Professional Documents
Culture Documents
MANUAL
2008
Superpay Manual
Copyright © 2007 Computastore Ltd.
All rights reserved. No part of this publication may be reproduced,
stored in a retrieval system, or transmitted, in any form or by any means,
electronic, mechanical, photocopying, recording, or otherwise, without
the prior written permission of the publisher.
Although every precaution has been taken in the preparation of this
manual, Computastore Ltd. assume no responsibility for errors or
omissions. Neither is any liability assumed for damages resulting from
the use of the information contained herein.
Trademarks
Product and company names mentioned herein may be the trademarks
of their respective owners.
Legislation Changes
Inland Revenue regulations are under constant review and there are
frequent legislation changes. This means that payroll software often
moves at a faster pace than the accompanying manual. If there have been
any major program changes since this manual was written you will have
received Update notes which explain the changes.
Computastore Ltd., 31 Thomas Street, Manchester, M4 1NA
Tel: 0161 832 4761 Fax: 0161 819 3129
Email: support@superpay.co.uk Website: www.superpay.co.uk
Contents
Section A – Installers Guide
1. Installation
1.1 Package contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A1
1.2 Licence agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A1
1.3 Organisation of this manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A1
1.4 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A2
1.5 Hotline support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A3
1.6 Install Superpay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A3
1.7 Window size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A8
1.8 Check printing from Superpay . . . . . . . . . . . . . . . . . . . . . . . . . . . A10
1.9 End session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A12
2. Networks
2.1 Network licence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A13
2.2 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A13
2.3 Organisation of Superpay’s data . . . . . . . . . . . . . . . . . . . . . . . . . . A14
2.4 Prepare the server for installation . . . . . . . . . . . . . . . . . . . . . . . . . A14
2.5 Prepare the workstation for installation . . . . . . . . . . . . . . . . . . . . A14
2.6 Install Superpay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A15
2.7 Other workstations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A15
2.8 And finally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A15
2.9 Single user on a peer to peer network . . . . . . . . . . . . . . . . . . . . . A15
2.10 Multi‐User set up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A16
3. Downloads
3.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A17
3.2 Confirm Windows version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A17
3.3 General notes about Print Helper . . . . . . . . . . . . . . . . . . . . . . . . . A18
3.4 Download Print Helper program . . . . . . . . . . . . . . . . . . . . . . . . . A19
3.5 Print Helper set up icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A19
3.6 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A20
3.7 Start Print Helper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A20
3.8 Select Superpay printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A21
3.9 Select ‘file to watch’ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A21
3.10 ‘Active’ Print Helper icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A22
3.11 Prepare Superpay for Print Helper . . . . . . . . . . . . . . . . . . . . . . . A22
3.12 Confirm Print Helper works . . . . . . . . . . . . . . . . . . . . . . . . . . . . A22
3.13 What happens next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A23
3.14 Change printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A23
3.15 Download Microsoft .NET Framework 2.0 . . . . . . . . . . . . . . . . A23
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5. Sundry items
5.1 Mailing list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A33
5.2 Superpay files ‐ Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A33
5.3 Data files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A34
5.4 Program files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A34
5.5 System files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A35
2. Getting started
2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B5
2.2 Data entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B5
2.3 Load Superpay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B6
2.4 Enter licence number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B7
2.5 Logo screen – select company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B7
2.6 Company number (multi‐company versions only) . . . . . . . . . . . . B7
2.7 Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B8
2.8 Data path (unlimited version only) . . . . . . . . . . . . . . . . . . . . . . . . . B8
2.9 Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B8
2.10 Main menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B8
2.11 System overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B9
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2.12 Default settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B9
3. Company record
3.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B11
3.2 Prompt options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B11
3.3 Shift‐Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B13
3.4 Screen 1 – Company data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B14
3.5 Screen 1 ‐ Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B14
3.6 Screen 2 – Payroll options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B16
3.7 Screen 3 – More payroll details . . . . . . . . . . . . . . . . . . . . . . . . . . . B17
3.8 Screen 4 – Tax credit funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B18
3.9 End session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B18
4. Payslip headings
4.1 Do you need Payslip Headings? . . . . . . . . . . . . . . . . . . . . . . . . . . B19
4.2 Display Payslip Headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B20
4.3 Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B21
4.4 Flags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B23
4.5 NL code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B24
4.6 End session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B24
5. Employee records
5.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B25
5.2 Allocate employee codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B25
5.3 Totals to date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B26
5.4 Choose menu option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B27
5.5 Prompt options on new employee record . . . . . . . . . . . . . . . . . . B27
5.6 Employee record – Screen 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B31
5.7 Gross pay items (Fields 2‐12) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B32
5.8 Gross pay items – examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B32
5.9 Pay interval (Field 13) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B39
5.10 After‐tax items (Fields 14‐20) . . . . . . . . . . . . . . . . . . . . . . . . . . . . B40
5.11 After tax items – loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B40
5.12 After tax items – attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . B41
5.13 After tax items – student loan . . . . . . . . . . . . . . . . . . . . . . . . . . . B45
5.14 Accrual (Field 21) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B46
5.15 Tax code (Field 23) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B46
5.16 NI code (Field 24) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B47
5.17 Other items in constants box . . . . . . . . . . . . . . . . . . . . . . . . . . . . B48
5.18 Pensions (Fields 35‐62) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B50
5.19 Employee record – Screen 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B55
5.20 Statutory Sick Pay (SSP) (Field 63) . . . . . . . . . . . . . . . . . . . . . . . B55
5.21 Parental Pay (Fields 63a‐72) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B55
5.22 Last pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B58
5.23 Pay Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B58
5.24 Main pay details (Fields 75‐80) . . . . . . . . . . . . . . . . . . . . . . . . . . B59
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5.25 Second Pay Details (Fields 81‐87) . . . . . . . . . . . . . . . . . . . . . . . . . B60
5.26 Address (Fields 88‐92) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B61
5.27 Comment (Field 93) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B61
5.28 Attachment box (Fields 94‐100) . . . . . . . . . . . . . . . . . . . . . . . . . . B62
5.29 Employee record – Screen 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B62
5.30 What next? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B64
6. Run payroll
6.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B65
6.2 Run payroll menu screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B66
6.3 Pay day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B66
6.4 Which interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B67
6.5 Tax week/month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B67
6.6 All on holiday . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B68
6.7 Which payroll type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B68
6.8 Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B69
6.9 Employee payslip screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B69
6.10 Pre‐set payslip items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B70
6.11 Extra items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B71
6.12 Pension, tax and NI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B74
6.13 Student Loans and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . B75
6.14 Net pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B75
6.15 Negative gross or net pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B76
6.16 Prompt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B76
6.17 Casual employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B79
6.18 Exit ‘Run payroll’ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B79
6.19 End of run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B79
6.20 What next? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B79
8. ‘Undo’ mistakes
8.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B93
8.2 Correct a payslip – 3 easy steps . . . . . . . . . . . . . . . . . . . . . . . . . . . B93
8.3 Correct a payslip which has been printed . . . . . . . . . . . . . . . . . . B95
8.4 Correct a payslip – net pay adjustment . . . . . . . . . . . . . . . . . . . . . B95
8.5 Correct a payslip – no net pay adjustment . . . . . . . . . . . . . . . . . . B97
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9. Sundry Items
9.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B107
9.2 Company record options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B107
9.3 Set up Directors’ NI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B111
9.4 Enter an employee code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B114
9.5 In‐year online filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B116
9.6 Bureaus – monthly summary and IR payments . . . . . . . . . . . . B116
9.7 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B119
Section C – Reference
1. Attachment of earnings
1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C1
1.2 Council Tax attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C2
1.3 CSA (Child Support Agency) order . . . . . . . . . . . . . . . . . . . . . . . . C3
1.4 County Court (non‐priority) order . . . . . . . . . . . . . . . . . . . . . . . . . C5
1.5 Admin cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C6
1.6 2 and 4 weekly paid employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . C6
1.7 Carry forward unpaid maintenance . . . . . . . . . . . . . . . . . . . . . . . . C6
1.8 Holidays – fixed deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C7
1.9 Holidays – Council Tax percentage deductions . . . . . . . . . . . . . . C7
1.10 Employee with both student loan and attachment . . . . . . . . . . . C8
1.11 Employee leaves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C8
1.12 Attachments and net to gross pay calculations . . . . . . . . . . . . . . C8
1.13 Second attachment – general . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C8
1.14 Second attachment – example of a CSA order . . . . . . . . . . . . . . . C9
1.15 Two Council Tax attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . C11
1.16 Second attachment – only one Council Tax order . . . . . . . . . . C11
1.17 Second non‐priority attachment . . . . . . . . . . . . . . . . . . . . . . . . . C13
1.18 Payment of attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C14
1.19 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C14
2. Bureaus
2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C15
2.2 Company numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C15
2.3 Licence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C15
2.4 Move between companies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C16
2.5 Client lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C17
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2.6 Backup and restore data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C20
2.7 Copy a company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C21
2.8 System details screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C22
2.9 Payslip quantities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C24
2.10 Company closes down and opens up again . . . . . . . . . . . . . . . . C24
2.11 Transfer files to a client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C26
2.12 Transfer files from a client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C26
2.13 Monthly payment to the Inland Revenue . . . . . . . . . . . . . . . . . . C27
2.14 Set up new clients around year end . . . . . . . . . . . . . . . . . . . . . . C27
2.15 New clients with SMP and SSP . . . . . . . . . . . . . . . . . . . . . . . . . . C27
4. Contact
4.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C33
4.2 Hotline support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C33
4.3 Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C34
4.4 Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C34
4.5 Mailing list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C34
4.6 Maintenance pro‐formas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C35
4.7 Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C35
4.8 Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C36
5. Directors’ NI
5.1 Special rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C37
5.2 Difference between directors’ and standard NI . . . . . . . . . . . . . . C37
5.3 Employer’s NI on directors earnings . . . . . . . . . . . . . . . . . . . . . . . C38
5.4 Select basis for each director . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C38
5.5 Starters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C38
5.6 Leavers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C39
5.7 Employee ceases to be a director . . . . . . . . . . . . . . . . . . . . . . . . . . C39
5.8 Director changes NI code mid‐year . . . . . . . . . . . . . . . . . . . . . . . . C39
5.9 Directors fees paid but not yet voted . . . . . . . . . . . . . . . . . . . . . . C41
6. Holidays
6.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C43
6.2 Holiday pay and tax/NI limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . C43
6.3 Individual holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C43
6.4 All on holiday . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C44
Page 6
Contents
6.5 Holidays and flat rate pensions . . . . . . . . . . . . . . . . . . . . . . . . . . . C45
6.6 Holidays and after‐tax items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C45
6.7 Construction industry holiday pay . . . . . . . . . . . . . . . . . . . . . . . . C47
6.8 Holiday pay accruals – the basics . . . . . . . . . . . . . . . . . . . . . . . . . C48
6.9 Holiday pay accruals – sundry items . . . . . . . . . . . . . . . . . . . . . . C51
6.10 Holidays and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C53
6.11 Holidays – advance into Week 53 . . . . . . . . . . . . . . . . . . . . . . . . C54
6.12 Holidays over the tax year end . . . . . . . . . . . . . . . . . . . . . . . . . . C54
7. Leavers
7.1 Leavers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C55
7.2 Reprint a P45 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C57
7.3 Student Loan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C57
7.4 Undelete – leaver comes back . . . . . . . . . . . . . . . . . . . . . . . . . . . . C58
7.5 Leavers – directors NI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C59
7.6 Leavers – net pay rounding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C59
7.7 Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C59
7.8 SMP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C60
7.9 SSP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C60
7.10 Leaver’s employee code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C60
8. Pensions
8.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C61
8.2 Set up pension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C61
8.3 Some pension examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C64
8.4 Stakeholder pension providers ID . . . . . . . . . . . . . . . . . . . . . . . . . C66
8.5 Contracted out NI codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C66
8.6 Contracted out scheme references . . . . . . . . . . . . . . . . . . . . . . . . . C67
8.7 Run payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C68
8.8 Pension totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C70
8.9 Stakeholder pension payslip layouts . . . . . . . . . . . . . . . . . . . . . . C70
8.10 Pension reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C71
8.11 Stakeholder pension reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C72
Page 7
Contents
10. SSP
10.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C93
10.2 Enter sick days . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C93
10.3 Display SSP on payslip screen . . . . . . . . . . . . . . . . . . . . . . . . . . . C95
10.4 Adjust ordinary pay for SSP paid . . . . . . . . . . . . . . . . . . . . . . . . C96
10.5 Reclaim SSP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C98
10.6 SSP reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C98
10.7 Prompt on diary screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C99
10.8 Sick note for more than 1 week . . . . . . . . . . . . . . . . . . . . . . . . . . C99
10.9 No SSP displayed when you store the diary . . . . . . . . . . . . . . C100
10.10 Enter work days – one week only . . . . . . . . . . . . . . . . . . . . . . C103
10.11 Enter work days – more than one week . . . . . . . . . . . . . . . . . C104
10.12 Enter Sickness before Diary . . . . . . . . . . . . . . . . . . . . . . . . . . . C107
10.13 Last SSP1(L) details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C109
10.14 New users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C109
10.15 Starters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C110
10.16 Leavers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C111
10.17 Your company is part of a larger group . . . . . . . . . . . . . . . . . C111
10.18 SSP forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C111
10.19 Other uses for the calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . C111
11. Starters
11.1 Set up new employee’s details . . . . . . . . . . . . . . . . . . . . . . . . . . C113
11.2 Allocate employee code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C113
11.3 Which tax code to use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C113
11.4 Print a new employee record . . . . . . . . . . . . . . . . . . . . . . . . . . . C114
11.5 Enter P45 details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C114
11.6 Use the P45 prompt to enter a P6 . . . . . . . . . . . . . . . . . . . . . . . . C116
11.7 Starter with a student loan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C116
11.8 Payment method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C117
11.9 Pay interval – Wk/Mn (F2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C117
11.10 Start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C118
11.11 Directors NI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C118
11.12 Entitlement to Parental Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . C118
11.13 SSP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C118
Index
Page 8
SUPERPAY
Installers Guide
Section A
1 Installation
1. Installers Guide
The Installers Guide (this section) tells you how to install SUPERPAY and
PRINT HELPER. There is sufficient detail to guide you through the Installa‐
tion process on your own. However, if you have IT support personnel they
should install SUPERPAY and PRINT HELPER and check that your printer
works with SUPERPAY. It is important to consult your IT support staff if
your payroll PC is part of a network, even if you intend to run SUPERPAY
as a stand alone installation.
A1
Installers Guide
3. Reference
The Reference section explains more advanced payroll operations such as
Directors’ NI, pensions, SSP, SMP etc.
If you do not know which Windows version is on your PC, see 3.2 below.
3. A suitable printer
SUPERPAY is a DOS program and many printers are designed to work only
with Windows software. If your printer cannot print directly from SUPER-
PAY, you need to install PRINT HELPER to ‘translate’ SUPERPAY’s printouts
into a Windows format.
Dot matrix printers and some inkjet and laser printers connected to a par‐
allel port on your PC do not need PRINT HELPER. If you have not yet pur‐
chased a printer for your payroll, you should consider what type of
payslips you require. For example, if you want to print a large number of
multi‐part forms you will need a dot matrix printer. If you want security
laser payslips you will need a laser printer rather than an inkjet.
4. Network installations
If you intend to run SUPERPAY on a network, refer to Chapter 2 for more
information.
A2
Chapter 1: Installation
Email support
If you work on SUPERPAY out of normal office hours, you can email queries
to support@superpay.co.uk. We normally respond to emails during the next
working day. If your email raises a particularly complex issue, it may take
a few days before we get back to you.
A3
Installers Guide
A4
Chapter 1: Installation
A5
Installers Guide
A6
Chapter 1: Installation
A7
Installers Guide
A8
Chapter 1: Installation
A9
Installers Guide
Left click on PROPERTIES. Click on the FONT tab (if not already selected)
and the following screen is displayed.
A10
Chapter 1: Installation
A11
Installers Guide
If your printer does not print, you need to install PRINT HELPER and should
now end the session and go to Chapter 3.
enter Y to confirm. NEVER close down SUPERPAY by clicking the X button
in the top right of the window.
A12
2 Networks
2.2 Overview
If you have a network with a server, you may want to install SUPERPAY on
the server and run it from a workstation.
A13
Installers Guide
that your SUPERPAY data is not backed up from the server and the data
cannot be shared.
A14
Chapter 2: Networks
Map a drive
Map a drive from each workstation to the server. The mapped path to the
SUPERPAY folder on the server must be the same on all workstations
(S:\Superpay in our example).
Confirm installation
If you double click on this new shortcut, SUPERPAY should start.
1. In order to run SUPERPAY on a peer to peer network all the worksta‐
tions must use the same drive mapping. Decide which PC will be the
main SUPERPAY installation. This will be called the host computer.
A15
Installers Guide
2. Use Windows Explorer or My Computer to create a C:\SUPERPAY direc‐
tory on the host computer. Then set it as a shared folder.
3. Map the shared Superpay folder as a drive letter on all the computers
which will run Superpay – including the host computer. You can use
any drive letter you wish – we suggest S for SUPERPAY.
Confirm installation
If you double click on this new shortcut, SUPERPAY should start.
A16
3 Downloads
3.1 Overview
You only need to read this chapter if your Windows software is not up to
date (see 1.4) or if you need the PRINT HELPER to print from SUPERPAY (see
1.8).
A17
Installers Guide
need from Microsoft’s website before proceeding. Service Pack downloads
are free but can take a long time to download.
Unfortunately, this manual cannot guide you through the Service Pack
downloads since each Windows update depends on what updates are
available from Microsoft at the time of the download, and what system
software is already on your PC.
In addition, if you have not updated your PC recently (or not at all) you
may have a backlog of High Priority updates which you need to down‐
load before you can download a Service pack. There is no way round this.
To run PRINT HELPER you need up‐to‐date Windows systems software.
A18
Chapter 3: Downloads
work configuration – e.g. does each workstation have its own printer or is
there one network printer for several SUPERPAY workstations?
A19
Installers Guide
Double‐click this icon to start PRINT HELPER.
A20
Chapter 3: Downloads
A21
Installers Guide
A22
Chapter 3: Downloads
A23
Installers Guide
Diagram 28: List of Microsoft sites accessible from the Home page
A24
Chapter 3: Downloads
is option 4 in Popular Downloads. (If, when you view this screen, this
option is not displayed, you will then need to choose More Popular Down‐
loads.)
