SelectPay v2018r1 Release Notes

Transcription

1 SelectPay v2018r1 Release Notes

2 About these Release Notes Welcome to the Access SelectPay v2018r1 Release Notes! This document outlines all you need to know about this version of the software, it will provide you with a brief summary of the changes, and by using the hyperlinks you will be able to easily navigate through the document to find out detailed information about the new features, including screenshots and videos where appropriate. Please refer to the table of contents for a full list of what is included. About SelectPay SelectPay is a HMRC recognised system that supports medium to large businesses with their payroll processes, and related human capital management processes. With easy to use RTI and Auto Enrolment functionality, SelectPay ensures that businesses are compliant with the latest legislation requirements. SelectPay is available as a standalone, integrated, hosted, on-premise or fully managed solution, to fit a range of business needs, giving businesses a solution to enable accurate and reliable payroll processing. Integration is available with other Access systems such as SelectHR, Access Office Integration and Dimensions, and APIs are also available for interoperability with Third Party systems.

3 Table of Contents Release Summary... 4 Release Contents... 6 Year End Parameters Statutory Returns... 7 Scottish PAYE Parameters Scottish Tax Codes... 9 RTI Schema Changes... 9 Withdrawal of Employer Alignment Submission... 9 HMRC Transaction Engine Service... 9 Auto Enrolment Parameters Re-enrolment Enhancements Delete Leaver Records GDPR Personal Data Report How to Contact Us... 16

4 Release Summary The focus of this release is to deliver legislation updates to ensure the product is fully compliant with HMRC, and General Data Protection Regulation (GDPR) functionality to assist users in GDPR compliancy. The following major features are included in this release, please select the appropriate links if you would like more details on the features. The features are grouped by Product/Area to help you find the information you need easily. Year End Legislation Updates Year End Parameters All statutory payment parameters have been updated for the new tax year, including PAYE, NIC, Parental Pay, Sick Pay, Student Loans, National Minimum Wage, Company Car Benefit and Fuel Benefit. Statutory Returns All Statutory returns have been updated for the year end, including P60 and P11D forms. Scottish Year End Legislation Updates Scottish PAYE Parameters The Scottish PAYE parameters have been updated for the new tax year Scottish Tax Codes Additional tax codes are now required in order to calculate the correct Scottish Rate of Income Tax. Year End RTI Changes RTI Schema Changes HMRC submissions have been updated for the new tax year

5 Withdrawal of Employer Alignment Submission The Employer Alignment Submission (EAS) has been withdrawn as it is no longer required by HMRC. HMRC Transaction Engine Service The URL for HMRC submissions has been updated. Auto Enrolment Updates Auto Enrolment Parameters The Auto Enrolment Parameters have been updated for the new tax year Re-enrolment Enhancements The Re-enrolment wizard can now be processed per pay frequency. General Data Protection Regulation (GDPR) Delete Leaver Records SelectPay has been enhanced to assist companies in becoming GDPR compliant by enabling users to delete leaver records after a set timeframe. GDPR Personal Data report A report has been created to provide employees with a list of personal data that is held in the system.

6 Release Contents The below section describes the features in more detail, including screenshots and videos where appropriate, this is ordered by the products/modules identified in Release Summary section. Year End Legislation Updates Year End Parameters All statutory payment parameters have been updated for the new tax year, including the following: PAYE Parameters NIC Parameters Statutory Payment Parameters , including Statutory Parental Pay (SMP, SPP, SAP, ShPP) and Statutory Sick Pay. National Minimum Wage and Living Wage Parameters , including Apprentice minimum wage and Accommodation Offset. Student Loan Parameters Company Car Benefit Percentages Company Car Fuel Benefit Screenshots of the new parameters are available in the SelectPay Year End Checklist This excludes the Company Car and Fuel benefits, which are not visible in the system and are instead detailed below. Company Car and Fuel Benefit The Car Fuel Benefit charge multiplier will increase from 22,600 to 23,400. Company Car Benefit Percentages have been updated as follows: 2018 to 2019 CO2 emissions, g/km 2018 to 2019 Appropriate percentage of car list price taxed, % 2018 to 2019 CO2 emissions, g/km 2018 to 2019 Appropriate percentage of car list price taxed, %

7 Diesel cars have a supplement which has been updated for company car P11D records for and has increased from 3% to 4%, up to a maximum of 37%. Please note that the diesel supplement is used to calculate company car tax and car fuel benefit charge, where the employer provides the employee with a diesel car that is made available for private use. From 6 April 2018 drivers must add 4% (increased from 3% at Autumn Budget 2017) to their appropriate percentage if the car is propelled solely by diesel (up to a maximum of 37%). Cars that meet the Real Driving Emissions Step 2 (RDE2) standard are exempt from the diesel supplement. The supplement will not apply to diesel hybrids or to vehicles other than cars. Statutory Returns All Statutory return forms have been updated for the year end. This includes the P60 and P11D forms. P60 Year End Certificate The P60 Year End Certificate has been updated in readiness for the year end process and has been approved by HMRC. The changes are limited to an update to the year and identifier, and should not affect your processing. P11D Expenses and Benefits The P11D form has been updated in readiness for processing P11D Benefits and Expenses for and has been approved by HMRC. This includes some description alterations which are relevant to the changes required for benefits in kind (BiK) where they are provided in conjunction with Optional Remuneration Arrangements (OpRA), which refers to schemes where employers provide benefits in exchange for, or as an alternative to, cash pay. Most commonly these are salary sacrifice arrangements, but OpRA rules can also cover any employer arrangement where an employee can choose between a benefit and cash, including cash allowance and flexible benefit packages with a cash allowance. The tax and NIC advantages of providing benefits through an OpRA were largely withdrawn from April 2017, which means that the chargeable value of the benefits must be processed though the payroll in order to report the employer Class 1A NICs, and must be reported in P11Ds so that tax can be collected through the adjustment of tax codes. Alternatively, the tax can be collected through the payroll if the employer is voluntarily payrolling benefits. The new rules do not apply to pension contributions, childcare vouchers, workplace nurseries, directly employer contracted childcare, cycle to work or cars with CO2emissions of 75g / km or less. A key aspect of the rule changes is identifying the chargeable value of the benefit. Where a benefit in kind (BiK) is provided through OpRA, the taxable value is now the higher of the taxable value of the benefit, and the amount of salary / cash foregone. This is the value you use for calculating the income tax, Class 1orClass 1ANICs, where liable, in respect of the BiK. The value that the employee gives up in order to receive the benefit is the amount foregone, therefore, if the value given up by the employee in a salary sacrifice arrangement is higher than the taxable value of the benefit, it is the amount foregone that needs to be recorded as the chargeable value. Wording changes on the P11D form: Cost to you (or similar) descriptors will now read Cost to you or amount foregone. Cash equivalent descriptors will now read cash equivalent or relevant amount.

8 A slight wording change has also been made to the benefit option L Assets placed at employee s disposal, whereby 'Annual Value' will now read 'Cost of the benefit', to reflect the updates required for Please note that there is a scheduled service pack containing additional changes to the P11D records, in order to fully reflect the changes above, which will be available before the P11D submission deadline of 6th July. This will allow you to enter the amount foregone so that SelectPay can determine which amount is higher, and use the correct value for the calculation of the benefit. If you have any benefits provided through an OpRA, you will not be able to enter the amount foregone until the service pack has been applied. Scottish Year End Legislation Updates Scottish PAYE Parameters The Scottish Income Tax rates have been updated in SelectPay for the new tax year This includes the addition of a new tax band, and the PAYE calculations for the new tax bands and rates. The new tax bands are as demonstrated below:

