18/02/2014. Release Notes. Earnie TM September 2017 & Patches

Transcription

1 18/02/2014 Release Notes Earnie TM September 2017 & Patches

2 Contents Earnie TM Summer 2017 PATCH 2 Release Other Improvements... 6 Reports... 6 Bureau Efficiency... 6 Advanced Report Writer... 6 HMRC Messages... 6 Earnie TM Summer 2017 PATCH Release Government Gateway... 7 Other Improvements... 7 Reports... 7 Payments/Deductions... 7 Rates... 7 Earnie TM Summer 2017 Release...8 New Modules... 8 Remote Payroll Entry... 8 Bureau Efficiency... 8 Advanced Report Writer... 8 National Minimum Wage and National Living Wage... 9 National Minimum and Living Wage Rates screen... 9 Company Options Pay Rate Warnings... 9 National Minimum and National Living Wage Report Pensions Transitional Period ends on 30 September NEST Reason for Reduced Contributions IRIS Holiday Module Payslips IRIS Holiday Module Advanced Holiday BACS Reports Quick Report Writer Enhancements Existing Quick Reports Dot Matrix Reports

3 Automatic Enrolment Assessed Employees Report FPS Summary and Details Reports YTD Figures Backup & Restore Reports Other Improvements Address field size increased Diary Set-up Employee Template Employer Payment Summary App Levy Allowance Message Download Grid Month-end Summary Payroll Calendar Pensions Teachers Pension MDC Support Hub Earnie TM April 2017 Release PAYE Legislation Changes National Insurance Apprenticeship Levy Year-end Restart Company Options Company Details Quick Calculator Monthly CIS return Payments & Deductions Percentage deductions and job cards Outstanding Balance on Priority Orders RTI Changes Full Payment Submission (FPS) Employer Payment Summary (EPS) Earlier Year Update (EYU) Reports Pensions Automatic Enrolment Declaration of Compliance

4 Pension Output Files NOW Pension file to optionally include ER Code in Payroll No Pension Deductions Teachers Pensions Teachers Pension Monthly Data Collection Other Improvements Payroll Calendar Enhancements Archive Company Batch Processing on restricted companies IRIS Holiday Pay Module

5 Dear Customer Welcome to your Summer software update for Tax Year 2017/2018. This update of the software includes some new features and enhancements. These notes provide information on all the improvements. For information on the legislation behind the changes made in this release, read the PAYE Legislation Guide. If you encounter any difficulties please visit: The minimum system requirements can be found on our website here. 5

6 Earnie TM Summer 2017 PATCH 2 Release Other Improvements Reports Payslip issues, with hours showing as other payments and some missing items, have been resolved Quick Reports can now be published to IRIS OpenSpace Issues with column alignment when exporting reports to Excel have been resolved Quick Reports no longer show an Employee Count of zero Multiple payroll users can now publish reports to IRIS OpenPayslips/OpenSpace at the same time An issue with #VALUE & #NAME occasionally appearing on data only reports has been resolved We have correctly aligned the heading on the Pension Summary Report Bureau Efficiency We have improved the module when assigning the various templates. We have also added progress screens to those functions Advanced Report Writer Various issues with using reports in the payroll, created or edited in Advanced Report Writer, have been resolved HMRC Messages Occasional issues with receiving and displaying RTI and NOT type messages have been resolved 6

7 Earnie TM Summer 2017 PATCH Release Government Gateway IMPORTANT - HMRC has recently changed the website address (URL) the software connects to automatically when processing RTI submissions. All the changes required for your software are included within this update. If you do not update to this version or later you will be unable to send your RTI submissions to HMRC. HMRC will deactivate the existing URL by February 2018 however IRIS recommends you update your software as soon as possible. Other Improvements Reports Company Costs Report An issue with the Company Costs Report only displaying zeros on a preview after processing a payroll has been resolved. Exporting Quick Reports Fields are now correctly formatted as numeric when exporting quick reports to Excel. Payments/Deductions Tax NI Override affecting PayDed to dates An issue with the Tax/NI Override affecting Pay/Ded to date values has been resolved. Rates Manual Pay Rates and NLW warnings message An issue with the NMW and NLW warnings not appearing correctly on manual Pay Rates has been resolved. 7

