Using the Bureau Efficiency module with Remote Payroll Entry

If you have a licence for both Bureau Efficiency and Remote Payroll Entry (RPE), you can automate some of the RPE functions as follows:

In Bureau Dashboard > Configure > Checklist and Bureau Dashboard > Configure > Client Config > Edit Checklist, the following options are available as Automated Task Types:

  • Get Timesheet (Remote Payroll Entry)

  • Send Timesheet (Remote Payroll Entry)

  • Import Timesheet (Remote Payroll Entry)

  • Employer Payment Summary

  • Month End Processing

Get Timesheet

With Get Timesheet (Remote Payroll Entry) included in the batch process (and the system date is on or after the Client Checklist > Due by date) timesheets are retrieved automatically on the specified date.

Send Timesheet

With Send Timesheet (Remote Payroll Entry) included in the batch process, timesheets are sent automatically on the specified date.

Once uploaded, the Client Checklist updates with the status of the sent timesheet, the date the action was processed, and who triggered the action.

Import Timesheet

With Import Timesheet (Remote Payroll Entry) included in the batch process, timesheets are imported automatically on the specified date.

You need to send and retrieve the Timesheet before importing it.

Employer Payment Summary

With Send Employer Payment Summary included in the batch process (and an EPS due), the system attempts the submission. The Bureau Audit Report details if the process has been successful/failed or is pending.

If successful, the Checklist updates and the EPS Submission Summary (Page 1 and Page 2) and the EPS Submission Confirmation reports save into the xml folder for the associated company (e.g. C:\EARNIE\xml\0001\EPS where C:\EARNIE is the installation location and 0001 is the Company number). These reports are also available in pdf format.

If the pay frequency in use is weekly, 2-weekly or 4-weekly, the system checks the Payroll Calendar to ensure the pay period falls in the last tax month.

An automated EPS cannot be sent to:

  • Inform HMRC that No Employees Paid In Current Month or No Employees Will Be Paid In Future Months.

  • Submit CIS Deductions Suffered.

Please Note: you cannot use the automated EPS for split schemes.

Year-end Restart

During the Year-end Restart process, historical reports are cleared (from, for instance, C:\EARNIE\xml\0001\EPS) retaining only reports for the current tax year and current tax year –1.

Month End Processing

Month End Processing occurs automatically if included in the batch process. If the pay frequency in the company is weekly, 2-weekly or 4-weekly, the system checks the Payroll Calendar to ensure that the pay period falls in the last tax month. When month-end processing completes, the Client Checklist updates. The Bureau Audit also records the process as complete.

  • Month-end processing always uses the Based on Tax Calendar option.

If another payroll operator attempts to open a company configured in the Group whilst the process is running, it will be locked.

If you select Cancel during the process, the full batch process is cancelled, not just the Month-end Processing.

Audit Log (Bureau Audit)

When you receive or send timesheets via Bureau Efficiency, the Audit Log updates with details of the task. The Audit Log also details if an automated EPS is successful, pending, or a failed submission.

If the system detects a pending EPS for the company, the automated process attempts to complete it and reports the result of the submission in the Bureau Audit.