www.thesaurus.ie
ThesaurusPayrollManager
2016EndofYearGuide
Thisisa9stepguidetothegeneralprocessrequiredinordertomeetyouremployerendofyearobligations
inlinewithRevenuerequirementsforthetaxyearending31stDecember2016.
Thisdocumentisforgeneralguidanceandreferencepurposesonlyandisnotintendedasacompleteand
comprehensiveguideastheremaybeadditionalorvaryingprocessesrequireddependantonyourspecific
businessneedsand/orreportingrequirements.
Contents
Page
CompletethePayrollfor2016 Issuefinalpayslipstoemployees PrepareandsubmitthefinalP30 Complete2016MedicalInsuranceTaxReliefrequirements
Reviewendofyearreports
Reviewemployer’sP35liability PrepareandsubmittheROSP35 IssueP60stoemployees
Datestoremember
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ThesaurusPayrollManager–2016EndofYearGuide
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1. Completethepayrollfor2016
Allpayrollfrequencies,forwhichyouoperatepayroll,i.e.weekly,fortnightlyand/ormonthly,shouldbe
completedpriortorunninganyendofyearRevenuereturns(P35)orissuingendofyeardocumentsto
employees(P60).
Allweekly,fortnightlyandmonthlypayrollwhicharesetupand,forwhichyoufinalisepayslips,within
ThesaurusPayrollManagershouldbecompletedforallpayperiods,i.e.week52/53,fortnight26,month12,
whichhavea2016paydate,onorbefore31stDecember2016.
Updateallpayperiodsfor2016
Tocompletethesepayperiodsyoushouldfinalisethepayslipsforthelastpayperiodwhichhaveapaydate
onorbefore31stDecember2016throughthePayslips>UpdatePayslips>Menu.
Enterthepaydateapplicabletothefinalpayperiodforthispayfrequencywithintheyear.
ThesaurusPayrollManager–2016EndofYearGuide
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Week53
Whenshouldanemployeruse“Week53”inthepayroll?
Thishappenswhenapaydayfallson31stDecemberor,inaleapyear,on30thor31stDecember."Week53"
occurswhentherearefifty-threeweeklypaydaysintheyear,employerspayingwagesonaFriday/Saturday
willhave53paydaysin2016.
ThesaurusPayrollManagerwillalwaysofferaWeek53optionsubsequenttothecompletionofWeek52.
However,itshouldonlybeused(i.e.payrollinputandpayslipsfinalisedforweek53)if,oncompletionof
week52,thereisasubsequentpayperiodwithinthesametaxyear,inthiscasewitha2016paydate.
Whatactionshouldanemployertake?
ThesaurusPayrollManagerautomaticallyappliesanyUSCcutoffpoints,employee’staxcreditandcutoff
pointsonaWeek1basisintheweek53payroll,asperRevenueregulations.
***Pleasenote,ifanemployee'snormalpaydayhaschangedduringthistaxyearortheprecedingtaxyear,the
additionalUSCcutoffpointsdonotapply.YouwillneedtoinstructthesoftwareiftheadditionalUSCcutoff
pointsarenotapplicabletoanemployee.TopreventtheadditionalUSCcutoffpointsbeingallocatedgoto
Employees>Add/AmendEmployees>Selecttheemployee>ClicktheRevenueDetailstab>Tickto
indicateexemptions/exclusionsapply>ticktoexcludetheemployeefromtheweek53USCconcession>
updatetosavethechange.
2.Issuefinalpayslipstoemployees
Oncompletionofthefinalpayrollforeachfrequencythatyourunpayroll(i.e.monthlyand/or
weekly/fortnightly)issuethefinalpayperiodpaysliptoeachemployee.
Payslipscanbeprintedoremailed,asperyourrequirements.
3.PrepareandsubmitthefinalP30
Oncompletionofthefinalpayperiodfor2016,preparetheP30reportandsubmitthefinalP30forthetax
year.
PreparetheP30report
SelectthesameP30reportasyouhaveusedtodate,eithertheP30byweeknumberortheP30bydate.
ThesaurusPayrollManager–2016EndofYearGuide
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ReviewtheP30totalsforthefinalP30period,i.e.Month/Quarterending31stDecember2016.
SubmittheP30returnfortheperiod,arrangingpaymenttoRevenueinaccordancewiththeP30deadline.
UpdatethePaymentRecord
WithinThesaurusPayrollManager,updatetheP30paymentrecord,withtheamountanddateofthefinal
P30payment.Thesoftwarewillaccepta2017datewithinthisutility.Thiswillhelpyoureconcileanyendof
yeardifferenceswithRevenuerecordsortoidentifyanybalancepayableorreclaimablefromRevenue.
ThesaurusPayrollManager–2016EndofYearGuide
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ImportantNote:ThedatethatRevenuedebitthefinalP30paymentfromyourbankaccountmaybeafterthe
P35submissiondate-thereforethisamountmayshowasoutstandingwhensubmittingyourP35.Itis
importanttobeawareofthedatevariancebetweentheP35submissionandfinalP30debitdatesothatitis
notpaidagainatthetimeofsubmittingtheP35.
4.Complete2016MedicalInsuranceTaxRelief
requirements
Thetaxreliefonmedicalinsurancepremiumsiscappedto€1,000peradultand€500perchild.Where
premiumsexceedthesethresholds,theexcesswillnotqualifyfortaxrelief.
2016P35requirement
Whereanemployerpaysmedicalinsurancepremiumsonbehalfofanemployee,employersarerequiredto
includetheportionofthemedicalinsurancepremiumthatiseligiblefortaxreliefforeachemployee,onthe
2016P35.
Medicalinsuranceproviderswilladviseemployersoftheamountsforeachemployee.Thisinformationmust
beenteredforallapplicableemployeesintoThesaurusPayrollManagerpriortosubmittingtheP35.
ImportantNote:ThesaurusPayrollManagerwillnotprepareaROSP35untilthisrequirementismet.Thisonly
affectsemployerswithemployeesonthepayrollforwhomamedicalinsurancebenefitispresentinthe2016
payroll.
UpdateMedicalInsuranceEligibleforTaxRelief
•
FromtheUtilitiesmenu,chooseInputMedicalInsuranceEligibleforTaxRelief
•
Allemployeeswillbelisted,choosethefirstemployeerecord,forwhomamedicalinsurancebenefit
inkindexists,fromthislisting.
ThesaurusPayrollManager–2016EndofYearGuide
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•
EntertheTaxReliefatSource(TRS)/medicalinsuranceeligiblefortaxreliefvalue,asadvised
directlybythecompany’smedicalinsuranceprovider.
ThesaurusPayrollManagerwillautomaticallyincrementanyTRSfigureenteredtogivetheMedical
InsurancePremiumwhichiseligiblefortaxreliefwhichistheRevenueP35requirement.This
amountcannotexceedthetaxablepremiumpaidbytheemployer,i.e.thevalueofthebenefitthatthe
employeehasbeentaxedonthroughthepayrollyeartodate(aswillbeshownfromthebenefitin
kindscreen).
•
SelectUpdatetosavetheentryandproceedthroughtheemployeelistinguntilallrelevantemployee
recordshavebeenupdated.
5.Reviewendofyearreports
ReviewtheyearendreportsinThesaurusPayrollManagertoensurethatyouaresatisfiedwiththefinal
payrollinformationandfigurespriortoproceedingtotheP35submission.
AccessYearEndP35report
•
•
GototheP35/P60smenu
SelecttheP35spreadsheet/filecopy
ThesaurusPayrollManager–2016EndofYearGuide
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•
Thisreportgivesafulllistingofallemployeesemployedwithinthetaxyearforallpaymentperiods
(weekly/fortnightlyandmonthly).
ReviewtheP35report
•
•
•
Theemployee’swages,asprocessedeachpayperiod,areaccumulatedanddisplayed.Itisthis
informationthatwillbetransferredtotheP35fileforROSsubmissiontofileyourannualwage
return.
