PAYE20086 - employer records: set up employer record: DOME scheme – domestic (simplified deduction scheme) (Action Guide)


When you become aware that the need arises to set up an employer record with a DOME (Domestic) scheme type follow steps 1 - 12 below.

Notes:

  1. Any employer or agent who telephone the Processing Office should be asked to contact the New Employer Helpline at NESI by either
  • A telephone call to NESI on 0845 60 70 143

Or

  • Sending their new employer details to NESI through the New Employer Helpline email facility
  1. Any written notification received, either by post or by fax, must be dealt with at the Processing Office

  2. All requests you receive from the Payroll Agent Nannytax to set up an employer record must be created using the Lothians Area Responsible Office ID (284601)

Setting up new employer records is a priority. Action should be taken within 2 days of notification that a new record is required.

The guide is presented as follows

Initial actionSteps 1 - 3
Set up employer recordSteps 4 - 5
Long nameSteps 6 - 8
Clerical actionSteps 9 - 10
Review of Work ListStep 11
Employer starter packStep 12


For details of how to access any of the Employer Business Service functions use the [Index of Functions] button on the left of the screen.

Initial action

  1. Collect and review all the information provided. PAYE20040 gives full details of the information needed

  2. Satisfy yourself this type of scheme type is required. More detailed advice is given at PAYE20020

  3. In cases of doubt telephone the employer to request any further information required to enable you to make an immediate decision
  • Where you are unable to contact the employer by telephone forward a blank form P16A with a covering letter to the employer by first class post

Set up employer record

  1. Use Function EMPLOYER SET UP to create a new employer record

The function has been designed to follow a logical sequence and will not allow you to move on until all the mandatory fields have been completed.
The fields you must (as a minimum requirement) complete are

  • Employer Name
  • Business Address (by selecting the [Search] button to use Function ADDRESS SEARCH to trace and store an address in this protected field)
  • Nature of Business
  • Trade Prefix
  • Trade Classification
  • Scheme Type
  • Scheme Start Date
  • Responsible Office

However, you must record all relevant information held relating to the new employer to ensure that the employer record is as complete as possible. For further guidance see PAYE20040

  1. Make a note of the computer generated employer and Accounts Office reference

Note: When a new scheme has been set up on EBS you must ensure that a record has been created on BROCS before you proceed with any other action, such as COYO, dormancy and so on. This will normally be the next working day but may sometimes be longer

Long name

If the employer name is too long to fit the maximum space available in Function EMPLOYER SET UP an abbreviation must be shown

  1. Contact the employer to agree the abbreviation to use
  • Enter the abbreviated name on the screen
  1. Select the field (box) where the Employers Name has been abbreviated in Function EMPLOYER SET UP

  2. Send a memo to Banking Operations to
  • State the office number, Accounts Office / PAYE employer references
  • Inform them that the abbreviated name signal has been set
  • State the full employer name

Clerical action

For each new employer record that is set up with a DOME scheme type take the following action

  1. Prepare deduction card P12 and pass the card to the PAYE section asking them to complete and return it immediately. And

  2. Issue the completed P12 card by first class post to the employer

Review of Work List

  1. Use Function WORKLISTS to
  • Delete the work item when all necessary action has been taken


Or

  • Note the work item ‘Working’ if you are waiting for any outstanding information

Employer starter pack

If an employer record with a DOME scheme type has been set up by a method other than by staff at the NESI Helpline for new employers


  1. The Employer unit must
  • Complete the NESI New Employer stencil. See PAYE20055 for more information


And then

  • Fax the completed stencil to the NESI Helpline on 01355 358112

NESI will issue the new scheme letter to notify the local authority of the new employer and Accounts Office reference

No further action regarding the starter pack is required for this scheme type. To see what literature is issued automatically


  • Select the [Index of Forms] button on the left of the screen to access the Forms Index
  • In the Forms Index select ‘Starter Packs’

And then

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