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MMD HR & Payroll Republic of Ireland Year End Procedures

Sage UK Ltd Confidential of 50

Republic of Ireland

Year End Procedures



Table of Contents

1 Introduction .................................................................................................................................... 5

1.1 Check your version number .................................................................................................... 5

1.2 Run your Year End Update Program ....................................................................................... 6

2 Finishing the tax year up to 31st December 2014 ........................................................................... 7

2.1 At A Glance Procedure ............................................................................................................ 7

3 Preparation ..................................................................................................................................... 8

3.1 P35 Trailer Records ................................................................................................................. 9

4 End of Year Processing .................................................................................................................. 12

4.1 Close Payroll End of Year ...................................................................................................... 12

4.2 Extract EOY Data ................................................................................................................... 12

4.3 End of Year Clearance ........................................................................................................... 13

4.4 EOY Data Update ................................................................................................................... 15

4.5 EOY Changes Report ............................................................................................................. 16

4.6 P35 Equivalent ...................................................................................................................... 17

4.7 P35 XML Generation ............................................................................................................. 19

5 EOY File Submission - ROI ............................................................................................................. 20

6 P60 Production .............................................................................................................................. 21

6.1 P60 Merge to PDF ............................................................................................................. 21

7 Accumulator Clearance ................................................................................................................. 23

8 Close Payroll End of Year .............................................................................................................. 24

9 Eircodes ......................................................................................................................................... 25

9.1 Description of Eircodes ......................................................................................................... 25

9.2 Recording Eircodes in the SnowdropKCS system .................................................................. 25



10 Starting the ROI Tax Year from 1st January 2015 .......................................................................... 26

10.1 Tax Data ................................................................................................................................ 27

10.2 PRSI Bands ............................................................................................................................. 28

10.3 PRSI Rates .............................................................................................................................. 29

10.3.1 A0 .................................................................................................................................. 29

10.3.2 A1 .................................................................................................................................. 30

10.3.3 A4 .................................................................................................................................. 31

10.3.4 A6 .................................................................................................................................. 32

10.3.5 A7 .................................................................................................................................. 33

10.3.6 AL................................................................................................................................... 34

10.3.7 AX .................................................................................................................................. 35

10.3.8 B0 .................................................................................................................................. 36

10.3.9 B1 .................................................................................................................................. 37

10.3.10 BX .............................................................................................................................. 38

10.3.11 D0 .............................................................................................................................. 39

10.3.12 D1 .............................................................................................................................. 40

10.3.13 DX .............................................................................................................................. 41

10.3.14 H0 .............................................................................................................................. 42

10.3.15 HX .............................................................................................................................. 42

10.3.16 J0 ............................................................................................................................... 43

10.3.17 J1 ............................................................................................................................... 44

10.3.18 K1 .............................................................................................................................. 45

10.3.19 M ............................................................................................................................... 46

10.3.20 S0 ............................................................................................................................... 47

10.3.21 S1 ............................................................................................................................... 48



11 Further information and support .................................................................................................. 50



1 Introduction

Important: We strongly recommend that this document be read in its entirety BEFORE beginning

the ‘Year End’ process as there are several steps which need to be taken before starting.

The system must be version 2011.0.0.180 (or above) before the ‘Year End Update Program’

can be run.

You must apply your ‘2014 End Of Year ROI, Jersey and Guernsey Update’ and have run the

Year End Update program ‘zyeIR2015.p’ before commencing any “End of Year” processes.

1.1 Check your version number

Launch the relevant Live/Test main Payroll system icon and the version number is displayed in the

bottom left hand corner of your logon screen as shown here:

Alternately, you can check which version number your system is running on while you are logged in

to the system;

Select Help > About to open the “Help About” screen. You should now be able to view your version

number.

If you do not have this version number (or above) then this update has not been applied and you will

not be able to continue with these instructions.

Please check you have followed all the Applying Updates instructions correctly and if you are still

experiencing problems then contact the Sage [email protected] 020 8645 2790.

mailto:[email protected]



1.2 Run your Year End Update Program

Once you are happy you are on the correct version number, you are ready to run your Year End

Update Program.

Select your relevant Payroll SnowdropKCS Live/Test Payroll Admin icon and follow the

instructions below.

Password AdMiN (Case sensitive)

Option Run a Program (From drop down menu)

Password SoLo (Case sensitive)

In the Program Name box enter zyeIR2015.p and select OK to run the Year End Update

Program.

