P11D Instructions 2015

Transcription

1 P11D Instructions 2015

2 Table of Contents 1.0 Install Instructions Applying the Upgrade Updating the P11D module with the relevant changes required for the year P11D Module Functionality Changes for Electric Cars registered from 6 th April 2015 onwards Preparing for Tax Year 2014/ Create Current Tax Year Yearly Constants Copy Employee Benefit from Previous Year Tax Reference Update from Payroll Automatic Salary Update Car Averaging Setting up the Car Averaging functionality Creating a car with Car Averaging Attaching a Car Averaging record to an employee Company Name P11D Control & Tax District Maintenance screen Company Cars Employee pays for private fuel P11D Cars screen provision of fuel for private use Report Creation Special Stationery P11D Special Stationery P11D (b) Special Stationery P9D Special Stationery P46 (Car) NI Contributions Report P9D Plain Paper P46 (Car) Plain Paper Compressed P11D Report Plain Paper P11D Plain Paper Electronic Submission to HMRC via XML P11D & P11D (b) P9D P46 Car Further information and support 56 Sage UK Ltd Page 2 of 56

3 1.0 Install Instructions 1.1 Applying the Upgrade The build version number v or above will need to be applied (please refer to the document Applying Upgrades ). Please note: You will be prompted to apply the upgrade locally to your SnowdropKCS system when you next log in; Select continue and allow the process to run to completion. Please note: This process will need to be run on both your Test and Live systems Sage UK Ltd Page 3 of 56

4 1.2 Updating the P11D module with the relevant changes required for the year Once you have completed the above steps and can confirm that the record exists for the Tax Year 2015, you will need to log out of the Live/Test Payroll system to enable the program zyep2015.p to be run. This program updates the P11D module with the relevant changes required for the year, and will also set up the constants for the following Tax Year (2015/2016) within General File Maintenance. Log into the Live/Test Admin icon. Enter the Password AdMiN (case sensitive). Select the option Run A Program from the Admin menu. Enter the Password SoLo (case sensitive). Enter the Program Name zyep2015.p. Select OK. When the program has completed, the below message will be displayed on screen. Please note: Once the program has completed, you should check all constants against the P11D Constants document. Sage UK Ltd Page 4 of 56

5 2.0 P11D Module Functionality Changes for Electric Cars registered from 6 th April 2015 onwards For electric cars registered from 6 th April 2015 onwards, Fuel Type E is no longer valid. When entering or data loading details of an Electric car registered from 6 th April 2015, you will need to set the Fuel Type, Car CC and CO2 Emissions as follows: Fuel Type = A Car CC = 0000 CO2 Emissions = 0 When entering or data loading details of an Electric car registered before 6 th April 2015, you will need to continue to set the Fuel Type, Car CC and CO2 Emissions as follows: Fuel Type = E Car CC = 0000 CO2 Emissions = NO Sage UK Ltd Page 5 of 56

6 3.0 Preparing for Tax Year 2014/ Create Current Tax Year Payroll > P11D Module > General File Maintenance > Tax Years Within the P11D module, it will be necessary to create the current Tax Year before moving on to set up your data for It is possible the tax year you are currently working on already exists: Sage UK Ltd Page 6 of 56

7 If the Tax Year 2015 does not exist: Select Add Tax Year = 2015 Start Date = 06/04/2014 (will default to this date automatically) End Date = 05/04/2015 (will default to this date automatically) Average Rate = Enter the appropriate rate as per the constants document. Sage UK Ltd Page 7 of 56

8 3.2 Yearly Constants Payroll > P11D Module > General File Maintenance > Yearly Constants If it was necessary to create the record for Tax Year 2015, it may also be necessary to copy the constants record for the Tax Year 2014 into the Tax Year 2015 from within the Yearly Constants screen. If the constants for 2015 already exist, please check each entry against the Constants document. Highlight Tax Year 2014 Select Copy Year Ensure Copy from Tax Year is 2014 and Copy to Tax Year is Select OK. Sage UK Ltd Page 8 of 56

