IRIS Payroll, P11D, Bookkeeping & HR support

RTI FAQs

Please note: You should always contact HMRC in the first instance for definitive advice.  We will try to be as helpful as possible but if you are unsure always contact HMRC for further guidance.

 

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Ensure you are selecting the correct pay date (HMRC Underpayment Notification)

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This information relates to IRIS Payroll Professional, Earnie and Earnie IQ.

We have had a number of customers contacting support after they have received a notification from the HMRC saying they have underpaid the monthly PAYE.

After investigation we have discovered the users affected have not selected the correct pay date before calculating payroll.

Example:

Company runs April payroll with a pay date 26th April 2013. This is processed and sent to HMRC correctly as the pay date and selected month correspond to the same tax period.

The company then runs May payroll but the selected pay date is 3rd May 2013. In this instance when the FPS is sent to the HMRC the figures send are the combined totals for month 1 and 2 but the HMRC system still recognises this as tax month 1. They therefore expect the monthly payment to be this combined total and contact you saying you've underpaid.

Selecting the period and pay date:

When you first open a company you are presented with this screen:

It's at this stage it's important you accurately select the date the employee will receive their payment.

It is this date the HMRC system will use to determine the tax period.

Payroll will default to todays date as set on your PC, it is important you select the correct date before clicking OK.

When you then go to Payroll | Do / Redo Payroll: 

You can then alter the pay period here. (You would only need to adjust the period here if you are running a 2-weekly or 4-weekly pay period. Otherwise the correct period should be selected automatically.)

Click here for the HMRC tax calendar dates.

How do I correct a submission with an Incorrect pay date?

If you have received communication from the HMRC saying you have underpaid a month, your first check should be to check the dates showing on the payslips.

If the displayed date doesn't fall within the correct tax period unfortunately your only option at this time is to undo the payroll sequentially back to the affected period. Then you will need to re run payroll back up to date using the correct pay dates as you go. Re send the FPS information for each period you re process and the HMRC figures will be corrected for the tax periods.

HMRC are claiming the company has underpaid their monthly PAYE

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We Recommend the following:

  1. Create a summary of the figures you believe you have submitted (see below)
  2. Compare your summary to the figures HMRC are claiming
  3. Look for obvious explanations for the differences (further information below)
  4. Discuss your case with HMRC.  You should put the onus on them to explain the calculation they have used to determine the amount due and the figures on which that calculation was based.

Summarise Your Submission Figures

The values you need to record will come from a number of different sources so you may find it helpful to create a spreadsheet to summarise the data.  The key report you will require is the Audit Trail (available from Online Services -> Audit).  You will need to click the Print button to view a breakdown of the values submitted.  Other reports you may wish to check are:-

  • Month end summaries
  • Payroll Summaries

NOTE:- if you find anomalies between the different reports on the system, please contact Iris Support for further advice.

Possible Reasons for "Underpayments"

The following information was sent to us by HMRC’s Software Development Team:-

There are a number of reasons why an employer may appear to be underpaid.  Some examples are:

  • EPS not submitted
  • EPS figures not cumulative for the whole scheme
  • P32 week numbers being used to define payment month rather than which tax month a payment date falls into.**
  • Duplicate records created***
  • Employer & Employee NICs total reported in the Employer NICs field (as the P14 was)

** - If using PAYE-Master remember, you decide when to produce the PAYE remittance report. Make sure, before you produce this report, you have calculated and finalised all your paydates that fall within that tax month (ie. between the 6th and 5th of the following month)

*** - The main causes of duplicate records created are:

  • Submitting an FPS with a different Payroll ID to the previous FPS without setting the Payroll ID changed indicator
  • Sending an EAS with no start date then including a start date on the subsequent FPS for an employee
  • Sending two different start dates for the same employee
  • Sending two different leaving dates for the same employee
  • Send a different name for an employee who doesn’t have a NINO.
  • Payment after leaving sent more than once.

Hopefully this may help you identify the cause(s) of these apparent underpayments.  However, if you can’t see why this has happened, you should speak to the employer helpline to find out the reason for this mismatch:

http://search2.hmrc.gov.uk/kb5/hmrc/contactus/view.page?record=yg7jCcYewik

 

Another alternative would be the payment enquiry helpline:

http://search2.hmrc.gov.uk/kb5/hmrc/contactus/view.page?record=yg7jCcYewik

PAYE-Master v5.13.1

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We have updated IRIS PAYE-Master which fixes a small number of issues when sending your Full Payment Submission. Click here for further details.

I don't have any staff to pay this pay period, do I need to submit a "nil" FPS?

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No, there is no requirement to submit an FPS if you aren't paying anyone at all.

