18/02/2014. Earnie. Release Notes /03/2015

Transcription

1 18/02/2014 Earnie Release Notes /03/2015

2 Contents Earnie 32 April 2015 Release - Version Year end... 4 Pension Exports... 4 Earnie 32 April 2015 Release - Version 1.22.*... 5 IRIS Practice Software... 5 IRIS OpenSpace... 5 Changes to auto download... 5 Support messages to customers... 5 Full Payment Submission changes for tax year Employer Payment Summary changes for tax year Earlier Year Update... 7 National Insurance Changes for Employees under Marriage Allowance... 8 Limit tax to 50% of taxable earnings... 8 Statutory payment changes... 9 Pension Output Files Teachers Pension changes Local Government Pension Scheme Reports Other Issues Earnie 32 Summer 2014 Release - Version Auto Download Support Tools Pension FAQs Assumed Pensionable Pay Ceased Contributions Pension fields added to Import/Export/QRW Automatic Enrolment Summary For Period report Pension Status Report Pension Fund Employees Report Default Pension Deduction Values Rollup Salary Sacrifice NEST - Contributions Schedule Now Pensions v

3 Standard Life G2G Employee YTDs for EYU Report FPS Details report Display the last FPS sent successfully EPS - No employees paid & CIS suffered View Log on Configure Online Services Direct Earnings Attachment Fixed Value Moving an employee from one company to another Previous Employee Code Restoring a Leaver Annual Scheme Pay Annually Zero Rate/Factor Warning New Bankline Ad Hoc Payment layout Importing data and IRIS OpenEnrol Import from Cascade Validation of Spreadsheet Import data Other Issues Earnie 32 May 2014 Release - Version IRIS OpenEnrol Automatic Enrolment Summary Opt-out Payroll Auto Enrolment / OpenEnrol Online Login Details Employee Details Configure Auto Enrolment Configure Pension Fund Details Scottish Widows Other Issues

4 Dear Customer Welcome to your payroll software update for Tax Year 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 The Minimum Requirements for the payroll software can be found on our website here Important Reminder: If you are claiming Employment Allowance, you must do Month-end Processing every month in order for the Employment Allowance amount to accumulate correctly 3

5 Earnie 32 April 2015 Release - Version Year end SCON numbers will now be retained during the Year-end Restart process It is now possible to import SCON numbers using the Import Data function Pension Exports Peoples Pension v 8.1 Field 9 (column I in Excel) currently adds Unique ID from Fund, then a space, then Employee Code. As only Employee Code is needed the other 2 lines have been removed from the formula file 4

6 Earnie 32 April 2015 Release - Version 1.22.* IRIS Practice Software If you use IRIS Practice Software you can now import P60 values from the payroll. IRIS OpenSpace Several fields have been added to the software to enable you to link your payroll to IRIS OpenSpace. Using IRIS OpenSpace you can create reports in PDF form and share them with your clients. For details on how to create the link please view the guide available on the Help menu. Changes to auto download When installing an update you are now able to View, Print and Accept the Software Licence Terms and Conditions whether installing manually, via website download or via Auto Update. If you do not accept the Terms & Conditions the install update process will stop but you can still log into the software as normal. The next time you open the software you will be prompted to install the update again Support messages to customers A new facility has been added to allow Support to send messages directly to customers via the payroll software. On starting up, the payroll software will check and display any Support messages, before continuing to check if any software updates are available If a message appears it will have an OK button; click this to close it The same message will be displayed every time the software is started up until the message is removed or replaced by Support There is a new Messages from IRIS option within the Help Support Tools menu Click this option to display the new Messages from IRIS screen and view a list of messages sent along with dates they were originally sent This is only visible if Enable Messages from IRIS is ticked in Admin Log into Admin and click on the File menu to find the new Enable Messages from IRIS menu item When Enable Messages from IRIS is ticked, this will turn on the receiving messages function After installing the update, Enable Messages from IRIS will be ticked and enabled by default 5

