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Live RTI Q&A

Posted in: Real Time Information (RTI)

Thanks to everyone for your RTI questions to our payroll panel. Our Q&A is now closed. 

Get your free RTI guide

You can see all the questions and answers here, but if you missed our Live Q&A you might like to download our free RTI guide or visit our support site for further information.

What is RTI?

RTI, or Real Time Information, is new legislation now in place by HMRC. It’s a new and improved way of reporting and means most employers will need to submit PAYE in real time. Sound scary? It’s not if you know how! This is where we can help…..
If you’ve never heard of RTI before or you’re not sure how to process it, don’t panic! Whatever stage you’re at we’ve got lots of information, advice and software to help you get ready so visit www.sage.co.uk/rti

Posted in: Real Time Information (RTI)

Comments

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  • Doug Stewart

    Have 11 employees, 9 paid weekly, 2 paid twice a year (May & November). Both there have no NIC deductions, only tax. Until now, not processed in Sage Payroll till year end. If process in May & November, expect ‘wrong’ tax deduction. Any way round this, other than processing again in Week 52 – to get ‘refund’ of overpaid tax during year?

    • Ceara

      Hi Doug,

      Since the employees are only paid twice a year, it sounds like their pay frequency is ‘half-yearly’. To process this in Sage Payroll you can use Advance Pay to assign the employees the relevant number of tax periods tax allowance you wish to give the employee.

      For example. if you pay the employee in the first half of the year in May (month 2), you could set your date to month 2 and then advance pay 4 periods up to and including month 6. This will allow you to give the employees the right tax allowance but still adhere to HMRC guidelines to submit a Full Payment Submission (FPS) when you pay the employee.

      Ceara
      Sage UK

  • parrys motor parts

    i have tried to submit to hmrc a leaver in the tax year 2012/13 only to get a message this paye in year movement cannot be accepted as the employer has been invited to join rti i have downloaded the disc that you sent and also today version 2 why cant this information be sent

    • Ceara

      Hi,

      HMRC are no longer accepting P45 Leaver and P45/P46 Starter forms now that RTI has started.

      HMRC have advised:

      If you’ve not yet submitted your 2012-13 year end, you should enter the employee’s leave date on their P14 form for 2012-13. HMRC will then cease the employment on their system. To do this in Sage Payroll, process the employee as a leaver and the leave date will automatically be included when you submit your year end.

      If you’ve already submitted your 2012-13 year end, no further action is needed. Don’t submit revised P14 forms.

      Ceara
      Sage UK

  • S.Morgan

    Do contract hours need to be entered for monthly director and/or wives?
    Also found cannot submit p45 for employee left on 5/4/13 same problem as previous blogger
    We also complete bank auto pay forms for clients i. entering employee payments which are faxed to bank to pay.is this classed as direct bacs?

    • Ceara

      Hi,

      You should enter contracted or hours normally worked for all employees, including directors.

      HMRC are no longer accepting P45 Leaver and P45/P46 Starter forms now that RTI has started.

      HMRC have advised:

      If you’ve not yet submitted your 2012-13 year end, you should enter the employee’s leave date on their P14 form for 2012-13. HMRC will then cease the employment on their system. To do this in Sage Payroll, process the employee as a leaver and the leave date will automatically be included when you submit your year end.

      If you’ve already submitted your 2012-13 year end, no further action is needed. Don’t submit revised P14 forms.

      With regards to Direct BACS, do you use a Service User Number (SUN) when you pay the employees by fax? If you do, then it would be classed as Direct BACS.

      Ceara
      Sage UK

  • J

    When submitting by Wk 1 FPS I am receiving an error regarding my SCON being invalid but our pension scheme does not require a SCON & therefore I do not have a SCON, How do I sort/remove this error to allow my submission to be successfull

    • Jane

      I too had this problem – I finally got someone to respond to my web chat request after 2hrs of just leaving the window open [even though it said it had been disconnected!]. They admitted this must be a problem in the program and as a temporary fix recommended I give the employees a leaver date in their pension – send the submission and then remove the leave date – it worked for me! They said they’ll get back to me when they find a perminent fix.

    • Ceara

      Hi J and Jane,

      The issue is caused by an employee being On Hold and being part of a pension scheme.

      To resolve this, you should temporarily enter a leave date in the employee’s pension scheme. Once you’ve submitted the employee you can remove the leave date and you shouldn’t get the problem again.

      We are looking to fix this issue in the next release.

      Ceara
      Sage UK

  • Anne

    I appear to be losing week one becasue previously I processed on the Friday of week worked and paid following Friday. Now I have to process on actual pay day. Hence 1 week lost!! What do I do????

