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Annual PAYE process

Year end payroll tasks in simple terms.

In simple terms – annual PAYE process for most employers.

-Send final FPS: this is a check box in the PAYE software which needs to be ticked confirming that it’s the final FPS of the year.

– Issue P60: once step 1 has been completed, we need to issue P60 to all employees employed as at 6th April. Some software send P60s to all employees even those who left. So ensure to exclude the leavers when sending P60s. Also save a copy in your records.

– Submit P11d forms to HMRC and ask employer to pay Class 1A National Insurance. Employee also needs a copy for their self assessment tax return.

– Update Software: all PAYE software must be updated once the tax year ended. Usually the software will prompt you automatically to update it once you logging. Alternatively, visit software provider’s website for instructions.

– Update tax code for the new year: please use HMRC guide P9X for this.

– Update staff salary with National Minimum wage. Adjust director’s salaries where required. Be aware National Minimum wage increases not from 1st April but from first pay reference period starting after 1st April. See ACAS link.

-Review eligibility for Employment Allowance in the new tax year. Also check for connected businesses.

-Review Pay/RTI dates ; sometimes software does not carry it forward correctly.

Bonus points:

1 – Before every payment run employers need to download tax notices from HMRC website. HMRC has made a very good free software – HMRC Desktop Viewer Most software will have an inbuilt facility to download PAYE notices.

2 – We are using MoneySoft payroll for our payroll. We find it easy to use and value for money.

3 – HMRC version of this guide.

4 – Payrolling of benefits delayed by one year to April 2027.

VAT late payment penalties and interest

VAT late payment penalties are changing for VAT periods ending on and after 1st April 2025.

 Penalty
Days after deadlineActionsCurrentwef 1st April 2025
First penalty (Fixed percentage penalty)0-15Pay in full or arrange a time to pay before 15th DayNo penaltyNo penalty
16-30 inclusivePay in full or arrange a time to pay between 16- 30th day2% on outstanding amount at day 153% on outstanding amount at day 15
31 plusPay in full or arrange a time to pay after day 312% on outstanding amount at day 15 plus 2% on outstanding amount at day 303% on outstanding amount at day 15 plus 3% on outstanding amount at day 30
Second penalty (Interest like penalty)31 plusUntill paid in full or arrange a time to payAt 4% per annum for the duration of outstanding amountAt 10% per annum for the duration of outstanding amount

No change in late payment interest rules. Interest charged from due date till payment date at 2.5% plus Bank of England Base rate per annum.

Source

Spring Statement 2025 (HTML) – GOV.UK

Bonus

  1. Payment plan can only be set up if there is no other plan set up.

Beginner’s guide to DTAA

Every nation has sovereign right to tax its residents on their worldwide incomes. This may result in double taxation both in country of residence and country of source.

If there is a conflict between domestic law and treaty, treaty prevails as it’s an agreement between two sovereign nations. `Treaty override` is a case where a state takes a decision to reverse and give priority to domestic law; however, this is quite rare.

DTAA can only relieve tax, can never impose tax.

Rules for reliefs from UK tax are found in Taxation (International and Other Provisions) Act 2010 (TIOPA 2010). This Act complements the Income Tax Act 2007 for matters involving international taxation.

OECD –   sample treaty between two developed nations. Emphasis is on right of `state of residence` to tax.

UN Model – sample treaty between developed and developing nations, to encourage flow of investments from developed to developing nations. A compromise between source principle and residence principle. More weight to source principle. India’s most treaties are based on UN model.

US Model – different clauses from both UN and OECD model.

In order to make use of the treaty the tax payer should be, usually, resident of one of contracting states.

Resident could be different from tax resident as per domestic law, it is defined as `fiscal residence` in the treaty.

We can refer to following sources:

  1. “shall be taxable only” or “may be taxed”

“shall be taxable only” means taxable only in one state.

Example: UK India DTAA Article 19.2 states “Any pension paid by the Government of a Contracting State to any individual in respect of services rendered to that Government shall be taxable only in that Contracting State “i.e. Pension payable by Government of India (GOI) to an individual for services rendered to GOI, this pension income will be taxable only in India, even though individual getting the pension is resident in UK.

“may be taxed” means can be taxable in both countries; unless restricted by other Articles of the DTAA.

Example: UK India DTAA Article 6.1 states “Income from immovable property may be taxed in the Contracting State in which such property is situated” i.e. rental income from a property situated in India can be taxable in India and also taxed in UK.2

This is the main reason for DTAA.

There are two methods of elimination:

  1. Exemption
  2. Credit Method

1. Exemption Method

1.1 Full Exemption: Income earned in one state is fully exempt in other.

1.2 Exemption with Progression: foreign income is considered only for the tax rate purpose.

2. Credit Method

2.1 Full credit: Total foreign tax paid is allowed as a credit against tax payable.

2.2 Ordinary Credit: Credit allowed only to that part of income tax which is attributable to the income taxable in the state of residence. Usual method in UK treaties.

2.3 Tax sparing: Credit allowed for foreign tax deemed paid. Read our blog UK India DTAA NRE interest income.

Helpful numerical examples given in Tax and Treaty Guide by NK Bhat, Yogesh Thar and Mayur Nayak of Bombay Chartered Accountants’ Society

Another helpful book with examples – Interpretation and application of Tax treaties by Ned Shelton [Tolley International Series].