8 Earnie TM Summer 2017 Release New Modules We have three new modules available for the payroll software, making it simpler for you to get information into payroll, process it efficiently and subsequently report on it. For more details on any of the new modules, please contact Sales. 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. Bureau Efficiency The Bureau Efficiency module consists of a dashboard allowing payroll tasks and reporting to be completed for groups of clients at once. Certain tasks, such as running the FPS, can also be automated. Users can be allocated their own clients and team leaders can view their progress. Advanced Report Writer Advanced Report Writer is a reporting tool created for Earnie TM, enabling you to create, customise and export your own reports. All reports created with the Advanced Report Writer can be previewed, printed, exported, ed and published in the same way as standard library reports can. This includes uploading to IRIS OpenSpace and publishing to IRIS OpenPayslips. You are able to add any fields held in the Earnie TM database to your reports, and also add data to a report that isn t necessarily held in Earnie TM, for example, a Total column/row of certain data on your report. 8

9 National Minimum Wage and National Living Wage We have added the current rates for the National Minimum Wage and the National Living Wage to the payroll software. These will be updated as needed as part of a software update, however you will be able to alter them manually if required. National Minimum and Living Wage Rates screen A new screen has been added to the Admin side of the payroll software, to allow the National Minimum and Living Wage Rates to be altered. This feature should only be used if a change to the rates does not coincide with an update. To get there: 1. Log into Admin 2. From the File menu, select Companies then NMW/NLW Rates 3. Select the Effective from date from the drop down, and type the new rates directly into the relevant fields 4. Click OK to save Company Options Pay Rate Warnings A warning has been added to Pay Rates which, if necessary, will display when saving changes to Employee Details and during the payroll run. You will see the warning when saving changes on the Employee Details screen if any of the employee s pay rate(s) in use are less than the current National Minimum Wage or National Living Wage The current rates will be determined based on the system date for Employee Details changes and the Work Period Start date and End Date for payroll warnings. It is possible to disable these warnings in Company Options. To do this: 1. From the Company menu, select Alter Company Options 2. On the Payroll tab, click the Enable Warnings button 3. This opens a list of the rates set up for that company. Tick the box next to the rates you wish to have a warning The Company Alter Company Options Payroll tab also contains a new tick box allowing you to enable a warning if employees under 21 are on the incorrect NI Rate. 9

10 National Minimum and National Living Wage Report As part of this new functionality, we have added a new report which will display employees whose rate of pay does not meet the National Minimum Wage or National Living Wage, depending on their age, on the date the report is printed, or within the next 30 days. The report will show: Employee Code, Surname and Initials Birth Date Apprentice will display Yes if employee s NI Rate is H Apprentice U25, will display No if the employee s NI Rate is set to anything other than H Apprentice U25 Age Pay Rates: Name the number and name of the rate displayed in Employee Details Rates Hourly Rates for this Employee No and Rate Rate - the value of the rate displayed in Employee Details Rates Hourly Rates for this Employee Pay Screen Default for this Employee The report will not include rates where the value is zero or where the Disable Warning option is selected National Minimum & Living Wage Rates the current national minimum or living wage rate for the employee s age and status To install the report: 1. From the Reports menu select Library Selection, then Miscellaneous 2. Select the National Minimum and Living Wage report and click OK To print the report: 1. From the Reports menu select Print Other Reports 2. Select the National Minimum and Living Wage report 10

