Earnie Payroll

Earnie Payroll

v1.32.45

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New users – For more information about Earnie read the Getting started and Enhancement guides. These can be found under the Guides & manuals tab. You will also find answers and useful information under the FAQs tab.

Existing users – For more information about this update please read the Enhancement guide carefully before updating. Before you start the installation process check that your licence is up to date, that you have taken a backup of your data and your Farmplan Customer Number is to hand. You will also need to make sure the program has been closed and do not have any other programs running/open on your system apart from your normal virus protection software. When the installation is complete restart the computer immediately before opening the program to allow all updates to be completed

Windows 7, Windows 8 and Windows 10 operating systems only

*Please note – Windows 7 will not be supported by Microsoft from January 2020.  Future versions of Earnie will not install onto Windows 7 machines after this date.  Please contact Farmplan to discuss upgrading your PC if this is applicable.

 

Spring 2019 enhancements:

  • P30 Summary – now takes into account Student Loan
  • Month End Summary – issue rectified with Stat Payment Recovery
  • Accounts Link – issue resolved with exporting
  • Directors’ NI – Issue resolved with Directors’ NI
  • Legislation changes for the 2019/2020 Tax Year
  • Alterations to accommodate Post Graduate loans
  • Amendments for Earlier Year updates and final FPS
  • Inclusion of Aggregated Earnings Indicator for FPS
  • Alterations for YTD figures to be included in FPS confirmation Screen/Print Summary/Print Details
  • Alterations to FPS Screens
  • Updated reports Including New Starters Checklist
  • Update to Starter Details screens
  • EYU/FPS/EPS updated for the 2019/2020 Tax Year
  • Alterations to Pensions
  • Auto Enrolment Configuration Tool and Configure Auto Enrolment screen has been updated
  • Alterations to Reports
  • Printing options added to OpenPayslips Audit screen
  • Anomaly Process included

 

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Getting Started Guide

Enhancement guides

Auto enrolment guides

Auto enrolment guides - Pay Reference periods

Auto enrolment guides - information database

Auto enrolment guides - Nest

Auto enrolment guides - Friends Life

Auto enrolment guides - Aviva

Auto enrolment guides - NOW: Pensions

Auto enrolment guides - The Peoples Pension

Auto enrolment guides - Scottish Widows

Auto enrolment guides - Standard Life

RTI

New Starter form

Holiday Pay

A Year End overview

How do I run my Year-End in Earnie? (video and checklist)

Please make sure you have downloaded and installed Version 1.32 before you start your Year-End process.

Click here for your Year-End preparation guide

Click here for your Year-End checklist

Additional guides can be found above under the Guides & manuals tab.

Can I update multiple employees hourly rates for minimum wages requirements?

Click here for more information about updating National Minimum Wage using Global Changes.

What are the pension minimum rates after 6th April 2019?

Click here for more information about the increase in minimum contributions for automatic enrolment.

What if some of my employees’ weekly holidays span the year-end?

  • Run week 52 payroll.
  • Enter the holiday and change Period Advance by 1, 2, or as required.
  • Click on preview and you will be asked:

YearEndError

 

Answer Yes to this ONLY if you need to run an extra period for everybody.  Otherwise, click No.

Run week 1, 2 etc, with zero pay for the employee concerned.  NI is then spread over weeks 53, 54 etc.

As weeks 1, 2 have been run with zero pay; the tax allowance will be regained when the employee starts work again.

 

Why was there no one to pay when I ran the first payroll?

The Year-end Restart was not performed.

Why did this employee pay no NI in pay period 1?

If earnings were under the lower NI earnings limit, the employee is not due to pay NI.

If earnings were over the lower NI earnings limit, the employee is on the system as a Director.  The method of calculating NI for Directors is different and it is common for the Director not to have to pay NI in the first pay period.

Note

Directors’ NI is based on an annual earnings limit. A Director does not pay any NI contributions until gross pay to date has reached the NI Earnings Threshold. When the Upper NI Earnings Limit is reached the Director will pay 2% on everything above that limit.

How can I look at payroll data from the previous tax year?

Assuming the year end procedure was run on the current computer then to view data from the previous payroll year click Year-end then Use Last Year’s Company Data.

What do I do about future tax and NI changes?

Changes to tax rates and bands will be announced in the budget. The Chancellor may also announce further changes to tax codes.

We will send you another update as soon as the budget changes have been finalised.

Backup

How do I backup Earnie?

Earnie can be backed up from the File/Back-up & Restore/Back-up Company Data menu

Click here to get a printable document.

Login

Online Submission (RTI)

How do I send amendments to HMRC for a previous Tax Year after 19th April 2019?

