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HMRC internal manual

PAYE Manual

Employer returns: employer return work lists: EDI / Internet - action by employers live service team (Action Guide)

When contacted by a Processing Office because there is an entry on the ‘Filed Online Advisory’ work list, the Online Customer Services Team should follow steps 1 - 17 below. The Guide is presented as follows

  Step 1
   
  Steps 2 - 6
  Steps 7 - 11
  Steps 12 - 17

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 ‘Filed Online Advisory’ | |   | * Select a work item from that list
 
And | |   | * Determine the reason on the work list why the Processing Office have contacted you | |   | * If the reason is ‘EDIR indicator not set’ go to step 2 | |   | * If the reason is ‘FBIR set but EDI received’ go to step 7 | |   | * If the reason is ‘EDIR set but FBI received’ go to step 12 |

EDIR indicator not set

|   | This work item arises when an EDI return has been processed but the INTENT TO FILE by EDI indicator is not set on the employer record | || | 2. | Contact the submitter to confirm the return has been filed against the correct employer reference (and office number) | |   | * If the employer reference is correct and they want to continue to file by EDI go to step 3 | |   | * If the employer reference is incorrect go to step 4 | | 3. | If the submitter confirms the correct employer reference and they wish to continue to file by EDI | |   | * Use Function AMEND ELECTRONIC BUSINESS INDICATORS to set the INTENT TO FILE by EDI indicator | | 4. | If an incorrect employer reference had been used | |   | * Establish with the submitter the correct employer reference | | 5. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil (Word 29KB) along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the incorrect employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function CAPTURE EOY RETURN DETAILS to capture an additional complete return to minus off the charge on the employer record
 
And | |   | * Use Function AMEND EMPLOYER SUMMARY to add an Employer Note saying | |   | ‘Year 20xx/xx Capture Incorrect Employer Reference Stencil - See File’ | | 6. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the correct employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function RECORD RETURN RECEIPT to record receipt of the return on EBS | |   | * Use Function VIEW BROCS (Format 9 - Designatory Data for ASN) to ensure this information successfully passes to the BROCS record
 
And when this has occurred | |   | * Use Function CAPTURE EOY RETURN DETAILS to process the P35 print-out information |

FBIR set but EDI received

|   | This work item arises when the INTENT TO FILE by FBI indicator is set on the employer record but an EDI return has been received. | || | 7. | Contact the submitter to confirm that the return has been filed against the correct employer reference (and office number) | |   | * If the employer reference is correct and they no longer want to submit online but want instead to file by EDI go to step 8 | |   | * If the employer reference is incorrect go to step 9 | | 8. | If the submitter confirms the employer reference is correct and they now want to file by EDI | |   | * Ask them to de-register for the Internet service
 
And when the submitter has de-registered | |   | * Use Function AMEND ELECTRONIC BUSINESS INDICATORS to set the INTENT TO FILE by EDI (EDIR) indicator on the employer record | |   | Note: At least 24 hours will need to elapse after de-registering before any EDI indicators can be set | | 9. | If an incorrect employer reference has been used establish with the submitter the correct employer reference | | 10. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil (Word 29KB) along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the incorrect employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function CAPTURE EOY RETURN DETAILS to capture an additional return to minus off the charge on the employer record
 
And | |   | * Use Function AMEND EMPLOYER SUMMARY to add an Employer Note saying
 
‘Year 20xx/xx Capture Incorrect Employer Reference Stencil - See File’ | | 11. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the correct employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function RECORD RETURN RECEIPT to record receipt of the return on EBS | |   | * Use Function VIEW BROCS (Format 9 - Designatory Data for ASN) to ensure this information successfully passes to the BROCS record
 
And when this has occurred | |   | * Use Function CAPTURE EOY RETURN DETAILS to process the P35 print-out information |

EDIR set but FBI received

|   | This work item arises when the INTENT TO FILE by EDI indicator is set on the employer record but an Internet return has been received. | || | 12. | Contact the submitter to confirm that the return has been filed against the correct employer reference | |   | * If the employer reference is correct and they no longer want to submit by EDI but want instead to file online go to step 13 | |   | * If the employer reference is incorrect go to step 14 | | 13. | If the submitter confirms the employer reference is correct and they now want to file online | |   | * Ask them to register to use PAYE Online for Employers - Internet | |   | * Use Function AMEND ELECTRONIC BUSINESS INDICATORS to remove the INTENT TO FILE by EDI (EDIR) indicator on the employer record | | 14. | If an incorrect employer reference has been used establish with the submitter the correct employer reference | | 15. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil (Word 29KB) along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the incorrect employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function CAPTURE EOY RETURN DETAILS to capture an additional return to minus off the charge on the employer record
 
And | |   | * Use Function AMEND EMPLOYER SUMMARY to add an Employer Note saying
 
‘Year 20xx/xx Capture Incorrect Employer Reference Stencil - See File’ | | 16. | Send an EDI / FBI Capture Incorrect Employer Reference Stencil along with a print-out from e-Services Filestore of the relevant P35 to the Processing Office responsible for the correct employer reference | |   | Note: The stencil will ask the Processing Office to | |   | * Use Function RECORD RETURN RECEIPT to record receipt of the return on EBS | |   | * Use Function VIEW BROCS (Format 9 - Designatory Data for ASN) to ensure this information successfully passes to the BROCS record
 
And when this has occurred | |   | * Use Function CAPTURE EOY RETURN DETAILS to process the P35 print-out information | | 17. | Use Function AMEND ELECTRONIC BUSINESS INDICATORS to ensure the INTENT TO FILE by EDI (EDIR) is set on the employer record |