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RTI submissions health check

Created on  | Last modified on 

Summary

Sage Instant Payroll is designed to make RTI submissions quickly and easily as part of your normal payroll routine, check your software is sending the most up to date information to HMRC.

Description

It's very important that you make these submissions at the correct time, contain the right information and are received by HMRC successfully.

To help you check this, we've put together this useful guide. By regularly checking these simple steps, you can be safe in the knowledge that HMRC hold your most up to date payroll information.

Resolution

Check your submission details

The first thing you should check is that all of the HMRC details you use to submit your payroll information are correct, let's do that now:

  1. Click Employer then click Maintain employer details.
  2. Click the HMRC Details tab.
  3. Check the Employer PAYE Reference and Accounts Office Ref.
  4. If required, make any changes, then click Save details.
  5. Click Close Employer Details screen.
  6. Click RTI Submissions then click Submission Settings.
    The User ID and Password are your login credentials for the HMRC Government Gateway. If you're unsure what your details are, contact HMRC.
  7. In the Employer section, check the Employer Name and Employer PAYE Reference.
  8. In the Contact Details section, check the details are for the person registered with the Government Gateway.
  9. Click Save details then click Close Submission Settings screen.

Check your submission values

The most important and common submission you make for RTI is the FPS. You must submit this every time you pay your employees and it's important that you submit it on or before the date the employees actually receive their pay.

If you submit after this date, you must enter a reason as to why it's late and you may receive a penalty from HMRC. Read more >

As well as sending your information on time, it's important that what you're actually sending is correct. This means you won't need to reprocess and resubmit information at a later date.

  1. Click RTI Submissions then Submissions Log.
    TIP: If you didn't print the FPS Important information when making your submission, you can print it from here instead. 
  2. Select the FPS you want to view, click Details.
  3. Click More Details.

From here you can access the FPS viewer, run the relevant reports and see answers to common questions.

Check your submissions are successful

Every time you make a submission to HMRC through Sage Instant Payroll, it checks for a response from the Government Gateway to say whether or not the submission was successful.

If the Government Gateway is busy, it may take some time to receive a response. Using the Check again later option, you can continue working and leave the submission running in the background. You can then collect your response at a later date. Read more >

If the submission is successful, you get a message notifying you of this and you have the option to view and print the submission log. To do this, select the Click here option.

NOTE: We strongly recommend that you view the submission log and make a note of the correlation ID. This is the confirmation that your submission was made successfully and you can use it to help refer to a specific submission when speaking to HMRC.

If the submission was unsuccessful, select the Click here option to see why the submission failed. Read more >

Check for the email confirmation from HMRC

When you make a submission to the Government Gateway, a confirmation email is automatically generated and sent to you. The email is sent to the email address you registered on your Government Gateway account.

When you receive this email, we recommend you save this for future reference. If you don't receive an email, you should first check your junk or spam folders to see if it's been automatically moved. If you still don't receive an email, and you have a correlation ID as mentioned in step 3 above, you should contact HMRC on 0300 200 3200.

Check the values on your Government Gateway account

We recommend that you regularly log in to your Government Gateway account and check your values. HMRC have an online PAYE Liabilities & Payments Viewer that you can use to check your own account to see what is due and what payments you've made.

To access this Viewer, log in to HMRC online services and check the amount due.

HMRC update the Viewer twice a month, on the 6th and the 19th of each month, so it may not show the most up-to-date information that you've submitted or payments made.

If you've any concerns about the values shown, or are unsure whether a submission has been made, you need to contact the HMRC employer helpline on 0300 200 3200.