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HMRC internal manual

PAYE Manual

From
HM Revenue & Customs
Updated
, see all updates

Employer records: employer record work lists: EDI cess / canc exceptions (Action Guide)

This work list is accessible using the ‘EDI Maintainer’ role only and is allocated to the CustCon Online Services, Online Customer Services Team only.

To take the appropriate action when there is an entry on the ‘EDI Cess / Canc Exceptions’ work list you should follow steps 1 - 10 below. The Guide is presented as follows

Step 1

Steps 2 - 6

Steps 7 - 10

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

 

Initial action

  1. Use Function WORKLISTS to
  • Select work list type ‘EDI Cess / Canc Exceptions
  • Select a work item from that list

Your initial action will depend on the reason presented on the work list for the work item you are reviewing

  • If ‘Cessation’ is shown go to step 2
  • If ‘Cancellation’ is shown go to step 7

Cessation cases

  1. Contact the trading partner
  • Explain that the PAYE Employer Office have attempted to enter a cessation date
  • Confirm with them that the office number and employer reference are correct and the action taken by the PAYE Employer Office to cease their record is appropriate
    • If the trading partner is still trading go to step 3
    • If the trading partner has ceased under that employer reference go to step 4
  1. If the trading partner has confirmed that the employer record should not be ceased you will need to contact the PAYE Employer Office. Advise them
  • An attempt has been made to cease an employer record for which they have responsibility (quote the employer reference)
  • You have spoken to the trading partner and they have confirmed that the employer record should not be ceased
  • To update their records accordingly to note that the employer record is still currently live, and
  • To take any further action as necessary then go to step 6
  1. If the trading partner has confirmed that the employer record should be ceased you must advise the trading partner
  • That a paper P35 will be issued shortly for the year of cessation
  • This should be completed and returned to the appropriate Debt Management Office as soon as possible
  1. Use Function AMEND ELECTRONIC BUSINESS INDICATORS to remove all EDI indicators from the employer record

Note: The PAYE Employer Office is advised to attempt to enter the cessation date again after 5 days. Removal of this indicator will enable a cessation date to be successfully entered onto the employer record

  1. Use Function WORKLISTS to delete the appropriate work item from the work list

Cancellation cases

  1. Contact the trading partner
  • Explain that the PAYE Employer Office responsible for the employer record have attempted to cancel the employer record
  • Confirm with them that the office number and employer reference are correct and the action taken by the PAYE Employer Office to cancel the record is appropriate
    • If the trading partner advises that the employer record should not be cancelled go to step 8
    • If the trading partner has confirmed that the employer reference should not have been set up and should be cancelled go to step 9
    • If the trading partner advises that the employer record should not be cancelled but should instead be ceased go back to step 4
  1. If the trading partner has confirmed that the employer record should not be cancelled you will need to contact the PAYE Employer Office. Advise them
  • An attempt has been made to cancel an employer record for which they have responsibility (quote the employer reference)
  • You have spoken to the trading partner and they have confirmed that the employer record should not be cancelled
  • To update their records accordingly to note that the employer record is still currently live, and
  • To take any further action as necessary then go to step 10
  1. If the trading partner has confirmed that the employer record should be cancelled
  • Use Function AMEND ELECTRONIC BUSINESS INDICATORS to remove all EDI indicators from the employer record

Note: The PAYE Employer Office is advised to attempt to enter the cancellation date again after 5 days. Removal of this indicator will enable a cancellation date to be successfully entered onto the employer record

  1. Use Function WORKLISTS to delete the appropriate work item from the work list