1. Administering Payroll for the United Kingdom
  2. Breakdown Full Payment Submission into Smaller Files

Breakdown Full Payment Submission into Smaller Files

You can create smaller files from Full Payment Submission (FPS) to aid the reconciliation of FPS submissions.

And, you can create a lookup of unique IDs and use it at the tax reporting unit (TRU) level to enable FPS to process separate files for groups of employees. To do this, use the Unique Part Identifier while running the FPS process.

The Unique Part Identifier parameter on the FPS process enables you to specify the unique ID for which you want to run the process. The list displays the unique IDs that have been setup for the TRU. It also includes a special reserved input value called unassigned unique ID. Use this to include all employees who don't have a specific unique ID entered on their statutory deductions card's association with the TRU.

Set the Unique Part Identifier

Here's how you can set the unique part identifier:

  • Use the Common Lookups task in the Setup and Maintenance work area.

  • Set up a user- level lookup type for unique IDs. The lookup type must contain the keyword UNIQUE_ID. And, you must select the Module as GB Organization Setup.

  • Use the Legal Reporting Unit HCM Information task to enter the lookup type name at the tax reporting unit level. Use the field Unique ID List on the UK Tax Reporting Unit Details page to set this value.

  • Use the Calculation Card task to set this at the employee assignment level. In the Statutory Deductions calculation card for the employee, create the association between the tax reporting unit and assign the unique ID for the assignment. This controls the batch or the unique ID where the employee is reported.

Processing Rules

These processing rules apply when you use the unique ID:

  • If you don't set the unique ID list at the TRU level as at the effective date, the FPS produces output for the whole TRU in a single file. You can't select a unique ID this has been set up at the TRU-level.

  • If the lookup is set at the TRU level and a value isn't selected for the unique ID, the FPS produces output for the whole TRU in a single file.

  • If the lookup is set at the TRU level and a value is selected for the unique ID, the FPS produces output for that specific unique ID in a single file.

A prepayment can also include employees who are assigned to different Unique IDs. Thus, once a Live mode FPS is run for a specific unique ID and prepayment combination on a subsequent FPS run, the list of values for the unique part identifier filters that combination. Thus, only if a different Unique ID (which hasn't been processed already) is selected, and the prepayment is available for selection again.

You can repeat this process for all unique IDs to fully complete the FPS runs for the prepayment.

If there are remaining employees in the prepayment who don't have a Unique ID assigned on their statutory deductions cards, you can include them by selecting the special unassigned unique ID value in the unique part identifier parameter.