18/02/2014. Release Notes. IRIS Payroll Professional. April 2018, September 2018 and Patches

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1 18/02/2014 Release Notes IRIS Payroll Professional April 2018, September 2018 and Patches

2 Contents IRIS Payroll Professional September Release 2018 Patch 4 - Version IRIS Payroll Professional September Release 2018 Patch 3 - Version IRIS Payroll Professional September Release 2018 Patch 2 - Version IRIS Payroll Professional September Release 2018 Patch 1 - Version IRIS Payroll Professional September Release Version New Modules IRIS HR Integration Bureau Efficiency GDPR Update to password security for GDPR Pensions LGPS/Teachers Pension OpenEnrol Communications Pension Rounding Notification to publish OpenEnrol letters Holiday Update to Offset Basic from Holiday Pay Reduce Salary by Holiday Pay amount Reports Advanced Report Writer Text editor toolbar Notional Payments and Holiday Pay on Payslips Bespoke BACS reports output location EPS BACS Creation and Processing Dates report Success/Failure Messages from IRIS OpenPayslips Exporting Reports Update Company Details Report Holiday Report Option to not publish to IRIS OpenPayslips Company Costs summary and App Levy National Minimum and Living Wage report

3 Cater for multi-approval in OpenSpace Benefit in kind payments on Payroll Summary Payments & Deductions Net to Gross Optional Pay Elements Standardise pay/ded standard field Other Enhancements Show Pay tab after selecting ShPP Annually Paid Period Selection Update Hourly Rate when entering Annual Salary Car Benefit Calculation Explanation EYU number controls Default NEST reason for reduced contribution Capitalise appropriate words in filename Holiday Module monthly divisor MDC part time salary pensionable earnings Support Hub Standard Life WPH Pensionable pay period earnings IRIS Payroll Professional April Release Patch 1 April Version Pensions Reports Payroll Calculation IRIS Payroll Professional April Release 2018 v PAYE Legislation Changes Tax Code Validation Apprenticeship Levy National Insurance Company Cars Pensions Phasing Year-end Restart Scottish Relief at Source Pension Contribution Files

4 Teachers pension - employer deduction Staging Date IRIS AE Suite IRIS OpenEnrol RTI Changes Earlier Year Update (EYU) Full Payment Submission (FPS) Employer Payment Submission (EPS) Employer Alignment Submission Other Improvements Remote Payroll Entry IRIS HR Link Reports Support Hub

5 Dear Customer Welcome to your September software update for Tax Year 2018/2019. This update of the software includes some new features and enhancements. These notes provide information on all the improvements. If you encounter any difficulties, please visit: You can find the minimum system requirements on our website here. 5

6 IRIS Payroll Professional September Release 2018 Patch 4 - Version We are providing this release to resolve a reporting issue caused by Microsoft Windows updates, which occurred on 8 th Jan 2019 and has affected several of our payroll products. IRIS Payroll Professional users have been seeing the following errors producing any report: 6

7 IRIS Payroll Professional September Release 2018 Patch 3 - Version This release contains various enhancements and fixes to the September release. In particular: An issue with the P30 following conversion from IPB has been resolved An issue with App Levy during conversion has also been fixed We have resolved an RPE issue with the Wk1/Mth1 indicator Gross Taxable now includes the Benefit in Kind amounts on the Payroll Summary report We have investigated and resolved issues with HR Integration, in employee matching and in cancelling the validation process. 7

8 IRIS Payroll Professional September Release 2018 Patch 2 - Version This release contains various enhancements and fixes to the September release. In particular: We have resolved alignment issues with the INT101L Laser Payslip When importing Student Loan Set, the Continue Student Loan field is ticked as appropriate in Employee details 8

9 IRIS Payroll Professional September Release 2018 Patch 1 - Version This release contains various enhancements and fixes to the September release. 9