7 Full Payment Submission changes for tax year The Full Payment Submission has been updated to match the schema for submissions in tax year 2015/2016 SCON No is now mandatory when sending an FPS for any employees on NI Rate D, E, I, K or L. You can no longer populate SCON No with a dummy SCON No ECON No is now mandatory when sending an FPS for any employees on NI Rate D, E, I, K or L Employer Payment Summary changes for tax year The Employer Payment Summary has been updated to match the schema for submissions in tax year Other changes include: In Company Alter Company Details Tax the Ceased Trading label has been changed to Scheme Ceased In Online Services Send Employer Payment Summary Employer Payment Summary the Date Company Ceased Trading label has been changed to Date Scheme Ceased The OSPP and ASPP labels in Employer Payment Summary have been changed to SPP and ShPP A Period of Inactivity of up to 12 months can now be reported Employment Allowance reduces the employer s payment to HMRC, therefore to make things clearer for you we have added the Employment Allowance value to the Employer Payment Summary screens (although the value is not sent in the EPS file) IMPORTANT: You must do Month-end Processing in order for the Employment Allowance amount to accumulate correctly If Final Employer Payment Summary for Tax Year is ticked when sending an EPS the Questions & Declarations and responses will be printed on the EPS Submission Confirmation report 6

8 Earlier Year Update The Earlier Year Update has been updated to match the schema for submissions relating to tax year Previous schemas will be used for any EYU submissions for or earlier. Other changes include: It is now possible to send just the difference between current and previous year to date values (by ticking Enter EYU values only) or to automatically populate the screen with the final period values for the tax year, by clicking Populate EYU values with last period values for tax year. This option is for use if you have not sent your final period FPS before 19 th April. See Help RTI Guide for full instructions. A new tick box has been added to the right of Submission Type called Enter EYU values only A new tick box has been added to the right of Enter EYU values only called Populate EYU values with last period values for tax year Recently Bereaved and Annual Pension Amount fields have been added to the EYU under the Sundry button. You need to tick the Enable Annual Pension & Recently Bereaved box on that screen to be able to use them Ticking the Enable Annual Pension & Recently Bereaved box will potentially send these fields on an EYU. Unlike other values on the submission where the EYU value will add or remove from figures that have already been sent, Annual Pension is a Year To Date field. Therefore whatever value is entered will overwrite whatever was previously sent 7

9 National Insurance Changes for Employees under 21 From 6 April 2015, employers will not be required to pay Class 1 Secondary National Insurance Contributions on earnings up to a new Upper Secondary Threshold (UST), for employees who are under the age of 21on the payroll date. Class 1 secondary NICs will however continue to be payable on all earnings above the UST. Four new National Insurance category letters will be introduced into the payroll software (M, K, I, Z) The Government has said that for tax year the value of the Upper Secondary Threshold and the Upper Earnings Limit (UEL) will be the same The Upper Secondary Threshold will not be reportable to HMRC on RTI returns The payroll software will manage existing employees for you; you will not need to make any changes yourself: The Year-end Restart will set the correct NI Letter for any under 21s Once in the new tax year, the payroll run will assess any under 21s and make the required changes automatically Marriage Allowance Marriage Allowance (previously referred to as Transferable Tax Allowance for married couples and civil partners) will allow a spouse or civil partner who is not liable to income tax above the basic rate to transfer 1,060 of their personal allowance to their spouse/civil partner: Provided that the recipient of the transfer is not liable to income tax above the basic rate HMRC intend to issue 2 new tax code suffix letters to cater for the transfer, M or N Limit tax to 50% of taxable earnings From 6 April 2015 Income Tax will be limited to 50% of gross taxable earnings for all tax codes. This is similar to the way K codes currently operate. 8

10 Statutory payment changes New Statutory Adoption Payment rules Currently the Statutory Adoption Payment is paid for 39 weeks at a rate of 90% of Average Weekly Earnings or at the standard weekly rate, whichever is lower. For Placement Dates on or after the 5 April 2015 this will change so that the first 6 weeks will be paid at 90% of Average Weekly Earnings, similar to SMP. Changes in Parental Leave For births and adoptions with a due/placement date on or after 5th April 2015, the Government have introduced Shared Parental Pay & Leave. Additional Statutory Paternity Pay and Leave will be abolished for babies due/placed on or after 5th April Shared Parental Leave is a new entitlement allowing eligible mothers, fathers, partners or adopters to choose how to share time off work after their child is born or placed. It is thought that this will give parents more flexibility to share the care for their child in the first year following either birth or adoption. Shared Parental Leave will allow both parents to share the leave which can be taken at the same time or separately. Shared Parental Leave consists of up to 50 weeks of untaken maternity or adoption leave and up to 37 weeks of untaken Statutory Maternity or Adoption Pay shared between both parents/adopters and can be taken in discontinuous blocks. Example 1 6 weeks SMP at the high rate 33 weeks ShPP 13 weeks ShPL Example 2 2 weeks SMP at the high rate 37 weeks ShPP 13 weeks ShPL For further information see Any outstanding ASPP will be recorded and sent to HMRC as ShPP on the FPS A new ShPP tab has been added to the Statutory Payments screen to enable you to record Shared Parental Pay 9

