Payroll end of year

Important: Please read through these instructions before starting to use the year end for the payroll

Introduction

This article aims to guide you through the procedures involved in running a year end on Platinum Payroll.

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 Online Filing and Running a Software Update on Platinum.

Items of particular importance before reaching the year end are:

CHECK - CHECK - CHECK - CHECK - CHECK - CHECK

• Registering for Online 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" This paperwork will have to completed with the correct type and number of forms to complete your payroll. Allow for at least two weeks for delivery of these forms when ordering. the 2 types of forms required for Platinum use are as follows:

P60 (Continuous-Portrait) (2007-08)

or

P60 (Lasersheet-Portrait) (2007-08)

CHECK - CHECK - CHECK - CHECK - CHECK - CHECK

Update

Downloading an Update

When you have printed these notes out, use the "Help" -> "Software Support" -> "Download Latest Version" from with in Platinum.

• Click on "Download" then wait for a few moments. A "File Download" box will appear.
• Click [Save] then use the browser to choose "Desktop" (if you have previously downloaded an update you should first delete the icon called 'platwin.exe' from your desktop).
• Click [Save].
• The download should take around 2 – 5 minutes depending on your connection, and should be between 8 & 9 Mb.

Important: If the update take less time than this ie: seconds you have a corrupted download and will simply need to re-download again.

Running an Update

To run an update from the downloaded file make sure all users including you are out of Platinum.

• Double click the 'platwin.exe' icon on your desktop.
• Click [Yes] to update your software.
• When the update has finished choose [Close] then read the changes displayed on your screen.

Online Filing for Year End Returns

• 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.
• 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 "year end".
• Following the instructions in your payroll letter, download and run a software update.

End of Year

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.

User name and password

Go to "Reports & Parameters" –> "Maintenance Options" –> "System Administrator" –> "System Parameters".

• Press Page Down to go to page 2 – "General Security Parameters"
• Remind yourself of your User Name and Password from when you registered for online filing. Fill in your Online 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 <Esc> 4 times to return to your main menu.

PAYE Reference

Go into "Payroll" -> "Payroll Parameters Maintenance" –> "Payroll Parameters" –> "Company Parameters" –> "General Company Details".

• Make sure you have correctly filled in your PAYE Reference.
• Press <Esc>.
• 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 <Esc> 4 times to return to your main menu.

Other checks you should make are

• 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 'P' to print the report or S to view it on screen then press <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. 'Mr. John Smith' would be rejected but 'Mr. John Smith' would be fine.

Reports

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 online filing you will be submitting your P14's 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.

To produce these reports go to "Payroll Procedures/Reports" –> "Yearly Procedures".

Printing P11s

• Make sure there is plain paper in your printer.
• Choose “Current Tax Year P11” then tap <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

• Choose the 'P32 Annual ER Payments' report then choose the 'P35 Substitute' report.
• Check the value in the 'NIC's' column on the P35 Substitute 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 P35 Substitute 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 P35 Substitute agree to the NIC's and Tax on the P32.

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.

Printing P60s

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 'P60 End of Year' report.
• Press <F1> to select the first employee on record and press <Enter>.
• Press <F1> twice to select the second employee on record.
• If you are using a standard dot matrix printer then just tap <F2> to print.
• If you are using a laser printer you may be on Windows printing so set the "Windows Printing" to 'Yes' and enter '3' for the Left Adjustment and '20' for the Top Adjustment then press <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 <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.

Other checks you should make are

• 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 'P' to print the report or S to view it on screen then press <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. 'Mr. John Smith' would be rejected but 'Mr. John Smith' would be fine.

Reports

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 online filing you will be submitting your P14's 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.

To produce these reports go to "Payroll Procedures/Reports" –> "Yearly Procedures".

Printing P11s

• Make sure there is plain paper in your printer.
• Choose “Current Tax Year P11” then tap <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

• Choose the 'P32 Annual ER Payments' report then choose the 'P35 Substitute' report.
• Check the value in the 'NIC's' column on the P35 Substitute 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 P35 Substitute 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 P35 Substitute agree to the NIC's and Tax on the P32.

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.

Printing P60s

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 'P60 End of Year' report.
• Press <F1> to select the first employee on record and press <Enter>.
• Press <F1> twice to select the second employee on record.
• If you are using a standard dot matrix printer then just tap <F2> to print.
• If you are using a laser printer you may be on Windows printing so set the "Windows Printing" to 'Yes' and enter '3' for the Left Adjustment and '20' for the Top Adjustment then press <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 <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.

Closing the Year

Important: TAKE A BACKUP, LABEL IT "PAYROLL YE 2007/08" AND KEEP IT IN A SAFE PLACE

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 the Software Update

{{Note|text=Don't forget to alter employee tax codes.}

Filing the Online Returns

From 6th April you will be able to download another software update. When run this will provide you with the option to file your year end returns.

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Keywords AND Misspellings

payroll, 2007-2008 end of year, procedure