Benefits Profile

Modified on Tue, 14 Mar, 2023 at 11:37 AM

Benefits Profile - Employee

Selecting the P11D benefits profile icon from the employee details screen will display the benefit records assigned to the employee in a summary screen.

Navigate to the Employer Benefit Profile screen by clicking on the "View Benefits Profile" button from either the Employee details screen or the View List of employees screen.

Having clicked the “P11D benefits” icon, the system will display the benefits profile screen for the selected employee. This screen displays all assigned benefits at employee level and also a total Taxable value for all the benefits for the employee.

Drill down/Edit

From this benefits profile screen it is possible to navigate directly to the benefit records displayed by double clicking any of the displayed benefit descriptions or clicking the Edit button.

Add

To add a new benefit type, make a selection from the resulting screen and click Add:-

The system will display all of the existing Benefit types for that section of the P11D. To add a new Benefit type click the ADD button

Enter the details of the new benefit type as required and click OK to save the new type. This will now be available for use in assigning this benefit type to employees.

The illustration shown below is for a medical benefit with a fixed premium value with a specified date range for which this premium/value relates to. You can also set a benefit up without values or fixed dates - you can provide this during assignment on screen for an individual or as part of the imported values during the import process.

The benefit profile properties that can be set include:-

Class 1A NIC	Ordinarily system pre-set and unchangeable (greyed out) as being clearly defined by legislation (Brown or Blue boxes on the P11D form). Although for certain sections of the P11D, the setting can be user-defined so as to set to either “Pay” or “Not pay” Class 1A NIC for a specific benefit type. e.g. “Overseas Medical Insurance” = Class 1A NIC setting “NO”
Payroll Benefit	Set to “YES” where a benefit has already been taxed through the payroll. This will allow the system to adjust the values for employer Class 1A NIC liability for the payrolled benefits and therefore make the appropriate adjustment for Class 1A NIC on the P11D(b) facsimile report.
Optional Remuneration Arrangements (OpRA)	A setting (Yes/No) to enable the ability to enter £ values for amounts to be taken into account where benefit categories are subject to an OpRA arrangement. Where a BiK is provided as part of OpRA, the taxable value is now the higher of the taxable value of the BiK under the normal rules or the amount of salary/cash foregone. This is the value you use for calculating the Income Tax, Class 1 or Class 1A NICs, where liable, in respect of the BiK. HMRC definition/more information on OpRA available here: OpRA
Set as default value	A fixed value setting used for a common type of benefit. e.g. “Family Bupa cover” set to £750 will globally change/set ALL records in the system of this type.
Apply dispensation	Turning on/off and entering a percentage of a benefit value so that the value is still reported on employees benefit reports but NOT REPORTED TO HMRC either electronically (File by internet) or by any other means (P11D (b) facsimile report)
Part 5 ITEPA2003 expenses claim	A setting used to create a value to “counterclaim” where expenses values that are not covered by a dispensation but are “wholly and exclusively in the performance of the duties of the employment” to form a Part 5 ITEPA 2003 claim.
Prorata the dates to days available	An option for setting the benefit category to automatically calculate benefits based on the dates available in the Tax year. i.e. Turn On/Off the calculation setting for the benefit.
set available from date	An option for setting available FROM date for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rata setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2019 and TO date to 31/12/2019 in the 2018/19 Tax year would calculate a total of 95 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 95 = £195.21
set available to date	An option for setting available TO dates for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rata setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2018 and TO date to 31/12/2018 in the 2017/18 Tax year would calculate a total of 270 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 270 = £554.79

Delete

The deletion option works at the employee level will display a pop-up dialogue box to confirm the deletion of the selected record. (No password protection is required at individual employee level)

Benefits Profile - Employer

The system provides the option to set up your standard benefit types & descriptions. These are also automatically created for you following a successful benefit data import.

Navigate to the Employer Benefit Profile screen by clicking on the “View benefits profile for this employer” button from either the “Employer” screen or the toolbar on the left side of the screen.

Having clicked the “P11D benefits” icon, the system will display the benefits profile screen for the selected employer. This will display any assigned benefits at company level:-

Find

Creates a lookup of all benefit records for the selected benefit category/description.

Add

To add a new benefit type, make a selection from the resulting screen and click OK:-

The system will display all of the existing Benefit types for that section of the P11D

To add a new Benefit type click the ADD button

Enter the details of the new benefit type as required and click OK to save the new type. This will now be available for use in assigning this benefit type to employees.