9 Scottish Tax Codes Additional tax codes are now required for Scottish Income Tax payers. HMRC have advised that they are only expecting to use the Scottish tax codes SD0 to SD2 in the coming tax year, but codes SD3 to SD8 will be accepted, if sent within a submission, and will be reviewed by HMRC. When entering a Scottish tax code in SelectPay, the Tax Regime will be set to S and the tax code will reflect the standard tax code, for example, tax code SBR becomes Tax Regime S with a tax code of BR. The following Scottish tax codes will use the corresponding band rates for , as follows: Tax Code Rate Band SBR Basic Rate 20% 2 SD0 Intermediate Rate 21% 3 SD1 Higher Rate 41% 4 SD2 Top Rate 46% 5 Year End RTI Changes RTI Schema Changes These changes are related to the RTI submissions made to HMRC, and ensure that SelectPay is ready to send, and receive, submissions to HMRC for the new tax year. Some of these changes are not visible in the frontend but are fundamental to the submission of messages to HMRC. This includes updates to submissions such as the FPS, EPS, P11D and P46(car). Withdrawal of Employer Alignment Submission The Employer Alignment Submission (EAS) was the first stage in enabling Real Time reporting when RTI was first introduced. HMRC have now advised that this submission is no longer required, and so the EAS functionality has been removed, including the EAS submission and the RTI Aligned tick box in Company Details. This will have no effect on databases that are already submitting to HMRC. To enable RTI submissions for new databases, select the Use RTI tick box in Company Details > Year End Returns. Then select Yes to turn on RTI Submissions. The database will now be able to submit data to HMRC. This setting cannot be turned off after it has been activated. HMRC Transaction Engine Service It is important to be aware that HMRC are changing the way submissions are sent and received, and have updated their domain name of the URL for the Transaction Engine Service. This has been updated within SelectPay 2017r2 and 2018r1 to ensure that submissions are sent to HMRC as normal. However, if you have not upgraded to one of these versions by February 14th 2018, this will need to be updated to ensure submissions can be sent. Details will be available for those still on 2017r1, following the release. Current Domain Available Until New Domain Available From secure.gateway.gov.uk 14th February th October 2017

10 Auto Enrolment Updates Auto Enrolment Parameters SelectPay has been updated with the latest Auto Enrolment Parameters for , to ensure that all Auto Enrolment calculations and processes are correct for the new tax year. A screenshot of the parameters is available in the Year End Checklist. Re-enrolment Enhancements The Re-enrolment feature has been enhanced to allow users to process re-enrolment for individual pay frequencies. This gives greater flexibility when processing re-enrolment for different pay frequencies at different times, e.g. Monthly and Weekly. Please note that there is only one re-enrolment date per company, and every employee in each pay frequency must be re-enrolled with reference to the date set within Company Details. To process re-enrolment for each pay frequency, launch the Re-enrolment Wizard from Pension > Pension Wizard > Reenrolment, and enter any relevant search criteria for the required pay frequency or base frequency, or else simply leave the search criteria blank. The Pay Frequency Selection screen displays the available pay frequencies based on the search criteria you have entered. You can select single a pay frequency to process for re-enrolment, or if you wish to re-enrol multiple pay frequencies at the same time, simply use CTRL and left click to highlight the required pay frequencies in the list, then right-click and choose Select.

11 The Employee Checks screen shows a summary of employees that are eligible and are required to be re-enrolled. Once you have confirmed that the correct payments have been entered for those employees, click next to update the employee s pension status. All data must be entered for these employees before processing, as re-enrolment can only be run once per pay frequency. Once all pay frequencies have been processed through re-enrolment, the wizard will be disabled until the next re-enrolment date. If there are any pay frequencies that have not been re-enrolled, the wizard will remain open until 5 months after the reenrolment date, when it will be disabled to prevent errors. It is important to ensure that any pay frequency containing active employees is re-enrolled prior to this date. A notification will appear on the start-up screen if there are any pay frequencies that have not yet been re-enrolled. It will also remind you to complete your re-declaration of compliance, which can be completed on The Pension Regulator website and needs to be completed within 5 months of re-enrolment.

12 The Re-enrolment Quick Report search has also been updated with a pay frequency option to allow you to check the re-enrolment status of employees per pay frequency. General Data Protection Regulation The General Data Protection Regulation (GDPR) comes into force on 25th May 2018 and will have a substantial impact on how data is stored and processed, particularly around people s data privacy. The GDPR require organisations to review their approach to governance and how they manage data protection. Procedures should be checked to ensure they cover all the rights Individuals have, including how to delete personal data or provide data electronically and in a commonly used format. Your Payroll system is one of the key areas where you store personal and sensitive information on your employees and other people connected with your business. SelectPay has been enhanced to assist companies in becoming complaint with the General Data Protection Regulations (GDPR), specifically in regards to the individual s right to access, and the right to erasure (or right to be forgotten). Please note that in terms of consent for Payroll purposes, if an employee does not consent to have certain data held for processing purposes, then the system may not be able to process their pay. Delete Leaver Records To assist with the new regulations, a wizard has been created to allow users to delete leaver records after a set period of time, which enables companies to comply with requests to erase employee data from the system. The Delete Leaver Records wizard identifies employees who have left the company after a certain period of time, depending on a new option set in Payroll Configuration, and allows you to delete their record. Access to this feature can be enabled in Security Profiles and is only available as a default to the Master security profile. HMRC data regulations state that only leavers who left 3 or more years ago, following the end of the tax year they left in, can be deleted, whilst other regulations specify that data must be kept for 6 complete tax years. Therefore we have added a system option which enables administrators to choose whether to allow deletion of leaver records after 3 whole tax years, or 6 whole tax years, depending on the company s procedures. This also updates the leaver deletion option available during the year end process. The system option can be found in Payroll Configuration, under the General tab. This will be set to 6 years as a default, to reflect the current functionality to delete leaver records during year end. To launch the Delete Leaver Records wizard during the year, go to Utilities > Delete Leaver Records.

13 You will be presented with a warning message stating that deleting employee records cannot be reversed. For GDPR purposes, a backup should only be taken to ensure you are able to restore the data if you accidentally delete the wrong employee record. Once you are happy that you have deleted the correct record and no longer need the backup, the backup file can be deleted. It is advisable to take a new backup after deleting the employee record, so that you have a snapshot of your data at that time. In the next screen, you are able to enter search criteria in order to find the relevant employee record(s). Click next to check for employees who match your search criteria and who are available to be deleted, based on the system setting. All available leavers in the list will be selected as a default and can be deselected if you wish to keep specific records. If no employees are found then a message will appear to this effect. Click Delete to delete all records for the selected leavers, and a confirmation screen will appear. Please note that the deletion of employee records in SelectPay will not delete the associated records in any integrated products. Each product may have different rules relevant to their data requirements and it is important to ensure that the data is also updated as appropriate in those products.

14 You can also preview or print a report to confirm which records have been deleted, by selecting the Print button. This report is not available at any other time, and once you are satisfied that the data has been deleted, the report should be disposed of. The same process can be found when you are processing the Year End, and has been updated to reflect the system option selected for the GDPR utility. Therefore, if your company has specified that leaver records can be deleted after 3 years, this will also be reflected in the year end process. GDPR Personal Data Report A Personal Data Report has been produced to assist anyone who is requested to provide a list of personal data held in relation to their employees. This lists the most common personal data fields held for each employee, and if an employee should request other data such as Sickness history or Parental Pay, these reports can be printed from Payroll Reports, as standard. To produce the report, go to Payroll > Payroll Reports >> Employee > GDPR > GDPR Personal Data Report. The following is an example of the report that will be generated (continued to next page):

15

16 How to Contact Us The Release Summary and Contents are also available from the Access Support Community For further information related to this release or how to upgrade please use the following contacts: Your Account Manager or Customer Success Manager Support department Tel General Website: