• New Sage Payroll Update v27.1 Released
    Includes ERR and CWPS enhancements
  • New Sage Payroll Update v27.1 Released

KB Category: PAYE Modernisation/RTI (Real Time Returns)

Instructions for Sub-user (Revenue)

Instructions for Sub-user (Revenue)

 

The ROS Administrator should provide the Sub-user with the ID Ref and System Password from the Admin Services tab.

1. Once you have the above information, go to Register for ROS.

2. Click on ‘Download and Save you Digital Certificate’

 

3. Under the Terms and Conditions, click ‘I Accept’ to proceed.

 

4. Select ‘A Sub User’ and enter the ID Ref provided by your ROS Administrator.

5. Click ‘Next

 

6. Make up a name for your certificate – this cannot be changed later.

The certificate name may not include spaces, accented characters or symbols.

Create a password – this is the password that you will use to log into ROS.

The password must have at least 8 characters, including at least one UPPER case character, one lower case character and 1 digit and may not contain any part of the certificate name.  If you forget your password, your ROS Administrator can check it for you.

7. Click the ‘Request Certificate’ button.

 

8. Click the ‘Save’ button.

 

9. Depending on which web browser you use, you may need to click on ‘Save’ again on the bottom of the screen.  The certificate will now have been saved to your Downloads folder.

If you lose your sub-user certificate, your ROS Administrator will have to issue a new one, so make sure to save the certificate on your computer.

More information on how to save your digital certificate is available in the Getting Started on ROS Help section – under the Registering for ROS heading.

 

 

How to apply for ROS sub cert

How to apply for ROS sub cert

 

Instructions for ROS Administrator

 

1. Log into ROS as the ROS administrator and click on the ‘Admin Services’ tab.

2. Click ‘Add New’

 

3. Enter the sub-users details:

  • Surname: surname of the individual that the cert is for ( note that if this certificate is required for CRO Filing, this must correspond to the details on record with CRO).
  • First Name: First name of the individual the cert is for (note that if this certificate is required for CRO Filing, this must correspond to the details on record with CRO).
  • ID Ref: This is an identifier that you make up – e.g. Staff number, or other identifier.  The ID Ref will be used to download the certificate and must be unique.
  • ID Type: The type of ID reference number given from the dropdown menu – e.g. Other.
  • E-Mail Address: Contact e-mail address for the above named.
  • NVDF Cert: IF the certificate is to be used for Motortrans (NVDF) ONLY – tick this.
  • DSP Cert: IF the certificate is to be used for Welfarepartners (DSP) ONLY – tick this.
  • SEED Number: If this certificate is for a SEED user, please enter SEED number (Traders Excise Number) in this field.  An EMCS user MUST COMPLETE the Mandatory and SEED Number fields.  This subcert can then be used to submit, receive and receipt messages via ROS webservices for customs clearance.
  • EORI Number: If this certificate is for an ICS Carrier who submits declarations via an agent, please enter their EORI Identifier (customs).

 

4. Click ‘Submit’

 

5. You should receive confirmation that a new Certificate has been requested.

 

 

 

6. Click the ‘System Password’ padlock icon for the new sub-user and note the system password; you should also note the ‘ID Ref’ you created as they will be needed to download the certificate.

You must notify the sub-user of the ‘ID Ref’ and ‘System Password’ for the certificate so that they can complete Step 3 of the Register for ROS.  ITs should be immediately available for download.

Once the sub-cert is downloaded,  the status column will change to Activate and you will be able to see what password the sub-user has set up by clicking the Certificate Password padlock.

 

 

Payroll Submission Report – (PSR)

Payroll Submission Report – (PSR)

 

Under Real Time Reporting (RTR), you must send a payroll submission electronically to Revenue each time you pay your employees. You can quickly and easily do this in Sage Payroll 2019 by using the Send Payroll Submission option. The payroll submission you make each pay period to Revenue contains:

  • Details of all payments made to employees in the pay run.

Each of your employees will have their own payment date specified on the payroll submission you send to Revenue (each pay period). The payment date is based on the pay method of an employee and the dates set up in your payroll calendar. Read more >

  • The total tax, universal social charge (USC), pay related social insurance (PRSI), and if applicable local property tax (LPT) paid by your employees in the pay run.
  • Employee details, such as name, PPS number, Employment ID and tax/USC status.
  • Details of any starters or leavers from the pay run, and more information.

A full listing of what is on the payroll submission file can be downloaded from here. 

Revenue tracks this information throughout the tax year to confirm that each employee’s PAYE liabilities are being deducted correctly.

