This wizard guides you through printing various reports for the year end or prepares your end of year file for submission to the government gateway.
NOTE: Before you process any P60s:
1. Ensure you have up to date print layouts. Click here to download the latest layouts.
2. Ensure the correct year ending date is set in the Year Ending field on the Gateway tab of the Module Definitions window (Payroll > Module Setup > Module Definitions > Gateway). If the wrong year end is set, it can affect the data presented in reports.
On page 1, select the template from the drop-down list. Employees linked to the template are included in the report.
On page 2, select a year to be included. Note that the default year shown is the current year of the selected template, so you may need to change this if you require prints for the previous year’s data.
On page 3, choose a year to be printed on the report in case this is different from the data year.
On page 4, select the type of report you want to produce.
This is a simple summary report of the figures used on the P35.
On page 5, you can select to include any additional templates. All the employee records in the additional templates you select are also included in the report.
A P60 should be given to every employee by the end of May following the end of the tax year to which it applies.
On page 5, you can select an individual employee. This can be used to print a copy of a P60 for an individual. If this is left blank, all the employees in the selected template are included.
On page 6, you can select to email P60s to employees rather than print them by selecting the Email check box.
The email address used for each employee is the same as the one for payslips and is determined by:
Payroll > Definitions > Module Set Up > Module Definitions > Defaults tab
If Use Personal Email for Payslip is checked the P60 will be sent to the HR Record > Address Sheet > Home Address > Email
If Use Personal Email for Payslip is not checked the P60 will be sent to the HR Record > Personal Details > Email Address.
Before P60s can be emailed, a valid email address must be set up for every employee. You can use the Queries tool to help identify employees without an email address.
In File Location, type the full path name and filename. This is where the P60 file is created before it is attached to the email and sent. For example, if you enter c:tempP60.pdf, a single file called P60.pdf is created, which is overwritten by the one created for the next employee after the first has been emailed. By incorporating the employee’s reference into the filename, you can create a file for each employee. For example, c:tempP60<EMP_ID>.pdf produces P60001.pdf, P60002.pdf, P60003.pdf, and so on.
In Report Location, type the name of the Crystal Reports layout. You can use the Browser to select the correct layout. For tax year 2014-15, use c:program filesJanecommonreportsPAY15-P60 1415 email portrait.rpt
On page 7, enter the Subject and Body text you want to appear in the email. Fields from the HR record can be substituted by using the format <FIELD_NAME>. For example, Dear <KNOWNAS> sends an email containing the data in the Known As field, such as Dear John Smith.
On page 8, you can select a query that has to be satisfied before an employee is included. Note that selection criteria in the query overrides the selection of the indvidual template on page 1 of this wizard. Therefore, if you include a query, the template should be part of the query’s selection criteria.
Click Run and the P60s are emailed. If you use Microsoft Outlook on your local machine to email, you might have to respond to a dialog box for each email sent.
On page 6, do not select the Email check box.
On page 7, you can select a query that has to be satisfied before an employee is included. Note that selection criteria in the query overrides the selection of the individual template in page 1 of this wizard. Therefore, if you include a query, the template should be part of the query’s selection criteria.
The Report Confirmation window gives you a choice of different report layouts for the P60.
For 2015-16, there are three layouts:
- P60 1516 preprinted portrait – prints on stationery available from HMRC
- P60 1516 plain portrait – prints on plain A4 paper
- P60 1516 email portrait – for emailing as a PDF
Click here to download the latest layouts.
Only employers with special permission from HMRC can file paper P14s for their annual returns. All other employers are required to file their annual returns online.