release date: march 2016 vixen vixen – payroll changes 2016/17 release date: march 2016 causeway...
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Causeway Vixen
Vixen – Payroll Changes 2016/17
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 Changes 2016/2017
2 © Causeway Technologies Ltd 2016
CONTENTS
1. SCOTTISH TAX TABLE ................................................................................................................ 3
2. EMPLOYERS NIC FOR APPRENTICES UNDER 25 .......................................................................... 4
3. COURT ORDER TABLES / STUDENT LOAN RECOVERY ................................................................. 5
4. COURT ORDER TABLE DESCRIPTION .......................................................................................... 7
5. DIRECT EARNINGS ATTACHMENTS HIGHER RATE ...................................................................... 8
6. STUDENT LOAN / DEA CLEAR AT YEAR END ............................................................................. 10
7. CHANGES TO CONTRACTED OUT EMPLOYEES ......................................................................... 11
8. COMPANY DATA LOAD & CHANGE .......................................................................................... 13
9. AUTO ENROLMENT NEW CSV ITEMS ....................................................................................... 14
10. REPORTING LEAVERS IN AN EARLIER YEAR UPDATE ................................................................ 15
11. REPORTING LEAVERS IN AN FPS ADJUSTMENT ........................................................................ 17
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1. SCOTTISH TAX TABLE
1.1. Background
From April 2016, employees who live in Scotland, will receive a tax code that will start with an ‘S’. For
example, S1100L for those who get the standard personal allowance.
1.2. NI-Tax Table Load & Change
In Vixen NI‐Tax Table Load & Change (PR44) there is a Scottish Tax Table where you should record the
Scottish rates and income bands.
For employees with a Scottish tax code, tax will be calculated based on the rates and income bands in
this table.
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2. EMPLOYERS NIC FOR APPRENTICES UNDER 25
2.1. Background
From April 2016 the rate of employers NI contributions on earnings above the Secondary Threshold
and up to the Apprentices Upper Secondary Threshold (AUST) reduces to 0% for apprentices under
the age of 25.
2.2. NI-Tax Table Load & Change (PR44)
A new NIC category letter H has been introduced for apprentices under 25.
2.3. Payroll Run
If an employee over the age of 25 has NI letter H, a warning is given at the start of the payroll run
followed by the option to continue or abort.
2.4. Employee NI Validation Routine
The Employee NI Validation Routine (PR97) program will check employee NI category letters and
generate a report showing any that are invalid or potentially incorrect. Run this routine prior to your
first payroll run.
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3. COURT ORDER TABLES / STUDENT LOAN RECOVERY
3.1. Background
From April 2016 Plan 1 and Plan 2 student loans must be recovered through the payroll.
Plan 1 ‐ English and Welsh students who began their course prior to 01/09/2012 and all Scottish
Students.
Plan 2 ‐ students in England and Wales who began their course on or after 01/09/2012.
3.2. Court Order Table Load & Change
The process for student loan recovery in Vixen has not changed except that you may now need to set
up two court order tables, one for Plan 1 and another for Plan 2. When you apply the student loan
deduction code to the employee in Employee Load & Change you will need to select the Plan 1, or
Plan 2, court order table for that employee.
Example student loan recovery Plan 1 table.
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Example student loan recovery Plan 2 table.
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4. COURT ORDER TABLE DESCRIPTION
4.1. Background
Court Order tables in Vixen have previously been numbered but there was no option to enter a
description. For the 2016/17 payroll the program has been amended so you can enter a description in
addition to the number.
4.2. Court Order Table Load & Change
Change field 01 to enter a description.
The description will also be displayed when the court order is applied to the employee in Employee
Load & Change.
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5. DIRECT EARNINGS ATTACHMENTS HIGHER RATE
5.1. Background
From April 2016 a higher rate of deduction will be introduced in addition to the normal existing rate.
5.2. Court Order Table Load & Change
The process for applying a DEA to an employee in Vixen has not changed, however you may now need
to set up two court order tables, one for a normal rate DEA and another for a higher rate DEA. When
you apply the DEA code to the employee in Employee Load & Change you will need to select the
normal rate, or higher rate, court order table for that employee.
Example normal rate table.
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Example higher rate table.
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6. STUDENT LOAN / DEA CLEAR AT YEAR END
6.1. Background
When setting up a Voluntary Deduction Code there is an option to carry forward, or zero, the
deduction balance at year end. In the past this was only used for payslip information. However, with
the introduction of RTI, it must be set to clear balances for deductions that appear on the RTI
submissions.