11 Pensions Transitional Period ends on 30 September 2017 The Transitional Period ends on 30th September All employees with Transitional Period ticked will be assessed for auto enrolment on 01/10/2017 and postponement may then be applied to Eligible Jobholders, Non-eligible Jobholders and Entitled Workers. Once the transitional period has ended the employee will be included in the normal AE assessment. The Transitional Period tick box will be disabled in the Summer 2017 update and removed completely in the 2018/2019 tax year. NEST Reason for Reduced Contributions If Assumed Pensionable Assumed Pay is entered for an employee during the payroll run, in the NEST Contribution File, the reason for the reduced earnings field 9 will be set to 3 Member is on family leave. IRIS Holiday Module Payslips If Enable Enhanced Rate Holiday Pay is ticked in Company Holiday Setup Default Allowance, when printing payslips, the holiday remaining value will be the Total Remaining value from Employee Details Salary tab. IRIS Holiday Module Advanced Holiday A pay record will now be created when Holiday Advance by... is used in payroll run. This will be flagged as a Holiday Advance period. If you have the Holiday Pay module, and have used the Holiday Advance by... function the advanced periods will be recognised as relevant when setting up the AWE calculation. If Exclude periods with Holiday Pay is not selected in the Holiday setup, then a relevant period will be: a payment record where pay has been processed a payment record where zero pay has been processed if Exclude zero paid periods is unticked in holiday setup the Holiday Advance Period 11

12 BACS A new Bankline BACS Ad hoc Payments 2016 BACS format has been added to Reports Library Selection Bank Reports/BACS A new Handelsbanken BACS format has been added to Reports Library Selection Bank Reports/BACS Reports Quick Report Writer Enhancements We have made several enhancements to the Quick Report Writer. Quick Report Writer selection screen We have added a Copy button, between the Edit and Add buttons, to allow the creation of a new report by copying an existing one. Click Copy to create and display a new copy of the report selected with exactly the same settings. Configure Quick Report screen The existing Configure Quick Report screen has been redesigned: New navigation tree format Improved Formula facility Create Multi Period reports A choice of Portrait or Landscape layout The Configure Quick Report screen now consists of a Title field at the top, with the Selected Fields frame to the right and two tabs, Options and Fields on the left. The Options tab consists of various fields which allow you to define the structure and layout of the report: Which Employees a drop-down field containing: All (default) Current Current + Leavers CM Current + Leavers CY Leavers A Sort By frame: Grouping a drop-down field containing: <None> Department Account Group Column 12

13 Code/Surname a drop-down field containing: Code Surname These options determine the sort order of the report, with Grouping first (unless set to None), then the employees sorted in either Surname or Code order. With Column selected, you can sort by up to three columns in the Selected Fields frame to the right. A Specified Type frame containing two options: System - select to make the report available in the Quick Report Writer selection screen for all companies Company - select to make the report only available in the Quick Report Writer selection screen for that company An Orientation frame containing: Landscape Portrait Prompt for period - tick to be able to select the pay period the report will be created for when you print it Multi Period tick to be able to select the Start and End periods the report will be created for at the time of printing Omit Employees With Zero Figures - tick to exclude employees with zero or blank entries in all of the report fields selected Description a field for you to enter a description of the report The Fields tab contains a navigation tree containing all the fields available for selection. Click the Formulas button to see a list of all the formulas created and saved within the Quick Report Writer. The Extra Fields option in the navigation tree lists all the User Defined fields that are configured as Text, Date, Numeric or Integer fields. To add a field to a quick report: 1. Select it in the navigation tree and click the right arrow to add it to the first free row in the Selected Fields grid. Double-clicking on the field name will do the same 2. Highlighting one of the fields already in the selected fields grid and clicking the left arrow will remove the field from the grid. Double-clicking on the field name will do the same Formulas - click to open the Formula creation screen. Use this screen to create new report fields using Formulas, which may be based on fields not included in the report 13

14 Selection The SQL Selection screen allows you to make a more precise selection of employees to include in the report. This will continue to work in the same way as before but the list of fields available has been updated. Existing Quick Reports After the update is installed, existing quick reports will be converted to the new format automatically. IMPORTANT: The standard example reports provided previously will NOT be converted, and will be removed when the update is installed. Any formulae you have created for Quick Reports will NOT be converted so you will need to recreate those reports. To help with this, we have provided a report for you which we advise you to print as soon as you have installed the update. The report will show you the formulae you set up previously, enabling you to easily recreate them in the new Quick Report Writer. To install the report: Go to Reports Library Selection Miscellaneous and select Quick Report Old Formulas To print the report: Go to Reports Print Other Reports and select Quick Report Old Formulas Dot Matrix Reports Dot matrix reports have been removed from the payroll software, as the printer drivers are not available in Windows 10. IRIS can provide you with payslips for a laser printer, or you can eliminate paper altogether by using IRIS Openpayslips. Please contact Sales for further information. 14

