How to enter employee year to date values – Mid Year Setup
There are various reasons why you may need to enter employees’ year to date (YTD) values. For example, if you’ve purchased Sage Micropay part-way through the tax year and have already processed your employees’ wages either manually, using a different software package, or by outsourcing to a payroll bureau.
One approach is to process all of the previous pay periods during the tax year individually from the beginning of the tax year. If you have a large number of employees or periods to process, this may not be practical.
Generally, a better approach is to enter the YTD values for all of your employees. This process is also known as a mid year set up.
Preparation
Before you begin, you must set up the employee records in Sage Payroll, and gather the following employee YTD information:
- Their total earnings with your company that are relevant to tax, PRSI and USC calculation.
- The total tax, PRSI and USC paid while working for your company.
- If relevant, the total non-taxable deductions received while working for your company. For example, employee and employer pension contributions.
- The number of weeks worked to date with your company this tax year.
It’s important to print the Control Summary report before and after you enter employee YTD values. When you compare these two reports, the differences should only relate to the values you changed
Enter current employment YTD values
1. On the menu bar, click Processing then click Employee Details.
2. Next to the Surname box, click browse 
and click the relevant employee.
3. Click the Pay / YTD tab.
4. Ignore the following options, you enter these in the ETP tab at a later stage in the procedure:
- Gross Pay This Employer.
- Tax Paid This Employer.
- Gross Income This Employer.
- USC This Employer.
5. If the employee has any non-taxable deductions, such as pensions or PRSAs, complete the following fields. This shows the correct cumulative totals on the employee’s payslip:
If the employee has any non-taxable deductions, such as pensions or PRSAs, complete the following fields. This shows the correct cumulative totals on the employee’s payslip:
| Employee Financial Year | Enter the total contributions made by the employee this financial year. |
|---|---|
| Employee Tax Year | Enter the total contributions made by the employee this tax year. |
| Employee From Start | Enter the total contributions made by the employee for the full term of employment with your company. |
| Employer Financial Year | Enter the total contributions made by your company on the employee’s behalf this financial year. |
| Employer Tax Year | Enter the total contributions made by your company on the employee’s behalf this tax year. |
| Employer From Start | Enter the total contributions made by your company on the employee’s behalf from for the full term of their employment with your company. |
| Employee Tax Yr | Ignore this option. Enter these values on the ETP tab at a later stage in the procedure. |
|---|---|
| Employer Tax Yr | Ignore this option. Enter these values on the ETP tab at a later stage in the procedure. |
| Employer Financial Yr | Enter the total amount PRSI paid by your company on behalf of the employee in the current financial year |
7. Click the ETP tab, then select the I need to override these values check box.
8. Enter the following information:
Revenue require that all earnings relevant to a specific PRSI class are reported on separately in your P35 year end return. This means that if the employee has had more than one PRSI class, you must complete a new line for each one. For example, one line for PRSI class A1 and another line for PRSI class A0.
| Period | Enter a period number. For example, 1. |
|---|---|
| Period Date | Enter a pay date. For example, 01/02/2017. |
| Gross | Enter the taxable gross pay earned to date in the current employment this tax year. This value should be the employee’s gross pay minus any:
|
| Tax | Enter the tax paid to date this tax year in the employee’s current employment. |
| PRSIable E’e | Enter the total gross pay to date that was subject to employee PRSI calculation in the current employment. |
| PRSI E’e | Enter the total amount of PRSI paid to date by the employee while in your employment this tax year. |
| PRSI Code E’e | Enter the relevant PRSI code. If you’re unsure about which PRSI code to select, please contact the Department of Social Protection. |
| PRSIable E’r | Enter the total gross pay to date that was subject to employer PRSI calculation in the current employment. |
| PRSI E’r | Enter the total amount of PRSI paid to date by your company on behalf of the employee this tax year. |
| PRSI Code E’r | Enter the relevant PRSI code. If you’re unsure about which PRSI code to select, please contact the Department of Social Protection. |
| PRSI Base | Enter the PRSI base code that the employee is classed under. If you’re unsure, please contact the Department of Social Protection. |
| Ins Wks | Enter the total number of insurable weeks to date that the employee has worked under this PRSI code. |
| Left | If the employee has left your employment, click Y. If they haven’t left, ignore this option. |
| BIK Amount | If applicable, enter the total benefit in kind (BIK) income to date in the current employment this tax year. |
| BIK Tax | If applicable, enter the total tax paid to date on the BIK. |
| BIK PRSI E’e | If applicable, enter the total PRSI paid to date by the employee on the BIK. |
| BIK PRSI E’r | If applicable, enter the total PRSI paid to date by the employer on the BIK. |
| Gross Income | Enter the total income earned to date in the current employment that is subject to USC calculation this tax year. |
| USC | Enter the USC amount paid to date by the employee in the current employment this tax year. |
| BIK USC TP | Enter the BIK USC amount paid to date by the employee in the current employment this tax year. |
| Illness Benefit | If the employee has received any illness benefit payments while in your employment, enter the taxable amount. |