6.2. Voluntary Deductions Load & Change
For student loan and DEA deduction codes, field 13 must be set to Yes so the balance is cleared when
the Payroll year end clear down is run. If set to No the balance will be carried forward resulting in an
incorrect RTI submission.
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7. CHANGES TO CONTRACTED OUT EMPLOYEES
7.1. Background
From April 2016 employees who were contracted out will no longer be contracted out. Contracted out
NI category letters such as D will not be valid from April 2016.
There will no longer be a need to record SCON or ECON numbers in the payroll system and these fields
will not appear after the year end update is run. If required please make a note of these numbers
before running the year end update. Please do not remove the SCON and ECON numbers as the
system retains them in the background in case they are required in an Earlier Year Update (EYU).
7.2. Company Data Load & Change
ECON number field in Company Data Load & Change .
SCON number field in Company Data Load & Change.
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7.3. Pension Schemes Load & Change
SCON number field in Pension Schemes Load & Change
7.4. Employee NI Validation Routine
The Employee NI Validation Routine (PR97) program will check employee NI category letters and
generate a report showing any that are invalid or potentially incorrect. Run this prior to your first
payroll run.
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8. COMPANY DATA LOAD & CHANGE
8.1. Background
When using this program it has previously been necessary to step through each page in turn. For the
2016/17 payroll the program has been amended so you can select which page to view.
8.2. Company Data Load & Change
Once the first page has been accepted a number of buttons will be displayed. Click on the relevant
button to go to that page.
Std 1‐3 = standard parameters pages 1‐3.
AEP = auto enrolment settings.
Rep = payroll report settings.
Des = payslip descriptions.
Wks = week/month settings.
Las = laser payslip settings.
CSV = pension csv file configuration page.
Dep = department settings.
End = end program.
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9. AUTO ENROLMENT NEW CSV ITEMS
9.1. Background
Most pension providers require a periodic report from employers detailing pension contributions. As
there is no standard layout for such a report Vixen gives you the functionality to configure the report
by selecting which data items appear on the report and the order they appear in. Three new data
items have been added for the 2016/17 payroll year.
9.2. Company Data Load & Change
In the CSV configuration screen there are 3 new data items that have been added.
Tax Period
This is the pay period number. This will be the same for all employees on the report.
Tax Frequency
For example Monthly or Weekly. This will be the same for all employees on the report.
Period Gross Pay
This is the employee’s actual gross pay in the pay period.
Tick the data items you wish to include in the csv file.
If required you can amend the description in the Text to Print column.
Use the Move Up and Move Down buttons to order the items.
Click on Save Changes to finish.
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10. REPORTING LEAVERS IN AN EARLIER YEAR UPDATE
10.1. Background
If an employee left in a previous year and this has not been reported, then a leaving date can be
submitted in an Earlier Year Update (EYU).
10.2. Earlier Year Update (PR89)
The employee record must still be on the Vixen payroll but should be suspended.
Go to the EYU program and select the relevant employee. The leaving date must be entered in field
03, Leave Date. Simply return through the remaining fields making any necessary amendments as
required.
The leaving date will appear in the Employment section of the EYU:
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Values entered in an EYU are for the total Year To Date figures.
If the leaving date is left at 00/00/00 and if no other changes are made a message will be displayed
indicating that no EYU has been prepared:
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11. REPORTING LEAVERS IN AN FPS ADJUSTMENT
11.1. Background
If an employee left in a previous period in the current tax year and this has not been reported, then a
leaving date can be submitted using an adjustment Full Payment Submission (FPS).
11.2. Employee Load & Change (PR01)
The employee record must still be on the Vixen payroll but should be suspended.
Go to the adjustment option in Employee Load & Change and enter the employee number. Enter the
employee’s leaving date in field 03, Leave Date.
If the only correction in the adjustment submission is that the employee has left then enter the
current Payment Date and pay period number and leave the pay details as zero.
If including the leaver in a submission that includes other corrections for a previous payment date
you may need to add H as the reason for reporting late (correction to earlier submission).
Values entered in an adjustment FPS are for the difference between what you originally reported
and the correct figures.
Year to Date values for the adjustment submission are taken from the employee record.
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The leaving date will appear in the Employment section of the FPS: