Tech Tip from DB Computer Solutions

Tech Tip from DB Computer Solutions

Conforming to Revenue PAYE Modernisation with Sage Micropay

Generating a List of Employees

The Revenue Commissioners will introduce PAYE Modernisation on 1 January 2019. As part of this new legislation, the Revenue will request a List of Employees that work in your company as part of their Data Alignment process.

How Sage Micropay Helps

Sage Micropay (version 21.1 and higher) can help by generating your employee list to a ROS file. The list can be submitted to the Revenue on their Website, https://www.revenue.ie/en/Home.aspx.

WARNING: the Revenue will only accept the employee list submission once. If you have multiple payrolls under the same company name/tax registration number, you should only submit one file that contains all employees. The option to include multiple payrolls is given when you create the submission file within any of your payrolls. You don't need to access a consolidation payroll to do this.

Once the file is sent, you (the employer) need to keep your employee details up to date for the remainder of 2018. You must ensure all P45s are submitted and all new employees are registered with Revenue.

Preparation

  1. Open Sage Payroll 2018 and log in to a payroll as normal.

  2. Check your version number is 21.1 or higher. You can find this in the top left-hand corner of your software. If it's 21.0 or lower, you must install the latest Sage Micropay update now.(Please contact us for more information: email – info@dbcomp.ie  Tel: 061 480980)

  3. On the menu bar, click Reports then click Validate Payroll Data.

  4. If any errors appear on this report, you must resolve them now.

  5. If you have more than one payroll, repeat steps 3 and 4 in each of them.

To generate the Employee List to ROS file

    1. On the menu bar, click Reports then click Payroll Reports.

    2. Click the Company tab.

    3. Under File Exports, click Employee List to ROS.

    4. For each payroll you want to include in the report, select the Include check box and enter the password if required.

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    1. To proceed, click Continue.

If any issues are found in your data, an Errors and Warnings window appears. You must resolve all errors before you can proceed with creating the return.

    1. Browse to where you want to save the XML data file, then click Save.

The Employee List to ROS - Complete window now appears.

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    1. Click View File Summary, then check the values are correct for each employee on this report.

    2. To print a copy of this summary report for your own records, click File then click Print.

Ensure your printer details are correct, then click Print again.

    1. To close the summary report, click File then click Exit.

    2. Select the Open folder containing Employee List File check box, then click Done.

The location where the XML file is saved now opens automatically in Windows Explorer.

  1. To close the Payroll Reports window of Sage Payroll, click Cancel.

Frequently asked questions

Q: I process a single payroll, while my colleague processes a different payroll, do we both submit individual files?

No, if both payrolls have the same tax registration number/company name, a single file must be submitted. If both payrolls are held in the same location (on a single computer or server machine), the option to include the other payroll should be given when creating the file within either of the payrolls.

If the data for both payrolls is held in separate locations, for example on different computers, to allow a single file to be created you'll need to restore a backup for one payroll onto the other payroll's computer then re-initialise it's data.

Q: When creating the Employee list, my other payrolls in this company are not shown as an option to be included?

The employee list will only recognise other payrolls to be included if the payrolls are registered under the same company name (as shown on the bottom of your payroll main screen), and the same tax registration number has been entered in all payrolls.

If your payrolls do not display the exact same company name or have the same tax registration number entered (even though these payrolls belong to the one company), Sage Payroll will not recognise that those payrolls should be included.

In order to resolve this, you will need to reassign any incorrect payroll(s) to the correct company name (the correct company name is the exact name of the company as it is registered with Revenue) and ensure that the correct tax registration number is entered on all payrolls.

Q: When do I need to submit my employee list to Revenue?

The notification from Revenue advising you to submit your employee list should also indicate your deadline for when this should be done by.

Q: Why are some employees missing on the employee list file?

Only active employees will be included on the employee list. Any employees marked as suspended within your software will also be included. Leavers are omitted as they are no longer registered under your company.

Q: Will employees that haven’t been paid this year or currently are not working (due to maternity/paternity/illness benefit) be included on the employee list file?

Yes, any employee that doesn't have a finish date entered will be included. Employees that are suspended will only have a finish period entered in their record, so they will be included on the file.

Q: Should casual employees be included on the employee list?

If you have seasonal workers that haven’t worked this year so far but will be returning before the end of the year, they will appear on the employee list as long as the relevant employees haven't been marked as leavers within your software.

Q: I have an employee that has another job with a different company. Should they be on my employee list or the other company’s employee list?

Both. If the employee has multiple employments, they should be included on each company’s employee list.

Q: An employee is appearing multiple times on the employee list file. Why?

If an employee is on two or more payrolls due to having different roles in each of the payrolls and both roles are still active, they will appear several times on the employee list. However, their Employment ID should be different for each of the payrolls. This will also be shown on the employee list, allowing Revenue to recognise the multiple roles.

If the employee is shown several times on the employee list with the same Employment ID, you will need to correct the Employment ID for one (or more) of the payrolls, as each role that this employee holds should have a different Employment ID allocated within their record.

If the employee will no longer be working in one of the payrolls, you should mark them as a leaver in that payroll, leaving only one active employment in the other payroll.

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