9. Click Save.
10. If the employee pays local property tax (LPT) through the payroll, in the Property Tax TP box, enter the amount paid by the employee to date while in your employment.
11. Click Save.
12.Repeat steps 2 to 13 for each employee you want to enter current employment YTD values for, then click Cancel.
Enter YTD totals for each payment the employee uses
So that the correct cumulative totals appear on your employee’s payslip, you must enter the year to date totals for each payment the employee uses.
1. On the menu bar, click Processing then click Employee Details.
2. Next to the Surname box, click browse and click the relevant employee.
3. Click the Payments tab.
4. For each relevant payment, complete the following information:
| Hours TD | If the employee is paid hourly, enter the total hours for this payment within the current financial year. |
|---|---|
| Value TD | Enter the total value to date of this payment for the current financial year. |
| Tax Yr Hours | If the employee is paid hourly, enter the total hours for this payment to date within the current tax year. |
| Tax Yr Value | Enter the total value to date of this payment for the current tax year. |
5. Click Save.
6. Repeat steps 2 to 5 for each employee you want to enter payment YTD totals for, then click Cancel.
Enter YTD totals for each deduction the employee uses
So that the correct cumulative totals appear on your employee’s payslip, you must enter the year to date totals for each deduction the employee uses.
1. On the menu bar, click Processing then click Employee Details.
2. Next to the Surname box, click browse and click the relevant employee.
3. Click the Deductions tab.
4. For each relevant deduction, complete the following information:
| Balance E’e | For pensions and PRSAs, enter the total amount the employee has contributed while in your employment this financial year.
For reducing balance deductions, such as, the bike to work scheme, enter the total amount of the deduction still to be repaid by the employee. |
|---|---|
| Total E’e | Enter the overall total amount the employee has contributed while in your employment. |
| Balance E’r | Enter the total amount to date your company has contributed this financial year. |
| Total E’r | Enter the overall total amount your company has contributed. |
| Tax Yr E’e | Enter the total amount the employee has contributed to date while in your employment this tax year. |
| Tax Yr E’r | Enter the total amount your company has contributed to date this tax year. |
Check the Control Summary totals are correct
You should print the Control Summary report now and compare it against the same report you printed before you began the mid year set up procedure. If there are any discrepancies, you must rectify them before processing. Read more >>
Check your employee’s payslips are calculating correctly
The next time you process your employees’ pay details, check the tax, PRSI and USC calculations on each of your employees’ payslips are correct. They should be similar or identical to the calculations in your previous pay periods.
If there are calculation differences that can’t be explained, this usually indicates that there is a problem with some of the values you entered during the mid year set up procedure. To help you correct any issues, you must first identify what values are incorrect, for example, the employee is paying too much tax or they’re receiving an incorrect tax refund.
Possible reasons for incorrect tax, PRSI and USC calculations
- If you entered incorrect gross pay to date or gross income year to date values in the employee’s record.
- If you put the employee is on the wrong PRSI class or tax/USC status.
- If you entered the incorrect tax allowances in the employee’s record.
- If you entered the incorrect USC rates and thresholds in the employee’s record.
To fix the issue
Once you identify the reason for the incorrect calculation, you must complete the following steps:
- On the menu bar, click Processing then click Employee Details.
- Next to the Surname box, click browse and click the relevant employee.
- Browse through each tab and edit the relevant values only, then click Save and Cancel.
- On the menu bar, click Processing then Time and Pay.
- Under Entry mode, select Random then click Continue.
- Next to the Employee box, click browse and click the relevant employee.
- Enter the employee’s pay details as normal.
- Click Payslip.
- Check the payslip calculations are correct, then click Save and Cancel.
