So I've just logged on as an agent on-line to see what information I need to be authorised to complete the payroll on the client behalf. Employers PAYE reference and accounts office reference - is this correct? YES
I have just downloaded HMRC 2013-14 Basic Payroll Tools - is there anything else that I need? If your using 12Pay, why did you download HMRC's? they are one in the same as far as I know. (HMRC's has a limit of 9 employees If i remember rightly.)
Now I am going to email the client and ask for her paye and accounts office ref. I understand that this takes 7 days before a code is sent to her for me to use. Soon as soon as I have the code is this when I can start processing her payroll? or are there any further things to do or waiting time? You'd need a normal 64-8 form to be her agent... you fill in for her with all her details INCLUDING PAYE ref number (normally 123/123PP789, or similar) Get her to sign then send in YOURSELF to HMRC (so you know its done! lol) Can take 2-3 weeks before this comes through... keeping checking in your agent account on HMRC.
As she uses her accountant at the minute - will HMRC just swap the payroll agent to me? Effectively yes, but as above keep checking to see when that ticks over.
One last question, once I have 12pay and hmrc basic tools set up...do I transfer the information from 12pay to hmrc basic tools and then it goes on-line from there? Nope, 12Pay connects directly to the HMRC system with your agent code and password and sends the EPS and FPS submissions automatically when you hit submit. You can't run the next month till this is done... same with most PAYE software now due to the advent of RTI.
This is and will carry on being a weekly payroll.
Thanks in advance for any help from anyone.
Rachel
Answers in lovely mint green Rachel.... Hope it all helps! (please wait for other answers, but I'm sure they are mostly correct)
:)
-- Edited by ClawzCTR on Sunday 13th of October 2013 08:15:52 PM
I have a few payroll questions, if anyone could help me that would be great.
I have just got a new payroll client. I haven't started yet I have just received an email telling me that she would like to start using me instead of her accountant to process the payroll and has asked me what she needs to do next.
I have not done any payroll since RTI has come in and know very little about it.
I intend to use the free edition of 12 pay as this will be my first client. As I am only charging £40 per month to one client I don't want to buy the full version until I get more clients.
So I've just logged on as an agent on-line to see what information I need to be authorised to complete the payroll on the client behalf. Employers PAYE reference and accounts office reference - is this correct?
I have just downloaded HMRC 2013-14 Basic Payroll Tools - is there anything else that I need?
Now I am going to email the client and ask for her paye and accounts office ref. I understand that this takes 7 days before a code is sent to her for me to use. Soon as soon as I have the code is this when I can start processing her payroll? or are there any further things to do or waiting time?
As she uses her accountant at the minute - will HMRC just swap the payroll agent to me?
One last question, once I have 12pay and hmrc basic tools set up...do I transfer the information from 12pay to hmrc basic tools and then it goes on-line from there?
sorry, one more question...................... what information do I need from her to carry on with the payroll as it's half way though the year? i.e. all the employee details and tax and ni paid to date and employer payments....is there a print out from the previous accountant that I need to ask for that will have all the details on.....or will this be online for me to see once I am registered as her agent?
Send a letter to them, standard disengagement type thing, and ask for the year to date totals for all the employees so that you can enter them in your software.
Thank you very much for your reply Gary I'm very grateful. Panicked as I haven't done any payroll for a while (since RTI came in) and wanted to make sure I knew what I was talking about before emailing back the client.
Gary, sorry just want to double check something..... Do I need to fill in the 64-8 form? can I not use the request authorisation when I log into HMRC as an agent on-line? then the client is sent an authorisation code which they pass on to me. This seems like a much quicker way?
Thanks
Sorry to butt in and this is in a different area of the reply but you say that you are using the free version of 12pay.
You need to be aware that the reports in that version are time limited to the first couple of months after which you can keep using it for filing but you will not have any payslips or reports unless you pay to upgrade to the full version.
Just something to be aware of there.
kind regards,
Shaun.
p.s. absolutely excellent thread and I wished that more people asked for such detailed step by step guidance and that the answers were always as comprehensive as Gary's as this thread will I am sure help newcomers to being payroll agents for a long time to come. Keep up the excellent questions Rachel and the lovely lime green replies Gary.
__________________
Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
Gary, sorry just want to double check something..... Do I need to fill in the 64-8 form? can I not use the request authorisation when I log into HMRC as an agent on-line? then the client is sent an authorisation code which they pass on to me. This seems like a much quicker way? Thanks
Never used this way if I'm honest, but if it does then please let me know I HATE waiting for the damn things to clear!!!! LOL
Gary - I only just discovered this! I too have been waiting weeks for HMRC to process the forms. When I went to set it up (or to look up how to) on line this is what it told me:
Step 4
When your authorisation request has been successfully validated the status of the request will change to 'code issued'. A letter containing details of your request and an authorisation code will be sent to your client within 7 working days. If your client agrees to authorise you to act on their behalf they should pass the code to you. The letter will also show the date by which the code must be entered, as it will expire approximately 30 days after the date of issue.
The online authorisation is quicker. Unless the code gets lost in the post. Then you have to start again. And then again when it gets lost again...
I have found using Moneysoft that you can submit the payroll without waiting for the agent thing to be approved, it might be the same with 12pay? I had a client who logged in as himself for me to check the records before I started and then I just submitted it while we were waiting for the code so that he wouldn't miss the deadline. You can't see much info when you're the agent anyway.
