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RPCP45GN_PRESELECTION - HR-GB: P45 form for Great Britain

RPCP45GN_PRESELECTION - HR-GB: P45 form for Great Britain

TXBHW - Original Tax Base Amount in Local Currency   BAL Application Log Documentation  
This documentation is copyright by SAP AG.
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Title

Editing Payroll Results: P45 Form for Great Britain

Purpose

  • Leavers

The report creates a P45 form (all parts 1, 1A, 2 and 3) with the details for those employees leaving the company within the period specified. For each employee, the infotype record Tax Data GB (0065) in the section Leaving details will be set indicating that a P45 has been issued and the date of issue. The report also creates a new BR record from the specified date indicated in the program parameters.

  • Transfer of PAYE Reference

The report creates a P45 form (all parts 1, 1A, 2 and 3) with details for those employees transferring PAYE references within the period specified. The report will delimit the existing infotype record Tax Data GB (0065) with the same Tax data as at the date of transfer. The report also creates a new infotype Tax Data GB (0065) record from the start date of the transfer to the new PAYE reference with tax code source P45 and all relevant details completed on the Employee Starter Details tab.

  • Deceased Employees

The report creates a P45 form (Part 1 only). Note that the reports reads feature GMSGD. The deceased leaving action has to be configured in the feature. For each employee, infotype record Tax Data GB (0065) in the section Leaver details will be set indicating that a P45 has been issued and the date of issue. The report also creates a new BR record from the specified date indicated in the program parameters.

  • Pensioners

The report will not create a P45 form if the employer is paying the pension payments. Note that the report reads the return value ofAction types for P46(PEN) form(GPNOT) feature. The leaving action employee to pensioner has to be configured in the feature. For each employee, infotype record Tax Data GB(0065) in the section Leaver Details for the field Employee to Pension is flagged.

If the employer is paying the Pension then the system issues a P46PEN form. To do so, you must use the report RPUEFO_P46PEN to produce this form.

If the employer is not paying the Pension then the report generates a P45 form (all parts 1, 1A, 2 and 3) (See leavers section above)

Integration

Prerequisites

  1. The employee who is leaving must have correct and up-to-date payroll results for the period in which they are leaving.
  2. You must check the configuration of the P45 cumulation wage types for P45 tax and payments with the view cluster Non-statutory subapplications (VC_596A_B).
  3. You must configure in the feature Termination for Death (GMSGD) the specified default value for termination reason for death, which is used in infotype Actions (0000). Note: See the feature documentation for further details.
  4. You must set the sequence in which the subtypes are processed when formatting addresses. To do so, use the feature Set subtype sequence for address formatting (ADDRS) RCLAS CP45. Note: See the feature documentation for further details.
  5. You must configure in the feature Determination of employer name for legal reporting (GBENA) from which table you intend to read the employer's name for statutory reporting. Note: See the feature documentation for further details.
  6. P45 Stationery - Two form options
  7. P45 SAP A4 sapscript plain paper substitute form (HMRC approved) form name HR_GB_P45_A4
  8. HMRC P45 pre printed official stationery form name HR_GB_P45_A4_D
    For both the above forms it may be necessary to adapt the printing of the data onto the form. For doing so, you must use the Form Painter (transaction /se71). You must then copy the form that is offered by SAP (for example, HR_GB_P45_A4 or HR_GB_P45_A4_D) and modify it to your printer.

Features

Selection

Standard Variants

Output

Activities

  1. On the SAP Easy Access screen, choose Human Resources -> Payroll -> Europe-> Great Britain -> Subsequent Activities -> Period-independent -> Leaver Notification -> PC00_M08_CP45 - P45 Processing.
  2. On the Selection section, choose the relevant person selection criteria. The Payroll area is a required field. The Payroll area will be used to determine the beginning date of the tax year given in the section Processing criteria's.The report can be run only for single payroll area. The system displays the Tax district number and indicator in the corresponding fields in Processing Criteria's section, based on the selected payroll area.
  3. In the section Processing criteria's:
  • Enter the Tax year (ending April 5th). It will be used together with entered Payroll areato determine the Person selection period. The Start Date of Person Selection Periodis the beginning date of the first payroll period for the given Payroll area and Tax year. The End date of person selection periodis the current date plus thirty days. (This is to conform to HMRC business rules)

    Note

    The report produces P45 form only for the employees who have left in the specified financial year. Ensure that the year you specify in this field and the employee's date of leaving fall in the same financial year.