15 IRIS OpenPayslips and P45s We have added the facility to publish P45s to IRIS OpenPayslips. Once this report is selected from the library, click Print when issuing the P45 and the Publish button will be available on the top right of the Print P45 Report screen. Click the button to publish the P45 to IRIS OpenPayslips. To install the new P45 report type: From Reports Library Selection Miscellaneous select P45 (OpenPayslips) Automatic Enrolment Assessed Employees Report A new Automatic Enrolment Assessed Employees report has been added to Reports Library Selection Miscellaneous. Once you have selected it from the Library, to print it, go to Reports Print Other Reports. If you are licenced for the IRIS AE Suite TM this report will print the number of employees assessed for auto enrolment in each company. FPS Summary and Details Reports YTD Figures For the purposes of reconciliation and discrepancy handling, we have added Year To Date (YTD) figures to the FPS reports/summary screen. Full Payment Submission Details report Four new columns headed Year to Date have been added to the Full Payment Submission Details report: Tax Employees NI Employers NI Student Loan There is a Totals section for each of the columns. FPS Summary report We have added a Year To Date Totals section to the bottom of the FPS summary report. This contains year to date values for: Tax Employees NI Employers NI Student Loan 15

16 Full Payment Submission Final Confirmation screen A new frame has been added to the Full Payment Submission Final Confirmation Screen for the year to date values. The Year To Date values displayed are: Tax Employees NI Employers NI Student Loan Backup & Restore Reports The Backup Reports and Restore Reports functions have been removed from the File Back-up & Restore menu. Other Improvements Address field size increased We have increased the fields for Address Lines 1-4 in the following areas of the software to allow 35 characters to be entered: Employee Details Import Export Pension Files RTI Submissions SQL Filter Employee Debug CIS Reports Any reports including Address Lines 1-4 (such as P45s, P60s, Payslips, Employee Addresses) will need to be re-selected from Reports Library Selection. Diary Set-up It is now possible to make diary entries for up to 3 years after the current release start year e.g. if the tax year is 2017/2018, you can make diary entries up to Employee Template The Pension Fund field and any other Pension values will not be copied during the Clone or create an employee using another employee as a template process. 16

17 Employer Payment Summary App Levy Allowance The Apprenticeship Levy Allowance field can now be overwritten on the Employer Payment Summary. You will need to do this when the allowance is split between two companies in the same PAYE Scheme. Once overwritten the default value used in the next EPS will be the same as used in the last EPS. Year-end Restart will reset the EPS App. Levy Allowance default value if required. Message Download Grid Export unresolved HMRC messages download grid We have added a new Export Grid button to the Unresolved Received Messages screen to enable you to export the information in that grid into Excel. Select Export Grid and a standard browser window opens for you to select the location for the export file to be saved. The CSV format file is named Unresolved HMRC Messages.csv The file includes the following headings: Form Employee Surname Employee Forename NI Number Company Code Select Effective Date Tax Reference Works No 17

18 Export HMRC Mail waiting to be processed grid We have added a new Export Grid button to the Process Mail screen to enable you to export the information in that grid into Excel. Select Export Grid and a standard browser window opens for you to select the location for the export file to be saved. The CSV format file is named HMRC Messages.csv The file includes the following headings: Form Employee Surname Employee Forename NI Number Code Select Form Contains Basis Month-end Summary We have added Apprenticeship Levy to the month-end processing message i.e. informing you that Apprenticeship Levy will be calculated as part of the process. Payroll Calendar Remote Data Entry label has been renamed to Remote Payroll Entry in the Payroll Calendar Configure screen. Pensions The new bands for LGPS England/Wales & Scotland have been added to the software. Teachers Pension MDC If the Full or Part Time field in Employee Pay/deds is set to Part time the payroll software will populate the Part time salary paid field in the MDC file with the employee s pensionable pay for the period/date range. If Full or Part Time is set to Full time employment, the software will enter a zero in this field. Support Hub You are now able to send us feedback on Knowledgebase articles you access via the Support Hub. 18