A25
Installers Guide
1. Click Run or Open (whichever is displayed).
A26
Chapter 3: Downloads
4. The Installation program then checks whether this is a new Installa‐
tion of .NET, or an update. If it is new, it may ask you to close Internet
Explorer before continuing.
A27
Installers Guide
A28
4 System and printer
details
4.1 Overview
You now need to set up your SYSTEM DETAILS and PRINTER CONTROL
screens.
A29
Installers Guide
CD drive
You cannot back up SUPERPAY onto a CD.
Floppy drive
If your workstation has a floppy drive, you can backup your SUPERPAY
data to floppy disk(s), in which case you do not need to change the drive
letter here. However, floppy disks have limited storage and you may end
up with lots of disks if you are running SUPERPAY for several companies or
you have lots of employees.
A30
Chapter 4: System and printer details
PRINT HELPER
If you downloaded and set up PRINT HELPER, you do not need to enter any
fields on this screen (printer 1 shows as rep.txt) so you can skip now to
Chapter 5.
Location field
If you do not use PRINT HELPER you need to check your location is set up
correctly. Enter prn, lpt1 etc. prn is the standard code for a parallel printer,
and SUPERPAY prompts this. If you wish, you can enter a specific port
name, such as lpt1, lpt2, or lpt3. SUPERPAY will then send reports to that
port instead.You can also enter a filename if you want to create a print file
on disk (e.g. rep.txt for PRINT HELPER installations).
If you have a network printer and are running Windows 2000, NT, ME, or
XP you can re‐route one of the lpt ports to the UNC address of the network
printer. However, most SUPERPAY users choose to install PRINT HELPER
rather than re‐route an lpt port.
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Installers Guide
correctly, enter the following initialise code (do not change any of the
other fields set up with the F2 key):
27 38 108 50 54 97 54 54 70
A32
5 Sundry items
We do not send attachments with our emails; we simply inform you when
the program or manual has been updated. It is then up to you to down‐
load an update. Please note: We do not email you about every small
change to the program.
Information about SUPERPAY’s files is included in this Installers Guide
since you may find this information useful if you need to RESTORE files
after a system crash or from a backup system which is outside the
SUPERPAY program. There are three types of files: data, program and
system.
Location of files
If you want to know where your existing SUPERPAY program and data files
are stored, load SUPERPAY in the usual way and press ALT-F10 anywhere
A33
Installers Guide
within the program. The screen then displays a window of system infor‐
mation which includes the location of your:
Program files:
Local files:
Shared files:
Data files:
If you have the 250+ (i.e. unlimited) version of SUPERPAY, you can choose
where to store your data. With all other versions, your SUPERPAY data is
always in the same directory as your SUPERPAY program.
i.e. the Y08 stands for the Employee Records for the year ending 5/04/08.
Company 3ʹs files are:
SC003CPY.DAT
SC003Y08.DAT
You can see that the three digits after the ‘SCʹ are the company number.
The two digits at the end of the second file represent the tax year end.
When you have been using SUPERPAY for more than a year you will have
an employee file for each tax year. For example, if you started using
SUPERPAY on 6th April 2002, in 2007/2008 you have the following files:
SC001CPY.DAT
SC001Y03.DAT
SC001Y04.DAT
SC001Y05.DAT
SC001Y06.DAT
SC001Y07.DAT
SC001Y08.DAT
i.e. you will have six employee files (one for each tax year) and one com‐
pany file.
A34
Chapter 5: Sundry items
tively, you can download the latest version from our website www.super-
pay.co.uk.
If your computer has malfunctioned and you want to check whether you
still have all your SUPERPAY files on disk, here is a list of SUPERPAY’s pro‐
gram files:
SP.EXE
SPBANKS.DAT
SPTEXT01.DAT
SPTEXT02.DAT
SPREP***.DAT (approximately 155 files, usually increases each year)
VXBIOS.DRV
VXVRAM.DRV
Report layouts
If you have copied the sample reports as described in the New Users
Guide each of the sample reports is in the format:
SPREP999.DAT
where 999 is a number between 001 and 699, usually in the 300 to 399
range. These sample reports are stored in the same directory as your
SUPERPAY program.
Similarly, if we have designed some special reports for you, these reports
will also be in this format.
These three files are common to all companies; i.e. there is only one spool
file, one system file, and one configuration file no matter how many com‐
panies you run on SUPERPAY.
Spool file
The Spool File contains any reports you have saved using the SPOOL print
prompt option. If there is no Spool File when you choose the SPOOL
option, SUPERPAY creates the file for you. The contents of the Spool File are
shown on PRINTER CONTROL, Screen 1.
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Installers Guide
System file
The System File is displayed as Option 6 on the UTILITIES menu. It contains
‘system’ information which is common to all your companies – see 4.2.
Configuration file
The configuration file contains:
the last company number accessed,
the last date used within SUPERPAY,
directory locations of your SUPERPAY program, shared, local and
data files, and
printer details.
It is not displayed within SUPERPAY.
Most users accept the displayed colours rather than create their own col‐
our scheme.
A36
SUPERPAY
New Users Guide
Section B
1 Introduction
1.1 Overview
Welcome to SUPERPAY’s New Users Guide. At this stage you should have
installed SUPERPAY and set up your system so that your printer works with
SUPERPAY. If not, refer back to the Installers Guide and follow through the
SUPERPAY set up procedures.
Different Versions
The same SUPERPAY manual applies whatever size payroll you have. This
is because SUPERPAY has the same core functions whether you have the
smallest single company version (SP1-10) or the unlimited version (SP)
which allows an unlimited number of employees for an unlimited number
of companies.
Your licence number determines which functions are available to you. For
example, single company versions cannot change company number.
1.2 Training
SUPERPAY is easy to use and has come top in all the recent ICAEW surveys
of payrolls used by accountants. Most new users work through this New
Users Guide and run payrolls without any special SUPERPAY training. (You
can call our Hotline on 0161 832 4761 if you get stuck.)
If you want a day’s intensive training on SUPERPAY, Computastore can rec‐
ommend third party training at your premises. The 2007 daily rate is £300
+ expenses + VAT. The price is the same for one, two or 3 people attending
B1
New Users Guide
the training session. The training day is from 10:00 am to 4:00pm with a
break for lunch.
If you are new to PAYE, we suggest you attend a free Inland Revenue PAYE
course to learn the basics. You can telephone your local tax office for more
information on their training provision.
Payslips
As part of your SUPERPAY package, you have received a sample pack of
payslips.You can order the forms by calling our hotline on 0161 832 4761.
Paypackets
SUPERPAY’s standard laser payslip has been specifically designed to fold
over so that the employee’s name and address is visible in a standard DL
window envelope which can be purchased from any stationers.
On dot matrix payslips, you can choose a payslip option which prints an
employee’s name and address on a separate payslip before the employee’s
actual payslip. You can then use the perforation as a fold line so that the
name and address is visible in a standard DL window envelope.
If you pay your employees in cash, SUPERPAY’s paypackets are made with
strong manila paper for notes and coins. It fits both laser and continuous
payslips.
B2
Chapter 1: Introduction
1.5 Updates
All PAYE legislation rates and bands are written into SUPERPAY and cannot
be changed by you. When there are legislation changes we provide an
update to cover the changes. The update may be a CD, an Internet down‐
load or whatever media is the current best method of updating payroll
software. (Technology is changing all the time so we cannot say how
future updates will be supplied.) Please file any update notes in your
SUPERPAY ring binder supplied with this manual.
There are usually two updates a year – on 6th April and in May or June.
As well as any necessary legislation changes, the updates contain any pro‐
gram enhancements made since the previous update. Licenced SUPERPAY
users can always download the latest version of SUPERPAY from our Web‐
site (www.superpay.co.uk).
Maintenance charge
To be able to use these updates, you need to renew your licence each year.
We send Maintenance pro‐forma invoices in December to cover annual
licence renewal which runs from February to January.
B3
New Users Guide
You should telephone the Inland Revenue or your accountant for advice
on these matters. When the Inland Revenue or your accountant tells you
what to do, we can tell you how to do it on SUPERPAY.
1.7 Warranty
Until you are completely familiar with SUPERPAY, you should take care
checking your computer results to ensure that unwanted facilities have
not been engaged in error.
Please see your Licence Agreement for details of your warranty.
1.8 Copyright
The SUPERPAY programs, manuals and payslips are copyright and all
rights are reserved by Computastore Ltd. They may not be copied in
whole or in part without the prior consent in writing from Computastore
Ltd.
B4
2 Getting started
2.1 Overview
As part of the SUPERPAY installation, you loaded SUPERPAY and selected a
company (Section 1.6 in the Installers Guide, steps 8 and 9). In case you are
not the person who installed SUPERPAY we repeat that start up information
in 2.3 to 2.8 below. If you have already started up SUPERPAY read 2.2 below
and then skip to 2.9.
B5
New Users Guide
6. At the bottom of many of the screens there is a list of options called the
PROMPT. Press the appropriate function key along the top of your key‐
board to choose an option; e.g. to STORE an Employee Record, press
the F9 function key.
7. At any time you can press the ESC key to:
go back a menu or
escape from your current screen without saving any changes you
may have made to the screen.
8. When SUPERPAY asks for a range of employees, you can:
leave both fields blank to choose all employees.
enter an employee’s number in both fields, to choose one employee.
enter the codes of the first and last employees in the required range.
enter a department letter to choose all employees in a department;
e.g. enter A to A for all employees in department A; enter A to C for
all employees in departments A, B and C.
9. If you have more than one company, you can go to the MAIN MENU, and
press ALT-F2 (i.e. hold down the ALT key and press F2) to change com‐
pany; i.e. you do not have to close down and load up SUPERPAY again
with a different company.
10. When SUPERPAY asks a y/n type question, type:
Y ENTER or N ENTER
for yes or no. The Y or N can be in capitals or lower case.
B6
Chapter 2: Getting started
B7
New Users Guide
2.7 Date
SUPERPAY asks for the date. As a new user, SUPERPAY prompts today’s date.
Press ENTER to accept the displayed date or enter a new date.
2.9 Password
When (if) you set up password(s) on your COMPANY RECORD, SUPERPAY
also asks for a password here on the Logo Screen. However, as a brand
new user you have not yet set up any passwords, so you are not asked that
question yet.
B8
Chapter 2: Getting started
Company name
As part of your Installation instructions, you entered your Company name
in the Company Record (see 1.8 in the Installers Guide), so your Company
name is displayed in the top left of the screen.
B9
New Users Guide
B10
3 Company record
3.1 Overview
If you are following through this manual in sequence, the MAIN MENU is
currently displayed. Choose option 7, COMPANY RECORD.
B11
New Users Guide
Store
STORE saves all four screens and returns you to the MAIN MENU. When you
are setting up a new company, STORE creates the Company.
Print
PRINT prints the COMPANY RECORD currently displayed. For technical rea‐
sons the report does not include Screens 3 and 4. If you want a printout of
your Inland Revenue payments which are stored on Screen 3, the MONTHLY
SUMMARY report can include these figures (see 7.3).
Passwords
There is no PASSWORDS prompt on a new record; it is displayed only when
you already have some passwords. The passwords themselves are not
automatically displayed.
If you want to change or display passwords, press the PASSWORDS
prompt. SUPERPAY then asks for a password and checks what you type
against your companyʹs existing passwords. If correct, SUPERPAY then dis‐
plays passwords up to the level that you enter.
You can then change any of your passwords by overtyping the displayed
password with a new password and then storing the revised record.
NextScr
NEXT SCREEN displays the next screen (without saving to disk any changes
to the current screen). Though the prompt is not displayed, you can also
use PREVIOUS SCREEN (i.e. press PageUp) to move back a screen.
When you are on Screen 4, NEXT SCREEN displays Screen 1. When you
are on Screen 1, PREVIOUS SCREEN displays Screen 4.
If you make a change to the COMPANY RECORD data and then use NEXT
SCREEN or PREVIOUS SCREEN to move to another screen, remember to
STORE the record when you have finished.
You must have something in the COMPANY NAME field before you can
use either NEXT SCREEN or PREVIOUS SCREEN.
B12
Chapter 3: Company record
3.3 Shift-Help
If you press ENTER, the field description changes to FIELD 23:…
B13
New Users Guide
Enter your Company name. There must be something in this field before
you can move the highlight to another field.
Address (Fields 2-6)
Length: (5 alphanumeric fields)
1st line: 35
2nd, 3rd, 4th line: 30 each
5th line: 9
Enter your Companyʹs PAYE address.
Sort code/Account number/Account name (Fields 7-9)
Enter these fields if you intend to pay your employees by BACS, AUTOPAY,
or ONLINE BANKING. You only need to enter an Account name if it differs
from the name stored in field 1 above.
If you do not need passwords, leave these fields blank and press PAGE-
DOWN now to move to screen 2.
Set up Passwords
SUPERPAY is supplied without any pre‐set passwords; i.e. all 4 password
fields are blank. When you set up passwords here make sure you memo‐
rize or write them down so that you wonʹt be locked out of a company just
B14
Chapter 3: Company record
because you forgot a password. Once set up, you will need to enter the
password exactly as you first entered it; i.e. SUPERPAY will check that you
enter the same mix of spaces, and upper and lower case letters.
One password
Most users set up one password in Level 4.
If you were to set up a password only in Level 1, SUPERPAY would only ask
for a password if you tried to DELETE a company. This would mean that
anyone could view and process your payroll data.
Two passwords
Example: One for the weekly payroll, and one for the monthly payroll.
Fill in Level 3 or 4 for the weekly payroll and Level 2 for the monthly pay‐
roll.
B15
New Users Guide
This is your PAYE reference. (It is on your yellow P30 booklet, e.g. B134 or
BZ12345.) Do not enter the district number and forward slash in front of
the reference.
PAYE references – District No (Field 22)
Length: 3 numeric
This is your PAYE district number; e.g. 490. It is the first three numbers of
the Collection reference on your yellow P30 booklet.
B16
Chapter 3: Company record
This is your PAYE district name; e.g. North West 2.
Con/Out Cert No (Field 25)
Length: 9 alphanumerics
Enter this field only if you run a Contracted out pension scheme. (This is
the ECON number.)
Small Employers reclaim the total Parental Pay (SMP/SPP/SAP) paid plus
NIC compensation. Large employers reclaim 92% of the amount paid.
B17
New Users Guide
In order to calculate the value of Parental Pay reclaim correctly, SUPERPAY
needs to know your NI totals for the previous two tax years. At the end of
each tax year, SUPERPAY updates these fields automatically As a new user
you need to enter these fields yourself. Enter 1, 2, 3 or 4 as appropri‐
ate.The MONTHLY SUMMARY will then automatically calculate any Parental
Pay reclaim based on what you enter here.
The default setting is 4; i.e. SUPERPAY assumes that you can claim back
only 92% of the amount of Parental Pay paid out.
B18
4 Payslip headings
Small companies
If you have a small payroll (e.g. SP1-10) you do not need to set up HEAD-
INGS. Instead you could enter the text Basic Pay, Salary etc. on each
employee’s record and bypass PAYSLIP HEADINGS altogether. If you do not
want any HEADINGS, move on to the next chapter now. However, the
remainder of this manual assumes that you have set up HEADINGS.
B19
New Users Guide
B20
Chapter 4: Payslip headings
Note: Most users separate their Gross pay and After tax HEADINGS. How‐
ever you do not have to enter all your gross pay items on the left of the
screen and the after tax items on the right as in the diagram above. If you
wanted, you could have, for example, Mileage (an after tax item) as HEAD-
ING 1, and Basic (a gross pay item) could be HEADING 2.
4.3 Description
In the description field enter the text that you want printed on your
employees’ payslips; e.g. Basic Pay, Overtime, Bonus, Attendance, BUPA
etc. The text is completely flexible within the size constraints of the pays‐
lip and only you can decide what is most meaningful to your employees.
‘Global’ values
If you wish, you can enter a value or a rate of pay after the text. This is use‐
ful if a lot of your employees are on the same amount or rate. You only
need to enter the HEADING number on the employees’ Records. SUPERPAY
will then pay the standard value unless you enter an alternative value on
an employee’s Record.
Example: Your Business Mileage allowance is 40p per mile. All employ‐
ees receive the same car rate, so you set up a HEADING of Mileage @0.40
(say HEADING 20 – see Diagram 17 above). For each employee with possible
B21
New Users Guide
business mileage, enter *20 as an After‐tax item on his Record (i.e. you do
not enter a value on his Record).
B22
Chapter 4: Payslip headings
Fixed Headings
At the end of the list of 99 headings there are five fixed HEADINGS; Misc
Gross, Misc Net, HP Accrual, SSP, and Parental Pay.
4.4 Flags
Each time you enter the description for a new HEADING, SUPERPAY auto‐
matically inserts the ‘Flags’ NTPH. These letters represent NI, Tax, Pension,
and HP Accrual respectively.
RUN PAYROLL checks the ‘Flags’ for each gross pay item on a payslip, and
includes or excludes the item as appropriate when calculating NI, Tax,
Pension, and HP Accrual amounts. So, by removing one or more letters
from the ‘Flags’ field, you can exclude a gross pay HEADING from one or
more of the above calculations.
After-tax items
There is no need to delete the flags for After‐tax items. RUN PAYROLL
ignores the Flags for all items in the After‐tax items box on the payslip
screen.
B23
New Users Guide
4.5 NL code
NL codes only need to be entered if you want to use SUPERPAY’s Nominal
Analysis report or need to import totals from SUPERPAY’s Nominal Link
File option.
If you use these NL codes, to complete your double entry book‐keeping you
also need to enter Nominal Codes on Screen 3 of your Company Record (e.g.
the code for Cash Book).
B24
5 Employee records
5.1 Overview
Now that you have set up your COMPANY RECORD and PAYSLIP HEADINGS
you can set up your EMPLOYEE RECORDS.
There are three screens for each employee. As with the COMPANY RECORD,
SUPERPAY displays ‘default’ settings (often blank) in many of the fields so
that you rarely need to enter all the fields on any one record.
This chapter goes through each screen in turn. The field descriptions are
in the order that the highlight moves round the screen; i.e. in field number
order.
Before you go any further, you need to:
Allocate employee codes.
Calculate your totals to date (unless you are starting at Week 1).
Department
You can have any letter in the range A to Z as the department. This gives
26 departments. If you do not use departments, give everyone the same
department letter; e.g. A.
An employee can belong to one department only during any pay period.
To change an employee’s department between pay periods, simply use
the F3 prompt to change department letter.
