PAYE31021 - employer records: employer record work lists: new employer (Action Guide)


To take the appropriate action when there is an entry on the ‘New Employer’ Work List follow steps 1 - 10 below. It is presented as follows

Initial actionSteps 1 - 3
Check the employer recordSteps 4 - 6
Scheme typeStep 7
DirectorsSteps 8 - 9
Action in all casesStep 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. Use Function WORKLISTS to
  • Select Work List type ‘New Employer’
  • Select a work item from that list
  1. Obtain the employer file or papers
  2. Ensure that the SA or Large Business Team has been notified, on form P510, of the office number and employer reference

Check the employer record

  1. Use Function VIEW EMPLOYER SUMMARY to view the current name and address details
  • If any are incorrect
  • Use Function ADDRESS SEARCH to find a matching business or payroll correspondence address

Or

  • Use Function AMEND EMPLOYER SUMMARY to change the name and other contact information
  • If the employer name has been abbreviated
  • Use Function VIEW EMPLOYER NOTES to ensure the full name has been entered as a note. If not, use Function AMEND EMPLOYER NOTES to enter it
  • Ensure that the Banking Operations office has been advised, by memo, of the full name
  1. Use Function AMEND EMPLOYER NOTES, if already in that function, or VIEW EMPLOYER NOTES to view any notes made
  • If ‘FOT’ is shown, ensure that
  • Leaflet FOT1, Free of Tax Tables G, and Deductions Working Sheet P11(FOT) have been issued
  • An entry has been made in the FOT employer-related electronic file
  1. Use Function VIEW EMPLOYER TRADE & SCHEME DETAILS
  • Check that the scheme type is correctly shown. If not, use Function AMEND EMPLOYER TRADE & SCHEME DETAILS to correct it
  • Check that the Trade Class is correctly shown. If not, use Function AMEND EMPLOYER TRADE & SCHEME DETAILS to correct it

Scheme type

  1. The scheme type determines what further clerical action should have been taken or literature issued manually
  • DCNI, DPGEN or DPNI. Ensure that
  • The employer-related electronic file ‘DC and DP Cases’ has been noted
  • The employer starter pack has been issued
  • DOME. Ensure that the PAYE section has completed Deduction Card P12, and that it has been issued by first class post
  • DCNI, DPGEN, DPNI, PSS, SICK and TAS. Ensure that form P24N-1 has been sent to the employer, to advise of the employer and AO references
  • EPA. Ensure that the Debt Management Office has been advised of the employer and AO references. Use Function AMEND EMPLOYER SCHEME HISTORY to enter today’s date as the cessation date
  • P, XP, DOME, PSC, OCPN, ELECT, EXAM, TRONC or NI. If notification was not received from NESI by fax, ensure NESI has been informed of the new scheme
  • PSC or XP. Ensure that form CIS1 has been sent to the employer or contractor

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
  • PSS. Ensure that the Profit Sharing Scheme stock letter and the employer starter pack have been prepared and issued
  • PSS, SICK, TAS or Payment Card Reward Scheme. Ensure that notification of the new scheme and employer reference has been sent to the main employer scheme file, so that details of the linked scheme can be entered on that employer record
  • TAS. Ensure that
  • The employer-related electronic file ‘Taxed Award Scheme’ has been noted
  • The employer starter pack has been issued

Directors

  1. For Trade Class C, E and S, ensure that
  • Director details are held, or these are being actively pursued (if the CT file is held in your office, sufficient information may be available there or you may need to contact the employer or the agent)
  1. If director details are held
  • Use Function VIEW LIMITED COMPANY & DIRECTOR DETAILS to satisfy yourself that details have been correctly entered on the employer record
  • Ensure that the Employment Maintenance section has been made aware of the director details. Records and employment details have to be set up and reviewed for SA

Action in all cases

  1. Use Function WORKLISTS to delete the work item

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