19 Earnie TM April 2017 Release PAYE Legislation Changes The rates for tax, NI, Statutory Payments, Student Loans etc., have been updated for 2017/2018. Click here for further details. The following changes have also been made: National Insurance HMRC have advised KC prefix National Insurance numbers are now valid. You are now able to enter an NI Number in Employee Details Tax/NI NI Number with a KC prefix, e.g. KC694558C. Apprenticeship Levy Funding for apprenticeships is changing and employers will be required to contribute to a new Apprenticeship Levy. The Apprenticeship Levy and Apprenticeship Allowance have been introduced from the 2017/2018 tax year. Details on the legislation can be found in the Legislation Guide. Changes to the software to incorporate Apprenticeship Levy are detailed here. Important Notes: You will pay the levy if your Pay bill exceeds 3million per tax year, prorated on a monthly basis When creating a new company part way through the tax year that has been paid on another system, Pay Bill YTD and Levy Paid YTD must be manually entered into Company Alter Company Details HMRC Details Month-end Processing must be performed in order for Apprenticeship Levy and Allowance to be calculated correctly The Allowance can be split across multiple companies within the same PAYE scheme or group but the maximum allowance cannot exceed 15,000 Calculations need to be performed using the Total Pay Bill for the whole PAYE scheme Company Cost Summary, P30 Summary and Employer s Annual Return will need to be reselected from the library 19

20 Year-end Restart A screen has been added to the Year-end Restart process, to enable you to indicate whether a company will be claiming the Apprenticeship Allowance to offset against the Levy. You are able to tick either Select maximum allowance or No Allowance, or to enter just the amount of allowance this particular company will be claiming. Company Options A new Apprenticeship Levy tick box and an Apprenticeship Levy Allowance numeric field have been added to Company Alter Company Options. This will be set during the Year-end Restart. When creating a new company, Apprenticeship Levy will be ticked by default, and Apprenticeship Levy Allowance will be populated with the relevant amount for the tax year. Company Details A new Apprenticeship Levy tab has been added to Company Alter Company Details HMRC Details. Month-end processing will populate the table values for Pay Bill, Allowance and Levy Paid. If you start using the payroll mid-year, it is possible to enter the values to date directly into the table. Quick Calculator A new App Levy tab has been added to the Quick Calculator. This is to provide help where the levy needs to be calculated across a group of companies. Monthly CIS return CIS monthly returns have changed: HMRC now only accepts electronic submissions Submissions can be resent if amendments need to be made To cater for this, we have updated the way month-end processing is carried out. Currently you must use the Since Last Cleardown option when creating the report; this has now changed to Based On Tax Calendar, to enable you to redo month-end processing if any changes are made in the period. The CIS Month-end Return screen will be populated with the values calculated as part of the month-end processing. Any subcontractors included on the Month End Summary will also be on the CIS Month-end Return screen. The Send tick box will be ticked for all subcontractors listed, even if the submission has previously been sent for the selected period. You can un-tick the box to exclude a subcontractor from the submission, however HMRC have advised that if a re-submission is made this will overwrite the previous submission. Therefore, we 20

