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Bob L

RTI – Client Newsletter

HMRC Real Time Information (RTI)

From April 2013 all employee payrolls processed by Payroll Options will be operated in accordance with RTI and appropriate submissions will be made by Payroll Options to HMRC on your behalf.

What should I do differently?

  • Please revise your New Starter documents to indicate to Payroll Options which Starter Declarations are appropriate.
  • For each New Starter please ensure that you obtain a complete record for them such as Full Name, Address, Date of Birth and NI Number.
  • P45s can now only be accepted with an employee’s first payment.

How does it work?

  • Whenever your employees are paid we will submit details of the payments to HMRC.  This is called the Full Payment Summary (FPS) and will be submitted to HMRC just before the payment date shown on the front page of your payroll reports and the payslips.
  • By the 19th of the month following the end of the tax period we will submit details to HMRC of values of SMP,SPP etc. that you will be deducting from your payment to HMRC.  These values are contained in a submission called the Employer Payment Summary (EPS).
  • At the end of the tax year we will be submitting the statements that have traditionally been part of the P35, the values from the P35 will already be known by HMRC due to the submissions of FPS and EPS throughout the year.

Starter Declarations

  • For every new starter to your payroll you are required to ask a series of questions of the new employee to ensure that the PAYE tax and Student Loan is operated correctly for them.   The Starter Declarations are as follows:


  • A.This is their first job since last 6 April and they have not been receiving taxable Jobseeker’s Allowance, Employment and Support Allowance, taxable Incapacity Benefit, state pension or occupational pension.
  • B.This is their only job, but since last 6 April they have had another job, or have received taxable Jobseeker’s Allowance, Employment and Support Allowance or taxable Incapacity Benefit. They do not receive state or occupational pension.
  • C.They have another job or receive a state or occupational pension.

Student Loans

  • You must also ask if they left a course of UK Higher Education before last 6 April and they have a student loan outstanding that should be deducted via the payroll.  If ‘yes’ you must start making student loan deductions from their pay.


  • The existing P46 form for use when a new employee does not have a P45 is being scrapped from April 2013 and will no longer be accepted by Payroll Options.
  • The existing P38 Student Declaration is also being scrapped from April 2013, students should also complete a Starter Declaration.  This may result in a Student paying slightly more tax than normal if they work during the early part of the tax year, if they wish to recover this tax once they have finished working for you they can discuss this with HMRC.
  • If you have a P45 for your new starter please submit this to Payroll Options, along with a Starter Declaration as detailed above.  P45s can only be submitted as part of their first payroll, if it is received later it cannot be used, if the employee considers that their tax code is wrong they must contact HMRC.
  • From your new starter’s Starter Declaration, and if present their P45, a Tax Code will be allocated.
  • There is no formal HMRC form as such called a Starter Declaration Form, you are required to incorporate the above Starter Declarations into your existing employee forms.
  • You may consider it appropriate to have your new employee sign a Starter Declaration that you have prepared and retain it with their HR records.
  • We have added additional fields to the standard New Starter Form which can be downloaded from , a copy of this is also attached.  Please change the company name and payroll number at the top of the sheet and save this as your template.
  • As per our current procedures we are unable to delay the processing of your payroll due to tax documents not being received.  Your payroll will be prepared using the tax documents received at the time of starting to process your payroll.   If a Starter Declaration is not received with your payroll instructions your starter may temporarily, but not necessarily, have additional tax deducted.
  • As now once a P6 Tax Code notice from HMRC has been received for an employee we are not permitted to change an employee’s tax code even if a P45 has been presented.  In this instance the employee can discuss the situation with HMRC if they consider that their PAYE Tax is incorrect which may result in a further P6 to be issued by HMRC.


  • As files are to be submitted to HMRC for every payroll and for each employee, re-runs of your payroll should be avoided unless absolutely necessary, re-runs of your payroll once the pay date has passed should simply be avoided and make the necessary adjustments in the next payroll.
  • As is the case now we are unable to re-run your payroll for a change of tax code or to make changes to non-taxable expenses.

Supplier Payrolls

  • If we currently pay your suppliers via your payroll or pay people that are self-employed, and thereby not employees, we cannot continue to do so on the PAYE payroll, if you wish for us to continue paying these non-employees on your behalf we will need to establish another payroll.  The non-employees payroll will not be subject to RTI.

