Access Payroll follows HMRC legislation when calculating an employee's tax and NI. If an employee's figures are incorrect, review the following sections to ensure there are no discrepancies in the employee's data.
Pay elements
To check if the employees' pay elements have PAYE and NI selected, follow the steps below.
Click System, and then click Pay Elements.
Find and select the required pay element.
Click the Summary tab.
Ensure the PAYE and NI checkboxes are selected accordingly.
Repeat steps 2 to 4 for each required pay element.
If required, you can edit a pay element to include the options needed.
P45 or P6
To check if the employee has the correct P45 or P6 information entered, follow the steps below.
📌Note: P6 figures will override P45 information that has been entered.
Click Employees, and then click Records.
Find the required employee and click View Record
.Click the Previous Employment tab.
If P45 information is present, click Edit.
Select the checkbox, P45 relates to current year.
Click Save.
Click the Government tab.
If P6 information has been entered, click Edit.
Select the checkbox, Use P6 pay and tax figures.
Click Save.
Tax code
To check the employee's tax code, follow the steps below.
Click Employees, and then click Records.
Find the required employee and click View Record
.Click the Government tab.
Ensure the tax code field is correct.
Week1/Month1
To check the employee's week 1 month 1 status, follow the steps below.
Click Employees, and then click Records.
Find the required employee and click View Record
.Click the Government tab.
Click Edit, and select or deselect the W1/M1 checkbox.
Click Save.
Once you have confirmed the employee's information is correct, use HMRC's calculator to confirm the employee's tax or NI calculations.
Director
📌Note: Access Payroll doesn't process adjustments to directors' NI; it will cause discrepancies.
If a director's NI is incorrect at the end of the tax year, it is most commonly caused by incorrectly entering the earnings periods when converting the employee to a director. In this instance, we advise processing year end as normal, and then, when available, submitting a PYU to correct the director's year-to-date figures.