Prepare your Data

HMRC require accurate employee data for RTI. You need to ensure Employee Details are up to date and accurate. A report is available, RTI Missing Data, which highlights any missing information.

To print the report:

  • From Reports > Library Selection > Miscellaneous, select RTI Missing Data.

  • From Reports > Print Other Reports > RTI Missing Data, print RTI Missing Data.

The report checks the following mandatory fields:

Company data

  • District No.

  • PAYE Reference.

  • PAYE Accounts Office Reference (Account No).

Employee Data

  • Surname.

  • Forename.

  • Date of Birth.

  • Address – first two lines and Postcode (this is required if the NI Number field is blank).

  • NI Number - HMRC use NI Number as the main identifier for employees, so it is important to complete the field. However, it will not stop an FPS from being accepted.

* You can find this information on your P30BC Payment booklet or the P30B Paying Electronically.

Without at least Surname, Forename and Date of Birth in all Employee Details, you be unable to send a Full Payment Submission.

It is also important to make sure that:

  • Forename1 field is completed with employees’ given names, for example Catherine rather than Kate or Matthew rather than Matt.

  • Enter any nicknames into the Known As field.

  • Where known, include middle names in the Forename2 field. HMRC use these as a secondary identifier when NI number is not present.

  • Record dates of birth accurately; do not use a default or fictitious date.

According to HMRC, the cause of over 80 per cent of PAYE data quality issues is incorrect information about names, dates of birth, or National Insurance Numbers.

Ensure the information you receive from employees is accurate and complete by checking the validity of this information using official documentation.

Refer to Checking a job applicant's right to work to find out more.