General Information about Tools, Options and Admin
Besides the navigational and benefit toolbar, the system has a general “Tools” menu that is located at the top left corner of the system. The various tools options that are available are selectable from a series of sub-menus.
This tool provides a method that can be run to check benefit assignments are in keeping with employee start or leaving dates. e.g. check to see that a car assignment has an "end" date set to reflect the car deallocation for a company leaver.
The alignment tool can perform this routine applied to a choice of lookups/scope:-
This employee, This lookup, This employer or Everybody (all employees for all employers)
Any records that the tool discovers appearing to have misaligned benefits are displayed in surname order and by benefit type with selectable options for each:-
|View||Stop the alignment and go directly to view the record that appears to require attention.|
|Ignore||Ignore this specific record and move on to the next alignment query (e.g. employee kept a company car beyond their official company “leaving date”|
|Ignore All||Ignore all alignment queries of this benefit type and move on to the next type.|
|Adjust||Adjust the record to match the Date of Leaving or Date of commencement|
|Adjust All||Adjust all benefit records of this type globally (e.g. company policy to always end a car in line with an employee’s leaving date for all employees)|
|Delete||Delete a benefit assignment that conflicts with the date of leaving or commencement (e.g. a car record that was first assigned to an employee after the date that they left the company)|
|Delete All||Delete all benefit assignments that conflicts with the date of leaving or commencement (e.g. all car record that was first assigned to an employee after the date that they left the company)|
|Cancel||Cancel the alignment tool and return to the main system.|
This option allows you to re-access the year end routines
- to run a system archive (if you did not do that at the time of creating the new year) and;
- merge benefits from a previous tax year (again if you chose not to do this at the point of creating the new year).
If you are looking to create the new tax year, please refer to its own guide here.
Fuel Scale Charge Settings
This routine enables user defined group settings for the car fuel scale charge.
This provides the following options that can be applied to a specific group:
- This Employee
- This Lookup
- This Employer
Fuel provided for private use
No fuel provided for private use
Employee pays for all private fuel provided
Fuel withdrawn at the end of the tax year
Undo fuel withdrawn at the end of the tax year
Setup business mileage rates
This is covered in a separate help document – please refer to the section on mileage allowance reporting for this.
The system calculates the benefit position with each change of data so there is no real need to perform a global recalculate. However, there is sometimes a need to fix erroneous or duplicate employee records that have been introduced. For example, importing employee data using PAYROLL number can add a new record for an employee who had left and then subsequently re-joined the company with a new Payroll number) To use the recalculate feature to transplant/merging benefit records into one specific employee record:-
1. Create a lookup of the duplication using the “find” screen.
Use the Setup filter to find records WITH benefits AND DUPLICATE NINO
2. Select the employee record that you wish to keep/use (have all the benefits merged & saved to)
3. Select the “Recalculate benefits tool” & select from the sub-menu option “1. This employee” (or use F11 function key)
4. Answer Yes to the pop-up dialogue box to confirm the Recalculate
5. Answer Yes to the pop-up dialogue box to confirm the merge, all benefits will now be added to the chosen employee record.
It is advisable to check and edit the benefit records to make sure that they are allocated correctly (e.g. have no overlapping dates of availability for company cars, medical benefit records etc.)
Resolve email address
This tool feature provides functionality to check the validity of employee email addresses already saved in the system and also to offer functionality to create email addresses where employee records currently have a blank email address.
The system links with your Microsoft Exchange Global address book and tries to resolve the email addresses using the employee’s forename and surname. Were these names are not unique (e.g. 3 different Fred Smiths) the system will ask you to make a manual selection of the correct employee. For this reason, it is best to import employee email addresses as part of the employee details upload wherever possible.
Restricted Private Use
Company van legislation allows some private use to occur. Company van drivers are allowed to take vans home to their ordinary home-to-work commute without incurring a charge. This is defined as restricted private use and can include "insignificant" private journeys such as minor detours on the way to work for the driver to buy a newspaper. However if company van is used by the driver whilst on holiday or to make the weekly supermarket shop then this is not deemed by HMRC to be insignificant and the charge applies.
A system Tools utility that can be used to apply global settings to Company Van benefits:-
Non Taxable Vans - Vans are only available for business use and "incidental" private use
Taxable Vans - Vans are available for both business AND private use
Having chosen the desired setting, the system will pop-up a dialogue box to confirm the recalculation of all the effected records
The resulting Van benefit records will be set as zero taxable value.
and the reverse ... to set as all TAXABLE vans.
Set Official Interest Rates
The P11D Organiser keeps interest rates for calculation of certain benefits. By selecting the ‘Set Official Interest Rates’ menu item from the ‘Admin’ menu, you can view and edit these. Rates for past years can’t be changed, but rates for current rates can be edited or added.