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Duplicate Payroll

Duplicate payroll figures submitted to HMRC

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Morning all,

Our April, May & June payroll was completed and submitted to HMRC by an external source. From the begining of July this was brought inhouse and a different software package (Payroo) was updated with the previous 3 months figures to ensure all calculations were correct and then the July payroll was run and submitted. The employees are now receiving letters from HMRC explaining that they need to pay extra PAYE/NICs for the April, May and June periods as they beleive they have worked these hours on top. What can I do to correct this or do I need to speak with HMRC?

TIA

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By SteLacca
09th Aug 2018 11:47

Did you ensure that you used the same payroll numbers/NI numbers etc for each employee. If not, you need to negate one of the submissions.

Good luck with fixing RTI.

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Replying to SteLacca:
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By CliveJH
09th Aug 2018 11:54

Thanks SteLacca,
No the April, May & June had the NINO's but not the payroll numbers?

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Replying to CliveJH:
By SteLacca
09th Aug 2018 13:38

There's your problem if the external provider used payroll numbers, you've got duplication. Had you included the same payroll numbers you may have gotten away with it being treated as amendments.

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Replying to SteLacca:
RLI
By lionofludesch
09th Aug 2018 13:41

SteLacca wrote:

There's your problem if the external provider used payroll numbers, you've got duplication. Had you included the same payroll numbers you may have gotten away with it being treated as amendments.

Agree - these people are now officially clones.

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RLI
By lionofludesch
09th Aug 2018 12:33

You need to speak to HMRC to resolve this.

It'll take a real person to help you.

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By Wanderer
09th Aug 2018 12:48

Very likely that:-

a) HMRC's records now show that all these employees now have two jobs.

b) The PAYE liability for the employer has been doubled up and they will be chasing the employer for this.

Speak to HMRC about one / both issues. If b) ask for any 'underpayment' to be referred to the disputed charges team.

It is likely that both the software used by the external supplier and in house had payroll numbers however not always obvious what / where these are.

Expect it to be about 6 months - never before they clear up the mess.

You are likely to end up pulling your hair out trying to get this corrected and wishing you had left it external. My recommendation nowadays is ONLY change payroll provider / software at the end of the tax year.

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By CliveJH
09th Aug 2018 15:16

Thanks everyone for your advise.
I have spoken with HMRC and apparently we have to issue P45's to all our employees for the period April, May & June in order to correct the situation.
Also does anyone use Payroo software and know's how to delete an FPS submission?
TIA
Clive

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Replying to CliveJH:
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By Wanderer
09th Aug 2018 15:45

CliveJH wrote:

I have spoken with HMRC and apparently we have to issue P45's to all our employees for the period April, May & June in order to correct the situation.

Very much doubt that's correct, be careful you don't create further problems. Perhaps ring again & speak with someone else?
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By Matrix
09th Aug 2018 15:42

The employees can ring up HMRC and ask for the duplicate employment to be deleted. The employer's agent can't do this unfortunately.

Can't you just submit July from Payroo again but with no payroll numbers?

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By Selaen
13th Aug 2018 13:48

We've had this issue recently, and basically got told you can't do much; the duplicate record is now there and the employees should be the ones to sort it from their end. *sigh*

If you want to keep on going with Payroo, keep going (don't P45 them!) as that's now the "correct" record.

What I did was:
- put the month of the switchover into query so HMRC can note that there is an issue on the employers' side of this. Still waiting on a response but I've made sure they know everything's in dispute so they can poke it with the interest.
-wrote a long-winded letter to the PAYE & SA side of HMRC (they will not speak to the employer on the phone but do accept letters from employers apparently) stating what's happened, that there are duplicate records with Mr A, B and C and could they please delete the incorrect records, attaching their P60s (as ours was PY), snapshots of the employee records with the correct/final RTI references and payslips for the periods in question. This sorted it from the employee's side pretty quickly.

It's a headache.

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Replying to Selaen:
RLI
By lionofludesch
13th Aug 2018 13:53

All this will be a thing of the past with MTD. ©

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Replying to lionofludesch:
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By Selaen
14th Aug 2018 09:33

lionofludesch wrote:

All this will be a thing of the past with MTD. ©

Thanks, I needed a laugh this morning!

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