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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 / Contractor'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 means 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. Then click on the Approve Payslip 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 Payslip button, and then 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.
Also, 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, simply 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 Others in the Tasking Zone, then select Rollback Employee.