Complete step-by-step process for payroll officers

Before You Start

⚠️ CRITICAL: Wait for Bundle Update Do not start any End of Year processes until ZonePayroll notifies you that your bundle has been updated to the latest release. Starting too early will cause errors.

What This Guide Covers: The UK tax year runs from April 6th to April 5th. This guide walks you through closing out the old tax year and preparing for the new one using ZonePayroll.

Key Deadlines:

• April 19th: Submit final EPS
• May 31st: Issue P60s to employees
• July 6th: Submit P11D forms
• July 22nd: Pay Class 1A National Insurance

Phase 1: Pre-End of Year Checks (Before April 5th)

Complete Your Pre-Finalize Checklist

Before starting any End of Year process, verify these items are complete:

✅ All Pay Runs Completed Every employee has been paid for the final pay period of the tax year.

✅ All FPS Submissions Successful Every Full Payment Submission shows "successful" status in ZonePayroll.

✅ No Pending HMRC Submissions All submissions to HMRC have been processed and confirmed.

🔍 How to Check:

1. Review your final pay run of the tax year
2. Check each FPS shows successful Gov Talk Message
3. Resolve any failed or pending submissions before continuing

Directors' National Insurance Note: If your final pay run includes company directors, their National Insurance may be calculated differently. This is normal - the system handles this automatically.

Making Corrections Later: If you discover errors after April 19th, you can still fix them:

• Prior Year FPS: Correct any pay period (available for all periods)
• Prior Year EPS: Update employer-level values (Month 12 only)

Phase 2: Submit Final EPS (Due April 19th)

When You Need to Submit an EPS

Submit a final Employer Payment Summary if you:

• Claim Employment Allowance
• Reclaim statutory payments (SSP, SMP, etc.)
• Report Apprenticeship Levy
• Have Construction Industry Scheme deductions
• Your business ceased trading

Step 1: Start Your EPS

Navigation Path: Go to your final pay run → Click "Initiate EPS"

Alternative: From the FPS screen → Click "Create EPS"

If Already Created: Click "View EPS"

Step 2: Review Your EPS Data

You'll see a screen with several important sections to check:

✅ Check "Is Final" Box This should be automatically ticked for Month 12 EPS. If not, tick it manually.

✅ Employment Allowance If you're eligible, ensure this is checked. Need help? Check HMRC eligibility guidance.

✅ Statutory Recoverable Amounts System calculates this from payslips in the tax period. Review the amounts shown.

✅ Year-to-Date Totals System adds up amounts from current and previous EPSs. Verify these look correct.

Important Tabs to Check:

• Statutory Payments: Shows statutory payments for this period
• Payslips: Lists which payslips are included in calculations
• Payrun FPS: Confirms all payruns have successful FPS submissions

🔍 Verification Step: Before submitting, ensure ALL payruns show successful Gov Talk Messages in the Payrun FPS tab.

Step 3: Submit to HMRC

Submit Process:

1. Click "Submit" - Sends your EPS to HMRC for validation
2. Click "Poll" - Checks the outcome (may take time during busy periods)
3. Look for "Submission Complete" message similar to this screenshot

⏰ Deadline Reminder: Complete EPS submission by April 19th

Phase 3: Generate P60s (Due May 31st)

What Are P60s?

P60s summarize each employee's total pay, tax, and National Insurance for the entire tax year. You must provide them to:

• All employees working on April 5th (last day of tax year)
• Deemed employees under IR35 rules

Step 1: Start P60 Generation

Navigation Path: Payroll Administration → United Kingdom → EOY : Summary (P60) → New

Complete These Fields:

• Tax Year Ending: Enter 2025 for the 2024-25 tax year
• Subsidiary: Select if using One World Account
• Company Name: Auto-fills from your setup
• Employer PAYE Reference: Auto-fills from your setup
• Employer Address: Auto-fills (set this up in payroll configuration if blank)

Click Save

Step 2: Review Employee Data

After saving, ZonePayroll creates employee summaries from the tax year payslips.

