General Information about Reporting

The system provides a number of substitute HMRC facsimiles. These are exact copies of the HMRC forms P11D, P11D (b) and the P46(car). HMRC approval is made each year for all of the system generated substitute forms. 


Together with the mandatory HMRC forms, the system also generates employee benefit statements as a replacement for the official looking HMRC form, together with a number of management and system reports. These reports can be sent to screen, print, file (PDF,XLS,CSV) or emailed as PDF email attachments.


P11D Organiser reports are created, previewed and printed using the system’s inbuilt Reports Wizard. The Reports wizard can be accessed from virtually any part of the system by selecting the reports wizard "Printer" Icon.



All reports can be printed on standard A4 plain paper and no additional stationery is needed. The majority of reports are also available to be saved to file, allowing you to easily export data from the system into spreadsheets or PDF files.


Report Types

The reports are categorised and selected from one of seven reports "types" 

1. Employee

2. Benefit

3. Periodic

4. Fleet

5. Employer

6. HMRC Amendments

7. Draft




Employee Reports

All employee reports are accessed and controlled from here, including HMRC looking P11D facsimiles, or the alternative P11D Benefit statements. 


Available employee reports

P11D Benefit statement - (A choice of classic or modern, is a windowed envelope format for ease of postage with additional options to use your own company logo and employee guidance text/notes)
P11D Facsimile (Full & Part) - See below for reference to "Attached sheets"
P11D Taxable benefit statement (excludes all non-taxable benefit records)
P11D Taxable benefit statement Classic (excludes all non-taxable benefit records)
P11D Benefit statement Blank (sent to employees who have no reportable benefits)
Part 5 ITEPA2003 expenses claim form (Claim form style report to claim Tax relief of P11D reported benefits)
Section232 ITEPA2003 business mileage comparison (Claim form style report to claim Tax relief of mileage paid below the approved AMAP rates)
P46 (Car) (HMRC approved facsimile to report company car allocations and changes mid tax year - See also FBI P46(car) filing)
Business mileage statement (Legacy report back to when car mileage bands were used to calculate BIK values)
Business mileage declaration (Legacy report back to when car mileage bands were used to calculate BIK values)

P9D Facsimile - See below for reference to "Attached sheets" (Obsolete after 2015/16 Tax year)

P9D Benefits Statement (Obsolete after 2015/16 Tax year)

P9D Taxable Benefits Statement (Obsolete after 2015/16 Tax year)

P9D Benefits Statement Blank (Obsolete after 2015/16 Tax year)




Benefit Statements 

choice of styles is available between classic and modern, the employee benefit statements are produced in a windowed envelope format for ease of postage and can be print 

ordered. The standard system graphic can be replaced with a your own company logo, benefit text can also be added so as to provide your own text/guidance notes to your 

employees.





Attached sheets

Where benefit records extend so as to necessitate the creation of an attached sheet (e.g. where an employee had more than 2 cars available), the system 

will refer to this on the HMRC facsimile and will automatically produce a correctly named attached sheet.   








Benefit Reports
A report for each and every benefit category with benefit records held in the system e.g. Cars & Car fuel, Medical Insurance, Vans, loans etc.



Periodic Reports
Company car VAT Fuel Scale Charge and a number of legacy reports such as mileage & Printed P46(car) (now able to be reported on-line through the Government Gateway and not "printed")


Fleet Reports
Car movement reports, fuel benefit reports, capital & private use contribution reports plus a number of legacy reports referring to car mileage and car data validation.




Employer Reports 

P11D(b) and a selections of Class 1A NIC reports. Global benefit and employee reports, including the export all employee record using the "List employees with all associated details" report.



HMRC Amendments

HMRC only allow a single end of year on-line FBI submission to the Government Gateway, therefore any subsequent amendments, errors or omissions have to be reported to HMRC by sending a clearly marked “Amended” P11D, a revised P11D(b) is also recommended and a covering explanatory letter.

For further information:- https://www.gov.uk/employer-reporting-expenses-benefits/reporting-and-paying





Draft Reports 

Provides a number of employee focused reports with a "Draft" watermark to facilitate the process whereby reports are issued to employees as draft, followed by an amended statement and a final statement.




Additional "User defined notes" text can be added to each of the reports so as to provide a clear message to the employees to help explain the reporting process.   




Example 1 - Draft P11D Benefit Statement (modern) with additional "user defined text".



Example 2 - Amended P11D Benefits Statement (modern) with additional "user defined text".



Example 3 - P11D Benefits Statement (modern) with additional "user defined text".




Available Reports

Having selected the appropriate report type “Tab” as above, a choice of report can be made from the list of reports displayed. The system provides a number of substitute HMRC facsimiles. These are exact copies of the HMRC forms P11D, P9D, P11D (b) and the P46 (car). HMRC approve of all of the system generated substitute forms each year.

Together with the mandatory HMRC forms, the system also generates a number of management and system reports. These can be sent to screen, print, file (PDF,XLS,CSV) or emailed as mail attachments.

Each report type (tab) has a list of available reports relevant to that category:-


Employer Reports

Report Name 
Description 
P11D(b) Employer’s declaration
HMRC Approved report containing the Class 1A NIC payable value and a declaration for completion and signature.
Class 1A NIC summary by P11D Section
Class 1A NIC summary by P11D Section
Class 1A NIC summary by Costcentre
Class 1A NIC summary by Costcentre
Class 1A NIC summary by Employee
Class 1A NIC summary by Employee
List employees with associated details
A list of all employee records - which can also be exported to a comprehensive spreadsheet of every employee field held in the system.
List employees with P11D Sections applied
A graphical report to show by icon which benefits have been assigned to an employee.
List employees with taxable values
A report of taxable benefit value per employee for each section of the P11D in a column format.  
List all Employers
A list of all employer records in the system
Benefits distribution report
A “Head-count” type report by costcentre  to show the reporting status for each employee. Either a status category of No benefits, P11D or P9D.
Benefits distribution summary
A Summary report of the Benefits Distribution report
Loans – joint borrowers report
A report of loans where a loan has been applied to 2 individuals (e.g. a mortgage in joint names)  


Employee Reports

Report Name 
Description 
P11D Facsimile
Substitute HMRC approved form
P11D Facsimile (part)
Substitute HMRC approved form – abbreviated to display only the sections of the P11D that have a benefit assigned 
P11D Benefits Statement (both Standard & Modern)
The recommended employee report – displays only the sections of the P11D that have a benefit assigned (both taxable & non-taxable) Also displays customizable text/guidance notes & an employer logo. 
P9D Facsimile (Obsolete after 2015/16 Tax year)
Substitute HMRC approved form (under £8500 salary & BIK)  
P9D Benefits Statement (Obsolete after 2015/16 Tax year)
Recommended employee report – displays only the sections of the P9D that have a benefit assigned (both taxable & non-taxable) Also displays customizable text/guidance notes & an employer logo 
Blank Benefits Statement
A report for employees who have NO reportable benefits or expenses.  
Taxable Benefits Statement (both Standard and Modern)
A report for employees to report taxable benefits only, as opposed to the standard benefit statement which will display ALL benefits both taxable and non-taxable. 
Employees Part 5 ITEPA2003 expenses claim form
In the absence of a dispensation, a claim form addressed from the employee to the HMRC to state all expenses are “wholly & exclusively” business related and therefore claim tax relief. 
Section 336 business mileage claim form 
Where an employee received less than the HMRC approved mileage rate for using their own car for business (currently £0.45) A claim form type report, addressed from the employee to the HMRC to compare the amount that they have received for mileage claims against the approved HMRC rate to then reclaim the difference in Tax relief. 
P46 (Car)  
Substitute HMRC form for mid tax year company car changes (Replaced by on-line FBI filing) 
Employees business mileage comparison A report to compare the mileage values saved with the approved HMRC AMAP rates (currently £0.45 per mile) 
Employees Business mileage statement 
Legacy report – (Where car mileage was recorded and used to calculate benefits under previous years legislation)  
Employees Business mileage declaration 
Legacy report – (Where car mileage was recorded and used to calculate benefits under previous years legislation)  


