Company setup

Modified on Fri, 21 Nov at 12:38 PM

Each database on iQ can hold more than just one Employer. These Employers, however, would need to be connected i.e., be within one group. Each Employer can have separate contact details, bank details, allowances, Auto Enrolment settings and separate payrolls.

To view Employer set up, go to Payroll on the menu bar, Payroll Setup and select Employer Setup

TABLE OF CONTENTS

Step 1 - About the Employer window
Step 2 - Main Details tab
Step 3 - Bank Details for HMRC tab
Step 4 - PAYE & Payrolls tab
Step 5 - Main Settings for Payrolls
Step 6 - Additional Settings tab
Step 7 - Payroll tax settings
Step 8 - Small Employer tab
Step 9 - AE Settings & Information tab
Step 10 - Allowances and Take On tab
Step 11 - Educational Details tab

Step 1 - About the Employer window

Click on the desired Employer Name

Step 2 - Main Details tab

This is the first of 7 tabs on this form.

Address is not mandatory however important for employee documents, such as P60s

Financial year details aren’t required but can be useful for reports based on the financial year

Equality commission for Northern Ireland is only completed if applicable - required for reports in Northern Ireland

Step 3 - Bank Details for HMRC tab

Bank details for HMRC are critically important for the purposes of paying HMRC. These are the bank details that will be used to pay over PAYE liabilities - which may be different from those used to pay employees.

BACS user ID is the client's SUN number that is connected to the BACS bureau number, enabling Cintra to submit BACS on clients' behalf.

Step 4 - PAYE & Payrolls tab

All PAYE schemes and associated payrolls appear on this screen.

In the top part, under PAYE Schemes:

RTI needs to be enabled for constant communication with HMRC for files to be sent every month and tax codes downloaded

Cessation date will only be used for payrolls that ceased

If a payroll is eligible for Employment Allowance, Industry Sector must be selected here

FBI locations on this page should only be used with multiple tax references

Step 5 - Main Settings for Payrolls

Select a payroll from the Payrolls associated with the selected PAYE Scheme to bring up basic rules in main settings

Displayed are Payment Periodicity (weekly, Fortnightly, Monthly, Lunar/Quarterly/Annual) and standard paydate - this paydate will never change - if different paydate applies in December, this will be selected at payment run output date (if changed at Employer level, it may cause issues with employees' tax credits).

Pay Period is a period the employees are paid for (not always 1st-31st)

Payment File Location - where BACS file will be saved

Bank details and BACS user ID selected on this screen will be used to pay employees

Pension Output Period might be based on Pay Reference Period, Pay Period or have a custom period

Within the Main Settings tab, you can also set up a general message to print on the payslips

Step 6 - Additional Settings tab

Within the Additional Settings tab, you can view Salary and Pro Rata details, Benefits and their offset settings when occupational payments are being made, Holiday Pay Rate Calculations, and Default Work Pattern

All payroll calculations will be based on the Pro-Rata Settings. It is imperative these are not changed as the system will backdate any corrections to the beginning of previous tax year

For employees on parental leave, parental payments can be paid in full weeks or till the end of period - default set on Additional Settings tab.

Step 7 - Payroll tax settings

Within the Payroll Task Settings tab, a checklist for payroller can be set up to ensure all tasks are completed in the desired order - it is to help with the work flow but is not required

Step 8 - Small Employer tab

For companies that qualify (i.e., whose Class 1 NIC payments for previous year were below the threshold) Small Employer Relief setting will enable them to claim 103% of statutory parental payments. This must be set up each year and include the Class 1NIC total for previous tax year.

Step 9 - AE Settings & Information tab

Within the AE Settings & Information tab, you can find the following:

Auto Enrolment - Key Staging and Re-enrolment Dates - the system will then remind you when re-enrolment is due as long as the dates are in place - these are not auto-input
Pension Regulator Registration Details
Pension Administrator Details - usually the main contact on the employer side
Pension Scheme Reference that refers to the set up Pension Scheme - this will then appear on the pension file that is uploaded onto pension provider's site

Step 10 - Allowances and Take On tab

Within the Allowances and Take On tab, the Apprenticeship Levy (AL) Allowance and Employment Allowance across the company’s PAYE schemes are held

The AL Allowance will be offset against any AL due for a scheme. For more information, see How do I allocate the apprenticeship levy?
If the payroll is eligible for Employment Allowance, the annual National Insurance liability can be reduced by allocating Employment Allowance to PAYE Schemes (amount of allowance is confirmed by the Government each year). For more information, see How do I allocate employment allowance to PAYE schemes?

Allowances need to be added at the beginning of each tax year.

Should PAYE Scheme suffer CIS deductions, these can be added on this screen.

Step 11 - Educational Details tab

Within the Educational Details tab, you can set up Education and/or Further Education details for the payroll including the Establishment Number and Type.

Education details to be populated if applicable when using teachers pension scheme (MCR)

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