What You'll See:

• List of employees to receive P60s
• Individual employee summary records
• Scheduled process status

Check Individual Records: Click on any employee ID to review their details and verify information looks correct.

Step 3: Generate P60 Forms

Click "Generate P60 Forms"

The system schedules PDF generation. This may take a few minutes.

📸 SCREENSHOT NEEDED: Show the "Generate P60 Forms" button and any status messages

Step 4: Review Your P60s

Download and Check: Click the P60 PDF download link to review all generated forms.

Important Things to Verify:

• Personal details and addresses are correct
• New starters show previous employment details
• National Insurance totals are accurate
• Statutory payments display correctly
• Student Loans appear if applicable

📸 SCREENSHOT NEEDED: Show a sample P60 with callouts highlighting the key areas to check

Need Changes? Click "Rollback" to undo and make corrections.

Step 5: Distribute P60s

Click "Approve & Distribute" to finalize the P60s.

Distribution Options:

📧 Email to Employees:

1. Click "Email P60 Documents"
2. Select employees to email
3. Review email addresses
4. Click Send

🖨️ Print for Employees: Download the P60 PDF file and print copies for physical distribution.

💻 Employee Self Service: P60s automatically appear in employee portals for download.

⏰ Deadline Reminder: Employees must receive P60s by May 31st

Phase 4: Handle Expenses & Benefits (Due July 6th)

When You Need P11D Forms

Submit P11D forms if you provided employees with:

• Company cars or fuel
• Private medical insurance
• Accommodation
• Other taxable benefits

Who Needs P11Ds:

• Employees earning over £8,500 who received benefits
• All directors who received benefits (regardless of earnings)

Option A: Manual/Per Employee P11D Creation (Small Numbers)

Navigation Path: Payroll Administration → United Kingdom → EXB : P11D Detail List → New

Select the employee you want to create a P11 for > Click Save

Steps:

1. Select Benefit Type (e.g., Private Medical, Company Car)
2. Complete Details:
   • Employee name
   • Benefit sub-type
   • Tax year
   • Cost/Market value
   • Amount made good by employee
   • Cash equivalent value
3. Save - This creates the P11D summary record
4. Add More Benefits by clicking additional benefit types
5. Repeat for each employee needing P11Ds

Navigation Path: Payroll Administration → United Kingdom → EOY : Expenses and Benefits (P11DB) List → New

Setup Steps:

1. Select PAYE Scheme
2. Select Tax Year Ending
3. Save

Optional:

1. select a status to make it easier to track your internal processes
2. schedule an action e.g sending P11 via email

Link Your Benefits

Import Payrolled Benefits: Click "Import P11D/Details From Payroll" - imports benefits processed through payroll

Link Manual P11Ds: Click "Link P11D and/or Details" - connects manually created P11D records

Generate and Submit

Generate PDFs:

1. Click "Generate PDFs" - creates forms for employees with non-payrolled benefits only
2. Review by downloading the P11D PDF file
3. Make final changes if needed
4. Click "Refresh PDFs" if you made changes

Distribute to Employees: Click "Distribute PDFs" - makes P11Ds available in Employee Self Service

Email P11Ds: Click "Email PDFs" for employees set to receive emails

Submit to HMRC:

1. Click "Submit to HMRC"
2. Click "Poll HMRC" to confirm successful submission

Pay Class 1A National Insurance: Payment due by July 22nd (19th if paying by cheque)

⏰ Deadline Reminder: Submit P11D forms by July 6th

Option 2: Bulk P11D Import via CSV (Recommended! Large Numbers)

When to Use: If you have many P11D details to create, CSV import is much faster than manual entry.