10 IRIS Payroll Professional September Release Version New Modules IRIS HR Integration We have added a new feature, IRIS HR Integration, to the payroll software. This innovative, timesaving feature has the ability to send and receive data between payroll and IRIS HR. Static employee information and variable pay period information is sent between the systems at a click of a button. For further information please contact Sales on or sales@iris.co.uk Bureau Efficiency The revolutionary new Bureau Efficiency module is for Accountants and Payroll Bureaus who are looking to improve their payroll processing efficiency. An innovative new dashboard provides you with a quick view of your clients payroll status and the ability to perform processes for multiple clients, which enables you to spend more time on more profitable functions. For more information, please contact the Sales team on or sales@iris.co.uk. We have added some new functionality to Bureau Efficiency in this release: Automation of Do/Redo Payroll We have added Payroll Run as an Automated Task to the Bureau Efficiency module. You can now start a payroll run from the Bureau Efficiency screen without going into the main payroll screen. Add Payroll Run to a batch process to run automatically as part of a sequence of tasks for a company or group of companies. Configure Batch Process On the Configure Batch Process screen we have added Payroll Run to the Available Tasks list. Payroll Run will behave in the same manner as all other items on the list, that is, the task can be moved between Available Tasks and Tasks Selected using the arrow icons or drag and drop. 10

11 Configure Checklist On the Configure Checklist screen, Payroll Run now has the Task Type of Automated. During the automated payroll run for multiple companies, the software will: Include payroll data where Remote Payroll Entry is being used Include salary information, hours etc. from the Employee Details screen Include any payments from the Absence Diary i.e. SSP or Holidays Include any other Statutory Payments i.e. SMP, SAP, SPP or ShPP Process payroll for each employee in the company Record the outcome of each step to the Bureau Audit Automation of DPS download and processing Configure Batch Process We have added the following items to the Available Tasks list on the Batch Process option in the Configure section: a. Receive Messages from HMRC b. Process Messages from HMRC Receive Messages from HMRC and Process Messages from HMRC will behave in the same manner as all other items on the list in that they can be moved between Available Tasks and Tasks Selected via arrow icons or drag and drop and will not change order in the list. Configure Checklist Receive Messages from HMRC and Process Messages from HMRC have a Task Type of Automated. Receiving and Processing Messages from HMRC messages or error messages, except polling messages errors view, delete or ignore any received messages When performing these tasks via the BE module, you will not see any DPS specific screens, Any errors detected will not interrupt the process. The Bureau Audit records details of any All matched messages will be processed automatically; you will not be able to choose to The tasks create an Automatic Action for any messages received that are matched to an employee with an effective date after the system date (in the same way as payroll currently does) 11

12 When you next open a company after running the Receive Messages task, the software automatically processes any Automatic Actions that have an effective date on or before the system date During the automated process, you will not be able to print a report of the matched messages that to be processed. If you require a report, you will need to process the messages using the manual method Any errors will be available in Errors and Warnings P45 (OpenPayslips) Report Settings We have added an option for the P45 (OpenPayslips) report to be published to OpenPayslips. If the P45 (OpenPayslips) is selected in a report pack, in Configure Report Packs or Client Config Edit Report Pack, then Report Settings Output Format will include the Use OpenPayslips option. GDPR Update to password security for GDPR General Data Protection Regulation (GDPR) is an EU regulation in which the European Parliament, European Council and European Commission have strengthened and unified data protection for living individuals. GDPR came into effect on 25th May To assist you with this, when a default username / password is detected at login, the payroll software will inform you that default passwords are not secure and offer you the chance to change it. If you choose to change your password, the payroll software will display a screen enabling you to do so. 12

13 Pensions LGPS/Teachers Pension OpenEnrol Communications The IRIS OpenEnrol letters will now show the actual percentage deducted in payroll for the LGPS England & Wales Pension and the Teacher s Pension. The figure shown in Employee Details is used as a key to show the proportion of full time that the employee works. Pension Rounding Some pension schemes require all contributions that result in fractions of a penny to be rounded up, as rounding them down would result in less than the minimum contribution being made. We have added an option to the Edit Pension screen to allow you to round up any fraction of a penny for percentage-based employer or employee pensions. Notification to publish OpenEnrol letters When pension communications are generated during a payroll run, you now have the option to display a message at the end of the process advising you that there are pension letters waiting to be published. To do this, go to Configure Auto Enrolment Pensions OpenEnrol Warn if outstanding for and select the new Always option. Holiday Update to Offset Basic from Holiday Pay Due to customer feedback, we have changed the way the Offset Basic from Holiday Pay tick box works. IMPORTANT: This may require a change to your Holiday Pay set up! If the Holiday Pay module is enabled, Offset from Basic Pay is ticked, and an employee has both Enhanced and Contractual Holiday pay in the same payroll period, payment is now calculated as follows: 13

