Payroll and Real Time Information (RTI)
The structured process in software ensures that payroll activities are executed efficiently and in compliance with RTI requirements, facilitating accurate and timely submissions to HMRC while providing tools for communication and confirmation throughout the process.
Pay runs
Users are empowered to process their employees' Pay-as-you-earn (PAYE) through a systematic workflow :
Verify details
All the details of an employee will be visible to review and verify all details displayed on the right sidebar related to the payroll processing. The details inputted while adding an employee will be visible here. Additionally, you can also input the pay date for the employee using the 'calendar' icon.
Observe
You will observe various system generated validation also appear on the screen which will guide the user while processing the payruns for an employee.
Payments
The payments section in software covers all supplementary payments made to employees, including monthly, daily and hourly wages, which are taxable, National Insurance contributions (NIC-able) and pensionable. Edit and delete icons can be utilised to edit or delete the payment schedules in the software.
Expenses and benefit
All expenses and benefits incurred by the employees are managed and reported in this section.
By clicking on the "Add" icon, user can input multiple expenses and benefits that could be availed by the employee. Additionally, user can also proportionately allocate the concerned expense or benefit during a year using the checkbox provided. After all the necessary information has been inputted, select whether the expense needs to be taxed, NIC claimed or should be pensioned from the checkbox provided and click on "Save" to proceed ahead.
Statutory pay
Users can manage various types of statutory leave and all other types of leaves by using the ‘+’ icon to add a leave application and record the corresponding start and end dates. A dedicated holiday entitlement leave management section is also available, allowing users to manage leave for all employees in one centralised place.
Additions and deductions
Additions and deductions section encompasses all additions and deductions incurred by the employees.
By clicking on the "Add" icon, user can input multiple additions and deductions that could be availed by the employee. Additionally, user can also proportionately allocate the concerned expense or benefit during a year using the checkbox provided. Additionally, also select the treatment for the same to be taxed, NIC claimed or whether it should be pensioned from the checkbox provided. Input the amount and click on "Save" to proceed ahead.
Save and next
Click on "Save & next" option allows users to process payroll sequentially for each employee. After saving an employee’s payroll, users can move directly to the next employee. Once processed, the employee status turns blue.
A toggle is also available to generate zero payslips, if required.
FPS
The FPS tab displays all processed employees with their key payroll details. Users can review payroll calculations, select multiple employees, and, once verified, click 'Submit FPS' to send the 'Full Payment Submission' to HMRC. The payment date is auto-filled and can be edited if required, and late submissions can be flagged by providing a reason. Supporting documents may also be attached as proof of earnings for record-keeping purposes and will be displayed under the Documents section. After submission, payroll data can be automatically synced to the bookkeeping module.
Observe
At the end of the tax year, the system will prompt the user to confirm “This is the final submission for the year” when submitting the final FPS for employees.
FPS tab
The FPS tab displays a list of employees for whom the pay run has been processed. The list is divided into two sections: employees for whom FPS has been submitted and those for whom it has not. Employees with submitted FPS are shown in the lower section.
On the right-side panel, users can view the submission details and download or email the submission response, including the IR mark and CorrelationID.
Email for confirmation to the client
A confirmation email is sent to the client to verify employees’ payroll details. The system displays a pre-defined email template, which can be edited if needed. All relevant employee documents for the selected month—such as payslips, payroll summaries and HMRC payslips are automatically attached to the email. These attachments are secured and can be accessed using an OTP. Once reviewed, the email can be sent to the client for confirmation.
Email for submission to the client
A submission email is sent to the client confirming that the FPS has been successfully submitted to HMRC. A pre-written email template is displayed, which can be edited if required. All relevant employee documents for the selected month are automatically attached.
Review the email content to ensure all details are accurate before sending it to the client.
Documents
Documents attached as proof of earnings will appear here. Filters can be used to view a concerned document as POE for a relevant period.
Employer payment submission (EPS)
This software allows employers to use the EPS submission process to report specific information to HMRC. This is done by selecting the appropriate reason for submission within the EPS tab, entering the required details, and then clicking "Submit EPS" to send the information to HMRC.
This process ensures that any necessary adjustments or claims related to payroll and employee payments are accurately reported to HMRC, maintaining compliance and facilitating accurate financial reporting within system.
Manual EPS
This feature is used when the user has already claimed the employment allowance for the relevant tax year and notified HMRC through another software and has then moved to this software partway through the year.
Manual recoverable
This feature is used when the user has already recovered statutory pay amounts for SMP, SAP and SPP for the relevant tax year and has notified HMRC using another software before switching to this system partway through the year. Once set up, all reports are automatically updated to reflect the recovered amounts.
National Insurance Verification Request (NVR)
The National Insurance number verification request (NVR) utility in this software allows employers to verify or obtain a National Insurance number (NINO) for their existing or new employees. By utilising the NVR in system, employers streamline the process of verifying and maintaining accurate employee records, facilitating smooth payroll operations and compliance with regulatory standards.
Hope this is helpful.
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