The Live or Test submission P45/P46 option is a part of the internet in year movement returns system. The Live or Test submission P45/P46 option will only appear on the LEAVERS/JOINERS REPORTS menu if you are a priority 3+ and 8+ user respectively and internet in year filing is switched on for the current payroll company.
The main function of the Live or Test P45/P46 submission option is to transmit for each PAYE reference the P45 and P46 data to the HM Revenue & Customs using an HTTPS connection to the Government Gateway.
To access Live or Test P45/P46 submission :-
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 Leavers/joiners reports menu option.
The LEAVERS/JOINERS REPORTS menu is displayed.
Select the Live P45/P46 submission option for a live transmission or select the Test P45/P46 submission option for a test transmission.
The Live or Test internet in year movement submission request form is displayed.
If you are submitting the PAYE data yourself and not using an agent to submit the data and are using a Windows PC (instead of the main server) based version of the Stunnel product in order to use 128 bit encryption Secure Socket layer between your Stunnel location and the Government Gateway you should first determine the IP address of the PC that has the running Stunnel. Use from the DOS command prompt the ipconfig command if you are unsure of your current PC IP address, note, it is possible your IP address is different each time you switch on your PC and access the KPay system.
The Live or Test internet in year movement submission request form is displayed when the Live or Test P45/P46 submission request option is selected from the LEAVERS/JOINERS REPORTS menu.
Live submissions are not allowed for defined test companies, attempting this shows an error message Live generation of in year movements return not allowed for test companies.
A table of each unique PAYE office/reference is shown with other details:-
Accessible: Set to Y if you have enabled access to all payroll types for the current PAYE reference being processed.
Extracted: Set to Y if the payroll type status is E - Extracted, R - Return created, T - Timed out, D - Delete timed out or A - Amended otherwise set to N if not extracted.
Selected: Set to Y if the access status is Y, Extracted status is Y, return sent status is N and internet set up status is Y.
Once the payroll types have been selected click OK, the internet parameters and P45/P46 records are now each processed in turn starting with the validation process using the business validation rules from the HM Revenue & Customs, if any error occurs a message is shown:-
Unable to generate P45/P46 return due to business validation errors, tax reference OOO/RRRRRRRRRR see error report where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If this occurs the transmission to the HM Revenue & Customs is discontinued and the report should be checked. The report either shows general errors or errors specific to a quoted employee.
Internet parameters and either source or extracted data records need correction. If the source employee record or payroll record data files are adjusted you must re-run the Extract P45/P46 data option on the LEAVERS/JOINERS REPORTS MENU and then use the Live P45/P46 submission or Test P45/P46 submission option (whichever is appropriate) again.If the extracted data has passed the business validation process you are advised with the following message to which you should select OK.
Submission request (type) file successfully generated, tax reference OOO/RRRRRRRRRRRR where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If your system has been set up for agent processing, that is, an agent such as ADP Dealer Services UK Ltd transmits your data on your behalf then you will be advised with the message Submission request not sent for the following PAYE references because the sender type is set to agent, the process should be continued by your agent. Log a software support call type APAG quoting both the PAYE references and APAG references.. The references are shown below and also printed on the report produced when using the live or test P45/P46 submission option. Select OK to return to the LEAVERS/JOINERS REPORTS menu and contact your agent to request the submission be performed.
Assuming you are not using an agent you are next prompted for the location of the Stunnel product used to achieve a Secure Socket Layer with 128 bit encryption between your Stunnel location and the Government Gateway, this will default to the last used location for the current PAYE reference, you should at this point either enter localhost or the server IP address if the Stunnel has been installed on the payroll server or enter the IP address of the PC where Stunnel is installed and operating in the ###.###.###.### format.
Select OK once the Stunnel address has been entered.The status of each transmission is shown on the message line of the screen as it progresses through the various stages listed below. Polling and delete requests show a count down timer so you know how long it is before the next message is sent. A % remaining indicator and graphic bar are shown as each message is sent.
A typical submission process is as follows:-
Client-----------------------------------------------Gateway
Step 1 Submission request -------------------------->
<--------------Submission Acknowledgement Step 2
Step 3 Submission poll-------------------------------->
<--------------Submission Acknowledgement Step 4
Step 5 Submission poll-------------------------------->
<------------------------Submission Response Step 6
Step 7 Delete Request -------------------------------->
<---------------------Delete Acknowledgement Step 8
Step 9 Delete Request -------------------------------->
<-----------------------Submission Response Step 10
Submission request
This is where a message consisting of P45 or P46 records is sent from your server to the Government Gateway.
Submission Acknowledgement
This message is sent back from the Government gateway to your server advising they have received your submission request but not yet processed it.
Submission poll
Following a Submission Acknowledgement message this is a message sent from your server to the Government gateway to check on the latest status of your submission request. A submission poll message is sent after the minimum required time. This is quoted in the earlier submission acknowledgement subject to a 30 second minimum requested by HMRC. The polling time is incremented by 200% until successful or timed out due to a failure to detect a submission response from the Government gateway. The total poll time out interval is currently set on the internet parameters as 300 seconds.
Submission Response
This message is sent back from the Government gateway to your server advising they have now processed your submission request and it should now be deleted.
Delete Request
This is a message sent from your server to the Government gateway requesting you delete the messages relating to your submission request. A delete request message is sent after the minimum required time. This is quoted in the earlier submission response subject to a 30 second minimum requested by HMRC. The polling time is incremented by 200% until successful or timed out due to a failure to detect a delete response from the Government gateway. The total time out interval is currently set on the internet parameters as 300 seconds.
Delete Acknowledgement
This message is sent back from the Government gateway to your server advising they have received your delete request but not yet processed it.
Delete Response
This message is sent back from the Government gateway to your server advising they have now processed your delete request and all messages relating to your submission request have been deleted.
If the transmission has been successful you are advised with the message Submission request (type) successfully sent and processed, tax reference OOO/RRRRRRRRRRRR where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If there has been a data problem you are advised with the message Submission request (type) failed due to invalid data, tax reference 000/RRRRRRRRRRRR. Check the data and resubmit the return where OOO is the tax office number and RRRRRRRRRRRR is the tax reference. In this case, see the error report sent to your selected printer.
If the submission has exceeded the maximum poll time whilst sending poll messages you are advised with a message Submission request (type) timed out while sending a submission poll, tax reference OOO/RRRRRRRRRRRR. Continue processing via data request or submission poll option where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
The status of the payroll types will in this case be updated to T = Timed out. You should shortly afterwards use the Live data request or Test data request option on the LEAVERS/JOINERS REPORTS menu.If the submission has exceeded the maximum poll time whilst sending delete request messages you are advised with a message Submission request (type) timed out while sending a delete request, tax reference OOO/RRRRRRRRRRRR. Continue processing via delete request option where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
The status of the payroll types will in this case be updated to D = Delete timed out. You should shortly afterwards use the Live delete request or Test delete request option on the LEAVERS/JOINERS REPORTS menu.Any other errors are likely to be communications related and you are advised with the message Submission request (type) failed due to communications problem, tax reference OOO/RRRRRRRRRRRR. Retry later or Submission request failed due to communications problem, tax reference OOO/RRRRRRRRRRRR. Check Stunnel is running and configured properly where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
A log file showing the transmission status is printed following the transmission. Check the log file refers to a LIVE transmission and that it shows a successful transmission with the message Submission request (type) successfully sent and processed if that is what you believe you have just performed. This print out should be kept as evidence that you have carried out the transmission since it also contains the unique document identifier for your transmission.
When a test transmission is run you are prompted on screen so you are aware that a LIVE transmission has not been run.
YOU HAVE JUST RUN A TEST TRANSMISSION - THIS IS NOT A LIVE TRANSMISSION.
Check your email in tray for the email address declared when registering for PAYE returns by internet, a confirmation message should be present too.
Your next step in the internet payroll process assuming an earlier successful submission is to use the Leavers/joiners reports menu option called Log files to view on screen the communication log.
