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Submit an FPS to HMRC in QuickBooks Online Standard Payroll

SOLVEDby QuickBooks96Updated September 21, 2023

This article will guide you through the process of submitting an FPS (Full Payment Submission) to HMRC in QuickBooks Online Standard Payroll.

Every time you pay your employees, you must submit an FPS to HMRC detailing all payments made to employees, as well as any deductions. Your FPS must include details of salary, overtime, bonuses, commissions, allowances and any other payment made to employees.

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  • An FPS is due to HMRC on or before your employees' pay date, so we recommend you submit it immediately after you run payroll.
  • As a PAYE (Pay As You Earn) employer, you must report Real Time Information to HMRC, including all employee payments and deductions like taxes and National Insurance contributions (NIC).
  • HMRC uses the FPS to calculate how much PAYE and NIC liability is due from your business each tax month.

Every time you run payroll, we’ll create an FPS that includes:

  • Your employer registration, such as PAYE reference and Accounts Office reference.
  • Employee details, like their name, address, National Insurance number, birth date and gender.
  • Employment details for each employee, like their starter or leaver information, or if they’re a company director.
  • Year-to-date totals for each employee, including NIC, statutory pay, student loans and pensions.
  • Payroll information for the period, like the pay date, pay period, gross and net pay, pension information and any statutory pay.

Submit an FPS to HMRC

Before you can make an FPS submission to HMRC you need to create and run payroll. After you run payroll you’ll be prompted to submit your FPS.

  1. Go to Payroll, then Select Payroll tax (Take me there), and select the FPS for the tax period you are submitting.
    • To see all your FPS submissions, go to Taxes and select Payroll tax.
  2. Verify your HMRC info by entering your Government Gateway user ID and password.
  3. If you want to save your details, tick Save Gateway Credentials.
  4. If you want QuickBooks to send the FPS every time you run payroll, select Submit FPS automatically to HMRC.
  5. If you're submitting late, choose the reason for the late submission.
  6. Select Submit.

That’s it! You’ve filed your FPS.

  • Accepted: HMRC accepts the FPS filing and the submission is successful.
  • Pending: This status appears for just a few moments and means that QuickBooks is waiting for a response from HMRC. We’ll let you know if HMRC accepts or rejects the submission on the confirmation page.
  • Rejected: HMRC rejects the FPS which means that the submission is unsuccessful. There are a few reasons why this may happen:
    • You may be using the wrong Government Gateway user ID and password
    • Double check that your PAYE and Accounts Office reference are correct and you're not using MTD or other credentials
    • Check the details of your current FPS and any other filings. You can do this by going to Taxes and then Payroll Tax.
  1. Go to Taxes, and select Payroll tax (Take me there).
  2. Open the FPS submission you want to delete.
  3. Select the bin icon.
  4. Select Yes, remove to confirm.

If you need to reproduce a deleted FPS, simply rollback and rerun the pay run to create a new FPS. 

If HMRC asks for an FPS for the previous tax year, you’ll need to rollback the pay run to the previous tax year. Make sure you keep note of all the payment details before you do this, as you'll need this information to recreate them later.

If you have multiple pay schedules, you’ll need to roll them all back so that they are all in the same tax year. Once you have rolled back, you can then change the payroll and submit the final FPS as a correction to previous submissions.

If your business closes over the holidays, you may want to pay your employees early, especially if you can’t afford to lose any time. You’ll need to enter the usual date that you pay your employees. 

When running payroll, leave the regular pay date so it shows on the FPS submission. This will protect your employee’s eligibility for Universal Credit because an early payment may affect entitlements. 

Here's how you can fix common payroll issues and error codes.

See also

Employees and payroll

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