P11D Organiser Functional Specification

Modified on Thu, 27 Jul, 2023 at 1:21 PM

Feature/Function	Description
System
Multiple PAYE references	Support to maintain and manage multiple companies/PAYE references
Multi-user access	Support for multiple concurrent operators to be able to log in and work on benefits data across multiple employers
Manual Benefit data entry	Ability to add and edit data on a per employee basis across all benefit types including
	A - Assets transferred (cars, property, goods or other assets)
	B – Payments made on behalf of the employee
	C – Vouchers and credit cards
	D – Living accommodation
	E – Mileage allowance
	F – Cars and car fuel
	G - Vans
	H – Interest free and low interest loans
	I – Private medical treatment or insurance
	J – Qualifying relocation expenses payments and expenses
	K – Services supplied
	L – Assets placed at the employee’s disposal
	M – Other items
	N – Expenses payments made to, or on behalf of, the employee
Importing
Flexible import routines with full validation	Import routines for each section of the P11D and employee data with section specific business logic including
	Employee details ADD/UPDATE
	Employee details Update Only
	A - Assets transferred (cars, property, goods or other assets)
	B – Payments made on behalf of the employee
	C – Vouchers and credit cards
	E – Mileage allowance
	F – Cars and car fuel
	G - Vans
	H – Interest free and low interest loans
	I – Private medical treatment or insurance
	K – Services supplied
	L – Assets placed at the employee’s disposal
	M – Other items
	N – Expenses payments made to, or on behalf of, the employee
Import from any Payroll/HR system via Excel or CSV files	Ability to import .CSV, .XLS and .XLSX files (Microsoft Excel)
Reporting
Flexible report naming	User configurable name configuration
Choice for report formats	CSV, XLS, XLSX, PDF, Print
Provision of HMRC approved P11D, P46 and P11D(b) documents	Ability to output HMRC approved documentation
Customised benefit statements	Ability to customise the text that is shown on benefit statements
Customised email notifications	Ability to customise the body text of emails
Custom benefit statement logos	Ability to upload bespoke logos for display on benefits statements
Full range of employer reports	P11D(b) Employer’s Declaration
	P11D(b) Class 1A NIC Summary by P11D section
	P11D(b) Class 1A NIC summary by cost centre
	P11D(b) Class 1A NIC summary by employee
	List employees with all associated details
	List employees with P11D sections applied
	List employees with Taxable Values
	List all employees
	Benefits & expenses distribution report
	Benefits & expenses distribution report summary
Full range of employee reports	Interest free and low interest loans – joint borrowers report
	P11D Facsimile
	P11D Facsimile Part
	P11D Benefits Statement
	P11D Benefits Statement (Bespoke)
	P11D Benefits Statement (Modern)
	P11D Taxable Benefits Statement
	P11D Taxable Benefits Statement (Bespoke)
	P11D Taxable Benefits Statement (Modern)
	P46(car)
	P46(car) Reprint
	Employees Part 5 ITEPA2003 expenses claim form
	Employees Business Mileage Statement
	Employees Business Mileage Declaration
Full range of benefit reports	A - Assets transferred (cars, property, goods or other assets)
	B – Payments made on behalf of the employee
	C – Vouchers and credit cards
	D – Living accommodation
	E – Mileage allowance
	F – Cars and car fuel
	G - Vans
	H – Interest free and low interest loans
	I – Private medical treatment or insurance
	J – Qualifying relocation expenses payments and expenses
	K – Services supplied
	L – Assets placed at the employee’s disposal
	M – Other items
	N – Expenses payments made to, or on behalf of, the employee
Full range of periodic reports	P46(car)
	P46(car) movements by employee
	P46(car) reprint
	P46(car) Movements by employee reprint
	Company Car Class 1A National Insurance
	Company Car Fuel benefit VAT
	Absent Business Mileage
	Input Business Mileage
	Employees Business Mileage Declaration
	Export to Accounts
	Export to Payroll
Full range of fleet reports	Company car movements by registration number
	Company car allocated listing and validation
	Company car unallocated listing and validation
	Company car private use contributions by employee
	Company car capital contributions by employee
	Company car private fuel benefit by employee
	Company car non-exclusive use
Email
Emailing of benefit statements/P11Ds to employees	Connections to various email systems (SMTP, Outlook, Google Workspace & Microsoft 365) to allow the sending of P11Ds and benefits statements
	Read receipt request
	Delivery receipt request
	HTML mail generation
	Setting of sensitivity
	Setting of importance
	SMTP mailer server configuration
Compliance
HMRC approved car calculations	Ability to calculate car benefits in line with HMRC documented procedures
HMRC approved loan calculations	Ability to calculate beneficial loans in line with HMRC documented procedures
HMRC approved forms	P11D, P11D(b), P46(car) and P9D (historic)
HMRC Government Gateway communication for P11D & P11D(b)	Ability to connect to the Government Gateway and transmit compliant XML for submission of data
HMRC Government Gateway communication for P46(car)	Ability to connect to the Government Gateway and transmit compliant XML for submission of data
Maintenance
Web based help/guides	Constantly updated help and assistance via the internet
Inbuilt database utilities	Re-index, run diagnostic etc.
Web-based software updates	System configurable connection for legislative updates
Data export	Ability to export all data held within the system
Audit trail	Date and time stamped production by employee
User role configuration	Ability to apply roles to individual to restrict access to key functions
User management tool	Setting/resetting passwords, managing lockout and user creation
User security management	Ability to set up password length, time lockout etc.
Application communications settings	Configurable proxy settings
Benefit alignment	Check benefits for pre- and post-employment assignment
Archive	Functionality to archive data in separate financial years