How to Use This User Guide

Primary User Guide
INDEX

HOW TO USE THIS USER GUIDE

MOOREPAY PAYROLL TIMETABLE

WHAT WE DO AT THE PROCESSING SITE

WHAT YOU MUST CHECK WHEN YOU RECEIVE YOUR OUTPUT

PRESENTATION OF INPUT

INPUT FORMS

SECTION 2 – GLOSSARY

ACCUMULATIVE/EXHAUSTIVE BALANCES

ACTION RECORDS

ANALYSIS

ANNUAL SALARY

APPOINTMENT WEEK - see DIRECTORS’ N.I.

ATTACHMENT OF EARNINGS ORDERS - see Appendix E

AUTOMATIC PAYMENT - see PAY TYPE.

AVERAGE EMPLOYEE COST

BACS

BACS HASH CODE (also referred to as RTI ref)

BANK DETAILS

BASIC HOURS

BASIC PAY/SALARY

BASIC PAY ADJUSTMENT

BASIC PAY OVERRIDER

BASIC PAY WEEKS

BLOCK AMENDMENTS

BUILDING SOCIETY ACCOUNTS

CASH PAYMENTS - COIN ANALYSIS

CHEQUE PAYMENTS

COMPANY-PACKAGE - See PAYROLL REFERENCE

COMPANY PENSION CALCULATION - See Pensions

COMPANY SHUTDOWN

COURT ORDERS - See Appendix E - Attachment of Earnings Orders.

CREDIT TRANSFERS

CUMULATIVE N.I. - See DIRECTORS N.I.

DATE OF JOINING

DATE OF BIRTH

DATE OF LEAVING

DEFAULTS

DEPARTMENT

DESCRIPTIVE CODES

DESCRIPTION TABLES

DIRECTORS N.I.

EMPLOYEE HOME ADDRESS

EMPLOYEE NUMBER

EMPLOYEE TRANSFERS

EMPLOYEE TYPE

END-OF-TAX YEAR – See APPENDIX Z

GENDER

GIVE AS YOU EARN

HMRC PAYMENTS VIA BACS

HOLIDAY

INPUT CONTROL

IRREGULAR PAYMENT PATTERN INDICATOR

LEAVERS and REINSTATEMENTS

LOANS and OTHER REDUCING BALANCES

MASTER FILE

MEMORANDUM ITEMS

NET PAY METHOD

N.I.

NORMAL HOURS

NUMERIC CODES

OVERTIME

P45

P46 STANDARD

P46(PEN) – see APPENDIX H – REAL TIME INFORMATION.

P46(EXPAT) – see APPENDIX H – REAL TIME INFORMATION

PASSPORT NUMBER

PAYROLL PARAMETERS

PAY TYPE

PENSIONS

PERCENTAGE CALCULATIONS - See Pensions above.

P.O.GIRO ACCOUNTS

PREVIOUS SALARY

REINSTATEMENTS - (see LEAVERS and REINSTATEMENTS)

REMINDER MESSAGE

SMP

SPECIAL OVERTIME RATE

SPLITTING NET PAY

SSP

STOPPING PAY

STUDENT LOANS

TAX CODES

TAX PERIOD OF NEXT PAYMENT

TAX REFUND WARNING

TEMPORARY ADJUSTMENTS

TIMESHEET

TRIVIAL COMMUTATION PAYMENT

UNPAID ABSENCE INDICATOR

VARIATIONS

SECTION 3 - THE OUTPUT DOCUMENTS

SECTION 4 - PROBLEM SOLVING

APPENDIX A - STATUTORY SICK PAY

APPENDIX B – STATUTORY MATERNITY / ADOPTION PAY

APPENDIX C – STATUTORY PATERNITY PAY / SHARED PARENTAL PAY

APPENDIX D - PENSIONS

APPENDIX E - ATTACHMENT of EARNINGS ORDERS (Court Orders)

APPENDIX H – REAL TIME INFORMATION

APPENDIX L - STUDENT LOAN DEDUCTIONS

APPENDIX Z - EOY – END OF YEAR PROCEDURE

SECTION 1 - USING THE MOOREPAY SYSTEM

HOW TO USE THIS USER GUIDE

This section is intended to give an overview of the use of the Moorepay system. The rest of the manual is for reference purposes:

Section 2 is a Glossary of options and facilities within the system.

Section 3 describes the Output Documents from the system in some detail.

Section 4 contains detailed Appendices dealing with background topics such as SMP.

The guide is here to be used should you have difficulty operating any part of the system is expected to answer most of your questions you may have regarding the payroll service.

Please read Section 1 to familiarise yourself with the general rules.

•If you have a query relating to your forms:

-Check the Guidance Sheet included with the Form

-Look up the topic in Section 2 - Glossary.

•If you have a query relating to output:

-Turn to Section 3 and refer to the output document concerned.

•If the query relates to an option or a facility within the system:

-Turn to Section 2 - Glossary and locate the topic alphabetically.

•If the query relates to someone being wrongly paid:

-Turn to Section 4 - Problem Solving.

•If you still require assistance contact your Moorepay team.

MOOREPAY PAYROLL TIMETABLE

Payrolls may be submitted to Moorepay on any working day. Input received by 1.00pm will be processed and despatched by close of business the same day. Data received after 1pm will be processed and despatched the following day.

WHAT WE DO AT THE PROCESSING SITE

When payroll input is received at the processing site it goes immediately to the Data Preparation Department. Our data entry operators key very fast and will key exactly what they see. Therefore it is your responsibility to submit correct data. To assist you with this we have applied input rules to help keep the process as simple as possible (see Presentation of Input).

Your company parameters (initially set up with your Moorepay implementer) are the bespoke parameters that your payroll processes against. If you need to amend your company parameters you must contact your Moorepay team at least five working days before the payroll input is submitted. This will ensure that the program changes are made and confirmed back to you before the input for the next payroll run.

WHAT YOU MUST CHECK WHEN YOU RECEIVE YOUR OUTPUT

Using the details in the box on the “header” page of your output check that you have all the documents in the bag

that it says have been printed. If anything is missing contact your Moorepay team immediately.

In addition you must also check that;

The tax period on your payroll copy is correct.
The Balance control sheet. The total brought-forward figures and the total carried-forward figures from your previous run should be identical. If you have transferred any employees, ensure that the transferred balances have been included in the ‘Amendment In’ column.
The‘input list and error report’ for comments relating to rejections and/or exceptional conditions and take the appropriate action.
Your own internal batch controls of values and quantities (if applicable) against the totals given on the Payroll Company Totals sheet.
The details for each New Employee by referring to the employee Record Card.
If you are using BACS, that the processing date on the BACS listing is correct and that the Company Bank details have not changed, if the details shown are incorrect contact your Moorepay team immediately.
Your BACS acceptance report provided by your company bank.

Please note: input forms sent to Moorepay are not returned with output documents, therefore you should retain a copy for audit purposes/official inspections.

PRESENTATION OF INPUT

Each separate payroll must be accompanied by a completed Moorepay Header placed on the top of all other input forms.If you have any queries relating to your input that you have been unable to resolve please contact your Moorepay team BEFORE submitting your payroll input.

Do not put notes on your payroll as the data goes straight into the data preparation department. Any hand written notes will cause your payroll to be referred to your Moorepay team and your payroll will not be processed until we can make contact with you.
Your payroll reference and the tax week/month number should be put at the bottom of each input form in the space provided.
All figures should be written clearly. All letters should be printed in capitals.
Negatives should be enclosed in brackets ( ) with a minus sign ‘‘-’’ preceding. E.g.: - (2730) Do not use dashes where there are no pounds or pence as they could be keyed as minus signs.
An entry of ‘0’ in a column is regarded as a change to zero.
If you wish to blank out an alpha field, a space needs to be entered: this is done by writing an upside-down triangle. Date deletions must be entered as ‘‘000000’’
Values are entered in WHOLE PENCE £100 is written as 10000
Decimal points must ONLY be used or written for fractions of a penny (or percentages).
Dates must always be entered as six numeric i.e. 23rd May 2012 is entered as 230512.
Descriptive codes must be written exactly as defined on your Permanent Amendments List and Temporary Adjustments List printed with your payroll each run. If a code has not been set up the processing of the payroll will reject the entry.

There can be confusion between 0, 1, 2 and 5 (numbers) and O, I, Z and S (letters). The numbers should always be written simply, the letters always have something added:

O has an oblique / through it;

I is topped and tailed;

Z has a dash ‘‘-’’ added to its waist;

S has a vertical line ‘‘|’’ added to look like a dollar.

Hours must be entered as hours and minutes on all input fields (unless the decimal hours option has been established for your company). Do not enter a decimal point.
Only ONE timesheet OR one line on the Timesheet and Temporary Adjustments form is allowed for each employee for each pay period. See Section 2 for the entry of HOLIDAY TIMESHEETS
Great care must be exercised when completing the forms to ensure that field sizes are not exceeded, and the correct format is used.

The forms are your only method of communicating your instructions. They have been designed to make your input as convenient and efficient as possible. Adhering to the above guidelines will assist with both the speed of input and the processing of your payroll.

INPUT FORMS

Use the URL link below to access the fully HMRC compliant Payroll Input Forms. These are saved in a PDF format and can be printed for use.

THE MOOREPAY HEADER

The Moorepay Header is a single sheet and instructs Moorepay to process your payroll. It is therefore required for each payroll input submission and your payroll will not be processed without it.

A Moorepay Header mustaccompany the input forms you are submitting one Header for each payrollreference. Its use is to quantify the data you are sending to Moorepay.

It must be completed to identify the Payroll Reference, Company Name and your Contact details(should we need to contact you). You can also use this document to:

Amend Department descriptions.
Add Action Codes such as the BACS processing date, Actual pay date and Contractual pay date.
Request any analyses

NEW EMPLOYEE – P45 or P46 STANDARD (STARTER DECLARATION)

This form is required for adding new employees, with standard P45 or P46 details. Once a new employee record is established it will remain unchanged until subsequent Permanent Amendments are made. It is necessary to allocate an employee number in the first instance (see Section 2 under EMPLOYEE NUMBER). Refer to the Employee Number Index returned with your last payroll output which shows all numbers currently in use including employees who have left. Use any number (of the correct length) that does not appear on this list. Please use the Guidance Sheet to ensure that you enter all HMRC mandatory fields denoted by an *. For additional information see Appendix H –Real Time Information.

NEW EMPLOYEE – P46 PEN AND P46 EXPAT

PERMANENT AMENDMENTS – P45 or P46 STANDARD (STARTER DECLARATION)

This form is to notify any permanent changes to an employee’s record such as tax code, change of salary and date of leaving etc. To ensure that you use the correct Permanent Amendment codes please refer to the Permanent Amendments List printed with your payroll output each period and the Guidance Sheet.

PERMANENT AMENDMENTS – P46 (PEN) or P46 (EXPAT)

CHANGE CODE LIST - ADDITIONAL NOTES

This is not a complete list of Permanent Amendment codes. An explanation of most codes may be found on the Instruction Sheet on the pad of forms. For those codes below, further information is provided here.

PAYMENTS

48 - Hourly rate - this must be entered as an HOURLY rate. Only enter a bolddecimal point only if decimals of a penny are required.

32 - Special overtime rate 1 - used to amend the hourly rate for overtime purposes on weekly andmonthly payrolls, where overtime hours are reported on thetimesheet.

39 - Tax period of next payment - (To postpone payment), maximum 53 for weekly payrolls, 12 formonthly, or 60 to permanently suspend. This field is normally setto ‘‘0’’ in the employee’s record, but the system will ‘‘switch it on’’when an employee goes on holiday. This ‘‘period of nextpayment’’ appears on the payroll as ‘‘SUSPENDED (nn)’’. Youcan amend it on to postpone payment, or enter ‘‘0’’ to clear it andbring the employee into the current payroll.

35 - Normal hours (contractual) - Enter hours and minutes per pay period.

40 - Salary per annum - the computer will divide the quoted annual salary by 12 or 52, andany remainder after division to whole pence will be lost.

49 - Period amount - entered as the period value, i.e. weekly or monthly value.

PENSIONS

73 - Pension scheme 1 numeric character - ‘‘1’’ for % schemes, or ‘‘2’’ for fixed amountschemes.

140 - Employee’s fixed amount - Value for Scheme 2 only.

141 - Employer’s fixed amount - Value for Scheme 2 only.

142 - AVC fixed amount - Value for Scheme 2 only.

143 - Employee’s % rate - % as NN.NN for Scheme 1 only.

144 - Employer’s % rate- % as NN.NN for Scheme 1 only.

145 - AVC % rate - % as NN.NN for Scheme 1 only.

935 - Employee Pension Contributions - to Date Balance.

936 - Employer Pension Contributions - to Date Balance.

937 - Employee AVC Contributions - to Date Balance.

STATUTORY

21- Request for N.I. Gross History -‘‘X’’ in column 3, for SSP purposes.

PROCESSINGVARIATIONS

93 - Basic pay periods - enter the number of normal pay weeks required.
95 - Tax periods - enter the number of weeks to be covered for taxation purposes.
96 - N.I. periods - enter the number of weeks to be covered for N.I. purposes.
98 - Regular additions - enter the number of week’s additions to be made.
99 - Regular deductions - enter the number of week’s deductions to be made.

Note: the Processing Variations above may be regarded as unusual entries, made under abnormal circumstances. Youmust seek advice from your Moorepay team before utilising these ‘‘variations’’.

TAILOREDAMENDMENTCODES

In addition to the system items of BASIC, BASHOL, O/T 1, O/T 2, SSP, SMP etc., there are further payments anddeductions where headings can be customised for your payroll. If a rate is entered into an employee’s record,the payment/deduction is classified as Permanent (‘regular’) and will be included on each processing run. Toamend the employee’s master file for one of these items, enter the employee number as usual, write the DescriptiveCode (or amendment number) in column (2), and the new rate in column (3). An amendment to ‘‘0’’ will cancelthe calculation. Period adjustments or temporary use can be achieved using the timesheet on those items indicatedbelow.

The Descriptive Codes below are the original system defaults.

ADDITIONS

181ADD1 Taxable addition.

182ADD2 Taxable addition.

183ADD3 Taxable addition.

184ADD4 Taxable addition.

185ADD5 Taxable addition.

190NETADJ Net adjustment addition.

738NIFREE Taxable, NI-free addition.

739TXFREE Non-taxable, NI’able addition.

DEDUCTIONS

150CHARTY Tax-allowable, increasing balance cleared at year-end.

151SAVING Net, increasing balance.

152LOAN (Period amount) Net, reducing balance, cancels when balance cleared.

153DED3 Net deduction, no balance.

154DED4 Net deduction, no balance.

155DED5 Net deduction, no balance.

156DED6 Net deduction, no balance.

157DED7 Net deduction, no balance.

158DED8 Net deduction, no balance.

159DED9 Net deduction, no balance.

352LOAN (Reducing Balance see 152 above.

TIMESHEET

Each payroll run generally requires notification of ‘temporary’ pay items (i.e. items for this run only). The Timesheet is used to notify details of hours worked, overtime hours or values, holiday details, and temporary additions and deductions, such as overtime (cash or hours), bonuses, etc.

Entries made via the Timesheet have no direct effect on the employee’s record (i.e. other than payment balances), unlike Permanent Amendments.

Only one line of entry per employee is permissible for weekly and monthly paid employees, unless variation ‘‘93’’ is submitted.

If a weekly employee goes on holiday, a single further timesheet must be submitted to cover the whole holiday period. See the Rules on Submission of Holiday Timesheets.

The layout of the timesheet is as follows:

Row (1)Weekly Payrolls: Basic Hours. If the employee does not have Normal Hours in their record or the employee has not worked a normal week, enter the number of basic hours to be paid, in hours and minutes. Enter 34 hours as 3400, or 29 hours and 45 minutes as 2945. Leave blank where the normal hours are to apply. If the employee is to receive no basic pay, you must enter a single ‘‘0’’ in this column. If no overtime hours are entered either, then any regular additions and deductions will be automatically suppressed. A payslip will be produced showing a tax refund if one is due.

Row (1) Monthly Payrolls: Basic Pay Over rider. If the employee’s basic for the month differs from the normal,enter the amount to be paid. If the employee is to receive no basic pay, you must enter a single ‘‘0’’ in this column.The payslip will be produced showing regular additions and deductions where applicable. See stopping pay the ‘zero timesheet’.

Row (2) Overtime hours at Time-and-a-half: enter any overtime at this rate in hours and minutes. An entry here willbe multiplied by the Special Overtime Rate, if present, in the employee’s record. Otherwise, the basic hourly ratewill be used. The rate used will then be multiplied by one-and-a-half.

Row (3) Overtime hours at Double Time: enter any overtime at this rate in hours and minutes. An entry here will bemultiplied by the Special Overtime Rate, if present, in the employee’s record. Otherwise, the basic hourly ratewill be used. The rate used will then be doubled.