B25
New Users Guide
B26
Chapter 5: Employee records
Store (F9)
STORE saves all 3 screens; i.e. you can move freely from screen to screen
without losing any data you have already entered and press STORE only
when you have finished setting up all 3 screens.
When you press STORE, SUPERPAY checks the Record and warns if you
have made an invalid entry. If such a warning is displayed, press EXIT to
B27
New Users Guide
clear the message and then make the necessary correction(s) before you
press STORE again.
Text (F6)
TEXT displays a window showing your current PAYSLIP HEADINGS. How‐
ever, if you are following this manual in sequence, you should have a
printout of your current PAYSLIP HEADINGS and so you should not need to
use this option at this stage.
You cannot change PAYSLIP HEADINGS here on the employee’s Record. If
you realise you need to add to or change a HEADING, press STORE to save
the data you have already entered, EXIT back to the EMPLOYEE RECORDS
menu and choose PAYSLIP HEADINGS again. You can then make any
required changes to your HEADINGS before returning to the employee’s
Record.
Diary (F4)
DIARY displays the employee’s SSP record which you can view or update.
P45 (Shift-F4)
Use this P45 prompt only to enter P45, P6 or P9 details for an employee who
started earlier in the current tax year. Press P45 and SUPERPAY pops up a
P45 box.
B28
Chapter 5: Employee records
If the employee has paid no tax to date, enter zero in the P45 tax field.
If you leave this field blank, SUPERPAY thinks you have not entered the
field and displays a Warning ‘Wrong Combination of fields’ message.
Change P45 fields
If you realise you have made a mistake and want to change the fields
in the P45 box on Screen 3 of an employee’s Record, press the P45
prompt again. Change the fields in the Pop‐Up box and then press
STORE – you cannot access the P45 details on Screen 3 directly.
P45 and subsequent P6 or P9
Enter only the most recent form – e.g. you received a P45 when an
employee joined. Some time later, this was followed by a P6 from the
Tax Office. Enter only the most recent details.
P45 from a previous year
If you are setting up records to start from the beginning of the new tax
year, do not use the P45 prompt.
Do not use this prompt:
to enter totals to date for employees who are not starters, or
if there are no totals on the P45 etc.; i.e. the employee is on a Week 1 tax
code. Instead enter his tax code on Screen 1 of his Record.
Subsequent starters
When you run SUPERPAY live – i.e. you are no longer entering historic
information – enter the date of leaving and Week/Month number when
completing the P45 box. SUPERPAY will then check the tax, and amend
the tax total if necessary before storing it on the employee’s record.
Delete (F5)
If an employee has already left, press DELETE instead of STORE when you
finish setting up his Record. The Record will then be flagged as DELETED
and remain on file until Year end but will not be displayed in RUN PAYROLL
Press DELETE and SUPERPAY asks:
Delete requested – are you sure (Y/N)?
and prompts Y. Press ENTER to confirm. The employee’s Record is then
cleared from the screen.
B29
New Users Guide
Exit
If you have made a real mess of a new Record and want to start again from
scratch, press EXIT instead of STORE. SUPERPAY then asks:
B30
Chapter 5: Employee records
Shift-Help
In the same way as the COMPANY RECORD, SHIFT-HELP (i.e. hold down the
SHIFT key and press F1) displays brief details about the current field, over‐
writing the PROMPT. Press SHIFT-HELP again to re‐display the PROMPT.
Enter the number that you have allocated to this employee – see 5.2 above.
Employee name (Field 1)
Length: 25 alphanumerics
Enter the employeeʹs full name. You can enter either first name(s) or sur‐
name first but you must use the same format for all your employees. If you
enter surnames first, enter Y in the COMPANY RECORD'S ‘ARE SURNAMES
FIRST IN E'EE RECORDS' option (Screen 2).
B31
New Users Guide
1. You can have up to 11 Gross Pay items for each employee.
2. Only set up items here if you want them on the employeeʹs payslip
every pay run. (You enter occasional or non‐recurring Gross pay
items as extra items during RUN PAYROLL.)
3. Gross Pay items can be a mixture of rates of pay or flat amounts. For
each item you enter a description (the HEADING) and then a value. If
needed, you can also set up a standard number of hours; e.g. 35.
4. Values can be positive or negative, and there is no need to enter deci‐
mal zeros; e.g. you can enter £15 as 15, or 15.0 or 15.00.
5. Do not enter a pound sign, ‘£’.
6. The maximum value for each line is ±999,999.99. However, even
though individual lines may be negative, RUN PAYROLL will not let you
store a negative Total Gross pay and the maximum value for the total
of all the gross pay items is +9,999,999.99.
7. Do not enter Pension deductions as a Gross Pay deduction. Pensions
have special rules and are totalled separately from other items. So, use
the designated Pensions box (fields 35 to 62) to set up pensions.
8. All Gross Pay items will be subject to Tax and NI unless you specifi‐
cally change the ‘Flags’ for the item on the PAYSLIP HEADINGS file – see
4.4 above.
If you set up percentage pensions and/or HP accruals (field 21 and
fields 35 to 62) all Gross Pay items will also be subject to pension and/
or HP accrual unless you specifically change the ‘Flags’ in PAYSLIP
HEADINGS.
B32
Chapter 5: Employee records
1. Flat amount
B33
New Users Guide
period, do not enter the value here on the Employee’s Record. Instead,
leave the value blank and enter the value during RUN PAYROLL.
3. Rate(s) of pay
Many employees are paid a rate of pay; e.g. an agreed amount per hour
for basic hours, weekday overtime, and weekend overtime etc.
Using your printout of the PAYSLIP HEADINGS file, enter headings as *1, *2
etc. rather than type in the text; e.g. enter *1 instead of typing ‘Basic Payʹ
and enter the @ symbol and the rate.
B34
Chapter 5: Employee records
4. Extra description
You can enter extra description relating to a PAYSLIP HEADING by typing on
the next line the text that you want printed on the payslip. Enter a value
of zero on this extra description line. You can not enter any additional text
on the same line as a heading number.
Example: An employee gets £550 Basic each week which includes a tem‐
porary supervisor allowance. Basic is Heading 1. Enter this item over two
lines on the employee’s Record as:
B35
New Users Guide
5. Commission or piecework
Values can include more than 2 decimal places; e.g. 2.123456. This is useful
for piecework rates or for commission percentages.
Example: For a commission of 2¼% enter a rate of .0225 on the
employee’s Record.
B36
Chapter 5: Employee records
The highlight waits for you to enter the value of goods sold (e.g. £20,000)
and then calculates the amount payable.
6. Net to gross
Enter n after the value if an employee receives a fixed Net pay each week
and you want RUN PAYROLL to calculate the Gross pay required to achieve
that Net pay. You can only have one such item on an employeeʹs payslip.
Example: An employee receives £350 Net Wages each week. Set this up as
350n. There is no space before the n.
B37
New Users Guide
This amount will then be grossed up in RUN PAYROLL.
7. Global values
The value of a HEADING can be different for each employee or you can use
the same global value for everyone. Global values save you having to re‐
key the value for each employee and simplify rate changes since you only
need to change the global value once rather than change the value on each
employeeʹs Record. These global values can apply to flat amounts or rates.
You set up global values on your PAYSLIP HEADINGS file. An example of this
has already been included in Chapter 4. If you want to apply a global value
to most but not all employees, set up the global value on the PAYSLIP HEAD-
INGS file. Then enter the value on the employees’ Records only for those
whose rates differ, and leave the value blank for all other employees.
B38
Chapter 5: Employee records
Example: An employee earns £8.25 an hour and regularly works 35 hours
a week at this rate. On his Record enter *1 @8.25 35.
B39
New Users Guide
Enter each field in exactly the same way as Gross Pay items. To deduct an
item – e.g. union subs – enter a negative value.
You can have up to 7 after‐tax lines on the payslip. These can be any com‐
bination of permanent items set up here in the After‐tax box, Loan repay‐
ments, Attachments or Court Orders, Student Loans and items entered
during RUN PAYROLL. If you enter something on each of the 7 lines here,
you will not get the chance to enter any more items during RUN PAYROLL.
Items entered in these fields have no effect on the Standard Deductions;
i.e. Tax, NI, Pension, HP Accrual. They are simply added to or deducted
from the employee’s Net Pay.
You can set up a Loan, Attachment or Student Loan in any one of the
After‐tax lines – see below.
B40
Chapter 5: Employee records
Each week RUN PAYROLL deducts the amount you set up as an After‐tax
item (using the HEADING *L) until the balance in the Loan field is zero.
B41
New Users Guide
a Council Tax attachment, a CSA order (Child Support Agency), and a
Court Order (i.e. a non‐priority County Court judgement).
If an employee has more than one Attachment, determine which one has
priority and set it up as *A3 etc. Then set up any additional Attachment as
a standard After‐tax item; i.e. you will have to calculate how much to
deduct.
B42
Chapter 5: Employee records
SUPERPAY automatically calculates and displays the amount payable on
the employee’s payslip screen.
B43
New Users Guide
In this example there is no administration charge. SUPERPAY will deduct
£30 as long as the employee’s ‘Net earnings’ are more than £250.
B44
Chapter 5: Employee records
Then enter the amount to be deducted in the Attachment box; i.e. there are
no pre‐set rates. Enter N for non‐priority
B45
New Users Guide
RUN PAYROLL automatically calculates the amount due in accordance with
the latest Inland Revenue rates and adds this to the total deducted on
Screen 3 of the employee’s Record.
If you operate a Holiday Pay accrual scheme, enter here the amount of
Holiday Pay you want to accrue each week. This can either be a flat
amount or a percentage of gross pay. Then enter the total amount of Holi‐
day Pay accrued to date on Screen 3 of the employee’s Record. This facility
is not widely used so no examples are shown in this section of the manual.
If you want to know how to set up a HP accrual, please see 6.8 ‐ 6.9 in the
Reference section for more details.
Enter the employeeʹs tax code as it is written; e.g. 522L, 522L W1, BR, BR
W1, NT, 0T (zero T), K100, 120T W1. On a new Record, SUPERPAY auto‐
matically prompts the Emergency Tax code.
Week 1/month 1
Enter W1 or M1 to designate Week 1 or Month 1. For example enter 522L
Week 1 as 522L W1 or 522L M1.
B46
Chapter 5: Employee records
No tax
Enter NT for no tax. NT is a valid code, but is not often allocated by the
Inland Revenue. However, when it is, it is usually on a Week 1 basis – i.e.
you do not refund any tax already paid. Exceptionally, it can be on a
cumulative basis, so it is up to you to enter NT W1 or NT. If the Inland
Revenue Tax Code change simply states NT, you should assume NT W1.
If in doubt telephone your tax office.
Students
If you know a student working for you during the holidays is not going to
exceed the annual taxable pay allowance, get him to sign a P38S and put
him on a cumulative NI tax code rather than 522L. SUPERPAY will then con‐
vert the student to a 522L code if his pay to date goes over the annual Earn‐
ings Threshold.
D prefix code
D prefix codes are always calculated on a Week 1 basis so you do not enter
W1 after them.
Year End
If you are setting up employees’ Records to start from the beginning of the
tax year remember to change all Week 1/Month 1 suffix tax codes to
cumulative codes (in accordance with Inland Revenue regulations); i.e.
522L W1 becomes 522L. You may also need to apply a global tax code
change, e.g. update all L codes by 21 on 6/4/08.
B47
New Users Guide
election.
C Employee with employer NI but no employee NI; e.g. over retirement
age.
D Standard employee on COSR pension scheme.
E Women with reduced NI rate on COSR pension scheme.
F Standard employee on COMP pension scheme.
G Woman with reduced NI rate on COMP pension scheme.
J Deferred, not contracted out.
L Deferred, contracted out, salary related (COSR) pension scheme.
S Deferred, contracted out, money purchase (COMP) or Stakeholder pen‐
sion scheme.
X Employee with no employee or employer NI. X is used for employees
under 16 years and others who do not come under NI regulations.
B code
Married women who wish to pay reduced NI contributions must produce
an appropriate Certificate of Election. Otherwise allocate A or D NI code
to them.
C code
Employees over retirement age must produce an Age Exemption certifi‐
cate to go on to C code. Note: C code still has employer NI even though the
employee pays no NI.
Students
Students are usually A code; only students under 16 are Code X (no NI).
There are special NI regulations for Directors – so make sure you enter Y
here for the last payslip of the year for all directors – see 9.3.
B48
Chapter 5: Employee records
Enter the employeeʹs NI number (e.g. AB 12 34 56 C). If you omit the
spaces, SUPERPAY slots them in when you press ENTER. If you leave this
field blank, RUN PAYROLL prints ‘(Not known)’ in the NI box on the payslip.
Male/female (Field 27)
Length: Enter M or F
Enter M or F for male or female.
Date of birth (Field 28)
Length: Date format DD/MM/YY
Enter the employee’s date of birth as Day/Month/Year (e.g.15/09/80).
Start date (Field 29)
Length: Date format DD/MM/YY
Enter the date an employee left. You still need to DELETE the employee to
ensure that RUN PAYROLL does not display his details. If you DELETE the
Record and do not enter this field, SUPERPAY slots in the processing date as
the Leave Date.
CIS Expiry date (Field 31)
This field is no longer used.
Emp’ee type (Field 32)
Length: Enter C, H, P, T or I
Use this field to specify:
Casual employees.
Held employees – e.g. during a Trade Dispute.
Employees who need a P11D. P is used by PAS’s P11D Organiser soft‐
ware.
Employees who have their pay details imported from a Timeclock file
using our separate timeclock import module.
The correct Irregular payments calculation of Average pay for Direc‐
tors’ Parental Pay and SSP.
You can enter multiple combinations if required.
B49
New Users Guide
Enter this field if an employee has a different number from his Employee
Code (field 1); e.g. a clock number. You can use this field when importing
data from a timeclock.
Pension c/out no (Field 34)
Length: S or A followed by 7 numbers and one letter
If the employee is in a contracted out pension scheme, enter the SCON
here without spaces (e.g. S4234008J).
B50
Chapter 5: Employee records
Types 1, 2 and 3 are not allowable for NI; i.e. the pension is deducted
after NI is calculated.
Types 4, 5 and 6 are as 1, 2 and 3 above but before NI has been
deducted. Type 4 is used for salary sacrifice pension schemes. Types 5
and 6 are seldom used.
It is important to enter the correct number. If you enter 1 and the Type
should be 2, you are in effect giving the employee double tax allowances
on this pension – once at source during RUN PAYROLL and the pension com‐
pany will also claim tax allowances for that employee since they believe
the deductions have been made Net of tax.
There is no type field for Stakeholder pensions. RUN PAYROLL automati‐
cally deducts the employee pension after deduction of tax and NI.
Pensions – Emp’ee
Length: 7 alphanumerics
Enter the amount deducted from the employee’s pay each week or month.
Flat amount
Enter the amount deducted; e.g. 7.25 and RUN PAYROLL deducts £7.25 each
pay day. If the employee goes on holiday for a week and you advance his
tax week by one, SUPERPAY deducts £7.25 x 2 = £14.50.
Note: For two and four weekly payrolls enter the equivalent weekly con‐
tribution. RUN PAYROLL then deducts the amount you enter here x 4.
Example: A 4 weekly employee pays £50 Pension. Enter 12.50 here on his
Record, and RUN PAYROLL deducts £50 every 4 weeks. If you enter 50.00
here, RUN PAYROLL deducts 4 x £50.00 = £200 every 4 weeks.
Percentage deduction
Percentage pension deductions can either be a percentage of all an
employee’s pay (including bonuses and overtime) or a percentage of part
of his pay.
If you want SUPERPAY to deduct a percentage of all his pay simply enter
the percentage.
If you want SUPERPAY to calculate a percentage pension on only part of
gross pay, enter the percentage here and update the P (for pension)
flags on the PAYSLIP HEADINGS file.
B51
New Users Guide
Pensions – Emp’er
Length: 7 alphanumerics
Enter the amount of pension an employer contributes each week or month
(if any). A contribution can either be a percentage of gross pay or a flat
amount. Enter the percentage sign after the amount for percentage pen‐
sions.
If the employer’s contribution is a percentage it must be on the same basis
as the employee’s contribution; i.e. if the employee’s percentage pension is
a percentage of Hourly Pay only, then the employer’s will also be a per‐
centage of Hourly Pay.
Pensions – Pay range
Length: 2 fields: each 5 alphanumerics for start and end of pay range
These two fields allow you to calculate a percentage pension on that part
of an employee’s pay which is within pre‐defined limits. You can enter any
amount between 1 and 99,999 (whole pounds only) or L in the first field
and/or U in the second field, representing the lower and upper NI limits.
Pensions – ID
Length: a number in the range 1 to 299
You must enter this field for Stakeholder pensions (line 4). When Stake‐
holder pensions were introduced, it was expected that pension companies
would want reports in their own format. This never materialised but you
still need to enter something in this field. We suggest you enter 1 as the ID.
Pensions – Reference
Length: 13 alphanumerics
You can leave this blank. This field is not printed on any of SUPERPAY’s
standard reports but is printed on Stakeholder pension reports (see 7.4).
B52
Chapter 5: Employee records
This is displayed on the payslip screen as:
B53
New Users Guide
On the PAYSLIP HEADINGS file remove the P (for pension) ‘Flag’ on all Gross
Pay items that are used for this employee except Salary.
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Chapter 5: Employee records
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New Users Guide
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Chapter 5: Employee records
This is the date the baby is due (this is on the MATB1 certificate). If the
employee is not entitled to PARENTAL PAY, do not enter this field. Note: You
enter this field even if you are paying SPP.
Start date (Field 65)
Length: Date field
Enter the calculation start date for Parental Pay.
Higher rate (Field 66)
Length: Enter Y or N
Under current legislation, you should not need to change the default Y.
Stop paying (Field 67)
Length: Enter Y or N
You should not need to change the default N.
Average pay (Field 68)
Length: 10 numeric (maximum value 9,999,999.99)
Enter the value of the employee’s average Weekly Gross Pay in the 8
weeks (or 2 months if monthly paid) prior to the Qualifying Week – see 9.5
in the Reference section.
Weeks paid (Field 69)
Length: 2 numeric
Enter the number (if any) of weeks already paid to an employee in the cur‐
rent PPP (Parental Pay Period). This field plus the Weeks worked field
must not exceed 39 weeks SMP for babies due after 1st April 2007. (The
limit was 26 weeks SMP for babies due before that date.) The maximum
amount of Paternity Pay is 2 weeks.
Weeks worked (Field 70)
Length: 2 numeric
If an employee has worked during the PPP and so lost some Parental Pay
entitlement, enter the number of weeks worked.
