PAYE30018 - employer records: movement of an employer record: movement of employer record rejected (Action Guide)


If the Processing Centre return the completed Employer & Taxpayer Records stencil to you with a Stencil Rejection List to explain why they are unable to complete the transfer, follow steps 1 - 10 below. This guide is presented as follows

Initial actionSteps 1 - 2
Employer ceasedStep 3
Function SE not setStep 4
Mismatch with skeleton employer recordStep 5
Transfer / merger / succession not specifiedStep 6
First year not later than P35 received dateStep 7
Request not signedStep 8
Skeleton employer record exists at old referenceStep 9
Invalid – employer not on databaseStep 10


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. Review the papers to establish the reason why the Processing Centre was unable to initiate your request to move the employer record and establish that the movement of the employer record is still appropriate

  • If it is no longer necessary to move the employer record, delete the skeleton employer record

Otherwise


  1. If the reason for rejection is

  • EMPLOYER CEASED go to step 3
  • FUNCTION SE NOT SET go to step 4
  • MISMATCH WITH SKELETON EMPLOYER RECORD go to step 5
  • TRANSFER / MERGER / SUCCESSION NOT SPECIFIED go to step 6
  • FIRST YEAR NOT LATER THAN P35 RECEIVED DATE go to step 7
  • REQUEST NOT SIGNED go to step 8
  • SKELETON EMPLOYER RECORD EXISTS AT OLD REFERENCE go to step 9
  • INVALID - EMPLOYER NOT ON DATABASE go to step 10

Employer ceased

  1. If the reason for rejection is shown as EMPLOYER CEASED

  • Review the information held
  • Use Function AMEND EMPLOYER SCHEME HISTORY to enter a restart date

Note: Where the scheme type is PSC or XP you must enter a ‘Date Notified’, which is the date you received the information or select one of the following check boxes

  • ‘Date Not Known’ - where you do not know the date you received the information

Or

  • ‘Date Not Applicable’ – where the update is being made from information not received from the employer
  • Re-issue the Employer & Taxpayer Records stencil

Function SE not set

  1. If the reason for rejection is shown as FUNCTION MAINTAIN SKELETON EMPLOYER NOT DONE

  • Contact the new office to ensure that they have set up a skeleton record
  • Check that the correct office number and employer reference have been entered on the Employer & Taxpayer Records stencil
  • Re-issue the Employer & Taxpayer Records stencil

Mismatch with skeleton employer record

  1. If the reason for rejection is shown as MISMATCH WITH SKELETON EMPLOYER

  • Contact the new office
  • Check the details shown on the skeleton employer record
  • Request the new office uses Function MAINTAIN SKELETON EMPLOYER to amend the skeleton employer record to show the correct details
  • Re-issue the Employer & Taxpayer Records stencil showing the correct details

Transfer / merger / succession not specified

  1. If the reason for rejection is shown as TRANSFER / MERGER / SUCCESSION NOT SPECIFIED

  • Enter a tick in the appropriate box to indicate the type of move required
  • Re-issue the Employer & Taxpayer Records stencil

First year not later than P35 received date

  1. If the reason for rejection is shown as FIRST YEAR NOT LATER THAN P35 RECEIVED DATE

  • Contact the new office
  • Request the new office uses Function MAINTAIN SKELETON EMPLOYER to amend the skeleton employer record to show the first year shown is the tax year in which the new office will assume responsibility for the employer record
  • Re-issue the Employer & Taxpayer Records stencil

Request not signed

  1. If the reason for rejection is shown as REQUEST NOT SIGNED

  • Complete the NAME, OFFICE ETC. boxes on the Employer & Taxpayer Records stencil
  • Re-issue the Employer & Taxpayer Records stencil

Skeleton employer record exists at old reference

  1. If the reason for rejection is shown as SKELETON EMPLOYER RECORD EXISTS AT OLD REFERENCE

  • Contact the EBS Help Desk for guidance

Invalid - employer not on database

  1. If the reason for rejection is shown as INVALID - EMPLOYER NOT ON DATABASE

  • Complete the Employer & Taxpayer Records stencil showing the correct details
  • Ensure that the details shown are clear and cannot be misinterpreted
  • Re-issue the Employer & Taxpayer Records stencil

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