    • Ceara

      Hi Anne,

      When you start submitting under RTI your pay date (process date in Sage) needs to be the day the employees are paid, regardless of when the hours were worked. This tells HMRC when the employees were paid so if you submitted using a date a week prior to this, it would make your submission ‘late’.

      However, it’s unfair to your employees if they miss out on a tax week because although the PAYE will correct itself when you process in the next period, they will lose out on a weeks NIC allowance that they won’t get back.

      To process this in Sage, we recommend that you set your process date to week 1 and use Advance Pay to give the employees the PAYE and NIC allowances from week 2 as well. You would enter all of the wages in week 1 and advance pay 0.00 values in week 2. This means the pay isn’t split and the ee will pay the correct NIC due on week 1’s money. You will get a prompt in Sage to tell you you’re advancing pay with 0 values and do you want to remove it, just click No.

      The submission that Sage Payroll creates will submit that the payment was made in week 1 and that there were 2 periods included.

      Note: If you’re actually paying your employees in week 2 and you use this workaround, it will technically be dated as week 1 and could be seen to be ‘late’, however this is a one-off to get you in line for the rest of the year. HMRC have also advised that they won’t be issuing penalties for lateness at the start of 2013-14 year. See: http://www.hmrc.gov.uk/news/payerti-payments.htm

      Ceara
      Sage UK

    • Tracy

      Has anyone replied to you Anne? Ive had a few clients who have called about this problem and I dont know what to tell them either? I dont actually use sage to process my payrolls but I have access to it and there is no facility to change the week number. The week number is automatically determind as to what date you put in and cannot be overridden. I think this is a fundamental flaw in Sage payroll as it shouldnt matter what date you enter, you should be able to change the week number to what week you are processing (as I can with the program I use)!

  • Jonathan Gruneberg

    I have to do EAS submission a few times but it came up saying HMRC 7811 – this submission cannot be accepted as alignment has commenced or successfully completed.

    I have checked all the employee details and tax/ref details.

    Can you please email me your advice?

    Many thanks

  • zoe tite

    why do we get error message 0003 hmrc unable to connect

    • Ceara

      Hi Zoe,

      The error you’ve quoted is usually followed by 0003 – Unable to connect to Government Gateway. This indicates your program is having an issue connecting to HMRC.

      Things that I would suggest you should check are:

      Look to see if you’ve got an email receipt from HMRC confirming a successful submission ( we had some customers earlier in the week get this error because HMRC servers were busy but the submission had actually gone through).

      Check the versions of the program you’re using. The program version should be version 19.01.075 and the Internet Submissions version should be 3.3.86. You can check this by going to Help > About.

      Next, I would check your internet security/firewall to see if Sage Payroll is being blocked in any way.

      If you need any further assistance, I would suggest you contact our support team on 0845 111 55 55 so we can troubleshoot further.

      Ceara
      Sage UK

      • Cheryl

        Hi Ceara, I have the same problem as Zoe. I’ve turned off my firewall & made sure that sage & hmrc are on my trusted sites list, but I still cannot submit by FPS. My version number is not what you suggested to Zoe but I only have one copy of payroll & have installed the latest disk with RTI on. Please help !

        • Ceara Metcalf

          Hi Cheryl,

          It’s really important that you’re using the correct version number for the 2013-14 tax year, which is 19.01.075. You can check this in Help > About.

          If you’re using Sage Instant Payroll, the version number should be 13.02.014. You can check this in Tools > My Instant Payroll.

          Ceara
          Sage UK

          • Cheryl

            Hi Ceara,

            Yes running instant payroll & correct version, i’m at a total loss here:(

  • C

    Myabe a technical problem but worrying. having backed up rti data, I cannot open it. I get a zip folder which has three elements
    sqlite3 a data base file
    sqlite3.db.sha256 SHA256 file
    version file

    If I try to open the data base file I am warned it could damage my compurter.

    I am worried in case I ever need this back up, how do I access it?

    Thank you

    • Ceara

      Hi C,

      Don’t worry, you aren’t meant to be able to open a backup file, as it’s been zipped up small and encrypted so that only Sage Payroll can open it.

      If you need to restore a backup, you should go to File > Restore and follow the wizard through. If you need any assistance with this, please see Ask Sage article 11249.

      Ceara
      Sage UK

  • http://www.rpclettings.co.uk Carolyn Harry

    I posted this earlier but think I may have posted it to the wrong place so I am trying again,
    We have Sage Instant Payroll on a single workstation and not on our server. However that workstation connects to the server and to the internet with no problems. When we tick on the Submit EAS we get a microsoft error message that says it has encountered a problem and needs to close the program. We have used Sage Instant Payroll for years but have never submitted online with it before now. Has anyone else encountered this problem and found a solution? Worrying – we have tried ringing sage all week but the queue is always over 30 minutes so we don’t hold. What can we do? Thanks in anticipation for any help anyone can suggest.

