payback.ie

The deadline for uploading your 2010 P35 return to ROS (Revenue Online) is Tuesday 15th February 2011. As there is limited support available at the weekends, we would advise completing your P35 return as soon as possible. Here are some guidelines to help you in this process.

Payback ROS P35 Process

1) IMPORTANT: Make sure you are running "Payback Version 8.03 Final Release" of Payback. You can see the version info at the top of the screen. If you need to upgrade then click Admin/Backup/Backup to backup your data (this is very important). Then download and run the upgrade file from http://www.payback.ie/downloads/Payback8_03Final.exe

Use Payback Version 8.03 Final Release to produce your ROS P35. In some cases you can produce the 2010 ROS P35 using v9.01 (the 2011 version), but if you encounter any issues, or need to make changes to your 2010 payroll data, then please download the v8.03 Final Release and use this for producing your ROS P35.

2) Revenue do not accept the Payback printed P35 return (they only accept printed returns on their own stationery). We would recommend subscribing to ROS so you can complete your returns online. Go to http://www.ros.ie to subscribe.

3) You should go to the Reports screen and print out the 'P35 (annual)' and the 'P35 Breakdown' reports for 2010 to ensure they tally with your 2010 P30 returns.

4) For printed returns: Make sure you are printing all the pages - If you go into the Report Preview window you'll see there are four tabs along the top of the P35 report which correspond to the four sections of the P35. You will then have to transpose the data from the printed report to the Revenue P35 form manually as per Revenue requirements (See point 2)

5) For ROS online returns: To generate the ROS P35 do the following;

a) Go into the Reports screen
b) Select '2010' from the dropdown on the top-left
c) Select ROS P35 in the reports list
d) Click the 'Check ROS P35' button to check your data is okay. Fix any errors.
e) Click 'Create File' and save the file somewhere you'll remember, like the desktop or your documents folder
f) Upload this file to your account on http://www.ros.ie
g) See the 'Common ROS errors' section for solutions to common problems.

Upload your 2010 P35 to ROS as soon as possible. If you have any issues it will give you time to sort them out.

Frequently Asked Questions

Q. But what about v9.01? / I have two versions of Payback and two icons, what's going on? / Where's my 2010 data gone?

A. Unfortunately we've had to split the versions this year.

After upgrading, you will have two icons on your desktop; 'Payback', and 'Payback IE'

Payback - If you click the 'Payback' icon, you will start the 2010 version of the software
- The top of the screen should read 'Payback Version 8.03 Final Release'
- Use this version of the software for completing/modifying your 2010 payroll runs or viewing/printing old payslips
- Also produce your 2010 P35 using this version

Payback IE - If you click the 'Payback IE' icon, you will start the 2011 version of the software
- The top of the screen will read 'Version 9.01'
- Use this version for processing your 2011 payrolls
- Ensure you've updated employee tax credits etc. in this version before running the first payroll of 2011

Q. Is it safe to upgrade to v8.03 Final Release, as I'm still running v8.02 (or some other 2010 version of Payback)

A. Yes. Upgrade immediately. Please ensure you perform a backup before upgrading in case there are problems.

Q. Someone left and re-joined during the year. They're now appearing as duplicate employees in the printed P35 report.

A. The printed P35 report will show duplicate employees as two separate lines - This isn't an issue as Revenue only accept P35s on their own stationery. Our printed P35 report is used mainly to cross-check your figures and to manually transpose figures to the Revenue P35 form.

Duplicate employees are merged into one record into the ROS P35 file, based on their PPS number.

Q. I want to delete employees from 2010 who no longer work for me.

A. You cannot delete Employees from the master file, as the payroll data has to be retained for historic reasons. If you P45 them they will no longer appear on the 'Payroll' screen

Q. Pension payments are not appearing on the P35 report

A. You may have selected the incorrect 'type' when you were setting up the pension deduction. The 'type' is the only way Payback has of identifying the deduction as a pension. You will need to send us your database so we can correct this retrospectively. Please email support@payback.ie for further instructions.