14 ((Basic Pay + (Y*Enhanced Rate Y*Contractual Rate) + X*Contractual Rate) X*Contractual Rate) X = Number of Days of Contractual Rate Y = Number of Days of Enhanced Rate Example 1 Basic Pay = 500 Contractual Rate = 100 Enhanced Rate = Day of Contractual Rate and 1 Day of Enhanced Rate this pay period ((Basic Pay + (Y*Enhanced Rate Y*Contractual Rate) + X*Contractual Rate) X*Contractual Rate) ((1* (1* 110 1* 100) + 1* 100) 1* 100) = 510 paid to Employee Example 2 Basic Pay = 500 Contractual Rate = 100 Enhanced Rate = Days of Contractual Rate and 3 Days of Enhanced Rate this pay period ((Basic Pay + (3*Enhanced Rate 3*Contractual Rate) + 2*Contractual Rate) 2*Contractual Rate) (( ( ) + 200) - 200) = 530 paid to Employee Reduce Salary by Holiday Pay amount We have added the ability to deduct an employee s Holiday Pay from their Salary amount during the payroll run. Employee Details The Employee details Salary screen now includes a Reduce Salary by Holiday Pay tick box. When ticked, the Salary amount reduces by the amount of Holiday Pay the employee receives in every payroll run. Both amounts are still calculated in the usual way. (The box is unticked by default). Payroll Do/Redo Payroll Input/Edit Payroll Details Holiday The Reduce Salary by Holiday Pay tick box is also available on the Payroll Do/Redo Payroll Input/Edit Payroll Details Holiday screen during the payroll run. If the box on the Employee Details Salary screen is ticked, the box on the Payroll Do/Redo Payroll Input/Edit Payroll Details Holiday screen will also be ticked. 14

15 If you untick the box here, the change will only apply to the payroll you are currently running and the option will revert to ticked in the next pay period s payroll run. Reports Advanced Report Writer Text editor toolbar We have added an Appearance tab to the ribbon bar at the top of the Advanced Report Writer screen. Click this to enable you to edit the appearance of the text on your Advanced Reports. Notional Payments and Holiday Pay on Payslips We have amended payslip reports so that they display contras for Notional payments (Other Payments) and Holiday Pay on separate lines. You will need to reselect your payslip report from the library to access this new version. The payslips affected are: INT101L IRIS Payslip (Laser/Inkjet) IRIS Payslip (Laser/Inkjet) with Address INT005LS INT104LA INT105LS INT106LZ INTL15 Laser Payslip Laser Payslip with Address Multi Period Laser Payslip Multi Period Plain Paper Payslip Bespoke BACS reports output location If you have a bespoke BACS report (i.e. not a standard report from the library), we have changed the bespoke BACS process so the report saves in the Program folder rather than the Company Data folder. You can check what these locations are by looking at Help About IRIS Payroll Professional and Company Alter Company Details Company Directory for Data respectively. 15

16 EPS We have added a reminder to the software to remind you when to send your EPS to HMRC. An EPS needs to be sent to HMRC when: No employees have been paid in the month Apprenticeship Levy is due or has been reported in a previous month in the tax year There is a change in the status of the Employment Allowance claim Any statutory payments (SMP, SAP, SPP, ShPP) have been paid in the month and therefore recovery figures are required CIS Deductions Suffered Enable Month-end/EPS Warnings To enable/disable the warnings, go to Online Services Configure RTI Warnings screen and tick the box labelled Warn if Month-end processing not performed/eps not sent when due. BACS Creation and Processing Dates report We have added a report to the system that displays the company BACS Creation and Processing dates. To install the report: Go to Reports Library Selection Bank Report/BACS Highlight BACS Creation and Processing Dates Click Select If you are using the Bureau Efficiency module, you can add this to a report pack. The report will display the information for the company that the report is being printed from in payroll and when printed from the Bureau Dashboard, include the company/companies configured in the Group that the Batch is being processed for. Success/Failure Messages from IRIS OpenPayslips We have added a new OpenPayslips Audit screen, which displays at the end of the publish payslip process. It lists failed payslips as well as those that have published successfully. 16

