release date: march 2016 vixen vixen – payroll changes 2016/17 release date: march 2016 causeway...

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



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.



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.



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.



Example student loan recovery Plan 2 table.



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.


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.



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.


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.



Example higher rate table.



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.



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.



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.



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.


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.



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.


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.



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:



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:



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.



The leaving date will appear in the Employment section of the FPS:

release date: march 2016 vixen vixen – payroll changes 2016/17 release date: march 2016 causeway...

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