I can't send my FPS and I need to pay my staff, what can I do?

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Please remember HMRC are not imposing in year filing penalties for 2013/14. If you can’t send your Full Payment Submission and require support assistance; do not let this stop you from processing your payroll and paying your staff.

When do I send an Employer Payment Summary (EPS)?

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The EPS summary is used to tell the HMRC what the company is due to pay them. You only need to send this if you are REDUCING your payment OR making NO PAYMENT to the HMRC. For further details click here.

I'm trying to send my Employer Payment Summary but I'm receiving the following error..."No Payment Date To must be before the current date"

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This will occur if you are trying to submit an EPS and declaring "No employee's paid (no tax or NIC liability)" before the end date of the current tax month. The official tax calendar for April runs from 6th April to 5th May. If you try to submit the EPS on or before 5th May you will receive the error. You can only submit it on the 6th May or later. Please note: you have until the 19th of each month to submit for the previous the previous month.

Error 7816 - Sending P35 for 13/13

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  • This end of year return cannot be accepted as the Employer has been invited to join RTI and the return is within or after the tax year they were invited

This error will occur when submitting your P14/P35 return for the 2012/13 tax year. This is because you have been invited to join the RTI Pilot scheme in 2012/13 year but subsequently haven't been submitting RTI. You need to contact HMRC and they will ensure you can send the P35 return for the company in question.

Error 7808 Sending FPS

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  • This submission cannot be accepted as an Employer Alignment Submission is required for this Employer Reference

This occurs if you submit your FPS too soon after the EAS, and HMRC are yet to process your EAS. We recommend that you wait and try again later. HMRC are advising that you may have to wait 24 hours after submitting your EAS before you can submit an FPS.

Error 7806 sending RTI reports

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  • This submission cannot be accepted as it does not fall within the eligible filing period

We have received direct advice from HMRC regarding this error, you need to contact the Online Services Helpdesk (0300 200 3600). They will be able to look into the live record and advise further. It could be a number of things that are causing the error and will be down to the live record.

Error 7802 sending any RTI report

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  • You have not been invited to submit this submission type

This will occur submitting your FPS if the scheme had no employees for some time so HMRC closed the PAYE Scheme. Ultimately you need to contact HMRC to ensure everything is valid from their point of view for the PAYE scheme in question.

Error 7818 sending a P45/P46

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Error 7818 sending a P45/P46

  • This PAYE In Year Movement submission cannot be accepted as the employer has been invited to join RTI

This occurs if you try to submit a P45 or P46 in-year form from the 2012/13 tax year, as these are no longer being accepted by HMRC from 6 April 2013.

The HMRC advise the following:

  • Make the employee a leaver and submit the 2012/13 year end. This ensures that the leave date is included on the employee’s P14. If you’ve already submitted the 2012/13 year end without a leave date, then you need take no further action.
  • Please note: if you are running IRIS PAYE-Master you will not be able to clear your totals if you have pending P45 submissions. Click Utilities > Online Services > In Year > Send. Highlight the employee(s) in question and click the Delete button to clear the logs.

I'm receiving a validation error during RTI Submissions?

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If for any reason the validation has failed a report will be displayed. This report will highlight the problem and also the field(s) that are causing the issue. Generally this will mean either the field is empty and it is a mandatory field or there are invalid characters in the field. Under the Error column on the report there will be some hints as to what is wrong in the field and will also show which characters are valid. You will only be able to file once these errors are corrected.

Construction Industry Scheme (CIS)

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Under the rules of RTI you cannot process subcontractors through a PAYE company. On the Employer Payment Summary (EPS) each month you are required to declare ‘CIS deductions suffered’, this will offset any liability to HMRC.

Normal Hours Worked

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This field should contain the normal hours worked by an employee. Normal hours aren’t always the same as contracted hours and need to be calculated. An explanation of what counts as normal hours and how to calculate the figure can be found here.

  • A: up to 15.99 hours
  • B: 16 to 29.99 hours
  • C: 30 or more hours
  • D: Other (Eg. Used for pension payrolls)

This field will be used by HMRC to calculate eligibility for benefit claims so it is important you complete it. HMRC have defined bands for Normal Hours Worked per Week, the bands are:

If an employee's hours fall within a certain band it is not necessary to keep changing the value unless it falls into a different band. If you require any further assistance on the calculation you must contact HMRC, not IRIS.

Passport Number

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This field is held on the employee record. It is not mandatory but should be used for employees who are unable to provide you with an NI number, such as foreign nationals.

Please Note: If you are paying an employee with a non UK postcode you should record the companies postcode in the personal details for the time being.

Important information if you pay your employee via BACS

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There are some important steps you need to follow if you pay your employee via BACS. Please click here for further information.

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