Beta This part of GOV.UK is being rebuilt – find out what this means

HMRC internal manual

PAYE Manual

From
HM Revenue & Customs
Updated
, see all updates

P11D processing: processing and retrieving forms P11D: P11D extract (Action Guide)

To produce a P11D extract report, follow steps 1 - 20 below.

This guide is presented as follows

  Steps 1 - 2
   
  Steps 3 - 10
  Steps 11 - 12
  Steps 13 - 15
  Steps 16 - 20

To access the screen

1. Select the correct tax year on the P11D screen
   
2. Select the [Extract] button. The button will only be enabled if you have been allocated the P11D Extract role
  National Insurance numbers (NINO) for up to 5 employees can be added on the screen

To produce an extract

3. Enter a NINO in the NINO field
   
4. Select the [Add] button. If the employee’s record is found the list will be populated with their
  * NINO
  * Initials
  * Surname
5. If the employee record is not found or an invalid NINO is entered you will be presented with the warning message
  ‘NINO not found at this employer’
  If no employment record is found for the NINO entered you will be presented with the warning message
  ‘No employment found for employee NINO [AB123456C] and the employer for the tax year selected’
  If you attempt to enter a NINO for an employee that has already been added on the list box you will be presented with the message
  ‘NINO [AB123456C] has already been chosen’
  In each case
  * Select the [OK] button. This will return you to the P11D Extract screen
  * Review the NINO entries
6. If you attempt to add more than 5 employees’ NINOs you will be presented with the following warning message
  ‘NINOs entered exceeds the maximum of 5’
  * Select the [OK] button. This will return you to the P11D Extract screen with the NINO field still populated
  * Highlight an entry and select the [Delete] button if you need to remove an employee from the list
7. Once you have selected the necessary NINO, to produce the P11D Extract report
  * Select the [Produce Extract] button on the P11D Extract screen which will
  * Take you directly into Excel where the report will open
  Or
  * Present you with a warning message that the workbook contains macros in which case, select the [Enable Macros] button to be taken into Excel
8. The report will open in the form of a spreadsheet with 5 tabs displayed at the bottom of it
  * Employer and Employee Details
  * Benefit Summary
  * Car Details
  * Loan Details
  * Merge
9. If the final 2 tabs do not appear
  * Select the 4th arrow (>1) at the bottom left of the screen. This will reveal the further tabs
10. At this stage you have the option of
  * Printing the report
  * Saving the report
  * Merging reports

To print any of the individual reports

11. Select the appropriate tab which will return that report
   
12. Select Print on the Word toolbar

To save the report

13. Select File on the Word toolbar
   
14. Select the Save As option from the drop down menu
  You will be presented with the Save As screen in Excel
15. Select the drive and folder button you wish to save your report to in the Save in field. It may assist if you create a new folder within your personal drive for these extracts
  * To create a new folder
  * Select the [New folder] button, which is the third button from the Save in field. You will be presented with a New Folder screen
  * Enter a name for the new folder and select the [OK] button
  * Type a name for the report in the File name field
  * Select the [Save] button

To merge more than one saved report

| 16. | After the final report has been saved, to merge the reports | || |   | * Open one of the saved reports | |   | Note: If you are presented with the Microsoft Excel warning message, the reports will only work if you | |   | * Select the [Enable Macros] button | |   | If you do not receive this message, still follow the merge instructions outlined below | | 17. | The report will open in the form of a spreadsheet with the following 5 tabs displayed at the bottom of it | |   | * Employer and Employee Details | |   | * Benefit Summary | |   | * Car Details | |   | * Loan Details | |   | * Merge | | 18. | If the final 2 tabs do not appear | |   | * Select the 4th arrow (>1) at the bottom left of the screen. This will reveal the further tabs | | 19. | To merge the reports | |   | * Select the Merge tab. This will open the merge book | |   | * Select the [Merge Extracts] button. This will display the Open screen and will default to the C drive | |   | * Locate the new folder you have created following the instructions in the Saving the Report section and select the [Open] button | |   | * Highlight the saved report you wish to merge into the report currently open | |   | * Select the [Open] button | |   | The reports will then automatically merge and you will receive a Merge Confirmation message telling you what has been added to the existing report | |   | * Select the [OK] button and the merged report will be displayed | | 20. | You can either | |   | * Save the final report by following the instructions in the Saving the Report section
 
Or | |   | * Print the report by selecting the [Print] button in you toolbar |