If you receive a message indicating this ‘program cannot be found’ then please logout of Admin and

confirm you are on the correct patch version (2011.0.0.180 or above) and then try again.

Upon completion, exit the admin process, log back into the payroll as normal and continue with your

End of Year Process.



2 Finishing the tax year up to 31st December 2014

2.1 At A Glance Procedure

This is the recommended procedure to follow when processing the EOY. The menu options required

can be found within the ‘EOY Processing’ menu.

Ensure that all reports and usual procedures have been completed for your final pay period

i.e. Month 12, Week 52

Make sure you have performed your final Pay run

Backup your entire system

Ensure the ‘Period End Date’ in the ‘Run Control’ is between 01/12/2014 and 31/12/2014.

(This will allow you to Extract EOY Data)

P35 Trailer Records

Close Payroll EOY – 2013

Extract EOY Data

EOY Clearance

EOY Data Update (if data needs to be amended)

EOY Changes Report (if data has been amended)

P35 Equivalent

P60 Production

P35 XML Generation and Submission



3 Preparation

Check that the End of Year (EOY) upgrade has been loaded onto your system, this can be

done at any time prior to starting the EOY for 2014.

Process the final period e.g.12/52.

Run all necessary reports.

Reload the final period (If you have not used “Run Payroll” routine for your final period)

Check the period number in Payroll > Perm Data > Basic Details and

Payroll > Processing > Employee Display > Basic Details are both the final period.

Close Payroll EOY – 2013.

Ensure the details have been completed correctly on the ‘Tax and DWP Details’ screen.

Important: Ensure that you, or your Technical Department, have backed up your entire system

keeping it separate from the usual backups.



3.1 P35 Trailer Records

Payroll > EOY Processing > Republic Of Ireland > P35 Trailer Records

If you have already run the ‘EOY Clearance’ routine, you will need to populate the ‘Irish P35 Trailer

Records’ screen manually, as the required accumulators will have been reset to zero.

Click on the ‘Set Accumulators’ icon. The following screen will appear:



Enter the required Accumulator Rule Numbers for Employer Pension (RBS) and Employer

PRSA.

Employee values for Pre-Tax Pension (RBS), PRSA, Annuity Contracts (RAC) and Medical

Insurance Premium TRS will be taken from the End of Year To-Date Values.

Click on the ‘Save’ icon to return to the ‘Irish P35 Trailer Records’ screen.

Click on the ‘Populate’ icon. Values held in the selected Accumulator Rules will appear on

the screen.



The ‘Taxable Benefits Paid’ and ‘Medical Insurance Premium Paid’ fields will be populated initially

with the total of Medical Insurance Benefit in Kind premiums for all employees. If the employer has

paid additional lump sum premiums to the healthcare provider which were not assigned to specific

employees, the total of these premiums must be manually added to the ‘Taxable Benefits Paid’

value.

The P35 trailer record needs to be completed, the values should include all payrolls with the same

Tax Reference.

The same payroll as used to update the Trailer Records must be used to generate the P35 XML

submission file. (See section 4.7) this will allow the system to pick up all employees and one set of

Trailer Records.



4 End of Year Processing

Payroll>EOY Processing > Republic Of Ireland

4.1 Close Payroll End of Year

This option will remove the payroll EOY file for 2013. It is recommended that all users run this

option before beginning the EOY procedure for 2014 even if it is your first EOY being run on

SnowdropKCS, or if you are not sure whether it has been run for 2013.

4.2 Extract EOY Data

This option takes a copy of all the necessary employee data required from the database to create a

P60 history record. A new record is created on the ‘EOY Data Update’ screen where, if necessary,

the data can be updated.

The following question will appear when selecting this menu option:

Ensure a backup of the payroll system has been taken before proceeding, and then click on “Yes”.

The following question will appear. Click on ‘Yes’ to continue or ‘No’ to return to the menu.

When the extract has finished, the following message will appear. Click on ‘OK’ to return to the

menu:

IMPORTANT INFORMATION

Extreme caution should be taken if you want to run ‘Extract EOY Data’ more than once. This

should never be repeated under normal circumstances. Advice should be sought from the End of

Year Support Desk if you think you need to run it a second time.



4.3 End of Year Clearance

The ‘EOY Clearance’ creates the payroll EOY file and prepares the system to run the first payroll of

the new Tax Year by:

Clearing down To-Date values

Removing leavers from the payroll (allocating them to Payroll 00) but leaving them on the

database.

Changing the last period processed to period 00

Clearing down any Accumulators set to ‘Clear at Tax Year End’

A message will be given during the End of Year Clearance process, warning that if the payroll has

accumulators set to clear at Year End. The option will be given to cancel the process at this point if

necessary.

If you continue, the following screen will be displayed. Click on the ‘OK’ icon when you are ready to

continue. A progress bar will then appear, showing the Clearance running. The question relating to

clearing Pensionable Pay to Date can be ignored on this screen as it has no effect on ROI payrolls.

Important: Should you receive any error messages whilst running the ‘End of Year Clearance’,

please copy it down exactly, or take a screen shot, then contact the End of Year Support Desk for

advice before moving on.



When the EOY Clearance has completed you will be notified with the message below:

The report acccleareoyXX (where XX = Payroll company number), detailing the accumulators that

have been cleared as part of the End of Year Clearance, will be placed in the users database report

directory.

Please Note: To clear Accumulators manually see section 7.



4.4 EOY Data Update

The EOY Data Update is used when, after reconciling the P35, you find that the EOY file needs to be

amended.

Most data can be amended simply by updating this screen, apart from the following:

The ‘PPS Number’ field is a display-only field on this screen; any update will need to be input on

the Payroll>Perm Data> Basic Details screen.

Updating the Join Date and Leave Date on this screen will only affect the EOY file; data held

elsewhere on the database will not be affected. To delete a Leave Date from the EOY file

remove the date from this screen as well as the ‘Leaver Details’ screen within ‘Payroll’.

The Cost Centre and Dept fields cannot be amended via this screen; they will always reflect

what is held in the Payroll>Perm Data> Basic Details screen.

Other P60 data that does not appear on this screen such as, name and address may be amended in

the usual places within the system. Once P60 Data has been amended Steps 4.5 and 4.6 must be

run.

Handy Tip: To remove an employee from the End of Year return zeroise the tax and PRSI figures on

the ‘EOY Data Update’ screen and then run the ‘EOY Changes Report’ option.



4.5 EOY Changes Report

If the ‘EOY Data Update’ has been used to amend an employee’s P60 data you must run the ‘EOY

Changes Report’. This will generate the report PEOYUXXX which shows all changes made. It is

available within from within the Payroll reports directory. Any subsequent P60’s and P35 Equivalent

will then reflect the amended data.

This option must also be used if other changes affecting the P60 data have been made e.g. Name

and Address.

Did you know: Steps 4.4, 4.5 and 4.6 may be repeated as many times as necessary until you are

happy that your End of Year is correct and reconciled.



4.6 P35 Equivalent

Before running P35 Equivalent check that

The Tax and DWP Details and contact details have been completed within ‘Payroll >

Parameters’.

The PAYE/PRSI registration number must be obtained from the Irish Revenue.

This process generates the P35, and can be run for every ROI payroll independently.

It can be run at any time during the year, as a means of reconciling the payroll on a period per period

basis.

When used during the year it will report directly from the employees payroll file, whereas if the EOY

Clearance has been run, it will report from the EOY file and will continue to do so until ‘Close Payroll

EOY’ option is run.

All employees including those who have left during the tax year will be included on the report. The

totals should agree with the payments made to the Irish Revenue and any discrepancies should be

amended accordingly.

You are able to run this process as many times as necessary whilst balancing the year-end.



The following details should be noted when running P35.

Ensure the ‘Period End Date’ on the ‘Run Control’ screen is between 01/12/2014 and 31/12/2014

before running the report.

The P35 Print sequence can be specified within ‘Payslip sequence’ held within the ‘Control File

Details’

For example:

E – Employee Number

N – Employee Name

The P35 should be archived or printed for your own records. Two reports are generated – a

standard version, named PP35SXXX.Lnn, and a wide version, named PP35TXXX.Lnn (where ‘nn’ is the

Payroll Number). This output can be viewed via Utilities – Print – Payroll Reports.



4.7 P35 XML Generation

Having completed the steps described previously you are now ready to generate the EOY submission

file.

If you have several payrolls with the same Tax Reference, and possibly duplicate employees, you

must run this process in the same payroll as used for the ROI P35 Trailer Records. (See section 7)

The P35 submission file is generated by selecting Payroll> EOY Processing > Republic Of Ireland

> P35 XML Generation, this process will find all payrolls with the same employer’s ref, but more

importantly if it finds any employee existing twice (using the PPS number) it will add the details

together. It will generate a submission file named P35Lnn.XML (nn = payroll number), which will be

placed in the directory specified in the ‘XML Save Path’ within the ‘SAGE_IRXML’ Customisation

record.