Performaseriesofpayrollchecks,suchas:
a) Allemployees/directorsemployedduringtheyeararelisted
b) Confirmthefiguresenteredonthepayrollarecorrect
c) EachemployeehasaPPSnumberpresent,intheabsenceofaPPSnumberthedateofbirth
andfulladdressisrequired(wheretherehasbeenadeductionofLPTaPPSnumberis
mandatory)
Ifanyemployeehashadmultipleemploymentsduringthetaxyear,ThesaurusPayrollManagerwill
automaticallymergesuchrecordswhenpreparingtheP35forROSasperRevenuerequirements.
CorrectPayrollErrors
Ifthereareanyerrorsoromissionsonthisreport,theseshouldberectifiedbeforeproceedingtoprepareand
submittheP35.
TheReverseUpdatefeaturemaybeusedtorevisehistoricalpayrollifappropriatetodoso.
Forinformationwhichisomitted,suchasPPSnumber,addresses,dateofbirthetc.,simplyupdatethe
employeerecordinAdd/AmendEmployees.
6.Reviewemployer’sP35liability
PriortosubmittingtheP35,thepaymentstatusoftheemployershouldbeestablished:
a) IsthereabalancepayabletoRevenueonsubmissionoftheP35inadditiontotheperiodicalP30
paymentsmadeonaccount?
or
b) Hastheemployeroverpaidonaccount,thereforeinareclaimableposition?
or
c) IstherenilduetoRevenue?
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PleasenoteyoushouldreconcilepaymentsmadetoRevenueasperyourROSaccount.Thiscanbedoneby
preparingaROSstatementof2016paymentsmadeonaccount.
ToprepareaROSstatementof2016paymentsmadeonaccount:
•
•
•
•
CheckyourP30periodicalpaymentsmadeonaccounttoRevenueforthetaxyear2016,by
loggingintoyourROSaccountandselectingRevenueRecord
FromtheOPTIONSmenu(onthelefthandside)choosetoviewPayments
SelecttheTaxTypePAYE-EMPandthetaxyear2016
Allpaymentsmadeforthetaxyearwillbedisplayedonscreen
IncludependingpaymentsarrangedviaRDIorpaidbycheque
OnsubmittingtheDecemberP30,aROSDebitInstruction(RDI)isarrangedtosettlepaymentfortheP30,
thisisnotusuallydebitedfromthebankaccountuntilthe23rdofthesubsequentmonth,i.e.23rdJanuary
2017.
WhenpreparingtheRevenuerecordofpaymentspriorto23rdJanuary2017,theDecemberpaymentmaynot
beincludedasthedebitwillnotbemadefromyourdesignatedbankaccountuntil23rdJanuary2017.Ifthis
isthecase,adjustyourtotalpaymentsmadetoRevenuetotakeaccountofthisinreconcilingtothe
ThesaurusPayrollManagerP30totals.Likewise,ifyouhavepaidbycheque,thechequemaynotyethave
beenpresentedatthebank,ifthisisthecase,adjustyourtotalpaymentsmadetoRevenuetotakeaccountof
thisinreconcilingtotheThesaurusPayrollManagerP30totals.
PreparetheP30reportwithinThesaurusPayrollManager
PreparetheP30reportinThesaurusPayrollManager(asperStep3above).
ComparethepaymentsmadeonaccounttoRevenuetotheP30totalsfor2016asshownontheThesaurus
PayrollManagerP30report.
AnydifferencesshouldbeidentifiedandinvestigatedpriortosubmittingtheP35.
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WhywouldtherebeataxbalancedueontheP35?
• IfyouhavenotsubmittedtheP30sinaccordancewiththeP30reportascomputedby
ThesaurusPayrollManagerandpaidaloweramount
• IftherewasabasicerrorintheamountsenteredwhencompletingaROSpayment
instruction,forexample,PAYE€2,389.00enteredinsteadof€3,289.00
• If,duringthetaxyear,payrollperiodswerere-openedandthepayrollwasamendedfora
periodforwhichtheP30wasalreadysubmitted.TheamendedpayrollcreatedagreaterP30
liabilityfortheperiodwhichwasn’taccountedfor.
