PAYE20116 - Employer records: set up employer record: EXAM scheme - examination fees (Action Guide)

When you become aware that the need arises to set up an employer record for an EXAM scheme type, follow steps 1 - 9 below.

Notes:

1.	Any employer or agent who telephone the PAYE Employer 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 PAYE Employer Office

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 action	Steps 1 - 2
Set up employer record	Steps 3 - 4
Long name	Steps 5 - 7
Clerical action	Step 8
New employer pack and reference notification letter	Step 9

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 provides full details of the information needed
2.	Satisfy yourself this type of scheme is required. More detailed advice is available at PAYE20020

3.	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 complete (as a minimum requirement) 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
4.	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’s name is too long to fit the maximum space available in Function EMPLOYER SET UP an abbreviation must be shown
5.	Contact the employer to agree the abbreviated name to use
	Enter the abbreviated name on the screen
6.	Select the field (box) Employer’s Name has been abbreviated in Function EMPLOYER SET UP
7.	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 take the following action
8.	Use Function EMPLOYER NOTES to record your actions and place the post in the employer record pad

9.	You do not need to take any action to issue a new employer pack and reference notification letter for new employer records that are set up with an EXAM 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 ‘New Employer Packs’ And then
	Scroll to the new employer pack for this scheme type

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