  1. US UK treaty Article 11 Interest states – Interest arising in a Contracting State and beneficially owned by a resident of the other Contracting State shall be taxable only in that other State. Explanation note states Paragraph 1 generally grants to the State of residence the exclusive right to tax interest beneficially owned by its residents and arising in the other Contracting State.
  2. See similar provision in US UK treaty Article 6 and explanation notes state – This Article does not grant an exclusive taxing right to the situs State; the situs State is merely given the primary right to tax.

UK India has a separate treaty for IHT ; link here.

OECD – Model Tax Convention on Income and Capital

DT Digest

DT Relief Manual

International Manual

Residency, Domicile and Remittance Basis Manual

Tax Treaties

DT Individual Formy

Details of MAP process and who to contact to request MAP assistance

SA Help-sheet Links

HS302 – Dual Residents

HS304 – Non-Residents – Relief under Double Taxation Agreements

HS263 – Calculating Foreign Tax Credit Relief

SA106 – Foreign Income Notes

SA109 – Residence Notes

Private pension contributions

Things to be aware of when contributing towards private pension.

  1. Upcoming changes: New Labour government has proposed that from April 2027, most unused pension funds and death benefits will be included within the value of a person’s estate for IHT purposes. This removes an exemption that could have saved IHT of up to 40% of the value of the pension fund.1

  2. The maximum amount of contributions (subject to Pension annual allowance below) on which a member can have tax relief in any tax year is potentially greater of:
    – the ‘basic amount’ – currently £3,600 (gross), or
    – the amount of the individual’s relevant UK earnings that are chargeable to income tax for the tax year.

    Example : Individual’s annual salary is £12,000. Maximum net can put in his pension is £12000 x 0.80 = £9,600 because with HMRC relief of 20% of £2,400 (£12,000-£9,600) gross becomes £12,000.

    Pension income– either from a defined benefit, defined contribution or the State Pension – isn’t classed as relevant UK earnings.2

For a detailed list of what is classed as relevant earnings see PTM044100.

Employer contributions are not restricted by the net relevant earnings. 3 But again restricted by Pension annual allowance below.

3. Pension annual allowance: Maximum amount a tax payer can deposit in pension in a year is £60k4. This amount includes Employee contribution, Employer contribution and HMRC Relief5.

Carry forward: This allowance can be increased by any unused annual allowance of the previous three tax years6, this is only available in case taxpayer has been a member of a registered pension scheme in previous tax years.

Taper: If annual income of the tax payer goes over £200k, they should calculate Tapered Annual allowance. Use our excel tool to calculate it.

Flexi access: If taxpayer withdraws funds under ‘flexible drawdown arrangements’ from his pension annual allowance is restricted to `money purchase annual allowance` (MPAA) currently £10,000. 7 Once tax payer accesses pension flexibly MPAA calculation will need to be done for that and every subsequent tax year.10 For example calculation see PTM056540 or Tolley Tax computations 19.3 D. Also note carry forward allowance are not added to MPAA.11 Please note that the Money Purchase Annual Allowance (MPAA) applies only when you first access the taxable portion of your pension. MPAA is also not trigger for small pots i.e. less than £10k or taking income from a final-salary (defined-benefit) pension scheme.12

4. Age: Contributions are not permitted by taxpayers over the age of 75. 8

5. Time limit: Pension contributions need to be actually paid within the tax year. Tax relief can only be claimed in the tax year in which payment is made. There is no provision to carry back or forward to other tax years.9

6.Tax free lumpsums: Life time allowance was abolished from 6 April 2024. But Tax free lump sum allowance is still £268,275 [25% of £1,073,100 (lifetime allowance)]. But this may be higher if you hold a protected allowance.

7. Tax planning:
a) An individual with only investment income can still save £2,880 (net) and get £20% back from HMRC in his pension pot + increase his basic rate band.

b) Additional savings can be made by individuals with income at margins of income tax rate bands e.g. an individual earning just above £50k or £100k.


Source:

  1. Inheritance Tax on pensions: liability, reporting and payment – GOV.UK
  2. PTM044100
  3. Tolley Exam 29.7
  4. Pension schemes rates – GOV.UK
  5. Tolley Annual Income tax 56.24
  6. Tolley Exam 29.8
  7. Tolley Exam 30.3
  8. Tolley Exam 29.4
  9. Alan Melville Pg 206
  10. Tolley Annual 56.23
  11. HS345 Pension savings — tax charges which includes a calculator.
  12. MPAA rules on MoneyHelper website.

Employer: Paper PAYE notices

How to Stop paper PAYE notices

Update December 2024

HMRC has advised of the new process via Employer bulletin Dec 2024.

April 2020

I noticed some customers PAYE tax notices for employees come in post while others we can download via our software directly.

I realised there was an issue with the settings.

To resolve this issue follow the following steps:

  1. Login to HMRC agent > PAYE for employers.
  2. Click Change notice options
  3. Apply to all clients
  4. Put YES in all options on this page.

That’s it.

Now after couple of days you can start downloading all notices via software.

Good luck !