17 You can republish payslips from this screen, but you must resolve the errors of any payslips that have failed before you can republish those. You can also access this new screen via the Company menu. Exporting Reports We have added a feature to allow Payslip reports, which contain one payslip per page, to be exported as individual documents. The new Export as separate files function works for most export formats. The following reports are included: INT005LS Plain Paper Laser Datamailer Payslip INT105LS Laser Datamailer Payslip INT106LZ Plain Paper Laser Z-Fold Payslip Invoice (CIS Only) IRIS Payslip (Laser/Inkjet) with Address Laser Payslip With Address Pegasus 220 Remittance (CIS Only) To use this function: Go to Reports Print Payslips and select your payslip from the list Click Export Select your required Format and Destination Tick the Export as Separate Files box Click OK 17

18 Each payslip then has the filename of the employee s name and pay period, <Forename><Surname><Pay Period>, for example, JoBloggsM1 Update Company Details Report We have added the following to the Company Details report: Apprenticeship Levy Employment Allowance Value Ceased Trading Date Archive Status We have also removed the Year-End Returns section. To use the new version, the report will need to be reselected from the library. To do this: Go to Reports Library Selection Miscellaneous Select Company Details from the list Holiday Report We have amended the Period Holiday Report so that if Holiday Accrual is used, the Holidays Taken column is marked N/A. To use the new version, the report will need to be reselected from the library. To do this: Go to Reports Library Selection Summaries Select Period Holiday Report from the list Option to not publish to IRIS OpenPayslips We have added a tick box to Employee Employee Details General to prevent an employee s payslip being sent to IRIS OpenPayslips. You may need to do this if an employee doesn t have access to the IRIS OpenPayslips app or you just want to keep a record of their address without using it. To do this: Go to Employee Employee Details General and click the button Tick the Exclude from OpenPayslips box 18

19 When a new employee is created, if an address is entered in the field, the box remains unticked by default. With the box ticked, after the payroll has been run, that employee is excluded from IRIS OpenPayslips. When running the payroll, if there are employees without s or that have this box ticked, you will be asked whether you want to print the payslips instead. Company Costs summary and App Levy We have updated the Company Costs Summary report to include an explanation of when Apprenticeship Levy will be included in the report. The explanation reads: The Apprenticeship Levy value will only be displayed when printing the report for a monthly or weekly & monthly pay period(s) combined and month end processing has been performed for the selected month. An Apprenticeship Levy value will not be displayed when only weekly is selected. To install this new version of the report, go to Reports Library Selection Summaries and select Company Cost Summary from the list. National Minimum and Living Wage report Leavers are no longer included in the National Minimum and Living Wage report. Cater for multi-approval in OpenSpace We have added an option to allow you to select that approval is required by a single user or multiple users in IRIS OpenSpace. Publish to OpenSpace Request e-approval screen There is a new frame below the Send Notification indicator titled Approvals required by. Within this frame, there are two new options, All users and Selected users, and a new button, Select users. To select the users you need to approve the documents, click Select users. A new Request eapproval screen will open, allowing you to select the required client users: Tick the boxes next to the required client users, and then click OK. 19

20 Benefit in kind payments on Payroll Summary Currently, any Benefit in Kind payments are included in Gross Taxable and/or Gross NI-able pay on the Payroll Summary. We have added a column to the Payroll Summary report to display Benefit in Kind payments as separate amounts. To install this new version, go to Reports Library Selection Summaries and select Payroll Summary from the list. Payments & Deductions Net to Gross Optional Pay Elements Exclude pay elements from Net to Gross By default, all pay elements are included in the Net to Gross calculation, however we have now added the facility to exclude various pay elements if required. To use this facility: Go to Company Alter Payments/Deductions and either select your existing Net to Gross or click Add to create a new entry If you click Add, say No to using the Wizard Select Net to Gross from the Category drop down We have added a new button labelled Settings below the Category drop down which is only enabled when Net to Gross is selected: Click Settings to open the Exclude from Net to Gross screen: 20

