PAYE21176 - employer records: maintain employer record: maintain payroll and correspondence details (Action Guide)

To update payroll and correspondence details in the following circumstances, follow steps 1 - 11 below

An employer or contractor has appointed a person or body to operate PAYE on their behalf

Or

An employer has nominated an address to which all correspondence is to be issued

This Guide is presented as follows

Early Morning Output	Step 1
Any other correspondence	Step 2
Payroll & correspondence details withdrawn	Steps 3 - 5
In all cases	Steps 6 - 7
Magnetic media employer	Steps 8 - 9
Business address abroad	Steps 10 - 11

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.

Early Morning Output

Follow the procedures in the Action Guide ‘Employer Corres Name / Address Notification’ PAYE24041

Any other correspondence

Use Function AMEND EMPLOYER SUMMARY and access the PAYROLL & CORRESPONDENCE screen

Select the [Search] button to access Function ADDRESS SEARCH to search for the new address

Where an address is successfully matched select the [OK] button to store the new payroll correspondence address on the employer record
If the address is not found enter the new payroll correspondence address manually and select the [OK] button to store the new payroll correspondence address on the employer record

Notes:

An entry must always be made in the Address field. However it may not be necessary to complete the Name field, for example, the employer may want correspondence to be sent to his home address
All correspondence for this employer will now be sent to the address shown
If the correspondence address is also the address of the agent and a 64-8 is held ensure you select the Agent box in the ‘Address is Also’ field

Payroll & correspondence details withdrawn

If you are advised that an employer no longer has a different payroll correspondence address and wishes all correspondence now to be sent to the business address

Use Function AMEND PAYROLL AND CORRESPONDENCE DETAILS to remove the tick from the Agent tick box in the ‘Address is Also’ field
Use Function AMEND EMPLOYER SUMMARY to

Select the Correspondence Address box in the ‘Address is Also’ field

The computer will now recognise the business address as the correspondence address and automatically delete details previously held

Enter any contact name at the business address in the Employer Contacts fields

Use Function AMEND EMPLOYER NOTES to review and update notes relating to correspondence address changes

In all cases

Where the change of address details have been received from the Debt Management Office or Banking Operations

Use Function VIEW BROCS to check

Format 1 for any live sub accounts
Format 5 to ascertain whether the live sub accounts are shown as WTD and noted ‘change of address’

For any sub accounts that are WTD and noted ‘change of address’

Use Function AMEND EMPLOYER INDICATORS to set the INSTIND(1) signal

And

Advise the Debt Management Office of the actions you have taken

Magnetic media employer

In addition to following steps 1 - 6 you will need to take the following action where the employer has entered the Magnetic Media scheme

Ask the employer to complete a Notification of Changes form (Appendix D in MT1 Specification) and return it to you. Advise the employer how to obtain a copy of the technical specification online from the HMRC Internet site
On receipt of the completed form forward it to the appropriate Data Centre and use Function AMEND EMPLOYER NOTES to record your actions

Where you have been advised of a new payroll correspondence address and the business address is noted as abroad, you will be prevented from entering the payroll correspondence address in the usual way. In these circumstances you must

Use Function AMEND EMPLOYER SUMMARY to manually enter the payroll / correspondence name and address as a C/O address in the Business Address field

While amending the address details use Function ADDRESS SEARCH to remove the Abroad indicator

Use Function AMEND EMPLOYER NOTES to enter 'Business Address is abroad and therefore the payroll / correspondence address is shown in the Business Address field'

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