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.

1. All pay runs have been calculated and confirmed for the 2012/13 tax year and that there are none missing.
2. If any employee has left, their "leaving date" has been entered onto the system.
3. 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 enough time.
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 instructions.

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 tax year.

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 alternatives:
- 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