This guide covers setting up a new company with Qtac Payroll Manager & Assistant.
The same process applies for Bureau & Specialist – however they have a few extra options that are not available in the single-company versions. For more information please see the ‘Company Maintenance‘ article. Once Qtac is installed and you are ready to set up a company select ‘Company‘ > ‘Company Maintenance‘.
Use the ‘General‘ tab to enter your company name and address and set basic employee display information.
Tax and NI Tab
The 'tax and NI tab' holds all of the information for your company that relates to tax and national insurance. Details such as your PAYE reference number, Tax district, accounts office reference can be entered and altered from here.
Your PAYE reference Should be entered into the ‘Tax District‘ field. On your letter it may be formatted 111/ABC123.
Tax District and Account’s Office Reference
In order to file Real Time Information (RTI) with HMRC you must fill out the ‘Tax District‘ and ‘Accounts Office Reference‘. These can be found on your PAYE payment booklet or letter supplied by HMRC.
If you have agreed with HMRC to pay ‘Quarterly‘ or ‘Annually‘ select the appropriate frequency in HMRC Payment (Note: This is not for setting the frequency that you pay your employees but instead for when you pay your HMRC bill).
‘NI Method‘ can be used to select either the ‘Exact‘ or ‘Table‘ method of calculation. We recommend using the default of ‘Exact‘. You should only use ‘Table‘ if you fully understand what this method of calculation means.
To claim Small Employer Relief on statutory recovery, use the check box in the ‘NI method‘ box. To get more information on Small Employer relief and reclaiming statutory absence payments, visit this Gov.uk page.
To claim your annual employers NIC discount, check the box in the ‘Employment Allowance‘ section. The EA bought forward box is used when taking over or changing payroll software during the tax year. If you do not claim all of your discount within one tax year the balance does not transfer over to the new tax year.
In order to pay your staff you must define your payment calendar. This involves setting the dates for month one and then applying this formula to the rest of the year. Alternatively, you can manually set the dates for every month. Before you open and pay your first employee you must tick the box to 'Accept All Dates'.
This date should be the date on which employees receive they’re wages. If paying into a bank then this is the day the employee has access to the money.
Pay Period End Date
This should be the last day worked for which payment is being made on the ‘Payslip Date‘.
Generate Weeks/Generate Months
Once you have set the ‘Payslip Date‘ and ‘Pay Period End‘ dates for the first payments, use ‘Generate Weeks/Months‘ to auto-complete your payment calendar for the year.
Once you have generated your payroll calendar, check the tick-box marked ‘Accept All Dates‘ and press ‘Save‘.
Setting Up ‘File By Internet’
To send RTI you must first enter your Government Gateway user ID and password. Go to ‘File by Internet‘ > ‘Agent Setup‘
If you are only submitting for one company there is no need to enter ‘Agent Details‘. Simply enter your Government Gateway User ID and Password.
You are now ready to begin adding employees to the payroll.