Sage Quickpay Payroll Year End 2014 User Guide
Contents
1. 1 Click Printer Setup 2 Select Landscape 3 Click OK 3 Click Print Report 4 The tax deduction cards print out Confirm that each tax deduction card is complete and correct Bear in mind that there may be valid reasons why an entry is missing such as an employee being on holiday or an employee not being paid in a particular pay period If the Tax Deduction Card is incomplete or incorrect resolve any outstanding issues before you generate P60s or create your P35 If you need more information about this contact your support provider 5 Keep the Tax Deduction Cards in your records Page 17 of 32 Sage Quickpay Payroll Year End 2014 User Guide PYE Part 3 Payroll Year End Procedures This part of the PYE process involves printing 2014 statutory reports for the Revenue Commissioners Part 3 has the following steps which you carry out in Quickpay 2014 Step 1 Validate your Data Step 2 Back up payroll data Step 3 Generate the P35 to ROS report Step 4 Generate P60s and other Employee PYE Reports The steps marked with an asterisk can be deferred for now but must be completed before the Revenue Commissioners submission deadline of 15 February 2015 Or if you use ROS both to submit your return and pay the associated payment you can avail of an extended deadline 23 February 2015 Page 18 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 1 Validate your Data Now is a good ti2. Step 4 Validate Your Data Page 5 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 1 Register with ROS Revenue Online Service If you have not already done so register with the Revenue Online Service ROS at www ros ie Part of the PYE process is to generate the P35 to ROS file You won t be able to do this unless you are already a ROS customer It can sometimes take a few weeks to complete the registration process so you should register with ROS as soon as possible The ROS technical helpdesk phone number is 1890 201 106 From outside the Republic of Ireland call 353 1 702 3021 Alternatively you can email roshelp revenue ie For more information about registering with ROS open the help system by selecting the Tax Year End FAQs menu option Then search for P35 in the Search pane Page 6 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 2 Back up your Payroll System It s very important to back up your payroll system at this stage Having a backup means you can recover lost information in the event of a system failure Also the Revenue Commissioners require employers to retain payroll records for six full tax years BR Launch Quickpay and log into a payroll Select the Miscellaneous Backup menu option Select the Full System Backup option oe ee ON Specify a reliable backup storage location The best choice is usually a network drive or a memory stick Create a separate fo
3. Local Property Tax LPT can be added in the employee s Deductions tab Click Save when you have updated the employee s information Page 30 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 5 Enabling CSO Reporting Optional If your company has been selected for surveying by the Central Statistics Office CSO and you haven t already enabled the CSO Reporting feature you ll need to do so now CARRY OUT THIS STEP ONLY IF THE COMPANY HAS BEEN SELECTED BY THE CSO EHECS Report The EHECS Earnings Hours and Employment Cost Survey must be returned quarterly by enterprises with 50 or more employees and by a rotating sample of enterprises with 3 to 49 employees NES Report The NES National Employment Survey must be completed annually by enterprises with 250 or more employees and by a rotating sample of enterprises with 3 to 249 employees The following process must be carried out for each payroll in your company 1 Select the Company Payroll Setup Company Payroll Details menu option Open the CSO tab 2 3 Select the Use CSO Reporting Feature checkbox 4 Enter the company s CBR number 5 Click Save Payments allowances and employee data Make sure that all payments allowances and employee data are set up correctly for CSO Reporting CSO categories must be specified for each employee and hourly payments and allowances must be categorised You can find additional information about this in the
4. This is to ensure that your P35 to ROS submission contains the correct pension information For more information select the Tax Year End FAQs menu option and open the Pensions at Payroll Year End topics The Data Validator will list any gross deduction that is not associated with a pension link If any of these gross deductions is a pension deduction contact Support for further advice Otherwise you can ignore the message Page 10 of 32 Sage Quickpay Payroll Year End 2014 User Guide PYE Part 2 Completing 2014 Payroll Processing For each payroll you need to complete 2014 payroll processing To do this carry out the following steps Step 1 Process the final pay period s Step 2 Check the Company Payroll Details screen Step 3 Check the employee records Step 4 Compare the Control Summary and the P30 CC124 Step 5 Print the Tax Deduction Cards Page 11 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 1 Process the final pay period s Process the remaining pay period s of 2014 in the normal way Extra Pay Periods Normally the last pay period of the year is Week 52 Fortnight 26 etc But in some years there may be an extra pay period This depends on the date of the first pay period This year there will be an extra pay period for Weekly and Fortnightly payrolls if the company s first pay date was January 1 2014 For more information about extra pay periods select the Tax Year End FAQ