Benefits Reports
Report Name 
Description 
A – Assets Transferred

B – Payments made  

C – Vouchers & Credit Cards

D – Living Accommodation

E – Mileage Allowance

F – Cars and car fuel

G – Vans & Van fuel
                                                                          Report for each section of the P11D
H – Loans
 
I –  Private medical treatment or insurance

J – Qualifying Relocation

K – Services Supplied

L – Assets placed

M – Other items

N – Expenses payments



Periodic Reports

Report Name 
Description 
P46 (Car)  
Substitute HMRC form (Replaced by on-line FBI filing)
P46 (Car) Movements by employee
Car allocation/movements report
Company Car Class 1A NIC
Legacy report (no longer used)
Company Car Fuel Benefit VAT
Output VAT report based on VAT Fuel Scale Charges 
Absent Business Mileage
Legacy report (no longer used)
Input Business Mileage
Legacy report (no longer used)
Employees Business Mileage Declaration
Legacy report (no longer used)
Export to Accounts
Legacy report (no longer used)
Export to Payroll
Legacy report (no longer used)
P46 (Car) REPRINT
Substitute HMRC form (Replaced by on-line FBI filing)
P46 (Car) Movements by employee - REPRINT
Car allocation/movements report



Fleet Reports

Report Name 
Description 
Company car movements by registration number
A report driven and sorted by car registration number to confirm all car allocations/movements in the Tax year
Company car listing & validation – ALLOCATED Cars
Legacy report – before the introduction of the current import data validation, this report was used to highlight any potential problems in the car data that could lead to inaccurate benefit values being calculated (for cars already assigned/allocated)
Company car listing & validation – UNALLOCATED Cars
Legacy report – before the introduction of the current import data validation, this report was used to highlight any potential problems in the car data that could lead to inaccurate benefit values being calculated (for cars not yet assigned/allocated)
Company car private use contributions
A report of the “private use” values entered against existing company car records.  
Company car capital contributions

A report of the “Capital contribution” values entered against company car records. 

Company car private fuel benefit

A report of the “private fuel benefit” values entered against company car records. (HMRC fuel scale charges) 

Company car Non-exclusive use

To report to check a potential benefit over-payment where company cars are being used with overlapping availability across more than company/employer 



HMRC Amendments

P11D Facsimile Amended (full & part) 
Substitute HMRC form containing an “Amendment” watermark - used to print and post to HMRC for any P11D’s that have been changed after the on-line Gateway end of year return has been made. 
P9D Facsimile Amended
(Obsolete after 2015/16 Tax year)
Substitute HMRC form containing an “Amendment” watermark - used to print and post to HMRC for any P11D’s that have been changed after the on-line Gateway end of year return has been made. 
P11D Benefits statement Amended (standard and modern)
Substitute employee form containing an “Amendment” watermark - used to deliver to employees for any P11D’s that have been changed after the on-line Gateway end of year return has been made. 
P11D Taxable Benefits statement Amended (standard and modern)Substitute employee form containing an “Amendment” watermark - used to deliver to employees for any P11D’s that have been changed after the on-line Gateway end of year return has been made. 
P46 (Car) REPRINT

Substitute HMRC form (Replaced by on-line FBI filing) - this report can be used to print and post to HMRC for any P46(car) records that have been changed after the on-line Gateway P46(car) mid-year return has been made. 


Draft Reports

Report Name 
Description 
P11D Facsimile Draft (full & part)

Substitute HMRC form containing a “Draft” watermark - used to deliver a "draft" P11D to employees prior to providing them a subsequent or final P11D.
P11D Benefits statement Draft (standard and modern
Substitute employee form containing an “Draft” watermark - used to deliver a "draft" P11D to employees prior to providing them a subsequent or final P11D. 
P11D Taxable Benefits statement Draft (standard and modern)
Substitute employee form containing an “Draft” watermark - used to deliver a "draft" P11D to employees prior to providing them a subsequent or final P11D. 








