1. Administering Payroll for the United Kingdom
  2. HMRC File Submission Process

HMRC File Submission Process

You can use the HMRC File Submission Process to submit XML files to HMRC as a Test submission. When you perform the submission, only one record is associated with the transmission. This is because the transmission is controlled with one archive action.

Process Flow

Here are the steps you can use to submit the file to HMRC:

  1. Select the flow HMRC file Submission Process from the Checklist Work Area for your LDG.
  2. Click Next.
  3. Enter the parameters as described below.

    HMRC File Submission Flow Parameters

    Parameter Description
    Payroll Flow

    Unique identifier for the payroll flow.
    Payroll Statutory Unit

    Payroll Statutory Unit for which you want to run the process.
    Tax Reporting Unit

    Required attribute as the retrieval is done using PAYE reference.
    Flow Pattern

    Type of file you're submitting, for example, NINO Verification Request
    Flow Name The name of flow used to create the Live XML file
    Submission Type

    Type of submission to HMRC whether Test or Live

    Use a Live submission only if the prior test submission for this flow was received successfully by HMRC.
    Process Configuration Group

    Use a process configuration group to set rules for payroll processes, such as passwords or number of threads. If you don't select a process configuration group, the process uses the parameters in the default group.
  4. Submit the flow.

    Use Refresh to check until the submission completes.

  5. Click Send HMRC XML Data and Go to Task.
    Note: There is only one record associated with the transmission. This is because the transmission is designed to be controlled with 1 archive action.
  6. Click Actions menu and View Results.
  7. Click the file name to view the XML returned from HMRC.

    You will receive a Correlation ID as response in the file. Store the Correlation ID for future use. If you find errors in the Test submission, you must resolve the errors and perform a new Test submission. If there are no errors, repeat the process as a Live submission. In this case, you do not need to regenerate the XML file. You can use the same file for both Test-in-Live and Live submissions.

    Note: The IRMark is present in base-32. This is the equivalent of the Base-64 IRMark that was sent to HMRC. It is recommended by HMRC to save the receipt of the Live submission as proof of successful submission.

View Errors

Here's how you can veiw the errors received from HMRC:

  1. Click Go to Task in the task window:
  2. Click the ‘Error Messages’ link:
  3. You can review the errors in the window. Click on the spreadsheet icon to review the output in a spreadsheet:
  4. Click View Log icon:

    This displays a window where you can expand the collapsed Process IDs to view the individual logs.

  5. Examine the log for errors. The log file (usually the last one) will contain the full XML response.

    Note: The XML is only available in the log, if you have enabled logging for your action parameter group. In this case, you must resolve the issue and perform a new Test_in_Live submission, until the submission is successfully received by HMRC. You can then do a Live submission with the same source XML file.

View Report Results

Use the Send HMRC XML Data option. You can view the results from the Actions menu.

If there are errors in the test submission, you must resolve the errors and perform a new Test submission. You can view the errors in the log file, which contains the full XML response.

Note: The XML response is only available in the log, if you have enabled logging for your action parameter group.

If there are no errors in the test submission, you can do a Live submission. You don't need to regenerate the XML file.

A receipt is generated and sent as a response from HMRC as proof of submission.

Note: It is recommended that you keep this receipt electronically as evidence of information submitted to HMRC.

Restrict Live Submissions Only to Production Environment

To ensure that a Live FPS or other submission to HMRC is never done from a stage pod, but only from a production pod, you can make configuration changes to Fusion.

Here's how you can do this:

  1. Go to My Client Groups > Lookups
  2. Search for the lookup type with the lookup code ORA_HRX_GB_OUTPUT_CONTROL.
  3. Add the lookup code RTI_SEND_LIVE_ENV.

    The lookup code should have a meaning equal to your production environment identifier, which is usually a 4 character string.

  4. Click Save.

For example, if you entered into the meaning the 4 characters ABCD, which is your production environment name, then only Live submissions to HMRC for any RTI files can be sent from this environment.