The Maintain P14/P38 records option is a part of the internet end of year returns system, the Maintain P14 records option will only appear on the PR INTERNET EOY RETURNS menu if you are a priority 8+ user.
The main function of the maintain P14 records option is to allow for the P14 being submitted to be amended, this will at the same time update the associated P35 record. The values set on the P14 records will always however be verified against the P35 record when a submission occurs.
To access Maintain P14 records:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Reports & enquiries option.
The PR REPORTS AND ENQUIRIES menu is displayed.
Select the Year-end reports menu option.
The PAYROLL YEAR-END REPORTS menu is displayed.
Select the Internet options option.
The PR INTERNET EOY RETURN menu is displayed.
Select the Maintain P14 records option.
The Maintain P14 records form is displayed.
The Maintain P14 records form is displayed when the Maintain P14 records option is selected from the PR INTERNET EOY RETURNS menu.
Standard functionality exists that allows you to maintain records.
This option allows for each initial (sequence = 0) PAYE reference P14 to be updated following the initial creation of the record using the Extract option. Note though that if data is re-extracted using the Extract data option that any changes made are overwritten.
If the internet data has already been submitted the Create amendment option should be used instead.
The uniqueness to each P14 record is created by a combination of the employee number and tax year.
Employee: The six digit employee number.
Tip: Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to select an employee from the employee record database.
Tax year: The starting year of the tax year, for example, for tax year 2005-2006 the tax year is 2005.
The P14 record consists of 5 different TABs, most of the information is self explanatory.
Details Tab
Title: 4 characters. The Title of the selected employee. e.g Mr.
Forenames: 24 characters. The first name(s) of the selected employee. e.g Michael.
Surname: 24 characters. The Surname of the selected employee. e.g Hunt.
Address line 1: 35 characters. The 1st address line for where the employee lives at. Line 1 must be completed.
Address line 2: 35 characters The 2nd address line for where the employee lives at.
Address line 3: 35 characters. The 3rd address line for where the employee lives at.
Address line 4: 35 characters. The 4th address line for where the employee lives at.
Tip : To enter an address line that is not upper/lower case translated enter # as the first character of the address line.
Postcode: 9 characters. The Postcode of the address where the employee lives in a recognised format with a space between the 2 parts of the postcode.
Date of birth: The date of birth for the employee.
Start date: The starting date for the employee.
Leaving date: The leaving date for the employee.
National insurance number: 9 characters. The National Insurance number of the employee in the recognised format of AA######A.
Tax code: 6 digit tax code.
Tax prefix/suffix: 2 character tax prefix/suffix code.
Week/month 1 basis: W if week 1, M if month 1 otherwise blank.
Week 53 Indicator: 53 if week 53, 54 if week 54 etc otherwise blank.
Gender: M for male or F for Female.
P38S to be completed: Tick if a P38S is being completed.
Educational establishment: 3 character code for an education establishment.
Tip: Click the Ellipsis button
What do you want to do?
Values Tab
SSP gross: The amount of SSP for those months a claim was made using the Percentage Threshold Scheme. This figure will normally be 0.
SMP gross: The amount of SMP.
SPP gross: The amount of SPP.
SAP gross: The amount of SAP.
Pay previous employment: The gross pay for tax for a previous employment during the current PAYE year.
Tax previous employment: The P45 calculated tax or for a K code prefix the minimum of the declared P45 tax and the P45 calculated tax for earnings in a previous employment during the current PAYE year.
Pay this employment: The gross pay for tax for current employment.
Tax this employment: The PAYE tax for current employment.
Student loan: The whole pounds amount of student loan collected.
Tax credit: The tax credit paid to the employee.
Widows and orphans: The amount of widows and orphans payment - normally left as 0.
SMP recovered: The amount of SMP recovered for the SMP gross payment - this figure is only used to check the P35 reported figure.
SMP compensation: The amount of SMP compensation for the SMP gross payment - this figure is only used to check the P35 reported figure.
SPP recovered: The amount of SPP recovered for the SPP gross payment - this figure is only used to check the P35 reported figure.
SPP compensation: The amount of SPP compensation for the SPP gross payment - this figure is only used to check the P35 reported figure.
SAP recovered: The amount of SAP recovered for the SAP gross payment - this figure is only used to check the P35 reported figure.
SAP compensation: The amount of SAP compensation for the SAP gross payment - this figure is only used to check the P35 reported figure.
NI holiday: The amount of NI holiday claimed, note, 2004/2005 PAYE year is the last year that this can be claimed for. From tax year 2005-2006 onwards this field is non accessible.
What do you want to do?
National Insurance 1 Tab
The National Insurance 1 TAB contains the NI information for the current and 1st history record.
NI code: The 1 character NI code.
At LEL: Earnings from 0 to the Lower Earnings Limit (LEL).
LEL to ET: Earnings from the Lower Earnings Limit (LEL) to the Earnings Threshold (ET).
ET to UEL: Earnings from the Earnings Threshold (ET) to the Upper Earnings Limit (UEL).
Employee NI: The employee NI.
Employee and employer NI: The total of the employee and employer NI.
SCON: The Scheme Contracting Out number.
What do you want to do?
National Insurance 2 Tab
The National Insurance 2 TAB contains the NI information for the 2nd history record and a spare slot for other purposes such as NI holiday prior to 2005-2006 PAYE year.
NI code: The 1 character NI code.
At LEL: Earnings from 0 to the Lower Earnings Limit (LEL).
LEL to ET: Earnings from the Lower Earnings Limit (LEL) to the Earnings Threshold (ET).
ET to UEL: Earnings from the Earnings Threshold (ET) to the Upper Earnings Limit (UEL).
Employee NI: The employee NI.
Employee and employer NI: The total of the employee and employer NI.
SCON: The Scheme Contracting Out number.
What do you want to do?
Audit Tab
The audit data TAB is system maintained and may be used to check when and by who a payroll P14/P38 record has been created or amended.
The following fields are displayed on the Audit Tab. All of these fields are self-explanatory and thus no explanation is supplied.
Date created
Time created
Created by
Creation terminal
Date amended
Time amended
Amended by
Amendment terminal
What do you want to do?
What is the next process?
Your next step in the internet payroll process is for a priority 8 user to use the Live submission request option to submit live data for the first time for a PAYE reference and PAYE year.