21 Tick the main elements to Exclude on the left On the right, select the individual Payments/Deductions you wish to exclude from the Net to Gross calculation Payroll run - Input/Edit Payroll Details Using this new facility, on the Input/Edit Payroll Details screen when a Net to Gross is selected and a value added in the Pay/Ded column, the gross pay is calculated excluding those pay elements you selected as described previously. Those elements are still included in the full payroll calculation, but are applied after the Net to Gross calculation. Meaning that the tax, NI etc. are calculated separately for the excluded pay elements, and then added to the net to gross value. Example 1 Exclude Student Loan from Net to Gross calculation An employee is paid by Net to Gross and the following pay elements are selected in payroll run: Net to Gross 1500 Student Loan Plan Type 1 Student Loan has been excluded from Net to Gross calculation Tax Code NI Rate 1185L Tax Year 2018/2019 Pay Period Month 1 Calculate gross pay on 2000, then calculate student loan: Tax NI Gross pay before Student Loan Net pay before Student Loan Student Loan Plan Type Net pay Employers NI calculation A The final employers NI will be calculated once we know the final gross pay figure and employers NI can be calculated as normal. In the example above the employers NI would be

22 Example 2 Exclude after tax & NI bonus from net to gross calculation An employee is paid by Net to Gross and the following pay elements are selected in payroll run: Net to Gross 2000 Bonus 200 Bonus has been excluded from Net to Gross calculation Tax Code 1185L NI Rate A Tax Year 2018/2019 Pay Period Month 1 Calculate gross pay on 2000, then add Bonus Tax NI Gross pay before Bonus Net pay before Bonus Bonus Net pay Employers NI calculation The final employers NI will be calculated once we know the final gross pay figure and employers NI can be calculated as normal. In the example above the employers NI would be Standardise pay/ded standard field For Pay/Ded Standard fields in the following areas, we have standardised the number of characters before the decimal point to seven: Employee details Employee Debug Global Changes Alter Payment / Deductions Input/Edit Payroll Details These fields will all now allow a range of to

23 Other Enhancements Show Pay tab after selecting ShPP The following new message will now display when you go to Employee Statutory Payments ShPP tab and click Show Pay: Values held in the Show Pay screen will be removed after selecting ShPP until the Statutory Payments screen is restarted. Annually Paid Period Selection If either Company Options Company Annual Scheme or Employee Details Period Pay Annually are ticked, and the employee is Salary paid, the annual salary (the period value multiplied by the number of pay periods in the year) will now automatically be populated in the Payroll Run Input/Edit Payroll Details Salary field. The Employee Details Salary Period value is multiplied by the number of pay periods in the tax year for the pay frequency selected in Employee Details Period Pay Period: Frequency No. of pay periods in the tax year Weekly 52 2-Weekly 26 4-Weekly 13 Monthly 12 Quarterly 4 NOTE: If you want to pay an employee by Hours/Rates or Pay/Deds you will still be required to make the adjustments manually in the Payroll Run screen. 23

24 Update Hourly Rate when entering Annual Salary We have added a new function to convert Annual Salary to an hourly basic rate. To enable this feature: Go to Company Alter Company Options Company and tick the box labelled Activate salary to rate calculation (Based on 52 weeks in a year) Select the pay rate you wish to use from the Select Rate drop down list. (The list will not include any rates that are set as Fixed.) Go to Employee Select Employee Employee Details Salary tab and enter an Annual Salary The software calculates the equivalent hourly rate for the employee and populates the rate you selected on Company Options, on their Rates tab, with that amount If you have the IRIS Holiday Pay module, and Enable Enhanced Rate Holiday Pay is ticked in Company Holiday Setup, the software will use Employee Details Salary Working Hours Contracted Hours per week and Employee Details Salary Annual to calculate the hourly rate. Without enhanced holidays, Employee Details Salary will now include two new fields, Contracted Hours per week and Contracted Days per week. The software will use Employee Details Salary Working Hours Contracted Hours per week and Employee Details Salary Annual to calculate the hourly rate. Contracted Hours per Week must be greater than zero for the calculation to occur. Example Employee has Annual Salary of 21,000 and Contracted Hours per week of 40 hours Selected Pay rate will populate with (21000/52)/40 = rounded up to 4 decimal places 24

