PAYdata
Software Release Notice 36 - W4
March 2005
Introduction
Software Release Notice 35 only applied to the version of Paydata running on UNIX systems and, therefore, was only issued to affected users.
This update is issued as part of the process to enable users to submit their Employer’s Annual Return online.
Content
We have taken the view that it is neither desirable nor practical to attempt to automatically submit the year end returns as part of the existing year end process. For example:
Various P35 detail is not generated in Paydata.
Payrolls on different frequencies need their data consolidated for the return.
Employees not paid through Paydata need to be included, e.g. paid
manually or on another system.
Therefore, we have produced a separate package called IRRdata (Inland Revenue Return) to manage the submission process. This is a Windows package. The sequence of your end of year tasks will be along the following lines:
Process the End of Tax Year Routines in the Paydata system. As is
normal, you must do all printouts you require before starting this
process. There is no express reason to process all Year Ends for all
Payrolls in Paydata before using IRRdata. You are then able to
process payments in the 2005/2006 Tax Year.
In IRRdata, you will import data produced by Paydata. Depending
on your circumstances, you may be importing more than one Paydata
end of year data set (Business) into one IRRdata Business. Like Paydata,
IRRdata can handle multiple businesses. You can then record all the
relevant external information required for the end of year returns in
IRRdata.
IRRdata allows full access to all P14 details for all employees. It
lets you remove and add employees if required, e.g. remove casuals,
add manually paid. We are not providing for multiple end of year
submissions for a single business. The premise is that the submission
made by IRRdata will be sole and final for each business.
You will make a test submission for each business. If that fails,
you must action the errors, e.g. invalid NI numbers, missing data.
Once a valid test has completed, you can make a final submission
for that business.
Full documentation will accompany IRRdata when we issue it in late March.
Paydata System Changes
As part of the End of Tax Year Routine, a text file will be produced for the business being processed. The names and location of the files varies according to the operating platform.
MS-DOS, MS-DOS in a Window
Files will be in the same directory/folder as the Paydata system. This is usually C:\payroll. The file name will be of the following format:
EOY05_n.TXT
“n” is replaced by the business number e.g. EOY05_1.TXT is the End of Year data for payroll business 1 for Tax Year ending April 2005.
MS-DOS, “Runtime” Paydata, i.e. linked to Accountsdata
The file names will be the same format as above. They will be located in the C:\TMP folder.
UNIX
The location of the files is specified in Payroll Parameters, General Parameters, Directory for End of Year Files. This must be the full UNIX path, i.e. it must start with the path name of the network share provided by the UNIX server.
For example, the path of the most common share is /u/dosfs. That is, “dosfs on <server name>”, often the S: drive. To specify a folder on the S: drive, add it on to the path, i.e. /u/dosfs/tmp for the tmp folder on S:.
The specified folder must exist before you run the end of year process. UNIX is case sensitive. We recommend you create the required folder in all lowercase. The End of Tax Year routine will not run unless a directory is specified in parameters. This is regardless of whether you intend to use the resulting file.
The files names will be of the following format:
payeoy2005_n.txt
“n” is replaced with the payroll business number, e.g. payeoy2005_1.txt is the End of Year data for payroll 1 for tax year 2004-2005.
P14/P60 Changes
Note that you must still print P60s to give to your employees even if you decide to make submissions online. The stationery identification for this year is:
P14 (Continuous-Portrait) (2004-05) – this is the traditional 3 part forms
You will give the third part, the P60, to the employee. If you are making an online submission, destroy the other 2 copies.
National Insurance Numbers (NINO)
In order to comply with Inland Revenue guidelines, when a NINO is not available for an employee, a temporary one should be entered in the following form:
TN followed by date of birth in the format DDMMYY followed by the letter M, for a male, or F for a female, e.g. a female with date of birth 20/11/70 would be TN201170F.
NINOs starting TN will not be printed on P14/P60s. They will be replaced with blanks in online submissions. Every effort should be made to obtain the proper NINO for an employee.
If you have used any other convention for allocating unknown NINOs, you must change existing entries to the TN format or risk having your submission rejected.
Employees paid under the Lower Earning Limit
These will now show as NI table letter X regardless of the table letter in their record.
2005/2006
There are table changes, NI and Tax, which come into effect on 6th April 2005. You will receive the paperwork for these in due course.
DISCLAIMER
FARMdata Limited assume no responsibility or liability for:
Users failure to implement the update for any reason.
The results of any errors occurring during the update, not notified immediately to ourselves.
Users failure to implement previous updates or to incorporate any required NI/PAYE changes, whether notification was received from ourselves or not, and the results thereof.
Users failure to keep adequate numbers of complete backup sets should, for whatever reason at whatever time, it prove necessary to resort to restoring a backup. Any work required on the part of FARMdata to “rescue” data etc, is chargeable under these circumstance.