11 Auto enrolment parameters The payroll software now decides which Automatic Enrolment parameters to use based on the Assessment Date rather than the tax year. This affects the payroll run when assessing employees for Automatic Enrolment or Postponement, and when calculating pension deductions which have been set up using the Percentage Auto Enrolment calculation. Additional criteria for postponement period For Automatic Enrolment Assessment it is possible to postpone assessment for an employee: at staging when the employee is a new starter when the employee becomes an eligible jobholder Currently the payroll software has a single set of postponement criteria covering all three options that can be applied to employees. We have now added an additional set of criteria so that one postponement period can be defined for Staging and New Starters and another can be defined for Eligible Jobholders. If you want to continue applying the same criteria for all options you will not need to do anything. During the update process the settings will be copied from the existing option to the new option so you can carry on processing in the same way as before There is a new Postponement Periods section containing the existing Postponement Period field, renamed to Staging Date/New Starter, and the new field Eligible Jobholder. 10

12 After set up, if the employees are being postponed because it is staging or the first time they are being assessed after joining the company, use the Staging/New Starter settings. If they have become eligible jobholders, it is not staging and they are not being assessed for the first time, use the Eligible Jobholder settings. Pension Output Files Several Pension output files have been added or updated: A new Now V1.2 output file has been added: Now Pensions V1.2 Output File has replaced Now Pensions in the software. The Output Files available in the software for Now Pensions are Now Pensions V1.1 and Now Pensions V1.2. The file format for Now Pensions V1.2 has been updated as some fields are now mandatory. A new mandatory field is PAY CODE. To cater for this, in Employee Details Pensions, the field Scottish Widows Pay Group has been renamed Scottish Widows Pay Group/Now PAY CODE. You must complete this field for all employees in the Now Pensions V1.2 Output File. People s Pension have released a new version of their pension export file version 8. This is a new output file in addition to the existing format and can be selected from the library Standard Life have made some adjustments to their Joiners file: When uploading the output file you may need to re-map the fields on the Standard Life website accordingly. This should only need to be done once, following the installation of the April update. We are unable to assist with the re-mapping on the Standard Life website and any queries in this regard will need to be referred to them NEST V5 added a new reason for reduced contribution Scottish Widows V3 has also been updated The Standard Life, NEST and Scottish Widows changes will happen automatically to the existing formats when you install the April release; you will not need to do anything. 11

13 Teachers Pension changes Teachers Pension have advised that from April 2015 there will be a new Career Average arrangement as well as the existing Fixed Salary arrangement. Employees will be split into 3 categories: Protected an active member on 1st April 2012 within 10 years of Normal Pension Age Tapered an active member on 1st April 2012 within a further 3.5 years of their Normal Pension Age at 1st April These members will move to the Career Average arrangement eventually but not straight away Transition all other members that do not meet the criteria of Protected or Tapered. These members will move to the Career Average arrangement on 1st April 2015 Any Protected and Tapered members will stay in the Fixed Salary arrangement. Any Transition employee and any brand new Teachers Pension members will be under the Career Average arrangement The existing Teachers Pension deduction will be used and a new Teachers Pension Career Average indicator will establish which version of Pensionable Earnings calculation to use The tick will appear on the Pay/Deds tab of Employee Details NOTE: From 6 April any Auto Enrolment into a Teachers Pension will use the Career Average arrangement. The box will be ticked automatically in Employee Details. If you set the Teacher s Pension up yourself, you will need to tick the box yourself if that is required. 12

14 Local Government Pension Scheme The Local Government Pension Scheme has been added to the payroll. To cater for this there are two new deduction Categories which can be added from Company Alter Payments/Deductions manually or via the Wizard: LGPS England/Wales LGPS Scotland LGPS Bands The bands for LGPS have been added to the payroll software but you can alter them if required. To do this: 1. Log into Admin 2. From the File menu, select Companies, LGPS Amendments then either England/Wales or Scotland as required 3. Make the required changes to the amounts and/or percentages and click OK Please note: any changes you make here will be overwritten if you install an update of the software containing new bands 4. Once you add the LGPS deduction to Employee Details Pay/Deds tab, a drop down list of the bands will appear 5. Select the required band and enter 1 into the Standard column. The system will use this to calculate the employee deduction 6. If you wish to stop using the deduction for an employee, change the 1 to a 0 LGPS 50/50 Scheme If an employee is a member of the 50/50 scheme, after adding the LGPS Pension to Employee Details Pay/Deds tab, the LGPS 50/50 scheme tick box will appear and must be ticked manually. 13

