Earnie Payroll

Earnie Payroll



New Update 12th August 2020 (V1.34.138) – Please make sure you are using this version of Earnie Payroll.

Before updating Earnie, please make sure the program has been closed and ensure you do not have any other programs (for example Outlook) 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.

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 you start the installation process check that you have taken a backup of your data and your Farmplan Customer Number is to hand.

We’ve put together a helpful video to show you how to update your Earnie software – click here to view.

Windows 8 and Windows 10 operating systems only*

 *Please note – Windows 7 is no longer supported by Microsoft, meaning future versions of Earnie should not be installed onto Windows 7 machines.  Please contact Farmplan to discuss upgrading your PC if this is applicable.

Summary of Changes

This update of the software includes some new features, enhancements and any necessary legislative changes.

For detailed information on legislative changes, please visit the HMRC website.

  • Enhanced Holiday Pay Module: New settings have been added to the Enhanced Holiday Pay module
  • Furlough: A new option which allows you to Exclude periods on Furlough.
  • Zero Paid Periods: A new option has been added to Exclude zero paid periods.
  • HMRC have made further changes to the Coronavirus Job Retention Scheme.
  • Further functionality has been added to the software to assist you with these changes, including flexible furlough and the up and coming reductions to the reclaim values.
  • The new Scottish Income Tax bands, effective from May 11th 2020, have been added to the software.
  • COVID-19 – IRIS Payroll Software Updates
    • The changes include the ability to:
    • Record furlough dates, including multiple periods
    • Calculate applicable pay and other values
    • Report on furlough reclaim values
    • Create an output file containing the information required for your claim
  • Teacher’s Pension Tiers have been updated for 2020/2021
  • LGPS Bands for England/Wales and Scotland have been updated for 2020/2021
  •  PAYE Legislation Changes – The rates and bands in the software have been updated for 2020/2021
  • Statutory Parental Bereavement – Updated to include Parental Bereavement (Leave and Pay)
  • Company Car Details – Amendments to add Zero Emissions
  • Holiday Pay Module – The Holiday pay module has been updated to cater for the changes in Average Weekly Earnings
  • Employment Allowance – Alterations in Employment Allowance from April 2020
  • Termination Payments & Sporting Testimonials – Updates to include changes from April 2020
  • Student Loan Thresholds – Amended in line with the annual thresholds for 2020/2021   
  • RTI Changes – EPS, EYU, FPS – Changes for 2020/2021
  • Pensions – Updated for 2020/2021
  • MS Word Format – Alterations to exports
  • Apprenticeship Start Date – Ability to enter Apprenticeship Start Date
  • May Bank Holiday – Alterations to accommodate the May Day Bank Holiday 2020
  • Pay HMRC by BACS – Update to include a guide for the BACS feature
  • Standard Life WPH Payments File – Alterations to the Standard Life Payments File


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Getting Started Guide

Release Notes


Paying by BACS

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


New Starter form

Holiday Pay

A holiday pay overview

Holiday Pay Module Overview

Holiday Pay Module Overview

Configuring your Holiday Pay Module

Configuring the Holiday Pay Module


Backing up data

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

Click here to get a printable document.


Covid-19 information

Click here for more information.

SSP from day 1 (Covid-19)

Click here for information on changes to SSP as a result of Covid-19.

Installation and logging on

Operating systems (Windows and Apple information)

All our desktop programs need to be installed within a Windows environment (Windows 8 and Windows 10).  Windows 7 is no longer supported by Microsoft, meaning you will not be able to install onto Windows 7 machines.

Apple hardware can be configured with Windows 10 Pro using Parallels Desktop. Click here for more information about Apple hardware or for information about our recommended computer spec click here.

Please contact Farmplan’s Hardware teams if you have any further queries on 01594 545022.

Moving Earnie to a new computer

This video will take you through the process of moving standalone Earnie to the another computer (not for network installs).

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.

Updating Earnie




Business Manager to Earnie Link

Click here for a printable version.



