Adding or Editing Employee Details



When you access the P11D Organiser for the first time, the system will automatically take you to the ‘Add Employer’ screens to create the first employer & employee record. Once the employer record has been saved, the system will then display a pop-up dialogue box asking if you want to add a new EMPLOYEE record for the company you have created.


 

If you are creating additional employee records you can access this via the ‘Add’ button on the View Employees Screen or the Find employees Screen. Simply select to “Create new employee for this employer” and click "OK"



The employee details held are saved in 5 areas:-


1 - Personal

SurnameAdd or edit the employee’s Surname here.
ForenameAdd or edit the employee’s Forename here.
TitleAdd or edit the employee’s Title here. (e.g. Mr, Mrs, Ms, Dr  etc.)
InitialsAdd or edit the employee’s Initials here (in place of a "Forename")
Date of BirthAdd or edit the employee’s DOB here.
GenderAdd or edit the employee’s Gender here.
Payroll NoAdd or edit the employee’s Payroll Number here. (unique employee ID)
NAT Ins NoAdd or edit the employee’s National Insurance Number here.
Email addressAdd or edit the employee’s Email address here.
MobileAdd or edit the employee’s mobile telephone number here.




2 - Address

AddressAdd or edit the employee’s Home address here.
Post codeAdd or edit the employee’s Postcode here.
TelephoneAdd or edit the employee’s Telephone number here. 
FaxAdd or edit the employee’s Fax number here. 



3 - Employment

Date of commencement*Add or edit the employee’s Date of commencement here.
Date of Leaving*
Add or edit the employee’s Date of leaving here.
DirectorAdd or edit the employee’s Statutory Director setting
Exempt from Payrolling Add or edit the employee’s personal exemption from the system's payrolling of benefits settings 
Exempt from Class 1A NIC
Add or edit the employee’s personal exemption from the system's Class 1A NIC settings 
Pay groupAdd or edit the employee’s Pay group here.
Cost CentreAdd or edit the employee’s Cost Centre here. 
LocationAdd or edit the employee’s Location here. 
DepartmentAdd or edit the employee’s Department here. 
RegionAdd or edit the employee’s Region here. 
User_1Add or edit the employee’s User_1 field values here. 
User_2Add or edit the employee’s User_2 field values here. 


*Date of Commencement
The employee start date is used to determine the employee “Status” within the selected tax year (i.e. Starter, Leaver, Current or Modified.) and can also be used by the system to align/prorate benefits to run in line with the employees employment dates (see topic for Tools>Align Benefits)

*Date of Leaving
The employee leave date is used to determine the employee “Status” within the selected tax year (i.e. Starter, Leaver, Current or Modified.) and can also be used by the system to align/prorate benefits to run in line with the employees employment dates (see topic for Tools>Align Benefits)




4 - Notes


NotesA free text notes pad to record employee notes. For example, record an audit trail to include the details of changes made to an employee’s particular record e.g. where an employee pointed out a problem with their benefit details that had to be subsequently corrected and reissued.




5 - P9D £8500 Test

Additional employee information (previous P11D Organiser software versions & prior years legislation)


Removal of £8,500 threshold for taxation of BIK

(Obsolete from From 6 April 2016) - Removal of £8,500 threshold for taxation of BIK

The different treatment of employees earning at a rate of less than £8,500 and the associated form P9D is now abolished. Some benefits which were previously exempt in the hands of “lower paid” employees will become taxable and liable to National Insurance contributions.


Those employees who earn at a rate of less than £8,500 per annum have historically been exempt from tax on certain BIKs. From 6 April 2016 this no longer applies and all employees will now be subject to tax on BIK, where applicable, irrespective of their level of income. However, new measures will mitigate against some of this for lower paid ministers of religion and home care workers. 

The P9D form has now been scrapped and any benefits will need to be reported on the P11D unless they are dealt with under voluntary payrolling.



PAYE to date  (Obsolete from From 6 April 2016)

Enter the total PAYE received for the period of employment - the system will translate this value into an annualised salary based upon the date of commencement and date of leaving within the current tax year. (Optional P9D £8.5K functionality only)


Days absent from PAYE (Obsolete from From 6 April 2016)

Enter the number of days the employee was absent from PAYE, the system will then translate this information to determine a notional annualised salary and correctly set a P11D or P9D status for the employee. Example – a record with £1250 of benefits, a PAYE to date value of £7000 and 34 days absent from PAYE value will display a system calculated Notional salary of £7716.86 and therefore set the reportable status for the employee as P11D not P9D. (Optional P9D £8.5K functionality only)


Notional Salary (Obsolete from From 6 April 2016)
When PAYE cannot determine an annual salary (i.e. part timers etc.) enter a notional salary. The £8,500 test with then use the total value of taxable benefits and the greater of the PAYE or notional salary to determine a P11D or P9D status for an employee.


£8,500 test (Obsolete from From 6 April 2016)
Having entered the above employee information the system will automatically determine whether the employee has P11D or P9D reportable status. The system will only recognise P9D status if the selected employee has salary information entered against them. Otherwise the system will automatically default to P11D status although this can be manually adjusted to P9D status if so desired. (No longer relevant after 2015/2016 Tax year)