Warning: Do not submit the paper P14s to HMRC if HMRC expect you to file your year end returns by electronic means such as the internet otherwise you risk a financial penalty.
What do you want to do or be advised about?
One of two scenarios may be used as follows:-
If you file the year end P14 and P35 returns electronically either yourself or using the Agent option you must use the PR INTERNET EOY RETURN menu option called Employee P60 forms to print a P60 for all employees that are employed within the PAYE reference at payroll year end.
If you file the year end P14 and P35 returns using paper you must use the PR PAYROLL YEAR-END REPORTS menu option called P14/P60 forms to print P14 and P60 forms for all employees that have been employed during the tax year.
If you are unsure as to whether you should be filing the year end returns by paper or by the internet you should refer to The internet processing check list
To access the Employee P60 forms for internet end of year filing users:-
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 Employee P60 forms option.
The Employee P60 forms form is displayed.
To access the P14/P60 forms for paper based end of year filing users:-
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 P14/P60 forms option.
The P14/P60 forms form is displayed.
Employee P60 Form or P14/P60 Form
The P60 form is displayed when the Employee P60 forms option is selected from the PR INTERNET EOY RETURN menu. The equivalent P14/P60 form is displayed when the P14/P60 forms option is selected from the PAYROLL YEAR-END REPORTS menu.
You are first shown a prompt confirming the payroll type format, tax year it is relevant to, size, printer type and output type. If this is the incorrect year you should contact the accounts software support team. If it is the wrong type of stationery you should change your system set up as advised within the frequently answered questions section of this help file, click FAQ. If the correct format and year are shown select Continue.
A file list for all valid payroll companies is shown - if used from a live company only live companies are selected, if run from a test company, only test companies are selected. Companies are sorted in the order of their PAYE office, PAYE reference, company number and payroll type.
Only those payroll types that you have enabled access to and have been confirmed in their final payroll period may be selected. You will be warned if not in the final payroll period with Current period is not last in year and also if not confirmed with Period payroll has not yet been confirmed. The payroll types that meet the criteria for printing year end P14/P60 will by default be selected.
Once you have chosen your payroll types - ideally all are selected for printing in one go, press OK.
Next shown is a SSP claim table, normally there will be no SSP claimed however you may choose to claim any SSP allowed to be claimed by ticking each PAYE month on the table, this will have a bearing on the SSP gross figures reported. Press OK to continue.
Next you have to choose your print sequence from the following options:-
Surname
Employee
Sort code
You may select a range of employees - once you have used the Align option to align the stationery it is recommended you first choose just 2 consecutive numbered employees in Employee sequence to ensure the alignment is correct for both employees. Once the alignment is confirmed ensure all the relevant records are then printed. Relevant records are either all employees paid under the PAYE reference if printing P14/P60 and paper filing or just the employees that are employed for the company at the end of the PAYE year if internet filing in which case only the P60 is required. For internet filing do not submit paper P14 and P35 otherwise you risk a penalty from HM Revenue & Customs.
PUSH BUTTONS:
Cancel: Returns you to the menu from where the option was entered.
Help: Displays help on the current application in your default company browser.
Print: Print the P14/P60 or just P60.
Align: Alignment print for the P14/P60 or just P60.
Frequently asked questions about P14 and P60 forms
The following section of this help file lists frequently asked questions and advice. If your question is not listed please contact the accounts software support team.
Question User Information and Action
Can I use the 2005-2006 year end P14/P60 stationery for the 2006-2007 year end? No. The 2006-2007 year end P14/P60 stationery is different to the 2005-2006 stationery in particular for the P14. As a general rule the stationery should be assumed to change from one year to the next and should be ordered at the earliest opportunity.
Where do I order year end P14/P60 stationery from ? This depends on the type of year end submission, - paper or internet.
Paper return users must order their stationery from the Employer Order Line, telephone number 0845-7-646-646.
Internet users may use small P60 2 ply normal print mode landscape dot matrix versions.
What type of P14/P60's do I order ? Paper return users, there are 4 versions, normal print mode landscape dot matrix 3 ply version, normal print mode portrait dot matrix 3 ply version, standard pitch landscape laser version in 3 separate sheets or standard pitch portrait laser version in 3 separate sheets.
Internet users may use small P60 2 ply normal print mode landscape dot matrix versions or alternatively single ply standard pitch landscape P60 laser sheets or single ply standard pitch portrait P60 laser sheets or single ply normal pitch portrait P60 impact (continuous) sheets.
How do I know what format my system is currently set up for using in the previous tax year? When you select the P14/P60 or P60 option you will be advised on the screen the name of the format, tax year for use, size, printer type and layout style of the format.
This may be confirmed by checking within Payroll, System Maintenance, Payroll type parameters, for each payroll type, check the End of year TAB, the P14/P60 from archive format name at the top of the screen will be :-
K26 - Internet standard pitch portrait laser printer version P60 only.
K20 - Internet standard pitch portrait laser printer version P14/P60 3 ply.
K24 - Internet normal pitch portrait dot matrix printer version in P60 only.
K16 - Paper returns normal pitch dot matrix landscape printer version for 3 ply P14/P60
K17 - Paper returns standard pitch landscape laser printer version in 3 separate sheets
K22 - Paper returns standard pitch portrait dot matrix printer version for 3 ply P14/P60
K15 - Use of this format is now discouraged.
Please note though that some users will prefer to keep 3 ply P14/P60 stationery and simply keep the P14 copies as employer copies when submitting P14 and P35 data via the internet.
What happens if the standard format does not align in my printer? First you should use the alignment option. Your printer and software printer record should also be checked. Dot matrix printers are normally set up to handle 11 inch listing paper with skip over perforation set to No and this is acceptable for landscape dot matrix formats. Portrait dot matrix formats however should have the printer set up to handle a page length of 12 inches and also for the Skip over perforation to be set to No. The software record for a local dot matrix printer will often be set to 66 lines per page. You should either yourself or with the assistance of your computer systems administrator set up within System utilities, Management menu, Printer map a clone of the LOCAL printer or similar named printer. The fields settings will typically be :- Printer code LOCAL72, Printer mode L, Descript ion Local -72lines/page, Lines per page 72, Compatability mode E, Printer driver MATRIX or blank and with all other fields not set. You should you select this LOCAL72 printer when printing portrait dot matrix P14 or P60 stationery. For laser printers ensure the page size within the KClient preferences is set to A4. If all else fails on the alignment of the P14/P60 it is necessary to have the format copied to your own customised format and for this format name to be entered into the payroll type parameters. This may incur a charge. Customised formats should where ever possible be avoided.
Queries regarding printer set up or the printer map set up should be referred to the environment software support team.
Does the software support portrait versions? The software does support portrait P14/P60 for 2006/2007 as listed earlier.
How many pieces of stationery should I order ? One per employee including current PAYE year leavers and enough for printing errors for this tax year end, recent experience tends to suggest it is more likely than not to change again in the future. P14 paper stationery is not required if you are using the inernet to submit your P14 data.
Previously I have submitted P14 and P35 information by magnetic media on a disk or tape, is this still possible? Until 2003-2004 this was possible but the use of magnetic media such as a floppy disk or tape to submit your year end P14 and P35 data is no longer supported in the software. Instead use the internet filing options. See The internet processing check list
How do I know if my software is up to date for the year end? Your system should by now be running a payroll software release with the release suffix of 61 or greater if a 7.40, 8.20, 8.30, 8.35 Dealer Management System (DMS) or KPay system, for example, 7.400.61, 8.200.61 or 8.300.61.
If your payroll is based on a separate KPay environment your KPay release must be 8-30-9090-PR-04+.
The KPay release may be seen on the system information form before the master menu is shown when logging into the sytstem. The payroll release for Dealer Management System based payrolls may be checked by entering the main payroll menu and checking the menu header. If you believe you have not received a payroll update to a release suffix 61 late March 2006 and had this applied you should contact the accounts software support team immediately on 0845-3031300. The best advice is, if in doubt, contact the acc ounts software support team on 0845-3031300 and ask for your system release to be confirmed.
Can the P14/P60 or P60 forms be re-printed before closing the payroll year? Before the payroll year is closed the P14/P60 or just P60 forms can be re-printed using the same P14/P60 forms or Employee P60 forms menu option. It is however possible to enter a range of employees in your chosen sequence when re-printing the stationery.