The illustration shown above is for a medical benefit with a fixed premium value with a specified date range for which this premium/value relates to. You can also set a benefit up without values or fixed dates - you can provide this during assignment on screen for an individual or as part of the imported values during the import process.

The benefit profile properties that can be set include:-

Class 1A NIC	Ordinarily system pre-set and unchangeable (greyed out) as being clearly defined by legislation (Brown or Blue boxes on the P11D form). Although for certain sections of the P11D, the setting can be user-defined so as to set to either “Pay” or “Not pay” Class 1A NIC for a specific benefit type. e.g. “Overseas Medical Insurance” = Class 1A NIC setting “NO”
Payroll Benefit	Set to “YES” where a benefit has already been taxed through the payroll. This will allow the system to adjust the values for employer Class 1A NIC liability for the payrolled benefits and therefore make the appropriate adjustment for Class 1A NIC on the P11D(b) facsimile report.
Optional Remuneration Arrangements (OpRA)	A setting (Yes/No) to enable the ability to enter £ values for amounts to be taken into account where benefit categories are subject to an OpRA arrangement. Where a BiK is provided as part of OpRA, the taxable value is now the higher of the taxable value of the BiK under the normal rules or the amount of salary/cash foregone. This is the value you use for calculating the Income Tax, Class 1 or Class 1A NICs, where liable, in respect of the BiK. HMRC definition/more information on OpRA available here: OpRA
Set as default value	A fixed value setting used for a common type of benefit. e.g. “Family Bupa cover” set to £750 will globally change/set ALL records in the system of this type.
Apply dispensation	Turning on/off and entering a percentage of a benefit value so that the value is still reported on employees benefit reports but NOT REPORTED TO HMRC either electronically (File by internet) or by any other means (P11D (b) facsimile report)
Part 5 ITEPA2003 expenses claim	A setting used to create a value to “counterclaim” where expenses values that are not covered by a dispensation but are “wholly and exclusively in the performance of the duties of the employment” to form a Part 5 ITEPA 2003 claim.
Prorata the dates to days available	An option for setting the benefit category to automatically calculate benefits based on the dates available in the Tax year. i.e. Turn On/Off the calculation setting for the benefit.
set available from date	An option for setting available FROM date for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rata setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2019 and TO date to 31/12/2019 in the 2018/19 Tax year would calculate a total of 95 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 95 = £195.21
set available to date	An option for setting available TO dates for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rata setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/20 and TO date to 31/12/2020 in the 2020/21 Tax year would calculate a total of 270 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 270 = £554.79

Remove/Delete Benefit records

Benefit records can be deleted using the delete button from the Benefit Profile screen. The deletion/removal is per Tax year, so assigned benefit records and categories that are no longer required can be safely deleted for the selected tax year but still available in previous years.

Using the "Delete" button to delete the benefit record will offer to firstly to delete any benefit records assigned in the current Tax year.

This deletion process is password protected so as to prevent any unintended deletions and will ask the user to confirm their password before removing both the benefits & employee records.

Having deleted the records for the chosen benefit description/category it will no longer appear in the list on the "View benefits profile for this employer"

Deleting benefit categories and unassigned company cars

From the "View employer details screen" there are certain benefit categories such as living accommodation company cars, vans and privately owned cars that can be periodically maintained.

Included in this functionality is the ability to ADD, EDIT or DELETE new benefit categories, for example the details of a new company house that could then be used/assigned to employee at some point.

ADD

EDIT

Functionality to able to edit the properties of these benefit categories

DELETE

COMPANY CARS

This feature allows you to manage the company car records for both assigned cars and unassigned cars.

ADD

Allows you to add a company car detail record for later assignment of the car to an specific employee.

EDIT

Allows you to edit existing company car detail records.

DELETE

Allows you to delete existing company car detail records.

Selecting a specific car record will attempt to protect inadvertent deletion of car records that are currently is use/assigned to an employee in the selected Tax year.

Deleting Unallocated car details record

Provides functionality to delete all cars in the systems car "asset" database.

Any unallocated individual car records can be selected individually and deleted

Delete ALL Unallocated cars

There is a process to tidy the systems database of cars details records that have not been allocated to employees, perhaps for a number of years even.

To delete ALL UNALLOCATED car details records:-

1. Select the check-box for "Unallocated" cars and R/H click the "Delete" button (left hand click deletes JUST the selected car)