Vixen Payroll Year End 2016 - Causeway Technologies · Causeway Vixen Vixen – Payroll Year End...

Causeway Vixen

Vixen – Payroll Year End Process 2016

Release Date: March 2016

Causeway Technologies Ltd

Comino House, Furlong Road, Bourne End,

Buckinghamshire SL8 5AQ

t: +44 (0)1628 552000 f: +44 (0)1628 552001

e: [email protected]

www.causeway.com

Vixen – Payroll Year End 2016

2 © Causeway Technologies Ltd 2016

CONTENTS

1. PURPOSE .................................................................................................................................. 3

2. BACKGROUND INFORMATION .................................................................................................. 3

3. SUMMARY OF TASKS ................................................................................................................ 3

4. FINAL RTI SUBMISSION ............................................................................................................. 4

5. INSTALL THE PAYROLL UPDATE ................................................................................................. 6

6. MAKE A COPY OF THE CURRENT PAYROLL DATA ....................................................................... 7

7. CLEARDOWN .......................................................................................................................... 12

8. UPDATE NI & TAX TABLES ....................................................................................................... 17

9. P60S & SUMMARY REPORT ..................................................................................................... 18

APPENDIX A ‐ P60 Alignment Guide ............................................................................................. 244



1. PURPOSE

This documentation acts as a User Guide for the Payroll Year End 2016 within the Vixen software.

2. BACKGROUND INFORMATION

From April 2013 payroll data has been submitted to HMRC using Real Time Information (RTI). There is

no longer a requirement to submit a P35 at the year end, however a final submission must be made

which can be a Full Payment Submission (FPS) or an Employer Payment Summary (EPS).

The Copy process in Vixen allows you to make a copy of the current year before running the

Cleardown process which clears employee year to date values, increments the tax year and puts the

payroll into period 1.

P60s are normally produced from the Copy area, but can be produced from the current area if the

Cleardown process has not been completed.

3. SUMMARY OF TASKS

The following tasks should be completed as part of the payroll Year End process:

Complete your last payroll run of the current tax year and produce a final RTI submission. This

can be an FPS or an EPS.

Install the Vixen Payroll update.

Make a copy of the current payroll using the Vixen Make Copy option.

Clear down the current tax year.

Update the Vixen NI/Tax tables for the new tax year. You must amend the Vixen NI & Tax Tables before the first payroll run of the new tax year. The

payroll software update does NOT change the rates and thresholds in the NI & Tax Tables

automatically.

Produce P60s from the Copy area.



4. FINAL RTI SUBMISSION

When you make your final RTI submission for the year (whether it is an FPS or an EPS) you must

complete a set of questions and declarations. Only one final submission should be completed for

each PAYE reference.

Questions & Declarations

Free of tax payments made to employees? (Did you make any ‘free of tax’ payments to any employee?)

Did others pay your emps expenses or vouchers? (Did anyone else pay expenses or provide vouchers or benefits to any of your employees during the year?)

Employed outside UK work for you for >= 30 days? (Did anyone employed by a person or company outside of the UK work in the UK for 30 or more days in a row?)

Paid anyone’s pay to someone else? (Have you paid any of an employee’s pay to someone other than this employee?)

Completed P11d forms due? (Are completed forms P11D and P11D(b) due?)

Are you a service company? (Are you a service company who has operated the intermediaries legislation (sometimes known as IR35) or Managed Service Companies legislation?)

More information can be found at GOV.UK:

http://www.hmrc.gov.uk/payerti/reporting/what‐to‐report



Full Payment Submission

When running the Period End for a Week 52/Month 12 payroll, Vixen recognises this may be your

last payroll run for the year and so will display the following question:

If this FPS is your final submission click on Yes and the questions and declarations will appear.

If you still have another submission to make, either another FPS or an EPS, then click on No.

Employer Payment Summary

If your final submission is an EPS, prepare the EPS as normal and click on Yes when asked if it is the

final submission for the year:

When this question appears click on Yes and the questions and declarations will appear (you will also

be asked if the company has ceased to trade).



5. INSTALL THE PAYROLL UPDATE

The payroll software update should be installed after you have completed your last payroll run and

your final RTI submission.

The installation is done by clicking on Install Payroll Update in the 2016 Update.

Separate notes on installing the update can be found by clicking on View Installation Notes in the

2016 Update.



6. MAKE A COPY OF THE CURRENT PAYROLL DATA

After you have completed the final payroll run of the tax year, generated a final RTI submission and

installed the payroll update, you should make a copy of the payroll data using the Make Copy option.

Employee enquires, some amendments, reports and P60s can be undertaken using the copy area.

A copy must be made for each company and for each payroll area, including any secure payroll areas

you may have that are accessed using a unique login.

Make a Copy This process will make a copy of the current year payroll data.

Go to Payroll > End Routines > Year End Routines (PR51).

Click on Make Copy.



Click on Yes to make a copy of the company displayed.

Click on No to change to a different company number.

This message will only appear if you have not run a week 52 or month 12 payroll.

Click on OK to continue.

Click on Yes to continue or No to abort the copy.




Click on Yes to continue.


The copy process is now complete.



Accessing the Copy Area The Access Copy option allows you to access the copied payroll data for each payroll company. In the

copy area you can make some amendments, produce reports and generate P60s.

To view the data from a secure payroll area you will need to be logged in to Vixen with the relevant

login.