9 3.3 Copy Employee Benefit from Previous Year Payroll > P11D Module > P11D Administration > Copy Employee Benefit Details Within this screen you can copy over the benefits your employee received from one year to another and you can also choose which benefits to copy. Copy from Tax Year = 2014 Copy to Tax Year = 2015 Select the Benefits you wish to copy from 2014 to Select Save. Sage UK Ltd Page 9 of 56

10 Please note: Only employees with benefits held against their 2014 Benefits screen (Payroll > P11D > Employee Benefit Details) will copy to Once you have saved your selections you will be prompted with the following warnings message: The message highlights that any duplicate records in the Tax Year 2015 may be overwritten. Select either OK or Cancel. Sage UK Ltd Page 10 of 56

11 3.4 Tax Reference Update from Payroll Payroll > P11D Module > General File Maintenance > Tax Reference Update from Payroll Using this functionality will update the employee s Tax Reference Number and also populate any new Tax References within the Tax District References screen, if it doesn t already exist. Tax Year = 2015 Select OK A report will be generated showing the revised Tax District Reference Numbers. Sage UK Ltd Page 11 of 56

12 3.5 Automatic Salary Update Payroll > P11D Module > Automatic Salary Update You can update the employees Salary field, held within the P11D Employee File Maintenance screen, by running an Automatic Salary Update. If this is the first time P11Ds have been processed within the module select Salary option, this will pick up the latest Salary record from the employee s Salary screen. If P11Ds have been processed on the system previously, select Payroll and the value will be picked up from the employees Taxable Gross Pay from the latest EOY record held in Payroll. Please note: The Salary field does not get printed or reported anywhere, it is simply held on the Employee File Maintenance screen to enable the module to identify whether an employee earns above or below 8,500 for P11D purposes. Sage UK Ltd Page 12 of 56

13 Tax Year Select the current year 2015 Set/Individual Order by Choose to run the process against the set of employees you are in or on an individual should the output report display in Employee Number or Surname order? Employee search If updating by individual select the Employee Number or Surname (look up available) Update Salary Salary Info Test View the report without updating Field Update Run in update mode Payroll Use the Taxable gross pay from the P60 screen Salary Use the employee s salary from the Salary Screen A report will be produced, in Test or Field Update, displaying the values the system will update, or has updated. The report can be found in the user s reports directory, titled psasalup.rtp. Sage UK Ltd Page 13 of 56

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15 4.0 Car Averaging For some employers, especially car dealerships, employees may have a contractual right to the use of a company car, but not a specific car. Keeping records of frequent changes of car per employee creates a considerable amount of work for employers. From 2010/2011, HMRC introduced legislation for Car Averaging. This allows employers to create groups of cars by CO2 Emissions, Car Price, and Fuel Type, and to allocate the employee to a group rather than a specific car. For further information on Car Averaging, please seek advice from HMRC: averaging.pdf 4.1 Setting up the Car Averaging functionality Payroll > P11D Module > General File Maintenance > Yearly Constants Within the Yearly Constants screen, select Car Averaging. This will open a Constants Maintenance screen. Please note: The values entered here are examples only; you will be required to create your own Car Averaging groups based on your own vehicles specifications. Sage UK Ltd Page 15 of 56

16 To create a group: Click on the Add icon. Group = The group will automatically create the next numeric number. Description = Description of the group. Fuel = Car Fuel Type (A, D or E). CC = Engine size in cc. CO2 = Emission (g/km). Price = List price of car. Sage UK Ltd Page 16 of 56

17 4.2 Creating a car with Car Averaging Payroll > P11D Module > General File Maintenance > Cars & Accessories Once you have created the Car Averaging table (Section 4.1), it is necessary to create a default car record to assign to employees to whom the Car Averaging is applicable. Click on the Add icon. Enter the car details using the Registration No. AVECAR. Set a tick in the Car Group check box. The following fields will be populated automatically: o Car Registration No. o Registration Date. o Make Click on the Save icon. Sage UK Ltd Page 17 of 56

18 4.3 Attaching a Car Averaging record to an employee Payroll > P11D Module > Employee Benefit Details You will need to add a Car Averaging default car record to the employee. Select the Cars tab. Click on the Add icon. Registration Number = Using the lookup, select AVECAR to indicate that it relates to the Car Averaging Scheme. Group Code = Using the lookup, select the Group Code for the car type you wish to add. The List Price, Fuel Type and CO2 values will be populated on the screen according to which Group Code you selected. Sage UK Ltd Page 18 of 56

19 5.0 Company Name The Company Name that appears on P11D reports is determined by the setting of the Required Level in the various P11D report options. The P11D Report generation and on-line filing options will reference either the Tax District Maintenance records or the P11D Control Record, within the P11D module. This will enable the correct Company Name to appear on P11D reports and forms, even if the employee has been transferred from another Tax Reference since the start of the 2015/2016 Tax Year. Please note: Please check that the correct Company Names, Addresses, Contact details and HMRC Filing credentials are populated in the Tax District Maintenance screen for all Tax References in use (Payroll > P11D Module > General File Maintenance > Tax District), and make any amendments as required. Sage UK Ltd Page 19 of 56

20 5.1 P11D Control & Tax District Maintenance screen There are two screens which contain your company s details used in xml filing to HMRC the P11D Control and the Tax District Maintenance screens. Payroll > P11D Module > P11D Administration > P11D Control Joiner Option Set as Yes when a P11D record should be created automatically when a new joiner is added to the system. Set as No if you require the system to ask if a P11D record should be created when a new joiner is added to the system. Leaver Option Set as Yes if you require a P11D record to be updated with leave details from payroll automatically when leaver details are added. Set as No if you require the system to ask if a P11D record should be updated when leaver details are added to payroll. Medical Plan Option Trading Organisation Special Sort Indicator Set as Yes Set as Yes if you are a trading organisation requiring the Entertainment section on the P11D to be completed. C - Sort P11D reports by payroll number T - Sort P11D reports by tax reference Sage UK Ltd Page 20 of 56

21 All Reference Numbers displayed in the top right of the screen are generated automatically by the system and refer to the number of cars, constants entries, sundries, etc. They should not be altered. Payroll > P11D Module > General File Maintenance > Tax District The Tax District Maintenance screen holds details for all Tax References in use; please ensure these are checked and hold all the correct information. Sage UK Ltd Page 21 of 56

22 6.0 Company Cars Employee pays for private fuel When an employee is provided with a company car and the employer pays for private use, the employee is liable to pay tax on the fuel provided for personal use. This is calculated as a percentage of a fixed sum - 21,700 for Tax Year 2014/2015; the percentage is the same as the one used to calculate the car benefit, which varies depending on the CO2 emissions and Fuel Type. The employer will notify HMRC of the private fuel benefit on a P11D. The employer will also notify HMRC that private fuel is provided on a P46 Car form. If an employee pays for the fuel used for private use, then no benefit is applied to the employee and this should not be reported on the P11D. When employers send a P46 Car form to HMRC, it should state that private use is paid for by the employee. Sage UK Ltd Page 22 of 56

23 6.1 P11D Cars screen provision of fuel for private use Payroll > P11D Module > Employee Benefit Details When adding or amending car details for an employee, you can report that the employee has paid for any private fuel within the Car tab. Fuel Provided (Y/N)? set to No Fuel Provided (Y/N)? set to Yes The field Private Fuel paid by employee (Y/N)? will not be available to update. The field Private Fuel paid by employee (Y/N)? will default to No and a Fuel Benefit Charge will be calculated. If Private Fuel paid by employee (Y/N)? is set to Yes, a Fuel Benefit Charge will not be calculated. Please note: The field Private Fuel paid by employee (Y/N)? is available via the Data Loader Profile 58. Sage UK Ltd Page 23 of 56

