Hi,

Thanks for using Sage City.

Just wanted to check, are you using Sage 50 Payroll or Sage Payroll (Business Cloud)? If it's Sage 50 Payroll I'll move your post into the 50 Payroll forum.

Regards,

Andy
Sage UKI

Sage 50 Payroll. Thanks!

Hi,

Thanks for using Sage City 

Can I check there, you've submitted the FPS which includes this individuals leave date but then the next week the same person is listed in the FPS with the leave date again as if it wasn't sent previously?

Regards,

John Howells
Sage UKI

Yes. I have just run a dummy payroll for next week, and on selecting FPS it again asks for a reason for lateness, and then says:

Important Notice

You have selected to submit the Full Payment Submission details for (directors name) to the Government Gateway etc etc

obvs I then cancelled. 

That would be the 3rd week in a row that the late reason window pops up.

Ok thanks, the leaver flag should be a one time flag that doesn't appear after you include it in a submission. That being the case, it may be necessary to amend or recreate the file that tracks your RTI submissions (RTIlog.xml).

For help with this and to look into this issue further, please contact technical support when you can.

I had a similar problem with an employee we had on Hold.  Every time I included him it wanted a reason he was late.

The problem stemmed from not including him on the first FPS at the start of the tax year (as on hold) - he had no "last FPS" date.  I think I finally solved the problem by not including him until the first FPS of a new tax year; then I was able to make him a leaver and clear him out.

Sounds the same - how did you not include him if already marked as a leaver so automatically picked up?

When I took over doing the payroll, he was on hold but had not been included in any FPS of that tax year.  Trying to send an FPS always wanted a reason it was late, so I didn't bother.  I guessed that perhaps I could include him on the first FPS as everyone is effectively reset for tax/NI purposes - joiners are noted as the year progresses (probably by their start date).

For an FPS I have to select whom to send: I usually select everyone except Current Leavers who are not leavers of the payroll run and Historic Leavers; if someone is newly On Hold they are included otherwise automagically deselected.  He was included but caused it to want a late reason; manually unselecting him so he wasn't included and the late reason request disappeared.

For some reason, as it was a later tax period than the start of the year, as he hadn't been paid nor included on a previous FPS (this tax year) nor noted as a starter, someone decided that HMRC would consider this was a late notification of some kind.

By including him on the first FPS of the tax year HMRC had him noted as On Hold in our payroll; I could then mark him as a leaver later and the FPS was not noted as wanting a reason for being "late".

Have you successfully sent the FPS with him as a leaver (giving a reason each time), or have you just deselected him to avoid the late reason request?  If you look at the data of your FPS e-submissions does it show him being marked as a leaver each time?

It may be worthwhile talking with HMRC to clarify what you need to do, particularly if you're giving a late reason every time you include him.

[You could stop including him, remove his leave date, mark him as On Hold, wait until April 2024, include him in the first FPS of tax year 24/25, then give a leave date at the second payroll run, include him then and the late reason request may disappear.  BUT if you have been including him in the sent FPSs with a late reason I would talk to HMRC first.]

I don't seem to have a choice in who gets included in an FPS. But, thanks for this, most helpful. Guess Id better talk to HMRC.... Thanks for your time.