Year End Returns
This wizard guides you through printing various reports for the year end or prepares your end of year file for submission to the government gateway.
NOTE: Before you process any P60s, ensure the correct year ending date is set in the Year Ending field on the Gateway tab of the Module Definitions window (Payroll > Module Setup > Module Definitions > Gateway). If the wrong year end is set, it can affect the data presented in reports. For example, for a P60 report, if a year end of 05/04/2011 is set, when the date should be 05/04/2012, the NIC accumulators 1,2,4, and 7 are used (but for the year ending 2012, NIC accumulators 1,2,5, and 7 are used).
On page 1, select the template from the drop-down list. Employees linked to the template are included in the report.
On page 2, select a year to be included. Note that the default year shown is the current year of the selected template, so you may need to change this if you require prints for the previous year's data.
On page 3, choose a year to be printed on the report in case this is different from the data year.
On page 4, select the type of report you want to produce.
P35
This is a simple summary report of the figures used on the P35.
On page 5, you can select to include any additional templates. All the employee records in the additional templates you select are also included in the report.
P60
A P60 should be given to every employee by the end of May following the end of the tax year to which it applies.
On page 5, you can select an individual employee. This can be used to print a copy of a P60 for an individual. If this is left blank, all the employees in the selected template are included.
To Email
On page 6, you can select to email P60s to employees rather than print them by selecting the Email check box. Before P60s can be emailed, you should check that an email address has been set up for every employee in their HR record (HR Record > HR Record > Personal Details, and check the E Mail Address field). You can use the Queries tool to help identify employees without an email address.
In File Location, type the full path name and filename. This is where the P60 file is created before it is attached to the email and sent. For example, if you enter c:\temp\P60.pdf, a single file called P60.pdf is created, which is overwritten by the one created for the next employee after the first has been emailed. By incorporating the employee's reference into the filename, you can create a file for each employee. For example, c:\temp\P60<EMP_ID>.pdf produces P60001.pdf, P60002.pdf, P60003.pdf, and so on.
In Report Location, type the name of the Crystal Reports layout. You can use the browser button to select the correct layout. For tax year 2011-12, use c:\program files\Jane\common\reports\PAY15-P60 1112 Plain Portrait.rpt
On page 7, enter the Subject and Body text you want to appear in the email. Fields from the HR record can be substituted by using the format <FIELD_NAME>. For example, Dear <KNOWNAS> sends an email containing the data in the Known As field, such as Dear John Smith.
On page 8, you can select a query that has to be satisfied before an employee is included. Note that selection criteria in the query overrides the selection of the indvidual template on page 1 of this wizard. Therefore, if you include a query, the template should be part of the query's selection criteria.
Click Run and the P60s are emailed. If you use Microsoft Outlook on your local machine to email, you might have to respond to a dialog box for each email sent.
To Print
On page 6, do not select the Email check box.
On page 7, you can select a query that has to be satisfied before an employee is included. Note that selection criteria in the query overrides the selection of the individual template in page 1 of this wizard. Therefore, if you include a query, the template should be part of the query's selection criteria.
The Report Confirmation window gives you a choice of different report layouts for the P60.
For 2011-12, there are two layouts:
- P60 1112 preprinted portrait - prints on stationery available from HMRC
- P60 1112 plain portrait - prints on plain A4 paper or for emailing as a PDF
Click here to download the latest layouts.
P14
Only employers with permission from HMRC can file paper P14s for their annual returns. All other employers are required to file their annual returns online.
External Formats
Select this to create the year end submission file ready to send to HMRC through the Government Gateway. For more information, refer to Create the year end submission file.