Employers Combined Returns Website User Guide Page 1 of 21

Tax Offices Employers Combined Returns website

– User Guide

When accessing the Tax Offices Employers Combined Returns website for the first time, the user will be presented with the options to Register or Log In (see below).

Registration

Only registered users can submit returns online. To become a registered user, select the Register button – this will enable the user to begin the registration process. To view the Registration User Guide, select the menu bar option ‘Guide to Registration’ (see below).

Register – select this option to become a registered user of the website.

Guide to Registration – select option to view Registration User Guide.

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Employer Registration (Step 1)

On selecting the ‘Register’ button on the Employer Returns homepage, the ‘Employer Registration: Terms and Conditions’ page will be displayed (see below).

The ‘Home’ button will returns the homepage.

This confirmation option must be selected (i.e. ticked) to progress the registration process.

The ‘Next’ button becomes active when the Terms and Conditions box is selected. This option will direct the user to the employer details page.

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Employer Information (Step 2)

The ‘Employers: About’ page (see below) is where the details of the employer – including name, address and password settings, are entered. Any fields with a shown, are mandatory – i.e. must be completed.

Whilst not a mandatory field, we recommend the user does enter details of their position within the employer company.

User is requested to set and confirm a password. The password must contain a minimum of 8 and a maximum of 12 characters and contain upper case letters, lower case letters, at least one number and/or a symbol.

The user is required to enter details of their first name, last name (surname) and email address – which needs to be entered twice.

Enter Employer name here.

Enter details of the employer’s tax and business references.

The first two lines of the correspondence address field and the postcode field are mandatory fields – i.e. must be completed by the user.

Previous button will take the user back to the Terms and Conditions page

*

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Employer Information (Step 3)

When this page is displayed (see below), the first part of the registration process is complete. The user has successfully submitted a request to become a registered user with a unique User ID (in our example, the User ID is 81757218596).

The second part of the registration process is for the employer to be attached (linked) to the user’s newly created User ID. This needs to be approved by the Taxes Office. Once this has been completed, an activation PIN number will be posted to the registered user at the address listed for the employer held by the Taxes Office. This second part of the registration can take up to ten working days to complete.

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On receiving the activation PIN letter, the registered user will be able to login to the employer returns website with their new User ID and password (which was created as part of the registration process - see page 3). Once successfully logged in, select the ‘Services available to you’ option (see below). Any services awaiting activation will be displayed here.

Once the registration process has been successfully processed, the details of the entry will change to reflect the new status (see below). The button will now display the words ‘Awaiting Activation’. Select this button when the activation PIN has been posted to you.

Selecting the ‘Awaiting Activation’ button will display the Activation page (see below)

Activation Page

Selecting the button when the word ‘Home’ is displayed will return the user to the homepage.

Confirms the name of the service being registered and indicates the status of the registration.

Enter the activation PIN details here – it must consist of 10 characters – a combination of upper-case letters and numbers – then click the ‘Activate Service’ button.

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If an incorrect PIN number is input, an error message will be displayed (see below). The user will be prompted to input the PIN number again. If the incorrect PIN message is displayed after trying to input the PIN twice, contact the Taxes Office Helpdesk on telephone 01534 440300 – option 6, to report the issue.

When the activation is successful, the following page will be displayed:

Having successfully completed the activation process (see above), the button associated with the registered service will now display the words ‘Access Services’ (see below) which will enable you to submit employer returns.

If an incorrect PIN number is input, an error message will be displayed.

The ‘Next’ button displays the updated ‘Services available to you’ page (see below)

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Log In procedure

After selecting ‘Log in’ at the employer returns homepage, the following page will be displayed (see below).

Input User ID and Password details here.

This option will display a brief overview of the employer returns website.

‘Begin Registration’ - this option should only be taken when the user wishes to add another service to their user profile.

Link to the Taxes Office Helpdesk contact details page.

Once the User ID and Password details have been input, select the ‘Log In’ option to proceed.

This option will display the Password reset page (see page 8).

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Reset Password

To change a user password, details of the User ID must be input followed by details of the ‘captcha’ code – once these two steps have been successfully completed, the user must select the ‘Submit’ button. To reset the user password, complete this page as directed (see below).

Once the ‘Submit’ option has been selected, a link to reset the password will be emailed to the email address that was originally detailed in the registration process (see page 3). The link provided will enable the user to reset their password securely. This link will only be valid for a limited time period.

