T4 Forms

Payroll Tax Year End Checklist

CHECKLIST: Payroll-Tax-Year-End-2025

CHECKLIST: Payroll-Tax-Year-End-2025

IMPORTANT CHECKLIST

ESTIMATED TIME TO COMPLETE: 20 MINUTES

BACKGROUND

YOUR DETAILS

e.g. A111 (if not sure just leave blank)
Enter company name in full including the Limited at the end
Someone responsible for payroll issues
For most submissions you will also get a copy of what you tell us, by email.

TAX YEAR

The form relates to the tax year ended:
Select year in list
Select month in list

BOOKKEEPING, INCOME & EXPENSES

Relating to the above accounting period
Did all income or expenses go through the business bank or credit cards linked to Quickbooks?
Quickbooks links directly to many business accounts or credit cards and imports transactions in real time. If you pay for business expenses via a) your own personal bank account, b) personal credit cards or c) business accounts that cannot be linked directly to Quickbooks this can increase the risk of errors or things being missed. It also increases the time and costs of adding these other external items into accounting records.
All income and expenses need to be included in the year end accounts, CT600 returns etc. You don't need to list or add specific item details here we will liaise with you separately on how to get these external items added.
Are you aware that paying for business expenses from personal bank or credit cards increases the risk of errors or things being missed?
Are you aware that paying for business expenses from personal bank or credit card accounts will increase time and costs of including those items in accounting records?
Expenses, to be tax deductible for a business (and not taxable on the employee) MUST BE "wholly and exclusively" for the purposes of the company's business, i.e. no private use or benefit for the employee.

COMPANY ASSETS

Company assets used by directors or employees pose risk for employers. HMRC can treat assets as "Benefits in Kind" (BIKs) Taxable on BOTH employer and employee.
Have you watched our T4 video on HMRC & Risk?
You can watch the HMRC & Risk video on our website here:

https://www.t4tax.com/payroll/payroll-tax-year-end/

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Do you have a signed "No Private Use Agreement" (PU) from ALL employees who have access to any company assets?
"Employee" includes ALL directors and employees.
Enter (one per line) the email addresses of employees who need to digitally sign a No Private Use Agreement (T4 version)
Does the Company own, rent or lease vans?
Available for directors or employees to drive.
How many vans?
Do any directors or employees use company vans for ANY "private use"?
See Gov.uk/HMRC Link to definition of Private Use (below)

See the following link for HMRC guidance on what they view as "private use".

https://www.gov.uk/expenses-and-benefits-company-vans

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"Business journeys and commuting"

A business journey is defined as a trip:

  • made as part of work (such as a service engineer travelling between appointments)
  • to a temporary workplace

Vans used for ‘insignificant’ private journeys are exempt, for example making a slight detour to pick up a newspaper on the way to work.

Does the company own, rent or lease any company cars?

See link below for HMRC guidance on Company Cars

https://www.gov.uk/tax-company-benefits/tax-on-company-cars

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A private journey would include "commuting" to and from your normal place of work, or any other journey that is not specifically travel to or from a business activity.

NB: HMRC has recently stated that dual cab open back pickup trucks that weigh over 3500kg are vans for tax purposes.

Do any directors or employees use company cars for ANY "private use"?
See Gov.uk/HMRC Link to definition of Private Use (above)
On each line enter a) Car registration No, b) Make, c) Name of Employee who drive that car
Would you like T4 to help you with a Company Policy (Staff Manual) that states there is to be no private use of company assets?
T4 use "Bright Contracts" for employee agreements, Employee Contracts, Office (Staff) Manuals, and Employee Privacy Policy (part Data Protection Rules) documents . "Bright Contracts" are HR specialists. There would be a separate fee for preparation of internal manuals or agreements of this type using the Bright Contracts resource.
Are you confident you understand the risks of Taxable Benefits in Kind (BIKs) with HMRC? (Declaration Form P11D)

USING PERSONAL ASSETS FOR BUSINESS

Brief information about using your own car or vehicles for business purposes or an employee using their own car or van for business journeys.
What about use of your OWN car or van (not owned or provided by the business) for business journeys?