 

 

1. Open your payroll

2. Select Direct Payroll Reporting and Send Payroll Submission

3. Check that you’ve completed all of the tasks mentioned in the checklist. If you haven’t, click Cancel then click Yes to close the submission window. Then complete the relevant tasks.
Blue links are links to the online help centre

Once you’ve completed all of the checklist tasks, click Next to proceed.

4. Under ROS Digital Certificate, click Browse

 

5. Browse to and select your ROS Certificate (.P12) file, then click Open.

6. Enter your ROS digital certificate password in the box provided.

7. If relevant, click the Save password to Sage Payroll check box.

8. Check the ROS login credentials are correct. Edit if required. – To proceed, click Next.

9. While Sage Payroll collates your payroll data into a submission file, the following loading window appears. This process may take a few minutes to complete, so please don’t close the window

10. Check the information is correct within the Review Details window. To view a detailed breakdown of the values per employee, click Export Details.

11. Once you’re happy with the details, to proceed, click Submit.

12. Please note that once you click Submit, the process can’t be reversed or stopped.

You can click cancel here if it is taking a long time – but once you click submit (on the previous screen) there is no cancelling. Cancel will only close the screen ant the submission will work on the background.

13. Once your payroll submission is successfully received by Revenue, the Process Complete window appears. If you want to, you can view or print the submission log by clicking Export Details.

14. To print the report, click the Printer button.
To save a PDF copy of the report, click the Save button.
To close the report, click X at the top right-hand side of the window

15. To close the Send Payroll Submission window, click Finish.

16. You will receive an instantaneous message from revenue to your email. This will include your submission ID.

 

Click here for details on how to view the Payroll Submission log

 

Retrieve Payroll Notification – (RPN)

Retrieve Payroll Notification – (RPN)

 

Revenue Payroll Notifications (RPNs) will replace the current P2C certificates. From 1 January 2019, you’ll be required to request the most up to date RPNs for your employees before processing their pay details each period. RPNs provide you with the necessary information to deduct from your employees the correct tax, universal social charge (USC) and local property tax (LPT), if applicable.

RPNs will be available to you before 1 January 2019, and once you’ve registered your payrolls to use the Sage Services to ROS, you can automatically retrieve RPNs from within your Sage Payroll 2019 software.

 

You can use the Retrieve RPNs option within Sage Payroll to request an RPN for a new employee, except where the employee:

  • Doesn’t have a PPS number.
  • Is not registered for PAYE.

You will have to apply emergency tax in these cases.

1. Once you have set the period on your payroll you are ready to import the RPN

 

2. On the menu bar, click Direct Payroll Reporting then click Retrieve RPNs.

 

3. The Retrieve RPNs wizard automatically opens. – (If your Revenue Online Service (ROS) login credentials already appear on-screen, skip to step 6.)

4. Under ROS Digital Certificate, click Browse.

5. Browse to and select your ROS Certificate (.P12) file, then click Open.

6. Enter your ROS digital certificate password in the box provided.

7. Check the ROS login credentials are correct. Edit if required.

8. Click Next

9. Once retrieved, check the information is correct within the Review Details window. You can view a detailed breakdown of an employee’s details by clicking the info button that appears next to them.

You can see the employees tax status went from Normal to Week 1

10. To proceed, click Import.

11. Once the RPN details have successfully imported into Sage Payroll, the following window appears.
These are just sample screens, this will not be a realistic scenario in 2019. The number imported will not be greater than the number retrieved.

12. To produce a copy of the imported RPN information for your records, click Print.
These are just sample screens, this will not be a realistic scenario in 2019. The number imported will not be greater than the number retrieved.

13. To print the report, click the Printer button.
To save a PDF copy of the report, click the Save button.
To close the report, click X at the top right-hand side of the window

14. To close the Retrieve RPNs window, click Finish.

 

 

If you have more than one payroll, repeat the steps above in each of them.

 

 

Direct Payroll Reporting

Direct Payroll Reporting

 

You will have 3 types of Processing with Revenue:        

1. Upload/Download

2. Manual

3. Direct

 

If you do not use a payroll package to operate your payroll, you will be able to meet new reporting requirements by using Revenue Online Service (ROS).

Payment due dates for employers remain the same.  If you have a sage payroll you will use the direct feed as follows:

3. Direct

 

This allows payroll software communicate seamlessly with ROS to exchange the required information.

Integration of payroll process

 

 

For more information on how to set up direct feed see Sage Services Registration

 

Sage Services Registration

Before you can retrieve Revenue Payroll Notifications (RPNs) for your employees and send online payroll submissions to Revenue from within your Sage Payroll 2019 software, you must first register to use the Sage Services to ROS. The registration process only takes a few minutes to complete in each of your payrolls, and you can do this now within your 2018 software.  Please ensure you are on the latest version 21.2.  Click here for instructions on how to upgrade.

