Managing P11D forms in QuickBooks Online Advanced Payroll

If your employer provides you with benefits in kind, such as a company car or an interest-free loan, they may give you a P11D form. This form is used to report these benefits to HM Revenue and Customs (HMRC).

In this article, we'll show you how to create, edit and submit a P11D form in QuickBooks Online Advanced Payroll. By following these steps, you can ensure that your P11D is filed correctly and on time. Let's get started!

Note: You will need to send your P11D form to HMRC on or before 6 July.

Access the P11D form in QuickBooks Online

1. Go to Payroll, and select Payroll Settings.
2. Under Pay Run Settings, select Benefit Categories. 
3. Select Processing options.
4. Tick the P11Ds checkbox.
5. Select Save.

Add a new benefit category

1. Select Add.
2. Choose the year.
3. If applicable, tick the Carry benefit forward checkbox. This will carry this benefit forward to the next tax year, as part of the Year End process.
4. Select the benefit type. This will then show the more fields relating to that benefit type.
5. Enter the necessary information.
6. Select Save.

Link an employee to a benefit category

1. In the linked employees column, select No linked Employees.
2. Search for the employee you wish to link the benefit category to. Repeat as necessary.
3. Select Save.

Edit the category details for an employee

1. Next to the benefit category, select Linked employees.
2. Select the employee name.
3. Annual cost to you or amount foregone will default to reflect the amount entered when the category was first created, but you can change this is you need to.
4. Amount made good is the annual amount that the employee is contributing toward their benefit. You can add in the whole year amount even if this is being paid by the employee each period.
5. When you're done, select View log.
6. Select Year End.
7. Select Generate P11Ds. This will take you to the P11Ds form within the reports section in QuickBooks.

Next, select the tax year and then Show P11D Forms to see all the benefits that are to be included in the P11D form.

View, download and publish a P11D form

If you publish a P11D form, it'll be visible to the employee it's linked to in the portal. Once published, you will also have the option to unpublish it and send a notification to the employee.

Edit the P11D form

You can't make changes to the P11D form once you publish it. If you need to make any changes, you'll need to Unpublish the form first. Remember to hit Publish again for the changes to show.

Submit your P11D form to HMRC

Once your P11D form is published and ready, it's time to submit it to HMRC.

Note, HMRC will only accept one P11D submission a year. If you need to make changes to a form after you've submitted it to HMRC, you'll need to do so directly with HMRC.

1. Select the Submit P11D forms. A message will appear asking you to confirm the submission.
2. When you're ready, select Submit.

You can view your submission in the RTI Submission Messages report or download the XML file. When the P11D form is submitted to HMRC, QuickBooks will automatically create a P11D (b) report.

View your P11D (b) report

This report shows the value of all cash equivalent benefits which are eligible for Class 1A NI, along with the amount that needs to be paid to HMRC. To view this report:

1. Go to Reports (Take me there).
2. Select HMRC Reporting.
3. Then, select P11D(b) Report.

The value of the benefits is based on the published P11Ds and any payrolled benefits. This means that if changes are made to the published P11Ds, you will need to unpublish and republish them in order for the updated details to show in the P11D (b) report.

You can also use the NI Summary report and the Employee Benefits Report to reconcile both the P11D and P11D (b) totals.

Note: You must submit the P11D before the P11D(b). If you submit the P11D(b) first, you won't be able to submit the P11D.

Troubleshooting tips

If you encounter an error, check the following:

• There may be two names in the first name field. Middle names should be added in the middle name field.
• Make sure the employee's name doesn't use any special symbols. Remove any additional spacing before/after the name.
• The business/company name is over the 35 character limit. You can check this in your Payroll settings > Details.