25 National Minimum Wage Warnings With this new function enabled, if Company Company Options Payroll National Minimum Wage Warnings are active on the linked pay rate, when saving Employee details you will see a warning if the rate is below the National Minimum Wage amount for the tax year. Holiday Pay Holiday Pay Rate will be calculated using the rate calculated from Annual Salary when Activate salary to rate calculation (Based on 52 weeks in a year) is enabled. (If Enable Enhance Holiday Rate is ticked, only the Contractual Holiday Rate will be affected.) You are able to overwrite Employee Details Salary Holiday Pay Rate or Employee Details Salary Contractual Holiday Rate without affecting Employee Details Salary Annual Salary. Car Benefit Calculation Explanation Payroll Preview Screen - Car Benefit Detail button We have added a detailed explanation and breakdown of the Car Benefit calculation to the Pay Preview screen. To see the explanation: During the payroll run, on the Input/Edit Payroll Details screen, click Preview Click the Car Benefit button The screen displays the details of all car allocations contributing to the benefit value calculated in the payroll run The new button will only be visible if a payment/deduction meeting the following criteria has been processed in the pay period: Car Benefit option selected Car Allocation exists in the current pay period Value of the payment/deduction is not zero i.e. there is a benefit to explain All fields on the screen are for your information only: 25

26 Allocated the date the car was allocated to the employee in the current tax year (unless the car is being viewed historically) Withdrawn - date the car was withdrawn from the employee Cash Equivalent - value of the Cash Equivalent for the Car Allocation + Cash Equivalent for the Fuel for Private Use Benefit Recovered - the amount that was processed through payroll prior to the current pay period Benefit This Period - the amount of benefit calculated in the period for the car If the car has been withdrawn and this is the final residual payment, the text will read Balance for car withdrawn, otherwise it will be Standard value per pay period. Total Benefit This Period - the total benefit being calculated for payroll i.e. the sum of the benefit for each car and the default value that would appear in the payroll run The function will also work historically, if car data is available for the period viewed in Pay History. EYU number controls We have changed the numeric fields in the EYU screens to allow you to type a minus sign before the number. Default NEST reason for reduced contribution If an employee is appearing on the Reason for Reduced Contribution screen because they have opted out of NEST, the reason code will default to 9. This also applies if an Opt-out notice is received after 1 month but within 6 weeks. Capitalise appropriate words in filename When saving a report in PDF format, you will now see that we capitalise appropriate words in the filename e.g. April instead of april. 26

27 Holiday Module monthly divisor The monthly divisor in the Holiday Detail form is now shown to four decimal places. MDC part time salary pensionable earnings The Part Time Salary This Period field in the MDC file is populated with the pensionable earnings figure used in the actual calculation of contributions, calculated using settings from the pay/ded. Support Hub We have replaced the Search the KnowledgeBase field within the Support hub in your product. Standard Life WPH Pensionable pay period earnings Standard Life do not want the full Gross Pay amount reporting; we have amended the file so that only the amount between the QEL and QUE limits is reported. 27

28 IRIS Payroll Professional April Release Patch 1 April Version Pensions LGPS Bands England/Wales and Scotland The Local Government Pension Scheme (LGPS) bands have been updated for the new tax year 2018/2019. New Standard Life Pension Files Standard Life have introduced the Workplace Pension Hub. This requires different pension output files from the current G2G files. Standard Life have informed us that their customers will be migrated gradually from the old Group Pension Zone to The Workplace Pension Zone. We have added the necessary file formats to the system; when Standard Life have informed you that you have been moved to the Workplace Pension Hub you will need to use these new formats: Create Pension File Standard Life WPH Enrolments and Standard Life WPH Contributions have been added to Pension Create Pension File Select File to Create screen. Configure Pension Fund We have added a Standard Life WPH option to the Pension Configure Pension Fund File Output File Format drop down list. Configure Pension Fund We have resolved an error 3163, which sometimes occurred when attempting to save the Configure Pension Fund screen. Reports Timing We have improved the time it takes to create reports. Quick Report Writer A rounding issue with certain formulae in the Quick Report Writer has been resolved. 28

29 An issue with SQL selection on Quick Report Writer, which was sometimes causing incorrect totals on quick reports, has been resolved. Year to Date Summary We have resolved an issue where SSP was showing as SPP on the Year to Date Summary, before the first payroll had been run on the software for that company. P45s We have corrected an issue where P45s were printing for all employees for some companies with Text employee codes. NatWest Autopay Bank Credit Report We have resolved an issue with this report where under certain circumstances employees were appearing twice. Company Costs Summary We have corrected an issue with the Company Costs Summary where leavers were not being included in the year to date values. P60 We have improved the alignment on the P60 IRIS Laser Single Sheet and the P60 HMRC Laser Single Sheet reports. Payroll Calculation We have resolved an issue with the payroll calculation that arose in 2018/19 tax year. If an employee was paid on a Weekly, 2 Weekly or 4 Weekly basis, then changed to Monthly for next period, on a Rerun of that period their NI Earnings were incorrect. 29