What is myePayWindow?

myePayWindow is the new platform that will allow users to migrate from OpenPayslips/OpenEnrol to myePayWindow.

myePayWindow provides payroll professionals, employers and employees with a great range of functionality and is already being used by thousands of happy customers.

Available features include:

  • Access to payslips, P45’s, P60’s and pension letters
  • Tailored features for employers, employees and payroll professionals
  • Customisable payslips
  • Enhanced user authentication
  • Analytics for employers and payroll professionals

The new myePayWindow is available at no extra cost to existing OpenPayslips/OpenEnrol users, and will replace the current functionality in your payroll software for publishing documents. When it is time to switch, we will support you, your employees (and clients, if applicable) with the migration.


What will change?

  • An app will be available next year. myePayWindow can be accessed from any device including laptops, tablets and phone via a web browser
  • Access to myePayWindow will not be available for users operating on Windows 7 machines or older (they are not compliant with TLS 1.2 which enables the required security features. Further information will follow.)
  • New user login details will be required to access myePayWindow. This will allow for the setup of more secure authentication on your account
  • Publish existing bespoke payslips from payroll

When will I be able to migrate?

Though the changes will be introduced from September, you will have control of when you make the switch between then and January 31st 2021.

What will I be able to do with myePayWindow?

  • Access self-service features as an Employer, Payroll Professional or Employee user, each with specifically assigned features
  • Enable 2-factor authentication for all users. Employers and bureaus can choose to apply advanced authentication for users, improving the security of personal data
  • Select from payslip templates and design them with logos and configurable fields, to customise them for your needs
  • Customise the system view with company logo and colour scheme
  • View all payslips, pension letters, P45’s & P60’s in one place (no longer split between OpenPayslips & OpenEnrol)
  • View new and historic payslips, pension letters, P45’s & P60’s (historic files will be migrated and available in the documents tab)
  • View and analyse payroll data for all employees (not just those you publish files for) at a company or payroll professional level. Allowing bureaus and employers to gain insight on their payroll operations

Running Windows XP, Vista and Windows 7

myePayWindow has new security standards applied and therefore can only be operated on Windows 8 or above.

OpenEnrol/OpenPayslip users please click here for more information.

Online Submission (RTI)

Continuing to claim Employee Allowance

From tax year 2020/2021, you must send an EPS in month 1 if you are continuing to claim Employee Allowance.

Claiming Employment Allowance

For more information on claiming Employment Allowance from 2020 please click here.

For a guide on how to claim Employment Allowance click here.

Amendments to HMRC for a previous Tax Year

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.

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.


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.

Payroll date

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

Employees on 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



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.

CIS (Construction Industry Scheme)

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)

Configuring re-enrolment for AE Pensions

Re-enrolement occurs approximately 3 years after the company’s staging date.

To find out more about how to configure your re-enrolment date please click here.

Pension Regulator website

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

Increase Pension contribution rates

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


Paying HMRC by BACS

Click here for a printable document.

Printing 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.

If using OpenEnrol or myePayWindow you can republish or print from here.


Running a payroll

Directors NI

Click here to see how Directors National Insurance is calculated.

Paying a bonus

Click here for a printable document.

Calculating Income Tax, National Insurance and Statutory Sick Pay

Click here for a printable document.

Identifying payments/deductions within the payroll input screen

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


Payments will be shown in black

Deductions will be shown in red

Display Items only will be shown in blue


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.

Adjust pay rates

You can adjust the rates of pay in Earnie Payroll.

Click here for a printable document.


Set reminders

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


Click Add button to add a new reminder


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


Identifying payments/deductions within the payroll input screen

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


Payments will be shown in black

Deductions will be shown in red

Display Items only will be shown in blue


Statutory payments

Statutory paternity pay

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

Year End

Year-End (video and checklist)

Click here for your Year-End checklist

Additional guides can be found above under the Guides & manuals tab or please watch the below video:

Updating multiple employees hourly rates for minimum wages requirements

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

Pension minimum rates

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

Employees’ weekly holidays that 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:



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.


No one to pay during first payroll

The Year-end Restart was not performed.

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.


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.

Viewing 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.

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.