24 7.0 Report Creation Please note: Prior to generating your electronic submission files, it is necessary to run the P11D/P11Db, P46 Car and P9D reports (Payroll > P11D Module > Reports) using sections 7.6 to 7.9, as the submission process relies on files generated during this print process. 7.1 Special Stationery P11D Payroll > P11D Module > Reports > Special Stationery P11D Report This option can be run if you require your P11D reports to be merged into a PDF format ready for printing. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee. o Employee search If you choose to run the report for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for the required employee. Ordered by Choose the order you wish your P11Ds to be sorted. Sage UK Ltd Page 24 of 56

25 Required Level o o If set to use P11D Control, the Company Name and HMRC Filing credentials will be obtained from the P11D Control record for P11D Reports and on-line filing. If set to use Tax Reference, the Company Name and HMRC Filing credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record. Please note: If running P11Ds on multiple payrolls, please ensure you select the Tax Reference option when running reports. Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The P11Ds will be merged into PDF format, and you will then be given the opportunity to view the PDF report. An example appears on the following page: Please note: You will only be prompted to open the P11D pdf when it finishes if you are producing fewer than 106 P11Ds. If you are producing 106 or more P11Ds, the system will produce a number of P11D pdf files, and when the merge process has finished, the message below will appear showing how many pdf files have been produced. You would then need to go to your user reports directory and open each of these files separately in order to print them. The files will be named p11d-n-yyyy, where n is a sequential number and yyyy is the Tax Year (e.g. p11d , p11d , etc). Sage UK Ltd Page 25 of 56

26 Please note: If you wish to view the PDF file later, the file can be found within your user s reports directory. Sage UK Ltd Page 26 of 56

27 7.2 Special Stationery P11D (b) Payroll > P11D Module > Reports > Special Stationery P11D (b) Report This option can be run if you require your P11D (b) reports to be merged into a PDF format ready for printing. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P11D s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for P11D Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Add any amounts to be included in the Class 1A - Brief Description o Amount to be added Deduct any amount from Class 1A Brief Description o Amount to be deducted Please note: If running P11Ds on multiple payrolls, please ensure you select the Tax Reference option when running reports. Sage UK Ltd Page 27 of 56

28 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The P11D (b) will be merged into a PDF format, and you will then be given the opportunity to view the PDF report. An example appears on the following page: Sage UK Ltd Page 28 of 56

29 Please note: If you wish to view the PDF file later, the file can be found within your user s reports directory. Sage UK Ltd Page 29 of 56

30 7.3 Special Stationery P9D Payroll > P11D Module > Reports > Special Stationery P9D Report This option can be run if you require your P9D reports to be merged into a PDF format ready for printing. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P9D s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for P9D Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Please note: If running P11Ds on multiple payrolls, please ensure you select the Tax Reference option when running reports. Sage UK Ltd Page 30 of 56

31 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The P9D will be merged into a PDF format, and you will then be given the opportunity to view the PDF report. An example appears on the following page: Please note: Please ensure that the benefits you are reporting for your employees on a P9D are truly P9Dable. Many benefits which are required to be reported on a P11D are not applicable for employees who are due a P9D; cars, for example, are not a P9Dable benefit. For further information, please see Page 67 of the Further Guide to PAYE and National Insurance contributions (CWG2) for 2014/ Sage UK Ltd Page 31 of 56

32 Please note: If you wish to view the PDF file later, the file can be found within your user s reports directory. Sage UK Ltd Page 32 of 56

33 7.4 Special Stationery P46 (Car) Payroll > P11D Module > Reports > Special Stationery P46 Report This option can be run if you require your P46 (Car) reports to be merged into a PDF format ready for printing. Tax Year 2016 Quarter Select the Quarter you require (1 to 4) Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P46 s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for P46 Car Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Sage UK Ltd Page 33 of 56

34 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The P46 Cars file will be merged into a PDF format, and you will then be given the opportunity to view the PDF report. An example appears on the following page: Sage UK Ltd Page 34 of 56

35 Please note: If you wish to view the PDF file later, the file can be found within your user s reports directory. Sage UK Ltd Page 35 of 56