30 IRIS Payroll Professional April Release 2018 v PAYE Legislation Changes The rates for tax, NI, Statutory Payments, Student Loans etc., have been updated for 2018/2019. Click here for further details. We have also made the following changes: Tax Code Validation We have updated Tax Code validation to allow D0 to D8 and SD0 to SD8 tax codes in the payroll software, if there is an appropriate matching tax band introduced. Apprenticeship Levy We have added an App. Levy column to Company Select Company Company Details Payment Summary that displays the amount of Apprenticeship Levy paid to date in each month. National Insurance The Tax / NI / Pension Rates report now includes the two and four weekly National Insurance bands. Company Cars With effect from the 2018/2019 tax year we have made the following changes to the software to cater for diesel cars that meet the Real Driving Emission Step 2 (RDE2) regulation. Fuel Type The Configure Company Cars Add/Edit Fuel Type dropdown now includes the option Diesel Meets RDE2 Regulation. This Fuel Type will only be available from the 2018/2019 Tax Year. Recalculate A new Recalculate button has been added to the Allocation screen. You can click this button to recalculate the cash equivalent if there has been a change, for instance in Fuel Type from Diesel to Diesel Meets RDE2 Regulation. 30

31 Pensions Phasing Year-end Restart As per the Auto Enrolment legislation, minimum Employer Contributions will increase in April 2018 and April 2019 as per the table below. When you perform the Year-end Restart, the system will display a message advising you to check your employees and employer s pension contribution rates and containing a link to The Pension Regulator s webpage regarding pension contribution phasing. For more information on Phasing please view the TPR website here. Automatic Enrolment Scheme Date Employer minimum contribution Total minimum contribution 06/04/18 05/04/19 2% 5% (including 3% staff contribution) 06/04/19 onwards 3% 8% (including 5% staff contribution) Scottish Relief at Source From April 2018/2019, the Relief At Source (RAS) for pension contributions must be calculated using the appropriate basic rate for Scotland and the appropriate basic rate for the rest of the UK. Where the Payment/Deduction is a pension deduction with Less Basic Rate Tax set, the payroll software will reduce the deduction by the basic rate tax value for the appropriate tax regime i.e. Scottish or rest of the UK, based on the tax code during the pay period. Tax codes with S as prefix will use the Scottish basic rate value whereas any other tax code will use the rest of the UK basic rate tax value. Pension Contribution Files We have updated pension contributions files to ensure they use the start and end date of the pay period in which earnings are paid; that is the period containing the pay date and not the period they were earnt. This is in accordance with specifications provided by the pension providers. For further information, please read our Knowledgebase article here. 31

32 Teachers pension - employer deduction We have added a new payment/deduction Category to cater for Teachers Pension Employer contributions. This new Category always uses the same pensionable pay elements as those you have included in the Teachers Pension Employee contribution. This reduces the risk of differences between the two. Teachers Pension ER (Display) has been added to the Category section in Company Alter Payments / Deductions. It is a Display item only. If you have already configured a Teachers Pension Employer contribution you should check it and amend the Category to Teachers Pension ER (Display) if required. Monthly Data Collection When creating the Monthly Data Collection file for Teachers Pension, employees with Opt Out or Contributions Ceased date in the period are included in the file, but not included on any future files. Staging Date Following changes by The Pensions Regulator, Staging Date has changed to Duty Start Date / Staging Date throughout the software. Re-enrolment now uses Duty Start Date in the way it previously used Staging Date. This change will be visible in the following locations and on any pension-related warning messages: Pension Configure Automatic Enrolment Pension Automatic Enrolment Configuration Tool Pension Period Pension Dashboard Pension Company Pension Dashboard Employee Select Employee Employee Details Company Select Different Company Select Company IRIS AE Suite IRIS OpenEnrol We have removed Letter L0 from the software, as there will be no further Staging after February