    • Ronnie

      Hi Carolyn,

      In order to fully understand the issue you are encountering, could you please provide the exact wording of the error you are being presented with

      Ronnie
      Sage UK

    • Ronnie

      Hi Carolyn,

      In order to fully understand the issue you are encountering, could you please provide the exact wording of the error message you are being presented with.

      Ronnie
      Sage UK

  • Roger Jennings

    I have 3 employees paid 6th April monthly, now updated, and 13 paid 11th April weekly, not updated, When I tried FPS for the three only it appeared that I would send FPS for all emplyees and I could not deslect any. It also said it could only be sent once.
    If I sent what happens when I update on 11th?

    • Ronnie

      Hi Roger,

      It would appear that the weekly employees from the previous weekly pay date are being included in the current FPS

      Possible reasons for this are:

      The FPS for the weekly employees on the 4th April has not been run
      Data from before the FPS date has been restored

      Once the FPS has been run, only those updated in the current period will be included in the next FPS.

      Ronnie
      Sage UK

  • Steve Panessar

    RTI,
    1 – I have been using 0 hours in payroll before because they are normal employees and not contracted out. From April payroll can I continue to use 0 hours as my default method..?

    2 – Previously my payroll date has always been the 20th of the month, from April payroll, do I need to use the 5th of the month following..? or can I continue the same as before..?

    • Ronnie

      Hi Steve,

      1. Yes you can continue to use 0 as the default hours for your employees

      2. Yes you can continue to use the 20th of the month as your pay date

      Ronnie
      Sage UK

  • sam

    Good Morning I have purchased sage 50 payroll rti and am having difficulty in finding out how to print payslips.

    We do not have an option on our system to print payslips on the pre update reports menu

    • Ronnie

      Hi Sam,

      The option to print payslips is only enabled when the payslip is selected.

      To do this:
      Access to Pre-Update reports
      Click on the arrow to the left of the Payslips in the left hand pane
      Select fro the drop down menu, Dot Matrix, Email, or Laser
      The print option will now be available and the main screen will now be populated with the available Payslips
      You may choose from these and click on the print button at the top of the screen.

      Ronnie
      Sage UK

  • sam

    we do not have a payslip button in the pre udate reports tree. All we have is:
    Favourites
    Cheques
    Bacs
    Analysis
    Summary
    User Defined ( Local).

    • Ronnie

      Hi Sam,

      Thank you for clarifying your query.

      On the basis of the information to hand It would appear as if the Payslips folder has not been created correctly during the installation process,

      I would suggest that after ensuring that you have backed up your data, you reinstall the Payroll program over the top of the existing installation.

      If this fails to rectify the issue, then you will need to speak to technical support as there are some further steps we would need to take you through.

      Ronnie
      Sage UK

  • sam

    Hi Ronnie

    Many thanks for your help.

    Have re-loaded the software and all working fine

  • Candy

    I have been asked to prepare a special payroll for some bonuses for some of the staff to be paid on Friday, as well as preparing the normal payroll at the end of the month. I need to pay the bonuses after the normal monthly pay has been calculated. I will then need to make a fps on friday and another at the end of the month. Can you please advise how to do this as I am only paying net bonuses this week.
    Thank you.
    Candy

    • Gary Ging

      Hi Candy, you should process the bonuses and then update the payroll and complete the FPS by Friday.

      In order to then process the normal payroll at the end of the month you should rollback the update you did for the bonuses and re-process to include the normal payroll details and then re-update the records.

      You will not be able to do another FPS for this pay period but the FPS you do in the next period will include the updated YTD figures from the normal monthly pay run.

      Regards
      Gary
      Sage UK

  • Jean

    I have an employee who has changed his address after I sent the EAS and the first FPS, does he need to inform the tax office or will it be enough for me to change the address on the payroll.

    • Gary Ging

      Hi Jean,

      You should change the employee’s address in the payroll software for your own records but the employee must contact the tax office to inform them of the change in their circumstances.

      Regards

      Gary
      Sage UK

  • Maxine

    I use Ceridian to distribute our wages to our employees accounts, and have had to upgrade creditlink and they have sent me an e-mail to ask my payroll supplier (sage) for the format of the new file either csv or txt which includes the RTI hash field. At the moment I use csv file, do I cintinue to do what I have always done.

    • Gary Ging

      Hi Maxine,

      If you have previously been using the BACS reports to generate the CSV file then you can continue to do this but there is a alternative report to use that includes the BACS hash field.

      Instead of using the BACS report within the Pre-Update Reports option you should now use the relevant BACS report within the Employee folder in the Reports option. This will output the BACS hash field as the 7th field in the CSV file.