36 7.5 NI Contributions Report Payroll > P11D Module > Reports > NI Contributions Report This report is used solely for the use of the employer to assist in confirming the values for Class 1A National Insurance contributions. These can be found within the user s reports directory titled nicontax.rpt for Tax Office Copy, niconemp.rpt for Employee Copy and niconfil.rpt for File Copy. When no copy type option is selected, the system will produce the File Copy by default. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your report to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for NI Contributions Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Sage UK Ltd Page 36 of 56

37 The following will be reported: Employee Number Name NI Number Description of Benefit Value of Benefit A totals line shows the Total of all Benefits, and the Class 1A NI contributions due. Please note: If running NI Contributions Report on multiple payrolls, please ensure you select the Tax Reference option when running reports. Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The report will then open in the reports viewer, and you will then be given the opportunity to print the report, or export it to Word, Excel or PDF. An example of the report appears on the following page: Sage UK Ltd Page 37 of 56

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39 7.6 P9D Plain Paper Payroll > P11D Module > Reports > P9D This report can be found within the user s reports directory, titled p9dtax.rpt for Tax Office Copy, P9demp.rpt for Employee Copy and p9d.fil for File Copy. When no copy type option is selected, the system will produce the File Copy by default. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P9D s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for NI Contributions Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Please note: If running P9Ds on multiple payrolls, please ensure you select the Tax Reference option when running reports. Sage UK Ltd Page 39 of 56

40 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The report will then open in the reports viewer, and you will then be given the opportunity to print the report, or export it to Word, Excel or PDF. An example of the report appears on the following page: Sage UK Ltd Page 40 of 56

41 7.7 P46 (Car) Plain Paper Payroll > P11D Module > Reports > P46 (Car) Please note: This option must be run prior to generating your electronic submissions each quarter. This report can be found within the user s reports directory, titled p46tax.rpt for Tax Office Copy, P46emp.rpt for Employee Copy and p46.fil for File Copy. When no copy type option is selected, the system will produce the File Copy by default. Please note: P46 Car submission files for 2015/2016 Tax Year must be submitted each quarter; employers have 28 days after each quarter to submit the file. The exception to this is the final quarter of the year, which must be submitted to HMRC before 5 th April The P11D year is split into four quarters: Quarter 1 covers the period 6 th April to 5 th July Quarter 2 covers the period 6 th July to 5 th October Quarter 3 covers the period 6 th October to 5 th January Quarter 4 covers the period 6 th January to 5 th April Sage UK Ltd Page 41 of 56

42 Tax Year 2016 Quarter Select the Quarter you require (1 to 4) Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P46 s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for P46 Car Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Please note: If running P46 Car reports for multiple payrolls, please ensure you select the Tax Reference option when running reports. Sage UK Ltd Page 42 of 56

43 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The report will then open in the reports viewer, and you will then be given the opportunity to print the report, or export it to Word, Excel or PDF. An example of the report appears on the following page: Sage UK Ltd Page 43 of 56

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45 7.8 Compressed P11D Report Plain Paper Payroll > P11D Module > Reports > Compressed P11D Report This option can be run if you require a compressed P11D Report; it contains all benefits on one report: Car details Loans Medical Plans All other Benefits This report can be found within the user s reports directory titled p11ctax.rpt for Tax Office Copy, P11cemp.rpt for Employee Copy and P11cfil.rpt for File Copy. When no copy type is selected, the system will produce the File Copy by default. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your compressed P11D report to extract in. Required Level Not reported, so can be left as P11d Control. Sage UK Ltd Page 45 of 56

46 Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The report will then open in the reports viewer, and you will then be given the opportunity to print the report, or export it to Word, Excel or PDF. An example of the report appears below: Sage UK Ltd Page 46 of 56