HMRC Guidance on Mileage Allowance Claims, rates etc (£0.45 per mile for first 10,000 business miles then £0.25 p/mile) Sometimes referred to as AMAP (Approved Mileage Allowance Payment), or MAP (Mileage Allowance Payment)

LINK: https://www.gov.uk/government/publications/rates-and-allowances-travel-mileage-and-fuel-allowances/travel-mileage-and-fuel-rates-and-allowances

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This is just to give us an indication of your level of use of your own car for business journeys it is not an actual calculation for Mileage Allowance claims from the company using HMRC approved mileage rates. HMRC allow claims for £0.45 per business mile for the first 10,000 miles and £0.25 more miles over £10,000. (Allowance covers all running costs, fuel, insurance, repairs, depreciation).
Mileage Records and Logs for use of own car or van for business purposes
HMRC can request detailed mileage logs and records to substantiate business expenses incurred by employees or directors, include detailed mileage logs/

COMPANY FUNDS

Are you aware that it is important to keep sufficient funds in the company to pay for Corporation Tax (CT), PAYE, VAT etc?
Failing to keep sufficient funds to pay taxes on time, throughout an accounting period can lead to a company becoming insolvent which can have various negative consequences.
Are you aware that borrowing funds from your company has tax consequences for both the employee/director and for the company?
Broadly speaking directors and employees cannot borrow more than £10,000 from the company without triggering tax charges. This is the limit DURING an account period (Income Tax Consequences). However, by the company's year end NO loan should be in place (Corp Tax consequences), and the director should not have an overdrawn director loan account (DLA) for at least the first 31 days of the month following the end of the accounting period (Corp Tax consequences).
Are you aware that using company funds to pay personal expenses of directors or employees risks HMRC adjusting the tax liabilities (plus fines) of both the company and the employee?
Common examples of personal expenses HMRC look for include, food, clothing, private or "commuting" travel expenses, other travel costs, home utility bills, private health insurance or care costs. Expenses to be for business purposes have to be "wholly, exclusively and necessarily in performance of the employees duties of employment" and cannot generally have any private element or private benefit.
Are you aware that any personal expenses or benefits for a director or employee MUST be declared on form P11D or taxed via payroll?
Personal expenses claimed by a company must be declared by the employer to HMRC on form P11D or taxed via Payroll. Failure to declare or tax personal expenses or "benefits in kind" can lead to substantial fines by HMRC.
Does your company, or have you considered, if the company could benefit from a Pension Scheme for the Directors?
T4 Tax Limited is not authorised under the Financial Services Act to give specific advice about investments including pensions. However, we can give general advice about the tax implications of investments.

SUBCONTRACTORS & FREELANCERS

Businesses can be fined and receive substantial tax bills for incorrectly classifying a subcontractor or freelancers as "self-employed".
Do you ever engage self-employed freelancers or subcontractors, or might in the future?
The legal responsibility for deducting tax or NIC (where required) falls on the Payer (not the recipient).
HMRC don't view "self-employed" status as "choice" but as dependent on the facts.
Did you know HMRC has an online "status indicator test" for self-employed status?

Check employment status for tax

LINK: https://www.gov.uk/guidance/check-employment-status-for-tax

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Reduce risks by aways obtaining "UTR" & NINO numbers from self-employed worker
UTR is short for Unique Taxpayer Reference and and NINO for National Insurance Number. All eligible UK workers will have a NINO, and self-employed taxpayers that file Tax Returns to HMRC will have a UTR number. If they don't have a UTR they are not likely not declaring their income to HMRC and you as the payer will likely be held liable by HMRC and accountable for the tax and NIC liabilities due, (backdated over previous years).
Self Employed Documentation (evidence).
In is always best to get invoices from self-employed worker, and have written agreements or contracts with self-employed workers. Failure can lead to disputes with HMRC which can get expensive.

EMPLOYER REGULATORY COMPLIANCE

There as substantial fines for employers and businesses failing on ensure employment and tax regulations are not complies with.
Employer Insurance
NOTE: If more than one director or any employees Employer Insurance is a LEGAL REQUIREMENT (from as low as £60 per annum). Risk - fine of £2.500 per day uninsured.
Gov.uk Guidance of Employer Liability Insurance:

LINK: https://www.gov.uk/employers-liability-insurance (opens new window)

Summary:

"You must get Employers’ Liability (EL) insurance as soon as you become an employer - your policy must cover you for at least £5 million and come from an authorised insurer.

EL insurance will help you pay compensation if an employee is injured or becomes ill because of the work they do for you.

You may not need EL insurance if you only employ a family member or someone who is based abroad.

You can be fined £2,500 every day you are not properly insured."

Information Commissioner (ICO) - Data Protection & GDPR
We recommend ALWAYS being registered with the ICO. Annual fee (easily automated on direct debit Approx. £40 per annum). Most businesses have customer, supplier or employee details on computer or devices.