Before You Start:

1. Download the P11D import template
2. Complete the required sheets - each sheet is for a specific P11D benefit type
3. Save ‼️each sheet‼️ as individual CSV files - you'll import each P11D type separately

Import Process:

Navigation Path: Payroll Administration → Payroll Setup → Import CSV Records

Setup Steps:

1. Import Type = Custom Records
2. Record Type = P11D Detail
3. Select your CSV file to import
4. Click Next

Import Configuration:

5. Data Handling = ADD

6. Open Advanced

7. Tick "Log System Notes for Custom Fields"

8. Select P11D Type from dropdown (e.g., "F - Cars and Fuel")

9. Tick "Run Server SuiteScript and Trigger Workflows"

10. Click Next

Field Mapping:

11. Review automatic mapping - CSV headings should match NetSuite fields

12. Employee mapping options: - Employee name (default) - External ID - Internal ID

**💡 Tip:** If using ID mapping, click the edit pencil icon next to employee field and set to Internal or External ID

13. Click Next
14. Enter import name for future use (e.g., "P11D Import - F Cars and Fuel")

On the Next (Import Naming) Screen

15. Save and Run
16. Check import status - confirm all records imported successfully
17. Review created P11D details: Navigate to Payroll Administration → UK Reports → P11D Detail
18. Repeat process for other P11D benefit types

You will see a success message!

Amend P11Ds

Navigate to Payroll Administration > United Kingdom > EOY : Expenses and Benefits (P11DB) List > New

1. Select the desired report via view/edit
2. Follow the steps described above to amend

💡 Tip: Use the status option to ensure everyone knows the amended status

Phase 5: Prepare New Tax Year (From April 6th)

Setup Tax Periods

⚠️ Important: Don't run Tax Code Uplift until notified of your account update.

You can prepare the new tax year even while completing End of Year processes.

Step 1: Setup Accounting Periods

Navigation Path: Setup → Accounting → Manage Accounting Periods

💡Tip: Role: You need to be logged in as Administrator to access the accounting periods! Switch your role if necessary!

Steps:

1. Click "Setup Full Year"
2. Enter Fiscal Year End (appropriate year)
3. Save

Step 2: Setup Tax Periods

Navigation Path: Setup → Accounting → Manage Tax Periods

Steps:

1. Click "Setup Full Year"
2. Enter Fiscal Year End
3. Save

Step 3: Tax Code Uplift

2025/26 Tax Year Rates: No changes to personal allowance, so:

• L codes: add 0
• M codes: add 0
• N codes: add 0

Navigation Path: Payroll Administration → UK Reports → RTI Manager

Run Tax Code Uplift:

1. Select Subsidiary
2. Select Tax Year Ending
3. Click "Tax Code Uplift"

Review and Update: You'll see a list of employees with:

• Current tax code
• Last tax code used
• Proposed action
• New tax code

The system automatically selects employees who need updates. You can:

• Accept automatic selections (recommended)
• Override manually by ticking "Update?" and entering a tax code
• Click "Update" to apply changes

P9 Notifications: If you have HMRC DPS configured, P9 notifications are automatically included.

Step 4: Verify DPS (If Applicable)

Navigation Path: Payroll Administration → United Kingdom → Employee DPS Notifications

Steps:

1. Tick "Include Recently Updated?"
2. Check notices applied have the most recent Issued Date
3. Apply only the most recent notices

You're Ready! Once tax code uplift completes, you can process your first payroll of the new tax year.

Troubleshooting Common Issues

"I Need to Make Corrections After April 19th"

Solution: Use Prior Year submissions:

• Prior Year FPS: Fix any pay period errors
• Prior Year EPS: Update employer-level values (Month 12 only)

"Employee Missing from P60 List"

Solution: Check they were employed on April 5th. If yes, use "Rollback" and regenerate.

"Class 1A NICS Figure Not Showing"

Solution: Edit any P11D detail (make no changes), then Save. This refreshes the calculation.

"Tax Code Uplift Not Working"

Solution: Verify your account has been updated to the newest version before running.

Quick Reference Timeline

Need Help?

ZonePayroll Support: Submit a support ticket with:

• Your PAYE reference number
• Specific issue description
• Deadline you're working towards
• Screenshots of any errors

HMRC Resources:

• Phone: 0300 200 3200
• Online: gov.uk/log-in-register-hmrc-online-services

🆘 Emergency: If you're close to a deadline, mark your support ticket as urgent and include your deadline date!