      Regards

      Gary
      Sage UK

  • Sheila

    I run monthly payroll twice, once on the 15th of the month and again at the end of the month. I have been informed that i can only submit once in any given period. i.e one per month. So how do i now process them? Or is this not the case?

    • Ronnie

      Hi Sheila,

      You can submit after updating each period, or you can submit at the end of the month as each submission will only include employees paid in the current period. i.e. if you submit after updating your payroll on the 15th, then these employees will not be included in a second submission at the end of the month.

      Ronnie
      SageUK

  • Kim Jones

    I am trying to send my Employer alignment but it is saying it as failed due to my software not being 2013/14 but I have installed my RTI software and produce my 2012/13 yearend, I have no healtcheck issues any ideas on how to get this submitted. ASP as I need to do my 1st monthly payroll on the 26th April
    regards
    Kim

    • Ronnie

      Hi Kim,

      The message you are receiving is advising you that you have not yet installed your 2013/14 Year End update, this will update your program so that it is legislatively compliant for 2013/2014

      Ronnie
      SageUK

  • Kim Jones

    I am trying to send my Employer alignment but it is saying it as failed due to my software not being 2013/14 but I have installed my RTI software and produce my 2012/13 yearend, I have no healtcheck issues any ideas on how to get this submitted. ASAP as I need to do my 1st monthly payroll on the 26th April
    regards
    Kim

    • Ceara Metcalf

      Hi Kim,

      The version you need to use for RTI in 2013-14 is v19.01.075. You can check this in Help > About.

      You should have received a payroll year end pack containing this disc or you can download it from http://www.sage.co.uk/rtisupport.

      Ceara
      Sage UK

  • Helen Knight

    I run Sage 50 payroll with both weekly and monthly paid employees.
    If the payroll run for both weekly and monthly occasionally occurs on the same day of the month, do I submit an FPS for the weekly paid staff and one for the monthly paid staff as they have different processing dates or will it just be 1 FPS?
    It will also happen occasionally in the year that they are processed on the same day with the same processing date, is this too just 1 FPS?
    Thank you

    • Ronnie

      Hi Helen,

      In the example you have given you can either submit one FPS for all employees updated in that pay period, or perform two submissions, one after each group of employees has been updated.

      The same applies for your second question

  • Helen Knight

    If as per the HMRC advice I change a new starters starting date from 3rd April to 6 April as their P46 was not accepted at the end of the year for the 1st FPS submission is it then okay to change it back to 3rd April to keep records correct afterwards?
    Won’t the next FPS pick this up?
    Thank you

    • Gary Ging

      Hi Helen, as long as you set the employee’s start date to the 6th April before you completed your Employer Alignment Submission then they will have been included as a new starter in the EAS. You can then set their start date back to 3rd April if you wish, but when doing so make sure that the ‘FPS Starter’ flag on the employee’s record is cleared.

      When you send the next FPS their payment information will be included but it will not include the starter information.

      Regards
      Gary
      Sage UK

  • Wendy Smith

    I have been trying to generate a hash ref for our employees. I have entered all our bank details in company settings and change payment method to Direct Bacs but when I go into reports and select the weekly BACS report with Hash nothing is generating can anyone help???

    • Warren Richman

      Wendy

      The hash tag is not generated until you have perform your period end!

      Once you have completed your period end, you can run one of new BACSHASH reports and this displays the Hash field data which is generated by the Sage software. The reports can be found in the Employee section of the reports and there is a different one for each pay interval.

      Hope this helps.

      • Wendy Smith

        So does that mean I just send my normal BACS report to our bank until we do our period end. Then all future Bacs submission can be done with the Hash Ref???

        • Ronnie

          Hi Wendy,

          No, you should not use the normal BACS report, you would still need to use the BACSHASH reporst and so would wait to submit until you have performed your period end.

          Ronnie
          SageUK

          • Wendy Smith

            Hi Ronnie

            But I have weekly wages to process and I thought you had to update and do a full payment submission before the prosessing date??? Which I have done for WK1 & WK2.?

        • Ronnie

          Hi Wendy,

          That is absolutely fine, you would need to process your weekly periods as normal, update them and run your fps.

          Then when you run your period end you would produce the BACSHash report for the combined values of the pay periods.

          Ronnie
          SageUK

          • Wendy Smith

            So are you not required to send the BACS Hash ref with our weekly BACS Submission through the bank??

    • Ronnie

      Hi Wendy,

      Please accept my apologies for misunderstanding your intitial query.

      You should produce your BACS hash ref after updating each pay period.

      There are a number of preconditions which would need to be met in order for you to generate the BACS Hash ref.

      The company sort code must be entered
      The employee sort code must be entered
      The employee pay method should be set to direct BACS
      The amount paid must be greater than Zero.

