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Table of Contents............................................................................................................................... 2
Preface ............................................................................................................................................... 4
Getting Started .................................................................................................................................. 6
Payroll Welcome ................................................................................................................................ 7
Payment/Deduction List .................................................................................................................. 11
Add a New Payment ................................................................................................................ 12
Payslip List........................................................................................................................................ 14
New Payslip.............................................................................................................................. 14
Process Payrun......................................................................................................................... 16
Rollback P11............................................................................................................................. 18
Forms/Reports ................................................................................................................................. 20
Tax Code Changes .................................................................................................................... 20
Ni Category Changes ................................................................................................................ 21
P32 Form .................................................................................................................................. 21
Efiled P35 ................................................................................................................................. 22
Payroll Settings ................................................................................................................................ 23
Employer Settings .................................................................................................................... 23
Pension Providers .................................................................................................................... 25
Pension Schemes ..................................................................................................................... 26
New Pension Scheme .............................................................................................................. 27
PAYE Tax Bands ........................................................................................................................ 29
NI Bands & Rates ..................................................................................................................... 30
Student Loan ............................................................................................................................ 31
Payment Categories ................................................................................................................. 31
Add a New Payment Category ................................................................................................. 32
Edit Payment Category ............................................................................................................ 35
Remove Payment Category ..................................................................................................... 35
Preface
Welcome to the new edition of activira.com Payroll Guidebook.
This Guidebook is designed to instruct you through activira.com Payroll features and it is the
primary assistant in case, you have any frustrations using the system tools.
activira.com Payroll User`s Guide contains information on getting to know and using the system
features.
Getting Started views the whole map of Payroll to make easier the management of
creating and working with reports.
Payroll Welcome, describes how to manage reports of the whole system directly
from that page.
Payment/Deduction section provides you with the step-by-step diagram which
instructs you through several steps to run a report.
Payslip List fully describes how to export reports from activira.com Reporting
System.
In the Forms/Reports section, you will be introduced how to view tax code changes,
NI category changes, P32 and efiled P35 forms.
Payroll Settings section contains several sub-functional sections as employer
settings, pension providers and schemes, PAYE tax bands, student loan, payment
categories and others.
Employees section is a part of Payroll system due to every payment is related with
employees and this page illustrates the list of all company employees where you can
perform several functions from the actions list of each employee.
Efile to HMRC This section will be developed especially for submitting annual tax
return to HMRC (Her Magestys Revenue and Customs) online.
Customer Feedback
We appreciate you using our activira.com Payroll and this Guidebook.
Our customers comments and feedback are always welcome. You will find the Readers
Questionnaire Form about activira.com features at the end of the guide. Do not hesitate to mail
your comments and wishes to the following e-mail address or you can directly contact with your
activira.com Support Manager.
E-mail: support@activira.com
Phone: +966 (56) 777-7663 Ext: 810
Postal Service : 4363 Prince Muhammad Ibn Abdulaziz Rd, Al Olaya, Riyadh 12331 - 6734, KSA.
Getting Started
activira.com Payroll helps to distribute payslips to employees each payday, record total earnings
of all employees for a company in a fiscal year and keep track employees wages/salaries,
withholding, deductions and other items on employeepayslips.activira.com Payroll ensures
strong security and strict privacy is maintained.
Payroll Welcome
The Payroll Welcome is set as a default page. You are be able to perform several functions as
setting up an employer, adding new starter, making payment and viewing form & reports.
Setup Employer
This feature will lead you to Employer Settings page where you can maintain your employment,
check pay date and provide with e-file submission details.
Once you have completed the form, you can preview it, save as a draft, commit to P11 form,
import to PDF or calculate Gross Pay clicking on the buttons below the form.
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Payment/Deduction List
The Payment/Deduction List contains the list of all payments and deductions made to your
employees both from issued payslips and adding New Payment/Deduction directly.
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Payment Summary
The payment summary is located in the Actions list of each payment. Click on the Payment
Summary view to see details of the payment/deduction.
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Payslip List
The Payslip List is a section which contains the list of all payslips issued to your employees. In
the section, you can Edit Payslip (saved as draft), download its PDF version and Add New
Payslip.
New Payslip
To add a new Payslip, go to Payslip List and click on the New Payslip button located on top
side.
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Settings). After an employee is chosen, his/her predefined payroll details will be loaded into
the payslip form.
Pay method - choose payment method for this employee. If payment method is already
specified in the payroll settings of the employee, it will appear automatically.
Date - Date of payment that will be displayed on the payslip.
Period - Time period that this payment applies to. Date and Period are interconnected.
NI No./Category - National Insurance Category of the employee.
Tax Code - Tax code of the employee.
Total pay to date - Total amount of pay made to the employee in the current year.
Total tax to date - Total tax deducted from the employees earnings in the current year.
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Gross Pay Calculator - If in Payroll Settings of the employee, his Salary is defined as Net, you
can use this option to calculate Gross pay.
Process Payrun
Process Payrun is the functionality for processing payslips in bulk for employees with the same
pay period (monthly, 4 weekly etc.). In order to access this feature, please go to Payslip List
and click on the Process Payrun button which gives you the following form shown in the
screenshot:
Choose Payrun - Choose for which pay period you would like to process payslips.