15 LGPS & Auto Enrolment LGPS can be used in the default pension fund for auto enrolment like any other pension deduction. See the Pension Guide on the Help menu for more information. However, unless the pension band has already been selected in Employee Details Pay/Deds the payroll software will calculate the Full Time Equivalent value to select the correct band. After an employee is automatically enrolled into an LGPS pension you need to check the Employee Details Pay/Deds tab, to ensure that the correct band has been calculated and change it if required. Also, if the employee is a member of the 50/50 scheme, that box will need to be manually ticked after auto enrolment Reports Questions & Declarations A new Questions & Declarations report has been added to the Miscellaneous section of Library Selection. Once the report is selected from the Library you will be able to print the report from Reports Print Other Reports section. Local Government Pension Summary A new Local Government Pension Summary has been added to the library. To install it: 1. From the Reports menu go to Library Selection and select Multi-Period Reports 2. Click Local Government Pension Summary in the list then click Select, OK and then Close To print the report: 1. From the Reports menu, select Print Multi-Period Reports 2. Click Local Government Pension Summary in the list and click Select 3. Choose the periods you wish to print the report for, and click Print or Preview 14

16 Other Issues Pensions Pension Parameters for Auto Enrolment have been updated for the tax year Selecting the Receiving Occupational Pension box in Starter Details stops an employee being auto enrolled, as Works Outside of UK currently does Legislation The Student Loan Threshold has increased to Tax, NI, SSP, SMP, SAP and SPP Rates have been updated for Teachers Pension Rates have been updated for State Pension Age has been updated for Real Time Information SSP has been removed from the EYU screen Final Submission status has been added to the Audit log Installation The workstation installation option has been removed from the installation process 15

17 Earnie 32 Summer 2014 Release - Version Auto Download We have added a new method of downloading software updates. From now on, each time you log into Earnie the system will automatically link to the website and check for updates on your behalf. If Earnie finds a new version, which is a non-critical update, you will see a message like this: If Earnie finds a new version, and it is a payroll critical update, you will see a message like this: If Earnie finds a new version, and it is a legislation critical update, you will see a message like this: Once you click Yes to proceed with the update a progress bar will appear on screen. You can minimise this to the Windows task bar and continue using Earnie You can right click on the download icon in the task bar and select the Pause option. You will be prompted to resume the download next time you log into Earnie You can also right click on the download icon in the task bar and select the option to stop the download. If you select this, any files already downloaded will be deleted 16

18 When the download is complete, a message will appear in the Windows task bar to inform you If the download stops for any other reason before it is completed, the next time you log into Earnie it will resume from the point it had previously reached. Licencing You will have access to the auto update process regardless of your licence being current or not. However, if your licence is not current, you will either receive a reminder at log in that your licence has expired (if you are within the 30 day grace period) or you will be denied access (if the 30 day grace period has expired). Check for Updates Manual A manual download process has also been added, allowing you to check for and download updates at your convenience. This method will also allow you to download a version that you had previously opted not to download or had selected the Ask Me Later option when informed the download was available. To use this option, from the Help menu, select About Earnie then click the Manual Update button. You will then see one of the previously described messages or a message stating: A newer version of the software is not available at this time 17

19 Support Tools A new Support Tools option has been added to the Help menu below Useful Online Links. Click on it to open a submenu containing links to different areas of the IRIS website and to connect to your to contact support. The menu contains: Call Wait Times - Click this to open the IRIS support website and view current call wait times. Check Version - Click this to open the IRIS support website and view the current version of the software Document Library - Click this to open the IRIS support website and view the online Document Library Support - If you use Microsoft Outlook, clicking this will open an for you to complete and send directly to Support. HMRC Updates - Click this to open the IRIS website and view recent news from HMRC. Knowledge Base - Click this to open the IRIS support website and search the Knowledge Base Pension FAQs A new menu item called Pension FAQs has been added to the Pension menu. This link will take you to the IRIS website to view the most recent frequently asked questions on pensions and auto enrolment. 18

