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Submit FPS to HMRC in QuickBooks Online Standard Payroll

Learn how to submit a FPS (Full Payment Submission) to HMRC in QuickBooks Online Standard Payroll.

Every time you run payroll, you need to send an FPS to HMRC that shows all employee payments and deductions.

As a PAYE (Pay As You Earn) employer, you must report RTI (Real Time Information) to HMRC, including all employee payments and deductions like taxes and NIC (National Insurance contributions). HMRC uses the FPS to calculate how much PAYE and NIC liability is due from your business each tax month.

So every payroll, we’ll create an FPS that includes the following information:

  • Your employer registration, such as PAYE reference and Accounts Office reference.
  • Employee details, like their name, address, National Insurance number (NINO), 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 NICs, statutory pay, student loans and pensions.
  • Payroll information for the period, such as the pay date, pay period, gross and net pay and any statutory pay.

A FPS is due to HMRC on or before your employees' pay date, so we recommend you submit it immediately after you create your payroll.

To submit FPS to HMRC

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  1. In QuickBooks, run payroll.
  2. After you create your payroll, you’ll be prompted to submit your FPS. Select Submit FPS.
  3. If you haven't already saved your Government Gateway credentials, do this:
    • Enter your Gateway ID and password.
    • Use the toggle feature to auto save Gateway credentials.
    • Optional. Submit FPS automatically to HMRC each time you run payroll.
  4. If prompted, select a late reason for this FPS.
  5. Select Submit FPS. Wait a few moments to find out the final filing status.

There are three filing statuses:

  • Pending - We submitted the FPS and are waiting for a response from HMRC. This status appears for just a few moments, we’ll let you know if it is accepted or rejected on the confirmation page.
  • Accepted - We submitted the FPS, and HMRC accepted the filing.
  • Rejected - We submitted the FPS, but it was rejected by HMRC. A common reason is a problem with the Government Gateway credentials, you may not have activated the credentials yet or entered the ID and password incorrectly. You may also be using the wrong set of credentials (like MTD). Double check that your PAYE reference and Accounts Office reference are entered correctly.Or go to Taxes > Payroll Tax at any time to see details about your current FPS and any other filings.

That’s it! You’ve filed your FPS.

  1. In QuickBooks, go to Taxes, and select Payroll Taxes.
  2. Open the FPS submission you want to delete.
  3. Select the bin icon which is located in the top right.

Note: If you need to reproduce a deleted FPS, simply roll back and rerun the pay run for a new FPS to be created.

Want to file even faster and skip a couple of steps every payday? Simply set up QuickBooks to automatically submit your FPS when you run payroll by turning on RTI reporting. Remember to save your Government Gateway credentials to save extra time.

Note: Make sure you activate your credentials for the PAYE service on the Government Gateway window.

You may want to pay your employees earlier than usual over the bank holidays (such as Christmas and Easter), especially if your business closes over the holiday period. If you pay your employees earlier or later, you must enter the usual date that you pay your employees.

Note: Leave the regular pay date when running payroll as this is the date that shows on your FPS submissions. By doing this, you will protect your employee's eligibility for Universal Credit, because reporting an early payment could affect further entitlements.

See also

Employees and payroll

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