Viewing and Editing Year to Date Figures

The Year to Date Figures section is where certain statutory year to date figures can be viewed and maintained. For each tax year that the payee is employed within, the figures will be available. The year to date values are updated by the application after each pay batch close.

When a new payee record is saved, this generates a row of data for the current tax year associated with the the pay group that the payee has been assigned to. Scroll to the Year to Date Summary section in the payee record. A row will be displayed if the payee record has been saved. An example is shown below. Click on the Edit button to view/edit the tax year figures.

How to Edit Current Year to Date Figures

To edit the year to date values for the current tax year, follow the procedure below.

How to Edit Current Year to Date Figures
	Click the Edit button against the tax year. If the payee is in an open pay batch, the figures are not editable until the pay batch is closed or cancelled.
2.	Update the required values with the year to date value needed prior to running the next pay batch as the pay batch will update the year to date values once the pay batch has been closed. The following fields are non-editable: The Taxable Pay YTD and Tax YTD fields are non-editable. This is because they are a sum of the This Employment YTD and P45 Previous figures. NI Category is non editable as the figures relate to the category. Please take care when updating the year to date values, as these changes will affect a payee's tax and National Insurance deductions. The year to date figures are also submitted to the HMRC on the FPS and so the HMRC will use the figures supplied.
3.	If an NI Category and associated figures needs to be added, click Add +. Select the required NI category and enter the year to date values as required. If an NI Category does not need adding, skip this step.
4.	Click Save. A confirmation message will be displayed to indicate the changes have been saved successfully.
5.	The payee must be included in a pay batch to notify the HMRC of the update to the year to date figures. Therefore, even if they do not have any pay for the next pay batch, they must be processed through a pay batch with zero figures. If the payee has been terminated and the YTD figures have been amended, an adjustment batch must be generated for the period they terminated to include the adjusted YTD figures.

How to Edit a Prior Tax Year, Year to Date Figures

Should it be necessary to update a payee's year to date figures for a previous tax year, the HMRC will require to be notified of the update. This used to be done on an Earlier Year Update but the HMRC now accepts an update to the FPS for the previous tax year.

To edit the year to date values for a prior tax year, follow the procedure below.

How to Edit Previous Year to Date Figures
	Click the Edit button against the previous tax year. If the payee is in an open pay batch, the figures are not editable until the pay batch is closed or cancelled.
	Update the required values with the year to date value needed prior to running the next pay batch as the pay batch will update the year to date values once the pay batch has been closed. The following fields are non-editable: The Taxable Pay YTD and Tax YTD fields are non-editable. This is because they are a sum of the This Employment YTD and P45 Previous figures. NI Category is non editable as the figures relate to the category.
	If an NI Category and associated figures needs to be added, click Add +. Select the required NI category and enter the year to date values as required. If an NI Category does not need adding, skip this step.
	Click Save. The following message will be displayed: To notify the HMRC of the update to the previous year's figures, an FPS must be generated for the final period of the tax year and to do that, an adjustment batch will need to be created. If you are refunding a pension contribution due to an opt out, any prior year employee contribution will need to be manually added to the current period pay batch as a non taxable and non NIable pay item. The system will not automatically refund the contribution for a prior year. Click OK to continue.
	Go to Payroll >Pay Process > Pay Batch. Click Add +. The Pay Wizard – Create Batch screen opens.
	Change the Normal Batch option to Adjustment Batch. Additional check boxes and an Adjustment Pay Period* table appears at the bottom of the screen.*
	Where you are creating an adjustment batch to pick up changes for an earlier tax year, check the checkbox against the label Include Payees with Earlier Tax Year to Date Adjustments Only.
	In the Pay Group field, enter your pay group name and click Search. The pay groups matching the name you specified are listed on the screen.
	In the list of pay groups, select the relevant pay group by clicking on it. The pay group is selected and a list of the final periods that have been processed in the system. Select the required tax year period. If an adjustment to a tax year is prior to when payroll was processed in FastTrack360, you will need to submit an Earlier Year Update in the tool provided by the HMRC.
10.	In the Payment Date field, click select the current date. This date will not be used in the FPS as it will use the Normal Paydate on the Pay Group period settings for the relevant period.
11.	Only payees that have had an adjustment made to their YTD figures will be shown in the pay batch. The pay batch will immediately be positioned at the Review stage. To view the year to date data, click on the payee to view the stages. If amending a payee who has terminated in the year, their termination date will not display at the termination stage but will be included in the FPS.
12.	Close the pay batch. An FPS will be generated ready for submission to the HMRC in the HMRC Message Portal.