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User Guide

1. Company Pay Elements Select Pay Element Enter Details Enter Details Cont Pay Element Type Type Adjustment Amount kd Description Cleaning Allowance Quantity Special None Unit Identifier Pay Element Details Tas Mational Insurance Pension Global f Subtraction Benefit via Payroll Click the drop down in the Type field you have the following options 12 Adjustment Amount an addition or subtraction that affects the net pay does not affect build up to gross not usually subject to tax or NI and entered as a straightforward amount for example lottery deduction Adjustment Rate an addition or subtraction that affects the net pay does not affect build up to gross not usually subject to tax or NI and entered as a rate with a multiplier adjustment amount is more commonly used Payment Amount An addition or subtraction that affects gross and net pay affects build up to gross usually subject to tax and NI for example a monthly salary or bonus payment Payment Rate An addition or subtraction that affects gross and net pay affects build up to gross usually subject to tax and NI For example weekly wages or overtime paid as number of hours multiplied by a rate System Some built in elements are system elements for example pension contributions and advanced periods of holiday pay Ordinarily you will never create a system type pay element Ch
2. 33 Additional details tab click the Statutory Pay Holidays sub tab enter the surname forename and NINO in the Partner s details boxes SAP Ordinary Statutory Adoption Pay First ensure you are working in the employees button Employees on the main toolbar should be disabled click the employee then click the SAP button on the main toolbar click the Add button on the main toolbar the following screen is presented SAP Details Current S4P Details Detail Entry SAP Entry Section Matching Date L H I Tick here if Claiming SAP P Placement D ate Return Date i a E a Start Date za SAP Pay Details Average Pay eT Enter the matching data and click the Claim SAP button enter the placement date and choose the number of weeks leave Click the Save button on the main toolbar and the SAP record is created Detail Enitry Clock Number Employee ID Department Payment Period HOOPEROOO Stat Monthly Date Due Rate Month Amount Duel Paid Tax Year 20 11 2011 Higher B 126 73 No 2011 0612 2011 Higher 9 120 73 No 2011 Next time you calculate pay the SAP payment due will be added automatically to the employee s pay record You must however manually remove any standard pay you do not wish the employee to receive see later section Calculating Pay 34 ASPP Additional Statutory Paternity Pay Adoption First ensure you are working in the employees button Employees on the ma
3. Final FPS of the Tax Year or Scheme has Ceased Under RTI you are not required to submit P14s instead you send a final FPS You can make as many final FPSs as you like up to the 19 of April in the following tax year after that any changes must be made by submitting an Earlier Years Update EYU If this is the final FPS of the tax year tick the final submission box in the FPS submission wizard There are some additional declarations that must be submitted with the final FPS click FPS Questions and tick the appropriate response to each question The final FPS is submitted in the same way as a regular FPS click next to begin validation and click Submit to send 49 If the FPS is final because the PAYE scheme has ceased tick the final FPS box and tick the scheme ceased box too You will need to answer the FPS questions as described above Submit the FPS as described above Reports Previewing and Printing General Reports In addition to the period pay reports there are several other report options Click Employees on the main toolbar click the Reports menu options are Employee Company Details Banks P45 Pensions P46 Employee lists and labels Payment History Cost of payroll can straddle tax years Pension Computer Audit Team report GPRF Sickness Directors NI where applicable Others Year End Previous period year reports and P11 payslips P60 YTD information P35 To print a report go to Reports and
4. you want to back up the company you are in Backup company i f k e Are you sure you want to Backup the company Demo Company Yes No You will then be asked where you would like to save your back up and rename the file if you want to Restoring data To restore data go into the company you wish to restore and go to File gt Restore Company this will then ask if you are sure you want to restore for the company you are in 60 2 Are you sure you want to Restore the company Demo Company ce SC If you select yes this will bring up a screen to select where your back up is stored Further Help amp Guidance For further help and guidance you can press F1 within the software to launch the help file or speak to a support executive on 0845 456 3103 61
5. Jar JE m X nj Pp l cams oe Company Details References Tax office details Employee Defaults Weekly Payslip Layout Monthly Payslip Laser Security Lunar 4 Weekly Fortnightly Do Not Use 50 Annually Cash Rounding Please select the pay day Friday v Rounding To If you select a Monday Tuesday the first Quarter on the P32 will have an extra week Selecting Tuesday will also create a week 53 Date Company ceased E ST l Cash Rounding will be disabled if net to gross is used Perform online notice check DPS when loading the Company Tick if you are eligible for Small Employers Relief Tick here to claim the Employment Allowance IW Tick here to confirm Auto enrolment AE Staging Date 01 11 2014 as If you plan to pay employees by BACS click the spy glass by the Bank field and follow the instructions on screen to add your company bank details Once you have finished with the wizard click the drop down and select the bank sort code Choose a payslip layout from the payslip dropdown box Apply any cash options only applicable if you pay by cash Setting up pay frequencies and selecting the first pay period After creating your company you must decide on how frequently employees will be paid and what will be the next pay processing period Select pay frequencies tick all of the pay frequencies required in this payroll You can run any combination of weekly monthly fortnightl
6. 15 FO RTE Fortnightly Lunar Monthly Weekly EZ Edit the descriptions by clicking in the Description field and overtyping the present description To add a new template name click Add in the Code field enter a code the system identifies the template by the code not the description enter a description and click Save and Close To add pay elements to the template click the Company menu then Pay Elements then Template the following screen is presented Pay Element Monthhy Monthly Monthhy Overtime 1 Monthly Basic Monthly Weekly Bonus Weekly Overtime 2 Weekly Overtime 1 Weekly Basic Weekly G aa To add an element click Add the cursor moves to the Template column and a new line is created Click the drop down in the Template field and select the template name you wish to add to press the tab key and click the drop down in the Pay Element field select the pay 16 element to add click Save to save changes To add more elements click Add again and continue as above Setting up Pensions You can create three types of pension Individual Create and apply a flat rate contribution This is achieved by applying two pay elements one for the employee contribution and one for the employer contribution to the employee pay details A flat rate per pay period is deducted from the employee and optionally a contribution from the employer note that the employers contribution does not app
7. Element Type t Ouarntity ul nits Fate Amount jie E Basic Monthly Payment Amount 0 00 0 00 1 250 00 41 Click on the pay element and amend either the quantity and rate or the amount fields To add a pay element for this pay period click the Add button on the main toolbar the cursor moves to the Pay Type field click the drop down and select the pay element click the Re calculate button on the main toolbar to refresh the pay calculation Pay Details Employee Information Clock Number Employee ID Department Payment Method HOOPEROON Staff BACS Period Pay Elements Pay Type Element Type Ee Quantity Armour ge Payment Amount 0 00 1250 00 O 00 0 00 Accrue Holiday Pay Advance Periods AVC Payment Average Holiday Pa Advancing Pay Periods If you have a weekly payroll you may need from time to time to advance the payroll when paying holiday pay For example an employee takes 2 weeks holiday so is paid three weeks pay made up of one week pay 2 weeks holiday pay You would advance the payroll 2 weeks to take advantage of 2 weeks free pay To advance the payroll add the Advance Period pay element to the employee s periodic pay details Amend the Quantity field according to the number of periods to advance click the Re calculate button on the main toolbar The employee is then removed from the payroll until the number of advanced periods has passed Suspending Employees from a Pay Period From ti
8. a ai 56 RECEIVING HMRC NOLICES Via DPS tunisia ciendewestiest eanieneaet aandeaaee eat ieetas 57 Payrol Year EMG nrerin aen ae aa a a a aaneen 57 Processing and Submitting an Earlier Years Update EYU sssssss222 58 Processing and Submitting an EYU for a Missing Pay Period ssssssssssnnnsnrnnsrrnns 58 Processing and Submitting an EYU to Correct Submitted Pay Details 005 60 Backing UP Daldan ae E E sta ea cae tasers ata esemneenestanstnrs 60 PRO SEOF VG Ga Ge arare na Aa nc a A nae oa ta aa Bee aac des a 60 Introduction Navigating Payroll Drop Down Menus Click File here you will find open company close company change password back up restore repair company delete company register printer setup a list of previously opened companies and exit Click Payroll you will find options for processing date import reports payslips payments export data period and end of year Click Setup you will find banks parameters BACS BITS import specification user and configure system Click Company you will find setup pay elements pension details bank details make BACS payment to Revenue HMRC credentials P45 46 online filing P35 extra information P35 checklist change name in list Transfer Company and notes Click Reports you will find employee company year end others and custom Click Help you will find contents internet latest changes calculator licence agreement and about Key
9. below are screen shots of which reports you can run off in each section Employee section Help Employee gt Details Company gt Cost of payroll j Year End gt P45 PrePrinted gt Others P45 Part 1 a P45 Part 3 P46 Payment History Pension Sickness Directors NI 50 Company section Employee gt upisPP gi sapispp EET Reports Company gt YTO Year End gt Cost of payroll Others b Banks Custom s Employee List Employee Labels Employee Report All Employees Pensions Sickness P32 Year End section Other Section Employee Company Year End Others SAA a we NI Table Lookup Company Lookup System Pay Elements Previous Reports Employee section Details Generates an employee record detailing the employee s details and YTD figures P45 pre printed Shows the P45 ready to print onto HMRC stationary 51 P45 part 1 Shows the P45 on pre printed copy of the P45 P45 part 3 Show the P45 part 3 on pre printed copy Payment history Shows a report with details of payment history Pension Shows employee pension payments Sickness Shows a report detailing sickness history Directors NI This is only availably if the employee has been selected as a director Company section YTD Shows YTD figures for employees Cost of payroll Allows you to select a date range department range or employee can straddle