Here is a link to the ICO register so you can search to check your business is registered:

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SEARCH REGISTER: https://ico.org.uk/ESDWebPages/Search

REGHISTER WITH ICO:

REGISTER LINK: https://ico.org.uk/for-organisations/data-protection-fee/

If you hold client or customer personal information on a computer (e.g. in Quickbooks or on your phone or computer) you must be registered as a data holder with the ICO.  The annual fee that can be paid by direct debit to avoid forgetting to pay is usually about £40 per annum.

There are substantial fines for failing to be registered with the ICO.

 

Does you company have written Employment Contracts with all Employees?
Written contract can help avoid disputes over employment right. Employment disputes can be costly and risky.
Do you document employee hours work to ensure compliance with Minimum Wage requirements?
Gov.uk fines for not being able to demonstrate Minimum Wage requirements are met.
Do you record and track employee holiday entitlement and paid holiday taken?
Gov.uk fines for not being able to demonstrate paid holiday requirements are met.
Do you check your employees allowed to work in the UK?
Illegal immigrants is a hot topic. It is a legal requirement that you ensure you check and can demonstrate that all employees you engage are legally permitted to work in the UK.

LIST OF EMPLOYER COMPLIANCE REGULATIONS:

Employment Law

  • Employment Rights Act 1996 – Governs contracts, pay, unfair dismissal, redundancy rights, etc.
  • Equality Act 2010 – Prohibits discrimination based on protected characteristics.
  • National Minimum Wage Act 1998 – Requires payment of statutory minimum wage.
  • Working Time Regulations 1998 – Limits working hours and entitles staff to paid holiday.
  • Employment Act 2002 / 2008 – Covers maternity/paternity leave, flexible working, and disciplinary rules.
  • Trade Union and Labour Relations (Consolidation) Act 1992 – Regulates unions and collective bargaining.
  • TUPE Regulations 2006 – Protects employee rights during business transfers.
  • Agency Workers Regulations 2010 – Ensures equal treatment after 12 weeks.
  • Immigration, Asylum and Nationality Act 2006 – Requires right-to-work checks.

Health & Safety

  • Health and Safety at Work etc. Act 1974 – Requires a safe working environment.
  • Management of Health and Safety at Work Regulations 1999 – Outlines employer duties.
  • COSHH Regulations 2002 – Controls hazardous substances.
  • RIDDOR 2013 – Requires reporting of workplace incidents.

Payroll & Tax

  • PAYE Regulations 2003 – Requires tax and NIC deductions.
  • NIC Regulations – Mandates correct NIC calculations.
  • Pensions Act 2008 – Requires auto-enrolment into workplace pensions.
  • Apprenticeship Levy Regulations – Applies to large employers.

Data Protection & Monitoring

  • UK GDPR – Regulates processing of personal employee data.
  • Data Protection Act 2018 – Supplements GDPR for employment contexts.
  • ICO Employment Practices Code – Provides monitoring and data handling guidance.

Additional Obligations

  • Statutory Sick Pay (SSP) Regulations – Mandates payment of SSP.
  • Maternity and Parental Leave Regulations 1999 – Grants parental leave rights.
  • Flexible Working Regulations 2014 – Allows flexible working requests.
  • Information and Consultation Regulations 2004 – Requires consultation on major changes.
  • Corporate Criminal Offence (CCO) under CFA 2017 – Requires anti-tax evasion measures.
Looking at the of Employee Compliance Law Checklist:
It is important to allocate time and resources to ensure you remain compliant as an employer. Failure to do so can lead to disputes, fines and costs.

CHANGES DURING THE TAX YEAR

CHANGES during the accounting period, or since.
Select ALL or ANY that apply to you for the tax year concerned.
If you can't remember the exact date enter the last day of the month you moved
Please enter full new address including postcode.

OTHER REMINDERS (Director Responsibilities)

This section is some reminders about regulations and possible requirements for business generally, that are not part of our service, but are items directors should ensure they are aware of. (There may be others relevant to your specific business such as Anti Money Laundering Regulations, supervision, memberships etc).
Business Insurance (Professional Indemnity)

OTHER INFORMATION OR UPLOADS (optional)

In this section you can upload documents to help us with your accounts preparation or alternatively you can share these with us via email to t4.office@t4tax.com or via WhatsApp.
For example, if you were not sure of any of your answers you can add any further comment here to let us know.

Maximum file size: 8MB

Types, jpg, jpeg, PNG or PDF only. Max file size per file 8MB, max number of files you can add is 10.

FEEDBACK & SIGN

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