WFM UK: Producing a Statement of Earnings – Fourth & HotSchedules Customer Success Portal

Overview

To produce a Statement of Earnings, certain information is needed to complete the document:

Employee name
National Insurance Number (NINO)
Date of Birth
Company
Tax Ref
Dates employed
Tax Year
Gross Pay (previous employment and current employment)
Total Tax (previous employment and current employment)
Tax Code

Appendix 1 at the end of this article contains a Statement of Earnings template, which can be copied/used as needed.

How to Find the Information on the Portal

Go to the Payroll > Employees > Employee List
Search for the employee, ideally by Employee No. or Surname if not known
It is likely that Former is selected for Employee Status
Select the relevant employee - this will open the Employee Summary screen
The Employee Summary can be used to obtain the Employee's Name, NINO, Date of Birth and Company Name (from the 'Payroll Co.' field)
Next, select Employee Payroll Info > P11 Details

Fig.1 - Selecting P11 Details from the Employee Summary screen

The Employee's P11 Details screen can be used to obtain their Start and Termination dates.

Select the relevant Tax Year (i.e. 2013/2014) from the drop-down menu that is appropriate for the Statement of Earnings Requested. For example, between April 2013 and March 2014, select 2013/2014
Select View Summary And Totals from the top-right of the screen. Pay and Tax Totals figures will appear on the screen. Use these figures to complete current and previous employment totals

Fig.2 - P11 Details screen

Select P11 Report - a new window will open
The Tax code on the Statement of Earnings can be obtained from here.
It is made up of:
- The 3 numbers of the Tax District and Reference from the P11 report
- The PAYE Reference from the P11 details screen
- Separated with a forward slash

Fig.3 - Tax District and Reference code and PAYE Reference codes - to be combined

Using the example shown in Fig.3, the code would be: 999/123456789.

It is important to use the Tax District and Reference code from the P11 report, not the code in the portal. The Tax code in the Portal is the latest Tax code - this may not be applicable for the period for which the Statement of Earnings has been requested.
Complete the Tax year on the Statement of Earnings

Appendix 1

Example of a Statement of Earnings:

STATEMENT OF EARNINGS

TO WHOM IT MAY CONCERN

Employee:
NINO:
Date of Birth:
Company:
Ref:
Dates employed:

Tax Year:

Gross Pay Total Tax

Previous employment:
Current employment:

Current tax Code:

Signed:

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