10. capture existing information and figures 8 Create new company Please enter the company name Create EJ Cancel NB This is the name that appears on the reports and payslips This will enable the take on of information for an existing payroll such at Employee IDs and TD information When creating employee records you will be given the option of capturing the previous employee ID clock number You must capture the original ID where you have assigned new IDs the system will then flag the new clock number as a change of employee ID thus avoiding the undesirable effect of HMRC assuming an additional employment In the main employee details screen the following additional question appears when in take on mode Was the Payroll ID used for the last ATI submission the same as the clock no C Yes No C Did not have one Previous scheme Payroll ID 00455 If you have retained the same clock number as the original system including any clock number or branch prefix where applicable click Yes If you have assigned new clock numbers click No and enter the original ID If you haven t used payroll software previously and have never used any kind of employee ID click did not have one Terminology may differ between systems but regardless of this you must not mistake the clock ID for any other kind of reference The clock ID in Keytime Payroll is submitted to HMRC as a means of identifying the employment it i
11. employee record this is done by taking the year to date figures from the latest FPS this is the latest pay period not necessarily the FPS with the latest submission date These figures are displayed in the Submitted Figures column Alongside is an Adjustment column which will contain any pay processed since the latest submitted year to date figures Important Note It is important to note that there is no pay period associated with the EYU its purpose is to adjust the year to date values that have already been submitted to HMRC If you submit multiple EYUs for the same employee HMRC will treat each as an individual adjustment so each EYU submitted will add to the last For example You submitted an FPS containing incorrect NI deductions for employee A the deduction was 250 You submit an EYU for employee A adjusting the NI by 30 you later discover that you should have adjusted the NI by 40 rather than 30 the adjustment to NI in the second EYU is 10 making the total adjustment 40 Processing and Submitting an EYU for a Missing Pay Period e Open Payroll 2014 15 e If you have pay to process do this now and close the pay period s It isn t necessary to process all pay periods to the end of the year if the scheme ceased part way through the year only that you process and close the last period where anyone was paid e Open the employee record to be corrected in the employee library and click the EYU button on the emp
12. proceed as follows e Open the employee record in the employee library e Inthe employee details tab change the leaving code next to the leaving date to payment after leaving e Inthe Financial Details tab change the employee s tax code to OT and the tax basis to month week 1 e Click Calculate and the employee will appear in the pay period e National Insurance unless it s a redundancy payment and any student loan repayments should be calculated and deducted as normal e Your next FPS will report the employee using the employee s original date of leaving and send the payment after leaving indicator e You must not give the employee another P45 Re employing a Leaver If an employee leaves but is subsequently re employed you must not reuse their old employment record Instead you must create a new record with a new clock number and take them on again as if they were a new starter Calculating Pay Before you run the pay calculations it is recommended that you first attend to any changes in static information that is Create any new employees that are to be paid in this period Flag any leavers that had their final payslip in the last pay period 39 Attend to any coding notices Create SSP SMP SAP SPP records for any employees due a payment in this period Attend to any changes in basic pay e g pay rises rate rises Click the Calculate button on the main toolbar select the pay frequency to calculate e g weekly or m
13. schemes in operation you get only relevant employees in the pension output file Select the pension scheme type percentage global or individual as described above 5 If the pension is a contracted out scheme and you have employees with NI categories of either DE LN or O you must include the SCON reference Enter the SCON reference 6 Where the pension is percentage based enter the percentage contribution for employee and employer if tax relief is based on relief at source RAS tick claiming relief at source Note that the total employee contribution will then be automatically adjusted to cater for the tax relief For example if the total contribution is 1 including the tax relief payroll will calculate the employee s contribution as 0 8 You would enter 1 and not 0 8 in these circumstances 7 Ifthe pension scheme qualifies for auto enrolment tick the qualifying pension box Depending on the pension provider selected the scheme code field as in the screenshot above may carry a different name Enter any scheme code or worker group 9 Click Save to save your changes Setting Up Users and Passwords Where more than one person has access to the payroll or other people could potentially access the payroll it is wise to create user names and apply passwords This applies to the application rather than the general underlying database which is password protected to prevent unauthorised access To create users and passwords proceed a
14. the New Password field and type it again in the Confirmation field Notice that when you first create a company payroll you will log in as Supervisor and there is no password Supervisor user is created with every payroll and the rights for this user cannot be edited or removed you can however apply a password and we would recommend doing this proceed as follows Log into the payroll as Supervisor see previous click the File menu select Change Password proceed as above click Save and Close Next time you log in you will be prompted for a password Creating Employees It is very important to ensure you have the correct details for each employee enter names in full don t use initials or shortened names unless you have no other information You 19 must also enter a correct address including postcode where appropriate if you do not have an employee s national insurance number NINO Incorrect employee information in particular where there is no NINO means that HMRC may not be able to identify the employee this in turn could affect any benefit claims they may make You create employees by clicking the Add button on the main toolbar in the Employee Library The following screen is presented a a Pay ements Attachments an Personal Details Please verify your employee s information from an official source such as birth certificate passport driving licence or offical documents from HMRC or the DWP Sumame
15. this enter the net pay in the Net Amount box 12 Click the Year to Date Totals sub tab 22 e Ifthe employee is a new starter part way through the tax year in an existing payroll enter P45 details in P45 Taxable pay and P45 Tax paid e If you are taking on a payroll part way through the tax year you will need to enter year to date totals for all employees see later section Take on a payroll mid year 13 Click the Additional Details tab then Banking Working week sub tab If you are paying your employees by BACS you will need their bank details in order to submit the payment file to your bank Select the account type enter the account name and number Payroll identifies banks by a sort code and holds them in a central bank details file this means that if you have several employees who bank with the same bank you only need to set up the bank once and then apply the sort code to the relevant employees To set up banks click the Zoom icon to the right of the Sort Code field click Next click Add Bank and click Next Enter the sort code bank name and address and any other details click Finish you can now click the drop down in the sort code field and select the bank sort code 14 Capture the employee s passport number as part of your checks on their entitlement to work in the UK 15 Tick click the days the employee normally works 16 In number of normal hours worked select the number of hours the employee is usua
16. unable to apply SPP First ensure you are working in the 31 employee library Employees on the main toolbar should be disabled select the employee on the tree then click the SMP SPP button on the main toolbar Select Standard Paternity Pay click OK and click Add the following screen is presented Curent SPP Details SPP Entry Section Expected Week of Confinement Qualifying Week Co BEI Co E SPP Dates Start Date Number of weeks 1 Enter the expected week of confinement the qualifying week is automatically calculated from this date Enter the start date and choose the number of weeks the employee is to be on leave Enter the date of birth and weekly average pay if necessary Click save and the SPP record is created Clock Number Employee ID Department Payment Period No Departments gt Weekly Week Date Due Rate Month Amount Due Paid Tax Year 27 01 2013 Higher 10 136 78 No 2013 03 02 2013 Higher 11 136 78 No 2013 Next time you calculate pay the SPP payment due will be added automatically to the employee s pay record You must however manually remove any standard pay you do not wish the employee to receive see later section Calculating Pay ASPP Additional Statutory Paternity Pay 32 Note that the employee must be male to qualify for APP check the Male Female flag in the employee details if you re unable to apply APP First ensure you are working in the employee library Em
17. you must end the current one Before you do this it is essential that you have a backup of the payroll data see section Backing up Data if you do not have a backup and you end the payroll prematurely you cannot reverse the operation you must restore a backup If you pay employees by BACS you must generate the BACS payment file prior to ending the pay period Click the Period button on the main toolbar and select End Period Change Period Festart Period End Period 53 Employer Payment Submission EPS Under RTI employers are required to submit an FPS on or before the date employees are paid The FPS contains information on employees pay and deductions and details of starters and leavers Whilst the FPS gives HMRC details on pay and deductions it doesn t give any information on the payments the employer makes to HMRC on a monthly or quarterly basis It may be that whatever you have deducted from employees pay is being paid over to HMRC but there are times where the two figures will not agree An EPS then becomes necessary to reconcile the two You would also send an EPS to inform HMRC that no payments have been made in a tax month therefore there is nothing to pay over You generate and submit an EPS from the Submit button on the main toolbar in the employee library ia 6 SMP SPP at SAPISPP E Reports e Submit amp Hep Click Submit select employer payment submission the following screen is pre
18. E er Analysis Payroll Elements Tax and MI Report 45 Analysis Employees Payroll Elements d Nominal Tax and NI Report Payment Pensions Build up to Gross Build up to Met All Sorted by Department Summary by Department Period P11 Gross to Net Send to file x To ed i Payroll Details Analysis Payroll Elements Current Period Weekly Cumulative Payroll Cumulative If you select Payslips you will be presented with a screen where you can select the employees you would like to re print the payslips for Hooper Dave Martin John Shaw Mary If you go to Reports gt Others gt Previous Reports gt Cumulative Selection weekly 46 Help Employee Company Year End Others Users Banks NI Table Lookup Company Lookup Systern Pay Elements Previous Reports Period Selection Custom Use the drop down menu to select which period you want to run a report for this then produces an employer s payment record Making BACS Payments Keytime Payroll generates a BACS file in Standard 18 format this is suitable for use with all RTI compliant BACS payment software Before you can generate a BACS file your employees must be flagged for payment by BACS you can select BACS as payment method by opening the employee record and selecting BACS in the payment method box You must also enter your BAC
19. Enter the expected week of confinement the qualifying week is automatically calculated from that date Enter the start date the return date is then automatically calculated If there is no average pay for this employee you will be prompted to enter it manually Click Save and the SMP detail is created Detail Entry Clock Number Employee ID Department Payment Period No Departments Weekly SMP Details Date Due Rate Amount Due Paid Tax Year Type 17 02 2013 Higher 450 00 No 24 02 2013 Higher 450 00 No 03 03 2013 Higher 450 00 No 10 03 2013 Higher 450 00 No 17 03 2013 Higher 450 00 No 24 03 2013 Higher 450 00 No 31 03 2013 Lower 135 45 No 07 04 2013 Lower 135 45 No 12 04 2014 Lower SEL A NO 19 04 2014 Lower 136 78 No 26 04 2014 Lower 136 78 No 03 05 2014 Lower 136 78 No 10 05 2014 Lower 136 78 No 17 05 2014 Lower 136 78 No 24 05 2014 Lower 136 78 No 31 05 2014 Lower 136 78 No 07 06 2014 Lower 136 78 No 14 06 2014 Lower 136 78 No 21 06 2014 Lower 136 78 No WWWNNNNN RF Fe Next time you calculate pay the SMP payment due will be added automatically to the employee s pay record You must however manually remove any standard pay you do not wish the employee to receive see later section Calculating Pay SPP Statutory Paternity Pay Note that the employee must be male to qualify for SPP check the Male Female flag in the employee details if you re
20. Parental Leave For Shared Parental Leave SPL to start the mother or adopter must do one of the following e end their maternity or adoption leave by returning to work e give you binding notice a decision that can t normally be changed of the date when they ll end their maternity or adoption leave e end maternity pay or Maternity Allowance if they re not entitled to maternity leave e g they re an agency worker or self employed The mother must give you notice at least 8 weeks to end her maternity pay Adopters must give you notice to end adoption pay SPL can start for the partner while the mother or adopter is still on maternity or adoption leave if she s given binding notice to end her leave or pay if she s not entitled to leave This is different to additional paternity pay and leave 36 The employee must give the employer written notice of their entitlement to SPL and ShPP including e their partner s name maternity leave start and end dates e the total amount of SPL and ShPP available and how much they and their partner intend to take e that they re sharing childcare responsibility with their partner It must also include a signed declaration from the partner stating their name address and National Insurance number that they satisfy the qualifying requirements for your employee to take SPL and ShPP and that they agree to your employee taking SPL and ShPP After receiving this notice the em
21. S service user number click the Company menu select Setup click the employee defaults tab enter the BACS service user number The BACS payment file contains a hash code HMRC will look to match this code as the BACS payments come through the BACS clearing system with hash code contained in your FPS submission If the hash code is present in your FPS submissions but you do not actually make payment by BACS the mismatch will be picked up by HMRC and it may trigger a compliance event It is strongly recommended therefore that you choose BACS as the payment method only when employees are actually paid using this method If you aren t 47 sure check that you have a BACS service user number if not then the payment method is not BACS To generate a BACS file in the pay period Calculate click the Payments button and select BACS When making payment to employees by BACS it is essential that you generate the BACS payment file prior to ending the pay period you cannot generate it once the period is closed If you attempt to close the period without generating a BACS payment file you will receive the message that employees are not in the status of FPS ready please generate a BACS payment file Once the file has been generated you will be allowed to end the pay period Submitting the FPS and Applying Late Filing Reasons Under RTI you must make a full payment submission FPS on or before the date that you pay your employees Payrol
22. Title Tick if the address is foreign E M z Forename s Gender z Male Date of Birth Marital Status 31 01 1973 v8 Single Starting Date 01 01 2001 Leaving Date Leaving Code x _ es a None X Department Director Date of appointment Date Ceased Director Date of appointment Af rr SE No Departments p Payment Period Payment Method Monthly s Bank transfer Payments to this employee are made Every pay period C One off only C On an irregular basis 1 Enter the employee surname and forename s enter the date of birth and select title and gender Enter the employee address including postcode if the address is foreign tick the foreign box this changes the postcode field to country If the employee is seconded to the UK tick the Seconded box and click the button select the statements that apply 2 Employee ID is used as a code for employee identification with the payroll only You can sort employees by employee ID and the spreadsheet displays employees by the employee ID Tip it is recommended that the employee ID is as meaningful as possible for example use the employee surname or part of the surname plus initials making it as easy as possible to identify the employee from the ID 3 Clock No Employees can be sorted by clock number and some reports are sorted in clock number order The system automatically allocates the clock number but you may overtype the numb
23. User Guide Payroll Keytime 3 Contents ENUFOGUCHON riinas a a E A 4 NAVIGAUING PaVro esrara cia iKi KA AKAAERE ANAKNA 4 DOD WOW i MENUS wassen E E N E E E E 4 Ma TOOIDAE inina a aa a e e 4 Employee Navigation Tree sssssssssssssssssnesrnnssrnnessnnesnsnesnsnennssennenrenesrnnesnrnesnsrene 6 Sorting Grouping and Searching for Employees s ssssssssssrsrsnnsrrnrsrrnrsnrnrenrrrenrenne 7 Creating a New Company Payroll sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 8 SPIES CHENE aoaaa aaa aa a a 9 Setting up pay frequencies and selecting the first pay period s sesesssseserersrsrrererne 10 configuring tne Company PaAVlOllwaisicidintesetidwinvesdiaisiadileee A A 11 PAVE IENEN Earn r ea tasat ventions rand A TE 11 Adding a New Pay Elemen E crririeroines inn AET E 12 Pay Element Lemplale Sirari nan a a E Baad A a N a 15 SEUNG UP PERSONS arrira ra E N EE E aaah 17 Setting Up Users and PasswordS s ssssssssssssssssssnsssnnssrnnssnsnssnsnennsnennesennesrnnne 18 Creating EMPlOY COS rinna 19 Department anadene a nae E E EAA 21 CTS IDEGUGCUONS sroine aaa aa aaa aa a e 23 Specifying Basic Pay and Regular Deductions ssssss222222222 2 2 2 24 Working with Quantity Unit and AMOUNL ccc ccccccceeee cece eee e eee e eee eeeeeeeeeeeeeeeeennees 24 Pe Ce PENSION erinan EA ANERO ERNATEN 24 Attachment OE akMNO Sinisa a a aa a a Na 24 Taking ona Favro MA TAX Yoa esinai
24. and including the UEL Employer Contributions Total Employee and Employer Contributions Employee Contributions Enter the figures from the P11 or last full payment submission FPS or similar Select the NI category Enter standard earnings for NI in the Total Nlable amount box Enter the remaining figures from a P11 or similar Click Save and Close Other YTD figures can now be entered Enter the gross taxable pay in this employment in the Current Taxable pay box and the tax paid in this employment in the Current Tax paid box Enter the gross pay in this employment in the Gross Pay box the gross pay and gross taxable pay may be different Only enter P45 Taxable Pay and Tax Paid where the employee is a new starter in the current tax year and has given you a P45 Enter any other relevant take on totals in the Other Totals frame EPS Take on 2 The EPS employer payment submission submits year to date values for recoverable items of statutory pay and also informs HMRC that you are claiming the employment allowance When you take on a payroll part way through the tax year these items must be considered any items of recoverable statutory pay already submitted to HMRC must be recorded in an EPS take on If these items are disregarded the record at HMRC will be adjusted to reflect the year to date values you submit To take on statutory pay recoverable to date proceed as follows 1 Click Submit on the main toolbar select employ
25. ase you would leave the Pension option unticked on the overtime element If the element is an Addition click Addition if it is a Subtraction click Subtraction the default is addition Tick Benefit via payroll if the element is a payrolled benefit in kind Click Enter Details Cont Tab the following screen is presented Select Pay Element Enter Details Enter Details Cont Base Element Base Factor 1 General Ledger Interface General Ledger General Ledger Sub Main Account Account Cost Centre pest Cret Split Departments D The Overtime frame applies only to pay elements that are payment rates and they are based upon another pay element for example overtime paid as time and a half the overtime rate is based upon the standard rate Click the drop down in the Base Element field and select the element that the calculation is to be based on for example Basic Weekly 14 In the Base Factor field enter the percentage to multiply the base element by for example 1 5 to arrive at time and a half standard rate plus 50 As this pay element is applied to individual employees payroll will automatically calculate the overtime rate as you enter the basic rate The user in this case would enter 1 5 indicating time and a half in the Base element field eee en a Company Pay Elernents z Select Pay Element Enter Details Enter Details Cont Base Element Base Factor sewen X General Le
26. ax payer reference the UTR is used when filing tax returns and acts as an additional means of identifying the employer when used in payroll submissions to HMRC It isn t mandatory if you do not know the reference or you don t want to use it leave it blank Split Schemes A split scheme means you have a single scheme reference but not all employees are contained in a single payroll For example you may have one scheme reference but operate separate payrolls for monthly and weekly paid staff or you may operate branches and have a separate payroll per branch A major consideration for a split scheme is the employee clock number An overarching rule for RTI is that employee IDs must be unique and that applies across the whole scheme You must take great care therefore to ensure clock IDs across different payrolls do not overlap One way to overcome the problem is to use a clock ID prefix this is useful particularly if you have split the payroll into branches The clock prefix is added to the individual s clock number thereby keeping the original ID and making it unique The split scheme indicator can be found in the Company Setup menu option in the References Tax office details tab Tick the split scheme box and enter the alignment part number and total number of parts you will be submitting If you want to prefix the clock number enter the prefix in the box Click the Payroll Defaults tab the following screen is presented
