Work Pattern details the days of the week your employee normally does and does not work. N stands for a non-working/non qualifying day and Q stand for working/qualifying day. To get you started we have pre-set some common working patterns for you. For example, in our list the first pattern, P1, illustrates a Work Pattern for an employee who works from Monday to Friday.
Work Pattern information is necessary whenever Statutory Sick Pay (SSP) calculations are required. Before processing SSP, you must check that the correct Work Pattern is assigned to your employee. This tells the program what days of the week your employee works, so that when you enter SSP dates, the correct numbers of days are paid.
From the list of Work Patterns select the pattern that applies to your employee. Enter the Start Date for this Pattern (the start date must fall on a Sunday) and click on the Add button. Your selected pattern will then appear in the right hand Work Pattern box. Finally, click on the save button to store your assignment.
If none of the pre-set Work Patterns are suitable for your employee, click on the link at the bottom of the page to create Additional Work Patterns. Enter your Work Pattern in the last row of the list and click on the save button. Your newly created Work Pattern will now be added to the list of pre-set Work Patterns for you to select and assign to your employee.
If your employee has a different Work Pattern each week, you should select each different Pattern in the correct order (clicking on the Add button for each one in turn). The patterns will appear listed in the right hand box. Enter the Start Date for the sequence and click on save. The following screen summarises the patterns you have assigned.
In the right-hand Work Pattern box click on the pattern you wish to remove and click on the Remove button.
This refers to whether the item is subject to tax or not. If yes, the item will be added to the employee's pay before tax is calculated. If no, the item is not subject to tax and will be added to the employee's pay after tax is calculated.
This refers to whether the item is subject to NICs or not. If yes, the item will be added to the employee's pay before NICs are calculated. If no, the item is not subject to NICs and will be added to the employee's pay after NICs are calculated.
This refers to whether the item is subject to Pension contributions or not. If yes, the item will be added to the employee's pay before pension contributions are taken. If no, the item is not subject to pension contributions and will be added to the employee's pay after Pension contributions are calculated.
Recurring indicates this payment item will apply to the employee's wages each and every pay run i.e. if selected it will automatically be included in every pay calculation you run for this employee, until removed.
Non-recurring indicates this payment item will only be applied on a one-off basis in the next pay run i.e. if selected it will only apply it to the next pay calculation you run. After that, it will not automatically re-apply.
Recurring as appropriate indicates that this payment item will apply to the employee's wages only during intervals defined elsewhere in the program. For Example, SSP will only apply during periods of sickness.
To save time and to help you get started, the conventional settings for the preset payment items have been entered for you. For example, the preset item 'Bonus' has been set up as a non-recurring payment subject to tax, NI and Pension contributions. Presets cannot be edited or deleted, however, you can create your own payment items. if you think the presets are not set appropriately or do not cover your own particular needs, enter the details of your payment item in the last row of the table and click on the save button.
No, presets cannot be changed. Create a new payment item with the settings you require and use it instead of the preset item.
The deduction will be deducted from the employee's pay before PAYE tax and/or NICs are calculated.
The deduction will be deducted from the employee's pay after PAYE tax and/or NICs are calculated.
All pay related data you enter and process in the current pay period is stored in a temporary database for you to view, check and approve. When you click on the update YTD button, this temporary data is transferred to a permanent database, where it updates both the employee's and the employer's cumulative figures. Only data stored in the permanent database is available for reports such as Payslips, P11, Employer Payment Record - EPR, Payments to the HMRC, etc.
You should only Update the YTD values when you are sure that the employee's pay data is 100% correct. If you are unsure, you should click on the back button to check the pay data again and again until you are 100% sure. Clicking on the Update YTD button will ensure that, you are instructing the program to record the current data permanently.
On the Pay Approval screen select the employees you wish to update by ticking their check boxes in the select payee column. Click on the Approve Pay Data button and on the following screen click on the update YTD button.
If you have some employees whose current pay data is approved and some which are not, you can do a partial update of the YTD data. On the Pay Approval screen only tick those employees who you wish to update and leave the others un-ticked. Click on the Approve Pay Data button, and on Update YTD on the following screen. The YTD update will only be performed on those employees who you selected. At a later stage when you are ready to update the remaining employees, you can do so by ticking their names and repeating the above process.
An Employee's pay cannot be backdated before previous YTD updates i.e., once the employees YTD values have been updated in a period, you cannot go back to a previous pay period for that employee to run the pay.
Only one YTD update is allowed per pay period for each employee i.e. once the employee's YTD values have been updated in a period, you cannot rerun the pay for that same period for that employee.
The Employer Payment Record - EPR is not 'frozen'. This means that whenever an employee's pay is run and the YTD values updated, the employee's PAYE tax, NICs etc. values are added to the appropriate period on the Employer Payment Record - EPR.
So if you are late in running and updating an employees pay, the PAYE tax and NIC values may be transferred to the Employer Payment Record - EPR after you have paid the HMRC the payment for that month. In this case, there will be a discrepancy in the Employer Payment Record - EPR amount actually paid to the HMRC and the amount now due (because it did not include this employee's contributions). If this happens, record what you did actually pay to the HMRC (in the Finance section of the Tasking Zone), and at the next period pay the difference between the amount due and amount paid.
If an error is discovered in an employee's pay after a YTD update, the only way to correct the error is to perform a rollback procedure. This will reverse the YTD update and allow you to amend and re-update his/her pay. To perform a rollback click on the others in the Tasking Zone and select Rollback Employee.
Select the "I am an Agent/Bureau acting on behalf of an employer/contractor" option and click on the Edit button. On the next screen, enter the requested details and click on the save button.
If you have not yet registered with the HMRC as an Agent for PAYE Online services click on the link below for full details of the registration process and to register now Click here
Please note When you register for and activate PAYE Online for Employers / Contractors your organisation will automatically receive HMRC statutory notices (such as tax code changes, collection of student loans and reminders over the Internet by secure.
Select the "I am an Employer / Contractor" Option and click on the Edit button. On the next screen enter your details and click on the Save button.
If you have not yet registered with the HM Revenue & Customs, you can register your details now. Please note that the registration process may take up to 2 weeks to complete.
On the HMRC website - click on the Register button in the new user section. Select PAYE Online for Employers and click on the Register button. You will be asked to enter some company details (you will find these on your yellow Payslip booklet) and set up a Password. Your User ID will be displayed on screen when you have successfully registered. Confirmation of your User ID and Activation PIN will be posted to you within seven days of registering. This PIN must be used within 28 days to activate your PAYE Online service on the HMRC website, after which you can start to use our e-services.
Please note, When you register for and activate PAYE Online for Employers your company will automatically receive HMRC statutory notices (such as Tax Code changes, Collection of Student Loans and reminders over the Internet by Data Provisioning Services). Paper notices will no longer be sent out.
Click on the Employer / Setup module in the Tasking Zone and further click on the Chart of Setup, under Holiday Setup click on the link Holiday Scheme. Select the Annual Holiday Scheme Setup option. Click on the Edit button relating to the holiday scheme that you wish to modify. Make the required changes and click on the Update button. Your holiday scheme setup will be changed.
Annual working days X hours worked per day = total hours worked per annum.
Annual holiday entitlement / total hours worked per annum = Common Denominator Base Unit