P11D Instructions 2015 - documents.snowdropkcs.co.ukdocuments.snowdropkcs.co.uk/support/eoy2015/P11D...

P11D Instructions 2015

Sage UK Ltd Page 2 of 56

1.0 Install Instructions 3

1.1 Applying the Upgrade 3

1.2 Updating the P11D module with the relevant

changes required for the year 4

2.0 P11D Module Functionality – Changes for 2015 5

2.1 Electric Cars registered from 6th April 2015

onwards 5

3.0 Preparing for Tax Year 2014/2015 6

3.1 Create Current Tax Year 6

3.2 Yearly Constants 8

3.3 Copy Employee Benefit from Previous Year 9

3.4 Tax Reference Update from Payroll 11

3.5 Automatic Salary Update 12

4.0 Car Averaging 15

4.1 Setting up the Car Averaging functionality 15

4.2 Creating a car with Car Averaging 17

4.3 Attaching a Car Averaging record to an employee 18

5.0 Company Name 19

5.1 P11D Control & Tax District Maintenance screen 20

6.0 Company Cars – Employee pays for private fuel 22

6.1 P11D Cars screen – provision of fuel for private

use 23

7.0 Report Creation 24

7.1 Special Stationery P11D 24

7.2 Special Stationery P11D (b) 27

7.3 Special Stationery P9D 30

7.4 Special Stationery P46 (Car) 33

7.5 NI Contributions Report 36

7.6 P9D Plain Paper 39

7.7 P46 (Car) Plain Paper 41

7.8 Compressed P11D Report Plain Paper 45

7.9 P11D Plain Paper 47

8.0 Electronic Submission to HMRC via XML 50

8.1 P11D & P11D (b) 51

8.2 P9D 54

8.3 P46 Car 55

9.0 Further information and support 56

Table of Contents


1.1 Applying the Upgrade

The build version number v2011.0.0.192 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

1.0 Install Instructions


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.


2.0 P11D Module Functionality – Changes for 2015

2.1 Electric Cars registered from 6th April 2015 onwards

For electric cars registered from 6th April 2015 onwards, Fuel Type ‘E’ is no longer valid.

When entering or data loading details of an Electric car registered from 6th 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 6th 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


3.1 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 2015.

It is possible the tax year you are currently working on already exists:

3.0 Preparing for Tax Year 2014/2015


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.


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 ‘2015’.

Select ‘OK’.


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 2015.

Select ‘Save’.


Please note: Only employees with benefits held against their 2014 Benefits screen

(Payroll > P11D > Employee Benefit Details) will copy to 2015.

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’.


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.


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.


Tax Year Select the current year – 2015

Set/Individual Choose to run the process against the set of employees you are in

or on an individual

Order by 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 Test – View the report without updating

Field Update – Run in update mode

Salary Info 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.



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:

http://webarchive.nationalarchives.gov.uk/20140109143644/http://www.hmrc.gov.uk/cars/

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.

http://webarchive.nationalarchives.gov.uk/20140109143644/http:/www.hmrc.gov.uk/cars/averaging.pdf

http://webarchive.nationalarchives.gov.uk/20140109143644/http:/www.hmrc.gov.uk/cars/averaging.pdf


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.


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.


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.


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.


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.


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.


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 Set as ‘Yes’

Trading Organisation Set as ‘Yes’ if you are a trading organisation

requiring the ‘Entertainment’ section on the P11D to

be completed.

Special Sort Indicator C - Sort P11D reports by payroll number

T - Sort P11D reports by tax reference


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.


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.


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’ The field ‘Private Fuel paid by employee

(Y/N)?’ will not be available to update.

‘Fuel Provided (Y/N)?’ set to ‘Yes’ 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.


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.


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.

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.

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-1-2015, p11d-2-2015, etc).


Please note: If you wish to view the PDF file later, the file can be found within your

user’s reports directory.


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.


Credentials will be obtained from the ‘Tax District Maintenance’ record relating


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






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:





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






employee.


Required level













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 2014/2015.

https://www.gov.uk/government/publications/cwg2-further-guide-to-paye-and-national-

insurance-contributions

https://www.gov.uk/government/publications/cwg2-further-guide-to-paye-and-national-insurance-contributions

https://www.gov.uk/government/publications/cwg2-further-guide-to-paye-and-national-insurance-contributions





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)






employee.

Ordered by Choose the order you wish your P46’s to extract in.

Required level


Credentials will be obtained from the ‘P11D Control’ record for P46 Car

Reports and on-line filing for XML customers.








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:





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






employee.

Ordered by Choose the order you wish your report to extract in.

Required level


Credentials will be obtained from the ‘P11D Control’ record for NI

Contributions Reports and on-line filing for XML customers.






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.



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:



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.


Tax Year 2015






employee.


Required level


Credentials will be obtained from the ‘P11D Control’ record for NI

Contributions Reports and on-line filing for XML customers.














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.


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 5th April

2016.

The P11D year is split into four quarters:

Quarter 1 covers the period 6th April to 5th July

Quarter 2 covers the period 6th July to 5th October

Quarter 3 covers the period 6th October to 5th January

Quarter 4 covers the period 6th January to 5th April


Tax Year 2016

Quarter Select the Quarter you require (1 to 4)






employee.

Ordered by Choose the order you wish your P46’s to extract in.

Required level


Credentials will be obtained from the ‘P11D Control’ record for P46 Car

Reports and on-line filing for XML customers.





Please note: If running P46 Car reports for multiple payrolls, please ensure you select

the ‘Tax Reference’ option when running reports.









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






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’.






report appears below:


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






employee.


Required level









Please note: If running P11D reports for multiple payrolls, please ensure you select the

‘Tax Reference’ option when running reports.








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.


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.


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.


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.


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:


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


9.0 Further information and support

If you have any queries regarding these instructions please contact the Help Desk:

Email: [email protected]

Telephone: 0845 245 6400

mailto:[email protected]

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