Basic PAYE Tools RTI is software that you download onto your computer - it will help you run your payroll throughout the year and report payroll information in real time (RTI). It's designed for employers who have nine or fewer employees, and you can use it to work out payroll deductions and then produce all the submissions you need to send to HM Revenue & Customs (HMRC).
This guide tells you how to set up Basic PAYE Tools and start using it. It also tells you how to take a backup of your data, get the tools working with assistive software, and what to do if you encounter any problems.
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To find out about the key features and benefits of Basic PAYE Tools and its limitations, read the guide 'Software packages and other payroll options'.
You can read how to download and install the tools, set up your employer details and the details of each of your employees in the user guide 'First time users: download and install Basic PAYE Tools RTI'.
The next step is to add pay details, which will enable the tools to calculate the PAYE tax, National Insurance contributions (NICs) and other deductions. Once this is completed, you must then send your payroll information to HMRC online. The user guide 'All users: using Basic PAYE Tools for real time reporting' explains how to do all of that.
If you’ve not already downloaded the tools, follow the link below.
If you already use Basic PAYE Tools to run your payroll for 2013-14, but need help using the tools, you can use the following guide.
It is important that you are using the latest version of the Basic PAYE Tools RTI - otherwise you may be operating PAYE incorrectly.
The latest versions are 13.2.13231 for Mac, and 13.2.13232 for Windows and Linux.
To check the version you are using, open the Basic PAYE Tools RTI for 2013-14. The version number is shown in the bottom left corner of the Home page.
Once you've installed Basic PAYE Tools, if your computer is connected to the internet when you open the tools, you will be automatically advised if an update is available. Please look out for these notifications on the Home page of the tools.
If you have automatic updates switched off, you can still check for updates manually. To do this open the Basic PAYE Tools RTI for 2013-14, select 'Settings' then 'Update' then 'Check now'.
If you use Basic PAYE Tools to work out and record your wages, HMRC recommends that you save the data regularly and back it up after each pay period.
By default, the backup option stores a copy of your database as a file on your computer's hard disk drive. This means that if your computer gets a virus or is stolen, or the hard drive fails, you may not be able to access the backup file - so you should select another location, such as a CD-ROM or USB memory stick.
To back up your data:
Basic PAYE Tools RTI is designed to work with assistive software such as screen readers. But you must use Basic PAYE Tools RTI in 'Assistive Mode' for it to work with assistive software. To do this, open the Basic PAYE Tools RTI, select 'Settings' then select 'Yes' to the question 'Assistive software support?'
Or, if you haven't already downloaded the tools, you can download the 'Assistive Mode version of the Basic PAYE Tools RTI' as this will automatically run in Assistive Mode. Follow the link earlier in this guide to 'Download Basic PAYE Tools'.
If you don't use assistive software, such as a screen reader, this version isn't suitable as it doesn't have 'an Assistant' to help you use the tools.
Recent versions of Adobe Reader software can cause your data to fail to appear in the PDF forms contained within the tools. Instructions on how to fix this can be found by following the link below.
To check whether there are any known issues that may impact on your use of the tools and to find workarounds and solutions to those issues, look at HMRC's Service issues page.
For a list of common error messages you might get when you try to submit PAYE information in real time using Basic PAYE Tools, and what action you need to take, look at the following page: