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HMRC internal manual

PAYE Manual

From
HM Revenue & Customs
Updated
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Employer records: maintain schemes: maintain DPGEN, DPNI and DCNI schemes (Action Guide)

Note: From 6 April 2014 DCNI / DPGEN / DPNI schemes were mandated into RTI. This guidance refers to all years up to and including 2013-14.

To take the appropriate action when you are made aware that a DPGEN, DPNI or DCNI scheme type has ceased, follow steps 1 - 24 below. The Guide is presented as follows

Steps 1 - 4

Steps 5 - 9

Steps 10 - 11

Steps 12 - 15

Steps 16 - 19

Steps 20 - 24

For details of how to access any of the Employer Business Service functions, use PAYE057.

Initial action

When you have been advised that the employer / individual has stopped being responsible for paying their own tax and / or NIC you will need to take the following action

  1. Use Function AMEND EMPLOYER SCHEME HISTORY to enter the cessation date on the employer record

  2. Write to the individual / employer along the following lines

  1. Ensure you enclose form P14 and a reply envelope marked ‘PAYE Employer Office’ with the appropriate letter

  2. Keep a copy of the letter and BF your papers for one month to await receipt of the completed form P14

Action at BF

  1. Check if you have received the completed form P14 from the individual
  • If No go to step 6
  • If Yes go to step 10
  1. Send a reminder to the individual and BF your papers for one further month

If the P14 is received in the meantime go to step 10

  1. If the P14 is still not received at the next BF
  • Use Function AMEND EMPLOYER INDICATORS to set the indicator INSTIND(1) for the year of cessation
  1. Send a memo to the Debt Management Office along the lines of the following draft
  1. BF your papers until you have received a reply from the Debt Management Office

P14 received

  1. Use Function VIEW BROCS to obtain a screen print of the ‘Employer Data Year Summary’ for the year

  2. Compare the following sets of figures

  • Totals of tax and NIC paid, from the screen print, and
  • Totals of tax and NIC due, from the P14, and then
  • If the figures agree no further action is necessary
  • If the total amount due is more than the total amount paid go to step 12
  • If the total amount paid is more than the total amount due go to step 16

 

Total amount due is more than the total amount paid

  1. Photocopy form P14 and send the copy to the Debt Management Office along with the following
  1. Use Function AMEND EMPLOYER INDICATORS to set the indicator INSTIND(1) for the year on the employer record

  2. Use Function AMEND EMPLOYER NOTES to record your actions and then file the papers in the employer record pad

  3. File away the form P14 in the P14 range

 

Total amount paid is more than the total amount due

  1. Photocopy form P14

  2. Complete form P28 and send this along with the copy form P14 and any relevant post to the Debt Management Office

  3. Use Function AMEND EMPLOYER NOTES to note the date of issue of form P28 and then file the papers in the employer record pad

  4. Use Function AMEND EMPLOYER INDICATORS to set the indicator INSTIND(1) for the year of the overpayment on the employer record

 

Completion of pro-forma form P37

  1. Prepare a pro-forma form P37 and note the following
  • Treat ‘employer’ and ‘employee’ as meaning ‘individual’
  • Treat P14 as meaning ‘P12’
  • Do not make any entries in column 4
  1. Pin form P14 and the screen print to form P37

  2. Prepare a form P12R and send this to the section responsible for the employee’s tax records

  3. Use Function AMEND EMPLOYER NOTES to record ‘P12R passed to PAYE section on (date)’

  4. File form P37 in the ‘Pro-forma P37’ range