Earnie Payroll

Earnie Payroll

v1.29.74

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Windows 7, Windows 8 and Windows 10 operating systems only

Before installing the new program ensure you have

  1. Taken a backup of your data
  2. Checked that you have closed Earnie and do not have any other programs running/open on your system apart from your normal virus protection software
  3. Your Farmplan customer number is available

For full details please read the Enhancement guide carefully which can be found under the Guides & manuals tab.

General

  • PAYE legislation changes
  • KC prefix NI numbers
  • P60 layout updated
  • Car and Fuel Benefits
  • EYU – extra fields
  • P60 updated
  • Payroll calendar – added payroll date, work period and BACS
  • Apprenticeship levy
  • Outstanding balance on priority orders
  • Costings module – method for % deductions has changed
  • AE- Declaration of Compliance amended for re-enrolment
  • AE – NOW pension includes ER code in PAYROLLNO field
  • Archive old datasets (i.e. inactive)
  • Teachers pensions – rates
  • Teachers pensions – Monthly Data Collection
  • Teachers’ Pension added to pensions schemes
  • CIS – monthly returns have changed
  • Batch processing – limited to restricted companies
  • Holiday Pay Module – recalculate changes reflected in calculation screen
Show summary of changes Hide summary of changes

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

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

Payments and deductions

How do I pay a bonus to my employees?

Get a printable document showing how to pay a bonus. I would like the employees to receive a given amount after statutory deductions

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

The Quick Calculators allow you to make independent calculations of Income Tax, National Insuranceand Statutory Sick Pay.

You bring up the quick calculators by clicking the icon on the tool bar or by selecting Tools and then Quick Calculators from the menu bar

Select the tab card appropriate to the type of calculation you want to make

If you engage the quick calculators against a blank EARNIE desktop the fields of the tab cards are empty, ready for you to enter details

If you engage the quick calculators with an employee’s details already on the desktop, EARNIE assumes you want to work on this employee and as much information as possible is filled in automatically in the tab card fields

Tax

tax

Choose the appropriate payment period, weekly or monthly.  If the employee is paid 2 weekly or 4 weekly choose Weekly

Enter the employee’s tax code: only valid codes are accepted

Enter the employee’s gross pay to-date and the tax period no. of the last time they were paid

As you do so the income tax due to-date is displayed in the Tax Paid Should Be window

National Insurance

ni

Choose the appropriate payment period, weekly or monthly, if the employee is paid 2 weekly or 4 weekly choose Weekly

Choose the employee’s NI rate from the NI Rate drop down list box

If the employee is a director of the company tick the Director Box

Enter the employee’s gross pay and the number of periods it was paid over

As you do so the employee’s and employer’s National Insurance contribution due is shown in the window

Statutory Sick Pay

ssp

The SSP calculator is most useful as a tool to check what an employee would be entitled to should they be sick for a particular payroll run.

Normally we recommend you enter any periods of sickness in the absence diary.

SSP cannot be calculated correctly unless you fill in the qualifying days of the week in question.  If a qualifying rota applies, you have to calculate one week at a time.

Similarly, the average gross pay over the last eight weeks and whether SSP has been paid in that period also need to be known.

If, at the time you engage the calculator the employee’s details are open on the desktop, average gross pay details are filled in automatically.

As you select First Day Sick and Last Day Sick, using the calendar buttons to the right of the fields, the answer is showing in the results field below.

You should make a note of the result.  If you wish to pay an employee this amount of SSP you may do so by entering it manually at payroll run time.

ssp_tip_480x55

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

Get a printable document

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

RTI

How do I deal with starters and leavers?

Get a printable document which provides information about dealing with starters and leavers

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

For more information about EPS and FPS click here

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

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

Year end and new year

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.