5 EOY File Submission - ROI

You are now ready to submit your file via the Irish Revenue website. All employers must have

registered with the Irish Revenue. If you have not you must do so immediately, use the following

link…………..

http://www.ros.ie

To submit your EOY file to the Irish Revenue, go to the necessary section of their website, input your

password, and select P35L.

This will present you with the option to browse for your file.

Locate your file P35Lnn.XML (nn = payroll number) and select “submit”.

This process will then validate and check your file and finish by displaying any errors on screen

detailing the employees by PPS number and what it considers to be incorrect.

This data should be amended via the EOY Update screen, and the correct procedure followed to re

generate your EOY files. (See section 4.4– 4.7)

Repeat this procedure until your file is accepted without errors.

http://www.ros.ie/



6 P60 Production

Payroll > EOY Processing > Republic Of Ireland > P60 Production

Selecting ‘P60 Production’ from the menu will automatically start the P60 process generating the

output files that are required by the ‘ROI P60 Merge to PDF’ routine.

6.1 P60 Merge to PDF

The ROI allow the production of P60’s to PDF. This facility can be found within the EOY Processing

menu. The normal ‘P60 Production’ must be processed first, prior to processing the PDF merge.

An example can be seen on the following page.



Example of P60 merged to a PDF



7 Accumulator Clearance

Payroll>Output>Accumulator Print/Clear

Accumulators not set to ‘Clear at Tax year End’ or at ‘Specified Periods’ can be cleared manually at a

time of your choosing. It is suggested that any accumulators that contain Tax Year To Date figures

are cleared before beginning period 1 of the new tax year.

A ‘Database’ report named accclearprXX (where XX = Payroll number) will be produced detailing

the accumulators that have been cleared.

The 'Accumulator Print/Clear' option will clear accumulator values in the database, and will be

cleared in the payroll file when you download for the first time in the new tax year, and be reported

on the Employee Update Report.



8 Close Payroll End of Year

It is quite acceptable to leave the EOY open; meaning the data is available in the Payroll Report

Generator, but you will need to close the EOY for 2014 before starting the EOY process for 2015.

This process should not be run until:

The EOY has been completed and all reports and returns have been processed

A back-up of the entire system has been taken

The returns have been accepted by the Irish Revenue

Please Note:

Once this has been done, you will not be able to report on the EOY file. Also, after closing the

EOY, P35 Production will report on the current employee master file.



9 Eircodes

9.1 Description of Eircodes

In 2015 Rebublic of Ireland will be introducing a postcode system called Eircodes. These will be

assigned to all mailing addresses in Ireland. Each Eircode has seven characters that are unique to

each mailing address.

9.2 Recording Eircodes in the SnowdropKCS system

Employees > Personal Records - Personal Details

Within the SnowdropKCS system , the ‘Postcode’ field within the ‘Employees > Personal Details’ screen can be used to record an employee’s Eircode, as in the following example:



10 Starting the ROI Tax Year from 1st January 2015

The following changes need to be applied to your system for payments being made to ROI

employees on or after 01/01/2015.

Payroll > Constants > Country/Year

Within the “Country/Year” menu select ‘ROI’ from the pull-down list and enter ‘2015’ in the ‘Year’

field.

The 2015 constants record will initially contain the same data as 2014; you must amend or add any

data that has changed for 2015.

Please update your constants with the codes and values displayed on the following pages.

The constants provided by Sage UK Ltd, are our interpretation of the

information supplied for rates and limits 2015, and are meant to be used as a

guide, if in doubt please refer to the Department of Social Protection (PRSI)

or The Revenue Commissioners (Tax).



10.1 Tax Data

Payroll>Constants>Tax Data



10.2 PRSI Bands

Payroll>Constants>NI Bands



10.3 PRSI Rates

Payroll>Constants>NI Rates

10.3.1 A0



10.3.2 A1



10.3.3 A4



10.3.4 A6



10.3.5 A7



10.3.6 AL



10.3.7 AX



10.3.8 B0



10.3.9 B1



10.3.10 BX



10.3.11 D0



10.3.12 D1



10.3.13 DX



10.3.14 H0

10.3.15 HX



10.3.16 J0



10.3.17 J1



10.3.18 K1



10.3.19 M



10.3.20 S0



10.3.21 S1



Once you are happy that your Constants are correct for 2015, you can begin processing your

payrolls.



11 Further information and support

If you have any queries regarding these instructions please contact the Help Desk:

Email: [email protected] Telephone: 0845 245 6400

mailto:[email protected]

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