5. 2 C p led Ins Wks Curr 2 i CHEESE Pay in excess 7 Total Med Nett Pay Ins Min Max igi tail Med Ins Eligible Round to Hec Een O eee beer for Tax Relief Tell me more about Payroll details ja gt gt i 1 Details 1 gt BIK Tax Year to date gt Med Ins Eligible for Tax Relief 2 Enter the amount gt Save gt Cancel 3 Repeat the steps above for each relevant employee For further information refer to www revenue ie en tax it leaflets changes medical insurance relief info for employers pdf Page 14 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 4 Compare Control Summary and P30 CC124 Now you need to compare totals in the Control Summary and P30 CC124 reports 1 2 3 Select the Reports Reports and Payslips menu option Select Control Summary Click Print Report The Control Summary prints Select P30 CC124 Click Print Report The P30 CC124 prints Compare the information on these reports as follows Make sure that the Control Summary values listed below match the corresponding P30 CC124 values C Fwd This Employment Tax PAYE Year C Fwd This Empl mt Total PRSI EE Total PRSI ER PRSI Year C Fwd This Empl mt UNIVERSAL SOCIAL CHARGE USC Year See the example on the next page Page 15 of 32 Sage Quickpay Payroll Year End 2014 User Guide Example Control Summary Audit Balances section AUDIT BALANCES lt TITLE gt lt T
6. help system by selecting the Help Help Topics menu option Search for the CSO Reporting help topic Page 31 of 32 Sage Quickpay Payroll Year End 2014 User Guide PYE Part 5 Accounting Financial Year End This involves an optional Accounting Financial Year End task It can be carried out whenever is appropriate for your company s payrolls Financial Year End or Deduction Year End Step 1 Voluntary Deductions Cleardown This step involves clearing down deductions with incrementing or reducing balances in Quickpay 2015 If you carry out the step right now it will clear down from the system set to zero the specified deduction balances before you process Period 1 of 2015 so that these balances are not carried forward into the new year So make sure this is the correct time of the year to do this in your company 1 2 3 Select the Company Payroll Setup Payments Deductions menu option Click Clear Balances The Clear Balances window opens This contains a list of all the voluntary deductions that are set up in this payroll Employee Financial Year Financial Year Tax Year Tax Year Deduction StdAmount Employee Balance Employer Balance Employee Employer Pension TC E F i O Select the values you wish to clear for each deduction Employee Std Amt amount deducted each period Financial Year Employee Balance the employee total of the deduction accumulated since the last clearance Financial Year Emplo
7. to install the update If you are unsure about this contact your IT person Page 8 of 32 Sage Quickpay Payroll Year End 2014 User Guide 2 When the Auto Updates feature notifies you that the PYE 2014 Update is available to download and install make sure all Sage products are closed and then click Yes 3 The Welcome screen opens Click Next 4 Accept the licence agreement by selecting I Agree Then click Next 5 Select the type of installation you require The installer explains the difference between the two options Full Client You must run the client installation for each computer that accesses Quickpay on the network 7 Click Next 8 Verify the installation location and click Next 9 Click Next to confirm that you want to go ahead with the installation 10 Click Yes to add shortcuts to your desktop 11 When the update process is complete click Finish Note You may also be prompted to install the latest Adobe Acrobat Reader if it is not already installed 12 Click the Windows Start button 13 Launch Quickpay and log into each of your payrolls in turn 14 Quickpay should now be at Version 14 2 Check the top left hand corner of the program window to confirm this Note You ll also have a new shortcut to Quickpay 2015 which is version 15 0 Important note for Windows XP users Microsoft no longer provide technical support or security updates for Windows XP and they recommend you upgrade your sy
8. 5 compliant in the process map s title bar The payroll s status is currently blank This is because you have not set Period 1 of 2015 Note Quickpay 2015 should have the version number V15 0 in the top left hand corner of the window Carry out the remaining Part 4 steps in Quickpay 2015 Page 27 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 3 Setting Period 1 of 2015 No need for a Budget 2015 software update There is no need for a separate Budget Update to your payroll software this year All the changes necessary to get your payrolls ready for pay processing in 2015 are contained in the PYE Update which you installed at the start of the PYE process Changing the pay frequency Before you set the first pay period of the year you have the option of changing the payroll s Pay Frequency in the Set Period screen You can t do this at any other stage during the year 1 Before you set the first period of 2015 make sure Auto Timesheets is switched off to ensure that no pay is processed before you import the new P2C file you receive from Revenue This import is the next PYE step To switch off Auto Timesheets i Open the Company Payroll Details window s Current Period tab ii Deselect the Auto Calculation checkbox 2 Click the Set Period button in the desktop process map to set Period 1 of 2015 You should see Budget 2015 compliant in the process map s title bar 3 Check all payrol
9. 60 e PRD 60 For employees who are subject to the Pension Related Deduction PRD which applies to certain public sector organisations 1 Select Tax Year End Tax Year End Reports 2 The Tax Year End Reports window opens Select a P60 report option You can produce P60s in either English or Irish If the application detects any errors in your payroll data they will be listed onscreen when you try to create the P60 You must correct all errors before you can create the report For more information open the help system by selecting Tax Year End FAQs and then read about P60s in the Tax Year End Reports section 3 Click Print You can also Preview a report The reports are printed One copy is printed per employee As per Revenue instructions if your employee s start date is in the current tax year the date of commencement of employment field on their P60 will populate However if your employee s start date is for a previous tax year the date of commencement of employment field on their P60 will be blank as per the Revenue s P60 guidelines For more information on these guidelines please contact the Revenue Commissioners directly PRD35 Report The Pension Related Deduction PRD also known as the Pension Levy is a gross deduction for certain public sector organisations You must generate a PRD35 report for the whole payroll if employees in the payroll are subject to the PRD 1 Select Tax Yea
10. AILABLE DON T WAIT UNTIL THE FINAL PAY PERIOD OF 2014 YOU CAN USE e AUTO UPDATES recommended Make sure you have enabled the Auto Update feature see below You can also set this feature so that updates are downloaded and installed automatically e THE SAGE WEBSITE If you want to download the update manually 1 Visit www mysage ie and log in using your My Sage login details If you don t already have a login you can create one from the main page Simply click Create a Sage login and follow the instructions For more information please click here When successfully logged in select Support gt Download software and updates Follow the on screen instructions Enabling Auto Updates Make sure the Automatic Software Updates feature is enabled This will ensure that you get the PYE 2014 update as soon as it s available 1 Select the Tools Internet Options menu option 2 In the Software Updates tab select one of the Automatic checkboxes We recommend the option called Check and download Sage software updates and automatically install them when I exit 3 Click OK You have activated the Automatic Software Updates feature Downloading and Installing the PYE Update Note Installing the update does not affect your payroll data 1 Check the version in the top left hand corner of the window Your current version of Quickpay should be v14 0 or higher You may need administrator rights on your computer
11. AXABLE PAY gt lt TAX gt lt PRSI EE gt lt PRSI ER gt BROUGHT FORWARD 78330 78 9612 40 1573 22 5679 96 NEW STARTERS THIS PERIOD 7120 98 873 85 143 02 516 36 C FWD PREV EMPLOYMENT C FWD THIS EMPLOYMENT 85451 76 1716 24 6196 32 C FWD TOTAL 85451 76 10486 25 Report printed at 14 00 on 10 10 2014 B Sage Ireland Ltd Ver 14 10 Page 02 Date 31 12 14 CONTROL SUMMARY REPORT Period No M 12 AUDIT BALANCES TITLE gt lt GROSS INCOME gt lt UNIVERSAL SOCIAL CHARGE gt BROUGHT FORWARD 78330 78 2366 37 NEW STARTERS THIS PERIOD 7120 98 215 13 C FWD PREV EMPLOYMENT C FWD THIS EMPLOYMENT 85451 76 C FWD TOTAL 85451 76 2581 50 P30 CC124 Month PAYE USC LPT PRSI TOTAL Jan 873 85 215 12 659 38 1748 35 Feb 873 87 215 13 659 38 1748 38 Mar 873 85 215 12 659 38 1748 35 Apr 873 85 215 13 659 38 1748 36 May 873 85 215 11 659 38 1748 34 June 873 87 215 14 659 38 1748 39 July 873 85 215 12 659 38 1748 35 Aug 873 84 215 13 659 38 1748 35 Sept 873 86 215 13 659 38 1748 37 Oct 873 86 215 12 659 38 1748 36 Nov 873 85 215 12 659 38 1748 35 Dec 873 85 215 13 659 38 1748 36 Year 10486 25 7912 56 20980 31 Page 16 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 5 Print Tax Deduction Cards You need to print tax deduction cards for all employees 1 Select the Reports Reports and Payslips menu option 2 Select the Tax Deduction Card radio button We recommend that you print this report in Landscape format
12. ate Every leaver should have a Finish Period and a Finish Date Medical Insurance BIK In circumstances where you re paying medical insurance premiums on behalf of an employee you re required to document the portions of these premiums that are eligible for tax relief on your P35 year end submission The medical insurance provider will give you these amounts for each employee You must then input the amounts into the employee details record before creating the P35 to ROS submission file _ em Emp No 1 Forename loe Surname Bloggs Cost Code h Set Up New Employees Details 1 Details 2 Payments Deductions Tax Deduction Card Notes CSO Details Pay Terms B Pay Rates Tax Year to date PRSI Details PPS Number 1234567T Pay Method Cash E Basic Hourly Rate 14 3800 pps Employee 31 25 Contact Details E Pay Type Salary a Std Hours per period PASI Employer 224 69 Address Citywest Co Dublin Save Tax USC Status Normal M berist Emergency Start Period ci Taxable 2436 56 erie ay Home Tel 1890882060 Tax Details Nett Pay YTD 2356 58 Cancel TS Do not apply PAYE oO SS PRSI Marginal Relief Rate 40 E BIK Tax Year to date Base Code At Tee Penod Total PRSI Code AL Tax Rate 1 Cut Off Point 32800 00 630 7 Pay in excess of Tax Rate 1 Cut Off Point 41 Employee PRSI Lock a ee 3500 00 TF Medical ax Credits 63 47 Multiple Employment i i Insurance Ins Wks Toll E H rnet additional Yearly cut off 10036 00
13. bmitted your 2014 P35 return Amended If you have already submitted your 2014 P35 return but some employee details have subsequently changed Supplementary If you want to submit an addition to your P35 return having omitted employee data on the original If some employees are not required on the P35 return click Select Employees and manually specify the employees to be excluded If there is an extra pay period in this tax year select the Extra Pay Period checkbox This checkbox is available only in weekly fortnightly and four weekly payrolls For more information about extra pay periods open the help system by selecting Tax Year End FAQs menu option and then read the Extra Pay Period topic Click Proceed If the system detects any errors at this stage the ROS P35 Data Evaluation Report opens You must resolve any listed errors before you can create the P35 return When you proceed the P35 Pension Adjustments window opens Totals for company pensions and similar schemes are displayed in this window Page 21 of 32 Sage Quickpay Payroll Year End 2014 User Guide You can adjust the displayed amounts to include non payroll pension amounts Generally this involves pension and similar amounts paid outside normal payroll processing 14 Click Proceed when you are ready to continue For more information about pension adjustments open the help system by selecting Tax Year End FAQs The open Pensions at Payro
14. ds on page 17 Step 1 Validate Your Data on page 19 Step 2 Back Up Payroll Data on page 20 Step 3 Generate the P35 to ROS File on page 21 Oooo Step 4 Generate P60s and Other Employee PYE Reports on page 24 Step 1 Create Tax Year 2015 on page 26 Step 2 Open Tax Year 2015 on page 27 Step 3 Setting Period 1 of 2015 on page 28 Step 4 Tax Credit Import P2C File on page 29 a a a O Step 5 Enable CSO Reporting on page 31 Step 1 Clear Down Voluntary Deductions on page 32 Q Optional depending on when your Financial or Deduction Year ends Steps marked with an asterisk can be deferred but are subject to the Revenue Commissioners submission deadline of 15t February 2015 If you use ROS both to submit your return and pay the associated payment you can avail of an extended deadline 23 February 2015 Page 4 of 32 Sage Quickpay Payroll Year End 2014 User Guide PYE Part 1 Installing the Payroll Year End 2014 Update CARRY OUT THESE STEPS IMMEDIATELY Step 1 Register with the Revenue Online Service ROS Step 2 Take a Full System Backup Step 3 Download and Install the PYE Update Install the PYE Update as soon as it is available You don t need to wait until the final pay period of 2014 This update also contains all necessary Budget 2015 changes This year there s no need for a separate Budget Update
15. e data has been validated and is ready for PYE reports to be printed 1 Select the Miscellaneous Backup menu option 2 In the Backup window the Payroll Data Only option is selected by default If you are backing up just one payroll leave this selected If you want to back up multiple payrolls select Full System Backup There s no need to back up Programs or Common Files at this stage 3 Specify a backup storage location Use a reliable storage medium for your backup such as a network location or a memory stick Create a separate folder for each backup Give the folder an informative name 4 Select the payrolls you want to back up Programs Common files Payroll Payroll B Payroll C Payroll P JSS OO 5 Click OK Note If a backup already exists at the specified location a warning is displayed 6 Click OK You have created the backup Note The backup files open only within Quickpay You can t open a backup from the folder in which it is saved Page 20 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 3 Generate the P35 to ROS File Now you need to generate a P35 file for the Revenue Online Service ROS and submit it on the ROS website http www ros ie There s no need to carry out this step if an accountant is preparing the P35 for the company 10 11 12 13 Remember You must be a registered ROS customer to make the submission The ful
