18/02/2014

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Earnie Enhancements – Version 1.31.43 .............................................. 3

Installation via the Internet ................................................................. 4

GDPR .................................................................................................. 5

Update to password security for GDPR ...................................................................................................... 5

Pensions ............................................................................................. 5

Pension Rounding ....................................................................................................................................... 5 Notification to publish OpenEnrol letters ................................................................................................... 5 Default NEST reason for reduced contribution .......................................................................................... 5 LGPS/Teachers Pension OpenEnrol Communications ................................................................................ 6

Holiday ............................................................................................... 6

Reduce Salary by Holiday Pay amount ....................................................................................................... 6

Reports ............................................................................................... 8

Notional Payments and Holiday Pay on Payslips ........................................................................................ 8 BACS Creation and Processing Dates report ............................................................................................... 8 Holiday Report ............................................................................................................................................ 8 Bespoke BACS reports output location ....................................................................................................... 9 Exporting Reports ....................................................................................................................................... 9 Update Company Details Report .............................................................................................................. 10 Company Costs summary and App Levy ................................................................................................... 10 National Minimum and Living Wage report ............................................................................................. 10 Benefit in kind payments on Payroll Summary ......................................................................................... 10 Capitalise appropriate words in filename ................................................................................................. 10

IRIS OpenPayslips .............................................................................. 11

Success/Failure – Messages from IRIS OpenPayslips................................................................................ 11 Option to not publish to IRIS OpenPayslips .............................................................................................. 11 P45 (OpenPayslips) Report Settings.......................................................................................................... 12

Other Enhancements ......................................................................... 13

Net to Gross Optional Pay Elements - Exclude pay elements from Net to Gross ..................................... 13 Payroll run - Input/Edit Payroll Details ..................................................................................................... 14 Standardise pay/ded standard field ......................................................................................................... 15 EPS............................................................................................................................................................. 15 Enable Month-end/EPS Warnings ............................................................................................................ 15 Show Pay tab after selecting ShPP ............................................................................................................ 16 EYU number controls ................................................................................................................................ 16 Annually Paid Period Selection ................................................................................................................. 16 Update Hourly Rate when entering Annual Salary ................................................................................... 17 National Minimum Wage Warnings ......................................................................................................... 18 MDC (Monthly Data Collection) part time salary pensionable earnings .................................................. 18 Standard Life WPH Pensionable pay period earnings .............................................................................. 18

Car Benefit Calculation Explanation ................................................... 19

Payroll Preview Screen - Car Benefit Detail button .................................................................................. 19

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Earnie Enhancements November – Version 1.31.43 This release contains various enhancements and fixes to the September release. In

particular:

We have resolved alignment issues with the INT101L – Laser Payslip

When importing Student Loan Set, the Continue Student Loan field is ticked as

appropriate in Employee details

Earnie Enhancements – Version 1.31.41 This update of the software includes several new features and enhancements. We

recommend that you install this version of the EARNIE Payroll program

immediately.

If you would like help or more information about any of the changes in the program,

please contact Software Support on 01594 545022 or refer to the Help within the

program.

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Installation via the Internet Before you start, ensure that you have up-to-date backups of your EARNIE

data.

Make sure the EARNIE program is closed. It is important that you do not have any other applications open while installing the update (other than any anti-virus software that is normally running in the background).

Click on the link supplied to ‘Install EARNIE’.

Follow the on-screen instructions. The exact installation procedure will depend on the configuration of your computer but you will be extracting EARNIE files supplied by the IRIS Group Ltd to a temporary destination folder, which will then be automatically installed. Just click on the Install button and follow the options on the screen.

If Windows SmartScreen (a warning message) appears to block the installation, click on More Information and then Run Anyway.

RESTART: When the installation is complete restart the computer immediately before opening the program to allow all updates to be completed.

When you open the program, your data will be automatically updated to run with the new version of the program.

Remember to update every machine that uses EARNIE.