Total amount (Field 71)
Length: 10 numeric
Enter the total value of Parental Pay already paid to the employee in this
PPP.
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New Users Guide
In many cases you enter the same figure here as the previous field. How‐
ever, where an employee’s PPP straddles a tax year end, enter here the
value of Parental Pay paid in the current tax year.
You do not enter anything here.
Round to (Field 73)
Length: Maximum value ±10.00
Enter the amount that the employeeʹs Net Pay is to be rounded to. E.g. 5
indicates that the employeeʹs pay is to be rounded up to the next £5
pounds. You would normally only use this field if you round the pay for
several employees or departments rather than the whole payroll.
You cannot enter this field.
Last pay – C/f (Field 74)
Length: 5 numeric, maximum ±9.99
This is the rounding amount to be carried forward to the employee’s next
payslip. You enter this field only if you have been using Net Pay Round‐
ing on your previous payroll and have an amount to carry forward.
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Chapter 5: Employee records
two – the Main Pay and Second Pay. PAYMENTS determines the split by
what you enter in the Second Pay Amount field. If both pay methods are
the same, the employee has two entries on the relevant payment printout.
Enter here how the employee is paid – by cash, cheque etc. Enter:
A for Autopayments
B for BACS (including online banking)
C for cash
G for Giro (no longer used)
Q for cheque
O for other
The remaining fields in this section apply only if you use Autopay or,
BACS. Note: This includes all the recent online banking systems such as
Business Master, Lloydslink, Hexagon, Bank Line etc.
Sort code (Field 76)
Length: 6 numeric in format 999999
Enter the employeeʹs bank sort code. E.g. enter 40‐30‐60 as 403060. When
you STORE the Record, SUPERPAY searches through its internal list of banks
and displays a warning if it cannot find the sort code. If this warning is
displayed, you should then call the Record up again and correct the entry.
If the entry is correct, you can ignore the message since the Bank List is
only used for giros which banks no longer accept.
If you want to set up a new bank, choose option 5 on the Employee
Records menu.
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New Users Guide
The following screen is displayed for you to enter your new bank’s details.
Enter the employeeʹs bank account number.
A/c name (Field 78)
Length: 25 alphanumerics
Leave blank if the employeeʹs bank account is in his own name; i.e. enter
the bank account name only if it differs from the employee’s name (field
1). This often applies to joint accounts.
Roll no (Field 79)
Length: 15 alphanumerics
Enter this field only if the employee’s wages are paid into a savings
account with a Building Society. Note: This field is for a Building Society
Roll number – it is not the same as a current account number.
Ref (Field 80)
Length: 8 alphanumerics
For employees paid by Autopay, enter the employeeʹs unique Autopay
reference number allocated by the bank (usually 5 digits).
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Chapter 5: Employee records
Enter a fixed amount (e.g. 100 for £100) or a percentage of Net Pay to be
deducted from the Main Pay each week and paid by a second method.
Enter your employeeʹs address.The number of lines you can use for the
address is defined by what you have already entered on Screen 2 of your
COMPANY RECORD. The default setting is all 5 lines.
Note: If you store addresses or other personal employee information, you
must be registered under the Data Protection Act.
Use this field to store any useful information about an employee such as
Job Description, Pay Review date, Sick Note to 30/08/07 etc. SUPERPAY
does not print this comment on any standard reports apart from the
EMPLOYEE RECORD print. However, RUN PAYROLL displays any comment
next to the employee’s name on his payslip screen. It can therefore be used
as a reminder field.
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New Users Guide
For many employees you enter the same total in all 4 pay fields. However,
each field has a different function.
Pay is the total value of all Gross Pay items.
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Chapter 5: Employee records
Gross pay for: Tax is the Taxable Gross.
Gross pay for: NI is the total of all Gross pay items which have been
subject to NI. This includes all NIʹable pay, even if it is outside the NI
limits. This figure is needed to calculate directors’ NI. It is not necessar‐
ily the same as the sum of the ‘Gross pay for NI’ fields in the NI totals
box if the employee has earned above or below the NI limits.
Gross pay for: Pension is the total Gross pay subject to pension.
Enter these fields if appropriate. (New users do not usually enter Net pay.)
Pension totals (Emp’ee and Emp’er) (Fields 102-109)
Length: 8 fields (maximum 9,999,999.99 each)
Enter pension totals (if any) for the year to date. The 4 lines correspond to
the 4 pensions on Screen 1 (Stk = Stakeholder pension).
Tax Credit totals (Fields 110-117)
These fields are no longer used.
NI totals (Fields 118-144)
Length: 3 lines of 8 fields each
Enter the totals on Line 1. If the employee’s code has changed, enter the
most recent code on line 2, etc.
NI Code, Emp'ee and Emp'er
Enter the employee’s NI code, and employee and employer NI contribu‐
tions.
Gross pay for NI
Enter the Gross pay (GP) on which NI has been calculated.
To LEL: GP up to and including the Lower Earnings Limit (whole
pounds only).
To ET: GP from LEL up to and including the Earnings Threshold.
To UEL: GP from ET up to and including the Upper Earnings limit.
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New Users Guide
Backups
When you have finished setting up your employees, backup your data
(UTILITIES, FILE MAINTENANCE, option 1). It is often useful to have a backup
which agrees exactly with your previous payroll. You can then go back
and start again if you want to try out various options on your first
‘dummy’ run.
End Session
You are now ready to run your first payroll – see Chapter 6.
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6 Run payroll
6.1 Overview
This chapter describes how to RUN a PAYROLL in SUPERPAY. Before getting
down to specifics, there are several points which should be noted before
you start your first RUN PAYROLL.
Employee selection
You select the range of employees you want to process; i.e. you do not
have to RUN your whole payroll in one go.
Payslip display
RUN PAYROLL displays each employee’s payslip in turn for you to complete.
The display is in the same format as the printed payslip so you can imme‐
diately see the effect of any entries you make during the RUN. If you make
a mistake, you can press ESC and start again.
Pay items
You set up an employee’s pay items either:
permanently on an employee’s personal Record so they are displayed
every week, or
you enter them on the employee’s payslip screen during the RUN so that
they are included only on this week’s payslip.
The set up is identical. For example you enter permanent and temporary
Pay item descriptions as heading numbers (e.g. *1) or text. The set up of
pay items was covered in Chapter 5 and the examples illustrating the most
popular types of gross and after‐tax pay items are not duplicated here.
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New Users Guide
change a tax code). When you have made the change you can return to the
RUN and take up again where you left off.
Prompt
There is a line of PROMPT options at the bottom of the screen. Each option’s
specific function is described in 6.16 below.
Print payslips
RUN PAYROLL allows you to process your payslips. The PRINT PAYSLIPS/
REPORTS Main Menu option prints payslips which have already been
processed.
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Chapter 6: Run payroll
or
You cannot change the Tax period directly. If you want to RUN a payroll for
a different period, press EXIT to go back and change the PAY DAY.
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New Users Guide
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Chapter 6: Run payroll
6.8 Employees
This option allows you to choose all employees (i.e. FULL PAYROLL) within
a given range. Press ENTER twice to select all employees or enter a range of
departments (e.g. A ‐ C) or employees (e.g. A015 ‐ B023). If you want to
process one employee only, choose option 3 (INDIVIDUALS) above rather
than enter his number in both fields here.
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New Users Guide
Week number
The employeeʹs week number and the number of weeks his pay covers
(the pay interval) are shown in the top right of the screen. SUPERPAY high‐
lights the pay interval if it differs from the rest of the payroll.
Values
Values can be positive or negative.
Each line can be up to plus or minus 999,999.99.
The total pay can be up to 9,999,999.99.
Rates of pay and units can include more than 2 decimal places, e.g.
Piecework @1.12345 per unit or Commission @.025 (i.e. 2.5%), but the
money column is shown to 2 decimals.
There is no need to enter decimal zeros; e.g. you can enter £15.00 as 15,
15.0 or 15.00.
Do not enter a pound sign, ‘£’.
Rates
Rates have the ‘@’ symbol in front of the rate payable. Enter the number
of units against each item, and SUPERPAY calculates the total amount.
If you want zero units for a displayed rate, press ENTER (i.e. there is no
need to enter zero), and SUPERPAY moves on to the next line.
If you enter a standard number of units on the employee’s Record (e.g.
35 hours), in RUN PAYROLL the cursor stops on the pre‐set units field.
Either press ENTER to accept the displayed number or overtype it with
another number.
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Chapter 6: Run payroll
Flat amounts
Permanent flat amounts are automatically displayed and you cannot
change the value on the payslip screen. If you need to change a permanent
item, escape the RUN, change the employee’s record and then return to the
RUN and pick up where you left off.
If you have a variable flat amount (e.g. bonus or expenses) enter the value.
Zero values
Zero value gross pay or after‐tax items are shown as zero on the screen
and blank on the printed payslip.
Example: An employee has not worked any overtime so you press
ENTER to move on to the next pay line. The value is zero on the screen,
but when you print the payslip, 0.00 is not printed on the Overtime line
(i.e. the value is left blank).
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New Users Guide
Step 1 – enter heading and press ENTER.
Step 2 – SUPERPAY displays the text and waits for you to enter a value.
Step 3 – you enter the value.
This amount will be included under the correct heading on your Depart‐
ment Totals report. Note: You do not have to enter heading numbers;
instead you could type the actual text Bonus at Step 1 above. The amount
entered will then be included in the Misc Gross or Misc Net totals.
Example: You want to pay a Christmas bonus. Rather than set up a spe‐
cial heading, you type the text Christmas Bonus and then enter the
value.
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Chapter 6: Run payroll
Step 2 – SUPERPAY displays the text and waits for you to enter the number
of hours.
Step 3 – you enter the number of hours.
SUPERPAY calculates how much to pay. This value will be included under
the correct heading on your Department Totals report. Note: As with flat
amounts, you do not have to enter heading numbers; instead you could
type the actual text Overtime at Step 1 above.
Extra text
If you want to enter some extra description on the payslip, you can enter
up to 20 characters on any free lines on the payslip screen. Then enter a
value of zero on these lines. (Note: You cannot enter additional text on the
same line as a pre‐set heading.)
The value of zero is shown on the payslip screen, but shows as blank on
the payslip.
Example: It is an employee’s 60th birthday. You enter Happy 60th Birth‐
day as an extra description on the payslip screen.
Zero values are not printed on the actual payslip, so the employee will
only see the text that you have typed.
SSP
You must use the DIARY prompt (F4) to enter SSP. SUPERPAY will then auto‐
matically display the value to be paid and update your records accord‐
ingly. SSP is covered in Chapter 10 in the Reference section.
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New Users Guide
Parental Pay
You set up PARENTAL PAY on an employee’s Record and SUPERPAY automat‐
ically displays the amount payable. SMP is covered in the employee
records section. Parental Pay is covered in Chapter 9 in the Reference section.
Press EXIT twice to exit the RUN.
Go to your PAYSLIP HEADINGS file and set up the Heading – but note you
cannot change an existing Heading in the middle of a run – you can
add extra Headings but do not change one that already exists. Even if
you only change the spelling, SUPERPAY detects that a Heading has
been changed mid‐run (which it does not allow) and this can have
unforeseen (to you) consequences when you continue your payroll.
Return to RUN PAYROLL.
When (or if) you change the Gross Pay (e.g. enter an extra item), these
items change instantly on the screen. Which Gross Pay items are subject to
these deductions is determined by the ‘Flagsʹ fields on your PAYSLIP HEAD-
INGS file. E.g. you could have Salary subject to a percentage pension, but
overtime and bonus excluded from the pension calculation.
Pension
Pension calculations are based on what is stored in the special pension
fields on Screen 1 of the Employee records.
Pensions can be deducted from Gross before calculating tax or NET of
tax. (NET means that the pension is deducted from the employeeʹs Net
pay.) Pensions are always shown in the line above tax and NI calcula‐
tions even though they may have been deducted after tax and NI has
been calculated.
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Chapter 6: Run payroll
No Stakeholder pension is displayed if there is not enough gross pay to
pay the pension.
An employee can have up to four pensions. The contributions under all
four schemes and the total are shown. However, if the values for all
four pension elements are too big to fit in the space on the payslip only
the total is shown.
National Insurance
SUPERPAY uses the exact percentage method; manual tables use gross pay
increments so you can have slight differences between the two systems.
Both methods are acceptable to the Inland Revenue.
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New Users Guide
6.16 Prompt
Each of the prompt options at the bottom of the payslip screen is described
below.
Store
When the displayed payslip is correct, press STORE to save the payslip and
update your employee Records and SUPERPAY reports.
Prompt – Holiday
HOLIDAY allows you to advance the tax week for an employee.
Step 2 – Enter the new week number; i.e. the last week of his holiday.
If you are not sure what to enter here, look in the top right of the screen for
the current tax week number.
In this example the employee is about to go on two weeks’ holiday. The
current week is Week 18, so you need to enter 20 here (i.e. 18 + 2).
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Chapter 6: Run payroll
Step 3 – SUPERPAY displays the new week number and pay interval in the
top right of screen.
SUPERPAY adjusts the employeeʹs tax and NI limits and any flat rate pen‐
sion for the number of weeks paid.
Step 4 – You can now pay the employee his normal pay plus two weeks’
holiday pay (3 weeks’ pay in total). RUN PAYROLL will not display that
employee again until Week 21.
Important note
If you press EXIT because you need to re‐enter some payslip items, the
tax week is reset back to the standard week. So, if you press EXIT to
make some corrections you need to press HOLIDAY again and advance
the tax week again.
Prompt – Interval
The INTERVAL prompt is very similar to the holiday prompt except that it
changes the INTERVAL without changing the tax week. You need this if you
have not paid an employee for a few weeks and this week’s pay is for one
week only.
Step 1 – You notice the employee’s pay interval is highlighted and is not
correct. In this example the employee has not been paid for 7 weeks.
Press SHIFT‐F3 (i.e. hold down the Shift key and press F3).
Step 2 – SUPERPAY then asks you to enter the new pay interval (the
employee’s current pay interval is displayed).
Step 3 – Overtype the displayed number (in this example 7) with the cor‐
rect interval. SUPERPAY displays the new pay interval in the top right of
screen.
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New Users Guide
SUPERPAY also adjusts the employeeʹs NI limits and any week 1 tax and flat
rate pension for the number of weeks paid.
Important note
In the same way as HOLIDAY, if you press EXIT to re‐enter any payslip
items, the Interval is reset back to its original value and you would
need to press INTERVAL again.
Prompt – Diary
If an employee has been sick, press the DIARY prompt and enter the sick
days. SUPERPAY then calculates:
whether a PIW has been formed.
what days to pay (if any).
whether this PIW is linked to a previous PIW.
When you STORE the diary, the SSP value is displayed on the payslip
screen. If you want to change the number of days paid, press the DIARY
prompt again and change the employee’s DIARY. Please see Chapter 10 in the
Reference section for further details.
Prompt – Text
TEXT displays your PAYSLIP HEADINGS. This is useful if you want to enter an
additional item and you do not know what HEADINGS have already been
set up. When you have finished viewing your HEADINGS press EXIT to re‐
display the payslip screen.
Prompt – SMP
This prompt is only displayed when you have entered an Expected Week
of Confinement (EWC) date on Screen 2 of an employee’s Record. If you
want to pay SMP/SPP and no prompt is displayed, EXIT the RUN, and com‐
plete the PARENTAL LEAVE box on the employee’s Record before returning to
the RUN — see Chapter 9 in the Reference section for more information.
Prompt – Exit
You can press EXIT to clear what youʹve entered for this employee and start
again. If you want to escape from RUN PAYROLL (for example to update an
employee’s Record before doing his payslip) press EXIT twice. When you
return to RUN PAYROLL, SUPERPAY will automatically start again where you
left off.
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Chapter 6: Run payroll
Prompt – Skip
If you have entered C (for casual) in the EMP’EE TYPE field on an
employee’s Record, RUN PAYROLL displays a SKIP prompt for that
employee.
If the casual employee is not being paid this week, press F2 to skip the
employee this week. SUPERPAY asks for confirmation.
Press ENTER to confirm the skip and move on to the next employee, or
press EXIT to cancel the request and pay the employee. This allows you to
RUN FULL PAYROLL and bypass casual employees if they are not being paid
this week.
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New Users Guide
B80
7 Print payslips and
reports
7.1 Overview
Now that you have RUN a payroll, you can print payslips and reports.
Choose PAYSLIPS/REPORTS (option 2 on the MAIN MENU) to display the fol‐
lowing menu.
There are several points worth noting here:
These print options do not change your Records in any way so you can
print them as often as you like.
You can print payslips and reports in any order.
If you UNDO/RESTORE an employee, SUPERPAY automatically updates
the relevant reports which you should then reprint – see Chapter 8.
You can print reports/payslips for a range of weeks, even across tax
years.
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New Users Guide
Choose each option and press ENTER to accept the default settings. Then
choose a PRINT prompt. For payslips, press F4 to print a sample as often as
you need until you are happy with the alignment. Then press F10 to print
your payslips.
The remainder of this chapter describes print options in more detail than
you need at this stage. However, this extra information will be useful
when you have been using SUPERPAY for a while and have a range of
weeks to choose from.
or
Enter the range with a hyphen between the first and last week number.
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Chapter 7: Print payslips and reports
3. You can also choose a range of weeks/months for more than one tax
year
The above screen is for the weekly payrolls from 1st July 2006 to 30th
June 2007.
4. Sometimes you might choose all payments in the current year
This is especially useful if you want all the payslips or a WAGES BOOK
for an individual employee for the whole of the year to date.
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New Users Guide
SSP reclaim – If you start using SUPERPAY mid year, SUPERPAY can only
analyse SSP paid through the calendar section of your employees’ SSP
diaries; any entries in the ‘Before diary’ section are not included in this
analysis.
PARENTAL PAY – The amount you can reclaim depends on whether or
not you qualify for Small Employer’s Relief – see COMPANY RECORD,
Screen 3.
To show the balance outstanding at any time, you need to enter your
Revenue payments on Screen 3 of your COMPANY RECORD.
You can agree your MONTHLY SUMMARY to your weekly and monthly
DEPARTMENT TOTALS and WAGES BOOK reports.