16. haracters in the company address Tax Year F Company Payroll Details General Current Period Bank BIK CSO Company Name Sage Ireland Ltd E F New Address 1 3096 Lake Drive Address 2 Citywest Business Park Address 3 Dublin 24 Address 4 i Email Address pye sage ie Contact Name Joe Bloggs Job Title Payroll Operator Phone No 1890882060 Fax No Registration 12345677T GCD Code PAYE Unit No Use Security Slips Tax Year 2014 Use Pre 2001 Slips Enable Period Archiving Tell me more about Company Details General Page 13 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 3 Check Employee Records Check the employee records in each payroll 1 Select the Processing Employee Details menu option 2 Check the tabs in each employee details record making sure all relevant information has been entered PPS Number Date of Birth and Home Address Every employee record should have a valid PPS Number In the absence of a PPS number the Date of Birth and Home Address must be specified This is to enable the system to match any duplicate employee records correctly when you are creating the P35 ROS submission Also the P35 ROS submission will be rejected by the Revenue Commissioners unless all employees have either a PPS Number or a Date of Birth and Address Finish Period D
17. he emergency tax standard rate cut off changes from 32 800 to 33 800 Also the higher rate of tax changes from 41 to 40 The Payroll year end 2014 update contains all Budget 2015 changes Once the year end update is installed all legislation changes are updated automatically in Quickpay 2015 Page 25 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 1 Creating Tax Year 2015 CARRY OUT THIS STEP IN ALL YOUR PAYROLLS 1 Open Quickpay 2014 2 Log into the payroll as normal 3 To create Tax Year 2015 select the Tax Year End Set up 2015 Tax Year menu option This transfers the required employees into the new year Leavers from 2014 are not transferred 4 Follow the onscreen instructions 5 Tax Year 2015 is now initialised Employee cumulative values for tax year 2014 are cleared You are still in Quickpay 2014 You can continue to work in 2014 if necessary Page 26 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 2 Opening Tax Year 2015 1 Launch Quickpay 2015 You can do this by double clicking the Quickpay 2015 desktop shortcut Or you can select Programs Quickpay 2015 Quickpay in your Windows Start menu 2 Log into a payroll in the normal way You are now working in the 2015 tax year Budget 2015 changes have already been applied to your payroll software This year there s no need for a separate Budget Update After logging into Quickpay 2015 you should see Budget 201
18. issioners web site The default location is the Quickpay folder but you can browse to a different location if necessary 3 Make sure that you have located the correct file by checking the following e The P2C file s name should match the company s Tax Registration Number e The P2C file s tax year should match that of the payroll 4 Make sure that the pay frequency of the payroll matches that of the P2C file 5 Click Next to proceed 6 The Select Tax Credit Record window opens This lists all the tax credit records in the P2C file Records that seem to have discrepancies are displayed in red Some of the more common discrepancies are as follows e The inclusion of employees who have left your payroll e The inclusion of employees who have not yet been added to your payroll e The employee s Previous Employment Gross Pay amount exceeds the corresponding value in the Tax Credit Import file e The employee s Previous Employment Tax Paid value exceeds the corresponding value in the Tax Credit Import file Page 29 of 32 Sage Quickpay Payroll Year End 2014 User Guide You can import records that have discrepancies but doing so risks introducing errors to your payroll system So investigate the cause of each discrepancy and consult with the Revenue Commissioners to clarify any relevant issues When you have selected all the records you want to import click Import Now The Import Progress window displays a summary of the import p
19. l calculations in Period 1 of 2015 to ensure that the necessary updates have been installed correctly You may have processed Period 1 of 2015 for some employees before they left in December for the Christmas break Page 28 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 4 Tax Credit Import P2C File If you are registered with ROS you can obtain your 2015 Tax Credit File also known as the P2C file at the ROS web site https www ros ie login jsp This contains the information you need about 2015 employee tax credits and the Standard Rate Cut Off Point It also includes each employee s USC status and USC rate cut offs And for relevant employees it contains Local Property Tax LPT information It s best to do the Tax Credit Import when Quickpay s status is Start of Period with no timesheets saved If the file isn t available at the beginning of Tax Year 2015 don t worry Simply continue to process payroll as normal until the 2015 file is available 1 Select the Miscellaneous Tax Credit Import Tax Credit Import menu option Miscellaneous Period Archives Help Sage Tools Backup Restore User Preferences Printer Settings Tax Credit Import view System Monitor Tax Credit Import Report Delete Registry Entries 2 The Tax Credit Import window opens Specify the location on your computer where you saved the Tax Credit Import P2C file which you downloaded from the Revenue Comm
20. l set of official Revenue Commissioners P35 documentation is at this location http www revenue ie en business paye p35 faq p35 html Select the Tax Year End Tax Year End Reports menu option Select the P35 Returns via ROS radio button Click Create The system will inform you at this stage if there are payroll data discrepancies You ll need to deal with these before proceeding The Include Exclude Payrolls window may open If you have more than one payroll with the same Tax Registration Number these are listed By default all are included in the report However you can deselect any payroll you want to exclude For example if one of your payrolls contains dummy data you should exclude it Click OK The Merge Duplicate Employees window opens if the system detects any duplicate employee records The window lists the duplicate records For more detailed information about duplicate employee records open the help system by selecting Tax Year End FAQs Then read the P35 FAQs topics in the Payroll Year End Reports section Where possible the system will automatically merge the duplicates when it generates the P35 Return Select the acknowledgement checkbox and then click Merge and Continue There may be cases in which the system can t automatically merge the details These cases will be highlighted The P35 Return Type screen opens Select one of the following Original If you have not already su
21. lder for each backup Give the folder an informative name such as Full Sys Backup PYE 2014 Avoid overwriting previous backups The backup may need 50MB of memory or more 5 Click OK 6 Inthe Full Backup window select the Program and Common Files checkboxes 7 Select all valid and active payrolls Full Backup Programs Payrolls Programs Common Backup Common files Vv vV Payroll Backup all the Quickpay common files v v v Payroll B Payroll C Payroll P Selected Payroll Data Company Period Frequency 8 Click OK 9 A confirmation message displays Click OK to close this message 10 Open the backup location and confirm that the files called PAYBACK 001 PAYBACK CRC and PAYBACK CTL were created These are your new backup files Note The backup files open only within Quickpay You can t open a backup from the folder in which it is saved Page 7 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 3 Download and Install the Payroll Year End Update The PYE 2014 update makes your payroll system ready for PYE 2014 tasks and also includes all the relevant Budget 2015 changes So there s no need for a separate Budget Update to your software this year This is the only update your payroll software needs to begin 2015 payroll THE PYE 2014 UPDATE IS AVAILABLE AS A DOWNLOAD ONLY DOWNLOAD AND INSTALL IT AS SOON AS IT IS AV
22. ll Year End 15 The Save As screen opens Decide where you want to save the P35 file The default location is the 2014 ROS P35 subfolder in your Quickpay program folder Specify a different location if you wish 16 Click Save 17 An acknowledgement window opens Click OK 18 The Report Preview window opens This lists information about all the employees in the P35 return Print this report and keep it in your records 19 Use the table below to check the totals in the Report Preview against the corresponding Control Summary totals Control Summary AUDIT BALANCES P35 Report Preview Summary Section C Fwd This Employment Taxable Pay Total Pay C Fwd This Employment Tax Paid Total Tax C Fwd This Empl mt PRSI E e and PRSI E r Total PRSI C Fwd This Empl mt UNIVERSAL SOCIAL CHARGE Total USC Note 1 The Control Summary covers the payroll you are logged into only So if the P35 covers more than one payroll compare the Report Preview to the sums of the corresponding Control Summary totals Note 2 It s also a good idea to compare the Total LPT value in the P35 Report Preview with the LPT Year total in the P30 CC124 20 Follow the instructions at www ros ie to submit your P35 to ROS file to the Revenue Commissioners Note The file you need to submit has the extension P35 Another file with a MON extension is also created Do not submit this file For more information about the P35 to ROS submission open the help syste
23. m by selecting Tax Year End FAQs and search for the P35 FAQs topic Page 22 of 32 Example Sage Quickpay Payroll Year End 2014 User Guide Control Summary Audit Balances section lt TITLE gt BROUGHT FORWARD NEW STARTERS THIS PERIOD C FWD PREV EMPLOYMENT C FWD THIS EMPLOYMENT C FWD TOTAL Report printed at 14 00 14 10 31 12 14 Ver Date lt TITLE gt BROUGHT FORWARD NEW STARTERS THIS PERIOD C FWD PREV EMPLOYMENT C FWD THIS EMPLOYMENT AUDIT BALANCES lt TAXABLE PAY gt lt TAX gt lt PRSI EE gt lt PRSI ER gt 78330 78 9612 40 1573 22 5679 96 7120 98 873 85 143 02 516 36 85451 76 10486 25 1716 24 6196 32 85451 76 on 10 10 2014 Sage Ireland Ltd CONTROL SUMMARY REPORT AUDIT BALANCES 10486 25 1716 24 6196 32 B Page 02 Period No M 12 C FWD TOTAL P35 Report Preview Summary section Pay Tax PRSI Employee PRSI usc Taxable Benefits Iliness Benefit Tot Employee Pens Amt Tot Employer Pens Amt at Fee Decsce en Nowe lt GROSS INCOME gt lt UNIVERSAL SOCIAL CHARGE gt 78330 78 2366 37 7120 98 215 13 85451 76 2581 50 85451 76 2581 50 SUMMARY 85451 76 10486 25 7912 56 1716 24 888 00 0 00 Page 23 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 4 Generate P60s and Other Employee PYE Reports You must generate the following reports for each employee who is still in your employment at the end of 2014 e P
24. me to validate the data in all your payrolls again 1 Select the Reports Validate Payroll Data menu option 2 The Data Validator scans the data in the current payroll 3 When the scan is complete a report shows detailed information about any errors the Data Validator detected It also provides information about how to fix the errors 4 Follow the suggested resolutions to correct the errors 5 Run the Data Validator again When the Data Validator detects no errors you are ready to move on to the next step Gross Deductions without Pension Links Any deduction related to a pension or similar scheme must have an appropriate Pension Link attached to it This is to ensure that your P35 to ROS submission contains the correct pension information For more information select the Tax Year End FAQs menu option and open Pensions at Payroll Year End The Data Validator will list any gross deduction that is not associated with a pension link If any of these gross deductions is a pension deduction contact Support for further advice Otherwise you can ignore the message Page 19 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 2 Back Up Payroll Data In Part 1 Step 2 Taking a Full System Backup you backed up your entire payroll system Now you must take another backup This protects you against system failure or error because it enables you to recover your payroll data by restoring a version whos
25. r End Tax Year End Reports 2 The Tax Year End Reports window opens Select PRD 35 3 Click Print The PRD 35 report is generated for this payroll Submit this to the Accounting Office of the parent Department Note When you print a P60 for an employee who s subject to the Pension Related Deduction Quickpay will automatically generate the associated PRD 60 However if for any reason you need to obtain a blank copy of one of these forms please contact the Revenue Commissioners directly Page 24 of 32 Sage Quickpay Payroll Year End 2014 User Guide PYE Part 4 Tax Year 2015 Part 4 of the Payroll Year End process involves getting Tax Year 2015 ready for payroll processing o Step 1 Create Tax Year 2015 o Step 2 Open Tax Year 2015 o Step 3 Setting Period 1 of 2015 o Step 4 Tax Credit Import o Step 5 Enable CSO Reporting Optional Changes to payroll legislation announced in Budget 2015 As part of the Government s Budget 2015 announced on 14th October 2014 the following legislation changes come into enforcement from January 1st 2015 e Universal Social Charge USC The USC rates and thresholds for employees earning over 12 012 have been amended For more information open the help system by selecting the Help Help Topics menu option Then search for Universal Social Charge USC in the Search pane e PAYE Income Tax An increase of 1000 in the standard rate band of income tax occurs As a result of this t
26. ribe to Sage news feeds through your Internet browser Video Tutorials The Sage web site provides a set of video tutorials that go through the steps involved in the Payroll Year End process 1 Visit https my sage co uk ireland support payroll payroll year end video tutorials aspx 2 Log in using your My Sage login details Note If you don t already have a login you can create one from the main page Simply click Create a Sage login and follow the instructions For more information please click here Page 3 of 32 Sage Quickpay Payroll Year End 2014 User Guide Payroll Year End 2014 Checklist This checklist is also available as a separate printable document Select the Tax Year End View Checklist menu option Step 1 Register with ROS the Revenue Online Service on page 6 Step 2 Back up your Payroll System on page 7 0 DO Step 3 Download and Install the PYE Update on page 8 Do this as soon as the update is available The update also contains all the payroll changes announced in Budget 2015 E Step 4 Validate your Data on page 10 Step 1 Process the final pay period s on page 12 Step 2 Check the Company Details on page 13 Step 3 Check Employee Records on page 14 Step 4 Compare the Control Summary and the P30 CC124 on page 15 ODO DOCD Step 5 Print Tax Deduction Car
27. rocess If you carry out this step before setting period 1 of 2015 you may see a window that gives you the option of cancelling the import You can ignore this warning and continue 10 You can also generate a more detailed report by clicking the Print Tax Credit Import Report button Specify which sections of the report you want to print and whether you want to generate a detailed or a summary report Spot check a few Employee Details records to confirm that the tax credit information has been updated correctly Manual Tax Credit Update Sage strongly recommends that you follow the procedure above to update tax credits However you can also update employee tax credits manually if you have received your employees new tax credits from the Revenue Commissioners 1 Select the Processing Employee Details menu option and then open the relevant employee record Open the Details 1 tab and then enter the yearly Tax Credit value and yearly Std Cut Off value Standard Rate Cut Off If these fields are greyed out a timesheet has been saved for the employee in this period You can either e Delete the timesheet enter the new tax credit and standard rate cut off details and then re save the timesheet e Enter the new tax credit and standard rate cut off details after the next period is set Ensure that the correct Tax USC Status is specified for the employee The Tax Status is specified by the Revenue Commissioners
28. s menu option Then open the Extra Pay Period help topic Automatic Recalculation of PRD Amounts If an employee who is subject to the Pension Related Deduction PRD has been in continuous employment in the 2014 tax year the system automatically recalculates the employee s PRD values If the employee took unpaid leave during 2014 Unpaid leave does not affect the employee s continuous employment status So an employee due a recalculation may not reach 52 insurable weeks during the year In this case you have to manually mark the employee for a PRD recalculation in the final pay period of the year Refunds Arising from the PRD Recalculation If the employee is entitled to a refund arising from any of these recalculations it is added to the employee s final payslip along with an explanatory note For more information select the Tax Year End FAQs menu option and then open the PRD Recalculation help topic Page 12 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 2 Check the Company Details You need to ensure that your Company Details information is correct 1 Select the Company Payroll Setup Company Payroll Details menu option 2 The Company Payroll Details window opens Check that all the information is correct and complete Important details include Tax Registration Number Contact Details Make sure phone and fax numbers contain no spaces or dashes and that there are no special c
29. sage Quickpay Payroll Year End 2014 User Guide Sage Quickpay Payroll Year End 2014 User Guide This guide covers the Payroll Year End 2014 process You can read it onscreen or print it out For additional PYE advice select the Tax Year End F A Qs menu option Important note for Windows XP users Microsoft no longer provide technical support or security updates for Windows XP and they recommend you upgrade your system To protect your security and data this is the last version of Sage Quickpay that will work with Windows XP What should I do e You can still install and use this version of Sage Quickpay as normal e Microsoft recommend you upgrade to Windows 7 or Windows 8 as soon as possible e You won t be able to use future versions of Sage Quickpay unless you upgrade your system To check your current version of Windows EL Press the Windows key WE R Type Winver Click Enter For assistance with moving your Sage software from Windows XP please click here Page 2 of 32 Sage Quickpay Payroll Year End 2014 User Guide News Feeds Use Quickpay s News Feeds feature to make sure you stay up to date with the latest Quickpay information To enable news feeds 1 Click the Read News Feeds button on your Quickpay desktop 2 The News Feeds page opens Click the Configure Feed button 3 The Feed Configuration window opens Select the Enabled checkbox 4 Click OK to save your settings You can also subsc
30. stem To protect your security and data this is the last version of Sage Quickpay that will work with Windows XP What should I do e You can still use this version of Sage Quickpay as normal e Microsoft recommend you upgrade to Windows 7 or Windows 8 as soon as possible e You won t be able to use future versions of Sage Quickpay unless you upgrade your system For assistance with moving your Sage software from Windows XP please click here Page 9 of 32 Sage Quickpay Payroll Year End 2014 User Guide Step 4 Validate your Data The Data Validator utility helps you to ensure that your data is correct and complete You can use the utility at any time during the tax year to check your payroll data for errors It s particularly useful when you are preparing for PYE tasks Carry out the following steps in every payroll you use 1 Select the Reports Validate Payroll Data menu option 2 The Data Validator scans the payroll data of the current payroll When the scan is complete a report shows detailed information about any detected errors and provides guidance on how to fix the errors 3 Follow the suggested resolutions to correct any outstanding errors 4 Run the Data Validator again When the Data Validator detects no errors you are ready to move on to the next step Gross Deductions without Pension Links Any deduction related to a pension or similar scheme must have an appropriate Pension Link attached to it
31. yer Balance the employer total of the deduction accumulated since the last clearance Tax Year Employee the tax year employee balance Tax Year Employer the tax year employer balance Click OK If you need more information about this step see the Clearing Deduction Balances at Financial Year End help topic PYE 2014 Complete THIS COMPLETES THE 2014 PAYROLL YEAR END PROCESS This year there s no need for a step involving installing a Budget Update For further information about PYE visit our web site http www sage ie Page 32 of 32
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