      These conditions would need to be met before updating the employees pay. (amending details after updating will not populate the report retrospectively, the details must be correct before updating the employees pay)

      To access BACS Hash report go to Reports.
      Select Employee from the left hand pane
      Scroll down the list of available reports for “Employee BACS Hash Reference

      Ronnie
      SageUK

  • mike henderson

    Whilst tring to make the EAS submission we find that the task under
    e-submission > Employer Alignment Submission is just not visable. It was suggested by sage it was because we were not registered at HMRC but checked and this is ok. We had various remedies from sage to fix this but to no avail. We have followed all instructios to the letter , PLease how do sort this ?

    • Julie

      Hi Mike – i had the same issue, however i found that once i changed the process date to a date after the 6th April the Employer Alignment Submission showed up! Not sure if it will work for you but its worth a try

  • Tracey Anne

    Hi trying to use RTI but its not even highlighted in Sage its in light grey and cannot be clicked on?????

    • Ronnie

      Hi Tracey,

      In order to use the RTI options you need to have entered your E-Submissions settings in the program, and have your program date set within the current 2013/14 year

      Ronnie
      Sage UK

  • Helen Knight

    I am finding that E-banking is not working.
    If I set the employees as advised with a pay method of Direct BACS, after update I can print off the BACS Hash report but not create a bank file at all, there are no employees to post?
    If I set the employees back to a pay method of BACS I can create a bank file but without the BACS hash but can’t produce a BACS hash report?
    Thank you

    • Ronnie

      Hi Helen,

      The hash tag is not generated until you have perform your period end!

      Once you have completed your period end, you can run one of new BACSHASH reports and this displays the Hash field data which is generated by the Sage software. The reports can be found in the Employee section of the reports and there is a different one for each pay interval.

      Ronnie
      SageUK

  • Wendy Smith

    Hi Tracey

    To get your RTI so it is not greyed out you have to tick the RTI box under Company, tasks, security, access rights. Hope that helps.

    • Tracey Anne

      Thank You Wendy Perfect :)

    • http://www.northernflags.com Jayne

      Hi Wendy
      Thank you for this, I was also having the same problem!

  • Wendy Smith

    Mike

    Have you looked at your access rights as stated above for Tracey, I had to change mine to submit the report.

    Wendy

  • JaneW

    How do I know if I have submitted the one off EAS. I dont remember doing it but cant see where it is for me to do now. Also, I have noticed an error in the user id which I have now corrected but if the EAS has been submitted wrongly I am guessing this is maybe what is preventing me from submitting my year end now as I am getting an error message saying HMRC dosent recognise me. How do I firstly find out if EAS has been sent and what user id was on it and how do I correct it please

    • Gary Ging

      Hi JaneW, you can find out if the EAS has been sent by going into the e-Submission Log within the e-Submissions option. This will list all of the submissions you have made, and whether or not they were successful.

      If the EAS has been sent and you have realised that there is an error in the information then you should contact HMRC who will be able to advise you on how you should correct it. It’s possible that they will be able to pick up any correction in the next FPS.

      With regards to the error you are getting when trying to send your end of year information, does it give you a specific error code?

      Regards
      Gary
      Sage UK

  • Hazel Eadie`

    We ran our first (weekly) FPS last week but I had omitted to process a leaver between updating payroll and running the FPS.
    How big a problem is this?
    It’s fairly likely to happen again in the future as casual or temporary staff leaving dates can vary due to operational requirements.

    • Ronnie

      Hi Hazel,

      You would need to:
      remove the leave date from the employee record
      change the tax code of that employee to 0T
      include the employee in the next periods processing with a zero payment
      submit the FPS with that employee included
      re-enter the leave date in the employee record

      Ronnie
      SageUK

  • Kath Pringle

    my q is about auto calculated smp.
    now under RTI i have to bring my monthly process date forward to 20.04.13 instead of 30.04.13.
    this means the employee on smp is only receiving pay up to 20.04.13, when previoulsy she has recieved smp for the whole calendar month.
    is it ok to change her to “manual smp” or is there some other solution?

    • Ceara Metcalf

      Hi Kath,

      HMRC recommend that you don’t pay statutory payments in advance as it makes it difficult to recover them if your employee comes back to work early or leaves. This is why Sage Payroll pays up to the process date.

      If you want to pay the employee up to the end of the month then you can use Manual SMP. To activate manual you should go to Employee Record > Absence > SMP and tick the manual tickbox.

      Ceara
      Sage UK

  • Julie

    Hi – I have ‘escorts’ that only work in school term times so in school holidays they are not paid – how do I put them ‘on hold’ ?

    • Debbie

      employee
      employee record
      employment tab
      change status to ‘on hold’

      Hope this helps

      • Julie

        Thanks x

  • Chris

    I have exam invigilators that don’t work regular hours each month, and only work at certain times of the year. I usually put them ‘on hold’ when I’m not paying them.
    I also have mini bus drivers that don’t work the same amount of hours each month, and midday lunch supervisors that don’t work the same amount of hours each month.