NETWORKS - In addition you must perform an installation for each extra workstation on which you intend to use the program. Having installed the program to the main server as above, repeat the procedure on each workstation choosing the location of the server where the main program was installed. Choose the option to do a typical installation.

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Earnie September Release 2018 – Version 1.31.38

GDPR

Update to password security for GDPR

General Data Protection Regulation (GDPR) is an EU regulation in which the European

Parliament, European Council and European Commission have strengthened and unified data

protection for living individuals. GDPR came into effect on 25th May 2018.

To assist you with this, when a default username / password is detected at login, the payroll

software will inform you that default passwords are not secure and offer you the chance to

change it.

If you choose to change your password, the payroll software will display a screen enabling you to

do so.

Pensions

Pension Rounding

Some pension schemes require all contributions that result in

fractions of a penny to be rounded up, as rounding them down

would result in less than the minimum contribution being

made.

We have added an option to the Edit Pension screen to allow

you to round up any fraction of a penny for percentage-based

employer or employee pensions.

Notification to publish OpenEnrol letters

When pension communications are generated during a payroll run, you now have the option to

display a message at the end of the process advising you that there are pension letters waiting to

publish.

To do this, go to Configure Auto Enrolment | Pensions | OpenEnrol Warnings | Warn if outstanding for and select the new Always option.

Default NEST Reason for Reduced Contribution

If an employee is appearing on the Reason for Reduced Contribution screen because they have

opted out of NEST, the reason code will default to 9. This also applies if an Opt-out notice is

received after 1 month but within 6 weeks.

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LGPS/Teachers Pension OpenEnrol Communications

The IRIS OpenEnrol letters will now show the actual percentage deducted in payroll for the LGPS

England & Wales Pension and the Teachers Pension. The figure shown in Employee Details is

used as a key to show the proportion of full time that the employee works.

Holiday

Reduce Salary by Holiday Pay amount

We have added the ability to deduct an employee’s Holiday Pay from their Salary amount during

the payroll run.

Employee Details

The Employee Details | Salary screen now includes a Reduce Salary by Holiday Pay tick box.

When ticked, the Salary amount reduces by the amount of Holiday Pay the employee receives in

every payroll run. Both amounts are still calculated in the usual way. (The box is unticked by

default).

Payroll | Do/Redo Payroll | Input/Edit Payroll Details |Holiday

The Reduce Salary by Holiday Pay tick box is also available on the Payroll | Do/Redo Payroll |

Input/Edit Payroll Details | Holiday screen during the payroll run.

If the box on the Employee Details| Salary screen is ticked, the box on the Payroll | Do/Redo

Payroll | Input/Edit Payroll Details | Holiday screen will also be ticked.

If you untick the box here, the change will only apply to the payroll you are currently running and

the option will revert to ‘ticked’ in the next pay period’s payroll run.

Holiday Pay based on Annual Salary

Holiday Pay Rate will be calculated using the rate calculated from Annual Salary when Activate

Salary to rate calculation (Based on 52 weeks in a year) is enabled.

You are able to overwrite Employee Details | Salary | Holiday Pay Rate without affecting Annual

Salary.

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Reports

Notional Payments and Holiday Pay on Payslips

We have amended payslip reports so that they display contras for Notional Payments (Other

Payments) and Holiday Pay on separate lines.

You will need to reselect your payslip report from the library to access this new version.

The payslips affected are:

Laser Payslip Laser Payslip with Address Multi Period Laser Payslip Multi Period Plain Paper Payslip INT101L IRIS Payslip (Laser/Inkjet) IRIS Payslip (Laser/Inkjet) with Address INT005LS INT104LA INT105LS INT106LZ INTL15

BACS Creation and Processing Dates Report

We have added a report to the system that displays the company BACS Creation and Processing

dates.

To install the report:

Go to Reports | Library Selection | Bank Report/BACS

Highlight BACS Creation and Processing Dates

Click Select

Holiday Report

We have amended the Period Holiday Report so that if Holiday Accrual is used, the Holidays

Taken column is marked N/A.