Scope

The Scope selection of the reports wizard allows you to select the range of employees that a report is to be generated for. The system captures and categorises employee groupings in 4 levels, Employee, Active Lookup, Employer and Everybody.


This Employee

The chosen report will be generated for the selected employee only.


This Lookup

After initiating a search using the “Find” Screen, the resulting list of employees is defined as an "Active Lookup". For example a search for all employees belonging to a certain Location, Department or Cost centre or by a specific filter for all employees "with an email address" or "without an email address" etc. (see help file for setup filter)



The chosen report will be created and output for the members of the “Active lookup” of employees only. (e.g. send to "print" all employees without an email address and send to "email" all employees with an email address.


This Employer

The chosen report will be generated for all employees for the selected Employer.

Everybody
The chosen report will be generated for all employees for all employers contained in the system.


Order by

The Reports wizard allows a selection to be made for the printed output to be ordered using up to a total of 4 order-by statements (see screenshot above).

For example, this will enable you to print out employees benefit statements ordered initially by the employees Location, then by their CostCentre, then by their Department, then by Surname for ease of distribution.



Report to

The reports wizard allows you to generate reports with a number of different output options. For example, delivery of Employees benefit statements can be chosen to be sent by e-mail, or a company car report can be exported to an Excel file. 


There are four selectable "R
eport to" options; Screen, Printer, File or Email


Screen

Generates a preview of the selected report to screen


Printer

Generate the selected report to your default printer (the system will display an intermediate printer selector window to select the desired printer to use)

 

File

Generate the selected report output to a file type of PDF, CSV, XLS, XLSX or DBF  

The system will display a 'Save As' dialogue box to select a choice of file type and save location for the output file. By default the system will output files to an EXPORT sub folder contained within the system’s installation directory e.g. C:\Program Files\P11D\IMPORT\20162017\EXPORT.


Employee reports sent to file are output as a PDF files with a choice of uniquely named PDF's or combined into a single PDF file. This can be used to facilitate an in-house/intranet means of delivering reports to employees using an employee self-service portal. The system uses the Employees Surname, Forenames, N I Number, Unique System ID, Report Name, and Tax Year to create the unique file names. e.g. BLOGGS_FRED_YK281676D_202099_P11D_Benefits_Statement_20162017


Having selected to create a benefit statement or similar employee benefits report, the system will display a pop-up window giving you the option to create either a single PDF file (check-box ticked to “Concatenate” and set the batch number value) or individual PDF’s for each and every employee (unchecked the “Concatenate PDF documents” option). You also get the option to hide the National Insurance Number from being displayed on the Benefit Statement by check the "hide" box.


You can also choose to either simplex or duplex print, which will automate the printing of documents on both sides using a duplex capable printer.

Ctrl Shift S sets the selected report to Simplex mode or Ctrl Shift D sets the selected report to Duplex mode. 




The system will prompt you to choose a folder to save the PDF’s to your chosen location.





Email

The P11D Organiser provides functionality to send emails to employees with their P11D or Benefits statement as PDF file attachments. It is designed to interact with Microsoft Outlook and will logon to the user's email profile (or that of a group email profile such as "payroll team" etc.) and send the chosen report using the outlook system. 

The system can also be configured to use its own email functionality and accommodate other email systems using the alternative SMTP settings (see separate help section on this subject)


Outlook settings


SMTP settings



The system will generate individually addressed emails, and attach a PDF version of the selected report created by the system using the P11D Organiser PDF printer driver to perform this function. 


The system will send the emails to the email addresses saved in the employee records. If the employee record has a blank email address, the system will by default send the email to the email address set up as the email administrator in the Employers record.


NOTE: The emails will be sent by the account selected/logged into at the time so it may be advisable to use a generic email group account rather than the individual's own personal email account. (e.g payroll@mycompany.com rather than sally.smith@mycompany.com)  




Email body "Notes" text

The system allows you to create the body of text for the out-going emails using the NOTES option. To add the email body text, select your preferred benefits statement, select Email in the Report to tab, click the "USER DEFINED EMAIL MESSAGE" button  and enter your email text into the "Message" box (screen shot below).

