ROS P35 - Preparing the P35 in CollSoft Payroll

Please NOTE: From 1 January 2019, the P35 is abolished in line with PAYE Modernisation. This process is, therefore, applicable to preceding years.


Once you have processed all payroll for the 2018 tax year and reconciled your payroll reports ensuring completion and accuracy of all records, you are ready to proceed to submitting the Employer Annual Payroll Return, P35.

If you are a registered ROS user then you can choose to use the CollSoft Payroll to prepare the P35. You will then login to ROS to attach this CollSoft Payroll generated P35 to submit and complete this annual return.


Ensure you are on the latest version of CollSoft Payroll before preparing the ROS P35, to do this from the Help menu choose Check for Updates, run any available software update before proceeding.


PREPARE THE ROS P35 IN COLLSOFT PAYROLL

• Open the Company in CollSoft Payroll
  
• Choose the ROS menu
• Choose to Prepare P35 File
• You must now choose between the Standard P35 and Duplicated PPS P35

ROS P35 Menu






STANDARD P35 - where there is no duplication of PPS numbers

Where all the employees within the payroll for the current tax year, have all held one period of employment (i.e. have not been issued with a P45 in 2018 and then subsequently recommenced employment in 2018) and with only one pay frequency (i.e. set up once within the payroll) then the Standard P35 will transfer all employee records into a Standard ROS P35 for submission via ROS.

• Choose ROS P35 (Standard)

ROS P35 - Standard P35

• CollSoft Payroll will prompt you the location to save the P35 file. The default location is a sub-directory for the main ROS directory used for all ROS returns. C:\ROS\P35L\CollSoft P35 Files\Payroll 2018\
• At this stage, you choose the navigation menu to save the P35 file to any location of your choosing (including a network drive)
• By default, the file name will be setup as the company name P35, for example, ABC Limited P35L.p35. Choose Save when you are ready to save the P35 file.

ROS P35 - Save File

• Collsoft Payroll will now convert all the P35 information (P35LF, P35L, P35LT) into a ROS P35 file for submission of the return via ROS.
• Depending on the number of employees on file for the total year, the creation of the ROS file may take a few minutes.
• Once complete, the file creation will be confirmed.
• You may choose to view a report derived from the contents of the ROS P35 file which you have prepared. The contents of the P35 file will also be previewed on screen within the ROS submission process prior to finally authorizing the submission.

ROS P35 - File created successfully

• On completion of the ROS P35 preparation, CollSoft will generate a report of the contents of the P35 file.
• When prompted to view this report simply choose Yes and the report will display.
• This report may be printed, exported or saved as required.

ROS P35 - Summary




P35 Errors - If CollSoft Payroll encounters any errors which may cause the ROS P35 to be rejected by ROS then the P35 ROS file will be abandoned and a detailed list of errors will be displayed. The most common of these errors is the duplication of PPS numbers within the payroll which will require you to prepare the ROS P35 (with duplicate PPS Merged). Simply proceed to this P35 menu item and prepare the merged P35 file for ROS.

You are now ready to submit the P35 via ROS. Simply login to your ROS account and choose to upload the P35 file.


MERGED P35 - merging of employee records with the same PPS number (duplicate PPSN)

Where an employee ceased employment within the tax year and was issued with a P45, and then subsequently returned to employment (within the same tax year), this employee has had two terms of employment with the employer within the one tax year.
Revenue require that all terms of employment are merged for any such employees in your employment, and returned as one record as opposed to listing them separately, either on the paper P35 or the ROS P35.

In these circumstances, CollSoft Payroll will merge employee records to show their annual totals as one record. If your payroll has had employees with multiple terms of employment within the 2018 tax year then choose the ROS P35 (with Duplicated PPS's merged) to perform the merge while preparing the ROS P35.

• Choose ROS P35 (With Duplicated PPS's Merged)

ROS P35 - Merged P35

• CollSoft Payroll will prompt you the location to save the P35 file. The default location is a sub directory for the main ROS directory used for all ROS returns. C:\ROS\P35L\CollSoft P35 Files\Payroll 2018\
• At this stage, you choose the navigation menu to save the P35 file to any location of your choosing (including a network drive)
• By default the file name will be setup as the company name P35, for example, ABC Limited Merged P35L.p35. Choose Save when you are ready to save the P35 file.

ROS P35 - File Saved

• Collsoft Payroll will now convert all the P35 information (P35LF, P35L, P35LT) into a ROS P35 file for submission of the return via ROS.
• In preparing the file CollSoft will search through all payroll records and amalgamate/merge any employee record with the same PPSN in order to return one record per employee, in line with Revenue PAYE P35 requirements.
• Depending on the number of employees on file for the total year, the creation of the ROS file may take a few minutes.
• Once complete, the file creation will be confirmed.
• You may choose to view a report derived from the contents of the ROS P35 file which you have prepared. The contents of the P35 file will also be previewed on screen within the ROS submission process prior to finally authorizing the submission.

ROS P35 - File Created successfully

• On completion of the ROS P35 preparation, CollSoft will generate a report of the contents of the P35 file.
• When prompted to view this report simply choose Yes and the report will display.
• This report may be printed, exported or saved as required.

ROS P35 - Summary


P35 Errors - If CollSoft Payroll encounters any errors which may cause the ROS P35 to be rejected by ROS then the P35 ROS file will be abandoned and a detailed list of errors will be displayed.


You are now ready to submit the P35 via ROS. Simply login to your ROS account and choose to upload the P35 file.

Revenue provide a complete P35 FAQ offering additional guidance in terms of employers Revenue obligations.