21 must emphasise that if you have made a change to a subcontractor, all subcontractors need to be re-submitted for that tax month. Payments & Deductions Percentage deductions and job cards We have changed the way percentage deductions are handled to enable them to be costed to job cards. (Job cards are only available using the Costing module. If you are interested in this module please contact our sales team.) A percentage deduction is any deduction with Type set as Percentage, Percentage Hierarchical, Percentage Auto Enrolment or Pensionable Earnings Pension. During payroll run, any percentage deduction on the Input/Edit Payroll Details screen will be able to be costed to a job card. It must, however, be at the same rate as the amount on the Input/Edit Payroll Details screen or zero. You will not be able to select a different rate or apply a percentage deduction to a job card without first applying it in the main payroll run screen. Outstanding Balance on Priority Orders In the September 2016 update a new field named Outstanding Balance was added and enabled for Council Tax, Earnings Arrestments, Community Charge, Fines and DEAs to allow payments to be deducted from the employee until the outstanding balance had reduced to zero. This change has now been introduced for Priority Court Orders (PCOs) and Protected Earnings Orders (PEOs). When the April update is installed, the Outstanding Balance field will be enabled for any Priority Court Orders and Protected Earnings Orders with Clear to-date totals currently set to When Total is Zero. Any To-Date values for these orders will be automatically transferred to the Outstanding Balance field and the To-Date value set to When setting up new PCOs and PEOs you need to enter an Outstanding Balance when required, in the same way you would enter a value in To-Date for PCOs and PEOs with a reducing balance: Once the order is added to an employee, click on the AEO Settings button and the following screen will open: 21

22 Enter the Issue Date of the order by typing directly into the field. You can complete the other fields if necessary here as well, as any changes you make will be reflected on the Pay/Deds tab. You need to enter the amount owed, if there is one, in the Outstanding Balance field. Once the payroll has been run for a period, any values deducted for the attachment will be stored in the To-Date field on the Pay/Deds tab, which will in turn populate the To-Date field in AEO Settings. RTI Changes Full Payment Submission (FPS) The FPS has been updated according to the 2017/2018 schema. The major change this tax year is the reporting of car and fuel benefit via FPS. Car and Fuel Benefit Your payroll software has been fully updated to allow you to allocate cars and fuel to employees, calculate the cash equivalent, deduct the tax due on the amounts through payroll, and report those amounts to HMRC via FPS. To cater for this new function, a new Configure Company Car Details item has been added to the Company menu. To use the new car benefit fields, the company must be registered with HMRC to payroll benefits. You can do this using your HMRC on line account. A detailed Guide covering how to add, allocate and calculate the cash equivalent of cars and fuel in the payroll software can be found here. Employer Payment Summary (EPS) Changes have been made to the Employer Payment Summary to cater for the 2017/2018 schema update. Apprenticeship Levy Month-end processing will calculate the Apprenticeship Levy due in each month as described here. Monthly values will then be populated to the EPS screens at each pay period. A new App. Levy column has been added to the Employer Payment Summary screen, to the right of CIS Suf. You are able to enter/amend the value for Apprenticeship Levy in the Current Month row or the total row against the month itself, as with any other EPS values. Reports Apprenticeship Levy has been added to the EPS Summary Report and the EPS Confirmation Report. 22

23 Earlier Year Update (EYU) Various changes have been made to the Earlier Year Update to cater for the 2016/2017 schema update. All references to NI Earnings 1d have been removed All instances of NI Earnings 1a have been renamed Earnings to LEL All instances of NI Earnings 1b have been renamed LEL to PT All instances of NI Earnings 1c have been renamed PT to UEL Sundry screen and Confirmation screen New fields have been added: Flexibly Accessing Pension Rights Pension Death Benefit Flexible Drawdown Taxable Payment Flexible Drawdown Non-Taxable Payment Reports The following reports have also been updated with these changes: Submitted Values report Amended YTD Values report Employee YTDs Report Reports The P60 reports have been updated in line with legislative changes. These changes include: One of the NI columns has been removed and the remaining one has been renamed, due to the removal of Upper Accrual Point at the start of 2016/2017 tax year The text referring to Additional Statutory Paternity has been removed as this could not be paid after the end of 2015/2016 tax year NOTE: The P60 report must be reselected from the library, after installing the update, to make sure you have the correct version. After doing Year-end Restart for your payroll companies, you need to reselect all the reports you use regularly from the Library, to ensure they are up to date. 23