To use the new version, the report will need to be reselected from the library. To do this:

1. Go to Reports | Library Selection | Summaries

2. Select Period Holiday Report from the list

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Bespoke BACS reports output location

If you have a bespoke BACS report (i.e. not a standard report from the library), we have changed

the bespoke BACS process so the report saves in the Program folder rather than the Company

Data folder.

You can check what these locations are by looking at Help | About Earnie and Company | Alter

Company Details | Company | Directory for Data respectively.

Exporting Reports

We have added a feature to allow Payslip reports, which contain one payslip per page, to be

exported as individual documents. The new Export as separate files function works for most

export formats.

The following reports are included:

INT005LS – Plain Paper Laser Datamailer Payslip INT105LS – Laser Datamailer Payslip INT106LZ – Plain Paper Laser Z-Fold Payslip Invoice (CIS Only) IRIS Payslip (Laser/Inkjet) with Address Laser Payslip With Address Pegasus 220 Remittance (CIS Only)

To use this function:

1. Go to Reports | Print Payslips and select your payslip from the list

2. Click Export

3. Select your required Format and Destination

4. Tick the Export as Separate Files box

5. Click OK

Each payslip then has the filename of the employee’s name and pay period,

<Forename><Surname><Pay Period>, for example, ‘JoBloggsM1’

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Update Company Details Report

We have added the following to the Company Details report:

Apprenticeship Levy Employment Allowance Value Ceased Trading Date Archive Status

We have also removed the Year-End Returns section.

To use the new version, the report will need to be reselected from the library. To do this:

1. Go to Reports | Library Selection | Miscellaneous

2. Select Company Details from the list

Company Costs Summary and App Levy

We have updated the Company Costs Summary report to include an explanation of when

Apprenticeship Levy will be included in the report. The explanation reads:

“The Apprenticeship Levy value will only be displayed when printing the report for a monthly

or weekly and monthly pay period(s) combined and month end processing has been

performed for the selected month. An Apprenticeship Levy value will not be displayed when

only weekly is selected.”

To install this new version of the report, go to Reports | Library Selection | Summaries and

select Company Cost Summary from the list.

National Minimum and Living Wage Report

Leavers are no longer included in the National Minimum and Living Wage report.

Benefit in Kind payments on Payroll Summary

Currently, any Benefit in Kind payments are included in Gross Taxable and/or Gross NI-able pay

on the Payroll Summary. We have added a column to the Payroll Summary report to display

Benefit in Kind payments as separate amounts.

To install this new version, go to Reports | Library Selection | Summaries and select Payroll

Summary from the list.

Capitalise appropriate words in filename

When saving a report in PDF format, you will now see that we capitalise appropriate words in

the filename e.g. April instead of april.

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IRIS OpenPayslips

Success/Failure – Messages from IRIS OpenPayslips

We have added a new OpenPayslips Audit screen, which displays at the end of the publish

payslip process. It lists failed payslips as well as those that have published successfully.

Option to not publish to IRIS OpenPayslips

We have added a tick box to Employee | Employee Details | General | email to prevent an employee’s payslip being sent to IRIS OpenPayslips.

You may need to do this if an employee doesn’t have access to the IRIS OpenPayslips app or you just want to keep a record of their email address without using it.

To do this:

1. Go to Employee | Employee Details |General and click the email button

2. Tick the Exclude from OpenPayslips box

When a new employee is created, if an email address is entered into the email field, the box remains unticked by default.

With the box ticked, after the payroll has been run, that employee is excluded from IRIS OpenPayslips.

When running the payroll, if there are employees without emails or that have this box ticked, you will be asked whether you want to print the payslips instead.

You can republish payslips from this screen, but

you must resolve the errors of any payslips that

have failed before you can republish those.

You can also access this new screen via the Company menu:

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P45 (OpenPayslips) Report Settings

We have added an option for the P45 (OpenPayslips) report to be published to OpenPayslips. Select this new P45 (OpenPayslips) format from Report Library |Miscellaneous. When you click on the Print button on the Issue P45 screen you will then be able to select this format, the Publish button will be shown on the print screen.

