PS People Year End 2023

An overview of the year end process in PS People for the year ending 5th April 2023:

Deadline Dates

Final FPS On or before your employees’ pay day
Install PS People version 2.23.07 or above Before 6th April 2023
Update Employee Tax Codes From 6th April 2023
Final EPS Before 19th April 2023
Late FPS After 19th April 2023
Give employees a P60 By 31st May 2023

Before Running the Year End

  1. You must upgrade to version 2.23.07
  2. Complete all payroll processing for the final period of the year, then submit your FPS.

  3. Back up your organisation's data.

    • For PS Cloud customers, data is automatically backed up every night, however if you want a more recent back up, contact our Support Team.

    • For On-premise customers, to back up the data, contact your system administrator.

Run the Year End

  1. Go to Payroll, select Functions, then Period End Process.
  2. To start the year end process, select Run.

Starting the New Tax Year

Check Payroll System Dates

To check payroll system dates, go to Payroll, select Definitions, then Module Setup, then Template, then check and enter the following:

  • In Period End Dates, the dates have been rolled over correctly.

    We recommend keeping two years worth of period end dates to allow for any future entries.

  • In Features, the tax year start and end dates are correct.
  • If used, in Pay Dates, enter the pay dates.

Update Legislation Information

  1. You must import the legislation file.
  2. Update each payroll template either individually or all together, go to Payroll, select Functions, then Parameter Import.
  3. Before you process any payroll for the new year, check all the legislative parameters, including rates and bandwidths for tax, NI, student loans, apprenticeship levy, and so on. For more information, go to HMRC Rates and Thresholds for Employers.

Check Payroll Defaults

To check payroll defaults, go to Payroll, select Module Setup, then Module Definitions. Select Defaults, then set the required details.

Payroll defaults are applied to every new employee record. If required, they can be changed on individual employee records but you must check the tax defaults are correct.

Update Employee Tax Codes

The emergency tax code for 2023-2024 is 1257L Week 1 /Month 1.

There is no Global Tax Code Update this year.

Reset Week 1 / Month 1 Flags

For all employees, reset the Week 1 / Month 1 flags — Go to Payroll, select Functions, then Reset Week/Month 1 Flags.

Update Individual Employee Tax Codes

Where required, change individual employee tax codes— Go to HR Record, select Payroll Details, then Payroll Details again. In NI & PAYE, update the required details.

Alternatively, import P9 information. Go to Payroll, select Pay Period Functions, then Government Gateway Imports. You must select a Tax Office Reference and Template before starting the import. We recommend using the Bar date 01/01/2023.

Apprenticeship Levy

Check parameters have been correctly imported for the Apprenticeship Levy. Go to Payroll, select Definitions, then Module Setup, then Module Definitions, then NI Details.

If sharing your organisation's allowance across multiple companies, change the details in Annual Allowance.

If apprenticeship levy is shared by each Payroll Template, the main allowance in Module Definitions must be removed. Values must be checked in all templates.

Submit Final EPS for Previous Tax Year

The final EPS for the previous tax year must be run and sent by the 19th April 2023.

  1. Go to Payroll, select Functions, then RTI Submission EPS, and follow the steps.
  2. Then go to Payroll, select Functions, then Government Gateway Transfers, and follow the steps.

P60

Every employee working for your organisation on 5th April 2023 must be given a P60 by the 31st May 2023.

Generate P60s

Go to Payroll, select Reports, then Pre-printed stationery, then Year End Returns. Make sure the 2022-23 tax year layout is being used. For more information, go to Year End Returns.

Add P60 Format to Self Service Portal

To add this year's P60 format to the Self Service Portal:

  1. To access the tax year file, go to C:\Program Files (x86)\PS Financials\PS People\common\Reports.

    Alternatively, if you cannot find the report (.rpt) file in the folder or do not have access to the installation folders, download the PAY15-m_P60 2023.rpt folder from the Year End April 2023 section on the PS People online help.

  2. Copy the PAY15-m_P60 2023.rpt file and save it in the folder you want to use.
  3. Rename the file from PAY15-m_P60 2023.rpt to SS-P60-2022.rpt
  4. Add the report file to the Company Documents:
    1. Go to Home, select System Setup, then Housekeeping, then Company Documents.
    2. Select New, then find and select the SS-P60-2022.rpt file.
    3. On the Do you wish to only make SS-P60-2022.rpt available to all PS People users? message, select No.
  5. Repeat the process for any other year formats that are required.

Statutory Childcare Payments

The rate for Statutory Maternity Pay (SMP), Statutory Adoption Pay (SAP), Statutory Paternity Pay (SPP), and Statutory Shared Paternal Pay (SHPP) is increasing from £156.66 per week to £172.48 per week with effect from 6th April 2023.

Any statutory Child Care payments already created in the fixed payment and deduction window for period 1 onwards must be manually updated to reflect the increase in these rates.

Late FPS

Late FPS cannot be submitted before 19th April 2023.

If an employee's Taxable, Tax Paid, Student Loans, or Child Care values need to be changed, go to HR Record, select Balances, then P60.

If an employer's or employee's NI values need to be changed, go to HR Record, select Balances, then NI.

When the corrections have been made, to create the submission, go to Payroll, select Functions, then RTI Submission, then Late FPS.

To report an error in your organisation end of year EPS, correct the data then send the EPS again.