27. de for the new pay element the system identifies the element by its code not its description The code can be alphanumeric and up to 4 characters long The Unit Identifier field is used in conjunction with the quantity and rate amount fields For example if you are creating an overtime element you would select the element type as 13 payment rate the quantity field would be blank or 0 as each employee could work a different number of overtime hours and the unit identifier would be Hours as you are multiplying a payment rate by a number of hours The Rate Amount field can be left blank if you have employees that are paid different rates amounts If you have a banding system or all most of your employees are paid the same rate amount enter the rate of pay in this field In the Pay Element Details frame click the Tax and NI options if this element is subject to tax and NI click Pension if this element is a payment amount or rate and it affects a pension contribution you can apply a percentage to a pension scheme and the payroll will automatically calculate the percentage based on the elements you specify contribute to pension For example the element may be an overtime element and you contribute to the employees pension based on the number of standard hours worked if you specify that the overtime element is pensionable then the payroll will automatically calculate the percentage contribution as standard hours plus overtime in this c
28. dger Interface General Ledger General Ledger Sub Main Account Account Cost Centre Debt Credt Split Departments T Pay Element Templates Pay element templates group pay elements together and their use is two fold 1 Apply a group of pay elements to a group of employees When creating employees rather than adding each pay element individually to the employee s details you can paste a group of elements from a template This saves time and ensures that each employee has the required pay elements Note that where a pay element is not used in a particular pay period the pay element is masked from the pay slip For example you may have a large number of shop floor staff and fairly complex set of overtime and bonus elements you can add these elements to a template and as you create each employee you paste the elements from the template If in any period you do not use all of these elements the employees will not see any reference to them on their pay slips 2 Templates are also used as the basis for batch data entry when calculating pay Elements in the template are presented in spreadsheet form to enable the rapid capture of variable pay data Payroll installs with four templates these are Monthly Fortnightly Lunar and Weekly you can edit these descriptions or add other templates Proceed as follows Click the Setup menu then Parameters then System Codes then Templates the following screen is presented
29. duction are to apply you can specify which attachment takes priority e The Deduction field will behave differently according to the type of attachment you have selected if the deduction is a percentage type based on earnings such as a DEA then the system will automatically calculate the deduction for you otherwise enter the amount to be deducted each period e inthe Protected Amount field enter the amount of net pay which is protected this means that if the employees net pay falls below this amount the attachment will not be taken it will be carried over until there is sufficient pay e Enter the total amount to be taken if known in the Total field e The Paid Amount and Paid flag are controlled by the payroll e Carried over displays any deferred deductions where there hasn t been sufficient salary to allow the deduction where there is a protected amount Taking on a Payroll Mid Tax Year If this is the first time you have used Keytime Payroll and you are taking on an existing PAYE scheme part way through a tax year you will need to take on tax and NI and various other figures in order for the figures on the P60 and the EPS submission at the end of the year to be correct You create a new payroll company by clicking New Company in the company list Enter the company name and tick the Existing payroll scheme box Ticking this box puts the payroll in 25 take on mode meaning additional options are available to enable you to
30. e IDs and YTD information The Company Details screen is presented rs Company Details sz References Tax office details Employee Defaults Company Name Acme Trading Ltd Contact Information Title Forename m Telephone Ext No 0161 123 4567 2 Fax Number fo Email Address tom acmetrading com Enter the company details any fields marked with a red asterisk are mandatory Click the References Tax office details tab the following screen is presented ee x w Company Details Payroll Defaults Employee Defaults Codes References ECON Ref MV Tick here if a split scheme Part No Total Parts A ts Office Refer T i H ant i This can be found on your P30BC Payment booklet or P30B Paying electronically Clock Prefix Fay Tax District No PAYE Scheme Reference What reference to enter in Other Reference f If you are a sole proprietor or partnership choose SA UTR and enter the Other Reference choose either Company Tax Reference or UTR Self A nt UTR SA UTR op O If you are a limited company choose Company Tax reference and enter the relevant reference Tax Office Details for your reference only ie Postcode Telephone Enter the accounts office reference this can be found on your P30BC payment booklet or P30B Enter the tax district number and PAYE scheme reference You have the option of adding your company tax payer UTR unique t
31. e displayed in the submitted figures column The Adjustment column in both tabs is the difference between the latest year to date figures submitted and pay processed since It is the figures in the Adjustment column that will be submitted on the EYU Click Save then click Submit to send the EYU for the employee 59 e The EYU is processed and submitted on a person by person basis repeat the process for any remaining employees whose pay details require updating with HMRC for the previous year Processing and Submitting an EYU to Correct Submitted Pay Details e Ensure the last pay period processed has been closed and open the EYU as described above e Where all pay periods processed have been closed and FPSs have been submitted the Adjustment column in both the Ni and Tax tabs will be populated with zeros Enter the amount you are adjusting by in the appropriate adjustment field s The EYU sends figures that the year to date values at HMRC need to be adjusted by not the new year to date values once the adjustment has been processed e Click Next to move between the tabs click Save to save the adjustments e Click Submit to send the EYU for the employee e The EYU is processed and submitted on a person by person basis repeat the process for any remaining employees whose pay details require updating with HMRC for the previous year Backing up Data To back up client data go to File gt Back up company you will then be prompted to confirm
32. e for the recalculate to work Payments Makes payments to employees using any combination of methods Sorting Grouping and Searching for Employees You can sort and group employees in the navigation tree in a number of ways Click the drop down in the sort field at the top of the navigation tree You can group employees by department payment type employment ID status clock no period or surname Choose a sort order from the drop down menu and click the green arrow to the right of the field to refresh the tree You can also order the list in ascending or descending order by clicking the AZ and ZA buttons To search for an employee type the employee name or part thereof into the search field which can be found directly below the sort order drop down menu click the search button to the right of the field Employment ID z EA aa iw Creating a New Company Payroll Open the payroll and when presented with the company list screen click New Company enter the company name as it will appear on reports and payslips If this is an existing scheme tick the existing payroll scheme box this adds additional take on functionality including previous employee IDs click Create Please enter the company name Ea Create PO Cancel HB This i the name that appears on the reports and payslips Tick here if this is an existing Payroll Scheme This will enable the take on of information for an existing payroll such as Employe
33. ear on the pay slip Global Works in the same way as the individual scheme except you apply the same flat rate contribution to all employees in the scheme Percentage Based on a percentage of the employees pay and optionally an employer percentage contribution The percentage based scheme works in conjunction with pensionable pay elements see Creating Pay Elements for more details All pension contributions are reported in the period pay details and also the company pension report Contributions are split between employee and employer To set up a pension scheme proceed as follows 1 Click the Company menu select Pension Details click the Add button in the Pension Details window The following screen is presented 2 O Pt Details Name Provider Is the pension taxable Is the pension Niable Type of Pension Scheme z Percentage Global O No C No Individual Pension Dates StakeHolder Employee Due Date Employer Due Date ETa iy a ca Percentage Pension Details Percentage Percentage Limit Lint Enter 10 as 10 gaimnarelel at fy Enter 10 as 10 I Tick here if this pension is a qualifying pension for auto enrolment Scheme Code E Tick to use this pension as the default auto enrolment pension 2 Enter the scheme name 17 3 If the scheme is an auto enrolment scheme choose the pension company from the provider list Selecting the provider ensures that where there are multiple pension
34. ect the template the following screen appears 40 Employee ID Clock No Basic Monthhy Overtime 1 Overtime 2 acim on w mri 1250 00 U OU Here you see the employee ID and clock number for reference and using the tab key you can move through rows and columns entering the variable information In the above example we have pay elements that require monetary values basic monthly and elements that require a number or hours overtime Once you have finished capturing variable data you need to re run the pay calculation select all employees in the navigation tree by ticking the box by the company name rather than ticking every employee click the Re calculate button on the main toolbar If you have a large payroll use the sort order to sort employees by status you can then see employees that are uncalculated separately from those that are calculated Click the group heading Uncalculated to select all the employees in that group and click the Re calculate button on the main toolbar Working with Periodic Pay There may be times when it is necessary to add or amend a pay element for one pay period only for example when paying holiday pay You can also use periodic pay to capture variable data instead of the spreadsheet Click the employee in the navigation tree the following screen is displayed Employee Information Clock Nurmber Employee ID Department Payment Method HOOPEROOO Star BACS Period Pay Elements Pay Type
35. el scsisss iiss cecasaae inne teak vena tect eaaned a anand eaten tact ANA 40 oo 8 s 16110 ol Se ne ee ero et re errr errs Cr rT rrr rrr tre 40 Working With PEHlOGIC Pay 4202 nsec ices eesessamaeee ors aadaantoariaareeaee nied eau ta ere ewan sesnanee sores 41 Advancing Pay PEROGS snccancsreeavedesoraredaanuand A ia theateeet coaadatanamdsanoeeadeeers 42 Suspending Employees from a Pay PeriOd ccccccccccsceceeseeeneneeeeeeeessseeeeguennaannees 42 Printing and Previewing Reports and PaySIiPS ccccccccceecceeeeeeeeeeee eee eeeeeeeeeeeaaaaaaes 43 MaKMOBACS Pay MeN Sariren sea ctitarsenus E AEE abs tocstuvacees tata AA 47 Submitting the FPS and Applying Late Filing ReaSonS ssssssssssnsrssrnnsrrnnsrrnrsrrnnns 48 Final FPS of the Tax Year or Scheme has Ceased sssssssssssnssnsnrsnsrennssrnnesenne 49 REDOFUS aeae a a a a ener 50 Previewing and Printing General Reports sssssssssssssssrensusnnssnenrsnsnssnsnennssrnnenrnns 50 Ending the Pay PEerlod weiereccisiivecssstaventrtneveunpinecestiseeweranteersauierraseneewrewietexrmunees 53 Employer Payment Submission EPS cccccceee eee e eee eens eee eeeeeee eee e eee e eee eeeeeeaaaaanes 54 Submitting an EPS for a Split SCNEME cccccecceeee seen neeeeeeeeeeesseeeessennnneneeeeeeenegs 56 Switching Pay Frequencles Acces cs icis esa beadeseaeseu aes busdeeedan genres Madanienaaneen becaeereeudaaeens 56 Restarting a Pay PSO isd avcdsedcens sind wesadndaaieate A