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Chapter 7: Print payslips and reports
B85
New Users Guide
Step 1 Press F7. SUPERPAY displays:
901 Employee names and addresses
902 Employee Tax/NI codes etc.
903 Employee address labels
904 Employee bank details
905 Employee pay report – alphabetic
906 Employee loans/attachments report
907 Amounts paid this period report
908 Amounts paid this year report
909 Hours worked this period report
910 Hours worked this year report
911 Blank timesheet for completion
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Chapter 7: Print payslips and reports
912 Net pay analysis
914 HP accrual to date
918 Multi‐period Wages Book
919 Employees by start/leave dates
920 Number of employees in each company
921 Company address labels
922 Company address plain paper (C5 env)
923 Company address plain paper (DL env)
924 Company year end references
925 Pensions this pay period
926 Internet Filing mandatory fields
927 IR pre‐visit data export
When you have finished copying the reports that you want, exit REPORT
DESIGN and go back to the MAIN MENU. Choose option 4, USER REPORTS. The
screen now looks like this:
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New Users Guide
302 – This report lists Tax codes, NI numbers etc., one line per
employee so that you can quickly check the essential data for new cli‐
ents.
304 – This lists Bank details for each employee – one line per employee.
318 – The MULTI-PERIOD WAGES BOOK prints totals for a range of weeks
or months which can be agreed to financial accounting periods as well
as tax years. E.g. to print a report from Week 20 in the 2006/2007 tax
year to Week 19 in 2007/2008 enter: From: 07w20 To: 08w19.
Then choose EMPLOYEE REPORTS (option 2).
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Chapter 7: Print payslips and reports
The EMPLOYEE REPORTS menu is then displayed.
As with the PAYSLIPS/REPORTS menu, we suggest you print each of these
options in turn so that you can see which reports will be useful to you.
However, many of these reports print one page per employee so we advise
you not to select all employees if you simply want to look at the report. We
suggest you enter the same employee number in both fields when SUPER-
PAY asks:
If you leave both fields blank, SUPERPAY will print the report for all your
employees and this could be a lot of printing if you have many employees.
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New Users Guide
Step 1 – When an employee leaves, enter a leave date on his Record
Step 4 – Enter the E’ee type and E’ee’s fields in the usual way.
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Chapter 7: Print payslips and reports
Step 5 – Choose laser or continuous and then load your P45 forms and
choose SAMPLE. You need to print a SAMPLE to check your alignment with‐
out losing the PRINT P45 flag. If you print a ‘real’ P45 and the alignment is
out, you would have to reset the flag on the Record (see below). Unlike
most of SUPERPAY’s reports, you can print P45’s once only.
Laser P45's
Laser P45ʹs consist of two A4 sheets. So, if you are printing several P45’s,
make sure you load sheet 1, sheet 2, sheet 1, sheet 2 etc. (This is the way
they are stored in the Inland Revenue stationery box.)
If your laser P45’s do not line up properly you can use the P45 offset fields
in the SYSTEM DETAILS file. These offset fields have exactly the same func‐
tion as the P14 offset fields which are described in the FAQ 2007 booklet
Page 41.
Continuous P45's
Continuous P45ʹs are in exactly the same format as manual P45ʹs with a
margin for sprocket holes. Since you have to line up the forms, continuous
P45ʹs are really only useful if you have several employees leaving at the
same time; i.e. it may be easier to print a P45 on plain paper and then man‐
ually transcribe the information onto the Inland Revenue form, rather
than load and align the special stationery.
Reprint a P45
You cannot simply re‐choose the PRINT P45 option to reprint a P45. Instead
you need to:
Go the Employee’s Record.
UNDELETE his Record.
DELETE his Record again.
This resets the PRINT P45 flag, and you can then reprint the form.
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New Users Guide
B92
8 ‘Undo’ mistakes
8.1 Overview
If you realise you have made a mistake after a payslip has been stored
and/or printed you need to ‘undo’ the incorrect payslip before SUPERPAY
will let you re‐do the employee’s payslip.
Step 1 – Go the employee’s Record and UNDO the payslip.
Step 2 – STORE the undone Record.
Step 3 – Choose RUN PAYROLL again and re‐do the payslip.
These 3 steps are all that you usually need. You do not need to ‘undo’ the
whole payroll when you make a mistake on one or two employees.
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New Users Guide
3. SUPERPAY displays an Action Box.
i.e. in this example the Week number changes back to Week 13.
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Chapter 8: ‘Undo’ mistakes
If you want to start the payslip again from scratch or the pay interval is not
correct, press EXIT to clear the entries.
However, when you re‐RUN the payslip you need to ensure that the
revised payslip shows the Net pay that the employee actually received. To
do this, enter any difference in Net pay as an After-tax adjustment. You
then recover or pay any difference next week by either subtracting or add‐
ing the difference as an After‐tax item.
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New Users Guide
Example: When an employee receives his Week 14 pay he informs you
that his £267.27 Net pay does not include 4 hours weekend overtime.
UNDO his record, and re-RUN his payslip as described above. Using ‘last
run’s data’, add 4 hours week end overtime.
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Chapter 8: ‘Undo’ mistakes
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New Users Guide
In this example, you realise that the employee was on a week’s unpaid
leave and so should not have been paid at all. Unfortunately, the money
has already been paid into his bank account.
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Chapter 8: ‘Undo’ mistakes
This is a large sum to repay, and you decide the employee can pay it back
in 3 instalments of £85, £85 and £70.34. Set up the loan on the employee’s
record.
RUN PAYROLL will then take the repayment from his next 3 payslips.
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New Users Guide
Operation
Choose UNDO ALL LAST RUN, and enter the range of employees or depart‐
ments. Then enter the week number that you want to UNDO. SUPERPAY
prompts you with the latest week or month number.
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Chapter 8: ‘Undo’ mistakes
SUPERPAY asks you to confirm your selection.
Press SPACE to start the UNDO or ESC to cancel. UNDO ALL only changes
those Records which have been RUN for the period selected. When com‐
plete, SUPERPAY tells you how many employees have been UNDONE.
Correct payslips
To correct the payslips, go back to RUN PAYROLL. Re‐enter the same PAY
DATE again and re‐RUN the payslip(s) as described above for individuals.
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New Users Guide
Example: In Week 27 you realise you should have entered a new tax code
for an employee in Week 22.
Then press F10 to PRINT the payslips on plain paper. In this example, the
net pay for the five weeks is £298.11, £316.33, £316.54, £334.32 and £298.32.
B102
Chapter 8: ‘Undo’ mistakes
Press Cursor down to move the highlight to the ‘Restore to ..’ line and
press ENTER. SUPERPAY then asks you to choose a week number to
RESTORE to, prompting the Week/Month number prior to the current one.
B103
New Users Guide
Enter the tax code change (i.e. for this example, overtype 522L with 412L)
and STORE the revised record.
B104
Chapter 8: ‘Undo’ mistakes
B105
New Users Guide
to re‐print the revised payslips. SUPERPAY then prints the five payslips
together in a batch.
Note: You need to re‐print revised reports for all your employees – not just
this employee.
B106
9 Sundry Items
9.1 Overview
This chapter gathers together sundry unrelated items which have not been
covered elsewhere in this guide.
This option is used for weekly paid employees with fixed value after‐tax
adjustments.
If you enter Y here and then advance the tax week – e.g. for holidays – RUN
PAYROLL multiplies all fixed value After‐tax adjustments by the number of
weeks the employee is paid. For example, if the pay interval is 2 weeks,
then RUN PAYROLL multiplies all fixed value after‐tax items by 2. If you
leave N in this field, RUN PAYROLL does not adjust any After‐tax items when
employees go on holiday.
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New Users Guide
Example: You have Y in this field. An employee pays a £10 union sub
each week. If you use the PAYROLL RUN holiday prompt and give him two
weeks’ pay, then 2 x £10 = £20 union sub will be deducted.
The default is Y. Most companies do not change this. This option has no
effect on the calculated amounts – i.e. it does not set any payslips to a zero
Net pay. It is simply a print option which is used by some companies who
like to process payslips every week for every employee on file but only
want to print those payslips which have a value.
IR payments in m/summary (Y/N) (Field 3)
Length: Enter A, Y or N (default is A)
Leave the default A here. Then if you enter PAYE payments on Screen 3, the
MONTHLY SUMMARY prints a payment line for each month and you can see
what is outstanding. If you do not complete Screen 3, no payment line is
printed.
Extended department codes (Y/N) (Field 4)
Length: Enter Y or N (default is N)
Leave the default N here if all your departments fit in the range A to Z.
B108
Chapter 9: Sundry Items
Enter Y only if you want your reports analysed over more than 26 depart‐
ments. SUPERPAY will then use the first two characters of your employees’
codes as the department. This gives you up to 260 departments; e.g. A0,
A1, A2 etc.
If you enter Y here and the second character of an employeeʹs code is a let‐
ter, SUPERPAY groups this second letter with the number 9; i.e. AA AB, AC
etc. are all grouped with department A9.
Deduct SSP from fixed first pay item (Y/N) (Field 5)
Length: Enter Y or N (default is Y)
If you pay an employee SSP, SUPERPAY can automatically adjust his salary
so that he still receives his normal amount that week/month. If you leave
Y here, SUPERPAY reduces any fixed gross pay item on line one of his pay‐
slip by the value of SSP paid.
Example: An employee is paid £2350 Salary each month. This is set up on
line 1 of the Gross pay items on her Record.
B109
New Users Guide
If you do not pay the full salary when salaried paid employees are sick,
enter N here. You would then need to manually adjust the Gross pay
amount on the payslip screen when paying out SSP. (i.e. You would enter
a negative adjustment on the payslip screen since you cannot change a
fixed amount directly.)
Everyone on P35 /P14's (Y/N) (Field 6)
Length: Enter Y or N (default is N)
Employees who are paid less than the lower NI earnings limit and have no
SSP reclaim or PARENTAL PAY do not need to be included on a paper P35 at
the end of the tax year. (Their details are instead recorded on a P38A.) If you
prefer to print a P35/P14 and P60 for all employees whatever their earnings
then enter N here.
Note that this option affects only paper P35 and P14/P60 forms. The online
year end filing option includes all employees (i.e. the FBI module ignores
this question). However, if you have N in this field, no P60’s will be printed
for low paid employees even if they have been filed online.
Are surnames first in e’ee records (Field 7)
Length: Enter Y or N (default is N)
SUPERPAY has a free format employee name field. However, Inland Reve‐
nue forms and returns require the surname to be printed before fore‐
names so you need to enter Y or N here to tell SUPERPAY which part of the
name field is the surname.
If you set up your employee names with surnames first, e.g. Smith Timo‐
thy, enter Y here. If you enter forenames before the surname, e.g. Timothy
Smith, enter N.
Number of address lines to print on forms (Field 8)
Length: Enter 1, 2, 3, 4 or 5 (default is 5)
If you use one or more lines of the employeeʹs address box for remarks or
telephone numbers, enter here the number of lines used solely for the
address. Then when you print a payslip with an address (e.g. the standard
laser payslip) SUPERPAY will print addresses only and exclude remarks etc.
What you enter here is also used for year end forms and returns.
Overseas employer (Field 9)
Length: Enter Y or N (default is N)
Leave the default N in this field unless the company is an overseas
employer who does not pay Employer NI. Employee NI is unchanged by
this field.
B110
Chapter 9: Sundry Items
B111
New Users Guide
When you run a payslip on the Directors’ basis, you will see the text Direc‐
tor next to the NI code – see the diagram below.
B112
Chapter 9: Sundry Items
the year the director might have a large NI bill which he personally
has not made provision for.
So, if you pay big bonuses mid‐year, you should forewarn your direc‐
tors that they may have extra NI to pay at year end (or when they leave
if they leave mid year).
3. You have to get the director’s agreement.
Note: You do not have to use the same basis for all your directors.
B113
New Users Guide
check that the text Director is next to the NI code. If it is, then the payslip
will be correctly calculated on the Directors’ basis.
B114
Chapter 9: Sundry Items
When SUPERPAY asks for a range of employees, you can leave both
fields blank to choose all employees.
A list is displayed, starting with E00000. If you have more than 15 employ‐
ees in the list, PAGE DOWN or UP and CURSOR DOWN or UP step forward and
backwards through the list. When you see the employee you want, enter
his code. SUPERPAY then redisplays your original screen.
When SUPERPAY asks for the employee code, press CTRL-F (‘f’ for find) and
SUPERPAY displays a ‘Name to find’ box. Enter part of the employee’s
B115
New Users Guide
name, and SUPERPAY searches for the first employee whose name contains
the string entered.
If found, SUPERPAY displays that employee’s details. If there is no match
SUPERPAY displays No more at the bottom of the screen. If the employee
displayed is not the one you want, press EXIT back to the (now empty)
Employee code field and press CTRL-N (‘n’ for next). You can continue
doing this until you find the employee you want.
B116
Chapter 9: Sundry Items
Month 0
Check that you have A or Y in the IR PAYMENTS IN M/SUMMARY field on
Screen 2 of the client’s CO RECORD.
Month 1
At the end of April you print the MONTHLY SUMMARY which shows that the
client has to pay £3,533.11 to the Revenue.
B117
New Users Guide
Month 2
In May you run your client’s payrolls in the usual way. Then, when you
print May’s MONTHLY SUMMARY at the end of the month, the report shows
the amount the client has to pay this month.
Diagram 110: Monthly Summary shows amount due for Month 2 only
Enter this amount (i.e. £2878.25) on the client’s Co Record with a pay date
of 31/05/07.
Month 3
In Month 3, you RUN your client’s Month 3 payrolls in the usual way but,
for example, this month you also need to go back to Month 2 and re‐run
an incorrect payslip (e.g. you need to enter extra hours for an employee).
When you print the MONTHLY SUMMARY for Month 3 the total due is now
Month 3’s total plus the extra tax and NI from Month 2; i.e. £2853.61 is
due. This is £2632.88 for Month 3 plus an extra £220.73 for Month 2.
B118
Chapter 9: Sundry Items
Your client needs to pay this Outstanding amount – not just the Month 3
figure.
Month 4 onwards
Continue doing this each month.
Conclusion
By entering payments each month as you go along, the MONTHLY SUMMARY
shows exactly what your client needs to pay over to the Inland Revenue
each month. This is particularly useful when you need to go back to a pre‐
vious month and re‐run a payslip.
9.7 Conclusion
You have now reached the end of the New Users Guide.
B119
New Users Guide
B120
SUPERPAY
Reference
Section C
1 Attachment of
earnings
1.1 Overview
Attachment of Earnings Orders require employers to deduct money from
employees’ pay in order to discharge employees’ debts or to pay child
maintenance.
Classification
There are 3 types of Attachment:
Council Tax orders for unpaid Council Tax – see 1.2.
Child Support Agency (CSA) orders for child support – see 1.3.
Court orders to clear outstanding County Court judgements – see 1.4.
Each type of attachment has its own method of calculation.
Administration charge
You can make a nominal Administration charge each pay period. The cur‐
rent maximum is £1 per deduction – see 1.5 below for more information.
Net earnings
To know how much to deduct, you need to know an employee’s ‘Net Earn‐
ings’ which are calculated as:
Gross Pay less tax, less NI, less any pension deduction.
This is not necessarily the same as Net Pay. ‘Net Earnings’ includes SSP
but excludes SMP, SPP, or SAP. ‘Net Earnings’ also excludes any positive or
negative After‐tax items.
Multiple orders
If an employee has more than one Attachment, Council Tax and CSA
orders are always deducted first (in date order) and other (non‐Priority)
orders are deducted from the remainder – again in date order.
C1
Reference
C2
Chapter 1: Attachment of earnings
RUN PAYROLL automatically calculates and displays the amount payable on
the employee’s payslip screen.
C3
Reference
In this example there is no Admin charge.
C4
Chapter 1: Attachment of earnings
C5
Reference
C6
Chapter 1: Attachment of earnings
SUPERPAY looks after this c/f field.
C7
Reference
i.e. RUN PAYROLL deducts too much.
2. If you run 2 separate payslips, RUN PAYROLL calculates:
£300 x 17% = £51 on his Ordinary Pay and
£500/2 = £250 x 12% x 2 = £60 on his Holiday Pay
i.e. £51 + £60 = £111 which is the correct deduction.
C8
Chapter 1: Attachment of earnings
C9
Reference
RUN PAYROLL waits for you to enter the amount. In this example. there is
sufficient ‘Net Earnings’ to deduct the full amount so enter ‐76; i.e. £75
CSA deduction plus £1 Admin cost.
(The displayed £64.47 Attachment is the original first Priority Attachment
(in this case Council Tax) which RUN PAYROLL calculates automatically.)
Diagram 15: Second Attachment payslip screen – with extra text lines
RUN PAYROLL waits for you to enter the deduction as described above (usu‐
ally ‐76). The zeros on the ‘text only’ lines are shown on the screen but are
not printed on the payslip.
C10
Chapter 1: Attachment of earnings
C11
Reference
The 5/07 date reminds you which set of rates to use (in this example the
April 2007 rates). This text is shown on the employee’s payslip screen as:
C12
Chapter 1: Attachment of earnings
C13
Reference
Deduction plus £1 Admin cost. When calculating the deduction, remem‐
ber not to confuse ‘Net Earnings’ with Net Pay. They may or may not be
the same figure; e.g. if the employee has after‐tax items.
(Note: The displayed £18.50 Attachment is the original Attachment which
RUN PAYROLL calculates automatically.)
If there are insufficient ‘Net earnings’ to deduct the standard deduction,
deduct what you can while still leaving the employee with his Protected
Pay. Do not carry forward any underdeduction.
1.19 Conclusion
The regulations regarding Attachments are complex. We have summa‐
rised the main points in this chapter, and shown how you operate the var‐
ious types of Attachment through SUPERPAY.
However, we do not claim that this manual includes everything you need
to know to operate all types of Attachment. You should read the appropri‐
ate Employer’s Guides for more information – particularly for details of
how the various Attachments interact with one another when you have
more than one Attachment for the same employee.
C14
2 Bureaus
2.1 Overview
This chapter gathers together those features which are used by multi‐com‐
pany bureau installations.
SP40 Any number in the range 1 to 40.
SP100 Any number in the range 1 to 100.
SP250 Any number in the range 1 to 250.
SP Any number in the range 1 to 999.
On the SP40, SP100 and SP250 versions, SUPERPAY program and data files
are stored in the same directory.
2.3 Licence
SUPERPAY licences run for 12 months from February to the following Janu‐
ary. If you need access to more company numbers, you can trade in your
existing program against the cost of a new licence plus any extra Mainte‐
nance charge for the year.
If you want to trade down to a smaller version of SUPERPAY in order to
reduce your annual Maintenance you need to do this at MAINTENANCE
renewal (i.e. before we issue your new licence for the next 12 months).
Before entering the revised licence, make sure that all your company num‐
C15
Reference
bers fall within the range of your new version – you can use the RENUMBER
function if necessary.
There is a one‐off Network licence (current cost £100 + VAT) to permit
SUPERPAY to be run on a network. It does not matter if you only run SUPER-
PAY from one PC; if you contact us with a query which is related to the fact
that your installation is on a Network, you need the Network Licence.
There are also second and subsequent installation Licences to run SUPER-
PAY on more than one PC or in more than one location.
Finally, please note that a multi-company licence is not the same as a
multi-location licence; e.g. SP40 is for running 40 companies in one loca‐
tion.
C16
Chapter 2: Bureaus
C17
Reference
Online filing requirements and incentives are dependent on the number of
employees a company has at a specific date in October chosen by the Rev‐
enue each year. In November, when the Inland Revenue sends out online
filing letters you should print/view report 920 to see if any of your clients
are close to the 50 limit (either above or below). If needed, you can then
print/view sample report 919 to ensure that the Inland Revenue has cor‐
rectly categorised your clients.
C18
Chapter 2: Bureaus
C19
Reference
C20
Chapter 2: Bureaus
Restore option
To prevent you from accidentally overwriting a lot of data files, you can
only RESTORE one company at a time if the files already exist on your hard
drive. Also, you can only RESTORE to the same directory that the files were
BACKED up from.
2. Company closes down
C21
Reference
If a company closes down and immediately opens up again under a
different name, some users copy the company as described in 2.10
below.
Copy – instructions
1. For SP40, SP100 and SP250 versions, COPY allows you to duplicate a
company with a different company number from the original com‐
pany.
2. If you have SP (unlimited) you can COPY a company to a different
number and/or directory or drive. Choose this option and enter your
details in the COPY box.
C22
Chapter 2: Bureaus
Example: Payslip style
Set up a default style; e.g. enter M2 for standard laser payslips which most
of your clients use.
C23
Reference
C24
Chapter 2: Bureaus
Print a list of Employee codes and names. This shows which
employees have already left before the close down – you need this
for step 6 below.
Make sure that you have a copy of the latest payslips. If you run a
bureau you may no longer have these, in which case, print another
copy (on plain paper) now. You need these for step 9 below.
If the employees are paid by Autopay or BACS, print sample report
904 which shows the employees’ current bank details. You need this
for step 11 below.
DELETE all the current employees and issue P45’s. Leave the com‐
pany on file until year end for online filing or paper P14’s.
3. The remainder of these instructions apply to the new company.
Change the company’s name to the new name; e.g. Fred Bloggs (2007)
Limited.
4. On the COMPANY RECORD, blank out any Inland Revenue payments on
Screen 3.
5. On the Employee Records, either RESTORE each individual employee
back to Week/Month 0 or UNDO the whole payroll one period at a time.
This brings the totals back to zero. E.g. if the employees are monthly
paid and it is only Month 3, then use the UNDO ALL option three times;
i.e. one month at a time. If the employees are weekly paid and you are
at Week 40, it may be easier to RESTORE each employee’s record indi‐
vidually.
6. REMOVE all the employees who had already left before the close down.
These are listed on the Employee codes and names report printed in
step 2 above.
7. Print a MONTHLY SUMMARY to check that all your totals are now at zero
– by restoring back to Week/Month 0 you will be back to the records at
6th April.
8. Using the P45 prompt, enter the details of the P45’s printed in step 2
above. As well as setting up the totals to date, this also ensures that the
employees’ Tax Codes reflect any changes since 6th April.
9. Check the rates of pay etc. from the employees’ most recent payslips,
and apply any changes to their Records and PAYSLIP HEADINGS.
10. You may need to enter SSP in the BEFORE DIARY. Similarly, ongoing
Parental Pay, Loans and Attachments may need to be entered.
11. Finally, if the employees are paid by Autopay or BACS, print sample
report 904 again and compare the details with the report printed in
step 2 above. Apply any changes.
C25
Reference
As you can see, there are a lot of steps.
Transfer data
If you use BACKUP to transfer your client’s data onto a memory stick,
remember that your client can only RESTORE into the same directory name
as the data was backed up from. If both you and your client store SUPER-
PAY data in the default directory C:\SUPERPAY, the BACKUP/RESTORE is
straightforward.
If either of you uses a different directory you should use Windows or
SUPERPAY’s COPY command to transfer the data onto a USB memory stick
(if you have the unlimited SUPERPAY). Your client can then use Windows
Explorer to transfer the data from the memory stick onto their PC.
Transfer data
As in 2.11 above, if your client has used BACKUP to transfer his data, you
can only RESTORE into the same directory name as the data was backed up
from. If both you and your client store SUPERPAY data in the default direc‐
tory C:\SUPERPAY, the BACKUP/RESTORE is straightforward.
C26
Chapter 2: Bureaus
If either of you uses a different directory on your PC, and you have SP
(UNLIMITED) you can set up a temporary directory with the same name as
your client’s directory. RESTORE the files into that directory and then use
DOS or Windows Explorer to COPY the data into your ‘live’ directory.
Alternatively, use Windows to copy data from your client’s PC to a mem‐
ory stick and to then copy the data from the memory stick to your PC.
C27
Reference
C28
3 Change pay interval
3.1 Overview
Use the WK/MN prompt on the bottom of an employee’s Record to change
‘Pay interval’ (e.g. to change from Weekly to Monthly).
C29
Reference
So, we advise you to change interval only at the beginning of a tax month.
If you follow this advice, please ignore 3.3 and 3.4 below.
3.5 Warnings
RUN PAYROLL checks for ‘conflicting runs’ and warns if you have changed
INTERVAL at the wrong time. For example, if you change an employee from
Weekly to Monthly when you have already paid the employee for 2 weeks
in that month, RUN PAYROLL displays a warning when you RUN the
Monthly payroll. If this happens, you should read and follow the instruc‐
tions above.
C30
Chapter 3: Change pay interval
Example: Pay on 14/12/07 is:
Tax week 40 for 4 weekly payrolls
Tax week 38 for 2 weekly payrolls
Tax week 37 for weekly payrolls.
If an employee changes from weekly or 2 weekly to 4 weekly, you should
ensure that his first payslip after the change shows an interval of no more
than 4 weeks – if it does, use the Interval prompt to change the interval
back to 4.
Example: Pay interval needs changing on first payslip
A weekly paid Employee is paid on 14/12/07. This is Tax Week 37.
On 11/01/08 (4 weeks later), you change his pay interval to 4 weekly and
he is paid with the 4 weekly payroll which is Tax Week 44.
C31
Reference
Overtype the existing pay interval (7); i.e. type 4 and press ENTER.
The revised pay interval is then displayed.
C32
4 Contact
4.1 Overview
This chapter tells you how you can contact us and how we keep you
informed about changes which affect your payroll.
Telephone
You can telephone the SUPERPAY Hotline on
0161 832 4761. When you telephone, please have
SUPERPAY (or the FBI module) loaded so that we can
provide you with a swift resolution to your query.
The Hotline is open Monday to Friday 9:00am to
5:00pm excluding Bank Holidays. Each year the hotline
closes between Christmas Eve and New Year’s Day inclusive.
If you have not yet returned your Licence Agreement, we will record your
telephone number and ask for your company name and Licence number
before answering any query.
We do not provide installation support to mobile telephone numbers.
Email
You can email queries to support@superpay.co.uk. If you work on SUPERPAY
out of normal office hours, we normally respond to overnight emails dur‐
ing the next working day. If your email is particularly complex it may take
a few days before we get back to you.
Sometimes, we may ask you to email us your file(s) as an attachment so
that we can investigate your query more fully. If we do this, we treat your
data as strictly confidential. At busy times our hotline staff deal with
many queries so it is helpful if you detail in the body of the email what has
been discussed so far.
C33
Reference
Post or Fax
If you send us a written query by post or fax we usually telephone or email
you to sort out your query.
Sometimes we receive floppy disks with a compliment slip with no details
of why the disks have been sent. As with emails, it is helpful if you detail
what has been discussed so far; e.g. is the enclosed disk a data conversion
or do you have you a complex SSP query etc.?
4.3 Website
Licenced SUPERPAY users can always download the latest version of
SUPERPAY and SUPERPAY’s PRINT HELPER, FBI and CIS modules from our
website (www.superpay.co.uk).
The SUPPORT page lists FAQ’s. These FAQ’s are also documented in the FAQ
2007 paper manual.
4.4 Updates
When there are legislation changes we provide an update to cover the
changes. An update may be a CD, an Internet download or whatever
media is the current best method of updating payroll software. (Technol‐
ogy is changing all the time so we cannot say how future updates will be
supplied.) If we send you any written notes, please file them in your
SUPERPAY ring binder which was supplied with your original package.
There are usually two legislation changes each year – on 6th April and in
May or June.
We cannot add you to SUPERPAY’s email list; this is something that you
need to do. If you have a separate IT department, it is good practice for
both the IT and payroll departments to ‘subscribe’ independently so that
the IT department will know when to update your software, and you will
know what changes have been made to the program.
C34
Chapter 4: Contact
At any time you can remove your email address from our mailing list. To
do this, go to SUPERPAY’s website, click on DOWNLOADS and click on SUB-
SCRIBE as described above. Change the email subject from SUBSCRIBE to
UNSUBSCRIBE and send a blank email to us.
We do not send attachments with our emails; we simply inform you when
the program or manual has been updated. It is then up to you to down‐
load an update. Please note: We do not email you about every small
change to the program even though we post such changes on our website.
4.7 Orders
Most SUPERPAY users order payslips by telephone on 0161 832 4761
(same number as the hotline), though you can also order goods by fax (on
0161 819 3129) or post.
Deliveries
Deliveries are usually by 48 hour Parcelforce and we quote 3 working
days to allow for delays. If you want to speed up your order you can pay
£3 + VAT for a 24 hour Parcelforce service.
Neither the 24 or 48 hour Parcelforce service guarantees deliveries. If you
urgently need a small supply of payslips, we can arrange for a Special
Delivery. The cost of this service depends on the exact weight of the goods.
If you need goods urgently, you should contact us by telephone.
Prices
Our current software price list is posted on our website www.superpay.co.uk
on the Versions tab on the DESCRIPTION page. If you want to upgrade your
software, the cost is usually the difference in price between your existing
payroll and what you want to upgrade to plus the difference in the annual
Maintenance charge.
C35
Reference
4.8 Payment
We accept cheques made out to Computastore or online bank transfers. If
you want to pay us online please telephone us on 0161 832 4761 and we
will supply the relevant information. We do not accept credit card pay‐
ments.
C36
5 Directors’ NI
C37
Reference
5.5 Starters
When a director starts during the tax year, the NI annual limits are appor‐
tioned according to the start date; e.g. if a director starts on 6th October the
NI limits are half the annual limits. If you enter the correct Start date on
the director’s Record SUPERPAY will apportion the NI limits according to
Inland Revenue regulations.
C38
Chapter 5: Directors’ NI
standard NI until the last payment in the tax year, when you must run him
as a director.
5.6 Leavers
If a director leaves during the year and you have deducted standard NI
from his pay as described in section 9.3, you must put him on the Direc‐
tors’ basis before running his last payslip.
A starter’s NI limits are apportioned according to the period employed in
the tax year. This does not happen with leavers. When a director leaves,
his NI is still calculated using the full year’s limits. If he started during the
year, use the original pro‐rata NI limits (apportioned according to the start
date – not the leaving date).
C39
Reference
3. Manually enter the correct totals on Lines 1 and 2 of the NI totals on
Screen 3 of the director’s Record.
Directors’ basis
If a director has been paid on the Directors’ NI basis (i.e. you have Y in the
Director field on Screen 1 of his Record), a change of NI code requires a
few more steps.
1. PRINT the director’s record – keep the printout safe until year end.
DELETE this record (which is now the old record).
2. Set up a new record with the new NI code. Enter the date of change as
the START date, and enter Y in the DIRECTOR field.
3. Enter his taxable gross and tax to date from the old record using the
P45 prompt. Do not enter any NI totals.
4. SUPERPAY will deduct NI on the new record on the Directors’ basis
since you have Y in the DIRECTOR field.
5. At year end (i.e. after you have run his last payslip for the year) use
the Inland Revenue Guide to manually calculate what NI should be
deducted under each code from the director and his employer for the
year to date. If you do not know how to do this, telephone the Inland
Revenue Help‐line who will help you calculate the correct figures.
6. Manually enter the correct totals on Lines 1 and 2 of the NI totals on
Screen 3 of the new record. Any changes that you make will be cor‐
rectly reflected in your MONTHLY SUMMARY. You may need to deduct
some more NI from the director or refund some NI already paid.
Make any necessary adjustment as an after‐tax item on his next pays‐
lip in the new year.
C40
Chapter 5: Directors’ NI
7. On the new record manually add the P45 taxable gross and tax totals
to This employment totals. Now call up the P45 box and blank out the
fields. STORE this new record.
8. Make sure you do not run any more payslips for the director.
9. REMOVE the old record – it was already deleted in step 1 above.
C41
Reference
C42
6 Holidays
6.1 Overview
This chapter brings together all the information relating to the PAYE treat‐
ment of holidays in SUPERPAY.
If you have such items you need to process the holiday pay separately
from the ‘normal’ pay.
Step 2 – Enter the new week number; i.e. the last week of his holiday.
If you are not sure what to enter here, look in the top right of the screen for
the current tax week number.
C43
Reference
In this example the employee is about to go on two weeks’ holiday. The
current week is Week 18, so you need to enter 20 here (i.e. 18 + 2).
Step 3 – SUPERPAY displays the new week number and pay interval in the
top right of screen.
SUPERPAY adjusts the employeeʹs tax and NI limits and any flat rate pen‐
sion for the number of weeks paid.
Step 4 – You can now pay the employee his normal pay plus two weeks’
holiday pay (3 weeks’ pay in total). RUN PAYROLL will not display that
employee again until Week 21.
Important note – If you press EXIT because you need to re‐enter some pay‐
slip items, the tax week is reset back to the standard week. So, if you press
EXIT to make some corrections you need to press HOLIDAY again and
advance the tax week again.
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Chapter 6: Holidays
SUPERPAY asks ‘to week ( )?’. Enter the week or month you want to
advance to.
Example: In the above Diagram, SUPERPAY displays Week 11 next to the
PAY DAY. The whole payroll is about to go on two weeks’ holiday, so enter
13 here.
SUPERPAY then adjusts the NI limits, tax free pay and flat rate pensions for
the number of weeks paid for all your employees. If only part of the pay‐
roll is going on holiday, enter N here and use the HOLIDAY prompt to
advance the tax week on each individualʹs payslip screen (as described in
6.3 above).
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Reference
Example: An employee normally pays £15 union sub each week. If he is
paid 1 week’s wages plus 1 week’s holiday pay, do you want SUPERPAY to
deduct £15 or £30?
If you want SUPERPAY to deduct £30, enter Y in the AFTER TAX ITEMS x
WEEKS field on Screen 2 of your COMPANY RECORD.
C46
Chapter 6: Holidays
HP Accrual
If you accrue CIS Holiday Pay, remove the N flag on the special HP Accrual
HEADING on Screen 3 of your PAYSLIP HEADINGS file.
NI calculation on payslip
Since no NI is deducted, CIS Holiday Pay must not be combined with nor‐
mal pay on a payslip. This is because SUPERPAY averages the total pay
over the number of weeks paid.
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Reference
Example: In Week 10, you pay an employee £290 for 1 week’s normal pay
plus £500 for 2 weeks’ CIS Holiday Pay.
If you advance the week to Week 12 and pay £790 on one payslip,
SUPERPAY averages the pay which is subject to NI over 3 weeks. Only
£290 is subject to NI so no NI would be deducted (since £290/3 = £96.67
is less than the weekly Earnings Threshold).
So, in this example you should produce a payslip for Week 10 for the
normal pay, and a 2 week payslip for Weeks 11 and 12 for the CIS Hol‐
iday pay. When you do this, the employee pays NI on the £290 for Week
10.
C48
Chapter 6: Holidays
C49
Reference
SUPERPAY displays the text ‘Holiday Pay’ and prompts the amount
accrued to date – in this case £840.25.
and then press ENTER, RUN PAYROLL displays:
and waits for you to enter the number of days/hours.
C50
Chapter 6: Holidays
You can then either accept or amend the figure already entered; i.e. SUPER-
PAY allows you to STORE a negative total in the Accrual to date field on the
employee’s Record.
1. Tax Period
SUPERPAY does not automatically adjust the tax interval when you pay out
accrued Holiday Pay. If the employee is about to go on holiday, remember
to use the HOLIDAY prompt (F3) to advance the individual’s tax week or
advance the whole payroll on the RUN PAYROLL menu screen – see 6.3 and
6.4 above.
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Reference
and you can amend the flags if you wish. Note: There is no H flag since
you do not want an accrual made on the payout of accrued Holiday Pay.
or
C52
Chapter 6: Holidays
If you have set up your employees in this way, when you STORE a payslip,
SUPERPAY asks:
Type Y or N and then press ENTER.
Some companies use this P (for pause) feature to ensure that Holiday Pay
is only accrued when an employee has met certain pre‐set conditions; e.g.
if they work a certain number of hours or earn over a certain amount.
Other companies use this Pause feature to selectively choose which weeks
to include for accrual of Holiday Pay.
Example: Your employees receive 1 week’s HP in Week 40 based on their
average pay over the 8 weeks up to and including Week 39.
Set up the HP accrual as 1/8 (i.e. enter 12.5%) of the wages for Weeks 32‐39
inclusive (i.e. enter 12.5%P in field 21 on Screen 1 of the employees’
Records.) When you press F9 to store the payslip screen, SUPERPAY asks
you to confirm the accrual. Enter Y each week.
In Week 40, pay out the accrued HP. Enter *H as a gross pay item on each
employee’s payslip screen. RUN PAYROLL prompts the average pay over the
past 8 weeks for you to either accept or overtype.
If the employees are to receive 2 weeks’ HP, then you should accrue 2 x 1/
8 = 1/4 = 25% each week so that RUN PAYROLL can prompt you with the cor‐
rect figure.
Fixed deductions
SUPERPAY multiplies fixed Deductions and Protected Pay by the number
of weeks/months paid. (There is still only one admin charge.)
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Reference
must RUN a separate payslip for the normal pay and the Holiday pay.
Please refer to section 1.9 for more details of this restriction.
C54
7 Leavers
7.1 Leavers
Press F5 to DELETE. SUPERPAY asks:
and prompts Y. Press ENTER to confirm. The Record is flagged as DELETED,
cleared from the screen, and a PRINT P45 flag created for this employee.
