Earnie Payroll

Earnie Payroll



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

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

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.

Summary of Changes – Version 1.33.112:

  • Alterations to teachers’ pensions
  • A new function to the software, which allows you to create an export file (Excel 2010 or above) containing DEA data to send to the DWP
  • Alterations to employee details
  • Earnie now has an additional BACS facility with the ability to pay organisations by creating a BACS file for the following organisations:
  • HMRC – a single payment to HMRC for the monthly PAYE liability
  • Pensions – to pay a pension provider, a single payment per pension fund
  • AEOs – to pay AEO agencies, a single payment per employee per AEO
  • Other – to pay other deductions such as GAYE or Union Fees, a single payment per agency
  • Multiple – a file that can contain multiple entries e.g. GAYE plus AEO
    • Alterations for CIS reverse charges
    • Alterations for Student loan and Postgraduate loan refunds
    • A new layout for RTI BACS has been added
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A Year End overview

Year-End (video and checklist)

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.

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.


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.

Installation and logging on

Updating Earnie


Online Submission (RTI)

Claiming Employment Allowance

Click here for a printable document.

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.

P60 form alignment

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

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

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