47 7.9 P11D Plain Paper Payroll > P11D Module > Reports > P11D Please note: This option must be run prior to generating your electronic submissions. These reports were used before Special Stationery P11Ds became available, and are rarely used now. You may, however, wish to keep a file copy for your records. This report can be found within the user s reports directory titled p11dtax.rpt for Tax Office Copy, P11demp.rpt for Employee Copy and P11dfil.rpt for File Copy. When no copy type is selected, the system will produce the File Copy by default. Tax Year 2015 Set/Individual Choose to run the process against the set of employees you have selected, or for an individual employee o Employee search If you choose to run for an individual employee, enter the Employee Number, Surname or NI Number, using the lookup if required to search for an employee. Ordered by Choose the order you wish your P11D s to extract in. Required level o If set to use P11D Control, the Company Name, and HMRC Filing Credentials will be obtained from the P11D Control record for P11D Reports and on-line filing for XML customers. o If set to use Tax Reference, the Company Name and HMRC Filing Credentials will be obtained from the Tax District Maintenance record relating to the PAYE Tax Ref held in the employee s Employee File Maintenance record for XML customers. Sage UK Ltd Page 47 of 56

48 Please note: If running P11D reports for multiple payrolls, please ensure you select the Tax Reference option when running reports. Once your selection has been made, click on the Save icon. Confirm you wish to proceed. You will be notified when the report is ready: Select Yes. The report will then open in the reports viewer, and you will then be given the opportunity to print the report, or export it to Word, Excel or PDF. An example of the report appears on the following page: Sage UK Ltd Page 48 of 56

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50 8.0 Electronic Submission to HMRC via XML Payroll > P11D Module > HMRC Filing You will find three options within this menu, which allow for the generation of files in XML format for your P11Ds/P11D (b), P46 (Car) details and P9Ds. All XML files are created based on the user s current Set. If this Set criterion contains employees with different Tax Reference Numbers, then separate XML files will be generated for each Tax Reference Number Payroll > Processing > UK XML HMRC Filing > XML Transfer to HMRC When the XML files have been generated, these can be submitted to HMRC using this menu option. Please note: Unlike other XML forms, test submissions are not available for P11D related files. Sage UK Ltd Page 50 of 56

51 8.1 P11D & P11D (b) Payroll > P11D Module > HMRC Filing > P11D & P11D (b) Tax Year 2015 Confirm P11Ds have been submitted Tick to confirm that P11Ds will be submitted. Click on the OK icon. Any adjustments to Class 1A NIC can be entered on the following screen, as shown. In the event of running this routine for more than one Tax Reference, details will be requested for each Tax Reference. Sage UK Ltd Page 51 of 56

52 Add any amounts to be included in the Class 1A: o Brief Description. o Amount to be added. Deduct any amount from Class 1A: o Brief Description. o Amount to be added. When you have entered any adjustments, click on the OK icon to produce the report p11drep and generate the XML file to be sent to the HMRC. Report p11drep can be viewed immediately, but is also placed in the user s reports directory. An example is shown on the following page. Please note: If running the P11D (b) for multiple payrolls, this adjustment screen will appear for every relevant Tax Reference. Sage UK Ltd Page 52 of 56

53 P9D On the final page of the report, totals are provided of the Benefits on which Class 1A NI is due, and the Class 1A NI due on the Benefits. Sage UK Ltd Page 53 of 56

54 8.2 P9D Payroll > P11D Module > HMRC Filing > P9D Tax Year 2015 Click on the OK icon to produce report p9drep, and to generate the XML file to be sent to the HMRC. Report p9drep can be viewed immediately but is also placed in the user s reports directory. An example of the report appears below: Sage UK Ltd Page 54 of 56

55 8.3 P46 Car Payroll > P11D Module > HMRC Filing > P46 Car Tax Year 2016 Quarter Enter the Quarter for which you wish to generate a return. Click on the OK icon to produce the report p46car.rep, and generate the XML file to be sent to the HMRC. Report p46car.rep can be viewed immediately, but is also placed in the user s reports directory. An example of the report appears below Sage UK Ltd Page 55 of 56

56 9.0 Further information and support If you have any queries regarding these instructions please contact the Help Desk: Telephone: Sage UK Ltd Page 56 of 56