CIS - HMRC Comms (Request Match Verify)
The Government Gateway is the web site you use to register for online government services. It is an important part of the government's strategy of delivering 'joined up' government, enabling people to communicate and make transactions with government from a single point of entry.
HMRC Communications enables the automatic transmission of information to HM Revenue & Customs via the Internet. When HMRC Communications have been set up and activated, you will be able to match and verify your subcontractors from within Access Accounts.
To use the feature:
You must register to transmit documents to HMRC by XML. This can be done at the Government Gateway www.gateway.gov.uk,
The User ID and Password, issued when you register with the Government Gateway, should be enter these details on the Submissions tab of CIS System Options window. This will enable Access Accounts to connect for communications,
You will need a working Internet connection.
Contents |
Match or Verify? |
Request Match/Verify |
Data Validation |
Match or Verify?
Match
Subcontractors details must be matched to the information held by HMRC. If HMRC cannot trace a subcontractor, further information can be re-submitted until a match is found. The correct tax treatment status will be specified when a subcontractor is matched successfully.
Verify
If all attempts at matching fail, the contractor will then be required to use the verification option. The HMRC will create a record for the subcontractor, place the subcontractor in the Higher rate tax category and provide a unique verification reference number which must be noted and included on monthly returns and the subcontractor Statement of Deduction. The verification reference number is very important for subcontractors and will be required when they request credit for deductions made at the higher rate.
Match or Verify?
We recommend that you use the Match option first, matching gives a little leeway in establishing whether you have the necessary information.
Request Match/Verify
To submit a request for matching or verification of a subcontractor's details:
Open the Match/Verify window from the Request Match/Verify option.
The Request Match/Verify window will open and list all the subcontractors who have a tax status of Unmatched and the Contract Agreed box ticked.
Additionally, all subcontractors with the Contract Agreed box ticked, who have not received a payments from you in the last two tax years will be listed, as it will be necessary to match or verify these suppliers again.
You can print the list by selecting an output and clicking Print.
Select each subcontractor in turn and select an action from the icons on the toolbar.
No Action - this will clear the action field.
Match - a request will be sent to HMRC to search their records for the subcontractor. If a match is found, HMRC will confirm the correct tax status for the subcontractor.
Verify - a request will be sent to HMRC to verify the subcontractor. This option should be used if matching has been unsuccessful. HMRC will create an record for the subcontractor and confirm the tax status you should use.
When you have selected an action for each of the records, OK will activate the request process.
Data validation will take place, if all required information is present, the request will be sent to HMRC via the Government Gateway using XML.
When the request has been sent, the Request Match/ Verify window will close.
After transmission
Processing by HMRC may take some time, so to avoid you having to remain connected to the Gateway, you can check for responses at a later time.
When your request has been processed, HMRC will place a response message in your mailbox.
Select Check for Responses option and selecting Match/Verify Requests.
This option will connect to your mailbox at the Gateway and check your mailbox for response messages that relate to Match/Verify requests.
Transmission fails or No response is received
When a request to match or verify is sent to HMRC, a flag is set against the subcontractor record to indicate to the system that a request has been sent.
Should your transmission fail or you find that no respond is received from HMRC, this flag can be cleared using the Clear Multi User Flags utility.
You must ensure that no users are actively using the accounts when you run this utility.
You should select to clear the multi-user status for Supplier records.
Data Validation
For all records flagged as Match or Verify, the system will check that enough information exists in the subcontractor record to send to the HMRC. Missing information will be reported in a Data Validation window. You must return to the subcontractor records and add the required information before you can submit the request.
If you do not have the information but you wish to complete the submission for the other records, re-open the Request Match/Verify window but do not select Match or Verify for those records that are incomplete.