Choose Date - Choose the date that will be recorded as Pay Date on the issued payslips.
Week/Month Number - Choose week/month for which you would like to process payrun.
Change Status for All- Choose the status for all payslips that will be issued.
When you fill in all the necessary details, the list of all employees with the specified pay period
will be loaded to the form. You can untick those employees that you dont want to include in
the current payrun. You can also view details of each particular payslip by clicking on View
Details.
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In order to edit some payslips, click on Pay More. Form resembling the payslip will appear
where you will be able to add, edit or remove payment and deduction categories.
You can also change the status of each payslip separately by clicking on Status drop-down.
Email a copy of payslip to employees - Tick this option to send PDF versions of the payslips to
employees.
In order to proceed, click on Next button.
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The finalised list of the employees with their payment details will appear. In order to view
particular payslip, please click on Details. You can still exclude some employee from Payrun by
clicking on the cross on the right-side of each record.
Click on Finish button to complete payrun and send PDF payslips to your employees.
Rollback P11
Rollback P11 is a function which helps to delete entries in the P11 form for a specified period.
When you click on Rollback P11, the following form will appear:
Choose employee - Choose the employee whose P11 form you would like to edit.
Tax Year - Choose the appropriate tax year.
Month - Choose the month number, until which you wish to remove entries (inclusively).
Week - Choose the week number, until which you wish to remove entries (inclusively).
Rollback - Click on this button to complete the operation.
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Forms/Reports
In the Forms and Reports section, you can view Tax Code Changes, NI Category Changes, P32
and efiled P35 forms. It is the fourth section of activira.com Payroll.
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Ni Category Changes
In this listing, all National Insurance categories changes are recorded. Whenever NI category of
some employee is changed in their Payroll Settings, it will be reflected in the NI Category
Changes listing. It is located in the Form and Reports section.
P32 Form
Each time you pay to your employees, necessary figures will be recorded in this electronic P32
form. Users of activira.com Payroll are able to view P32 Form through Forms and Reports
section.
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Efiled P35
In this section, you will be able to view your e-filed P35 form.
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Payroll Settings
To perform the payroll administration correctly, you can use Payroll Settings which arelocated
after the Forms and Reports section in activira.com Payroll.
Employer Settings
Employer PAYE reference
Office number - write your office number given by HMRC
Reference number - Employer PAYE Reference Number
Office name - Indicate your office denomination
Are you authorized to make refunds? - State your possibility to repay the amount
Accounts office reference number - Indicate registration number of the office account
Country- Identify your location
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Pension Providers
Use this section to add Pension Providers to the system. Added pension providers will be
displayed in the Scheme Provider field, when adding new Pension Scheme. It is the second tab
in Payroll Settings.
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Pension Schemes
Pension Schemes section contains the list of all Pension Schemes, registered for your
company. Here you can view details of the scheme, edit or remove it from the list. Besides,
you are able to add a new pension scheme from this page.
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Employee Contribution
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Reduce by Basic Rate Tax - Specify if pension deduction amount should be reduced by basic
rate tax.
Add SSP Payment - Specify if Statutory Sick Pay should be added.
Add SMP Payment - Specify if Statutory Maternity Pay should be added.
Add SAP Payment - Specify if Statutory Adoption Pay should be added.
Add SPP Payment - Specify if Statutory Paternity Pay should be added.
Stake Holder
Wages insufficient to cover - Choose the action to be made, if employees wage is not enough
to cover Pension Deduction.
Employer Contribution
Deduction Type - Specify if deduction will be calculated as a fixed amount or percentage.
Deduction Value - Specify fixed amount or percentage to be deducted.
Add SSP Payment - Specify if Statutory Sick Pay should be added.
Add SMP Payment - Specify if Statutory Maternity Pay should be added.
Add SAP Payment - Specify if Statutory Adoption Pay should be added.
Add SPP Payment - Specify if Statutory Paternity Pay should be added.
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Student Loan
Through this section, you can view and edit your student loan rate. Once the Student Loan
page is opened, make changes and click on the Save button.
Payment Categories
Payment Categories keeps track of list of Payment Categories.
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Deduction Categories
Deduction Categories keeps track of list of Deduction Categories.
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Debit to Account - Choose which account to debit when deductions of this Category are made
(if no accounts appear in the drop-down, you need to first set up Accounting and Finance
section)
Credit to Account - Choose which account to credit when deductions of this Category are
made (if no accounts appear in the drop-down, you need to first set up Accounting and
Finance section)
Type - Choose type of rate to apply for this Category. Simple Rate - no rating interval, Multirange Rate - one or more rating intervals.
Rating Interval (appear only if Type is Multi-range Rate) - Specify the maximum and minimum
amount to apply the Rate to
Rated By - Specify fixed or percentage rate that will be used to calculate deduction amount of
this Category
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Process Payrun
Process Payrun can be found from two sections: Payslip List and Payroll Settings. Please refer
to Payslip List section to be introduced with tools of Process Payrun.
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Employees
In this section, you can find the list of all employees of your company.
