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Rota Submission Messages and FPS Audit Report | Payroll Web Platform

Updated

Available for the following Payroll plan: Free Payroll, Core Payroll
Available for the following user access levels: Admin 

RTI or Real Time Information is a PAYE reporting process. Under RTI, employers need to send information to HMRC every time they pay their employees, rather than waiting until the end of the year.

There are two types of submissions that you need to make: a Full Payment Submission or FPS and an Employer P60 or EPS. Our RTI Submission messages are linked easily with our FPS audit report. Please note that you can choose for the RTI submissions to be run in "test mode" or submitted to HMRC live. 

Getting started

Choosing test mode/going live for RTI submissions
  1. Log in to your payroll platform.
  2. Click the  Business menu.
  3. Click the Payroll settings submenu.
  4. Under Business Settings, click HMRC Settings.
  5. Under RTI settings, you will be asked: Would you like to make RTI submissions in test mode for this business?

  6. Select Yes to choose test mode.
    Screenshot of RTI settings section showing enable RTI Yes radio selected, HMRC user id field redacted, HMRC password field with dots, Would you like to make RTI submissions in test mode Yes radio highlighted in red border, and Is this business a registered agent No radio selected

    Important

    When you are ready for the submissions to be live, make sure you change this setting to No.

  7. To check the test mode settings for the FPS Audit Report, you have to check the report itself. The instructions are below.

    Important

    There is a warning message in the pay run to make you aware that the submission to HMRC has been submitted in test mode. This warning will also contain a direct link to the HMRC settings to let you change them.

Daily activities

Running an RTI submission messages report
  1. Log in to your payroll platform.
  2. Click the  Reports menu.
  3. Under HMRC reporting, select RTI Submission Messages.
    Screenshot of Kidows Training Reports page showing six report category columns including HMRC reporting with RTI submission messages link highlighted in red border 
  4. Click the RTI submission messages tab.
    Screenshot of RTI Submission Messages report page showing filter fields for Date range 1/09/2023 to 29/09/2023, Search term, Message types All, with RTI submission messages tab highlighted in red border and table showing No Results 
  5. Filter the parameters of the report.

    • Date Range: You can change months by clicking on the calendar icon;

      Helpful Hint

      When a date range is selected for the report, the result of the report will be based on the period end date.

    • Search Term: Will list all active pay schedules within the business;
    • Message Types: Select one or All;
  6. Click the Search button.
    Screenshot of RTI Submission Messages report page showing filter fields for Date range 1/09/2023 to 29/09/2023, Search term, Message types All, with Search button highlighted in red border and RTI submission messages tab active showing No Results 

  7. The results of the report will list the following, organised by employee:

    • Date (exact or date range)
    • Transaction ID;
    • Message Type
    • Request;
    • Response;

    Important

    To check if the FPS Audit Report is being submitted in test mode, go to Reports > RTI submission messages > enter dates > FPS Audit Report > this will now show if the FPS has been submitted in test mode.

    There is a warning message in the pay run to make you aware that the submission to HMRC has been submitted in test mode. This warning will also contain a direct link to the HMRC settings to let you change them.

Running an FPS audit report
  1. Log in to your payroll platform.
  2. Click the Reports menu.
  3. Under HMRC reporting, click RTI Submission Messages.
    Screenshot of Kidows Training Reports page showing six report category columns including HMRC reporting with RTI submission messages link highlighted in red border 
  4. Click the FPS Audit report tab.
    Screenshot of RTI Submission Messages page showing FPS audit report tab highlighted in red border active, with filter fields, Search and Download buttons, and FPS audit report table showing No Results 
  5. Filter the parameters of the report.

    • Date Range: You can change months by clicking on the calendar icon;

      Helpful Hint

      When a date range is selected for the report, the result of the report will be based on the period end date.

  6. Click the Search button.
    Screenshot of RTI Submission Messages page showing FPS audit report tab active with Search button highlighted in red border, filter fields, and FPS audit report table showing No Results 
  7. The results of the report will list the following, organised by employee:
    • Tax period
    • Date and time
    • Status
    • Correlation ID
    • No. EE's
    • PAYE
    • EE NI
    • ER NI
    • Student Loan/PGL
    • Late Submission Reason
    • Final Submission
Running a report via Preview FPS File

Helpful Hint

Once you have submitted an FPS, you can preview the FPS file that has been submitted.

  1. Log in to your payroll platform.
  2. Click the  Pay runs menu.
  3. Select the pay run you would like to review, or create a new one. 
  4. Click the Actions tab.
  5. Click the Reports button.
  6. Click Preview FPS File.
    Screenshot of Weekly pay run for period 29/07/2022 to 4/08/2022 showing Actions tab highlighted in red border, yellow caution banner about finalised pay runs, and Reports dropdown highlighted in red border open with options Draft Audit Report, Gross to Net Report, Variance Report, Auto-enrolment notifications, Preview FPS File highlighted in red border, and FPS NI figures preview 
  7. This will take you to a separate page, where you can select which pay run to preview the FPS for.
  8. Click the Run Report button.
    Screenshot of FPS Preview page showing Select Pay Run dropdown highlighted in red border with Current Pay Run Weekly period ending 11/08/2022 selected, Run report button highlighted in red border, Download button, and FPS Report JSON data showing FullPaymentSubmissions with EmployeeDetails for Ashe Sylvian 
  9. To download the report, click the Download button.
  10. Click Download FPS.
    Screenshot of FPS Preview page showing Download button highlighted in red border with Download FPS dropdown option also highlighted in red border, and FPS Report JSON data showing FullPaymentSubmissions with EmployeeDetails for Ashe Sylvian 

Data management

Exporting the FPS Audit Report
  1. Log in to your payroll platform.
  2. Click the Reports menu.
  3. Under HMRC reporting, click RTI Submission Messages.
    Screenshot of Kidows Training Reports page showing six report category columns including HMRC reporting with RTI submission messages link highlighted in red border 
  4. Click the FPS Audit report tab.
    Screenshot of RTI Submission Messages page showing FPS audit report tab highlighted in red border active, with filter fields, Search and Download buttons, and FPS audit report table showing No Results 
  5. Filter the parameters of the report.

    • Date Range: You can change months by clicking on the calendar icon;

      Helpful Hint

      When a date range is selected for the report, the result of the report will be based on the period end date.

  6. Click the Search button.
    Screenshot of RTI Submission Messages page showing FPS audit report tab active with Search button highlighted in red border, filter fields, and FPS audit report table showing No Results 
  7. Click the Download button.
    Screenshot of RTI Submission Messages page showing FPS audit report tab active with Download button highlighted in red border open showing PDF and Excel options, and FPS audit report table showing No Results 
  8. Click PDF or Excel to download. 

Author recommended

You have now run RTI submission messages and FPS audit reports. If you are wondering what you can do next, I recommend these two articles:

  • Pay Run Inclusion Reporting |Payroll Web Platform -This feature helps you run a report on the inclusions your organisation has processed within your finalised pay runs.
  • Pay Run Audit Reporting | Payroll Web Platform - This feature helps you create a report on a pay run conducted within your organisation and see details such as the deductions made, the PAYE adjustments, and the leave accrued.

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