Payroll yr finish guidelines: This is what your online business must do – Sage Recommendation United Kingdom

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Payroll yr finish guidelines: This is what your online business must do – Sage Recommendation United Kingdom

Payroll yr finish is across the nook.

Ideally, it must be simply a typical month-12 or week-52 payroll with some additional steps added in to shut the yr.

However it’s necessary to know what you have to get proper. On this article, we assist you get prepped and prepared for payroll yr finish.

Right here’s what we cowl:

Payroll year end things to do

Step 1: Check when your payroll ends

Step 2: Check for leavers or new starters

Step 3: Send your final FPS of the year

Step 4: Process your year end

Step 5: Get your P60s ready

Step 6: Check the P9X and start your new payroll year

Payroll year end dates to be aware of

Final thoughts on payroll year end

The important thing factor to recollect is that your closing experiences to HMRC for the 2021/22 tax yr should be submitted by no later than 19 April 2022.

Subsequent, you have to put together for the brand new tax yr and be sure to present your staff with their P60s by no later than 31 Could 2022.

That can assist you with payroll yr finish, here’s everything you need to do, full with key dates in your diary, so you’ll be able to tick off what’s required and stay on top of your payroll.

Julie Northover provides professional recommendation all through. One of many UK’s foremost payroll consultants and trainers, Julie is a payroll specialist on the Chartered Institute of Payroll Professionals (CIPP), and in addition runs her personal payroll bureau for small and elite shoppers.

In some circumstances, your payroll won’t finish on week 52, and as a substitute you might want to finish a further payroll. This may imply your payroll ends on week 53, or presumably week 54 or 56.

This occurs if two issues are true:

  1. You course of payrolls weekly, two-weekly, or four-weekly (month-to-month payrolls are excluded).
  2. Your ordinary payroll date falls on 5 April in any yr (or 4 April if it’s a intercalary year—2024, 2028, and so forth).

Notably, payrolls that run month-to-month all the time solely ever have 12 months. Meaning there’s by no means a month 13, and you’ll skip this part and run payroll as ordinary. And in case your payroll is run after 5 April then, once more, you’ll be able to skip forward.

“In April 2022, the 5 April falls on a Tuesday,” says Julie. “As a result of it’s uncommon for any weekly, fortnightly or four-weekly payroll to pay out on a Tuesday, it’s unlikely there will likely be per week 53 for many payrolls this time.

“You could be processing on today however it’s probably your pay day is about later within the week.

“It’s essential to bear in mind the potential of per week 53 for when it does occur, so that you don’t get caught out.”

If the payroll falls on 5 April, then your payroll ends as follows relying on whether or not you pay weekly, two-weekly, or four-weekly:

  • Weekly payroll falling on 5 April: Every week 53 payroll (5 April to 11 April)
  • Two-weekly payroll falling on 5 April: Every week 54 payroll (5 April to 18 April)
  • 4-weekly payroll falling on 5 April: Every week 56 payroll (5 April to 2 Could)

If affected by this, you have to swap staff to per week one tax code for the additional payroll.

Most payroll software program will do that mechanically, however you need to examine. If the tax code standing is just not amended to per week one foundation, it might imply most staff can pay an excessive amount of tax.

As soon as the brand new payroll yr begins you need to modify the tax code once more for the brand new tax yr in response to the P9X (see Step 6, beneath).

If staff have left your online business in the course of the previous yr, or there have been new starters, now’s the time to examine to make sure they’ve been processed. This may imply speaking with managers and ensuring clear traces of communication are open.

“12 months finish is a closing sweep to make sure no one has been missed,” says Julie. “It’s a time to make completely certain you’ve lined all the pieces.

“Most individuals are very disciplined and in the event that they care for issues like this on the finish of every pay interval then all the pieces must be so as.”

It’s necessary that you simply do that earlier than submitting your closing Full Payment Submission (FPS) or Employer Payment Summary (EPS).

“As soon as you progress into the brand new payroll yr, it’s not all the time simple to return and repair particulars like this,” she provides.

So, you’ve labored out whether or not you’ve got per week 53 (or 54/56), processed the ultimate payroll of the tax yr and have made any related staff’ leavers. Now you’ll be able to ship your closing FPS and, if required, EPS.

The deadline for that is 19 April.

There’s no distinction to the FPS and EPS within the closing pay interval. Submit them as regular, then you’ll be able to then proceed with the payroll yr finish course of.

Avoiding errors that require retrospective changes is essential. Changes required after 19 April will contain submitting extra FPSs or EPSs.

Earlier than 2020/21, retrospective changes have been achieved through an Earlier 12 months Replace (EYU) however that is now not used.

“There’s a course of for speaking with HMRC about something that’s not right,” says Julie. “However it’s an admin burden that payrollers wish to keep away from the place attainable.

“It’s an unwritten rule among the many payroll occupation that we are going to do all the pieces we are able to to keep away from the need for retrospective changes after the tax yr finish is full.”

Utilizing your payroll software, be sure to check your processing date. This must be set for five April.

Now you’ll be able to course of your yr finish and make your closing submission for the 2020/21 tax yr.

As soon as this step is full, you’ll be able to produce your P60s. Bear in mind, your staff must obtain them by 31 Could.

And that’s it, you’ve accomplished the payroll yr finish course of for an additional yr. Put your toes up for 5 minutes—then prepare to start out processing payroll for the brand new tax yr.

All of your staff who’re engaged on the ultimate day of the tax yr, on 5 April, must obtain a P60 from you by 31 Could.

This contains deemed staff who are actually in your payroll due to the Intermediaries Laws (IR35).

This necessary doc summarises their pay and deductions for the yr, and is probably the ultimate job to finish following yr finish.

Utilizing your payroll software program, you’ll be able to generate your P60s and securely share them on-line along with your staff, normally in the identical means you share payslips. There’s additionally the choice to print them off if you have to.

You is perhaps tempted to run the P60 creation as quickly as attainable, however it actually shouldn’t be achieved earlier than the ultimate payslip has been issued, plus the standard time required for suggestions from staff about any errors.

“You ship payslips out 12 months of the yr, when you’re working a month-to-month payroll,” provides Julie.

“After which annually you ship one other doc, the P60, which is simply summarising these 12 payslips.

“So, when you’ve not had and pay or reconciliation points with the 12 payslips, you shouldn’t have a problem with the P60.”

“There are two processes that payroll professionals typically see as one,” says Julie. “They’re closing one tax yr off and opening up the following.

“The brand new yr guidelines is greater than the yr finish guidelines these days.

“So, as quickly as you shut off and earlier than you begin your month one (or week one) payroll, you have to seek advice from the P9X.”

The P9X is the document published by HMRC that explains what tax codes employers should change or carry ahead on 6 April.

For 2021/22 the recommendation was so as to add 7 to tax codes ending in L, add 8 to tax codes starting in M, and add 6 to tax codes ending in N.

Nevertheless, issues are a bit uncommon from now till April 2026, as a result of the federal government introduced within the Spring Funds 2021 that the personal allowance, and some tax thresholds have been frozen.

For Nationwide Insurance coverage, thresholds, solely the Higher Earnings threshold is frozen.

Subsequently, it’s not but clear what steerage the 2022/23 P9X will give, though bulletins have been made concerning the National Insurance rates and thresholds for 2022-23.

“The recommendation on the P9X is perhaps so as to add plus zero,” provides Julie. “I don’t know whether or not it can say that, or whether or not it’ll simply say, ‘Don’t add something.’

“Till we see it, we received’t know. The online consequence would be the similar: no improve to our private allowance.”

Software program vendor help documentation additionally summarises this data, in order that could possibly be one other port of name earlier than the primary pay run of the yr.

Nevertheless, the federal government internet pages must be thought-about the first supply of any data.

Different work for the brand new payroll yr entails checking different thresholds comparable to for pupil loans and postgraduate loans.

“These will most likely be exhausting coded into the yearly updates out of your software program vendor,” says Julie.

“However you shouldn’t sit in your laurels and assume all the pieces’s right. It’s essential to examine to make sure all the pieces is correct.”

There are some issues that should be achieved manually by the payroll crew:

  • If any person has deferred Nationwide Insurance coverage, their CA2700 certificates are solely legitimate for one tax yr so renewed certificates are required earlier than you’ll be able to course of pay for the brand new tax yr utilizing the deferred Nationwide Insurance coverage contributions (NICs) insurance coverage class letter.
  • These receiving childcare vouchers must be reviewed to make sure they don’t want an modification to the worth they’re eligible to obtain. As a part of the PAYE course of, HMRC requires you to finish a Primary Earnings Evaluation (BEA) prior to every first pay interval in a brand new tax yr for anybody who has been in receipt of childcare vouchers since 6 April 2011.

A few of the key dates round payroll yr finish have been highlighted above however right here they’re once more within the infographic beneath, together with another payroll dates that you simply want to concentrate on.

payroll year end

It’s value including these to your calendar when you haven’t bought them in there already:

5 April

  • The 2021/22 tax yr ends on this date

Earlier than 6 April

  • Replace your worker payroll data
  • Time to replace your payroll software program

6 April

  • The brand new tax yr (2022/23) begins

19 April

  • That is the deadline for the ultimate submission of the 2021/22 tax yr

22 April

  • That is the deadline for month 12 PAYE

By 31 Could

  • Your staff must obtain their P60s by this date

By 6 July

  • It’s essential to report on bills and advantages; you might be able to use your payroll software program to do that

6 July

  • That is the deadline to submit your P11D and P11D(b) types

22 July

  • On this date, fee of sophistication 1A Nationwide Insurance coverage contributions on Advantages in Variety should be with HMRC (notice that 19 July is the deadline if not utilizing digital methods).

See? Payroll yr finish doesn’t must be disturbing.

With a little bit of ahead planning, you will get your processing achieved with ease earlier than you place preparations in place for the brand new tax yr.

Editor’s notice: This submit was initially revealed in March 2018 and has been up to date for relevance.

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