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Other Enhancements

Net to Gross Optional Pay Elements - Exclude Pay Elements from Net

to Gross

By default, all pay elements are included in the Net to Gross calculation, however we have now

added the facility to exclude various pay elements if required.

To use this facility:

1. Go to Company | Alter Payments/Deductions and either select your existing Net to Gross or click Add to create a new entry

If you click Add, say No to use the Wizard

2. Select Net to Gross from the Category drop down

We have added a new button labelled Settings below the Category drop down which is only

enabled when Net to Gross is selected:

3. Click Settings to open the Exclude from Net to Gross screen:

4. Tick the main elements to Exclude on the left

5. On the right, select the individual Payments/Deductions you wish to exclude from the Net to Gross calculation

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Payroll Run - Input/Edit Payroll Details

Using this new facility, on the Input/Edit Payroll Details screen when a Net to Gross is selected

and a value added in the Pay/Ded column, the gross pay is calculated excluding those pay

elements you selected as described previously. Those elements are still included in the full

payroll calculation, but are applied after the Net to Gross calculation. Meaning that the tax, NI

etc. are calculated separately for the excluded pay elements, and then added to the net to gross

value.

Example 1 Exclude Student Loan from Net to Gross calculation An employee is paid by Net to Gross and the following pay elements are selected in payroll run:

Net to Gross £1500

Student Loan Plan Type 1 Student Loan has been excluded from Net to Gross calculation

Tax Code 1185L

NI Rate A

Tax Year 2018/2019

Pay Period Month 1

Calculate gross pay on £2000, then calculate student loan:

Tax £160.40

NI £130.69

Gross pay before Student Loan £1791.09

Net pay before Student Loan £1500.00

Student Loan Plan Type 1 £23.00

Net pay £1477.00

Employers NI calculation The final employers NI will be calculated once we know the final gross pay figure and employers NI can be calculated as normal. In the example above the employers NI would be 150.29

Example 2

Exclude after tax & NI bonus from net to gross calculation An employee is paid by Net to Gross and the following pay elements are selected in payroll run:

Net to Gross £2000

Bonus £200

Bonus has been excluded from Net to Gross calculation

Tax Code 1185L

NI Rate A

Tax Year 2018/2019

Pay Period Month 1

Calculate gross pay on £2000, then add Bonus

Tax £307.60

NI £218.94

Gross pay before Bonus £2526.54

Net pay before Bonus £2200.00

Bonus £200.00

Net pay £2200.00

Employers NI calculation The final employers NI will be calculated once we know the final gross pay figure and employers NI can be calculated as normal. In the example above the employers NI would be 251.79

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Standardise Pay/Ded Standard Field

For Pay/Ded Standard fields in the following areas, we have standardised the number of

characters before the decimal point to seven:

Employee Details

Employee Debug

Global Changes

Alter Payment / Deductions

Input/Edit Payroll Details

These fields will all now allow a range of -9999999.99 to 9999999.99.

EPS

We have added a reminder to the software to remind you when to send your EPS to HMRC.

An EPS needs to be sent to HMRC when:

No employees have been paid in the month Apprenticeship Levy is due or has been reported in a previous month in the tax year There is a change in the status of the Employment Allowance claim Any statutory payments (SMP, SAP, SPP, ShPP) have been paid in the month and

therefore recovery figures are required CIS Deductions Suffered

Enable Month-end/EPS Warnings

To enable/disable the warnings, go to Online Services | Configure | RTI Warnings screen and

tick the box labelled Warn if Month-end processing not performed/EPS not sent when due.

TIP: You could also tick the Warn if successful FPS not sent for and select a number of days, weeks or last payrun

period.

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Show Pay tab after selecting ShPP

The following new message will now display when you go to Employee | Statutory Payments |

ShPP tab and click Show Pay:

‘Values held in the Show Pay screen will be removed after selecting ShPP until the Statutory

Payments screen is restarted.’

EYU number controls

We have changed the numeric fields in the EYU screens to allow you to type a minus sign before

the number.

Annually Paid Period Selection

If either Company Options| Company | Annual Scheme or Employee Details | Period | Pay

Annually are ticked, and the employee is Salary paid, the annual salary (the period value

multiplied by the number of pay periods in the year) will now automatically be populated in the

Payroll Run | Input/Edit Payroll Details | Salary field.

The Employee Details | Salary | Period value is multiplied by the number of pay periods in the

tax year for the pay frequency selected in Employee Details | Period | Pay Period:

Frequency

Weekly 52

2-Weekly 26

4-Weekly 13

Monthly 12

Quarterly 4

NOTE: If you want to pay an

employee by Hours/Rates or

Pay/Deds you will still be required

to make the adjustments manually

in the Payroll Run screen.

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Update Hourly Rate when entering Annual Salary

We have added a new function to convert Annual Salary to an hourly basic rate.

To enable this feature:

1. Go to Company | Alter Company Options | Company and tick the box labelled Activate Salary to rate calculation (Based on 52 weeks in a year)

2. Select the pay rate you wish to use from the Select Rate drop down list. (The list will not include any rates that are set as Fixed.)

3. Go to Employee | Select Employee | Employee Details | Salary tab and enter an Annual Salary

4. The software calculates the equivalent hourly rate for the employee and populates the

rate you selected on Company Options, on their Rates tab, with that amount

NB needs to have the contracted hours/days per week entered to allow calculation:

Example calculation

40 hours per week x 52 weeks per year = 2080 hours

Annual Salary of £24000 divided by 2080 hours = £11.5386/Hour

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National Minimum Wage Warnings

With this new function enabled, if Company | Company Options | Payroll | National Minimum Wage Warnings are active on the linked pay rate, when saving Employee details you will see a warning if the rate is below the National Minimum Wage amount for the tax year.

TIP: You can also enable other helpful warnings on this screen, for example tick the Enable Under 21 NI Warnings box the program will prompt you to enter the correct NI rate for any new employees aged under 21.

MDC (Monthly Data Collection) part time salary pensionable earnings

The Part Time Salary This Period field in the MDC file is populated with the pensionable earnings figure used in the actual calculation of contributions, calculated using settings from the pay/ded.

Standard Life WPH Pensionable pay period earnings

Standard Life do not want the full Gross Pay amount reporting; we have amended the file so that only the amount between the QEL and QUE limits is reported.

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Car Benefit Calculation Explanation

Payroll Preview Screen - Car Benefit Detail button

We have added a detailed explanation and breakdown of the Car Benefit calculation to the Pay Preview screen. To see the explanation:

1. During the payroll run, on the Input/Edit Payroll Details screen, click Preview 2. Click the Car Benefit button 3. The screen displays the details of all car allocations contributing to the benefit value

calculated in the payroll run The new button will only be visible if a payment/deduction meeting the following criteria has been processed in the pay period:

Car Benefit option selected Car Allocation exists in the current pay period Value of the payment/deduction is not zero i.e. there is a benefit to explain

All fields on the screen are for your information only:

Allocated – the date the car was allocated to the employee in the current tax year (unless the car is being viewed historically) Withdrawn - date the car was withdrawn from the employee Cash Equivalent - value of the Cash Equivalent for the Car Allocation + Cash Equivalent for the Fuel for Private Use Benefit Recovered - the amount that was processed through payroll prior to the current pay period Benefit This Period - the amount of benefit calculated in the period for the car If the car has been withdrawn and this is the final residual payment, the text will read Balance for car withdrawn, otherwise it will be Standard value per pay period. Total Benefit This Period - the total benefit being calculated for payroll i.e. the sum of the benefit for each car and the default value that would appear in the payroll run The function will also work historically, if car data is available for the period viewed in Pay History.

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Farmplan Computer Systems Alton House Alton Road Ross-on-Wye Herefordshire HR9 5BP Phone: 01594 545022 Fax: 01594 545012 www.farmplan.co.uk support@farmplan.co.uk

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