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Reference
C56
Chapter 7: Leavers
P45ʹs are really only useful if you have several employees leaving at the
same time; i.e. it may be easier to print a P45 on plain paper and then man‐
ually transcribe the information onto the Inland Revenue form, rather
than load and align the special stationery.
This resets the PRINT P45 flag, and you can then reprint the form.
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Reference
You can SKIP his payslip when he has not worked – see 6.17 in the New
Users Guide if you want to know more about this feature.
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Chapter 7: Leavers
Change the ‘Round: To’ field to 0.01.
This clears the rounding b/f, and ensures no rounding amount is carried
forward. After running his final payslip, the Net Pay rounding fields now
show:
7.7 Attachment
When an employee leaves, if there is an ongoing Attachment you need to
inform the Court or Agency which issued the original order. There are
rules regarding time limits which you must adhere to – please see the
Original Order for more details.
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Reference
7.8 SMP
At the end of an employee’s Maternity Pay Period, SUPERPAY stops paying
SMP. If the employee is not returning to work you should then DELETE her
record so that her payslip screen is no longer displayed.
7.9 SSP
When an employee leaves, you must check his SSP DIARY to see whether he
has had any SSP in the previous 8 weeks. If he has, complete an SSP1(L).
Only enter whole weeks.
Example: If an employee had 5 Qualifying days per week, round down 3
days SSP or less and round up more than 3 days. E.g. if he had 3 days SSP,
round this down to zero weeks and you donʹt need to complete a Leavers
form SSP1(L). If he had 4 days SSP, enter 1 week on the SSP1(L).
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8 Pensions
8.1 Overview
Pensions are not the same as other deductions from pay and there is a spe‐
cial Pension box on the employee’s Record for you to set up pensions.
All but the very smallest employers must offer a Stakeholder Pension to
their employees. So SUPERPAY has a dedicated Stakeholder Pensions line
(line 4) in the pension box.
Number of pensions
Each employee can have up to four different pension calculations. These
can be separate parts of the same pension – e.g. a percentage of gross pay
plus a flat rate AVC – or completely different pensions. Leave blank those
fields which do not apply to this employee. The first 3 lines are for non‐
Stakeholder pensions. Line 4 is only for Stakeholder pensions.
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Reference
Tax relief
Approved pensions are allowable for tax but not National Insurance. Tax
relief can be given at source (i.e. the pension is deducted before tax) or can
be claimed by the Pension provider (i.e. the pension is deducted after tax
has been deducted).
With Stakeholder Pensions, tax relief is always claimed by the Pension
provider, so make sure you set up Stakeholder Pensions in the special
Stakeholder line (Line 4).
C62
Chapter 8: Pensions
Enter the amount deducted – e.g. 7.25 – and RUN PAYROLL deducts
£7.25 each pay day. If the employee goes on holiday for a week and you
advance his tax week by one, SUPERPAY deducts £7.25 x 2 = £14.50.
2. Four weekly payrolls etc.
Enter the equivalent weekly contribution. RUN PAYROLL then deducts
the amount you enter here x 4.
Example: A 4 weekly employee pays £50 Pension. Enter 12.50 here on
his Record and RUN PAYROLL will deduct £50 every 4 weeks. If you enter
50.00 here, RUN PAYROLL will deduct 4 x £50.00 = £200 every 4 weeks.
3. Percentage deduction
To deduct a percentage pension, enter the ‘%’ sign after the amount.
Percentage pension deductions can either be a percentage of all an
employee’s pay (e.g. including bonuses and overtime) or a percentage
of part of the employee’s Gross pay.
If you want SUPERPAY to deduct a percentage of all the pay simply
enter the percentage.
If you want SUPERPAY to calculate a percentage pension on only part
of the Gross pay, enter the percentage here and update the P (for
pension) flags on the PAYSLIP HEADINGS file.
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Reference
provider, then you need to enter different ID’s for each provider – see the
list in 8.4 below. If you do not need any pension analysis, enter 1 as the ID.
C64
Chapter 8: Pensions
Example 3: Percentage pension deducted gross (non Stakeholder).
An employee pays 3% and the employer 5% of his total gross wage each
week.
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Reference
The employee does not receive commission or supervisor’s allowance so
the P has been left on these flags. Similarly, the after‐tax items still have all
four flags.
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Chapter 8: Pensions
E Women with reduced NI rate on COSR pension scheme.
F Standard employee on COMP pension scheme.
G Woman with reduced NI rate on COMP pension scheme.
L Deferred, contracted out, salary related (COSR) pension scheme.
S Deferred, contracted out, money purchase (COMP) or Stakeholder pen‐
sion scheme.
The employer must have a Contracted out certificate to use these codes.
Company record
Enter the Employer Contracting Out Number (ECON) on Screen 3 (Field
25) of the COMPANY RECORD.
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Reference
Employee record
If the employee is in a contracted out money purchase pension scheme,
e.g. NI code F, you enter the Scheme number (SCON) in the Pension c/out
no field.
When or if you change the Gross Pay (e.g. when you enter an extra
item), a percentage pension deduction changes instantly on the screen.
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Chapter 8: Pensions
Which Gross Pay items are subject to a percentage deduction is deter‐
mined by the Flags fields on your PAYSLIP HEADINGS file.
Pensions are always shown in the line above tax and NI even if they are
a Type 2 or Stakeholder pension (i.e. deducted after tax and NI has
been calculated).
No pension is displayed if there is no Gross pay.
In accordance with Stakeholder regulations, if the pension is a Stake‐
holder pension, no flat amount pension is deducted if there is insuffi‐
cient Gross Pay to pay the whole deduction.
If the pension is not a Stakeholder pension, if there is any gross pay at
all, the full flat amount pension is deducted even if this puts the Net
pay into negative. Since you cannot STORE a negative net pay, you
would then need to make a payslip adjustment to bring the negative
net pay back to zero or EXIT the RUN and change the employee’s record.
An employee can have up to four pensions. The contributions under
each scheme and the total are shown.
If the values for all four pension elements are too big to fit in the space
on the payslip only the number of deductions and total is shown.
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Reference
C70
Chapter 8: Pensions
screen. The word ‘Stakeholder’ will be printed only on the payslips of
those employees who pay into a Stakeholder pension.
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Reference
C72
Chapter 8: Pensions
1. Which month?
Enter the month you want printed as 3 characters, Apr, May, Jun etc.
SUPERPAY prompts last month (unless you are in April when SUPERPAY
prompts Apr).
You can enter a range of months e.g. Apr-Jun for the first quarter.
You can do year to date reports by entering the range Apr-XXX where
XXX is the current month.
2. Pension Company ID
Enter the appropriate ID. This can be any number in the range 1 to 999 but
needs to coincide with the ID’s already entered on your employees’
Records – see 8.4 above. Enter ALL if you want SUPERPAY to print a report
for all the Stakeholder Pension companies used by your employees.
3. Type
Enter 1 or 2. The Detail report shows the breakdown for each pay period.
You should print two copies of the Summary; one for you and one for the
Pension company. The Detail report is for your records only.
4. Print report
SUPERPAY prints the details of the pension contributions for all your
employees for the Pension company ID selected. Weekly, 2 weekly, 4
weekly, and monthly paid employees are all printed on the same report in
Employee code order.
5. Highlight differences
Stakeholder Pension companies want you to highlight if an employee has
not made the contribution the Pension company expects. Use the Com‐
ment column to show if the expected contribution has not been deducted
and the reason for the difference.
SUPERPAY’s report shows the current weekly etc. contribution and the
number of payslips produced. You must visually check this report to see
if the contribution multiplied by the number of payslips equals the
amount deducted.
2 or 4 weekly payrolls
You enter the weekly contribution on the employees’ Records and for
2/4 weekly payrolls, the pension report shows 1 payslip and the
weekly amount. The amount deducted is usually two or four times this
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Reference
amount. In these cases there is no need for a comment since the pen‐
sion company will receive the amount they expect.
If you have three 2 weekly or two 4 weekly runs in a calendar month,
the deduction will be 6 or 8 times the weekly amount. This may need a
comment – its best to check with the Pension company.
Holidays over a month end
If an employee goes on holiday over a month end, he will have a higher
contribution than expected this month (e.g. 4 weeks’ usual pension + 2
weeks’ pension for 2 weeks’ holiday) followed by a lower contribution
next month. This will probably require a comment; its best to check
with the Pension company.
Pension summary – lower deduction because of low pay
In accordance with Stakeholder regulations, SUPERPAY makes no
deduction if there is insufficient Net Pay to make the full deduction. If
this happens, you can pick this up from your Detail report where you
will see zero in the contribution column. This definitely needs a note in
the Comment column.
C74
9 SMP and SPP
9.2 Overview
Below is a brief guide to SMP and SPP. For further general information
please refer to the Inland Revenue Employers’ Guide.
Entitlement
Mothers are entitled to 39 weeks’ SMP and fathers are entitled to one or
two weeks’ SPP. To qualify for this pay, an employee must give you ade‐
quate notice, provide sufficient evidence, must have been employed long
enough, and must have had sufficient average earnings.
It is up to you to decide whether an employee is eligible. SUPERPAY checks
for low pay, but performs no other checks to determine an employee’s
entitlement. If you are at all unsure whether an employee is entitled to SMP
or SPP, telephone the Inland Revenue hotline who can best advise you.
If an employee is not entitled to SMP or SPP, do not complete the Parental
Leave box on the employee’s Record.
Evidence
For SMP, the employee must produce her MATB1 form which shows the
baby’s Due Date. For SPP, the employee must complete form SC3 which
declares his family commitment.
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Reference
Length of service
SUPERPAY does not check the length of service – even if you enter a start
date on Screen 1 of the employee’s Record. It is up to you to determine if
the employee has worked long enough. Briefly, the rules are:
The employee must have been employed by you continuously for at
least 26 weeks up to and into the 15th week before the week the baby is
due.
In addition, for SPP only, the employee must continue to work for you
right up until the date the baby is born.
Earnings
The employee’s ‘average earnings’ need to be above the Lower Earnings
Limit which for 2007/8 is £87.00 per week.
Rate payable
SMP
The rate for the first 6 weeks is 90% of the Average Weekly Earnings.
For the remaining 33 weeks the rate is the lower of 90% of the Average
Weekly Earnings or the standard rate.
SPP
The rate payable is the lower of 90% of Average Weekly Earnings or the
standard rate. The Paternity Pay period is one or two weeks taken con‐
secutively; i.e. the employee cannot take one week now and another
week later.
The standard weekly rate is the same for SMP and SPP and increases
slightly each year. For 2007/8, the standard rate is £112.75 per week.
Reclaim
You claim back a percentage of the SMP and SPP paid by deducting it from
your monthly payment to the Inland Revenue. The amount reclaimed
depends on your company’s National Insurance payments for the Quali‐
fying Year (usually last year). If you are a large employer, you can reclaim
92% of the amount paid. If you are small, you can reclaim 100% of the
amount paid plus NIC compensation (4.5% for 2007/2008).
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Chapter 9: SMP and SPP
Constants box
1. Male/female indicator
SUPERPAY does not pay SMP to a man, so make sure you have F for
female if you are paying SMP.
2. Irregular pay
If you enter an amount in the Average Pay field on Screen 2 (see 9.5
below), ignore this section.
If an employee is paid on an irregular basis – e.g. a director who
receives irregular bonuses – enter I for irregular in the Emp’ee type
field. This tells SUPERPAY to calculate the employee’s ‘Average pay’ in a
particular way as specified by the Inland Revenue regulations.
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Reference
1. SMP/SPP/SAP
SUPERPAY prompts SMP. Overtype this with SPP if you are paying Statutory
Paternity Pay.
2. EWC/MW date
Enter the due date which is on the MatB1 form. You still need to enter the
due date for SPP – not just the Start date of the Paternity leave.
3. Start date
This is a calculation Start date; i.e. the date you want SUPERPAY to use as
the Start date for payment. This is usually the actual start date unless the
employee is paid a ‘week in hand’. If the employee is paid a week in hand
enter the ‘actual’ start date plus a week – see example below.
Example: Your employees are paid each Friday, a week in hand. An
employee starts Parental Leave on Monday 11th June. The first week’s
Parental Pay is due on Friday 22nd June 2007.
If you enter 11/06/07 (Monday) as the START DATE, SUPERPAY pays 2
weeks’ Parental Pay on 22/06/07 (Friday) for the weeks beginning 11th
and 18th June.
When you enter 18/06/07 (Monday) which is the actual Start date + 7
days, SUPERPAY correctly pays 1 week’s Parental Pay on 22/06/07.
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Chapter 9: SMP and SPP
5. Average pay
If you leave this field blank, RUN PAYROLL will calculate the average
weekly pay and pay 90% of this amount for Higher rate (Earnings
Related) SMP. However, for SMP in particular we strongly recommend you
calculate this figure manually and insert whatever figure you consider
correct. RUN PAYROLL will not overwrite anything you enter here.
This field is described in 9.5 below.
6. Weeks
1. Paid – leave this field blank.
2. Worked – leave blank for SMP. For SPP, if the employee only wants one
week’s SPP, enter 1 here.
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Reference
C80
Chapter 9: SMP and SPP
2. Enter the Expected Due Date separated by semicolons. In this exam‐
ple, enter 10;07;07. The calculator correctly shows this as a date. (If
you enter 10/7, the calculator assumes that you want to divide 10 by 7.)
3. The Qualifying Week is 15 weeks earlier than the Due Date so enter -
15w and press ENTER.
SUPERPAY goes back 15 weeks from the Due Date and displays the
Qualifying Week date – in this case Tuesday 27th March 2007.
The Saturday in the Qualifying Week is 4 days later; i.e. 31st March
2007.
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Reference
C82
Chapter 9: SMP and SPP
helpline. When you know how much the Average Pay is, enter that
amount in the Parental Leave box.
Conclusion
This section may seem complicated when in most cases the Average Pay is
easy to calculate. However, there are so many possible variations because
of missed or mistimed payments that it is important to be aware of the
need to check the figure that SUPERPAY uses in its PARENTAL PAY calcula‐
tions.
It is difficult to summarise the reasons why the figure that SUPERPAY cal‐
culates may be incorrect. The Inland Revenue’s guidance on this issue is
very comprehensive with lots of examples and that information is not
duplicated here.
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Reference
First payment
SUPERPAY calculates the number of weeks from the START DATE to the PAY
DATE. SUPERPAY always rounds up to the next week.
If you want to change the number of weeks paid, you need to change the
START DATE on the employee’s Record.
Subsequent payments
Any PARENTAL PAY due is automatically displayed. SUPERPAY pays the
number of weeks PARENTAL PAY from the START DATE to the current PAY
DATE less the number of weeks already paid.
Split weeks
Even though the Revenue allows you to split a weekly payment of SMP or
SPP over two pay periods for babies due after 1st April 2007 there is no
obligation to do so and SUPERPAY continues to pay full weeks only.
C84
Chapter 9: SMP and SPP
SMP on the other hand is for 39 weeks. It is not against the regulations to
pay SMP as a lump sum but there are two points to consider.
You cannot advance the 39 weeks past the tax year end. Even if you
advance only to Week 52/Month 12 you may deduct the wrong tax or
NI if there is a rate or band change mid‐year. Also, if there are less than
39 weeks until year end, both the employer and employee will pay
more NI than would be payable if the SMP was paid weekly or monthly.
39 weeks is a long time, and the employee may change her mind and
return to work or go and work somewhere else. If there is an overpay‐
ment of SMP, this is an overpayment of Wages which you would need
to recover from the employee who may have already spent the money.
Our advice is not to pay SMP as a lump sum.
SMP
For the first 6 weeks, the employee receives the Earnings Related rate
(this used to be referred to as the Higher rate). This is the lower of 90%
of the employee’s Average Weekly Earnings or the Standard rate. If you
do not agree with this rate, you need to change the Average Pay in the
employee’s Parental Leave box.
For the remaining 33 weeks, the employee receives the lower of 90% of
the employee’s Average Weekly Earnings or the Standard rate.
SPP
SPP is payable at the lower of the Standard rate and Earnings Related rate.
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Reference
You do not normally need to use this prompt since SUPERPAY automati‐
cally displays the number of weeks and amount. If you press F7 the fol‐
lowing box is displayed:
C86
Chapter 9: SMP and SPP
If you have already run and then undone the employee’s payslip, RUN PAY-
ROLL does not recalculate any PARENTAL PAY changes you have made until
you press EXIT to remove the ‘Using last run’s data’ message at the top of
the screen.
2. Low pay
When an employee’s Average Pay is less than the Lower Earnings Limit
SUPERPAY displays a low pay message.
If you think that the employee should receive SMP or SPP, EXIT the run and
on Screen 2 of the employee’s RECORD enter the Average Pay you have cal‐
culated.
Press ESC to clear the message and SUPERPAY then asks you to enter the
employee’s Average Pay.
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Reference
SUPERPAY then uses the amount you enter here to calculate the Earnings
Related PARENTAL PAY.
EXIT the RUN, go back to the employee’s Record and enter the Average Pay
before returning to RUN PAYROLL.
5. Year end – the total amount of SMP and SPP paid is shown on each
employee’s P60 and P35 Continuation Sheet. The P35 summary (FBI
module) shows the reclaimed PARENTAL PAY.
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Chapter 9: SMP and SPP
Eligibility for Small Employers’ Relief (SER) is determined by your total NI
contributions (excluding Y code NI) in the tax year before the Saturday of
the relevant employee’s Qualifying Week. The current SER limit is £45,000
gross NI for the year.
The default setting for both years is 4 (i.e. until there is enough pay history
SUPERPAY assumes that you are not entitled to SER). To change this setting
simply enter 1, 2, or 3 in the relevant field and press F9 to STORE the
changed COMPANY RECORD.
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Reference
Because SER depends on the tax year before the Saturday of an employee’s
Qualifying Week, the MONTHLY SUMMARY may reclaim 92% for one
employee but 104.5% for another. This is best illustrated with an example.
Example: You pay two employees standard rate SMP for the week begin‐
ning 19/08/07.
Employee A has a Qualifying Week of 24/2/07. The tax year before the
Qualifying Week is 05/06. Your total NI for that year was £43,500 so for
employee A you can reclaim 104.5% of the amount paid.
Employee B has a Qualifying Week of 14/04/07. The tax year before the
Qualifying Week is 06/07. Your total NI for that year was £45,500. So, for
employee B you can reclaim only 92% SMP.