33 RTI Changes Earlier Year Update (EYU) We have updated the EYU schema for submissions relating to tax year 2017/2018. Sundry Screen In the Flexible Drawdown frame, below Pension Death Benefit, there is a new Serious Ill Health Lump Sum tick box. Full Payment Submission (FPS) We have updated the FPS schema for submissions relating to tax year 2018/2019. Serious ill health lump sum indicator We have added two new types of payment to Company Alter Payments / Deductions in the Category section: Serious Ill Health Lump Sum (Taxable) Serious Ill Health Lump Sum (Non-Taxable) The new categories are payments after NI i.e. they do not affect NIable pay. Reason for Late Reporting LateReason will be set to H in the FPS XML file automatically, when a leaver was not paid in the current tax year or the employee has been paid in the tax year but their leaving date has been entered too late to include in the FPS. Employer Payment Submission (EPS) We have updated the EPS schema for submissions relating to tax year 2018/2019. Employer Alignment Submission The menu item for Employer Alignment Submission has been removed as it is no longer in use. 33

34 Other Improvements Remote Payroll Entry The new IRIS Remote Payroll Entry module streamlines the data collection and payroll process for Bureaus and Accountants. It consists of new features in your payroll and a new app for your clients. Payroll information from your clients is received directly into payroll ready for processing. Notifications RPE now sends notifications: to the client when the Bureau uploads a timesheet to the Bureau when the client completes the timesheet and submits it to payroll Reminders The Reminder facility for Remote Payroll Entry enables you to switch on reminders to the client for the day the timesheet is due back and, if necessary, a number of days prior to the deadline. Enable Reminders in Configure Timesheet We have added an option to enable reminders in the Configure Timesheet screen. To do so: 1. Go to Remote Payroll Entry Configure Timesheet 2. Tick Enable Reminders 3. Enter the number of Days Before Timesheet Due the reminder should be sent, from 0 to 9 Payroll Calendar The Timesheet Due Back column in the Payroll Calendar allows you to specify the date a timesheet is due back from your client. To do this: 1. Go to Company Payroll Calendar 2. Select the relevant pay frequency (if necessary) 3. Click Configuration 4. Enter the number of days before the payroll date you need the timesheets back 34

35 5. Click Next 6. Click Finish IRIS HR Link Reports We have added two new reports to the library to assist IRIS HR customers with integration. These replace the reports that customers previously needed to download and install manually. To install the reports: 1. Go to Reports Library Selection Miscellaneous and select IRIS HR Elements 2. Go to Reports Library Selection Summaries and select IRIS HR Employee Elements Selecting these reports from the library will overwrite any older versions without prompting you. To print the reports: 1. Go to Reports Print Other Reports and select IRIS HR Elements 2. Go to Reports Print Summaries and select IRIS HR Employee Elements Support Hub We have removed the Search the KnowledgeBase field from the Support hub in your product. Use this link to access the knowledgebase:

36 Additional Software and Services Available IRIS AE Suite The IRIS AE Suite works seamlessly with all IRIS payrolls to easily manage auto enrolment. It will assess employees as part of your payroll run, deduct the necessary contributions, produce files in the right format for your pension provider* and generate the necessary employee communications. IRIS OpenPayslips Instantly publish electronic payslips to a secure portal which employees can access from their mobile phone, tablet or PC. IRIS OpenPayslips cuts payslip distribution time to zero and is included as standard with the IRIS AE Suite. IRIS Auto Enrolment Training Seminars Choose from a range of IRIS training seminars to ensure you understand both auto enrolment legislation and how to implement it within your IRIS software. Useful numbers HMRC online service helpdesk Tel: Fax: helpdesk@ir-efile.gov.uk HMRC employer helpline Tel: Tel: (new business) Contact Sales (including stationery sales) For IRIS Payrolls Tel: sales@iris.co.uk For Earnie TM Payrolls Tel: earniesales@iris.co.uk Contact support Your Product Phone IRIS PAYE-Master payroll@iris.co.uk IRIS Payroll Business ipsupport@iris.co.uk IRIS Bureau Payroll ipsupport@iris.co.uk IRIS Payroll Professional payrollpro@iris.co.uk IRIS GP Payroll gpsupport@iris.co.uk IRIS GP Accounts gpaccsupport@iris.co.uk Earnie TM or Earnie TM IQ earniesupport@iris.co.uk IRIS & IRIS Software Group are trademarks IRIS Software Ltd 06/2015. All rights reserved Call: for IRIS or for Earnie TM Visit: iris.co.uk