Managing Employers
The P11D Organiser system structure is based on Employer > Employees > Benefits records.
You will need to have at least one 'employer' set up in the system, and when using the P11D Organiser for the first time, the system will take you to the Add Employer screen to create the first 'employer' record.
Adding a new employer record
To create additional "Employer" records simply use the ‘Add new employer’ button on the left-hand side toolbar.
Any number of "employer" records can be added to the P11D Organiser system and should essentially reflect the correct PAYE Reference structure of your organisation. (i.e. add an Employer record for each and every PAYE Reference to be reported using the P11D Organiser system)
EDITING EMPLOYER RECORDS
The details saved for each Employer record can be edited at any time by clicking on the Edit button on the View Employers Screen. e.g. to make changes/corrections to a PAYE reference or a change of postal address etc.
The text boxes will turn from a gray to white and you will be able to click on each box and edit the text to match the new information. Once you have finished editing the company details press the 'Ok' button to save the changes.
The fields of information saved for each company record is accessible in 4 sections:
- Company details
- HMRC details
- Company Settings
- Notes
The following table is a brief description of each field of the ‘Add Employer’ screen:
1 - Company Details
| PAYE Ref | Ensure that the correct PAYE tax office reference number is entered. This can be found on any correspondence you have received from the tax office. Do not confuse this number with the accounts reference number. |
| Employer name | Add or edit the employer’s name here |
| Contact | Enter the name of the person for the company who deals with enquiries here. (optional) |
| Email address | Enter the Email address of the company’s contact here. Generally this field should be left blank UNLESS you are acting as a bureau or agent for a company. This is because this Email address will be the default address to whom all Emails will be sent to if an employee doesn’t have an email address in their Employee Record (functionality prior to P11D Organiser software version 2015) |
| Telephone | Enter the telephone number of the main employer contact here. (optional) |
| Fax | Enter the Fax number of the main employer contact here. (optional) |
| Address | Enter the Employer address here. |
| Commercial Lending Status | The Commercial Lending Status check box should ONLY be used if you are a commercial lender (eg Bank or building society |
NOTE:
The PAYE reference number is made up of two parts: a three-digit HMRC office number, and a reference number unique to your business. It’ll usually look something like 123/A45678 or 123/AB45678 (though there can be exceptions).
The P11D Organiser pre-populates the three-digit part of the number so it is possible to mistakenly enter it again in the second available field. (see example below)
2 - HMRC Details
| PAYE Ref | Ensure that the correct PAYE tax office reference number is entered. This can be found on any correspondence you have received from the tax office. Do not confuse this number with the accounts reference number. |
| Accounts Office Reference | Enter your Accounts Office Reference Number here. This number appears on your P11Db Class 1A NIC summary form for the year |
| Tax District | Displays the HMRC name |
| Address | Displays the HMRC postal address for the P11D Support team in Newcastle-Upon-Tyne |
| Gateway Sender ID and Password | By pressing the "Set Gateway sender ID and password" button you will be able to set the ID and password for the account you use to authenticate against the HMRC gateway for end of year submissions |
3 - Company Settings
| Naming convention for file output | A drop-down to select the desired naming convention of email PDF attachments that are sent to employees. For example, selecting "ID_2+REPORTNAME" would use the system generated unique employee ID and the name of the report sent e.g. "499_P11D_Benefits_Statement_20192020.PDF" |
| Password protection for email attachments | Used by the email recipients to unlock the PDF file attachment. A toggle to select to Password Protection (YES/NO) A way to select the Password make up (DOB, PAYROLL, NI_NUMBER etc.) |
| Company logo | A way to replace the system default reports logo that is used in the employee benefit statement reports. Browse to select the location and file to be used. |
4 - Notes
| Notes | Enter any pertinent notes to be recorded against the selected "Employer" |
Once all the employer details have been entered into the systems, click the OK button to save the details. If this is a new company, then you are presented with the following message box:
By clicking ‘Yes’ you are presented with the Add/Edit Employees screen where you can start to input an employee record. If you wish to import data, choose the "No" option and then go to the File Menu to select the import wizard.
Having added an Employer record, any of the details entered can be subsequently changed/edited by selecting the 'Edit Employer' Icon.
Remove/Delete Employer records
The Employer record can be deleted using the delete button. The deletion/removal is per Tax year, so employer records that are no longer required moving forwards can be safely deleted for the selected tax year but still accessible in previous years.
Using the "Delete" button to delete the employer record will offer firstly to delete any benefit records assigned in the current Tax year, then the employee records attached to the employer record and then finally the "Employer" record itself. This deletion process is password protected so as to prevent any unintentional deletions and will ask the user to confirm their password before deleting both the benefits & employee records.
Password protection - stage 1 - confirmation to delete benefit records
Password protection - stage 2 - confirmation to delete benefit records
Pop-up dialogue warning - stage 3 - delete employer record