The text can be either keyed in directly to the notes text box, copy (Ctrl C) /pasted (Ctrl V) from another document.(e.g. word document)






Using the USER DEFINED NOTES button,  any notes saved will also appear as a body of text on the chosen employee report/statement. 



To send the emails out, click on the Email button from the email screen to first preview and then send the first email, the system will then display the same email pre-screen for the next alphabetical employee record for you to send the remaining emails by clicking the Rest button.



Screenshot - Using internet mail SMTP 


Screenshot - Using Microsoft Outlook








Advanced settings

There are a number of additional features that can be used to set advanced reporting functionality:-



Export Benefits



Functionality to allow your export all benefit records into separate P11D section category reports/spreadsheets. 

Choose a “Save in” folder location for the output and the exported reports/files will saved to this location. A choice of file types (PDF/XLS/XLSX/CSV etc.) can be made for the exported output files.




View Sent Items


Functionality to show a log of items previously emailed using the systems own SMTP email functionality. These are categorised in specific categories: -

Emailed

Displays a list of all employee records that have been successfully sent the selected report by email.


Modified 

This lists any email recipients whose Employee records have been modified since the email was issued e.g. Change of name or address etc.


Changed

This option lists all employees whose P11D Taxable values have been changed since their email was sent e.g. correction to the list price of a company car or a change in medical benefit value.


Errored

Lists all employee records whose email delivery (of the selected report) was unsuccessful for one reason or another e.g. the employee had no email address or the system has not been correctly configured to handle your particular email functionality (see advanced settings section also). 


View

Displays the benefit statement to screen (or other employee .PDF report that was attached to the email) 


Lookup

Creates a lookup of all employee records currently displayed (e.g. can be used to resend a new email to this specific lookup of employees, perhaps those that were NOT emailed successfully and therefore need to be printed instead or attempted to be emailed again)



NOTE: A R/H mouse click on the "Lookup" button provides additional functionality to "Exclude" employees from the current lookup. For example, when used in conjunction with the "Emailed" list of records, the system will create a revised lookup of employees who have not been emailed successfully.




Advanced settings 


Email




Selection of email system to use to send the employee reports, a choice of Lotus Notes, Outlook or Internet mail SMTP can be made. With additional check-box options to:-
Use Microsoft outlook dialog or use P11D Organiser’s own dialogue box
Set to request email read receipts
Set to request email delivery receipts
Set email sensitivity level – selections of Normal/Personal/Private/Confidential
Set email importance level – selections of Low/Normal/High



SMTP



Settings screen to facilitate the use of SMTP email functionality (contact your own internal IT team for additional help for these SMTP email settings)




How do I use the reports wizard to print an individual employee's P11D Benefit Statement?

STEP 1 - Select the particular employee using the "Find" employee functionality Finding Employees


STEP 2 - Select the report wizard by clicking on the PRINTER icon. The system will take you to the reports screen.


STEP 3 - 
Select the 1. EMPLOYEE report type from the 6 available tabs on the left.


STEP 4 - Select the P11D Benefits Statement (style of your choice) report from the list of available reports – Click NEXT



STEP 5 – Set the SCOPE setting for the report - THIS EMPLOYEE in this example – Click NEXT

 

STEP 6 – Set the REPORT TO option as PRINTER and click on FINISH to print the Benefit Statement to the printer of your choice. – Click FINISH


STEP 7 – Choose a Printer to use from the drop-down PRINT TO selector – Click OK



The Benefits Statement report will now have been sent to the chosen printer. 






HMRC approved facsimiles/substitute forms

Each year PAS Ltd gain approval of the substitute HMRC forms for P11D, P46(car) and P11D(b), these are acceptable to HMRC should you decide to print and post them to HMRC.



P11D (2019) (Substitute) PAS Ltd




P9D (2016) (Substitute) PAS Ltd (obsolete after 2015-16 Tax year)

  






P46 (car) (2019) (Substitute) PAS Ltd






P11D(b) (2019)