Profile Payroll 2009 Release Date: 17th December 2008 Contact Information Web Site: www.profteck.ie Tel: 071 9162122 E-mail: email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org On successful installation of the payroll software, log back in to Profile and log into Payroll. Check at the top of the payroll menu (left hand side) that the version number shows: “VER : EU-1.11” NOTE: You can open up a new payroll year without the old year been closed. By now you probably have been notified by ROS that your tax credits are available for download. If you open up payroll 2009, you will be able to download these tax credits. Payroll Year End Note: we are advising all customers to run their payroll year-end as soon as you have downloaded the new files for PRSI / PAYE. You can run the year- end without having the old year finished. If none of your modules are in 2009, then the folders for 2009 will not be on your system. These need to be setup before running the year-end. E.G. your company letter is A – within the PRO folder on your server, you will need two folders A09 and AB9. If the AB9 folder exists but the A09 folder does not exist, these files may relate to 1999 – the contents of this folder need to be removed – make another folder called A1999 and move the contents to this folder. If in any doubt – please contact software support in Profile. 1. If you have marked any employees “INACTIVE”, and you want them copied into the new tax year, make them active again. Go into the Employee file, pick up the employee and return through their personal details to activate the employee again. 2. Go to the Administration Menu on the Payroll Menu and select the option Payroll Year End. 3. The first screen gives you a warning about taking a backup of your current data, before you proceed. If you recently completed a backup then press any key to continue. Press ESC to cancel the year-end procedure. You may get a message that not all batches are posted. It is perfectly okay to proceed. You can have more than one payroll year open. But please ensure that before you run any of your end of year reports for 2008, that you have all batches posted. 4. The next screen shows all the pay periods and the last period posted - if this is correct then press any key to continue or ESC to cancel. 5. Select a printer number (if you have access to more than 1 printer), then printer or spooler. This report is a list of employees who have not been copied forward into the new year (employee was inactive or had been issued a P45) 6. You are then asked if you want to “Copy Inactive: Payments / Deductions / Jobs / Work Locations / Grades” - if you had marked any of these records inactive in the current year and you do not wish to copy them into the new year then answer “N” against any / all of the questions. If you are not sure answer “Y” to all the questions. 7. You are now finished answering questions. The program now starts creating the files for the New Year. (Note: if you get a message that the file creation has failed, it means that none of your other modules are in the year 2009 and you do not have the necessary folders created – contact software support and they will set up the folders for you). It then starts copying records from the current year into the New Year. The time needed to create the files and copy the files depends on the number of employees you have and the speed of the computer. Wait until the program tells you that the Year End has been completed. 8. Once your payroll year-end is complete, the payroll year on the modules menu should read 2009. Load into the payroll for the New Year. 9. Budget changes to PRSI. The ceiling has increased from €50700 to €52000. To implement this change in your payroll package – go to Initialisation Menu – Edit PRSI Tables and each code that has a ceiling of 50700 – change to 52000. The tables you need to change are A1, A2, A4, A5, A7, A9, AL and AX. 10. There are no changes to PAYE rates. Go to Initialisation Menu and Edit PAYE Rates – ensure your rates are as screen below: 11. The next step is the updating of your employees’ Tax Credits and Standard Rate Cut Off Points. You should have received your tax credits by now. These are your new Credits / SRCO for 2009 – these are not interim – there will be no issue in February / March as was the case for previous years. There are three different ways: Go into the employee file, revenue section and change the Tax Credits and Standard Rate Cut Off Points for each employee. (Note: on the Revenue screen in the employee file, the Standard Rate Cut Off Point is abbreviated to SRCO) Or Go to the employee file, limited edit, select option 2- revenue details, then un highlight every field except Tax Credits (use the space bar and the up and down arrow keys), press Enter to accept, highlight first employee on the list, press M for modify and go through each employee and update Or If you use the ROS web site, you can download the tax credits file. Go to your Inbox and select the option “View PAYE P2C Details”. Change the tax year to 2009 – select the “View All” option and you get your list of employees. Select the option “Export Complete List” – save it in your \PRO\MSC folder – it prompts a file name which is your registered number with the word ALL after it – delete the word “ALL”. Go to the Government Documents option on the payroll menu, and then select “Tax Credits on Disk”. • Report - this report shows what employees are in this file. You will be asked for the file name, this is your employer registration number with “.TFA” at the end of it. Print or spool it. • Missing – this will print out a report of employees who are not on the disk. Spool or print it. • Update – this will update your employees with their new tax credits and standard rate cut off points. If you have received any amendments on paper from the tax office you should be make the necessary adjustments by going into the employee file and selecting change on the Revenue screen. 12. You should now go back to the employee file and go through each employee and ensure that you have a tax credit and a standard rate cut off point entered. It is essential that you have the annual standard rate cut off point entered. 