In this article you will be guided through setting up your account, the below topics will be covered.
1. Setting up Employer Data
2. Setting-up & Managing Employee Records
3. Processing Payroll
4. Getting Ready for Next Payroll Period
Video tutorial can be viewed from this site.
These details should be the same as those that you have on your HMRC Gateway Account. These are one of the pieces of information that form part of the recognition process when submitting RTI returns.
Navigation: Settings -> Main(Section) -> Name and Address
These tabs contain important information that will assist the HMRC software in authenticating your submissions. Usually your PAYE details will be printed on HMRC Correspondence. Remember to separate the Tax Office and PAYE Reference fields as the program will combine them to get the full reference used in the submissions.
Navigation: Settings -> Main(Section) -> HMRC Settings
Here you can enter all the details for the Company Bank Account that will be used for payments. It will also hold all the details for any BACS payments that are made. Please note that HMRC have a limit on RTI submissions of 30 characters for the Account Name. Any names over this length will result in an error message when submitting.
Navigation: Settings -> Main(Section) -> Bank
The program needs to know how you want the Payroll to operate. You can choose which items to use and the type of Payrolls that you want to run (frequency etc.). Also you can determine the Overtime Rates to be used within the Company and, if you are a Bureaux, enter your requirements.
Navigation: Settings -> Main(Section) -> Processing Rules
Various Payment and Deductions that are unique to your company can be set up in addition to those pre-set ones in the program that are more common ones within the Payroll world.
Navigation: Settings -> Payments and Deductions(Section)
Every Employee within the Company will have their own individual file where their unique details are stored. This allows the program to process individual requirements when the payroll is processed. Many of the details are used to identify an individual in the HMRC Gateway and so extra care will need to be taken to ensure that these details are accurate.
Navigation: Employee List: Click on the ⨁ Button
From time to time it will be necessary to make changes to the Employee file as and when they occur. These can be a change of address, Tax Code or a change in their salary or hourly rate.
Navigation: Employee List: Click on the respective employee's Payroll ID
When an Employee’s pay rates are changed, the associated hourly rates will need to updated to allow the correct calculation of their pay.
Navigation: Employee List -> Employee Record -> Main(Tab) -> Employment Section -> Recalc. OT Rates
Payroll end date is the last date of the pay period. For monthly frequency, the default end date is 5th May for the first tax month. However, for convenience purposes, you may want to align the tax month to the calendar month and setup 30th April as the end date. For a weekly payroll, you may want to treat Friday of the week as your payroll period end date, instead of the default 12th April. In this video, we will explain how to setup the payroll period end date for your first payroll run in Primo.
Navigation: Employee List -> Period Inputs -> Set Period End Date
In some payrolls it is necessary to input extra details into the Payroll run that change period by period. These can be achieved by using the Payslip Entry screen that allows manual entry into each Employee’s pay.
Navigation: Employee List: Select required Employees -> Period Inputs -> Payslip Entry
When all the details are correct and changes to the previous data has been completed. All the details entered need to be processed to arrive at the amounts for the current period.
Navigation: Employee List: Select required Employees -> Run Payroll
After processing the figures it will be necessary to check that things are as they should. Viewing the payslips will be the ideal way of doing this and, should everything be as expected, these payslips will need to be distributed to Employees.
Navigation: Employee List -> Payslips
Should any of the payslips have discrepancies it will be necessary to change some of the details that caused any incorrect calculations and the payslips rerun. This can be done multiple times as long as the period has not been closed.
When a period has been run and the figures agreed, it will be necessary to inform HMRC by way of RTI submissions. An FPS will need to be submitted within 3 days of payments being made to Employees and an EPS should be submitted between the 6th and 19th of the month following the Tax Month that has been processed.
Navigation: Employee List -> Payslips -> RTI
4.2 Closing Period
When the processing has been completed and the payslips have been sent. The period should be closed in preparation for the processing of the next payroll. Once this has been done, there can be no correcting of the data.
Navigation: Employee List -> Payslips -> Close Period