EYU are no longer required to update 18/19 PAYE values after 19th April 2019

For amendments to data for 2018/2019 tax year onwards, HMRC have removed the restriction of the 19th April, allowing you to submit an FPS to update their records. For tax year 2018/2019 you can submit an EYU (Earlier Year Update) or an FPS (Full Payment Submission) to report amended data, however, you need to choose one method for reporting amendments for the whole tax year.

An EYU will still be required if you are amending data for tax years prior to 2018/2019.

Please Note: starting for tax year 2019/2020, you will no longer be able to use EYU to amend data. All changes will be via FPS.

How do I send an Earlier Year Update (EYU)?

Click here to see how to correct the PAYE totals for an individual employee for a previous tax year. This link will explain how to send an EYU, including a video.

Please Note: starting for tax year 2019/2020, you will no longer be able to use EYU to amend data. All changes will be via FPS.

 

What information do I need for a new starter?

New Starter Checklist Reports can be found in Earnie under:

Reports > Library Selection > Miscellaneous Reports

  • Starter Checklist -This is pre-populated with the information you have already entered into Earnie.
  • Starter Checklist (Blank) – A blank form to provide to your employee to complete all information.

Click here for  a printable version of the form from HMRC, here you will also find further information and guidance on New Starters.

What should I use as the payroll date?

If you have any queries about the correct use of the payroll date please contact the HMRC helpline on 0300 200 3600

Why are there no employees on my FPS?

If you are sure that the payroll has been run, please ensure that the correct week no./month no. is displayed on the Full Payment Submission screen

fps_no_employees

Should I do an EPS at the end of every month?

Click here for a flow chart to inform you if an Employer Payment Summary (EPS) is required.

Click here for more information about EPS and FPS.

How do I deal with CIS (Construction Industry Scheme) in Earnie?

Under the rules of RTI you cannot process subcontractors through a PAYE company. On the Employer Payment Summary (EPS) each month you are required to declare ‘CIS deductions suffered’, this will reduce any liability to HMRC

Pensions (Auto Enrolment)

How so I access the Pension Regulator website?

Click here for The Pension Regulator website which has some useful information regarding the increased pension rates (phasing).

How do I increase Pension contribution rates?

Click here and open the heading for Earnie for a video showing how to increase pension contribution rates on Earnie

Reports

What do I do if I can’t get my P60 forms to align properly?

First, make sure you have the correct forms. You cannot reuse forms from an earlier tax year

Make sure you have the stationery lined up correctly in your printer tray.  If it is not ‘trapped’ it can move and then print out of alignment

How do I print additional copies of P60s?

If you have performed the year end restart on the current computer click Year End – Use Last Year’s Company Data. Then click Year-end / Print Year-end Forms  select the form and then print

You can also print them from any copy of the company that you made before performing a year end restart

How do I enter a leaver on Earnie?

Click here for a printable document.

Running a payroll

How is a Directors NI calculated differently from a regular employee?

Click here to see how Directors National Insurance is calculated.

How to deal with payroll week 53?

Click here for a printable document.

How do I pay a bonus to my employees?

Click here for a printable document.

How do I independently calculate Income Tax, National Insurance and Statutory Sick Pay?

Click here for a printable document.

How can I easily identify payments/deductions within the payroll input screen?

Click File / Operator Preferences / and then tick the ‘Colour Payrun Payments/Deductions’ box

earnie

Payments will be shown in black

Deductions will be shown in red

Display Items only will be shown in blue

earnie5

How do I enter student loan deductions?

You can set the system up so that it accounts for an employees student loan deductions.

Click here for a printable document.

How do I adjust pay rates?

You can adjust the rates of pay in Earnie Payroll.

Click here for a printable document.

Settings

How can I set reminders on Earnie?

Reminders are messages that appear either when you log in or at payroll run time to remind you to do something. They can be either for specific empoyees or the Company as a whole.

Adding a new reminder

At the menu bar select Extensions/Absence/Reminders

reminders1

Click Add button to add a new reminder

reminders2

The field Description shows Login Reminder by default. If you click the drop down arrow you have a choice of the default reminders (Automatic Action, Login Reminder and Payroll Reminder) plus any you set up yourself.

Click OK and then specify a From date. If you only want the reminder to apply to one person then select the employee from employee selection icon. Remember to write in the Notes field and these will be displayed with the reminder.

Tip: A Reminder can also be added by dragging and dropping it into the employee’s Absence Diary

reminders3

How can I easily identify payments/deductions within the payroll input screen?

Click File / Operator Preferences / and then tick the ‘Colour Payrun Payments/Deductions’ box

earnie

Payments will be shown in black

Deductions will be shown in red

Display Items only will be shown in blue

earnie5

Statutory payments

How do I enter statutory paternity pay?

Click here for a printable document which shows how to enter statutory paternity pay