20 Assumed Pensionable Pay Assumed Pensionable Pay is required by some employers to calculate employer pension contributions when an employee is receiving a reduced salary but the employer is not reducing their contribution. This may be due to maternity leave or sickness for example. An Assumed Pay field has been added to the Payroll Run screen to enable you to enter this amount. Earnie does not calculate it for you. Once entered, this amount will appear by default every time you run the payroll, unless the previous amount was negative (it will then default to zero) or you zero it yourself. If Assumed Pensionable Pay is entered during Payroll Run, your Employer Pension calculation will use this amount to calculate the contribution. Only Payments/Deductions with the following settings will be affected: Category - Display Item Only Type - Percentage or Percentage Auto Enrolment Pension - Ticked Any Payment/Deduction defined as a formula will ignore Assumed Pensionable Pay unless it is specifically referenced in the formula. Ceased Contributions Any employees that were previously members of a pension scheme, but have ceased contributions to that scheme, will now be assessed for automatic enrolment. Pension fields added to Import/Export/QRW All of the workplace pension reform data fields have now been added to the Import/Export function and the Quick Report Writer. Automatic Enrolment Summary For Period report A new report has been added called Automatic Enrolment Summary for Period. To install it, 1. From the Reports menu select Library Selection then select Summaries 2. Select Automatic Enrolment Summary for Period from the list 3. Click Select, then OK then Close 19

21 To print it, 1. From the Reports menu select Print Summaries 2. Select Automatic Enrolment Summary for Period from the list 3. Click Select 4. Select the Period required then click Print or Preview This report will show any employees auto enrolled or postponed in the selected period as well as any not auto enrolled in the period and the reason why. Pension Status Report The Pension Status report has been amended: Leavers are no longer included on the report Pension payment/deductions defined as formula are now included The correct worker status is shown for Non-eligible Jobholders Brackets have been removed from the section header if the scheme reference isn t present e.g. NEST(). A new page has been added listing employees that have no pension fund or payment/deductions set up Pension Fund Employees Report The Pension Status report has been amended: It is now possible to select a date range for the report on the Print/Preview screen Leavers are no longer included The report will print Department and split by department if the report table is set to Dept/Code or Dept/Name order Default dates will be set if no dates are entered Employee totals have been added There is a new option on the Print/Preview screen to select a Fund Name of No Pensions Contribution Configured - this will display employees with no pension contribution pay/deds on the Pay/Deds tab of their Employee Details Employees with no pension contributions have been added these employees will be included if the Fund Name of All or No Pensions Contribution Configured has been selected 20

22 Default Pension Deduction Values We have added the ability to amend the default pension deduction values on the Configure Auto Enrolment and Create/Edit Pension Fund Details screens. On the Create/Edit Pension Fund Details screen in the Pension Details section, you can edit the figure in the Standard column. When you click OK or Save, Earnie will automatically update the Company Payments & Deductions Standard field and Configure Auto Enrolment Value fields with the same amount On the Configure Auto Enrolment Pensions screen in the Pension Payments & Deductions section, you can now edit the figure in the Value column. When you click OK or Save, Earnie will automatically update the Company Payments & Deductions Standard field and the Create/Edit Pension Fund Details Pension Details Standard field with the same amount NOTE: This will only change Defaults set up under Company Alter Payments/Deductions; amounts in individual Employee Details will need to be manually altered on their Pay/Deds tab Rollup Salary Sacrifice Some salary sacrifice pensions can be configured on the pension provider website as having an employer contribution only. When the pension has been configured in this way the pension provider expects the employee contribution to be zero. Some pension schemes only have an employer contribution and do not require employees with a zero contribution appearing on the Employees with Reduced or Non-Payments screen. To cater for this new functionality the tick box Add Employee Contributions to Employers has been added to the Configure Pension Fund screen. This will only be available if one of the pensions assigned to the fund is a deduction before tax and NI, i.e. a salary sacrifice, and another is a display item, i.e. an employer s contribution. 21

23 NEST - Contributions Schedule NEST have advised that if employers are withholding payments the affected employees still need to be declared in each period. From now on, when you exclude employees from the NEST - Contribution Schedule, they will be included but with zero values. NEST Contributions schedule has also been updated to version 5. Now Pensions v1.1 A new Now Pensions v1.1 output file format has been added, in addition to the existing Now Pension file format. Standard Life G2G The Standard Life G2G pension file formats have been added to Earnie. If you have multiple pay frequencies for a Company and you are using the Standard Life G2G Pension Output Files the following steps need to be taken: Under Pension Configure Auto Enrolment NEST enter a dummy Employer Reference and set up your pay frequencies in the Group section In Employee Details Pensions Nest Pensions, select the Pay Frequency from the Group drop down If the employee changes pay frequency, for instance from Weekly to Monthly, after they have been auto enrolled, within Employee Details Pensions Nest Pensions enter the Date Group Changed Employee YTDs for EYU Report A new report has been added to provide you with the information that is required to complete an Earlier Year Update submission for an employee. To install it: 1. From the Reports menu select Library Selection then Miscellaneous 2. Click on Employee YTDs 3. Click on Select then OK then Close To print it: 1. From the Reports menu select Print Other Reports 2. Click on Employee YTDs then Select 3. Click Print or Preview 22