    How do I record information for all of them in the salaries tab?

    Chris

    • Gary Ging

      Hi Chris, what HMRC are after here is the number of hours the employee is normally expected to work per week.

      If the hours that the employee is normally expected to work varies from week to week then you can specify ‘Other’ for this. To do this you should leave the number of hours within the Salary option on the employee record as zero.

      Regards
      Gary
      Sage UK

  • Emma

    Our company works on a bi-weekly pay process. In our last payroll run the process date was the 5th April (wk53) and we got paid 12th April (week 1).

    From what we have read our process date needs to be the same as when we pay, so in the above situation we should have put the process date as the 12th April. We are due to process payroll this friday with the pay date on the 26th April, how do we change our process date?

    Many thanks

    Emma
    Emma

    • Neilson (Sage UK)

      Hi Emma,

      The HMRC states that the Full Payment Submission (FPS) must be submitted “on or before the payment is made”.

      As you are processing the payroll before the actual payment is being made, you are complying with HMRCs on or before rule so do not need the change how you are currently processing.

      Kind Regards,

      Neilson

      • Emma

        I may have not phrased it correctly, this Friday we would be using the process date in sage of 19th April but we receive our pay on the 26th April. Normally we can get it all done on the friday date but if we roll over to the monday we thought this would be seen as being late.

        Everything we have read says the process date and pay date need to be the same. Our payslips show the date that we have processed not paid. So they would be showing the 19th April not the 26th.

        Do we continue as we are, or change our process date to the 26th?

        Many thanks

        • Neilson (Sage UK)

          Hi Emma,

          Thanks for clarifying your scenario, I understand your question better. HMRC do expect the payment date to be taxed at source for the right tax period.

          Ordinarily as long as the processing date falls into the same tax period as when the payment is made you would not have a problem. But in your example above you are setting your process date to 19th April (Tax Week 2) but the payment is made on 26th April (Tax Week 3, but giving taxable free pay up to Tax Week 4).

          You should be aligning the process date to the payment date. So for the first period of the new tax year, we would recommend:

          1) Use the process date of 19th April (paying what you would as normal), but advance 1 x holiday pay period. This ensures that you are not skipping a tax period whilst ensuring the employees receive the taxable free pay allowance up to tax week 4.

          2) You will then be able to align the process and payment date to 10th May in tax week 5 (so that the employees are then receiving their free pay allowances up to tax week 6).

          For more information on this refer to Ask Sage Article 29962 – What date to use when process under RTI gives you advice on how to do this.

          Kind Regards,

          Neilson

  • Emma

    Our payroll is on a bi weekly process. Last time it was run the process date was 5th April (wk 53) and pay date 12th April (week 1).

    From what I have read the process date and pay date needs to be the same, we are due to run payroll this friday (19th) and pay date will be the 26th April. How do we change it so our process date and pay date are the same.

    Many thanks

    Emma

    • Neilson (Sage UK)

      Hi Emma,

      Thanks for clarifying your scenario, I understand your question better. HMRC do expect the payment date to be taxed at source for the right tax period.

      Ordinarily as long as the processing date falls into the same tax period as when the payment is made you would not have a problem. But in your example above you are setting your process date to 19th April (Tax Week 2) but the payment is made on 26th April (Tax Week 3, but giving taxable free pay up to Tax Week 4).

      You should be aligning the process date to the payment date. So for the first period of the new tax year, we would recommend:

      1) Use the process date of 19th April (paying what you would as normal), but advance 1 x holiday pay period. This ensures that you are not skipping a tax period whilst ensuring the employees receive the taxable free pay allowance up to tax week 4.

      2) You will then be able to align the process and payment date to 10th May in tax week 5 (so that the employees are then receiving their free pay allowances up to tax week 6).

      For more information on this refer to Ask Sage Article 29962 – What date to use when process under RTI gives you advice on how to do this.

      Kind Regards,

      Neilson

  • lucy

    Hi , i have processed the first weeks pay on 11.04.13 before i submitted the EAS, can i reverse this or will all of my payroll be wrong

    • Gary Ging

      Hi Lucy, what you have done so far is absolutely fine. If you have completed the first week’s payroll then you can still do the EAS afterwards. Once you have completed the EAS then you can do the FPS for the first week.

      Regards
      Gary
      Sage UK

  • lucy

    how do we make process and pay date the same date ?

    • Neilson (Sage UK)

      Hi Lucy,

      There could be different answers to this question based on your scenario. I would recommend taking a look at Ask Sage Article 29962 – What date to use processing under RTI.

