PAYE20136 - Employer records: set up employer record: P scheme - PAYE employees only (Action Guide)

When you become aware that the need arises to set up an employer record for a P scheme type, follow steps 1 - 11 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	Steps 8 - 10
New employer pack and reference notification letter	Step 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.

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 select the [Search] button to use Function ADDRESS SEARCH to trace and store an address in this protected field)
	National Insurance Number
	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
	Notes:
a.	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.
b.	When setting up an employer record with a date of commencement prior to 6 April 2011 you must use EBS Function AMEND EMPLOYER INDICATORS to set the following indicators on the record for each open year prior to CY
	NOP35
	NOP35REM
	The only exceptions where this action is not required is if the employer is excluded or exempt from filing their Employer Annual Return (P35 and forms P14) online.

	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 and agree the abbreviation 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 employer’s full 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
	For limited companies you must pass on full information regarding the directors to the PAYE section so that individual records can be set up
9.	If you have received form P510 from the SA section or the CT office, follow instructions on the form P510 then dispose of the paper in an appropriate manner
	Link the top sheet with other then use Function EMPLOYER NOTES to record your actions and place a copy in the employer record pad
10.	Otherwise prepare form P510 and send this to the SA section or CT office
	When the form P510 is returned, review it for any new information. For instance, a Unique Taxpayer Reference, and use Function EMPLOYER NOTES to record your actions then dispose of the paper in an appropriate manner

11.	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 a P 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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