Payment Dates

  • If your payroll is paid monthly it must be processed before the 5th of the month following the payroll month concerned.
  • The payment date that appears on your employees’ payslips must match the actual payment date to the employees and should therefore be on or after the date the payroll is processed.
  • If you have traditionally waited until after the end of the month, prior to preparing your payroll instructions for Payroll Options which has led to your payroll not being processed until after the 5th of the following month, such processes are no longer possible with RTI.   Your cut-off date will need to be bought forward to before the end of the month to enable you to supply the information to Payroll Options allowing time for your payroll to be processed prior to the 5th of the month.   If this is the case for your payroll please contact us so we can resolve this with you.

Payroll to be processed at least every month

  • We are required to process your payroll for every tax month to ensure that we can submit appropriate information to HMRC even if nobody is being paid.
  • If your payroll has traditionally only been processed for a couple of months of each year, from April we are required to process your payroll every month even if nobody is being paid, this is to inform HMRC that nobody is being paid.  Traditionally we would only have charged for processing your payroll when employees were actually paid but from April 2013 as your payroll will be processed, just that no employees will be paid, we will be charging the equivalent to our lowest monthly payroll charge (currently £22.50).
  • Any payroll not processed by the 5th of the month following will be processed in such a way to inform HMRC that nobody has been paid, please see section Payment Dates, for this we will be charging the equivalent to our lowest monthly payroll charge (currently £22.50).

Payment to HMRC Collector of Taxes

  • By the submission of the FPS and EPS HMRC will know how much your company owes for PAYE Tax and National Insurance every month.
  • It is very important that you pay the amount of PAYE Tax and National Insurance to HMRC accurately, on-time and use the reference as detailed on your Collector of Taxes Report.
  • It is important if we operate a weekly, 2-weekly or 4-weekly payroll on your behalf that you pay the correct amount for whole tax month for all payment dates up to and including the 5th of the month.

Tax Year End April 2014 onwards

  • At the end of the tax year we will require you to indicate the correct P35 statements, as now.
  • There will be NO financial reconciliation at the end of the tax year as this must be performed throughout the tax year so that the amounts paid to HMRC agree with details submitted via FPS and EPS.
  • P60s will continue to be provided after the end of the tax year.

CIS deductions suffered

  • Please advise Payroll Options of the monthly amount of CIS deductions suffered (Column E on form CIS132) by the 13th of the month following so that we can include the amount within your EPS.

Regional employer NICs holiday for new businesses

  • If you are in receipt of the NICs holiday for new businesses please advise Payroll Options of the monthly amount by the 13th of the month following so that we can include the amount within your EPS.
  • For further details of this scheme please visit:
  • As stated previously we will be increasing our charges by 5% to cover the additional processes now required by HMRC on your behalf.


  • As stated previously we will be increasing our charges by 5% to cover the additional processes now required by HMRC on your behalf.


Please contact us by email to or by telephone 01908 630 777 if you would like to discuss RTI further.



Fundraising for Asthma UK

Tanya’s Tribute

Here at Payroll Options we will be putting on a series of fundraising events in aid of Asthma UK in memory of our beloved and much missed colleague Tanya, who tragically died last year aged just 27 after suffering an asthma attack.


Over the course of a month we have the following events lined up:


  • 26th February – Payroll Options Fete – with all our  favourite stalls and games
  • 7th March – A wine tasting evening
  • 10th March – MK Half Marathon – Gary (IT Guy) will be running in the MK half Marathon
  • 16th March -Murder Mystery Evening
  • 22nd March – Bistro Live – we will be taking over and dancing the night away
  • 26th March – Dress up at work day – we will be dressing as fairies and pixies for the day and drawing the raffle at 3pm


We will also be selling raffle tickets at all the events, and would like to say a massive thank you to the following donors for our raffle prizes:


New National Minimum Wage rates 01/10/2012

The National Minimum Wage (NMW) is a minimum amount per hour that most workers in the UK are entitled to be paid. The rate depends on age and whether the worker is an apprentice.

New rates from 01 October 2012:

  • £6.19 per hour for workers aged 21 and over – a rise of 11p
  • £4.98 per hour for 18-20 year olds – no change
  • £3.68 per hour for workers above school leaving age but under 18 – no change
  • £2.65 per hour for apprentices – a rise of 5p


If your employer provides you with accommodation, they can count some of its value towards your NMW pay. This is called the accommodation offset. From October, the maximum that employers can count towards NMW pay will be £4.82 – a rise of 9p.