    For example, if you specify the previous financial year in this field and select an employee who has left the company in the current financial year in the Person selection period field, the report generates the error message Employee not a Leaver in tax year NNNN. Here, NNNN is the financial year that you have specified on the selection screen.

  • In the field Repeat P45 issued,set the indicator if you would like to create the P45 form again for person who left in the given person selection period and already have a P45 form. You can choose this option only if you run this report in test modus (set indicator Test run).

  • In the field Test for active employee,set the indicator if you would like to create theoretical P45 form for person who are still active in the given person selection period. You can choose this option only if you run this report in test modus (set indicator Test run).

  1. In the Output option section, you can choose between the following two output options:
  • SAPScript -Select this option button if you want the system to display the P45 report data in a SAPScript output.

If you want the print on the SAP A4 P45 plain paper substitute form, then enter HR_GB_P45_A4.
If you want the print on the HMRC pre printed stationery, then enter HR_GB_P45_A4_D.
See the detailed documentation

In this section, you also determine how the forms should be printed.
  1. In the field Print pages in separate lot, set the indicator if you would like to print the first page of the P45 form for all the employees selected. Once this command is complete, you will receive an inquiry from the printer parameter, where you are asked if you would like to begin printing the second page of the P45 form for all employees. Note: Before confirming, you should change the preprinted forms accordingly.
  2. In the field Print pages in separate lot, if you do not set the indicator the entire P45 packet will be printed for a given employee. Once the packet is complete, the packet for the next employee will be printed.
  • In the section Tax record details:
    • Issue date of P45 form: Enter the issued date of P45 form. If you run this report in productive mode, the system uses this date as the issue date of P45 form and the same will be used to update the Leaver Details tab on the infotype Tax Data GB (0065). If you run the report in test mode, the issue date of the P45 form will always be the current date.

    • Create the new Tax Data GB record:Choose the date for creating the new BR Tax code on the Tax data GB record (only in productive modus).

    1. In the Submission Media section:
    • Select Generate XML to generate the data in XML file format. You can submit this file to the HMRC electronically.

    Note
    - If you select Test Run, you can only view the XML file. You cannot submit the file to the HMRC.
    - If you deselect Test Run, live submission is enabled. When you run this report in live run the report updates the Leavers Details tab on Tax Data GB infotype (0065) with the P45 issued and date of issue .
    1. Choose Program--> Execute

    The screen HR-GB: P45 from for Great Britainappears

    • To produce the output for the Sapscript form, choose the P45 pushbutton.
    The information and error messages can you find under menu item Extras:
    • P45 on tax reference change - This gives a list of employees who have had a change of PAYE reference

    • P45 for active - If you choose this menu item, you get the list of employees for which a theoretical P45 form was processed. (Test run and Test for active employeeare set)

    • List of issued P45 - If you choose this menu item, you get the list of employees for which a P45 form was already processed and should be not created again. With the options Repeat P45 issued and Test run selected, a second P45 form can be printed.

    • Changes on Tax Data- If you choose this menu item, you get the information about changes on Tax Data for each processed employee. (Only in productive modus)

    • Warning list- If you choose this menu item you get the warnings and information for all processed P45 forms including notification of deceased employees.

    • Error list - If you choose this menu item, you get the error messages for the reason why the P45 could not be produced.

    • Employee to Pension List - This gives a list of employees who have transferred to an employer paid pension and therefore, has no form P45 issued.

    You can switch between SAPScript Output and ALV Output modus. Use for this menu item Extras -> Switch display forms

    Note:You can also run this report in the background, by selecting Program -> Execute in background. The results (created forms) you can see under menu item System -> Own spool request.

    • Choose Display XML to view the XML file format of the P45 form.
      Note
      In the releases 4.6C, 4.70 and 5.00 that use Business Connector, you can view the XML using the Display XML pushbutton. In releases ERP 2005 and above that use XI, you can only view the XML in the XI system through the transaction SXMB_MONI.
    • Select Extras -> XML Errors to view the errors if any, in the generated XML file. The system submits the file to the HMRC only if it is error free.
    • To send the XML file to the HMRC:
    1. Choose B2A Manager
    2. Select the file you want to send
    3. Choose Execute

    Note:

    On the output screen, in B2A Manager:

    • You can view the status of the report under the Status and Substatus field.
    • To check for any errors generated while communicating with the HMRC, select Error log. System generates errors due to reasons such as submission not in correct format, or invalid characters in the file.






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