24 FPS Details report Any employees detailed in the Employees included in the FPS and not paid section of the FPS Details report are now split by pay frequency. Display the last FPS sent successfully The Company Selection screen will now show the last date a successful FPS was sent for each company on the screen. It will be displayed in a new column to the right of Data Location. Users will also now receive a warning at their first login of the day if there are any pending RTI submissions. EPS - No employees paid & CIS suffered If you do not pay any employees in the tax month you need to submit an EPS with No Employees Paid in Current Month ticked. If the same company also has CIS Deductions Suffered to declare in the same month you can now also enter that value. You are also now able to alter Year To Date and Current Month values on the EPS when No Employee Paid in Current Month and Final Submission for Tax Year are ticked. View Log on Configure Online Services The View Log button has been removed from the Configure Online Services screen. Direct Earnings Attachment Fixed Value DWP have advised that they may issue Direct Earnings Attachments to employers asking them to deduct fixed amounts from an employee s pay, rather than use the existing percentage tables method. The facility to deduct fixed amounts for DEAs has therefore been added to Earnie. Within Payments/Deductions the Direct Earnings Attachment DEA has been renamed Direct Earnings Attachment Percentage A new Category labelled Direct Earnings Attachment Value ( ) has been added 1. From the Company menu select Alter Payments / Deductions 2. Click on the Add New button 3. Select Yes to use the wizard, selecting the correct options as you go, or 4. Select No to set the deduction up manually 5. If you set up the deduction up manually, the screen should be completed as follows: 23

25 Name A name you recognise, such as DEA Value, for example Category - Direct Earnings Attachment Value ( ) The rest of the options will be selected for you 6. Click OK You will then need to set up the deduction within Employee Details. To do this: 1. On the Employee menu click Select Employee 2. Select the relevant employee from the list 3. Click the Pay/Deds tab 4. Click into the first blank line in the Description column and from the drop down list that appears, select the new DEA Value deduction 5. Enter a Standard value (to be deducted each pay period) 6. Enter a To-date value (total amount owing as issued by DWP) 7. Click Save then OK Moving an employee from one company to another New fields have been added to Earnie enabling you to transfer employees from one company to another, where the PAYE reference is the same, without having to include starter/leaver details on the FPS. 1. From the Company menu, select Alter Company Options 2. On the Starting and Leaving tab, tick the Display Send Leave Date? on the Issue P45 screen option 3. Click OK Ticking the box in Company Options will create a Send Leave Date? Tick box on the Issue P45 screen. The box will be ticked by default; if the tick is removed, the leave date will not be sent in the next FPS, but the employee will still be included (if they should be). 24

26 Previous Employee Code Once you have moved an employee, you may need to alter their Employee Code. You are now able to record their Previous Employee Code and have it sent via FPS ensuring HMRC do not create a duplicate employee in their system. 1. When you add the employee to the company, in their Employee Details on the Tax/NI tab, click on the Starter Details button 2. On the New Starter tab, make sure This is not a new employee is ticked and enter the old employee code in the Previous Employee Code box 3. The Previous Employee Code box will only be enabled for employees who have not yet had a successful FPS submitted for them. Once a successful FPS has been sent the field will be hidden 4. The Previous Employee Code will then be sent via FPS so HMRC do not create a duplicate employee in their system Restoring a Leaver HMRC now permit employers to restore a leaver and then continue paying them as a current employee even if their leaving date has been sent on a Full Payment Submission. This is useful if you have, for example, made the wrong employee a leaver and have already sent the FPS. However, this only applies in the current tax year; if you are restoring a leaver from a previous tax year, you can only do so to make a payment after leaving. From now on, if you attempt to restore a leaver in the current tax year, and their leaving date has already been sent to HMRC, you will see the following message: Are you restoring this employee to continue paying them or are you making a payment after leaving? Click Yes to continue paying the employee or make an adjustment to their final pay Click No to make an additional payment to the employee after they left 25

