End of Year Submission Guide
In order to pay your employees in the new tax year you must first click the "Finish tax year" option. Before you press "Finish Tax Year" you should ensure that:
- All pay runs have been calculated and confirmed for the 2012/13 tax year and that there are none missing.
- If any employee has left, their "leaving date" has been entered onto the system.
- All employee and employer information is correct.
Once you have clicked "Finish tax year" the system is ready for you to enter pay runs in the new tax year. If you wish to submit online using our system you can do so by clicking "View tax year 2012/13" and following the guide below. At any point during the submission process you can leave the site, and assuming you have saved the page you are working on the data will be as you left it when you return. You do not have to do the entire process in one go.
We will try to make the year end process as simple as possible. You are reminded, however that it
is your responsibility as an employer to ensure that the end of year submission is correct and
submitted on time.
Step 1) Registering with HMRC for online submissions
In order to submit your return online, you will need to register for the HM Revenue & Customs "PAYE
Online for Employers" service. The registration process takes about a week, so please allow
To register, go to this site and follow the instructions for New Users: https://online.hmrc.gov.uk/login
If you wish to submit your return using The Payroll Site, you must choose a password, rather than
using the digital certificate option.
Once you have completed the registration online, HM Revenue & Customs will post you a letter
containing an activation PIN. You must then confirm your PIN on the HM Revenue & Customs site.
Already registered with HMRC ?
Ensure that you know your user ID & password and that the PAYE reference on our site matches what is shown on their site.
Step 2) Completing the current year using The Payroll Site
To finish the tax year, log into your account, click the "Finish tax year" option and follow the
Step 3) Check, edit and confirm the details for the tax year just ended
Once in your account with The Payroll Site, click the "View tax year 2012/13" option.
Click on each employee in turn and select their P14 page. You should then check that the details
are correct, edit them if they are wrong and click the "Confirm" button once you are confident that they are correct.
Then, click onto the "Employer Details" page. Check the details, edit them if necessary and then click "Confirm".
Next click onto the "P35 Totals" Page. Check the details, edit them if necessary and then click "Confirm".
Now click onto the "Checklist" page and answer all the questions, when you click in each box a message will appear in the Help box in the bottom left corner, which should help you to answer each question correctly. Once done click "Save Changes" and then "Confirm".
Step 4) Electronic Submission of year end data to HM Revenue & Customs
You are now ready to submit your return to HMRC, this must be done by 19th May. Click onto the "submission" page and enter contact details, plus the user ID and password that you set up in Step 1).
Step 5) Giving P60's to your employees
You must give a completed form P60 to each of your employees by the end of May.
You do not need to give a P60 to any employee who left before the end of the
Within your account with The Payroll Site, click the "View tax year 2012/13"
option. Click on the name of the employee and then click on the tab labelled
"P60 Certificate of Pay". From that page, there are options to produce the
different types of P60.
You can order blank P60s from HMRC or you can use our HMRC approved
- our electronic P60 which you can email to your employee (in PDF format) or
- our substitute P60 which you can print onto plain paper and give to your employee
If you choose to use the HMRC form, we recommend you order the version called
"P60(Single sheet/Shortened)", which you can order from this web page.
The Payroll Site