To complete the registration process, your computer must be connected to the Internet.

 

Sage Services Registration

 

1. Open the payroll

2. Click on Direct Payroll Reporting – Register sage Services

3. Tick the box ‘I’m not a robot’ and follow the wizard

4. Click Finish

5. Congratulations you have successfully registered for sage on line services

 

6. If it fails you will get a message like this letting you know why. In this case the company email is missing.

 

7. Go back into your payroll

8. In the General Tab – Enter in the email address

9. Click OK when it is complete

When you have fixed all your errors Re run steps 1-5.

 

Next step is Retrieve Payroll Notification – (RPN)

How to transfer employees mid-year from one company payroll to another

How to transfer employees mid-year from one company payroll to another

If you have a multi-company licence, you can transfer employees from one company to another. The way you would transfer your employee depends on if the tax registration number is the same as the company you’re transferring the employee from.

Note: Before you begin the transfer process, you should take a full system backup of the affected companies.
The following sections contain everything you need to help you transfer an employee from one company to another in Micropay.

 

If the tax registration number is different

You must mark the employee as a leaver in their current company and add the employee as a starter in the second company. To do this:

1. Open Micropay > log in to the company you want to move the employee from.
2. Mark the employee as a leaver with a finish date and finish period
3. If you have paid employees this period and on the submission that will mark the employees as left

If you need any assistance with this process, please contact the ROS technical help desk on 01-7383638

4. Employees need to go onto ‘My Account’ and move the employment to the new company number or continue to step 5, 6 & 7 which will allow you pull a new rpn.5. Open Micropay > log in to the company you want to move the employee to.
6. Set up the employee as a new starter with a start date.
7. You can then download the New RPN file from the revenue – New employees with a start date, this will link the employees to the new prem number

If the tax registration number is the same

 

Tip: The best time to transfer employees is at the beginning of a new tax year, before you start processing their pay. However, you can carry out this process during the course of a tax year if required.

You must manually transfer the employee’s year to date values from their current company into the second company. We recommend that you print the employee’s Earnings Tax & PRSI report. This report details their personnel details and year to date values for the current company.

1. Open Micropay > log in to the company you want to move the employee from.
2. Reports > Payroll Reports > Employee tab > select Earnings Tax & PRSI.
3. Selection > Sequence > Employee Code > enter the employee’s number in the From and To boxes.

Tip: If you’re unsure of what the employee’s number is, you should check the employee’s record.

4. Print > Cancel.
5. Login > Login to a Payroll > log in to the company you want to move the employee to.
6. Processing > Employee Details.
7. Set up the employee and enter their year to date values, using the printed Earnings Tax & PRSI report as a point of reference.

8. Make sure the employees PPS number, Employment ID, and RPN number on the Tax/Prsi/ USC tab of the Employee Details are correct

9.Finally, log back into the payroll you moved the employee from, and delete the employee’s record.

Click here for detailed instructions for entering in Year to Date Values

Allow Tax Agents to record their Agent TAIN (Required for PAYE Modernisation returns) (v21.1)

Allow Tax Agents to record their Agent TAIN (Required for PAYE Modernisation returns)

If you’re a tax agent running a payroll on behalf of an employer, you must enter your Tax Advisor Identification Number (TAIN) in Sage Payroll. This is a requirement for PAYE Modernisation returns to Revenue in 2019.

Before you begin, check your version is 21.1 or higher. You can find this in the top left-hand corner of your software. If it’s not, please install the latest Sage Payroll (Micropay) update now.

To apply the same TAIN to all companies set up in Sage Payroll

1. Open Sage Payroll and log into a payroll as normal.
2. On the menu bar, click Company/Payroll then click Tax Agent Details.

3. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

4. From the Apply to drop-down list, click All companies. Then click Ok.

 

5. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 3 and 4.
6. Enter the Sage Payroll administrator password, then click Continue.
7. When prompted that the process has completed successfully, click OK.

To apply the same TAIN to all payrolls associated with this company

1. Open Sage Payroll and log into a payroll as normal.
2. On the menu bar, click Company/Payroll then click Tax Agent Details.

3. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

4. From the Apply to drop-down list, click All payrolls in the company. Then click Ok.

5. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 3 and 4.
6. When prompted that the process has completed successfully, click OK.

To only apply the TAIN to the payroll you’re currently logged into

1. On the menu bar, click Company/Payroll then click Tax Agent Details.

2. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

3. From the Apply to drop-down list, click This payroll only. Then click Ok.

4. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 2 and 3.
5. When prompted that the process has completed successfully, click OK.

 

Click here to view the new features in V21.1