      Kind Regards,

      Neilson

  • Elaine

    Please can you help I used to process Directors in the last month as on an annual scheme now HMRC are saying I have to process in month 1 and out on hold for the other 11 months is this correct?

    • Gary Ging

      Hi Elaine, this will depend on when the directors are actually receiving the payment. You must send an FPS to HMRC on or before the date of the payment to the director.

      If they only receive a single payment during the year in month 12 then you do not need to process anything until then and complete the FPS before the date of payment.

      However, if they are receiving payments throughout the year but you would have normally just processed the lump sum in month 12 then you will now have to process the payments as and when they are made, and complete an FPS accordingly.

      Regards
      Gary
      Sage UK

  • Elaine

    Please can you help I used to process Directors in the last month as on an annual scheme now HMRC are saying I have to process in month 1 and put on hold for the other 11 months is this correct?

  • Lynn

    I have a new starter have set them up using the payroll wizard. They have given a P46 to me as they have not received a P45 from their previous employer as yet. When the new employee gives me their P45 from their previous employer how do i make sure their P45 information is included correctly in the next Full Payment Submission I make?

    • Gary Ging

      Hi Lynn, once you have received the employee’s P45 you should enter the information as normal within the program. If the employee has already been included in an FPS then they will have already been picked up by HMRC as a new starter and there is no requirement to include the P45 details again.

      You may receive a tax code notification for the employee from HMRC and if you do then you should apply this to the employee.

      Regards
      Gary
      Sage UK

  • Adam

    Hi,

    We have run our first Payroll (Instant Payroll) with a Pay date of 30/04/2013 including Finish Payroll as the guide suggests (which makes the next Pay Date 30/05/2013). All fine and good.
    When we come to submit FPS the Submission Date on the final page is set to 30/05/2013 ie the next Pay date. Do we have to manually reset the Pay Date back to 30/04/2013 in order to do the submission? Once that is done do we then manually set it back to 30/05/2013 for the next Payroll?

    Thanks,

    Adam

    • Neilson (Sage UK)

      Hi Adam,

      I can understand where the confusion has occurred with this one. Even though Instant Payroll has automatically rolled the process date forward to Tax Month 2, it will be submitting Tax Months 1 submission.

      Kind Regards,

      Neilson

  • Debbie

    Hi

    I have submitted my EAS and two weeks EPS but have not received a reply from HMRC, should I?

    • Debbie

      Sorry my mistake, I have submitted the Employee Alignment Submission and two Full Payment Submissions.

      • Neilson (Sage UK)

        Hi Debbie,

        Initially submitting on or around 4th to 9th April HMRC were not responding to submissions, but have been working on clearing this backlog so you should have received an email response back from them by now.

        Have you checked that the email address has been correctly entered in eSubmission Settings or if the response has either been blocked by your Internet Service Provider or the email has be moved to your Trash folder within your email software?

        Kind Regards,

        Neilson

  • Jackie

    Hi

    Do I have to log CIS deductions through SAGE payroll. if so where does these figures go?

    I have employees who hand in their timesheets after the payroll has been run. When I have a leaver, he may have overtime hours that would not have been calculated under the month’s payroll if he left on the day after the payroll had been run. How do I deal with this?

    • Ceara Metcalf

      Hi Jackie,

      You’ll still submit your CIS return to HMRC as normal under RTI. The only CIS information you need to include in Payroll is if you’re reducing your monthly/quarterly bill to HMRC because of CIS.

      To do this, you’ll submit an Employer Payment Summary submission which you can find in e-Submissions > Employer Payment Summary. This submission allows you to tell HMRC that you’re reducing your payment by CIS, Employer NIC holiday or Statutory Payment Recovery Amounts. Sage Payroll will automatically populate the Statutory Payment amounts but you’ll need to manually type in the CIS value in the wizard.

      With regards to extra payments after an employee leaves, this process doesn’t change under RTI. You’ll process the extra payments in the next period and submit them to HMRC on the Full Payment Submission (FPS). Just remember to process the employee as a leaver between making the payments and submitting the FPS to make sure the leave date is included and sent to HMRC!

      Ceara
      Sage UK

  • Christina Waters

    Can you please advise if an employee is on hold if they have to be included in FPS. thanks Chris

    • Ceara Metcalf

      Hi Christina,

      You should tell HMRC if an employee is not being paid so that they keep the employee’s employment record open at their end and don’t close it. To do this in Sage Payroll you should put the employee On Hold, this will then include them in the FPS to HMRC.

      You don’t have to include On Hold employees in an FPS and Sage Payroll will give you the option not to include these employees as you go through the submission. For example,if a monthly employee is On Hold and you’re paying your weekly employees, you wouldn’t want to include the monthly On Hold employee as you plan to pay them at the end of the month.

      Ceara
      Sage UK

  • Marian

    I have been participating in the RTI pilot scheme since November – do I submit my YE documents using RTI or using the previous method?

    Thanks

    • Neilson (Sage UK)

      Hi Marian,

      The year end process under RTI is simpler than what you have been used to doing. Under RTI you will not longer submit a P35 or employees to P14 to HMRC.

      As a result of this when you go to check the year end wizard it has changed from previous tax years. Under RTI you still need to complete your Year End Declarations (like you previously undertook as part of the P35 Wizard) and make an internet submission.

      Please refer to your RTI Payroll Year end Guide that was sent to you. Or alternatively download a copy of this from https://payroll.sage.co.uk/

      Kind Regards,

      Neilson

  • Wilma S

    I’m having the same problem as an earlier post that has not yet been answered –

    E-banking is not working.
    If I set the employees as advised with a pay method of Direct BACS, after update I can print off the BACS Hash report but not create a bank file at all, there are no employees to post?
    If I set the employees back to a pay method of BACS I can create a bank file but without the BACS hash and can’t produce a BACS hash report?

    Can anyone advise as I need to send this payment tomorrow at the latest.

    • Ceara Metcalf

      Hi Wilma,

      Our e-banking components have not been updated to include BACS hash references as we’re awaiting information from the banks.

      In order to submit the information to your bank, you can run the BACS Hash Reference report and provide this to your bank.

      We’re hoping to have updated e-banking components in the coming weeks.

      Ceara
      Sage UK

  • http://www.vadispeople.com Jane Woods

    Under our 4 company license for Sage Payroll 50 we run payrolls for other small companies. We are not always aware when the actual transfer of net salaries to the employee’s account will be, accept obviously this will be after we’ve submitted the RTI submission to HMRC and informed the company of their Salaries and Net Pay. Doe it matter if the RTI Pay Date is set say as 27th of the month but the actual payment is made by the company into the employee’s personal account up to a week later depending on whether they are around etc?

    Thanks

    Many thanks

    Jane Woods

    • Neilson (Sage UK)

      Hi Jane,

      The HMRCs rule of submitting an FPS “on or before the payment is made” will cover you on this one. i.e. you will process the payroll and submit the FPS 1 week prior to the payment is made.

      It only really becomes an issue for HMRC if you are submitting a FPS after the payment is made.

      Kind Regards,

      Neilson

      • Neilson (Sage UK)

        Hi Jane,

        Just to add some more clarity to what I talked about previously. Strictly speaking HMRC do expect the payment date to be taxed at source for the right tax period.

        As long as the payment date falls into the same tax period for what you are paying you do not have an issue. If it does fall outside of the tax period, such as you are processing using a date that falls into tax week 1, but the payment is made in tax week 2, strictly speaking they should be taxed at week 2’s allowances.

        For more information on this refer to Ask Sage Article 29962 – What date to use when process under RTI gives you advice on how to do this.

  • Jess

    Hi

    I too have the problem of a process date of 5th April, pay date 12th April!
    After calling HMRC I was advised to take out week 53 and process on 12th April instead, but I’m worried my end of year accounts will not be correct if I miss a week (53)

    Can anyone advise the correct way to do it please. Ineed to do this weeks payroll and want to make sure everything is correct before I do

    Thanks

    Jess

    • Ceara Metcalf

      Hi Jess,

      If your employees are paid on the 12th April but you normally would have dated this the 5th April (week 53) then it is correct that you can miss week 53 in order to get your payment date and process dates aligned.

      The dates need to be aligned so that your Full Payment Submissions (FPS) under RTI are submitted on time to HMRC.

      Ceara
      Sage UK

  • http://www.vadispeople.com Jane Woods

    If you pay employees using Internet Banking, not e-banking and therefore do not have SUN what do you select in the employee record section: BACS, Direct BACS, Credit Transfer ???

    Thanks

    Jane

    • Ann

      Jane
      Have you had a response on this ? as I wondering the same thing
      Ann

    • Ceara Metcalf

      Hi Jane,

      Do you pay your employees using a Service User Number (SUN)? If you don’t then you can select Credit Transfer as the employees payment method.

      If you do, then you’ll need to choose Direct BACS, make sure you’ve entered all of your employees & company bank information and submit the BACS hash reference to your bank after you’ve updated records.

      Ceara
      Sage UK

  • Ian Farthing

    We use a Bureau to make our Salary payments via Excel and they are asking for a Hash field number for each employer. I am a new sage 50 for 2013/2014 user but cannot locate a hash field within the employee details I have entered. Can you help please

    • Warren Richman

      Once you have completed your period end, you can run one of new BACSHASH reports and this displays the Hash field data which is generated by the Sage software. The reports can be found in the Employee section of the reports and there is a different one for each pay interval.

      Hope this helps.