36. er if necessary it must be unique 20 Changing Clock Numbers Important Information RTI submissions contain the clock number and will be used by HMRC to identify an employment on the employee record For example you may have an employee who appears twice on your payroll they will have 2 clock numbers which will be submitted to HMRC In turn HMRC will use these numbers to indicate 2 employments for that employee If you change the clock number at any time the system will automatically flag the number as being amended and transmit this to HMRC as you make RTI submissions This prevents HMRC from interpreting the change of clock number as a third employment When taking on a new payroll it is very important to bear the clock number in mind If employees have been submitted to HMRC previously in another payroll system HMRC will already know those employees with different IDs When starting a new payroll you will be prompted to confirm whether the scheme is an existing one if it is you will see an additional field and set of options in the employee records to enable you to handle the switch in payroll ID If you submit new IDs clock number without indicating the ID has changed HMRC will create duplicate employments for each employee affected 4 Enter the employment start date Department You can add departments and then sort and report on employees by department If you plan to automatically transfer the payroll journal to Pastel Part
37. er payment submission Click Submit click Next 3 Click the option to adjust EPS take on figures Value of SMP recovered Value of NIC compensation on SMP r Tick here if no employees were paid in the last tax a month Value of SPP recovered Value of NIC compensation on SPP Future Inactivity Value of SAP recovered Value NIC compensation on SAP 0 00 If there will be no payments for future complete tax oo month s enter the start and end dates here Value of SHPP recovered Value NIC compensation on ShPP Start O Value of CIS Deductions Suffered 7 Employment Allowance Current Status Not claiming the alowance I Tick here to daim the allowan r Tick here f to indude the company bank details in the submission Click here to adjust EPS Take on Figures Save Please enter the YTD values that were last submitted to HMRC Value of SMP recovered Value of NIC compensation on SMP Value of NIC compensation on SPP d eaaa you are daiming the Employment Allowance Employment Allowance Used r Tick here if you daimed the allowance fo for the whole year 28 5 If you have claimed the employment allowance tick the box indicating you have lodged the claim with HMRC 6 If you have claimed the employment allowance and you started the claim at the beginning of the tax year i e from week or month 1 tick the box indicating you claimed for the whole year Once you tick this box the total employment allowance used box is disabled thi
38. hey have already had three waiting days deducted from SSP they are already being paid you must cancel the three waiting days that the system will assume when you create the SSP record To do this click the no break in absence box Once you save the details the SSP record is created the screen looks like this Detail E rtr Employee Information Clock Number Employee ID Department Payment Period HOOPEROON Staff Monthly ee n Waiting Hon Date From Lost Days Qualify ual Days Pavable Status fi T 2114 24 Initialized 01411 2011 11471122011 114 Next time you calculate pay the SSP payment due will be added automatically to the employee s pay record You must however manually adjust any standard pay the employee would normally have received had the hours in that pay period been worked see later section Calculating Pay SMP Statutory Maternity Pay First ensure you are working in the employee library Employees on the main toolbar should be disabled click the employee then click the SMP SPP button on the main toolbar Note that the employee must be female to qualify for SMP check the Male Female flag in the employee details if you unable to apply SMP Click the Add button on the main toolbar the following screen is presented 30 Bement SMP Been Detail Entry Expected Week of Confinement ualifying Week C e L e SMP Dates Start Date Return Date SMP Pay Details Average Pay eS
39. igit code HMRC will marry the two transactions together if they do not match or the payment code is missing the transaction may attract the attention of their compliance team 8 You need to specify whether the employee will be paid every pay period or on an irregular basis If an employee is not paid every pay period if they are a casual for example you need to tick the option on an irregular basis in the payment to this employee are made frame If you tick the option every pay period and you do not make regular payments to the employee after a certain length of time HMRC will assume that the employee has left your employment Set employees who are on long term sick leave or extended maternity or adoption leave to on an irregular basis 9 Click the Financial Details tab in the Financial Definition sub tab enter the employee s NI number NINO and select the NI table If you don t have the NINO you may leave the field blank but you must enter the employee s full address and postcode Enter the tax code and select the tax basis cumulative or week 1 month 1 10 Select any pension scheme this employee is subscribing to see earlier section on setting up pension schemes If you have been notified of a student loan and are required to make deductions tick the Student loan box the system will automatically calculate and deduct the correct loan amount 11 You can make net to gross pay calculations to do
40. in toolbar should be disabled click the employee then click the SAP button on the main toolbar click the Add button on the main toolbar click additional paternity pay click OK click Add the following screen is presented Current SAP Details Start Date End Date zn Re ss T_T APP Entry Section Child Matched Child Placed Partners SAP Start date Partners Return to work date Partners SAP end date JE APP Pay Details Average Pay Enter the dates the adoption pay is to start and finish Enter the remaining detail and if necessary the employee s average pay the payroll will calculate average pay where there is sufficient pay history Click Save and the adoption pay is added Important Note Additional paternity pay is not available for placements on or after 5 April 2015 shared parental leave and pay may be available instead see below Shared Parental Leave and Pay Background Employees may be entitled to Shared Parental Leave SPL and Statutory Shared Parental Pay ShPP if their baby is due on or after 5 April 2015 or they adopt a child on or after 5 April 2015 Until 4 April 2015 fathers may get Additional Paternity Leave and Pay instead Employees can start SPL if they re eligible and they or their partner end their maternity or adoption leave or pay early The remaining leave will be available as SPL The remaining pay may be available as ShPP Employees can take SPL in up to 3 separate blocks They ca
41. l will automatically generate an FPS as you end a pay period you can also generate the FPS whilst working in the open pay period This caters for user s preference about when they choose to close a pay period If you leave the pay period open in case of amendments only closing the pay period when the next one is due you can generate and submit the FPS as and when required from within the calculate pay screen If you close the payroll as soon as you have processed it you can generate and submit either from within the calculate pay screen or you can let the payroll automatically generate it as you close the pay period the FPS will then be available for submission in the main employee screen There is no restriction on the number of FPSs you submit in a pay period but it is important to remember that the requirement to file them with HMRC is on or before the date that you pay employees From April 2014 FPSs filed after the payment date contained within them require a late filing reason If you file after the payment date and you don t apply a late filing reason HMRC will send you a late filing notice From October 2014 they will also issue a late filing penalty We strongly advise that you pay particular attention to the payment date when calculating pay when correcting pay that has already been included in an FPS and that you ensure the FPS is submitted on or before this date to avoid penalties To generate and submit an FPS from within the
42. lly expected to work If the employee is off sick or on maternity leave select the number of hours they would normally work 17 Click the Pay Elements tab You can add pay elements to the employee record by pasting them from a pay elements template see earlier section click the Template button on the main toolbar and select the template Alternatively you can add individual pay elements to do this click the Add button on the main toolbar click the drop down in the Pay Type field and choose the pay element CIS Deductions To manage CIS deductions for sub contractors you can create a contractor as a normal employee but instead of entering NINO and tax code Leave NINO field blank Select NI table X Use code SC20 for 20 deduction in the Tax Code field Or use SC30 for 30 deduction in the Tax Code field Sub contractors setup using the above are excluded from RTI submissions 23 Specifying Basic Pay and Regular Deductions You apply basic regular pay details to the employee record such as basic weekly hours and hourly rate of pay or basic monthly pay Beyond that you add pay elements and amend variable data such as overtime hours when calculating pay Once you end a pay period all variable data captured in that period is cleared down ready for the next period Working with Quantity Unit and Amount To apply basic pay you need to work with the Quantity Units and Amount fields the Element Type field will determine which
43. loyee toolbar Personal Details Financial Detais Additional Details Pay Elements Attachments Employee Notes e Click Next e The EYU consists of two tabs one covering NI and the other tax 58 Please ensure the figures entered are the adjustments you want to submit NOT the final Year To Date figures If you do not want to change a value please make the adjustment box a zero Current A Submitted Figures Adjustment om cena D eee Reena Oe Scheme cance bac LIL _____ Tt anno u to nd cage Total Earnings above the LEL up to and including the Earnings Threshold 1b Earnings above the Eamings threshold up to and induding the UAP 1o Ean hve the UAP up to nd rg te ue a Toni ats Erbe Oy w Total Contributions Employee Was there an overpayment of employee s NICs and has a refund been paid to the employee o The latest year to date figures for NI are displayed per NI category in the submitted figures column Click Next to move to the tax codes and YTD figures tab Please ensure the figures entered are the adjustments you want to submit NOT the final Year To Date figures 1f you do not want to change a value please make the adjustment box a zero Tax Statutory Maternity Pay SMP Ordinary Statutory Paternity Pay OSPP Additional Statutory Paternity Pay ASPP Statutory Adoption Pay SAP The latest taxable pay tax paid statutory pay and student loan and pension contributions to date ar
