The data that is to appear on the FPS is automatically generated by FastTrack360 at pay batch close which means there will be a minimum of 1 FPS per pay batch.
As the employer’s PAYE Reference is stored on the Pay Company, if there are payees in different pay companies but are in the same pay group, FastTrack360 will automatically generate an FPS per PAYE Reference, per pay company, per pay group.
To make it easier for payroll and FPS reconciliation it is recommended that when implementing payroll in FastTrack360, there are separate pay groups for each pay company.
Data that is included in the FPS is anything that the HMRC needs to be aware of. A payee will appear on the FPS where at least one of the following conditions are met. If a payee is included in a pay batch but does not meet any of the conditions mentioned, the payee will not be output on the FPS data:
Taxable pay is not zero.
Gross pay is not zero.
NIable pay is not zero.
Net pay is not zero.
Employer NI adjustment exists.
Termination date exists and a P45 has not been generated.
Payee Year to Date figures have been updated. Note, that if the payee’s Year to Date figures have been updated for a previous tax year, an adjustment batch must be generated for the final tax period of the tax year it related to send the adjustment to the HMRC.
Warning:
If you are updating year to date figures, even if they do not have any pay due, the payee must appear in a pay batch. All FPS data is generated at the pay batch close. If they are not in the pay batch meeting the above conditions, the payee will not be output on the FPS.
Updating Prior Tax Year to Date Figures
If you have the circumstance of needing to update a previous tax year to date figures for a payee, an FPS for the previous tax year will need generating. If the update is prior to 2019/2020 tax year, this will need to be completed via an EYU and this can be achieved via the HMRC EYU facility. FastTrack360 can only submit from 2019/2020 tax year.
How to generate an FPS for an earlier tax year update | ||
If you do not have the relevant payee record open on in the Payee Entry screen, use the Payroll > Payee > Payee Maintenance screen to search for and open the relevant payee record. | ||
2. | Go to the Year to Date Figures section and click the Edit button against the prior tax year. |  |
3. | Adjust the required year to date figures. Click Save. A message will display:  Click OK to close the message. | |
4. | Go to Payroll > Pay Batch and add an adjustment batch. | |
5. | In the Search criteria, check the option Include Payees with Earlier Tax Year to Date Adjustments Only. When the pay group has been selected, this will then display adjustment periods for the last pay period in the tax year. | |
6. | Select the required Adjustment Pay Period. | |
7. | Only those payees that have had their year to date figures updated will appear in the pay batch. Process the pay batch through to pay batch close to generate the FPS. You do not need to add any adjustments at any point during the pay batch process unless needed as the whole purpose is to just send through updated year to date values. | |