PAYE68025 - employment maintenance: movements browser: capturing forms P46 onto the browser
The P46 capture screen has been developed to closely
represent the paper form for familiarity and ease of use.
The following forms are not suitable for capture by the
browser
- Forms where there are no details in the ‘PAYE Reference’ boxes and / or the ‘Surname’ box
- Forms where a date of commencement is not shown
Note: If the employee has not completed either
Statement A, Statement B or Statement C on the form P46 you
must treat it as a Statement C
Once the onscreen P46 has been completed, selecting the
[Submit] button will bring up a new blank P46 screen together with
a note at the top to let you know ‘The form was successfully
submitted’.
There are two levels of validation on the capture screens and
any validation errors are highlighted on the screen with an
explanation of the error. System help is available onscreen to
identify what corrections may need to be made.
It is possible to capture a form with a validation error by
using the [Accept] button. If you do decide to accept the error
then the form will appear on the appropriate Validation Failure
Work List for further review.
After checking and verifying the data, computer processes
will create a taxpayer record containing the details from the P46.
Main source records are created for
- P46 Class 1 (Statement A)
Or
- Class 2 (Statement B) cases
Sub source records are created for P46 Class 3 (Statement C)
cases.
Work List items are created
- If a record cannot be set up
- If a file is to be prepared
- If the P46 code operated is not as expected for the class
All Work List items and printouts must be worked.
P46 Class 2 cases - automatic request for transfer of
record
Before setting up a record for Class 2 cases the computer
process will
- Check whether there is an existing record
And if there is
- An automatic request is made to move it
This processing is then carried out by the transfer process and
not by the automatic setting up process.
The Work List item or printout is evidence that a record has
been set up. Whole case working is not possible for P46 cases
captured by the browser or received by EDI / FBI. These Work List
items and printouts are your first indication that the
responsibility for the taxpayer record is now held in your office.
Failure to deal with these Work List items and printouts may delay
restoration of cumulative coding, which could have customer service
implications.
If a record cannot be set up
If a record cannot be created, a Work List item is created
and will show one of the following messages
- The NINO is missing or invalid
- A main record already exists in the region
- A P204 record already exists at the employer reference shown
- A sub-source record already exists at the employer reference shown
- A live employer cannot be found at the reference shown
- Data from employer is invalid or incomplete
- A record already exists for this taxpayer with the same works no
- A record already exists for this taxpayer at this employer
- A similar record for this taxpayer has been processed earlier today
- The taxpayer name is too long
In addition to the above, a Work List item is created where the employer sends in a P46 but does not use the correct code for the class of P46 submitted. The computer process checks the code entered against the code it expects for the P46 class. Where it differs, a Work List item is created with the message
- A CHECK OF THE CODE NUMBER ENTERED FROM THE P46 HAS REVEALED THAT IT IS NOT THE ‘EXPECTED’ CODE FOR THE P46 CLASS INPUT – CODE ON P46…..
