Understanding P11D Data Extraction
The P11D is a statutory report, created annually, to report employee expenses and benefits to HM Revenue and Customs (HMRC) for employees whose earnings exceed the limit set by the government. Employers are also required to provide a Statement of Benefits to their employees covered by the legislation. The information required for the P11D is diverse and includes benefits such as employee loans, company cars, and medical insurance. Typically this information is stored in different systems, including HR, payroll, and financial systems.
This diagram shows how the Global Payroll for the UK provides a P11D data extract tool that enables you to extract the P11D information that is stored in the standard PeopleSoft HR tables and creates extract files in a CSV format that can be processed by a third-party P11D solution:
The P11D data extract tool retrieves data from Global Payroll for the UK and PeopleSoft HCM:
Employee details
Employee information such as name, employee ID, and employee record number are retrieved from HR tables.
Company car data
This is extracted from the company car tables in HR Manage Company Cars business process.
Loan data
Employee loans are administered and processed in payroll. The P11D data extract takes the loans information from the loans tables in Global Payroll for the UK
Employer information
Employer information is extracted from the pay entity tables.
Important! PeopleSoft HR does not store all the information required to produce a P11D. Therefore, you cannot generate a complete P11D report using the P11D data extract tool as delivered. However, you can modify the delivered solution to include additional information in the extract files. This is discussed in more detail later in this product documentation.
See Modifying the P11D Data Extract Tool.
This flowchart shows the steps in the P11D data extract process from calculating and finalizing payroll to loading the extract files into third-party P11D solutions:
Before you can run the P11D processes, the payroll for the entire tax year must be calculated and finalized. You cannot run the P11D process if payees are open in any calendars. Therefore, you must plan carefully when you run the process between payroll runs.
The first step in the P11D data extract process is to run the P11D Global Payroll process. This process:
Is run in the same way as payroll.
Use the normal Calculate Absence and Payroll run control page to initiate P11D processing. However, the process requires a specific calendar and processing structure.
Retrieves employee, company car, and loan data using arrays.
Populates a set of P11D results tables.
The process populates the result tables GPGB_P11DRSLT_L, GPGB_P11DRSLT_M, and GPGB_P11DRSLT_S. These generic result tables hold data from different source tables. The process assigns an extract type to each row of data that specifies the type of information. The Extract types page identifies the extract types that are delivered.
Retrieves data for all employees who have company car or loans data for the tax year.
Note: If some of your employees do not required P11Ds because their salaries are below the statutory minimum, then you can identify these employees using your P11D solution. This is done after the extraction is completed and the data has been loaded into the third-party P11D solution.
Use the message log to view the results of the process. You can also use the normal payroll results pages to view a list of employees who were processed.
When you have successfully run the payroll process, run the Extract P11D Data Application Engine process (GPGB_P11D). This process:
Extracts P11D information from various PeopleSoft tables.
The process extracts data from the P11D result tables, previously populated by the P11D global payroll process, and other HR tables.
Generates a series of CSV files using the extracted data.
The resulting CSV files are stored in the report repository.
The Extract P11D Data process uses the extract definition, which you define for your P11D solution, to determine the data extracted and the format of the CSV file.
Set up extract definitions using the Define P11D Solution GBR (GPGB_P11D_SOLUTION) component.
See Understanding P11D Extraction Setup.
This diagram summarizes the two processes that comprise the P11D data extract tool:
Note: The diagram shows an example of the extract files only. The CSV files produced differ according to the third-party P11D solution you are using.
Global Payroll for the UK delivers an extract definition that works with the KPMG P11D Solutions 2004 application, but this is provided as an example only. You can create extract definitions and modify the delivered elements for your own P11D solution.