44. me to time it may be necessary to suspend employees from a pay period for example seasonal or temporary workers who do not work every week To suspend an employee there must be no gross pay in the pay period where this happens you will see a Suspend button on the main toolbar when you click on an employee in the navigation tree 42 Pay Details Payslip Employee Information Clock Number Employee ID Department Payment Method status MORRA 000I Mo Departments Cash 20 Period Pay Elements Pay Type Element Type t Guaritity u nits Fate Arnourit Click the Suspend button you have two options Suspend this particular employee or suspend all employees with no gross pay Printing and Previewing Reports and Payslips You can preview payslips in two ways Click an employee in the navigation tree and click the Payslip tab Alternatively click the employee in the navigation tree and click the Print button on the main toolbar a payslip will preview on screen click Print again to send the payslip to the printer To print a range of payslips select the employees in the navigation tree either by clicking the box to the left of the employee name or by clicking the box by the company name to select all employees click the Print button TIP To select an alternative range of employees use the sort order to first arrange the employees for example by department and then select the batch you want to print To print a pe
45. n also share the leave with their partner if they re also eligible Parents can choose how much of the SPL each of them will take 35 Qualifying To qualify for SPL the child s mother or adoptive parent must be eligible for either maternity leave or pay maternity allowance or adoption pay or leave The employee must also have worked for you continuously for at least 26 weeks by the end of the 15th week before the due date or date they are matched with their adopted child they must still be employed by you while they take SPL and give you the correct notice including a declaration that their partner meets the employment and income requirements which allow your employee to get SPL Your employee can get ShPP if one of the following applies e they qualify for statutory maternity pay or statutory adoption pay e they qualify for statutory paternity pay and have a partner who qualifies for Statutory Maternity Pay or maternity allowance or statutory adoption pay If an employee is eligible and they or their partner end maternity or adoption leave and pay or Maternity Allowance early then they can e take the rest of the 52 weeks of leave up to a maximum of 50 weeks as Shared Parental Leave SPL e take the rest of the 39 weeks of pay up to a maximum of 37 weeks as Statutory Shared Parental Pay ShPP A mother must take a minimum of 2 weeks maternity leave following the birth 4 if she works in a factory Starting Shared
46. nd start the calculation again for one employee or all employees You may wish to do this if you have opened a pay period but have forgotten to make changes to static information first or you have captured incorrect variable data and wish to remove it and start again 56 To restart an individual click on the employee in the navigation tree and click the Period button on the main toolbar select Restart Period you will also have the option to restart all employees Follow the instructions on screen to restart Receiving HMRC Notices via DPS HMRC will send you notices and other messages such as coding notices and NINOs from the NINO verification service via their data provisioning service DPS Keytime Payroll communicates directly with DPS and stores messages that relate to the scheme within the scheme database To access DPS you must first ensure you have your HMRC filing credentials stored in the payroll click the Company menu select HMRC credentials To access DPS click the Company menu select HMRC notices You can view all previously retrieved messages by clicking the Company menu select HMRC notices select view previously retrieved notices Payroll Year End Please refer to the Payroll Year End documentation for specific instructions on what to do at the end of the tax year P60 Print Alignment All the boxes on the P60 are in fixed positions which should be correct for all printers Please note that the system uses Po
47. ne E E E aa 25 Take on YTD figures for employeeS sssssssssssssssnsssenssrrnssnsnrensnrenssennenrenessrnse 26 Fey lO ase tieasreetrs cae T reas ee a a an een aiana eee eas 27 Applying SSP SMP SAP or SPP wvcisissadeccinceasnainctcausiewencntcestanrsecessnieecntsereaduaauneas 29 SSP Statutory SICK PAY Jenis a a denaatte a a a aa a a a 29 SMP Statutory Maternity Pay ccosesciccaseadiichhiwncakt cseniiabaiamaine send aa aant 30 SPP Statutory Paternity Pay cana a aa a a Ganapati ower 31 ASPP Additional Statutory Paternity Pay ssssssssssssnnnsnnnsnrnnenrnrrnrrnnnnerenrsrrnns 32 SAP Ordinary Statutory Adoption Pay ccccssssccccuevsscscvereeeencepecccuvereucuerersnanees 34 ASPP Additional Statutory Paternity Pay Adoption cece eeeeeeeeeeee eee eenees 35 Shared Parental Leave and Pay snccisccmuresanmatestendetemniietinaaenesiectietneemweniees 35 Employees Starting and Leaving ccccccccccceeecnneneeeeeeeeeeeeeeeeeseeeenneeeeeeeeeesseeeeennnnas 38 El PlOY GS SCAM G arara TAE eE AEEA ALAE ATASA AEAEE AENEA 38 Fil OS a Gr cates ees etter E T ATO 38 Payment after CAVING 262cca wid a a wn ihas da wonee T N whee 39 RE CiM DIO V IMG a OAV Sir wana rean EATE EE EEE TE 39 Calculating PAY siisccanstnascsdssvecceusscesransncessonsacescsnscdancpucedsssonsedencenstvarseneseasseeaeeersees 39 Pavment Date sseisens ontaiensivtseed ates et aieal oetesennewesienl setapensaeiaiend eeaienieehaientieasents 40 Capturing Variable Pay Dat
48. ner you can apply general ledger sub account codes departments or cost centres to your payroll departments To add a department click the Zoom button magnifying glass button to the right of the Department field the following screen is presented Department Mo Departments ps Department aa Lode Description Nominal Sub code NONE Ml f a Co 21 Click the Add button in the Department Codes window enter a code and description If you plan to automatically transfer the payroll journal to Pastel Partner and you also wish to update Pastel s general ledger sub account codes enter the corresponding sub account code that the department relates to If you do not use sub account codes leave the nominal sub code field blank Click Save and Close 5 To apply the department click the drop down in the Department field and select the department 6 If the employee is a director click Yes and enter the date the employee became a director Note that this option controls the way in which NI is applied see section Payroll Configuration for further information on director s NI 7 In the Pay Period box click the dropdown and select the pay frequency select the payment method Important select BACS only if you actually use the BACS system to pay employees If you select BACS as the payment method Payroll will automatically add a hash code to your RTI payment submissions Your BACS payment will need to contain the same 4 d
49. of these fields you use If the element type is a payment or adjustment amount enter the amount to be paid in the Amount field If the element type is a payment or adjustment rate enter the number of units normally paid in the Quantity field and the rate per unit in the Amount field For example if an employee normally works 40 hours per week for a basic hourly rate enter 40 in the Quantity column and the hourly rate in the Amount column as you calculate pay the system will multiply the hourly rate by 40 Flat Rate Pension If you apply an individual flat rate pension to the employee record you must apply pay elements for the employee and employer if applicable contributions Click Add on the main toolbar click the drop down in the Pay Type field and select Employee Pension Flat Rate do the same for the employer s contribution Enter the contribution in the amount field Attachment of Earnings You can apply attachment of earnings and set rules on how the deduction is to be applied Click the employee in the navigation tree the employee information screen will open click the Attachments tab the following screen is presented 24 e Click the Add button on the main toolbar e Inthe Description field enter a description e Inthe Attachment field select the type of attachment from the drop down list e Enter any reference and the date issued e You can prioritise attachments meaning that if any rules about the de
50. onthly click OK 8 Change Period OO Where there are multiple frequencies in the same payroll the system takes the employees assigned to that pay frequency for example all weekly paid Month employees and calculates their basic pay based Ok on the elements assigned to their records Payment Date It is very important to ensure you set the correct payment date when processing pay The payment date is included against every employee record in the FPS and HMRC will use this date to allocate pay to the corresponding tax month NOTE a tax month runs from the 6 of a month to the 5 of the following month For example if you enter a payment date of 1st May for the May pay period HMRC will allocate the FPS to the APRIL tax month as April tax month runs from the 6 April to the 5 May Where the PC system date falls within the pay period you will not be prompted to enter a processing date Where the PC system date falls outside the pay period you will be prompted for a processing date For example if you are processing week one pay and the PC date is 14 December week one does not correspond with a December date and so you will be prompted for a processing date Capturing Variable Pay Data There are two ways in which you can capture variable pay data the spreadsheet or periodic pay details Spreadsheet The Spreadsheet is based upon the pay element templates Click the Spreadsheet button on the main toolbar and sel
51. oose a type from the drop down list Enter a description this is the description that will appear on the employees pay slip The Quantity field may be left blank unless each employee that has this element applied to their pay is to be paid using the same multiplier for example if you are creating an overtime element and you choose Payment Rate as the element type entering a quantity would mean that each employee that you apply this element to would be working the same number of overtime hours as in this case the quantity would represent the number of hours If however this element was a monthly salary the element type would probably be a Payment Amount most monthly paid staff are paid a fixed amount each month the quantity could be 1 indicating one month The Special field determines whether the element is to have any special attributes For example Advanced Holiday Pay must have Holiday Pay in the Special box for it to be treated as Advanced so that the Tax and NI calculations take the advanced periods into consideration Applying the loans or savings options ensures that any addition or deduction of this type is accumulated in the employee s details and printed with a year to date figure on the payslip it is also reported as a loan or saving in the payroll reports Adding the Pension type to an element will add the element to the Pensions report TIP you can use this type to include a pension refund element to the report Enter a Co
52. pay element for this pay period or an employee if no processing has taken place x Delete Print prints payslips 34 Employee Navigation Tree Employees can be found in the employee navigation tree which runs down the left of the main window File Payroll Setup Company R Q Employees BY calculate Employment ID TERE HOOPER0001 Hooper Seen MARTINGOO1 Martin Stee SHAWOO0001 Shaw When working with the Employees button click an employee in the navigation tree and the employee s static details will open on screen When working in payroll calculation click Calculate on the main toolbar click an employee in the navigation tree and the employee s periodic pay calculation will appear You can add edit or delete pay elements in this screen Personal Details Financial Details Additional Details Pay Elements Attachments Standard Pay Elements Pay Type Element Type BAE uantity U nits Amount Repeat E ounter a Bonus Payment Amount 0 E 0 00 es 0 a Basic Monthly Payment Amount U E 1250 00 es 0 0 0 Overtime 2 Payment Rate Houwe 0 00 Yes 0 Overtime 1 Payment Aate Hours U 00 es U The top toolbar changes to look like this Spreadsheet Runs a Spreadsheet to capture variable data for this pay period such as overtime hours Re Calculate Click Re Calculate to refresh the payslip after making changes to pay details You must place a tick in the box next to the employe
53. pay period first ensure that you have entered all period pay the FPS would usually be the last thing to do Click the Submit button on the main toolbar the FPS wizard is presented 48 Welcome to the Full Payment Submission FPS wizard This wizard will prompt you for all the basic information that is required to complete the Full Payment Submission When you have completed the details on each screen click Next gt To go back and edit details on a previous screen click lt Back Click Next when you are ready to continue R v Tick here if the submission is the final submission for the year Tick here if the submission is the final submission because the scheme ceased ra Tick here to provide extra filing information to HMRC ie Late reasons etc G Reasonable excuse View submission history History FPS Submission If this is the final FPS of the year tick the final submission box If this is the final submission because the scheme has ceased tick the scheme has ceased box If you are filing the FPS late so after the payment date contained in the FPS tick the late filing reason box and select a reason from the drop down list Click Next to start the validation process any errors found are presented in the form of report and must be corrected before the submission can be made Click Submit to send the FPS Submission history is retained and can be viewed by clicking the History button in the FPS wizard
54. ployees on the main toolbar should be disabled select the employee on the tree then click the SMP SPP button on the main toolbar Select Additional Statutory Paternity Pay click OK the following screen is presented Current APP Details Start Date End Date 05 11 2012 E 04 02 2013 7 APP Entry Section Baby Due Date Baby Born Date 29 07 2012 hd 31 07 2012 ahd Mothers SMP Start Date Mothers Return to work date 09 07 2012 g l 05 11 2012 Mothers SMP End Date 02 11 2012 o v APP Pay Details Average Pay Enter the dates the ASPP is to start and end Enter the remaining detail and if necessary enter the employee s average pay the payroll will calculate this where there is sufficient pay history Click Save on the main toolbar and the APP record is created x J Detail Entry Employee Information Clock Number Employee ID Payment Period ESTJ No Departments Weekly S5P Details Date Due Rate Month Amount Due Faid Tax Year Type 23 12 2012 Lower 9 136 78 No 2013 30 12 2012 Lower 9 136 78 No 2013 06 01 2013 Lower 10 136 78 No 2013 13 01 2013 Lower 10 136 78 No 2013 20 01 2013 Lower 10 136 78 No 2013 27 01 2013 Lower 10 136 78 No 2013 03 02 2013 Lower 11 136 78 No 2013 When an employee claims additional statutory paternity pay you should record their partner s name and NINO on the employee record open the employee record click the
55. ployer can ask for a copy of the child s birth certificate and the name and address of their partner s employer The employer has 14 days to ask for this information The employee then has a further 14 days to provide it Notice period An employee must give at least 8 weeks notice of any leave they wish to take If the child is born more than 8 weeks early this notice period can be shorter Your employee has a statutory right to a maximum of 3 separate blocks of leave although you can allow more if you wish Shared parental leave in touch SPLIT days Your employee can work up to 20 days during SPL without bringing it to an end These are called shared parental leave in touch or SPLIT days These days are in addition to the 10 keeping in touch or KIT days already available to those on maternity or adoption leave Keeping in touch days are optional both employer and employee must agree to them Adding Shared Parental Leave and Pay to an Employee Record If you employ the mother the first thing to do is curtail the mother s SMP or the adopters adoption pay To do this e Open the employee record in the employee library and click the SMP or SAP button on the main toolbar e Click the statutory maternity or statutory adoption pay option e Select the SMP or SAP record click the to expand the record e If the employee has given you notice that SMP SAP is to finish at a date in the future you can hold an
56. ribed adding P45 information if applicable If you don t have a NINO for the employee you must capture their full address As you enter the employee s start date you are presented with a starter statement with a choice of A This is my first job since 6 April B This is my only job C have another job or pension Choose the statement that applies Employee Leaving When an employee leaves you process their final payment and inform HMRC they have left If you are aware that the employee is leaving prior to processing their final payment open 38 their record in the employee library in the Employee Details tab enter their leaving date and select one period left from the leaving code drop down box This allows you to process one final payment the payroll will automatically flag them as left once you close the pay period The employee will also be flagged as a leaver in the relevant period FPS you send to HMRC If you were unaware that an employee has left and you have already processed their final payment open their record in the employee library and enter their leaving date select left from the leaving code drop down box The employee will be excluded from the next pay calculation but the system will include the employee with a left signal in your next FPS to HMRC Payment after Leaving If you have to pay an employee after they leave including someone you re giving a taxable redundancy payment over 30 000
57. riodic pay report click the Reports button on the main toolbar a sub menu is displayed select the report and it will first preview on screen click the Print button on the main toolbar or the print icon in the top left of the report window to send to the printer Note it is possible to reprint periodic reports and payslips once a pay period is closed To print a previous period report go to Reports gt Others gt Previous Reports gt Period selection 43 a Wizard pas Banks NI Table Lookup Company Lookup Systern Pay Elements eee Previous Reports Period Selection Cumulative Selection Weekly Please select the Period Type from the options below select a Pernod Number from the list and then click the Report or Payslip button Period Type O Weekly C Fortnightly C Monthly C Lunar Period Number Select the period type and the period number and select reports or payslips If you select Reports you will get a menu for which reports you would like to run 44 Please select the Period Type from the options below select a Period Number from the list and then click the Report or Pavstip button Pernod Type O Weekly C Fortnightly f Monthly Lunar Pernod Number EEEren z e oal 1 _ Payroll Details Analysis Payroll Elements Tax and NI Report SERRE EEE me Seneeeeee ce senseeeeenensens p Il D ile aE
58. rtrait Laser P60 single sheet forms only It is not compatible with Landscape forms Dot Matrix P60s or the P60 Certificate of Pay Occasionally you may need to adjust the prints to fit the forms You can manoeuvre the entire print up and down left and right to ensure that it prints within the boxes on the form SETUP gt CONFIGURE SYSTEM Click the SETTINGS tab You can then adjust the margins to align the P60s If you do make a change we recommend making a note of the original settings in case your payslip alignment is affected You only need to make this change in a single company other companies will use the same settings 57 Processing and Submitting an Earlier Years Update EYU If you ve reported the wrong pay or deductions for the previous tax year you can process and submit an Earlier Year Update EYU showing the difference between what you originally reported and the correct figure Keytime Payroll will allow you to process and submit an EYU for the tax year 2014 15 this can be found in the 2014 15 version of Payroll from 20 April 2015 you won t see the EYU option until that date EYUs are processed on an employee by employee basis therefore if you have multiple employee records to correct you will need to correct and submit each one separately What you will need to do will depend on the type of correction you are making but basically the EYU will display the latest year to date position submitted to HMRC on the
59. s follows 1 First you must log in as a supervisor if you are not sure if you are logged in as supervisor try logging into the company again but check the user ID as you open the company as below 2 Click the Setup menu select Users the following screen is presented f a User Details Code Name Dept Supervisor Guest MIS No O A o OA 18 3 Click the Add button in the User Details window enter a code for this user the system identifies users by their code rather than name you may wish to use the person s initials as the code Enter the user name In the Supervisor field click the drop down and select yes or no Supervisors have full access rights but rights can be further defined by clicking in the Rights field clicking the drop down list and choosing one of the options Rights can be applied further by clicking the button to the right 6 Rights field and selecting combinations from this screen All 2 No Departments Personal Details Staff No Access Cc View only f Full Access Financial Details f No Access f View only f Full Access Calculate Details f es No Report Printing f Yes i No m Hide thi Department from the LIZET 4 Click close once you have made your selection To apply a password click the user ID and click the Password button if this is a new user or there hasn t been a password previously the Old Password will be blank leave the field blank enter the password in
60. s is because payroll can calculate the amount used based on your take on figures for the year to date 7 Ifyou started the claim part way through the year enter the amount claimed so far 8 Click save to Save the values click Close Applying SSP SMP SAP or SPP Keytime Payroll can automatically calculate amounts and apply the payment Proceed as follows SSP Statutory Sick Pay First ensure you are working in the employees button Employees on the main toolbar should be disabled click the employee then click the SSP button on the main toolbar click the Add button on the main toolbar the following screen is presented Ix View Details Detail Entry Current Period of Incapacity for work Start Date Average Pay SSP Work Details SMTWHTF S BE TATE Ti eee SSP Qualifying Days SSP Entry Information Start Date End Date aa l aa s l Unlinked Period Select the type of absence Enter the start and end dates for the period of absence and any notes you wish to make about the absence Click the Save button on the main toolbar Note that SSP is based on the employee s average pay or a number of weeks if there is no average pay at this stage the following screen will be presented 29 This Person haz no Previous Pay Records Please enter an average for this payment Enter the weekly average pay and click OK If you have an employee already on sick leave when you start using Keytime Payroll and t