24 Pensions Automatic Enrolment Pension Parameters for automatic enrolment have been updated for 2017/2018. Declaration of Compliance The following changes have been made to the Declaration of Compliance report when it is being used for Re-enrolment: Number of Eligible Jobholders re-enrolled into a pension scheme This is the total number of employees with: A Started Date on or before the Re-enrolment Date AND A Left Date either blank or after the Re-enrolment Date AND Their Worker Status in the Pay Reference Period that the Re-enrolment Date is in was Eligible Jobholder AND An AE Date in the PRP the Re-enrolment Date is in AND An Opt-out Date or Ceased Contributions Date more than 1 year before the Re-enrolment Date Number of workers in a qualifying scheme at re-enrolment This will be the total number of employees with: A Started Date on or before the Re-enrolment Date AND A Left Date either blank or after the Re-enrolment Date AND In the PRP the Re-enrolment Date is in have Member of a Qualifying Scheme ticked AND Opt-out Date and Ceased Contributions Date are blank This will not include employees who have been re-enrolled in the re-enrolment PRP Pension Output Files NOW Pension file to optionally include ER Code in Payroll No An option has been added to allow you to add ER Code to Employee Code in the PAYROLLNO field of the NOW pension file. Configure Pension Fund A new Add ER Code to Payroll No field has been added to the Create/Edit Pension Fund screen. The field will only be available when the File Output is set to NOW. 24

25 AE Configuration Tool A new Add ER Code to Payroll No field has been added to Step 8 of the AE Configuration Tool. The field will only be available when the File Output is set to NOW. Pension Deductions Teachers Pensions Teachers Pension Rates have been updated for 2017/2018. Teachers Pension Monthly Data Collection In future, Teachers Pension require data regarding pension, service and salary from employers to be sent via Monthly Data Collection (MDC). There are already a number of employers submitting data using MDC and every employer needs to have started the on-boarding process by December From April 2018 MDC will be the only accepted method of providing Teachers Pension data. MDC will replace TR6 and TR8 forms to indicate starters and leavers, Certificates of Reemployment and the Annual Service Return (ASR). The on-boarding process will be controlled and managed by Teachers Pension. The payroll software will create the file for you to send. To cater for this, the following changes have been made in the payroll software: NOTE: The new MDC function will only work if the IRIS AE Suite TM is installed. It also requires MS Excel. Please be aware the Teachers Pension template does not work with MS Office 97 or 2010 Pension Fund Details Teachers Pension options have been added to the Pension Configure Pension Fund Create/Edit Pension Fund Details screen: On the General tab, Teachers Pension has been added to Scheme Type box On the Output Files tab, Teachers Pension has been added to the File Output box. If you select Teachers Pension here, the screen will change as follows: Include field will be set to This fund only and disabled Unique ID/ER CODE will be disabled NEST Employer Ref Number will be disabled First, second and third Not in use for this fund fields will be set to Not in use for this fund and disabled NEST Username set to Not in use for this fund NEST Password set to Not in use for this fund Add Employee contributions to Employer s will be disabled 25

26 Group and Payment Source will be disabled Local Authority Number will be added below Add Employee contributions to Employer s Establishment Number will be added below Local Authority Number Payments/Deductions A Teachers Pension label and tick box has been added to Company Alter Payments/Deductions Formulas Add/Edit Formula Definition screen in order to identify Teachers Pension formula deductions. Tick this to identify this particular formula as a Teachers Pension. Employee Details Pay/Deds A new Full or Part time box has been added to Employee Select Employee Employee details Pay/Deds tab, to the right of the Teachers Pension Career Average field. The box contains the following options: Full time employment Part time regular Part time irregular The default setting will be Full time employment. If a Teachers Pension pay/ded is selected (this could be a pay/ded configured using the Teachers Pension category, or a formula deduction with Teachers Pension ticked), the Teachers Pension Career Average and Full or Part time fields will be displayed. If the employee has a pay/ded set to Teachers Pension pay/ded Category and the Standard value is set to 1 at the time of installing this update, the Full or Part time field will automatically be set to Full time employment. If it is less than or greater than 1, it will be set to Part time regular. You can change it manually if you need to. Pensions If the Pension Fund selected on Employee Select Employee Employee details Auto Enrol is a Teachers Pension fund, the Output File Fields on the Pensions tab will be renamed to Teachers Pension Output File Fields, and will consist of: Member Reference Number Annual Full Time Salary Rate Part Time Salary Import/Export The Import/Export screens have been updated to include Teachers Pension descriptions. Quick Report Writer The Quick Report Writer has been updated to include Teachers Pension descriptions. 26