13. A new tax levy was introduced in the budget in October. You now have some changes to make to your 2009 data. • Payment Types – (File Maintenance) – you need to tell the payroll software what payments are subject to this levy. Go into each payment type and set the “Levy” switch to “Y” if you have to pay a levy on this payment. • In Deduction Types – (File Maintenance Menu) – set any exempt deduction covered by salary sacrifice (travel passes, share option schemes, bicycle exemption) to “Y”. Please note, pension deductions are not subject to PAYE but are subject to the Levy. Only set this switch to “Y” if it is exempt from the levy. NOTE: Be very careful with these switches – ensure you know what income is subject to the Income Levy. • In Parameter Update – Initialisation Menu – you have a new option “Levy” – this brings you to a screen showing you the levy thresholds. Just check that you see the following details – if not, your software is not up to date. • In your employee file – on the Personal screen, you have two new switches. o Exempt From Levy – set this switch to “Y” if the employee has a full medical card – you should keep a copy of this card on your files for Revenue inspections. Set this switch to “N” for all other employees. o 65&Over – if employee is 65 or over, single or spouse working – set this switch to “S” – this says that this employee qualifies for the 20000 exemption threshold. A married couple where one spouse is 65 years of age at any time in the calendar year will be entitled to an exemption of 40000, but this can only be granted by Revenue on a review of the couples’ tax liability after the year end. Only set this switch to “M” if you have a certificate from the Revenue saying you can do this. The default for all other employees is “N” and does not need to be set. Note: you only need to edit an employee if you need to set the Exempt From Levy switch to “Y” or you need to set the 65&Over switch needs to be set to “S” or “M”. The default for these switches are “N” and “N” for all employees if not edited. 14. The payroll is now ready for the New Year. You can set up week 1 even if you haven’t finished with your 2008 payroll year. If you are paying employees’ holidays over the Christmas period, some of these holidays may fall into the new tax year. Payroll Changes For 2009 The new tax levy that was added in the budget. For more information on this levy – see the following web sites. http://www.revenue.ie/en/spotlights/income-levy.html http://www.askaboutmoney.com/showthread.php?t=97716 Changes to Profile Payroll Software For This Levy 1) View screen in the employee file – LEVY details added – it shows the amount that the levy is calculated on i.e. all payments where your levy switch is set to “Y” and then the levy amount. 2) Levy added to Calculator screen in Employee File Maintenance 2) Batch – Payroll Run screen – LEVY figures inserted 3) Posting batch / Continue Posting Batch / Unpost batch now handles levy. 4) The Levy figure is added to PAYE figure in P30 data and nominal posting. 5) Year To Date figures in the employee file now shows the levy. 6) Re-update employee file – now handles levy 7) Payslips – for payslips printed out on plain paper – levy is now where “SI-TOT” used to be. For pre-printed payslips – two fields available • 366 – Levy amount this period • 370 – Cumulative Levy paid to date 7) Payslip Summary report – printed along with payslips – levy amount added to the Total Deductions field. 8) Batch Tax Summary – levy fields added to this report 9) Detailed / GTN Report – Levy fields added 10) Batch – Departmental Analysis Report – Levy added to Tax Amount on this report 11) Tax / PRSI Analysis Report – Tax amount includes the Levy figure – which is how it is needed on the P30 report. 12) Employee Pay Record – Levy added 13) Tax Deduction Card – Levy added 14) The payroll year end now copies the CSO file (if setup) 15) P45 – when you give your employee a P45 in 2009 you need to include an Income Tax Certificate with it. You can download this form from - http://www.revenue.ie/en/spotlights/income-levy.html. The details you need for this report can be retrieved in your payroll system by printing the “Employee Pay Record” report in Reports-Analysis Reports. Please remember “Where an employee had more than one period of employment with the same employer in the year 2009 please insert the Income Levy figures in respect of the latest period of employment”. 16) New Report which allows you to compare two years payroll by Cost Centre. Reports – Costs/Payments/Dedns: Two Yearly Cost+PRSI ER Report. It will compare the payroll year you are running the report from with last years payroll e.g. 2008 and 2007. It gives a breakdown for each cost centre and the list of employees within it. Payroll 2009 The end of year returns can be printed any time you wish. If you have completed your payroll year-end, change the year beside the payroll option on the modules menu to 2008 if you want to go back into the old year. Pre-Printed Forms: P60 for an employee - shows pay, tax deducted and PRSI contributions for the year. This must be given to each employee in your employment on Dec 31st. P60s can be printed out on dot matrix printers or DeskJet/laser printers. (You are given the option when you select this document type). If you do not have P60’s you can download the template from the Revenue web site - http://www.ros.ie/schemas/p60/laser/Form%20P60%20Laser.doc and print out onto these. Do this on a deskjet/laser printer. P35L for upload to ROS The P35L on disk option has been phased out. You now have to upload your P35L via ROS (i.e. www.ros.ie). Profile Payroll is ROS compliant. So when you run this option, you get the choice of creating an XML, which you can then upload to ROS (Revenue OnLine Services – log onto www.ros.ie for more info – or contact Profile Support Staff if you need any help). Before you run this option – ensure you have the switches in the deduction types (File Maintenance) for pension set correctly. Go to the Government Documents Menu and select “P35L on disk”. P35L for ROS When running the P35L on disk, you get an option XML Format (for ROS). This creates a file called P35L.P35, which is in your \PRO\MSC folder. Within the Revenues web site, you have the option to upload this file. Follow ROS instructions. Please note, if your file is over 2MB (> 3000 employees) then it must be zipped first and then uploaded to ROS. All of the above documents can be found on the Government Documents Menu on the Payroll Menu. Summary 1) You print out P60s and give them to your employees. 2) Run the P35L on Disk option and create the XML format and upload via ROS.
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