27 Annual Scheme An Annual Scheme indicator is now available in Company Options. The Annual Scheme function is designed for a company where all employees are to be paid just once a year, in the same single tax month, and the employer is only required to pay HMRC annually. With this option ticked, Earnie will use the annual thresholds for Tax and NI when calculating the payroll. To use this function: 1. Open the Company Menu and select Alter Company Options 2. Tick the Annual Scheme box 3. Click OK to save the change 4. If you have not yet paid any employees in this tax year, the following message will appear: 5. Click Yes then OK to save the change 6. If you have already paid employees in this company the following message will appear instead: You will be unable to set the Annual Scheme indicator if employees in the company have already been paid in the current tax year. 7. Once the Annual Scheme indicator is set, when running the payroll, just select the appropriate pay period as normal. Earnie will use the annual thresholds for the calculations When pay is annual, it is not possible for Earnie to calculate average earnings correctly. You will need to calculate and enter Statutory Payments manually 26

28 Pay Annually A Pay Annually indicator is now available in Employee Details. The Pay Annually function is designed to be used for Pension drawdown, which permits payments to be made to employees in different pay periods, and payments are made to HMRC more than once in the tax year. To use this function: 1. Open the Employee menu, click on Select Employee and from the list select the relevant employee 2. Select the Period tab and tick the Pay Annually box 3. Click Save 4. If the employee has already been paid in the current tax year, this message will appear: 5. Click Yes to apply the changes or No for the Pay Frequency to remain as it was 6. Set the Next Tax Pay Period to be the pay period you intend to pay the employee 7. If you currently don t know when you are to pay, select Hold on the Period tab to prevent them appearing in the payroll. 8. At the point you know when they are to be paid, de-select Hold, set the pay frequency and set the Next Tax Pay Period to be the pay period you intend to pay them Regardless of the Next Tax Pay Period you select, Earnie will still use the annual thresholds to calculate the employee s pay when Pay Annually is ticked. When pay is annual, it is not possible for Earnie to calculate average earnings correctly. You will need to calculate and enter Statutory Payments manually 27

29 Zero Rate/Factor Warning A warning has been added to the payroll run which displays if hours have been entered or imported against a zero Rate or zero overtime Factor for an employee, resulting in a zero To Pay value. To enable this warning in automatic payroll runs, 1. From the Company menu select Alter Company Options and click on the Payroll tab 2. In the On Automatic Payrun section, tick the Enable Negative Pay Warnings box New Bankline Ad Hoc Payment layout We have added a new entry to the BACS library selection called Bankline BACS Ad hoc Payments. Importing data and IRIS OpenEnrol If the appropriate data is imported into the payroll, and IRIS OpenEnrol is already enabled, then the correct corresponding letters will be triggered. Import from Cascade An import structure has been added to allow Earnie to import a particular export file created in Cascade. It can be found on the Data Import screen via File Import Data Validation of Spreadsheet Import data Spreadsheet import will now check for you if there are any employees in the import file that either do not exist in payroll or who are not due to be paid in the period selected. Those employees will be added to a #Spreadsheet Import Entry.txt file which can be found in the Earnie folder, e.g. C:\Earnie, after the payroll has been run. 28

30 Other Issues Employee Details In Employee Details, an employee s length of service, LoS, now appears next to the date Started on the General tab Employee Template When creating a new employee using an existing employee as a template, the details on the Auto Enrol tab and Pensions tab are no longer copied HMRC Online Services When receiving messages for a tax code change, the w1/m1 flag now shows in the resolved messages grid and in the report when the grid is printed NI Adjustment NI Adjustment window and Summary screen both now show <Surname>, <Forename1> <space> <Forename2> (<Code>) in the title bar Quick Report Writer The Taxable Pay and Freepay fields have been removed from Quick Report Writer. The fields will still appear on the Advanced tab if previously selected there but will show zeroes without creating an error The two sections displayed when opening Multiple NICs from the EYU screen are "Current Letter" and "Previous Letter". The latter has been changed to "Previous Letter 1" to avoid confusion over how many can be entered When a Details Only Copy company is carried out in Admin, the following details are copied: Company Details Company Options Pay/Deds Holiday Setup Extra Employee Information Setup Departments Account Groups Accounts Link Absence Categories 29

31 Analysis Levels Backup Location Bank Details Report Options Configure Auto Enrolment Configure Earnings Pension Funds Workplace Pension Reform On the Configure Auto Enrolment screen, Pension Fund field name has changed to Default Pension Fund Entering an Opt-out date no longer changes Worker Status 30