Q. I'm getting an error when I upload to ROS

A. Common ROS errors and solutions are listed below. If you're still having problems uploading after reviewing this list, then please email support@payback.ie explaining what the error message is.

Q. I'm still having problems producing the P35 return.

A. Please email support@payback.ie in the first instance describing your problem - this is the fastest way to get a response.

The support department is very busy in the weeks leading up to the P35 return, so we prioritise email queries as they are the fastest to respond to.

Common ROS Errors and Solutions

When you upload the P35 to Revenue in most cases it will upload with no errors. In case you do encounter ROS errors, here are some common ones with suggested solutions;

ROS ERROR: Form version 5 is only applicable to the 2009 tax year in the file: ...
SOLUTION: You've created the P35 file using an old version of Payback (e.g. 8.02 or 8.03) - You need to upgrade to 8.03 Final Release and then produce the P35 again. If you need to upgrade then click Admin/Backup/Backup to backup your data (this is very important). Then download and run the upgrade file from http://www.payback.ie/downloads/Payback8_03Final.exe

ROS ERROR: "PPSN has invalid format in the P35L for John Smith, PPSN: 1111111X"
SOLUTION: Enter a valid PPSN in the Employee screen. Re-generate P35.

ROS ERROR: "Surname has invalid format in the P35L for John Smith 22, PPSN: 1111111L"
SOLUTION: Enter the correct surname in the Employee screen (numbers etc. are not accepted as part of the surname)

ROS ERROR: "Date of Birth is missing and employee cannot be identified in the P35L for John Smith, PPSN: Not Provided."
"Address is missing and employee cannot be identified in the P35L for John Smith, PPSN: Not Provided."
"PPSN is missing and employee cannot be identified in the P35L for John Smith, PPSN: Not Provided."
SOLUTION: You must provide these details in the Employee screen.

ROS ERROR: "Date of Commencement must be completed where previous pay and tax is entered in the P35L for John Smith, PPSN: 1111111L"
SOLUTION: You must enter a 'Date Joined Company' in the Employee / YTD screen

ROS ERROR: "Unidentified error in a P35L Employer Tag, Employer Number : Not Provided"
SOLUTION: Ensure you've entered a valid Employer Number in the Company screen. Also, make sure the address lines aren't too long.

ROS ERROR: "Total PRSI is not completed despite liability in the P35L for John Smith, PPSN: 1111111L"
"Pay has too small a value in the P35L for John Smith, PPSN: 1111111L"
SOLUTION: This happens if someone was paid zero for the year. Go into the Payroll screen, click History, and check the payments. Rewind any zero payments, or manually adjust your P35.

ROS ERROR: "Total Weeks Insurable has too large a value in the P35L for John Smith, PPSN: 1111111L"
SOLUTION: You probably entered too many insurable weeks for one of the payments. Go into the Payroll screen, click History, and check the insurable weeks. Either rewind/repay the incorrect entry, or manually adjust your P35.

ROS ERROR: "Initial PRSI Class is missing in the P35L for John Smith, PPSN: 1111111L"
SOLUTION: Can happen in 'zero pay' scenarios, or if the incorrect PRSI class was selected for someone (e.g. if you selected A instead of J for FAS employees). Go into the Payroll screen, click History, and check the PRSI codes for each week. Either rewind/repay the incorrect entry, or manually adjust your P35.

ROS ERROR: "Unidentified error in a P35L: PPSN: 1111111L, Name : John Smith."
SOLUTION: If an employee left and was then re-employed by you, you should ensure they were setup as two separate employees in Payback. For the second employee you need to enter the P45 details carried forward from the first employee. Both employees pay figures are merged under the one PPSN in the P35 return.

NOTES

1) If you need to change historic data in Payback, please be aware that rewinding/repaying an employee could change their net pay on your version of their payslip, this could also affect the P30 report for the month in question.

2) If necessary, you can amend the P35 file manually using the ROS Off-line application which you can download from http://www.ros.ie/PublisherServlet/info/install. If you change the ROS P35 file using the ROS application, then remember that the Payback P35 data will not be an accurate reflection of what you submitted to ROS.