New Employee
You can add a new employee by clicking on the New Employee button that is located on the
top menu of Employees page.
Form with the following fields will appear:
Employee Details
Add Existing Employee - Use data of existing employee to add his payroll settings. After you
click on this link, choose employee you need from the drop-down and click OK. Employee
details will be loaded to the form.
First Name - Employees first name
Last Name - Employees last name
E-mail - Employees email address
Hire date - Date of beginning a job
Date of birth - Date of employees birth
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Payment Settings
Employee is paid - Choose appropriate wage rate for the employee (currently, only fixed rate
can be applied)
Salary - Enter wage amount. You should also choose from the drop-down if the wage specified
is Gross (without taxes) or Net (with taxes)
Pay period - Choose period for payment
Payment method - The way this employee will be paid
Calculate Gross Pay - If in Payroll Settings of the employee, his Salary is defined as Net, you
can use Gross Pay Calculator to calculate Gross pay.
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Payroll Settings
Start date - Choose a start date for your payroll
Employee has form - Choose appropriate form (if you choose form P46, please fill in extra
fields that will appear at the bottom of the form)
Date left previous employment - Choose the date when this employee left his/her previous
employment
Previous employer Paye ref - PAYE reference of the last employer from P45
Previous tax code - Last tax code details from P45
Week/Month - Week/Month of previous employer
Week/Month Number - Week/Month number of previous employer
Total pay to date - Total pay made to this employee until now, in the current tax year
Total tax to date - Total tax deducted from this employee until now, in the current tax year
Deduct student loan - Your agreement for deduction of student loan
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Does your employee have another job where they already pay NICs - Additional information
about National Insurance contributions from another job.
Family status - Choose employees family status
Sex/Gender - Choose employees gender
NI No - Enter National Insurance number
NI Category - Choose National Insurance category
Current tax code - Tax code that this employee has at the moment
Not a member of COOPS - Tick if the employee is not a member of cooperatives
Pension Scheme - If this employee is subscribed to one or more pension schemes, tick them in
the list. (If pension schemes do not appear, than you first need to add them through Payroll
Settings -> Pension Schemes -> New Pension Scheme)
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Actions List
By default the Actions list drop-down is available on the first column of the Employees list.
Once clicked, drop-down gives several options as displayed on the screenshot:
Payroll Settings
When you click on the Actions list, the first action will be Payroll Settings. You can view and
edit payroll settings of a particular employee and save the changes you have made.
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Bank Details
In this section you can enter, view and edit bank details of a particular employee.
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Payslips
In this section you can view all payslips issued to this particular employee.
Attachment/Arrestment Orders
In this section you can view all Earnings Arrestment Orders of this particular employee. In
order to add new Attachment/Arrestment Order, click on the New AEO, located on the top
tab.
Form with the following fields will appear:
Case No/ Court Order No - Court order number
Date of Order - Date of the court order
Total Debt Owed To Date - The amount of money that the employee owes
Employee - Choose relevant employee
Pay Period - Pay period for this AEO
Order type - Choose appropriate order type (Issued By, Debt Type, Payable To and Legislation
will be filled in automatically according to the chosen order type)
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Normal Deduction Rate (Attachment Amount) - Amount of money that will be deducted each
time employee receives his/her salary.
Protected Earnings Rate (Protected Minimum Wage) - Amount of money below which AEO
deduction will not be made
P11 Form
You can download P11 form (Deductions Working Sheet) in PDF format for each particular
employee.
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P45 Form
You can download P45 form (Details of employee leaving work) in PDF format for each
particular employee.
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P60 Form
You can download P60 form (End of Year Certificate) in PDF format for each particular
employee.
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P 14 Form
You can download P14 form (End of Year Certificate) in PDF format for each particular
employee.
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Exporting Files
You are able to export your files to PDF and Excel.
Customization Tool
Customization Tool is a tool primarily used by users to set buttons you want to see on the
each page. Every section has a customization tool on the top side of the page:
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Glossary
Employees The list of your employees together with their personal Payroll Settings, Bank
Details and Arrestment Orders. Downloadable forms P11, P45, P60, P14 in PDF format.
Recurring Payments and Deductions can be set up for any particular employee.
Payment/Deduction List List of all payments and deductions made to your employees. Allows
you to create a new payment or deduction.
Payslip List View, edit or download in PDF format all issued payslips. You can also create a
new payslip, or rollback P11 entries for a particular period.
Payroll Settings Keep here your PAYE reference information together with Taxes, Student
Loans and National Insurance bands and rates. View, modify and add Payment and Deduction
Categories. You can also keep details of your Pension Providers and Pension Schemes.
Process Payrun Choose your pay period and process payrun for all employees at once or
select some of them and edit their payslips. This feature can be accessed both from the Payslip
List and Payroll Settings.
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If any errors are found or you have other suggestions for the product and its manual
improvement, please send us your comments through the following ways:
E-mail: support@activira.com
Phone: +966 (56) 777-7663 Ext: 810
Postal Service : 4363 Prince Muhammad Ibn Abdulaziz Rd, Al Olaya, Riyadh 12331 - 6734, KSA.
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