System: Updating Employee or Company State and Recoverables

Overview #

paiyroll® keeps internal state for the company and for each employee. For example, the state keeps YTD values and what the EPS last sent to HMRC.

Usually, you do not need to change the state. But, in some cases, you must change it.

Take special care when you change a state value.

Find the Company or Employee state #

1. Choose Companies, and click your company. For an employee, choose Employees, and click the employee.
2. Choose the System tab, and open State.
3. In the search box, type the name of the item, for example, state_aid.
4. Click the value of the item.
5. Make the change that the steps below tell you.
6. Click Update.

Resend an EPS Employment Allowance claim #

If you have never claimed Employment Allowance, these steps do not apply. Instead, follow the steps in Claim Employment Allowance.

To resend an existing Employment Allowance claim to HMRC, follow the steps below.

Important: You can send the Employment Allowance claim at any time in the tax year, and it applies to all of the tax year. Do not rewind the pay runs. For more information, see How Employment Allowance works.

paiyroll® sends the Employer Payment Summary (EPS) to HMRC only when something in it has changed. When nothing has changed, the EPS is not sent again.

To check the EPS:

1. In Pay runs, click View on the pay run.
2. Choose Reports > GB RTI EPS > View.
3. Look at the Summary. When nothing has changed, Submit to HMRC is false.

Resend an EPS Employment Allowance #

The claim is in GB RTI EPS.state_aid. It lists the sectors of Employment Allowance, and each sector has a sent and a value. The sector of your claim has "value": true. For most companies, this is "Industrial", as in the picture below.

1. Find GB RTI EPS.state_aid in the company state, as in Find the Company or Employee state above.
2. In the sector of your claim, change "sent": true to "sent": false. Change nothing else.
3. Click Update.

Test the EPS before submitting #

1. In Pay runs, click Redo on the pay run.
2. When the reports are ready, look at the Summary of the EPS again. Submit to HMRC is now true.

When you approve the pay run, the approval sends the EPS to HMRC.

Enter an Apprenticeship Levy value #

Use these steps when your company moves to paiyroll® during the tax year. If your first pay run in paiyroll® is the first pay run of the tax year, leave the figures at 0.

You need two figures from your previous payroll:

• the levy that you paid, and
• the levy allowance that you used.

The levy is 0.5% of the pay bill, less the allowance. paiyroll® keeps the pay bill, so work it out from your two figures:

pay bill = (levy + allowance) × 200

For example, the levy is 500, and the allowance for six months is 7,500. The pay bill is (500 + 7,500) × 200 = 1,600,000.

1. Find GB RTI EPS.apprenticeship_levy_ytd in the company state, as in Find the Company or Employee state above.
2. Type the levy of the tax year to date, for example 500.
3. Find GB RTI EPS.apprenticeship_levy_pay_bill_ytd.
4. Type the pay bill that you worked out, for example 1600000.
5. Click Update.

Enter both figures. The EPS charges each pay run the levy to date less the levy before it. With no levy to date, the next pay run charges all of it again.

Do a pay run redo, and make sure that the EPS is correct. The Summary of the EPS shows the levy as Apprenticeship levy, YTD.

Enter a recovered SMP value #

Use these steps when your company moves to paiyroll® during the tax year. Use them if you recovered Statutory Maternity Pay (SMP) before the move. If your first pay run in paiyroll® is the first pay run of the tax year, leave the value at 0.

The value is in GB RTI EPS.recoverables, under "SMP".

1. Find GB RTI EPS.recoverables in the company state, as in Find the Company or Employee state above.
2. Under "SMP", in "recovered", change "value" to the SMP recovered in the tax year to date.
3. Click Update.

Do a pay run redo, and make sure that the Summary of the EPS is correct.