32 Earnie 32 May 2014 Release - Version IRIS OpenEnrol IRIS OpenEnrol is a new module that has been added to Earnie, providing a new way to distribute pension communications to employees. Any letters that need to be sent to employees, in order to comply with legislation, are created automatically when you run the payroll. They will then be published to the secure online IRIS OpenEnrol portal. Once employees have registered with the portal they are able to quickly view all of their letters in an easy to access, secure area. If an employee does not have an account but has an address configured, they will receive a prompt to configure their account. To purchase the IRIS OpenEnrol module, please contact our sales team Automatic Enrolment Summary The Automatic Enrolment Summary has been amended and will now include any changes to Worker Status occurring during payroll run. However, if you make a manual change to an employee s Worker Status in Employee Details, this will not be shown. If you have Audit enabled manual changes will be recorded here. Opt-out Following the installation of this update, if an Opt-out date is entered into Employee Details Auto Enrol the employee s pension deduction standard value for the associated Pension Fund will be to be set to zero. Please Note: If your employee has pension deductions assigned that are not associated to the Pension Fund, these will have to be set to zero manually. Payroll Auto Enrolment / OpenEnrol When you Redo the payroll, employees will now be re-assessed in relation to Auto Enrolment and IRIS OpenEnrol. Also, if you Undo Payroll, any Auto Enrolment actions will be undone. This could result in, for example, standard pension deductions being assigned or Auto Enrolment dates being unset. 31

33 Online Login Details In the Admin section of the software, OpenPayslips Login Details has been renamed Online Login Details. Employee Details Transitional Period A new Transitional Period tick-box has been added to Employee Details Auto Enrol. This is to be used when an employee is a member of a Defined Benefits or Hybrid Pension Scheme and you are applying a Transitional Period. Please Note: The Transitional Period box should be ticked prior to running the employee s first payroll under automatic enrolment. If you have the IRIS OpenEnrol module, this triggers Letter 1T as part of the legislative requirements. Transitional Period has also been added to the available import/export fields. It has also been added to Tools Global Changes General and the Quick Report Writer. Member of Qualifying Scheme The Member of a Qualifying Scheme box will now be automatically be ticked if the following apply: 1. A Pension Fund has been selected in Employee Details and 2. The Pension Fund has the Qualifying Scheme box ticked via Pension Configure Pension Fund Add or Edit Configure Auto Enrolment A new tab, Contact Details, has been added to Pensions Configure Auto Enrolment. This enables you to enter your company s contact details specific to pensions. 32

34 Configure Pension Fund Details The following fields have been added to the Pensions Configure Pension Fund Details Add New/Edit: 1. Address an address at the Pension Company for employees to send Pension queries to 2. Website the Pension Company s website 3. SCON No 4. Employee Portal the Pension Company s Employee Portal, if applicable 5. Scheme Type select the scheme type from the drop-down list 6. Qualifying Scheme specify if the Pension Type is a Qualifying Scheme. If you tick this option, you will be asked if you want to set all employees in this fund as a Member of a Qualifying Scheme If applicable, Member of a Qualifying Scheme should be selected prior to running the first payroll under Auto Enrolment. If you have a NEST Pension Fund, the Qualifying Scheme will be ticked automatically and employees will have Member of a Qualifying Scheme ticked. Scottish Widows A new output file format for Scottish Widows version 3 has been added. The output file is new and does not replace the current version. Scottish Widows V3 will appear in the list of files to create, below Scottish Widows Scottish Widows V3 will also be available for selection in the Output File field when configuring a Pension Fund 33

35 Other Issues Teacher's Pension Rates have been updated If an employee has been processed via the payroll with zero pay they will be included in the FPS for that period Aviva Joiners Category ID will now be set to Friends Life/Now Pensions Category ID Effective date has been added to NOW pensions - V1.3 of Now pensions requires "Effective Date" at field 6 after "Record Type" The One-off indicator has been added to the Employee Template & Import screens The warning message in Employee Details which displays when attempting to remove Pension Pay/Deds assigned to the default Auto Enrolment Pension Fund no longer appears 34

36 Software available from IRIS Earnie Intro An introduction to payroll software for small businesses with up to 30 employees Earnie Business Suitable for growing businesses with up to 100 employees Earnie Executive Suitable for larger organisations with over 100 employees and bureaus Earnie IQ Based on the latest SQL technology, Earnie IQ is suitable for those companies with more complex requirements IRIS HR Manager The easy way to keep employee data up-to-date IRIS OpenPayslips A secure web based solution that allows your employees to access, and download their e-payslips via an online portal Stationery order line Tel: HMRC online service helpdesk Tel: Fax: helpdesk@ir-efile.gov.uk HMRC employer helpline Tel: HMRC employer helpline (for new business) Tel: Sales Tel: Fax: sales@earnie.co.uk Support Tel: Fax: support@earnie.co.uk IRIS & IRIS Software Group are trademarks IRIS Software Ltd 06/2013. All rights reserved Call , or visit iris.co.uk to find out more