Real Time Information (RTI)

What is RTI

Real Time Information (RTI) is the biggest change to PAYE since its inception in 1944 and is being introduced to improve the operation of PAYE by providing HMRC with up to date information on employees and it will also help support the introduction of Universal Credits.

RTI will affect all employers who operate a PAYE UK payroll. Although the fundamentals of PAYE are unchanged, i.e. use of codes, employers deducting tax and National Insurance. RTI will change how and when employers report information to HMRC.  Employers will be required to submit information about PAYE payments throughout the year as part of your payroll process, rather than at the end of the year as you do now.

Most employers will be legally required to report payroll information in real time from April 2013 with all employers required to do so by October 2013.

How will RTI affect my payroll

RTI requires employers to tell HMRC about PAYE payments at the time they are made as part of their payroll process by electronically submitting a Full Payment Submission (FPS) every time they pay their employees.   The list of information required from HMRC is extensive and includes details of employees addresses, dates of birth, national insurance number, pay, tax and NI….the list goes on in total there are over 100 values which must be submitted per employee.  Also included within the required information is a cross-reference value which must be quoted within each payments bacs file, so HMRC will know that the amount that has been declared is the same amount that has been paid.

What do I need to do

Your company must ensure that your payroll software is able to process and submit RTI data, you may need to discuss this with your software provider or payroll company.

You will also need to ensure your employee’s key information is accurate and complete.


Key information that is required for all employees is:

  • Full names – both forename(s) and surname
  • Date of Birth – in dd/mm/yyyy format
  • National insurance number

For more information on Real Time Information please visit

How we can help

As a Payroll Bureau we submit data to HMRC on behalf of our clients and RTI submissions will be part of our payroll service, so not only will we take care of your payroll for you but also ensure that your company fully complies with the new Real Time Information regulations, so you wont need to worry about updating your software.  Please contact us for more information on our services.

PAYE Rates and Thresholds for 2012/2013


A Happy New Tax Year to you all.  Whilst you are all busy preparing your year end here is a quick look at the new rates and thresholds for tax year 2012/2013.  For more details please visit our Tax and NI page or download the employer helpbook from




Tax codes suffix with “L” go up by 63 points making the new standard tax code 810L which gives you a tax free allowance of:


£8105 per annum

£675 per month

£155 per week


Annual Tax thresholds have changed to:


20% on earnings up to £34,370

40% on earnings from £34,371 to £150,000

50% on earnings above £150,000


National Insurance

Employees:  12% of earnings above £634 per month and 2% on earnings above £3540 per month


Employers: 13.8% of earnings above £624 per month


Statutory payments

SSP is £85.85 per week


SMP is the lesser of 90% of their average weekly earnings or £135.45 per week after the first 6 weeks


SPP is the lesser of 90% of average weekly earnings and £135.45 per week


Student Loans


Deductions are 9% of earnings above:

£15,795 per annum

£1,316 per month

£303 per week

New Agency Workers Regulations

The Agency Workers Regulations come into force on 1 October 2011. They will give you an entitlement to the same basic employment and working conditions as if you’d been recruited directly.

The new rules mean that from day one of an assignment you’ll be entitled to use your workplace’s facilities, and get information on job vacancies.


After 12 weeks employment

After 12 weeks in the same job with the same hirer you’ll be entitled to equal treatment in:

  • pay
  • holidays
  • night work
  • rest periods/breaks
  • duration of working time

The new rules don’t mean that you become a permanent employee of the hirer after 12 weeks.

The regulations are not retrospective (back dated). Any time spent on an assignment before 1 October 2011 will not count towards the 12 week qualifying.  For more information please click here

New Minimum Wage Rates


from the 01/10/2011 the new National Minimum Wage rates coming in to affect, to see the new rate please click here.



Business Secretary Vince Cable said:

“More than 890,000 of Britain’s lowest-paid workers will gain from these changes. They are appropriate – reflecting the current economic uncertainty while at the same time protecting the UK’s lowest-paid workers. I would like to thank the LPC for doing a good job in difficult circumstances.”

Chairman of the LPC David Norgrove said:

“We welcome the Government’s acceptance of our recommendations. The Commission was again unanimous, despite all the economic uncertainties. We believe we have struck the right balance between the needs of low-paid workers and the challenges faced by businesses.”

As announced in the Budget the Government will invite the LPC in its next report to consider the best way to give business greater clarity on future levels of the National Minimum Wage, including consideration of two-year recommendations. This could provide greater certainty for businesses, reduce risks and help them plan employment and investment decisions.