61. s the identifying reference between the 2 systems that must either match or where there has been a change the original reference captured Take on YTD figures for employees Despite national insurance NI being calculated and paid on the amount earned in the pay period you will also need to capture NI values to date This ensures all relevant year to date figures are submitted to HMRC when you make your next and end of year submissions 26 To capture year to date NI values first create the employee record Click the Financial Details tab and Year to Date Totals sub tab A Previous NI option will appear on the main toolbar this is only present where there aren t any figures in the year to date screen e gt t xX S Back Forward Add Save Delete Personal Details Financial Details Additional Details Pay Elements Attachments Financial Definition Year To Date Totals PAYE O Gross Pay Taxable Pay Current Taxable Pay P45 Taxable Pay Tax Paid Current Tax Paid P45 Tax Paid Click Previous NI on the main toolbar the following screen is presented b CE SO oF s NI Details NI Category Please supply Total Niable Amount Please supply Total Earnings YTD up to and including the LEL Please supply Total Earnings above the LEL up to and including the Earnings Threshol Please supply Earnings above the Earnings threshold up to and including the UAP Please supply Earnings above the UAP up to
62. select the period start date and end date The future period of inactivity must be at least a full tax month a tax month starts on the 6 and ends on the 5 of the future month For example if you have a payroll containing a single director and they are paid once a year you can use future period of inactivity dates in the EPS to inform HMRC not to expect any FPSs until after a certain date Submitting an EPS for a split scheme If you are operating a split payroll scheme where not all employees are contained in one payroll and you need to send an EPS you cannot submit multiple EPSs covering different parts of the scheme You must consolidate EPS data across all payrolls consolidation must be done manually as there may be other software products involved Once you have consolidated figures nominate one of the payrolls to make the submission and make adjustments to the EPS then submit as normal Switching Pay Frequencies It is possible to run more than one pay frequency in the same payroll for example you may have monthly and weekly paid employees in the same payroll You can open different frequencies at the same time and switch between them Whilst working in calculate pay click the Period button select Change Period and select the pay frequency to work with TIP the pay frequency and period number you are working in is displayed in the bottom right of the screen Restarting a Pay Period You can clear all variable pay data a
63. sented 6 Employer RTI Submission Manager ATI submission manager Not Submitted Ag Period Submitted Date Submitted M1 Not submitted You can filter out submitted EPSs but selecting not submitted in the dropdown box and clicking the refresh button Click the EPS you wish to submit and click the Submit button 54 Q es Wins RN Welcome to the Employer Payment Submission EPS wizard This wizard wall prompt you for all the basic information that is required to complete the Employer Payment Submission When vou have completed the details on each screen click Next gt To go back and edit details on a previous screen click lt Back Click Hest when you are ready to continue a Tick here if no employees or subcontrators were paid since the last EPS l r Tick here if the submission is the final submission for RTI EPS Submission View submission history History If no employees or subcontractors were paid since the last EPS tick the box If this is the last EPS for the tax year tick the final submission box If this is the last submission of the tax year and the scheme has ceased tick the scheme ceased box too Click Next Value of SMP recovered Value of NIC compensation on SMP E Tick here if no employees were paid in the last tax month Value of OSPP recovered Value of NIC compensation on OSPP 0 00 Future Inactivity If there will be no payments for future complete tax month s enter
64. tax years and can be used to generate payroll figures for company accounts Banks Shows a report of the company bank accounts Class 1A NI not reported in payroll anymore COMPS Shows report of NI deductions and gross pay Details Shows company details Employee List Shows list of employees and their details Employee labels Prints employee labels Employee reports all employees Shows employee record Pensions Shows pension details Sickness Shows sickness report Computer audit team GPRF used for HMRC to do audit password is required this can be given by phoning support on 0845 456 3103 Year end P11s Fills in P11 ready to print P60s Gives you a P60 ready to print onto HMRC stationary YTD information Gives you information contained in the employee YTD screen 52 Others Users Gives you a user list report Bank List the banks on file NI Table Give a table of NI limits Look up company shows codes and descriptions Look up system Gives a list of codes and descriptions and other items Pay elements Gives a list of pay elements Previous reports Previous Selection Allows you to run reports for previous periods Cumulative Selection weekly Runs weekly tax and NI reports z a aa h mo Clicking the menu button accesses employee reports without going to the Reports Ending the Pay Period Before you can move to the next pay period
65. the start and end dates here Value of SAP recovered 0 00 Value of ASPP recovered Start 0 00 Value of CIS Deductions Suffered i 0 00 Select an action regarding the claiming of the 2000 Allowance Current Status Not claiming the allowance Tick here to claim the allowance ick here for inf E Tick here if to include the company bank details in the submission Hl Tick here to edit the values ial Save Recovery figures should already be included but you can edit then if necessary by ticking the override box at the bottom of the screen To claim the employment allowance tick the claim employment allowance box Nothing further is required the system will restrict employer NICs each period until the 2000 allowance is used up If you are notifying HMRC of periods of past or future inactivity i e you aren t didn t pay anyone for a complete tax month use the options on the right of the screen To notify 55 HMRC that no employees were paid in this or the previous tax month tick the box no employees were paid and Payroll will populate the start and end dates for the last tax month The start date of a tax month is the 6 and it ends on the 5 of the following month It is important to note that if you haven t paid anyone in a tax month you must tell HMRC before the 19 of the following month in order to avoid a late filing notice and a potential penalty To inform HMRC of a future period of inactivity
66. time Payroll Main Toolbar Buttons on the main toolbar will change when you click either the Employees or Calculate buttons When working with Employees button default on load the toolbar looks like this QR Employees E Calculate Spreadsheet fPRe calculate E Reports WR Payments GH submit E Period B Hep z ARI wl Ag Ente T ag x Pent You will notice that as you click either button the other is disabled greyed out so for example if you click Employees the Employees button is subsequently disabled meaning that you can only click the Calculate button When working under the Employee button you can change static information like tax codes etc and also this is where you will calculate and apply statutory pay SSP SMP SPP SAP SPP launches the screen where you enter the relevant information Reports runs a selection of periodic pay reports ZA reports Period ends the current pay period restart the pay period clears period variable data or switch the pay frequency for example switch from monthly to weekly FE Poroa Help launches the help screen Hep Back Forward move between employees when reviewing payslips or amending periodic pay details p Back Forward Add add a new employee when under the Employee button option or insert a pay element for this pay period when under the Calculate button options a Add Save saves changes Save Delete removes a
67. y and four weekly lunar you also have the option of an annual frequency but all employees must run on this basis and you must have informed HMRC that you will be processing the payroll on an annual basis The selected frequencies are then made available for you to select at employee level Select the first pay period If you are setting up a payroll to run from the beginning of the tax year the next pay period on all selected pay frequencies will be 1 This means you will be running every pay period in the tax year i e from week 1 and or month 1 etc 10 If you are starting the payroll part way through the tax year either as a new company or as part of the process of switching payroll software you can set the next pay period to be processed enter the next pay period in the box by the relevant pay frequency If you are switching software mid year it is possible to take on appropriate year to date figures and have the payroll calculate pay from where the old system left off see later section on taking on opening balances Of course you may choose to start the payroll from period 1 and run it through to date in these circumstances Configuring the Company Payroll Before you begin to create employees or process the payroll there are some settings and configuration options you may wish to consider Pay Elements Pay elements determine what the employee is to be paid each period some elements are fixed and are used automatically b
68. y the system for example tax and NI calculations and others are definable for example standard hourly rates overtime rates and bonus and commission payments Elements may be additions or subtractions affect the build up to gross or just the net pay and may be subject to tax and or NI Keytime Payroll installs with a set of pay elements which can be used or further refined or you can add your own Proceed as follows Click the Company menu then select Pay Elements then Elements you are presented with the following screen 11 el Company Pay Elements Enter Details Enter Details Cont Pay Elements Element Type Payment Amount Adjustment Amount System Adjustment Amount Adjustment Amount Payment Fate Payment Amount Payment Fate Payment Amount Adjustment Amount Adjustment Amount Adjustment Amount Adjustment Amount System Spztemn System Payment Amount Adjustment Amount Adjustment Amount Payment Amount Adjustment Amount Adding a New Pay Element H012 1 Week Average Holiday ACCIUE Holiday Pay Advance Periods Attachment AVC Payment Average Holiday Pay Basic Monthly Basic Weekly Bonus Cash Rounding Employee NI Employee Pension Employee Pension Flat Aate Employer NI Employer Pension Employer Pension Flat Aate Gross Pay Loan Advanced Loan Payment Manual Holiday Pay NIC Rebate To add a new pay element click Add on the main toolbar the following screen is presented
69. y unpaid weeks of statutory pay that will become payable to do this click the No in the Paid column and select Hold from the dropdown list e Click Delete on the main toolbar this will delete unpaid weeks 37 e If you placed future payable weeks on hold switch them back to No and they will continue to be paid as normal To add shared parental leave and pay to an employee record open the employee record and proceed as follows e Click the SMP or SAP button on the main toolbar depending on whether it is an adoption or birth e Select Statutory Shared Parental Pay e Inthe case ofa birth enter the date of the expected week of confinement if it s an adoption enter the matching date e Inthe case of a birth enter the start date and select the number of weeks leave If it is an adoption enter the placements date and start date and select the number of weeks leave e Click Save to add the ShPP Please note that although shared parental pay can be paid in part weeks Keytime Payroll add shared parental pay for full weeks only Employees Starting and Leaving Under RTI you no longer need to submit P45s P46s to HMRC to notify them of employees Starting and leaving Instead the payroll will send starter and leaver signals when you next send an FPS You must still give an employee leaving a P45 or similar to take to their new employer Employee Starting When a new employee starts you need to add them to the payroll as already desc

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