Create and Submit FPS

Creating the FPS

This process allows UK net payrolls to create and submit an FPS using RTI. This step is mandatory for UK net payrolls but is not required for Expenses-only Additional Runs or for Gross Payroll.

At this stage it is also possible to revert to a draft Pay Run, recreate the BACS file (the colour changes to dark green on hover signifying that it can be reprocessed), or to go ahead and process the Draft Finance and/or Draft Pensions functions.

Click on the FPS path step to create the FPS for onward submission:

FPS Errors - Failed Validation

If there are any RTI validation errors when creating an FPS a message will be output with a link to the 'Validator log':

Click on Validator log link to open the RTI Validation Errors report:

The user message details the problem field and also the employee affected.

The audit logs created as a result of the FPS failure can also be found in the Errors sub-tab:

Click on the View all link to see the extended User message:

On successful creation of the FPS, the landing page will be where the FPS is to be submitted from:

Click on the RTI link (in above case RTIS-0892) to view the FPS. If a late reporting reason is required manually update the RTI record.

Submitting the FPS to HMRC

Click the Submit button to submit the FPS to HMRC.

The current status of the submission is tracked in the Status column.

There are 4 possible values of the Status field

1. Draft: The FPS file has been generated but not yet submitted to HMRC.

2. SUBMITTED: The data has been submitted to HMRC and we have received an acknowledgement/correlation ID from HMRC.

3. error: The submission has not been accepted by HMRC. An error response has been received from HMRC.

4. ACCEPTED: The submission has been processed by HMRC and accepted by their system. Once accepted, the button label changes to View

If the FPS submission times out due to load on HMRC servers the file will automatically resubmit without the user being required to press the submit button again.

The button label will change to 'Refresh' while the submission is being processed. You can click Refresh to check on progress.

Once accepted i.e. status has been updated to 'ACCEPTED' the path will be updated as follows:

After the FPS has been submitted the Pay Run is locked i.e. it is no longer possible to revert to a previous stage. As the FPS is now submitted the 'Draft Finance' and 'Draft Pensions' labels changed to 'Finance' and 'Pensions' respectively thereby acknowledging that the data these reports will be based on has been finalised.

If the screen remains open after submitting the FPS to HMRC, the FPS step on the Payroll path will remain blue. If the FPS step is then clicked on again after having been successfully accepted the following error will be output to screen:

Refresh the page and the FPS step will change from blue to green.

Viewing the Submitted FPS totals and individual FPS records

After the file has been successfully submitted to HMRC go to the 'HMRC' tab and click on the View button to view the FPS data submitted to HMRC.

Click on the RTI Submission link:

From here the totals submitted for the FPS can be viewed and also the individual employee FPs records within the overall submission.

Click on the RTI Submission tab to see the overall totals for the FPS submission:

Click on the RTI tab to see list of employees that have been submitted within the FPs submission:

Click on the relevant RTI Name link ID to view the FPS recrod submitted for an individual employee:

If any car or van details have been submitted on the FPs these will be shown under the Vehicle Benefits tab:

In this case there are no vehicle benefits.

The RTI Batches tab shows the batches that were created within the selected FPS Submission:

Files relating to the FPS submission e.g. supporting documentation and approvals can be uploaded and stored against the FPS submission.