C90
Chapter 9: SMP and SPP
Then clear the first set of PARENTAL PAY details from Screen 2 and set up the
new PARENTAL PAY details in the PARENTAL LEAVE box – i.e. Screen 2 always
shows the latest PARENTAL PAY details.
Enter all the fields in the PARENTAL LEAVE box. If there are any errors in
what you enter, SUPERPAY will either not let you STORE the record, or RUN
PAYROLL will make a PARENTAL PAY adjustment on the employee’s first pay‐
slip.
Parental Pay which has ended – Enter the correct figure in the AMOUNT
THIS YEAR field along with the correct SMP/SPP/SAP identifier. However, if
you only enter these two fields, SUPERPAY will not let you STORE the
Record. So, even though the employee is not entitled to any more PAREN-
TAL PAY you still need to complete the PARENTAL LEAVE box – see example
below.
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Reference
Reports
You should print a P35 and MONTHLY SUMMARY before you run a payroll for
this new client. This allows you to check that the b/f figures are correct
before you run any more PARENTAL PAY.
C92
10 SSP
10.1 Overview
When an employee is sick you:
Enter his sick days on his DIARY.
STORE the DIARY.
RUN PAYROLL calculates the SSP automatically.
The MONTHLY SUMMARY calculates any reclaim. (In most cases, there is
no reclaim.)
However, you should skim through the whole of this chapter to make sure
you have not overlooked something, and stop at anything which is rele‐
vant to your company. The Inland Revenue Employers’ Guide covers gen‐
eral SSP information and that is not duplicated here.
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Reference
and SUPERPAY displays a date range box.
Enter S as the status and then the start and end dates of his sickness
period; e.g. 25/06/07 and 01/07/07. You enter all the days of sickness
including weekends and bank holidays. Part days do not count for SSP.
C94
Chapter 10: SSP
Example: An employee comes to work at 9:00am Monday morning and
goes home ill at 9:30am. The first day of sickness for SSP is Tuesday.
When you press ENTER after the second date, SUPERPAY re‐displays the
DIARY with S’s in the sick days.
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Reference
Number of days
Following on from the example in 10.2 above, SUPERPAY pays 2 days SSP
since 3 Qualifying Days (Work days) are Waiting days.
Amount
SUPERPAY automatically calculates two fifths of the weekly SSP rate; for
2007/2008 this is £72.55 / 5 x 2 = £29.02.
C96
Chapter 10: SSP
As you can see SUPERPAY has reduced the £400 salary by £72.55 SSP so that
the employee still receives £400 gross pay. This automatic reduction for
SSP paid only works if the fixed value item is on line 1 of the employee’s
payslip. If the fixed salary is on any other line, SUPERPAY does not reduce
the value you enter.
C97
Reference
plays £72.55 SSP – see Diagram 75 above. His total gross pay is now £472.55
but you only want to pay the SSP amount.
On the next blank line, enter *1 -400.
C98
Chapter 10: SSP
4. The NOMINAL ANALYSIS shows reclaimable and non‐reclaimable SSP as
separate Balance Sheet and Profit and Loss Account items.
At the end of the tax year, you can optionally print employees’ DIARIES.
These show sickness for the year.
F6 prompt
In the Calendar section, the F6 prompt is for DATES. In the other sections,
the F6 prompt takes the cursor back to the Calendar section.
F7 prompt
In the Calendar, SSP1(L) and Sickness Before Diary sections the F7 prompt
takes the cursor to the Work Days section. In the Work Days section the F7
prompt displays the PATTERN screen.
Even if the employee does not normally work at the weekend, it is impor‐
tant to enter the final Saturday and Sunday so that the last day of sickness
C99
Reference
is correctly recorded. This could be important if the employee is off sick
again within the next 8 weeks.
Before running the payslip for the first week of sickness, you may wish to
enter the date the sick note ends in the COMMENT field on Screen 2 of the
employee’s record.
C100
Chapter 10: SSP
If you have already run and then undone the employee’s payslip and
updated the employee’s SSP diary in the EMPLOYEE RECORDS section, RUN
PAYROLL does not recalculate any SSP changes you have made until you
press EXIT to remove the ‘Using last run’s data’ message at the top of the
screen.
When you press EXIT, SUPERPAY displays the SSP.
For employees who do not work at the weekend, it is usual to assume that
an employee who is sick on Friday and Monday has also been sick on Sat‐
urday and Sunday (unless you know otherwise). If you only enter two S’s
on his DIARY, SUPERPAY will not join up the Friday and Monday for you. It
is up to you to enter Saturday and Sunday as Sick Days. This error can be
avoided if you always use the F6(DATES) prompt to enter sickness rather
than enter individual S’s.
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Reference
Example: (again for Mon–Fri employees). If an employee is sick on Tues‐
day and Wednesday, no SSP will be paid since these two days will never
form a PIW.
Step 3 – has the employee had all the SSP he is entitled to?
Has the employee already had 28 weeks SSP in this PIW or series of linked
PIWs? SUPERPAY will pay only up to the 28 week limit. You can print the
employee’s DIARY and count how many weeks SSP have already been paid
in the current year.
The employee’s Record, Screen 2 also shows the total SSP paid in the cur‐
rent PIW or linked PIW’s (which could be over more than one year).
C102
Chapter 10: SSP
was also sick on Saturday and Sunday, so 5 days of sickness. A PIW has
been formed but there are only 3 Qualifying Days so no SSP in this PIW.
Example: An employee works on Tuesday and Thursday each week.
C103
Reference
What you do
When you have entered the sick days, move the cursor to the week con‐
taining the sick days (if it is not already on that week). Then press F7 for
WORK DAYS.
What you do
When you have entered the sick days, move the cursor to the first week
containing the sick days (it may already be on that week). Then press F7
C104
Chapter 10: SSP
Enter date
Enter the date you want to start the Pattern from – SUPERPAY prompts with
the Sunday of the week the cursor was at on the DIARY. The cursor then
moves to the first week of the Pattern ID that you have chosen.
Diagram 83: Set new pattern from the start of this period of sickness
New pattern
If the employee works the same days each week enter the Qualifying Days
in the first week only and then press STORE.
Example: An employee always works Tuesday to Saturday. You move the
cursor to T (for Tuesday) and enter Q for each day up to Saturday. (This is
Pattern 2 on the diagram below.)
C105
Reference
C106
Chapter 10: SSP
Qualifying Days per week on the employee’s DIARY. This is Pattern 4 on
the diagram below.
C107
Reference
cannot just enter the value and number of days SSP paid for the year to
date.
Start date
Enter the date of the first sick day in the current PIW or linked PIW.
Weeks paid
Enter the number of weeks paid so far in the current PIW (or linked PIW).
This is a decimal number based on the number of qualifying days in the
week (e.g. for a 5 day week, 6 days would be entered as 1.2 (one week and
one day).
Total amount
Enter the total value of SSP paid to the employee, including any SSP paid
from the previous tax year if the SSP is linked across the tax year.
C108
Chapter 10: SSP
Note: You can only enter this value if you have called up the DIARY from the
EMPLOYEE RECORD screen. If you call up the DIARY from the employee’s
Payslip screen the cursor does not stop on this field.
Band
Enter 1 (for standard rate SSP). Currently there are no other bands.
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Reference
10.15 Starters
SSP1(L)
You should ask all starters if they have been given an SSP1(L) by their pre‐
vious employer. If yes, enter the details in the SSP1(L) section of the
employee’s DIARY.
The employee still has to serve 3 Waiting Days before receiving any SSP;
the SSP1(L) is used only for working out whether the employee has
reached his 28 week SSP limit.
Average pay
If you enter Sick Days on the DIARY of an employee’s first payslip, RUN PAY-
ROLL will ask you to enter the employee’s Average Gross pay, so that a cal‐
culation can be made (since there is no pay history).
C110
Chapter 10: SSP
You can then enter the average pay.
Linking letter
You should ask new employees if they have an Inland Revenue Linking
Letter to give you. If they give you this form, you do not pay SSP for either
up to 8, 52, or 104 weeks from the date they last received certain benefits.
Please read the relevant Revenue documentation for more details.
10.16 Leavers
When an employee leaves, you must check his SSP DIARY to see whether he
has had any SSP in the previous 8 weeks. If he has, complete an SSP1(L).
Only enter whole weeks.
Example: If he had 5 Qualifying Days per week, round down 3 days SSP
or less and round up more than 3 days. For example, if he had 3 days SSP,
round this down to zero weeks and you do not need to complete a Leavers
form SSP1(L). If he had 4 days SSP, enter 1 week on the SSP1(L).
SSP reclaim is the excess of SSP paid over 13% of the total NI for the
month. You could find that SUPERPAY shows some SSP reclaim on your
MONTHLY SUMMARY which is not reclaimable when you look at the com‐
pany as a whole.
It is up to you to check any SSP reclaim if you split your company.
C111
Reference
W Withheld. Enter W if the employee was off sick but SSP was withheld.
Days that are withheld are not paid.
T Transfer. Enter T if the employee reaches the 28 week SSP limit and
has been transferred to the DWP for payment. Stops subsequent pay‐
ments in this PIW.
H Holiday. Enter H for Holiday days. This simply records holidays
taken.
C112
11 Starters
Even if you are a very small company, it is not a good idea to set up your
codes as A1, A2 etc. If you find you later need to upgrade to the 20 record
version and continue the same sequence, A11 to A19 will come before A2
etc. Much better to set up your codes as A01, A02 etc. to allow for future
expansion – numbers can be easily changed but its best not to have to. (See
5.2 in the New Users Guide for more information on employee codes.)
You should not re‐use the codes of employees who have left in the previ‐
ous tax year if you are likely to print reports using data from previous
years – e.g. multi period Wages Book.
In addition, if a new employee is sick during his first 8 weeks and you re‐
use leavers’ codes, SUPERPAY may incorrectly look at the history of a
leaver’s pay if they had the same number in a previous year.
C113
Reference
Students
If you employ a student during the holidays and know he is unlikely to
exceed his annual taxable pay allowance (e.g. £5220 for 2007/8) when he
starts get him to sign a P38S and put him on an NI tax code rather than 522L.
This NI code does not apply if you employ a student part‐time during
term time, when the student needs to complete a P46 in the normal way.
Zero tax on P45
If the employee has paid no tax to date, enter zero in the P45 tax field.
If you leave this field blank, SUPERPAY thinks you have not entered the
field and displays a Warning ‘Wrong Combination of fields’ message.
Change P45 fields
C114
Chapter 11: Starters
If you realise that you have made a mistake and want to change the
fields in the P45 box on Screen 3 of an employee’s Record, press the P45
prompt again.
Do not enter any totals from a previous year’s P45. If you are setting up
records to start from the beginning of the new tax year, do not use the
P45 prompt.
Employee on Week 1/Month 1 tax code
Since there are no totals to enter, do not use the P45 prompt if the
employee is on a Week 1 tax code. Instead enter the tax code on Screen
1 of the employee’s Record.
C115
Reference
of leaving and the Week number fields. If you have already filled in these
two fields, use the DELETE key or SPACE BAR key to blank them out.
No P45
If a starter has no P45 and is not a school or college leaver, you need to get
the employee to complete a P46 – see section 11.3 above.
Zero tax
In the same way as you enter P45’s, if there is no tax to date on the P6 enter
zero in the tax field. If you leave this field blank, SUPERPAY thinks you have
not entered the field and displays a ‘Wrong Combination of fields’ mes‐
sage and will not let you STORE the record.
C116
Chapter 11: Starters
The easiest way to check a new employee’s pay method is to check the pay
method shown underneath the Net pay on the payslip screen and printed
payslip.
C117
Reference
yet paid him, use this WK/MN prompt to change the interval; i.e. obviously
this does not come under the Inland Revenue’s special rules.
11.11 Directors NI
When a director starts during the tax year, the NI annual limits are appor‐
tioned according to the start date; e.g. if a director starts on 6th October the
NI limits are half the annual limits.
Ensure you enter the correct Start date on the director’s Record so that
SUPERPAY can apportion the NI limits in accordance with the Inland Reve‐
nue regulations. The method for calculating pro‐rata limits is documented
in the Inland Revenue’s Guide and is not repeated here.
11.13 SSP
SSP1(L)
You should ask all starters if they have been given an SSP1(L) by their pre‐
vious employer. If yes, enter the details in the SSP1(L) section of the
employee’s DIARY.
The employee still has to serve 3 Waiting Days before receiving any SSP;
the SSP1(L) is used only for working out whether the employee has
reached his 28 week SSP limit.
Linking letter
You should ask new employees if they have a DWP Linking Letter to give
you. If they give you this form, do not pay SSP for either up to 8, 52 or 104
C118
Chapter 11: Starters
weeks from the date they last received certain benefits. Please read the rel‐
evant DWP documentation for more details.
Average pay
If you enter Sick Days on the DIARY of an employee’s first payslip, RUN PAY-
ROLL will ask you to enter the employee’s Average Gross pay, so that a cal‐
culation can be made (since there is no pay history).
C119
Reference
C120
SUPERPAY
Index
Index
Index
A C
Account name Calendar C111
Employee bank B60 Cancel
Account number Payslip B102
Employee bank B60 Car
Accrual, Holiday Pay C48, C51 Car fuel benefits C33
Address Casual employees B49, B79
Company B14 Change
Employee B61 Company C16
Employee address on forms B110 Employee code B26
Advance the tax week Weekly to 4 weekly C31
Whole payroll C44 Weekly to monthly C29
After‐tax items B70 Window size A8
Holidays C45 CIS expiry date B49
Multiply by holiday weeks B107 Comment field, employee record B61
Attachments C1 Company
2/4 weekly paid employees C6 Change company C16
Admin cost C6 Company record
Council Tax C2 Address B14
Court orders C5 Deduct SSP from Gross Pay B109
CSA order C3 Extended department codes B108
Deduction c/f C6 IR payments on Monthly Summary
Holidays C7, C53 B108
Interact with Student Loans C8 Multiply after‐tax items B107
Leavers C8, C59 Name B9, B14
Net earnings C1 Passwords B14
Pay attachments C14 PAYE references B16
Second attachment C9, C13 Print zero payslips B108
Set up employee record B41 Prompt options B11
Automated payments Record PAYE paid C27
Payment reference B60 References for disk return B17
Screen 1 B14
Screen 2 B16
Screen 3 B17, B116, C27
B Screen 4 B18
Small Employers’ Relief B17
Bank
Tax credits funding B18
Employee bank details B59
Configuration file A36
Building society roll number B60
Construction Industry Holiday Pay C47
Bureaus
Contracted out NI B63
List of companies C17
Contracted out NI codes C66
Monthly PAYE payment C27
Copy a company C21
Set up new clients at year end C27
Copyright B4
Transfer files to/from a client C26
Council Tax C2
Holidays C7, C53
Page 1
Index
D Leavers C60
List codes and names B115
Starters C113
D prefix tax code B47
Employee name, Find B115
Data files
Employee record
Location C20
2/4 weekly payroll B39
Dates
Address B61
Date of birth B49
After‐tax items B40
Default/system date B8
Allocate employee code C113
Leave date B49
Code B25, B31
Delete
Employee type B49
An employee B29, C55
Flat payslip amounts B36
Department
Global values B38
Enter range of departments B69
Gross pay items B32
Set up extended departments B108
Import data B49
Diary B78
Leavers employee code C60
Directors
Name B31
SMP C83
Net to gross items B37
Directors NI B48, C37
Pay interval B39
Change of NI code C39
Pensions B50, C61
Director becomes employee C39
Screen 1 B31
Employee becomes director C38
Screen 2 B55
Employer contributions C38
Screen 3 B62
Fees not yet voted C41
SMP B55
Leavers C39, C59
SSP B55
Start date B49
Standard number of hours B38
Starters C38, C118
Store record B27
Year end B114
Timeclocks B49
Display employee codes and names B115
EWC date C78
Download
Exit key B79
.NET Framework A23
Expected week of confinement C78
SUPERPAY program A3
Extra payslip items B71
Extra description B73
E
Email
Join mailing list A33, C34
F
Files
Employee
Colour schemes A36
Change weekly to monthly C30,
Data files A34
C117
List of program files A35
Display codes and names B115
Location A33
Page 2
Index
L
Fortnightly payroll B39
Four weekly payroll B39, B67
Last net pay B58
Leavers
N
Total to date B63
Name
Page 3
Index
Page 4
Index
R Number of higher paid weeks B57
Prompt on payslip screen B78
Reclaim SMP C88
Range of departments B69
Reduce normal pay C77
Rate of pay B70, B72
Set up SMP C77, C78
Reclaim SMP C88
Small Employers’ Relief B17, C88
Renumber a company C19
SMP on reports C88
Reports
Stop paying B57
SMP C88
Totals C90
SSP C98
Totals to date B57
Roll number B60
Two SMP’s in one year C90
Rounding
Warning messages C87
Amount B58
Weeks paid B57
B/f B58
Weeks worked B57
C/f B58
Work during MPP C86
Net pay B58
Software Download A17
Run payroll B65
Sort code
All on holiday B68
Employee bank B59
Full payroll B68
Split Net Pay B60, B61
Individuals B69
Spool file A35
Salaries B68
SPP, Statutory Paternity Pay. See SMP
SSP B73, B78
Adjust fixed gross pay B109
S Average Pay B55, C119
Calculation C100
Salaries B68 Check reclaim C111
Sample reports Diary C94
Description of reports B87 DWP Linking Letter C118
View list of samples B85 Employee record B55
SAP, Statutory Adoption Pay C75 Enter sick days C93, C103
Second pay details B60, B61 Enter work pattern C105
SER. See Small Employers’ Relief Forms C111
Shift‐Help B31 Leavers C111
Sick weeks (SSP) B55 Linking rule C102
Page 5
Index
Starters
B25, B65, B81 W
Warranty B4
Directors NI C38, C118
Website
Previous pay B62
Microsoft A23
SSP C110
Superpay A15
Start date B49
Week number B77, C44
Student Loan C116
Last tax week number B67
Store
Window size A8
Company record B12
Windows version A17
Employee record B27
Wk/Mn prompt
Payslip B76
Change weekly to monthly C29
Student Loans B45
Students
Student Loans B45
Tax code C114
Subcontractors B49
Y
Certificate number B50 Year end
CIS expiry date B49 Directors’ NI B114
Superpay Everyone on P35/P14’s B110
Download program A3 Year end return on disk
System details Reference numbers B17
Multi‐company C22 Year to date totals B62
System file A36
T
Tax
Tax to date B63
Tax code B46
D code B47
Emergency tax code B47
NT tax code B47
Starters C113
Page 6