Click on Access Copy.



The copy area contains the following programs and options:

01 Company Load & Change

02 Employee Load & Change

03 Employee Totals Load

04 Employee Enquiry

05 Employee Data Listing

06 Employee Suspend

07 Employee Delete

08 Addition Codes Load/Change 09 Deduction Codes Load/Change 10 Add/Deds Total Load/Change 11 Pension Schemes Load/Change

12 P45 Input 13 P45 Production 14 Year‐End Prints

P60s and a summary report can be produced using option 14 Year‐End Prints.

Reviewing copied data

Before you go on to do the Cleardown you may want to use the Access Copy option to review the

copied data. There are a number of ways you could this but one method could be:

From Access Copy, go to Employee Enquiry (option 04).

Select an employee.

Compare the data in the copy area to the data in your normal Employee Enquiry program, PR07.

The data should be identical showing that the copy has been successful.



7. CLEARDOWN

The Cleardown function will move the payroll to week 1/month 1, increment the tax year and clear

year to date values.

A Cleardown must be undertaken for each company and for each payroll area, including any secure

payroll areas you may have that are accessed using a unique login.


Select Current.

Click on Yes to continue.

Click on No to change the company number.

The current Tax Year End will be displayed below the Company Name.



Click on Cleardown.

The following message will appear and is a reminder that you should have used the Make Copy

option to make a copy of your current data before doing this Cleardown. This message is for

information and will appear even if you have made a copy.


Click on Yes to continue with the Cleardown.

Click on No to abort the Cleardown.



Suspended employee report

A report will be generated listing all suspended employees on your payroll.

The suspended employee report is for your information only. The system takes no further action

regarding suspended employees.

Week 1 tax codes

Click on Yes to automatically remove the X suffix from any tax codes where an X suffix is found.

Click on No to leave the tax codes unchanged. You will need to make any amendments to week 1 tax

codes manually using Employee Load & Change (PR01).



Contracted out category letter change

The following message will now appear:


A report will be generated.

This report will list employees who currently have a contracted out NI letter. It will display the

employee’s current NI category letter and the new letter that would normally replace their current

letter.

Example report showing one employee and proposed letter change from D to A:



Vixen will assume the following replacements:

D changes to A

E changes to B

I changes to M

K changes to J

Click on Yes if you want the system to automatically change the NI letters as detailed in the report.

Click on No to continue without making any changes. You will need to make any amendments to

contracted‐out NI category letters manually prior to your first payroll run using Employee Load &

Change (PR01).

Timesheet file clear

Click on Yes to clear the timesheet file.

If any week 1/month 1 timesheets have already been posted this will clear the timesheet entries in

payroll (job costing will not be affected). It is recommended you clear the timesheet file and re‐input

the payroll data using Payroll & PIW Input (PR12).

Increment tax year

Click on Yes to increment the tax year in the Payroll Company Data Load & Change program.

If you click on No you must change the tax year manually in Company Data Load & Change before

you do your first payroll run of the new tax year.

The Cleardown process is complete.

Click on Exit to finish.



8. UPDATE NI & TAX TABLES

Before you do your first payroll run of the new tax year you must update the NI & Tax Tables rates

and thresholds.

The payroll software update does NOT automatically change the rates and thresholds in the NI & Tax

Tables.

Go to Payroll > Maintenance > NI Tax Tables (PR44).

Please refer to the separate Vixen guide on how to set up the rates and thresholds for the 2016/17

payroll year.

The guide can be found by clicking on View NI/Tax Tables in the 2016 Update.



9. P60S & SUMMARY REPORT

Printing P60s

If you have used the Make Copy facility then P60s should be generated from the copy area. P60s can

be generated from the Current area if the Cleardown has not yet been run. These notes assume you

have made a copy and are generating the P60s from the copy area.



From the list select option 14, Year‐End Prints.



Click on YES to continue.

Click on No to change the company number.

Select P60s.

Enter your Tax Office Name.

Click on Yes to amend the settings for the P60 line up.

Click on No to continue with your existing settings.



Adjusting the P60 line-up and layout

X positions refer to the columns on the P60. X1 is column 1, X2 is column 2 etc.

Y positions refer to the rows on the P60. Y1 is row 1, Y2 is row 2 etc.

The X and Y positions are shown in detail on the P60 image in Appendix A at the end of this

document.



PDF / Windows Printing settings

If you are using Vixen Windows Printing (printer 500 also known as PDF printing) then we suggest the

following settings although results can vary between printers.

Printing directly to a connected printer

If you are printing directly from Vixen to a connected printer you will need to configure the P60

settings. You can start by using your existing settings from last year or you can use the above PDF

settings as a guide. The P60 form has changed from 2015 so settings will vary from last year.



Select the required layout:

Laser if printing directly to a laser or inkjet printer connected to Vixen.

Continuous if printing directly to a dot matrix printer connected to Vixen.

PDF if you are using Vixen Windows printing (printer 500, also called PDF printing).



Printing Summaries

Although a P35 is no longer required as part of the year end process there is still an option in Vixen to

generate a summary report that is in the style of the P35.



From the list select option 14, Year‐End Prints.

Click on Summaries.

The report will be generated listing employees and deductions including income tax, NICs, student

loans, SSP and SMP.



APPENDIX A - P60 Alignment Guide

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