HMRC Inbox
PurePro allows users to receive and download payroll forms from HMRC, such as tax codes, student loans, and other documents relevant to the payroll process. These forms can then be applied to workers within the system, ensuring that employee tax records are up to date and compliant with HMRC regulations. HMRC Inbox provides a simple interface for accessing, managing, and applying these documents, streamlining the integration of HMRC updates into the payroll process.
HMRC Inbox supports following documents:
P6:- P6 form provides details of an employee's tax code and previous pay and tax.
P9:- P9 form provides details of an employee's tax code.
PGL1:- PGL1 form provides details on start date of a "Postgraduate Loan" for a worker.
PGL2: - PGL2 form provides details on end date of a "Postgraduate Loan" for a worker.
SL1: - SL1 form provides details on start date of a "Student Loan" and "Plan Type" for a worker.
SL2: - SL2 form provides details on end date of a "Student Loan" for a worker.
RTINotifications: - RTI(Real Time Information) Notifications inform employer of any missing payroll data for a worker.
Users are required to add "Real Time Information (RTI) User Settings" to communicate with HMRC. For further information, please refer to 🗝️RTI User Settings guide
Downloading Forms using HMRC Inbox
To download and view forms via HMRC Inbox, follow these steps: -
Navigate to Payroll → HMRC Inbox
Click on "Fetch from HMRC" in the top left corner to download forms
Click on "View" button next to the form under "Actions" to view a form's details.
Users can also click on the form to view details.
Users can view the number and types of forms received within a given period by referring to the 'Forms Stats' section located in the top-right corner of the screen.
P9 Forms downloaded in previous tax years will be automatically updated to appear in the 1st period of the new tax year in the HMRC Inbox. P9 forms are typically sent before the start of the new tax.
Forms that are linked to workers marked as "Left" are marked as "Ignored" upon download.
Actions in HMRC Inbox
Users can perform various actions on downloaded forms from HMRC. These actions include viewing, applying, or updating worker records with the information from the downloaded forms, such as tax codes or other payroll-related updates, maintaining efficient management and integration of HMRC forms into the payroll system.
Users can perform following actions:
Match to Worker
Forms downloaded have to matched to a worker before they can be processed against worker's payroll.
This steps insures, the form is matched against the correct worker and the form contains details relevant to the worker and current payroll.
Downloaded forms are automatically matched to existing workers in the account when the NI Number or RTI Number on the form corresponds with the worker’s details. In the event of a mismatch, users can manually match the forms to relevant workers.
To manually match a form to a worker, follow these steps: -
Navigate to Payroll → HMRC Inbox
Click on "Fetch from HMRC" in the top left corner to download forms
Match a form to a worker by clicking on "Match to Worker" against the form under "Action"
Select the worker and click save
Once matched, users can re-match the form to another worker by clicking on "Match", until a form is applied to a worker.
Apply to Worker
Forms matched against workers in the application have to be applied to process the form for the worker.
To apply a form for a worker follow these steps:-
Navigate to Payroll → HMRC Inbox
Click on "Fetch from HMRC" in the top left corner to download forms
Match a form to a worker by clicking on "Match to Worker" against the form under "Action"
Select the worker and click save
Click on "Apply" against the form under "Action"
Click "Yes" to confirm
Users can apply all matched forms together by clicking on "Apply" in the top left corner.
In the event of multiple forms matched to a worker, all relevant forms will be applied to the worker in a chronological order based on the HMRC Sequence number on the form, ensuring the latest form always takes priority.
Forms that cannot be applied will be marked as Error or Ignored. To view any such forms, please filter the HMRC Inbox page using the "Ignored" under "Status" filter or using the "Show Only Errors", based on the form.
Ignore
Users can "ignore" forms to prevent them from being processed in the payroll.
To ignore a form, follow these steps:-
Navigate to Payroll → HMRC Inbox
Click on "Fetch from HMRC" in the top left corner to download forms
Click on "Ignore" button next to the form under "Actions" to view a form's details.
Users can set all downloaded forms as ignored by clicking on "Ignore All" in the top left corner.
Tax History
Tax History shows the worker's payroll history i.e. all the payroll forms processed for a worker
To view Tax history, follow these steps: -
Navigate to Payroll → HMRC Inbox
Click on "Fetch from HMRC" in the top left corner to download forms
Match a form to a worker by clicking on "Match to Worker" against the form under "Action"
Select the worker and click save
Click on "Tax History" against the form under "Action"
Tax history shows worker's history for payroll forms and does not include student loans, postgraduate loans and RTI notifications.
Tax history option is only available after matching a form to a worker
Alternatively, users can also access the tax code history from worker details. For further information, please refer to our Payroll Forms guide.
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