• Ifyoutransferredyourpayrollfromamanualoranotherpayrollsoftwareproviderinthe
middleofaP30period,theP30submissionmaynothavebeenreconciledcorrectlyduring
thetransferprocess.
WhywouldtherebetaxreclaimableontheP35?
• IfyouhavenotsubmittedtheP30sinaccordancewiththeP30reportascomputedby
ThesaurusPayrollManagerandpaidahigheramount
• IftherewasabasicerrorintheamountsenteredwhencompletingaROSpayment
instruction,forexample,PAYE€2,159.00enteredinsteadof€1,259
• If,duringthetaxyear,payrollperiodswerere-openedandthepayrollwasamendedfora
periodforwhichtheP30wasalreadysubmitted.TheamendedpayrollcreatedalesserP30
liabilityfortheperiodwhichwasn’taccountedfor.
• Ifyoutransferredyourpayrollfromamanualoranotherpayrollsoftwareproviderinthe
middleofaP30period,theP30submissionmaynothavebeenreconciledcorrectlyduring
thetransferprocess.
7.PrepareandsubmittheROSP35
TheP35deadlineisthe15thFebruary2017(or46daysaftercessationofthebusiness).Failuretosubmita
P35annualreturnbythisdatemayresultintheimpositionsofpenaltiesandinterestbyRevenue.The
extendeddeadline,ifyoubothfileandpaythroughROS,is23rdFebruary2017.
Onceyouhavereviewedallendofyearreportsandyouaresatisfiedthatyourpayrolliscompleteandconcise
for2016thenproceedtopreparingandsubmittingthe2016ROSP35.
PreparetheROSP35
•
•
SelecttheP35/P60smenu
FromthismenuchooseROSP35
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•
•
•
•
•
Ensureallvalidationissueshavebeenresolved
Entercompanyaddress,telephonenumber&contactname(optional)
SelectContinue
ThepayrollsoftwarewillautomaticallysavetheROSP35filetoC:\ROS\P35L(Ifyouwishtosavethe
ROSP35toadifferentlocation,clickBrowse>SelectthenewlocationtosavetheP35to>selectOK)
SelectPrepareFile
•
YouhavesuccessfullypreparedyourROSP35file.TheROSP35filewillsavewiththe-16.p35
indicatedattheendofthefilename.
ThesaurusPayrollManager–2016EndofYearGuide
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SubmittheROSP35
LogintoyourROSaccountatwww.revenue.ietosubmittheP35
SelectLogintoROS.YouwillberedirectedtotheROSloginpageautomatically.
•
SelectyourROSCertificate
•
EnterPasswordassociatedwiththatcertificate
•
SelectLogintoROS
ROSwillautomaticallybringyoutotheMyServicessectionofyouraccount.
• AstheP35hasbeencreatedbyThesaurusPayrollManager(i.e.offline)youarechoosingtoUpload
Form(s)CompletedOff-line
• SelectP35Lfromthedropdownlistofforms
• ClickUploadReturn
ThesaurusPayrollManager–2016EndofYearGuide
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•
YoumustnowselecttheP35fileforUpload
•
SelectAddFile(s)(ROSwillautomaticallyopenthedefaultdirectoryofC:\ROS\P35L,ifyouhave
savedthefiletoanotherlocationthenbrowsetothatlocation)
•
Selectthe2016P35file,-16.p35file-e.g.6005J-16.p35
•
SelectOpen
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•
EntertheassociatedPassword
•
SelectUploadFile(s)
TheP35L,P35LT,P35LFandP35DeclarationwillalldisplayonscreenasreaddirectlyfromtheP35file
uploadedonthepreviousscreen.
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TheP30PaymentDetailstotalsallpaymentssubmittedfor2016,thesefiguresaretakendirectlyfromyour
accountwithRevenueandnotfromthepaymentrecordheldinThesaurusPayrollManager.
