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

1.

Any employer or agent who telephone the Processing Office should be asked to contact the New Employer Helpline at East Kilbride by either

• A telephone call on 0845 60 70 143

Or

• Sending their new employer details to the New Employer Helpline through their email facility

2.

Any written notification received, either by post or by fax, must be dealt with at the Processing Office

3.

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 (This text has been withheld because of exemptions in the Freedom of Information Act 2000) 

1.

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

2.

Satisfy yourself this type of scheme 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

4.

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 

5.

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

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

6.

Contact the employer to agree the abbreviation to use

• Enter the abbreviated name on the screen

7.

Select the field (box) where the Employers Name has been abbreviated in Function EMPLOYER SET UP

8.

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

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

9.

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

10.

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

11.

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

12.

You do not need to take any action to issue a starter pack and reference notification letter for new employer records that are set up with a DOME scheme type as EBS will automatically issue them.

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

• Scroll to the starter pack for this scheme type