Employer Returns

On successfully activating the online employer service (see page 3), the user will be able to select an active service. In doing so, the ‘Services available’ page will be displayed (see below).

A successfully activated service will display the status ‘Access Service’

Input ‘captcha’ code here.

Input User ID here.

This is a ‘captcha’ code which is used to verify manual text being input.

Click here to generate a new ‘captcha’ code.

Select this option to initiate the Password reset.

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After selecting ‘Access Services’ – the Employer Returns page will be displayed (see below).

Links to making online payments. The links open a page in a new browser window.

Additional information about making ITIS, Social Security Contribution Class 1 and 2 and Manpower returns.

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Employer Returns Page

The ‘Employer Returns’ page consists of three operational sections. The first section enables the user to submit a return or view details of a return which has not yet been submitted (see below).

ITIS returns are required to be submitted monthly. Manpower returns are only applicable in June and December.

Social Security returns are required to be submitted on a quarterly basis.

The user has the option to select more than one return types (when available/applicable), and enter the data for both returns on the same page – i.e. submitting the two returns together

For more information on submitting a return using this section, go to page 12 of the guide.

The second operational section enables the user to upload an XML return file (see below).

Social Security return selector.

ITIS return selector. Year and month selection.

Manpower return selector.

Selector to show only current or all current and previous employees.

Select ‘Upload Return File’ to upload an XML file.

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Uploading File Returns

When selecting the ‘Upload File Option’, the following page will be displayed (see below). XML return files can be uploaded for ITIS, Social Security, Manpower, GST and Benefits in Kind.

In addition to uploading an XML return file, the user can also validate the file.

If the upload of the return file is unsuccessful, details of the error(s) will be displayed (see below). If the upload function is unsuccessful, please check error message to determine cause of the error.

Click the ‘Browse’ button to search/select the XML return file to be uploaded.

‘Returns Page’ options directs the user back to the employer returns page.

‘Validate’ button will ensure that the browsed XML file is correctly formatted.

‘Upload’ button will upload the selected browsed file.

Details of error message displayed.

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When a return file is successfully uploaded (i.e. submitted), a lodgement reference will be displayed

(see below).

The third operational section on the Employer Returns page enables the user to view or resubmit a return (see below).

A lodgement reference indicates a submitted return.

The ‘Next’ button becomes active when a return type is selected – when taken, the ‘Return Data Entry’ page will be displayed.

Details of the lodgement reference’s unique identifier.

Click ‘Select’ to view or resubmit a return.

Details of the return – e.g. a successful ITIS return file upload

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Return Data Entry Page

After selecting the ‘Next’ button from the ‘Employer Returns’ page, the user will be presented with the ‘Return Data Entry’ page. This section of the guide will describe the available options of each return type and indicate where they are on the page.

Employer Tax and Social Security References

Employer Information

‘Previous’ button takes the user back to the previous page.

Title bar confirms Tax / Business reference, Year, Month and return type(s)

Pre-populated Employer tax and business references as set during the registration process.

Social Security employer reference – only required in the quarter end month when submitting a Social Security return via the website. Not required if only submitting a Manpower return.

Enter the undertaking reference here – only applicable for manpower returns – i.e. will only be displayed if manpower return is selected.

Manpower return options regarding a new business owner or name. Options will only be displayed if manpower return is selected.

For Manpower return only – use button to add additional undertaking references (e.g. name and address).

Employer name and address details – required for all return types.

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Submitter Information

This option is displayed when the Manpower return option is selected.

Employer Return Information

Submitter name.

Contact telephone number for submitter.

Contact email address for submitter.

Entry options indicates the year, month and quarter period is applicable.

Allows the selection of a nil manpower return.

If nil manpower return selected, an entry from the drop-down picker must be chosen. Where ‘other’ is selected, a reason for nil return must be manually entered by the user.

Indicates return version type – user can amend return status if appropriate.

User can select a nil return for Social Security where applicable.

Allows a nil ITIS return to be submitted – no wage or tax deducted for the month.

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Employee Section

Employee Detail

Employee References

Opens a new blank employee information record.

Resets the current new employee entry to blank if record not saved.

Employee navigation buttons and indicator of how many employees have been setup and available to edit.

Deletes an employee record (only applicable if employee has not been included in a submitted return).

Drop-down employee name selector.

Saves the currently named selected employee.

Use the single buttons to move through the employee list one at a time (forward or backward). The double arrowed buttons display the first or last named employee in the list.

