduce the total payment
for the year or wait for HMRC to issue you with a cheque. We
recommend you always confirm your eligibility before the
self-service option.
Please also note that you need to claim the incentive payment in
arrears i.e. if you receive confirmation from the HMRC that you can
claim your incentive payment for your submission for tax year 05/06
this would be claimed against 06/07 payments.
If you choose to reduce the total payable remember your P35 must
reflect this. Go to 'Company' 'P35 Annual Return' 'Other' and
enter the amount in here. You must also reduce the total
amount payable by the same amount.
How do I configure online services?
In EARNIE IQ you can group together a number of companies for
online filing purposes. This saves you having to enter your
sender details multiple times, and
also allows you to combine submissions for the same PAYE ref number
when companies have been split on the program (e.g monthly and
weekly).
To configure online filing, select ‘Company’ ‘Configure Online
Services’. A full explanation of the various options in here can be
found in ‘Configuring Online services’ available under the Company
Menu in the help files.
My year end reports balance with each other but don't match
what I have paid to HMRC for the year. What should I do?
- Re-print and process the Month end summary for each month
- Check the new reports against the originals
You may find a month that doesn't match because the payroll has
been re-run and altered in some way for an employee. In this
case you need to adjust your final payment to HMRC for the 2009/10
tax year to match the submission.
The totals on my year end reports do not balance. What should I
do?
This is usually caused by employees' YTD figures not matching
the total of their This Period (TP) figures. The solution is to
print the Year end Discrepancies report (available in the Year end
Library) This will highlight any problem employees. You must
then decide which figure is correct, as this will have an impact on
how to amend the figures:
Year-to-date figures
incorrect
Amend the figures by going to 'Employee' 'Overrule Figures'
'Alter To-date Totals'. This will adjust the totals on the
Year-to-Date Summary and the P14 screen.
This period figures
incorrect
Amend the figures in the P14 screen by going to: 'Employee' 'P14
Details'. This will adjust the totals on the P35 Annual Employer's
Return and the P35(CS).
How will I know my online submission has been submitted?
Once your submission has been accepted by the
Gateway, EARNIE IQ will print a status report on the
screen.
You will notice that the last line of the report is the
Status. If there are no problems with your submission, the
status will be "Sent - No Errors".
Click the 'Print' button to print a summary of the information
for your records. If you have a registered email address with HMRC,
they will also send you email notification that your submission has
been received. If there is a problem with your submission you will
get a message highlighting what the problem is. You will need
to rectify the problem then try your submission again.
My CD has arrived. When should I install it?
You should install your CD as soon as it arrives. You do
not have to wait until you have finished all of your payrolls for
the year. We recommend an immediate install for the following
reasons:
- Any potential problems with installation can be resolved before
the busy period starts
- If there is a fault with the CD you have plenty of time to
arrange a replacement
- You can prepare earlier for your year end procedures by
printing off and reading through your year end guide
Will the CD change anything as soon as I install it?
No. The legislative changes for the new tax year will not
come into effect until you have run a year end restart.
Can I make a Company Copy?
Yes you can. The copy option is found in EARNIE
Admin. Select File followed by Companies then Copy. You choose
which company you wish to copy and enter a new company name. You
then have 3 copy options:
1. Company details only
2. Exact copy
3. For receivership
Company details only
This creates a copy of the chosen company details only. No
employee details are copied to the new company. See your manual for
more details.
Exact copy
This copies everything held for the company including employee
details and leaver information. It can be used at year end to make
a mirror image of your company before closing it down.
For receivership
This option creates a new company and copies across all of the
employees as though they were new starters to the company. The
existing Taxable Gross YTD and Tax Paid YTD are set as the
employees P45 figures in the new company. When choosing this option
you are asked for further information, such as setting a new Date
Started in the employees details and whether you want to copy
leavers. See your manual for more details on these options before
you embark on a receivership copy.
Why am I getting the message “Submission already received for
this employer” when attempting to file my year end return
online?
This means that a submission for the tax
district and reference you are using has already been
made.
Once a full submission (P14s plus P35) has
been accepted by the Gateway, you cannot re-submit. If you get
this message, you should double check the tax district and
reference you are using, under ‘Company’ ‘Alter Company Details’
‘Tax' tab.
If you are performing a combined submission, you should check that
ALL the companies included have the same district and
reference.