PLEASE READ THESE INSTRUCTIONS BEFORE ATTEMPTING YEAR-END WITHIN THE PAYROLL

 

 

Please install the year end disk as soon as you receive it, it should be used to process your last period and to run any associated year-end reports or functions. Installing the disk does not perform a year-end; it just gives you the ability to. As the support lines will be busy during the year-end period we encourage you to install the disk without delay.

The update installs two versions of the program onto the machine:

The update also installs the Internet Filing module which is used for submitting the year end returns via the internet. Please remember you must register with HMRC in order to file this way. Full instructions on this are covered later in this document.

 

You can access your 2009/10 data using the Keytime Payroll 2009 icon even after this data has been year-ended. This allows for tight deadlines where weekly payrolls are concerned as it enables you to run the year end and start processing 2010/11, while allowing you to go back and print the year end reports at a later stage if required.

 

Installing the Update

 

Ensure that no Keytime programs are running – if they are, close them now. Insert the CD into your drive and it will start automatically. Follow the on-screen prompts and allow the update to install. The system will tell you when it has finished.

 

 

 

Running the Year-End

 

To run the year-end, follow these steps for each company:

 

 

Complete any outstanding processing for the 2009/10 tax year, and close the last period as usual. If you normally use an icon on your desktop to start the payroll, use the new Keytime Payroll 2009 icon instead.

 

 

Should you be running a week 53?

If you are unsure as to whether you should be running a week 53 please contact the HMRC Employers Helpline on 08457 143 143.

 

Take a backup of your data, label the backup as your year-end backup and keep it safely away from your normal backup set.

 

Using the Keytime Payroll 2009 icon, go back into the payroll and print off your P11s, P14/P60s and P35. To do this, make sure you are in the Employees screen (if you are the Employees button in the top left hand corner will be greyed out). For notes on aligning your P14/P60 prints, see the section P14/P60 Print Alignment. If you are filing your submission via the internet please see the Filing Online section.

 

Although we would still recommend that you print all your reports before running the year end (Step 5), if you are short of time it is now possible to print the reports after closing down the year. To do this, you would simply need to log into the payroll using the Keytime Payroll 2009 icon again at a later stage.

 

You can now run your year end. This will create your data in the 2010 version of the software (it will not clear down any figure in the 2009 software, so you can still access this if required).

 

 

Close the Payroll and then re-open it using your normal Keytime Payroll icon. Log back into the company; you can check that the year has rolled over. You should see that the dates now read 06/04/2010 – 05/04/2011 and the periods have been reset to 1.

 

If your period is not showing period 1, please double check that you have logged in using the Keytime Payroll icon and not the Keytime Payroll 2009 icon as it would suggest that you are still logged into the 2009/10 software.

 

Tax Code Changes

 

There isn’t a general tax code change this year; the only changes you will have to make will be in response to individual Coding Notices for specific employees. We’ll be sending out a further update to account for any changes following the Budget on March 24th. These do not need to be entered now.

 

 

P14/P60 Print Alignment

 

All the boxes are in fixed calculated positions that should be correct for all printers.

 

Note that the system uses Portrait Laser P14 forms only. It is not compatible with Landscape forms, Dot Matrix P60s or the P60 Certificate of Pay (P60 Single Sheet - Shortened Version).

 

Occasionally you may need to adjust the prints to fit the forms. You can manoeuvre the entire print up & down, left and right to ensure that it prints within the boxes of the form.

 

To do this, open Keytime Payroll 2009 and go to Setup // Configure System. Click the Settings tab. You can then adjust the margin values to align the P14s.

 

All printed P14s submitted to HMRC are read by machines, so you must ensure that all printed information appears within the boxes on the form. The print does not need to be exactly in the centre of the boxes, but any print falling outside the boxes will not be read by the machine and may cause the P14 to be rejected.

 

We would also advise that if you plan to make any changes to the print alignment settings for the P14/P60, make a note of the original settings first in case your payslip alignment is affected. Then the original settings can be easily reset.

 

Please note that if you have several active companies within Payroll you only need to set this once, as each company will use the same settings.

 

Registering for Online Filing

 

The year-end update will install a utility to enable you to file your year-end returns by internet.

 

To take advantage of internet filing, you must register with HMRC. This can be done on-line but please register in plenty of time to file the returns by due dates.

 

 

You will be asked to enter:

 

• Your name

• An email address through which you can be contacted

• A password of your choice

 

You will then be able to enrol for PAYE online, you will need to enter:

 

 

Employers PAYE reference.

Found on correspondence from HMRC, e.g. 123/A4567

 

Accounts office reference.

Found on correspondence from HMRC, e.g. 123PX12345

 

 

Following registration, your user ID will be displayed on screen. You will also receive an activation PIN, this will arrive by post. To activate the service, first log on to the HMRC site. Then, enter your activation PIN and click Activate Service.

 

Note that the activation PIN is valid for 28 days from the date shown on the activation PIN letter from HMRC. After that time, the PIN becomes invalid and you must apply for a new one.

 

For further details on filing by internet - http://www.hmrc.gov.uk/payeonline/index.htm

 

If you are filing your returns by internet you must still issue a printed P60 to all your employees.

 

 

P35 Checklist

 

You must complete the P35 Checklist prior to Filing by internet

Before you carry out your Internet Filing, please go into Keytime Payroll 2009 to answer the questions for Part 2 of the P35. These details will be submitted when you then file by internet.

 

 

If you receive the following error while filing, it means you have not reviewed and edited (where applicable) the P35 Checklist.

 

P35 Additional Detail

 

If you wish to submit additional P35 detail such as Income Tax advances received, Subcontractors information, Statutory Payment Funding, Tax Credit funding and NIC/Tax Paid, you must ensure that these details have been completed.

 

 

 

Filing Year End Returns Online

 

Close Payroll.

 

You will be prompted to select the company to file.

 

Select the company and enter your normal password.

 

 The Internet Filing Wizard will step you through completing the submission.

 

 

 

 

 

You will be prompted for your user ID and Password; this is the user ID and password you obtained from HMRC. If you are an Agent, please tick the box. If you need to submit CIS Deductions please also tick the relevant box and you will be prompted for the CIS Deductions during the validation process.

 

 

 

The wizard will now perform a series of checks and warn of any errors or fail the submission. A report will be generated with the results. If there are errors, print the report and make the necessary changes.

 

Once you have cleared the validation process, you can submit.

 

 

A message will appear to tell you that the submission is complete and was successful. You should then receive an email from HMRC telling you that the submission has been received.