TheP35summarywillshowifyouhaveabalanceoutstanding,anilbalanceorifyouareinarefund
situation.Thiscalculationistakenfromthepaymentsmadeonaccount(viaP30)andthetotalliabilityforthe
yearfromtheP35formwhichhasbeenuploaded.
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ToproceedwiththeP35submission,youmustchooseifyouwillmakeapaymentoftheROSprompted
amount*outstandingandenterpaymentdetailsatthispointwiththeP35submissionorFilereturnonly(if
youareinarefundpositionoryouwishtomakepaymentatalaterdateorRevenuehavenotreflectedthe
lastP30payment).
*IftheamountdueisequaltotheDecemberP30,forwhichpaymenthasalreadybeenarranged,thendonot
repeatpaymentatthisstage.
Makepaymentwithsubmission
Ifyouchoosetomakeapayment:
•
SelectPaymentMethodi.e.Debitcard,RDI(ROSDebitInstruction)
•
Theamountsduewillbedisplayed
•
Enterthetotalamountofthepayment
•
Enterthedateofpayment,ifpayingbyRDIthiscanbesetto23rdFebruary2017.
•
SelectNext
Ifyouchoosetomakeapayment,thenextstepwillbetoConfirmPayment
ThesaurusPayrollManager–2016EndofYearGuide
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•
ConfirmfileuploadbyenteringyourPassword
•
SelectSign&Submit
•
Anacknowledgementconfirmationnumberwilldisplay,pleaseretainthisnumberintheeventofa
queryarisingrelatingtoyoursubmission
AnacknowledgementofyourP35returnwillalsobesenttoyourROSInbox
•
FileReturnOnly(NoPayment)
•
SelectFilereturnonlytomakeaP35returnwithNOpayment-Usethisoptionifyouwishtoreturna
P35withoutpaymentorifyouhaveNOfurtherpaymenttomake.
•
SelectNext
•
Confirmthatyouwishtofileareturnonly
•
ConfirmfileuploadbyenteringyourPassword
•
SelectSign&Submit
•
Anacknowledgementconfirmationnumberwilldisplay,pleaseretainthisnumberintheeventofa
queryarising
AnacknowledgementofyourP35returnwillalsobesenttoyourROSInbox
•
ThesaurusPayrollManager–2016EndofYearGuide
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8.IssueP60stoemployees
AP60isanemployee'scertificateofincomeanddeductionsforthetaxyear.P60sareonlyissuedto
employeeswhoarestillinyouremploymentasat31stDecember.Onlyonecopyisrequiredtobeissuedto
eachemployee.
TheP60sshouldbeissuedtoallemployeesbythe15thofFebruary.
ToPrint/EmailP60s
SelecttheP35/P60smenu.
•
Selectindividualemployeesbysimplyclickingoneachemployeenameforwhomyouwishtoprinta
P60for.AlternativelychooseSelectAlltoprint/emailP60sforallemployees.
•
SelectPrint/EmailfromthePrint/Emailoption
PleasenoteRevenueadvisethattheP60needonlybe“madeavailable”toemployees,thereforeissuingP60s
byemailisanacceptableRevenuecompliantformat.
ThesaurusPayrollManager–2016EndofYearGuide
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RevenuehasdiscontinuedtheprovisionofP60stationery.Allpayrollsoftwareprovidersarepermittedto
printtheP60templatetoblankA4paper.ThesaurusPayrollManagerwillprintP60sinaccordancewith
Revenueguidelines,seeexample:
ThesaurusPayrollManager–2016EndofYearGuide
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9.Datestoremember 2016EmployeeStatements
IssueP60s
15thFebruary2017
2016RevenueReturns
P35SubmissionDeadline
15thFebruary2017
P35PaymentDeadline
15thFebruary2017
P35SubmissionDeadline
15thFebruary2017
P35PaymentDeadline
15thFebruary2017
P35SubmissionDeadline
23rdFebruary2017
P35PaymentDeadline
23rdFebruary2017
Paper
ROS
ROS
(Pay&File)
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