Enter employee social security number here

The payroll number is an optional field, e.g., an employee reference or number can be added.

Employee tax reference must be entered for both ITIS and Social Security returns. It is not necessary for manpower only returns.

This is pre-populated option to confirm residential status for Social Security returns, and can be changed by the user. It will not be an option when submitting a manpower return only.

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Employee Personal Information

Employee Manpower Information

This section will only be displayed if a manpower return is selected.

If more than one undertaking reference has been used in the employer section, the appropriate Undertaking Reference will need to be selected for the employee (select from drop-down options).

Tick box if employee has exempt status for the manpower return.

Select the Contract Type, either Permanent or Non Permanent, for the employee.

Select employment status of the employee. Select the Entitled to Work status for

employee.

User notes can be added here.

Employee address section – lines 1, 2 and postcode fields are mandatory.

Fields are optional.

Employment type – applicable for ITIS and/or Social Security returns. If ‘Exempt Sub Contractor’ selected, the user must add details of their exemption certificate number.

When only a manpower return is selected, the Employee Personal Information section will only consist of Forename and Surname.

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Employee Financial Details

This section will only be displayed if ITIS or Social Security returns are selected. All fields – except the ‘one rate’ tick box, must be populated with figures.

Employee Employment Periods

Use this section to add employee start and leaving dates. If an employee does not have an end (leaving) date entered they will automatically appear in the returns being submitted even if they are no longer employed. It is therefore recommended that the employee employment period dates are maintained on a regular basis.

Enter gross pay amount for the month.

Field will auto-fill with monthly gross pay figure but can be changed if applicable – i.e. to the correct amount of gross pay that will be declared to Social Security (i.e. end of quarter return).

Enter effective rate used for month or if more than one, the latest rate applicable.

Select only if more than one effective rate has been used in the month.

After selecting the date, click the ‘Add Period’ button to input the date for the employee.

‘Reset’ clears any dates currently selected.

Select the ‘New Employee’ button to add another employee.

Select the ‘Save Employee’ button to save any changes made to the employee.

Amount of tax deducted from employee gross pay will be automatically calculated.

Enter amount of employee payments into an approved employer pension scheme. Default figure will be 0.

Click these boxes to add start and/or end dates – a calendar picker will enable for easy date selection.

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Changing Employee Employment Periods (i.e. previously input)

An option exists for adding (a) an employee employment period, (b) resetting a period, (c) editing a period and (d) deleting an employee employment period (see below).

Save and Submit the Return

Select ‘Edit’ to amend date. Deletes the employee employment period shown.

Allows the user to add (create) a new employee employment period.

Allows the user to reset an employment period – i.e. revert back to blank fields.

After amending a period date – select the ‘Update’ button. Option cancels any

changes made.

Message displayed when a successful submission is made.

Save the return (and employee data)

When all employees have been entered, select ‘Next’ to display the submission page.

The Previous option directs the user to the return Selection page.

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Submission Page

The submission page displays details of the return being submitted (see below).

‘Previous’ button will direct the user to the Return Data Entry page.

Details of the return(s) being submitted.

Before the return can be submitted, this option needs to be confirmed and selected (i.e. ticked).

When the confirmation option has been successfully selected, the ‘Submit Return’ button will become active – select it to submit the return(s).

Option enables the user to view details of the return to be submitted. A separate report will be created for each submission. In our example, two returns are shown – an ITIS and Manpower return.

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Return Submission Success Page

If the return submission is successful, a lodgement reference will be displayed (see below). The

lodgement reference is a unique reference of a return submission.

Option enables the user to view submission reports of the returns.

Where more than one undertaking reference is available, this option allows the user to select a report for a specific undertaking (e.g. manpower return).

Enables the user to print a copy of this page (including details of the lodgement reference/s).

‘Finish’ option directs the user back to the Return Selection page.

Lodgement reference details will be allocated to each return successfully submitted. It is recommended that the user makes a note of the lodgement reference details before exiting this web page.

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Additional Information

For details on ITIS returns, see: http://www.gov.je/TaxesMoney/IncomeTax/Employers/Returns/Pages/Information.aspx

For details on Social Security Contribution returns, see: http://www.gov.je/Working/Contributions/Employers/Pages/EmployeeContributions.aspx

For details on Manpower returns, see: http://www.gov.je/Working/Contributions/RegistrationCards/Businesses/Pages/ManpowerReturns.aspx#anchor-4