27 Select File to Create A new Teachers Pension option has been added to Pension Create Pension File Select File to Create screen. Teachers Pension Monthly Data Collection screen Select Pension Create Pension File Select File to Create Teachers Pension to open the new Teachers Pension - Monthly Data Collection screen. To use this screen: Select the required Month and Year by clicking on the drop down arrows Select the required Teachers Pension fund from the Pension Fund box, if you have more than one Local Authority Number and Establishment Number will be populated for you depending on the Pension Fund you select Click Next to start the data collection process and if validation is passed, open the confirmation screen If there are errors, a screen will open detailing each one If you are happy with the values on the confirmation screen, click the Create File button Creating the MDC File When you click on Create File on the Teachers Pension Monthly Data Collection confirmation screen, providing validation is passed, the system will gather the data required to export into the MDC template file. The file will be saved in the MDC <Company ID> folder within the program folder, and will be in Excel format. E.g. C:\Program Files\Earnie\MDC\0001. The name of the file will be MDC<month><year>.xls. When you open the file (you will need to enable macros if asked) you will see it is already in the correct format for Teachers Pension. You can add/remove/change the data as you need and then upload to Teachers Pension in the way you do now. If you need help at this point, click the View Instructions button at the top of the spreadsheet. 27

28 Other Improvements Payroll Calendar Enhancements We have added new functionality to the Payroll Calendar, including the addition of BACS Processing and BACS Creation dates. After installing the update, when accessing the Payroll Calendar from Company Payroll Calendar the following screen will appear: 3. Select a Pay Frequency to continue 4. Click Next 5. If you have previously had a Payroll Calendar configured for that Pay Frequency, the next screen you see will contain that calendar. If not, you will be taken to the Configuration screen first 6. The system will create a calendar for you based on the information you select on this screen. When you have finished, click Next to view the calendar 7. You are able to click directly into the grid to make changes to individual dates if you need to, for example if you pay slightly early in December to allow for Christmas 8. To return to the Configuration screen to make changes, click Configuration 9. Click Reset/Remove if you want to completely start again 10. If you want to generate the calendar for the next tax year, you can do so by clicking the Generate <Tax Year> button. You will then be able to move between tax years by clicking on the drop down arrow in the top left corner of the Payroll Calendar 11. Click Finish to save and close 12. To set up the Payroll Calendar for a different pay frequency, go to Company Payroll Calendar again NOTE: When you set the Payroll Date for a company, after configuring the Payroll Calendar, you will only be able to select from the dates configured there NOTE: There are references to Remote Data Entry in the newly enhanced Payroll Calendar. These are for a future development, please contact Sales for details 28

29 Archive Company We have added the option to archive a Company on the system. Once a Company has been archived you are able to remove it from the visible list of Companies, but not delete it from the system. Useful if you have multiple unused copies of the same Company, for example. To archive a company: Go to Company Alter Company Options and tick the Archived Company box. To stop archived companies appearing in the company list: Go to Company Select Different Company In the top right of the screen you will see a new drop down field labelled Show. Click the arrow and the available options are All companies, Current companies only and Archived companies only. NOTE: The option has also been added to the Delete Company and Back-up Company screens Batch Processing on restricted companies When Batch Processing is enabled in Operator Preferences, the Select Company screen when going to run a payroll will only list companies that the logged on user has access to. IRIS Holiday Pay Module If you edit the values in the Holiday screen and click Recalculate, any resulting changes will now be reflected in the Holiday Pay Calculation screen. 29

30 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 Visit: iris.co.uk