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axis payroll User Guide Supplement March 2016

6. Year End Procedures

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Ensure that you have installed your axis diplomat Payroll Legislation Update before proceeding with the year end procedures. Please ensure that a FULL SECURITY BACKUP is taken of the payroll data BEFORE installing the axis diplomat Payroll Legislation Update and again before running the last function ‘Year End Processing’.

You also need to ensure that you have:

Run your final period end
Run 'Calculate Monthly Remittance'
Checked that your last submitted FPS is correct.
Created and successfully submitted your final 'RTI Employer Payment Summary' (EPS) if this is your only payroll frequency and payroll data set or is the payroll frequency/payroll data set from which you have chosen to submit combined figures. You will need to submit a final year end EPS even if you have no statutory payments to recover in order to advise HMRC that you are making the final submission for the year.

Please note: HMRC accept the 'final submission for the year flag' in either the last submitted FPS file for the year or in the final EPS file. axis diplomat payroll only supports submission of this flag in the EPS and the file is automatically flagged in the background as the final submission for the year. The 'end of year questions and declaration' are also no longer required and so have been removed from the summary. Refer to http://www.gov.uk/payroll-annual-reporting/send-your-final-payroll-report for further information.

6.1 Reports to Run

6.1.1 Print Pay Component Year End Totals

The system will produce a 132 column plain paper report detailing the total amounts accumulated for each pay/deduction component, total PAYE and total NIC. Please read the associated help documentation for further details.

6.1.2 N.I.C. Year to Date Report

The system will produce a 132 column plain paper report (based on the NIC section of a P11) detailing N.I. Liable Earnings and N.I. Contributions for each employee on a period by period basis for the frequency selected.

We would advise that the report is kept for a minimum of 3 years, in case of query from HM Revenue & Customs.

Please read the associated help documentation for further details.

6.1.3 P.A.Y.E. Tax Year to Date Report

The system will produce a 132 column plain paper report (based on the PAYE section of a P11) detailing Taxable Earnings and Tax Paid for each employee on a period by period basis for the frequency selected.

We would advise that the report is kept for a minimum of 3 years, in case of query from HM Revenue & Customs.

Please read the associated help documentation for further details.

6.1.4 Year End Employee Absence Report

The system will produce a 132 column plain paper report with one page per employee showing each day of sickness absence, maternity leave, etc, taken during the year. Both April 2013 and April 2014 are printed for information.

Please read the associated help documentation for further details.

6.1.5 Year End Payment Summary Report

The system will produce an 80 column employee listing of NIC and tax deductions followed by a summary of payments for the year.

We would advise that a copy of the report is kept on file for a minimum of 3 years in case of query from HM Revenue & Customs.

Please read the associated help documentation for further details.

6.2 P60 Print

A P60 must be printed and given to each employee still employed on 5th April.

Please refer to the Introduction of this supplement for further information on how to order stationery and which formats are available.

The documents are printed in surname order.

Please read the associated help documentation for further details.

6.3 End of Year Returns

You must ensure that you have successfully submitted an RTI Employer Payment Submission file if this is your only payroll frequency and payroll data set for the employer PAYE reference or is the payroll frequency/payroll data set from which you have chosen to submit combined figures before proceeding to use the Year End Processing function. You will need to submit a final year end EPS even if you have no statutory payments to recover in order to advise HMRC that you are making the final submission for the year.

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